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May 23, 2016 13 minute read
Top Down Distribution (TDD) – CO-PA

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Dear All,
Thanks for given opportunity to upload this document, which will help FICO consultants during the working on TDD –
COPA.
This document prepared based on my knowledge and experience, working on many TDD issue and some issue raised
with SAP expert via OSS message. So I thought why not create such document which collect all information related to
TDD. So I prepared this document and sharing with you.
Thank you
Akesh Agrawal
================================================================================
=================================
SAP – Controlling
CO-PA – Pro tability Analysis
Top-Down Distribution
(TDD)
https://blogs.sap.com/2016/05/23/top-down-distribution-tdd-co-pa/ 1/18
Transaction Code:
Transaction Code: KEBC (Set Operating Concern)
Transaction Code: KE28 (Create/Execute Top-Down Distribution)
Transaction Code: KE29N (Top-Down Distribution Log Overview)
Purpose of the Document:
To know what is the Top-Down Distribution (TDD) in SAP.
To know how TDD works in COPA
Target Audience:
Consultants in SAP FI-CO Financial Accounting and Controlling module.
Disclaimer:
1. Some of the discussion is taken from the SAP Documentation.

2. Some of the data is hidden to adhere to data security policy
Business Purpose of Top-Down Distribution
In Profitability Analysis, sales revenues, sales deductions, and costs of goods manufactured are generally
stored at the customer/product level. However, many business transactions – such as freight invoices,
insurance expenses, or advertising – cannot easily be assigned to such a detailed level in CO-PA.
Consequently, these need to be posted at a summarized level, such as the division, sales organization, or
company code level.
Top-down distribution of actual data is a periodic function that lets you distribute this aggregated data to more
detailed levels in CO-PA on the basis of reference information (such as the data from the previous year/previous
month).
The data is distributed according to existing “reference data”. You can use either planning or actual data as a
reference. You can also distribute period by period, or aggregate the period values to smooth out variances.
The system distributes the data by value field or according to how the values in the selected value field are
distributed.
When top-down distribution is executed, values that are not assigned at the higher level (#) are distributed.
Characteristic derivation occurs but only for those characteristics that were used in summarization (in other
words, those values for which the summarized field in the processing instructions screen was selected).
You can perform distribution in any of the following ways:
You can select values posted to any profitability segments and in any value fields, and then distribute this data to
a specified distribution level.
You can use existing actual or planning data as the basis for this distribution. The basis can be the values in a
single value field (such as revenue) or a calculated value (such as contribution margin 1) or occur by value fields.
You can also distribute period by period, or aggregate the period values to smooth out variances.
Using top-down distribution of actual data can lead to quite large data volumes, since the data is distributed to a
large number of profitability segments.
Activities
You execute the top-down distribution of actual data by choosing Controlling > Profitability Analysis >Actual
postings > Period-end closing > Periodic adjustments > KE28 – Top-Down Distribution from the application
menu.
Entries for the actual data
1. The posting periods or — if you are using the alternative period type — the weeks that you want to distribute
2. The record type of the data you want to distribute
Entries for the reference data
1. Enter the periods from which the reference data should be selected.
2. Specify whether you want to reference actual data or planning data. If you reference planning data, enter
the plan version from which the data should be selected.
3. Enter the record type of the data you want to reference.
4. Select the Aggregate period’s field if you want to add together the period values of the reference data rather
than distributing them directly. This gives you the same value in each period for each segment, to smooth
out incidental differences which occurred from period to period (see also Example: Period Aggregation).
Entries for the reference base
1. Select the Single value field if you want to distribute all the value fields in proportion to the values contain in
one value field. You can use any value field or key figure (formula defined using value fields). The key
figures you can use here need to be defined in Customizing.
2. If you have selected the Single value field, enter the value field that you want to use as the distribution
factor.
3. Select the By value fields field if you want to use each single value field as the basis for how that value field
is distributed. This means that the value field Revenue would serve as the basis for how the revenues are
distributed.
Record Type: X
Source Company Product CO Busi Sales Local Con Picking
Code Area Area Org. Lev Oc Time
01 Cla03
TDD CC01 PD1 COA1 SO01 111 231 30
TDD CC01 PD1 COA1 SO01 112 241 50
TDD CC01 PD1 COA1 SO01 113 251 20
Entries under Extras
1. Select the Test run field if you want to distribute your data without making any changes to the database for
(only testing the correctness).
2. Select the Background processing field if you are distributing for a large number of segments. The system
will execute the function in the background so that your system is not loaded down unnecessarily.
Processing Instructions push-button
Here you can specify how each characteristic should be processed in top-down distribution:
Distribution level:
Retain/Cpy:
Summarize:
Ref: The characteristic values of the selected characteristic are transferred directly from the source data.
However, the system uses different characteristic values of the characteristic as reference data when
determining the distribution key. (Refer attached excel)
Selection Criteria push button
Here you can restrict the amount of profitability segments that you want to delete. You can enter one or more
single values or an interval for each characteristic. All the values of that characteristic are distributed if you
enter an asterisk (*).
With ref to Processing instruction screenshot here:
a. In Distribution level we have selected ‘Local Level 01’ and ‘ConsumpOccassClass03’ in “DLvl”
characteristics we want to distribute to.
a. In Retain/Cpy here we have selected all characteristics you already have in COPA records you want to keep
as it is in above screenshot we have ‘Product’, ‘Company Code’, ‘CO Area’, ‘Business Area’ and ‘Sales Org’
a. In Sum we have select all other characteristics that should be derived during TDD Like ‘Distr. channel’ and
‘Division’ etc.
Actual Data before TDD
Record Type: B,C &D

Option Cpy Cpy Cpy Cpy Cpy Dist Dist Sum Sum Value Value
Field Field
Source Company Product CO Busi Sales Local ConOc Division Media Other
A. Distri.Channel
Code Area Area Org. Lev Cla03 Trd Adv
01
Data CC01 PD1 COA1 SO01 # # # # 1000 1500

posted
Higher
Level
From
Allocation
With ref to above selection what doses the systems technically do:
Retain/Cpy
The TDD selects all lines in COPA that have a characteristic ‘company code’ and ‘Local Level 01’ and
‘ConsumpOccassClass03’ not assigned
Summarizes this records by ‘company code’, ‘Product’, ‘CO Area’, ‘Business Area’ and ‘Sales Org’
Creates a ‘cancellation’ line by ‘company code’, ‘Product’, ‘CO Area’, ‘Business Area’ and ‘Sales Org’
This value will not be changed during TDD!
TDD CC01 PD1 COA1 SO01 # # # # -1000 -1500
Distribute:
The TDD will look for the total “Picking Time” by ‘Local Level 01’ and ‘ConsumpOccassClass03’ posted in a
specific period for a specific record type.
Distribute the amount posted on higher level of characteristic according to the “Picking Time” from the reference
data (e.g. from cost center allocation)
Summarize:
On the cancellation line the TDD will set all characteristics where you selected ‘summarize’ to ‘blank’. (In our
example ‘Distr. channel’ and ‘Division’ etc.)
After TDD: for the cancellation line item the field which is blank in original line item will remain as it is. The
derived characteristics in the cancellation line item will also be in line with the derivation of original line item.
After TDD: for distribution characteristic field which is blank in original line item will be derived from the
characteristic derivation rule for the distribute line item.
For those characteristics that are neither selected as distributed nor retained, you should leave the default values
“*”for this characteristics.
Value Fields push-button
Here we have to specify the value fields of the operating concern that we want to distribute those value field
you need to select. In our case we have selected value field for distribution is (Media Trd., Other Adv ).
Note:
‘Company code’, ‘Product’, ‘CO Area’, ‘Business Area’ and ‘Sales Org’ will be unchanged (No derivation!)
Amount will only be distributed to Company Code-CC01, Product-PD1, CO Area-COA1, Business Area -Blank
and Sales Org-SO01.
Distribution amount for the ‘Local Level 01’ and ‘ConsumpOccassClass03’ is calculated based on “Picking Time”
by ‘Local Level 01’ and ‘ConsumpOccassClass03’.
‘Distr. channel’ and ‘Division’ is derived based on derivation rules during the TDD
Actual Data after execution TDD
Record Type: B,C &D

Field Field
A. Distri.Channel
01
From CC01 PD1 COA1 SO01 # # # # 1000 1500

Allocation
TDD CC01 PD1 COA1 SO01 # # # # -1000 -1500
TDD CC01 PD1 COA1 SO01 111 231 11 12 300 450
TDD CC01 PD1 COA1 SO01 112 241 11 12 500 750
TDD CC01 PD1 COA1 SO01 113 251 11 12 200 300
Top down Distribution KE28 Actual work as per details given above.
Important Notes:
1. The error message KG323 is issued for top-down distribution for the actual data (Transaction KE28): ‘Value could not
be distributed” In most of Top-Down Distribution cases system give the above error message “Value Could not be
distribute”
Basically for the system to find reference data for the selection criteria given in the variant there need to be line
items in the reference data which have the same characteristic combination as those in the source data for the
characteristics selected in the ‘CPY’ column of the processing instructions.
You must consider important fact that error message is always raised for concrete segment (given by characteristics
with processing option copy)
In this case the error message KG323 which is raised by system you have to check the first log and verified that this
characteristic combination does exist in the reference data?.
For Example: In below TDD case Controlling Area characteristics selected in “CPY” column of the processing
instruction.
In below source data and reference data is not same therefore system will give the error message KG323.
Refer below table screenshot where you can see that Controlling Area = ‘CO01’ in the Source (Actual) data with
record type “B,C & D” while the system searches for the char combination with Controlling Area initial (Refer below
screenshot 2)
In reference data Record type “X” Controlling Area is blank. (Refer below screenshot 1).
Actual/Source Data:
Record Type: B,C &D

Field Field
A. Distri.Channel
01
From CC01 PD1 COA1 SO01 # # # # 1000 1500

Allocation
Reference Data:
Record Type: X
Source Company Product CO Busi Sales Local Con Picking
Code Area Area Org. Lev Oc Time
01 Cla03
TDD CC01 PD1 SO01 111 231 30
TDD CC01 PD1 SO01 112 241 50
TDD CC01 PD1 SO01 113 251 20
When any characteristics selected in the ‘CPY’ column of the processing instructions that characteristic value
should be same in Source/Actual data and Reference data. For example Business area in Source data is “Blank”
and in reference also it is “Blank” so system will not give any error because in both side Business area is blank.
But as seen above case that in reference data controlling area is blank and in source data controlling area is
available “COA1” both side data is not same so system will issue the error message KG323 “Value could not be
distributed”
2. In Some case Top-Down Distribution log shows that TDD executed successfully but when we see the details
result TDD not allocated any value, receiver not updated.
In the TDD the characteristics ‘local level 1’ and ‘consumpOccassClass03’ is selected in “DLvl” (Refer screenshot)
In variant you have selected value field for distribution is (Media Trd., MedCst-NTr, Other Adv, Ch.Ag. Fee, PE-
Cons.,PE-Trade, AdvPrd C.T, Adv.PC NTr, Adv.Ag.Com,Adv-Trade ).(Refer screenshot)
1. For the values to distribute to the two characteristics , the following conditions should be satisfied:
a. The two characteristics ‘local level 01 and ‘consumpOccassClass03’ should be initial (should have no
characteristics values-i.e should be blank or null)
b. With the null characteristics values, the value field totals of the value fields selected for distribution should not
be zero. If it is zero, there will not be any distribution.
(e.g. When you checked the report KE24 for record type B, C, D, company code CO01, Period
003.2012 and filter for two characteristics ‘local level 01 and ‘consumpOccassClass03’ with blank
values, the value fields total is Zero (0), that means there is nothing to distribute in TDD.
So basically there is nothing to distribute and hence there is no top down.
3. In Some case you use transaction code KE28. After execution, system issues error message KG323 “Value could
not be distributed” (The percentages of the reference data were all zero.) in the log, even though you are sure that
the reference data exists. Note that the mentioned error message is usually correct and the reference data are in
fact missing. For this purpose consider notes 77476 or 110164.
Problem solved by this message is related only to situation if following conditions are fulfilled:
selection used for periods in source and reference data is the same
reference data are actual data
selection used for reference data is defined with several record types
record type used for selection of source data is also included in selection used for reference data
If above situation fulfilled then this is program error then you need to apply the attached program correction or
implement appropriate
Support package (for further details check SAP Note 763720 – Released on 09.11.2011)
4. You use the top-down distribution in CO-PA and read the necessary CO-PA data from summarization levels. If
many line items are created with several runs, they must each be read with subsequent accesses at summarization
level, which means that the runtimes of consecutive distributions may grow disproportionately to the data volumes.
If all summarization levels used are up-to-date and the results of the sequential top-down distributions DO NOT
influence each other, that means you do not have to use current data. The status of the data from the last setup
of the summarization levels would be sufficient. In this case the line items would not have to be read.
NOTE: As a result of this MODIFICATION, the system no longer reads the current data, but only the data as of
the last update run of the summarization levels. Note that the summarization levels must be updated before the
allocation is executed, if the data for the sender and/or the reference data of the consecutive top-down
distributions has changed. To ensure the data of the summarization levels is consistent, records posted 30
minutes before the update are not included in the summarization levels (security delta). This means that half an
hour must pass after posting CO-PA data, before you may update the summarization levels.
If you want to import the reference data ONLY without reading the line items, implement correction 1.
If you want to import the sender (Source Data) AND reference data without reading the line items, implement
correction 2. (For more details refer SAP Note 1039567)
5. Transaction KE28, option ‘Cumulate Record Type’ is selected: user can enter the same value of record type in
selection for source (actual) data or for reference data more than once. Such selection isn’t logical (especially in
case of source data) and it leads into unexpected and unclear results. Program error, which occurs only in case that
option ‘Cumulate Record Type ‘is selected.
In above case when we used cumulative record type (duplicate entry possible for record type), some time
system behavior is different and thru the unexpected result of TDD, for solution prospective read the OSS note
1608281 which is release for the this issue.
During a top-down distribution, one of the following problems occurs with unit of measure fields:
1. You execute a top-down distribution and notice that the units of measure fields have been filled incorrectly in
some receiver line items (for example, are initial, even though they should have been filled).
2. You want to select the setting for summarizing the value for a unit of measure field in the processing rules during
a top-down distribution but you cannot do this because the “Transfer Value” setting specified by default is grayed
out and can no longer be changed.
3. In the definition of a top-down distribution on the “Selection criteria” screen, you cannot enter any characteristic
values for unit of measure fields.
There is program error for correction you use at least package “SAPKH60507”
Call transaction SE91, enter the message class KG and create message 880 with the following text: “Distribution
level option is not allowed for unit of measure fields”. Then you need to apply attached source code correction.
For more details refer OSS note 1634827.
7. In some case transaction KE28, top down distribution for actual data. Correction provided by this note is
applicable only in case of option ‘Cumulate Record Type’ is enabled. During check of the result of the top down
distribution run it’s recognized that source data in addition to the ‘real’ reference data is used as a reference base for
distribution of data.
This is program error SAP has release OSS note 1635792 on this issue
8. In most of case Top down distribution actual KE28 “processing options” for characteristic “Business area –
GSBER” there is a need to be keep in “CPY” option even we are not using “Business area – GSBER” in our
system.
If we try to set the “Business area – GSBER” in summarize option system doesn’t allowed you to change it.
Because characteristic “Business area – GSBER” is an important Organizational element. But in some cases
after upgrade from older released it is possible to change the from “CPY” to “Summarize” there is OSS note
604523 way how to enable the options and remove such restriction for “Business area – GSBER”. Please note
this is not SAP Standard functionality.
9. You use transaction KE29N. You select a log that belongs to transaction KE28. You want to display the detail log,
but it takes too long. “There are too many senders in the top-down distribution”
Create the following text symbol manually in the program SAPLKEPROT: 001 Create list of sender? (May take a
few minutes)The number of senders is evaluated. The list of senders is only created if the number of senders is
not large or if the user permits this in the dialog displayed (For more details refer SAP Note 1272897, 1555387 &
1483037).
Thank you..
Alert Moderator
Assigned tags
FIN Controlling | FIN (Finance) | SAP Pro tability and Cost Management | co-pa | co-pa accelerator |
View more...
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15 Comments
You must be Logged on to comment or reply to a post.
Sanil Bhandari
May 25, 2016 at 3:59 am
Hi
This is good work. Lot of folks still struggle in TDD. This will really help the community.
Thanks for sharing
Regards
Sanil Bhandari
Like (0)
Former Member | Post author
May 25, 2016 at 6:59 am

Hi Sanil,
Appreciated your comments.
Yes, agreed with you that lots of consultants struggle in TDD, because baseline knowledge missing, if they
manage basis information i am sure they will not face any issue during the TDD execution. There are only few
basics rule if they work on that then issue will resolved. In this document I tried to covered. I hope this will help
them.
Thanks
Akesh Agrawal
Like (0)
Mukthar Ali Ahamed N
May 25, 2016 at 5:19 am
Nice document..Thanks for sharing the information.
Like (0)
May 25, 2016 at 7:00 am
Thanks for your Feedback.
Like (0)
Pavan Kumar Arvapally
May 25, 2016 at 5:26 am
Hi Akeshkumar Agrawal,
Good document…Keep it up.
Regards,
Pavan Kumar Arvapally
Like (0)
May 25, 2016 at 7:00 am
Thanks Pavan for your lovely comments
Like (0)
Snehashis Paul
May 25, 2016 at 5:42 pm
Very nice topic…please upload more and more CO-PA topics or documents which will help others to learn more.
Like (0)
May 25, 2016 at 6:24 pm
Thanks Snehashis for your feedback..I will try my best to provide more document on CO-PA.
Like (0)
Former Member
May 25, 2016 at 6:42 pm
Akesh bhai, very detailed document ..
Good work
Like (0)
May 26, 2016 at 5:37 pm
Thanks you so much Mahesh for your comments.
Like (0)
Krishna Achanta
May 25, 2016 at 6:44 pm
Hi Akesh,
Great work, eagerly waiting for this kind of document on TDD since years. TDD is well explained
Could not stop appreciating your e orts. Thanks for the document
Like (0)
May 25, 2016 at 6:53 pm
Many thanks for your comments and will try to upload more info related to CO.
Like (0)
Ravi Kumar
May 26, 2016 at 9:12 am
Hi Akeshkumar Agrawal,
Nice job you done and thanks for the document.
Like (0)
May 26, 2016 at 12:02 pm
Thank you Ravi..
Like (0)
Former Member
June 8, 2016 at 9:35 am
HI Akeshkumar Agrawal,
Nice document & great work…!
Best Regards
RAJ
Like (0)
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10/30/2019 Top Down Distribution (TDD) – CO-PA | SAP Blogs

Ask a Question Write a Blog Post Login

Top Down Distribution (TDD) – CO-PA

8 Likes 10,554 Views 15 Comments

CO-PA – Pro tability Analysis

Transaction Code: KEBC (Set Operating Concern)

Transaction Code: KE28 (Create/Execute Top-Down Distribution)

Transaction Code: KE29N (Top-Down Distribution Log Overview)

Purpose of the Document:

To know what is the Top-Down Distribution (TDD) in SAP.

To know how TDD works in COPA

Consultants in SAP FI-CO Financial Accounting and Controlling module.

1. Some of the discussion is taken from the SAP Documentation.

Business Purpose of Top-Down Distribution

You can perform distribution in any of the following ways:

Entries for the actual data

Entries for the reference data

Entries for the reference base

TDD CC01 PD1 COA1 SO01 111 231 30

TDD CC01 PD1 COA1 SO01 112 241 50

TDD CC01 PD1 COA1 SO01 113 251 20

Entries under Extras

Processing Instructions push-button

Selection Criteria push button

With ref to Processing instruction screenshot here:

Actual Data before TDD

Record Type: B,C &D

Data CC01 PD1 COA1 SO01 # # # # 1000 1500

TDD CC01 PD1 COA1 SO01 # # # # -1000 -1500

Value Fields push-button

Actual Data after execution TDD

Record Type: B,C &D

From CC01 PD1 COA1 SO01 # # # # 1000 1500

TDD CC01 PD1 COA1 SO01 # # # # -1000 -1500

TDD CC01 PD1 COA1 SO01 111 231 11 12 300 450

TDD CC01 PD1 COA1 SO01 112 241 11 12 500 750

TDD CC01 PD1 COA1 SO01 113 251 11 12 200 300

Record Type: B,C &D

From CC01 PD1 COA1 SO01 # # # # 1000 1500

TDD CC01 PD1 SO01 111 231 30

TDD CC01 PD1 SO01 112 241 50

TDD CC01 PD1 SO01 113 251 20

So basically there is nothing to distribute and hence there is no top down.

Related Blog Posts

Product eld not getting populated after Top down distribution-KE28

You must be Logged on to comment or reply to a post.

May 25, 2016 at 3:59 am

Thanks for sharing

Former Member | Post author

May 25, 2016 at 6:59 am

Appreciated your comments.

Mukthar Ali Ahamed N

May 25, 2016 at 5:19 am

Nice document..Thanks for sharing the information.

Former Member | Post author

May 25, 2016 at 7:00 am

Thanks for your Feedback.

Pavan Kumar Arvapally

May 25, 2016 at 5:26 am

Hi Akeshkumar Agrawal,

Good document…Keep it up.

Pavan Kumar Arvapally

Former Member | Post author