Tips and tricks for Internal Orders &
Planned Maintenance Orders – get the
best out of SAP ERP
Janet Salmon, SAP AG
Agenda
Operational Level Costing for Plant Maintenance Orders (EhP5)
New Applications for Internal Order Maintenance (EhP6)
Wrap-Up
© 2011 SAP AG. All rights reserved.
1
Operational Level Costing for Plant
Maintenance Orders (EhP5)
Operation Account Assignment
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
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3
The need for detailed costing
There has always been a need to cost out individual tasks during
maintenance while keeping the aggregated total for the entire job,
especially in Service Industries.
There is also a need from external bodies (regulators, legal requirements)
to capture costs on a detailed level and report them in categories that are
not part of the companies’ overall business strategy.
The Operation Account Assignment (OAA) solution allows for a single
order with cost objects at the operation level. Each of the processes
available for the header are now available at the operation.
An order must be header based or operation based costing. There is no
ability to have mixed mode costing.
© 2011 SAP AG. All rights reserved.
4
Operation Account Assignment
Target Areas of Functional Improvements
Solution overview
Master Data
Planning
Execution
Closure
Analytics
Technical Object
Integration
Cost Estimation
Confirmation
Resource
Related Billing
OLTP Cost
Reporting
Financial Asset
Integration
Resource
Related
Quotation
Inventory
Settlement
OLTP Revenue
Reporting
Budgeting
Procurement
Investment
Management
G/L Postings
BI
(Header totals)
SRM Integration
The OAA enhancement touches many parts of the EAM work process.
Operation level SRM and BI integration is “planned” for EhP6.
© 2011 SAP AG. All rights reserved.
5
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
© 2011 SAP AG. All rights reserved.
6
Operation costs
Update of Plant Maintenance Cost View
existing header costed orders
header
operation level costing
costs:
plan/actual
header
operation
costs:
plan/actual
operation
operation
costs:
plan/actual
operation
operation
costs:
plan/actual
operation
© 2011 SAP AG. All rights reserved.
7
Operation Account Assignment (OAA) Order
IW31: Create Order
During order creation with reference there is now the option to copy
settlement rules from a reference OAA order to the new OAA order.
No settlement rules are copied if the target or reference are not OAA.
Refurbishment and Investment orders may not be configured for
operation account assignment.
© 2011 SAP AG. All rights reserved.
8
OAA Order
Indication using System Status
The system status I0053 (ACAS in English) is displayed when
the order operation is the account assignment object. This is
the same indicator as for a PS network with activity level
costing.
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9
OAA Order
Account assignment and costs
The operation account assignment and cost data is accessed by
pressing the new Account Assignment button shown.
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10
OAA Order
Account assignment details and operation costs
The account assignment
details for an operation
are shown on the
Account Assignment tab
of the operation detail
view.
Sub-operation account
assignment values are
inherited from the
superior operation.
The costs are displayed
in the cost tabs on the
lower panel.
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11
Account Assignment Details
Defaulting account assignment information
Order header
Order operation
Profit Center
Profit Center
Functional Area
Functional Area
PM Activity Type
Costing Sheet
Overhead Key
Object Class
Business Area
Default
values
Header
value
=
Operation
value
BADI
PM Activity Type
Overwrite
default
values
with
customer
logic
Costing Sheet
Overhead Key
Object Class
Business Area
Tax Jurisdiction Code
Tax Jurisdiction Code
FERC Indicator
FERC Indicator
WBS Element
BADI
With customer
implementation
WBS Element
Defaulting for operation takes place
when a new operation is created.
© 2011 SAP AG. All rights reserved.
12
Operation costs
Update of Plant Maintenance Cost View
existing header
costed orders
Reporting / Transactions / Extraction
operation level
costing
Dynamic summation
for header values
header
operation
costs:
plan/actual
header
ORnnnn
………
OVnnnn
OVnnnn
OVnnnn
…………
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
Stored in database as
operation
operation
Transformation of
costs (plan/actual)
according to value
categories
OAA order costs are only stored for the operation objects. Header totals are
dynamically summed as required. No costs are stored on the database for the
© 2011
SAP AG.Order
All rights reserved.
OAA
object.
13
Operation costs
Cost overview
The cost overview of the operation displays individual sub-operation
planned costs if allocated.
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14
Operation costs
Cost detail
The operation costs are the sum of the operation and any sub-operations.
The individual sub-operation planned costs can be seen on the overview tab.
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15
Operation costs
Quantities
Operation relevant quantities are calculated in the same
manner as header relevant quantities.
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16
Operation costs
Sub-operation
The sub-operation inherits account assignment information from the superior operation.
As sub-operations are primarily intended for allocating extra work centers to an operation,
the sub-operation displays the total costs of the superior operation and any sub-operations.
In the cost overview of the operation the individual sub-operation planned costs may be
seen.
Actual costs cannot be posted to a sub-operation.
© 2011 SAP AG. All rights reserved.
17
Copy Estimated Costs from Planned Costs
Cost copy function
For OAA orders manual
entry of estimated costs is
only at the operation level
with the header displaying
the sum of the operations.
For ease of use the
estimated costs may be
copied from the planned
costs at any point until
order release using the
copy estimated cost
button.
The copy function also
works with regular header
costed orders.
This copied version may
for example be utilized to
‘freeze” the planned costs
at time of order release.
© 2011 SAP AG. All rights reserved.
18
Copy Estimated Costs from Planned Costs
Copy status
After copy, the status
SKKP is set and manual
input of estimated
values is no longer
possible.
The values may be
recopied and
overwritten as many
times as required during
the planning phase.
If the Compatible Units
functionality is active
(Business Function
/CUM/MAIN)
customizing may be set
to allow automatic copy
at order release.
© 2011 SAP AG. All rights reserved.
19
Settlement Rules
Defaulting settlement rules
operation level costing
existing header costed orders
header
header
Order header
settlement
rules
Existing
default engine
operation
operation
settlement
rules
operation
operation
BADI to
modify
defaults
already
existing
BADI
operation
BADI to
modify
defaults
new
BADI
settlement
rules
operation
settlement
rules
A default implementation is used to provide header like default rule logic. If a
technical object is assigned to the operation it will be used to derive default rule. If
no technical object is allocated the header technical object will be used to attempt a
default rule derivation. Settlement rule requirement settings in customizing will only
when
all operations meet the set condition.
© pass
2011 SAP AG.
All rights reserved.
20
Settlement Rules
Mass generation
The generation of
default settlement
rules may be
triggered manually
for operations
selected in the
operation overview
screen.
Should a customer
BAdI
implementation be
active this will
override the
standard logic for
settlement rule
creation.
© 2011 SAP AG. All rights reserved.
21
Settlement Rules
Settlement rule status
To facilitate easy
viewing of
settlement rule
status it is
suggested that the
default operation
overview list layout
include the System
Status field.
Operations with
settlement rules will
have status I0028
which is “SETC” in
English.
Transaction “KOSRLIST_OR” may be used to list settlement rules for all operations
© 2011
SAP AG. All rights reserved.
of an
order.
22
New Logs
Operation settlement rule and account assignment
Two new logs are introduced.
The Operation Account
Assignment menu is only
available when there is an active
BAdI implementation.
The settlement rule log displays information from the default rule creation and customer
messages returned from implementations of the BAdI BADI_OLC_SETTL_RULE_DET_OPR.
The Operation Account Assignment log displays customer messages returned from
implementations of the account assignment BAdI ES_EAM_OAA_DEFAULT.
© 2011 SAP AG. All rights reserved.
23
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
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24
Postings during Work Management Execution
operation level costing
existing header costed orders
header
costs:
plan/actual
header
operation
operation
order no.
operation
Procurement
(material+services)
G/L
postings
Time
confirmation
order no. + operation no.
Inventory
management
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan
Time
Confirmation
only
Sub-operation
Generally planned and actual costs are posted at the operation level. The
exception is that sub-operations will only ever have planned costs for activity
postings. Actual costs for sub-operation postings will post to the superior
© operation.
2011 SAP AG. All rights reserved.
25
Order Budgeting
Availability Check
existing header costed orders
operation level costing
Budget
header
costs:
plan/actual
header
Availabilty check
(tolerances,
transactions, ..)
operation
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
Individual order budgets may be set at the order
header level.
operation
The availability check for postings to the
operation will be against the total of all
operations in the order (Dynamic header total).
© 2011 SAP AG. All rights reserved.
26
Overall Completion Confirmation
IW42: Profile checking
When an OAA order is entered in IW42 the entry profile is checked for
inclusion of material or service sub-screens. If these sub-screens do not exist
in the profile all operations may be confirmed else an error message will notify
that entry of an operation is also required.
© 2011 SAP AG. All rights reserved.
27
Overall Completion Confirmation
IW42: Single operation entry
When a single operation is entered any materials or internal services for the
operation will be defaulted for entry.
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28
Purchasing
Purchase Requisition
Purchase requisitions created from OAA orders will have the originating operation as the
default account assignment object for the item.
A new field VORNR_AUF has been added to purchasing account assignment screens. This
field is used to enter the order operation field for OAA Orders.
© 2011 SAP AG. All rights reserved.
29
Purchasing
Purchase Order
The operation account assignment from the purchase requisition is automatically
transferred to the purchase order.
Manual account assignment to the operation is also possible.
© 2011 SAP AG. All rights reserved.
30
Goods Movement
Goods Issue
Material reservations for an OAA order default the originating operation as the account
assignment object.
The goods issue for the reservation retains this operation as the default account
assignment object.
Unplanned goods movements may have manual operation account assignment.
© 2011 SAP AG. All rights reserved.
31
Goods Movement
Goods Receipt
The goods receipt for a purchase order maintains the originating
operation as the account assignment object.
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32
Invoice Processing
Incoming Invoice for Purchase Order
The invoice entry for a purchase order will retain the original operation
account assignment from the purchase order.
The field in the account assignment list is the VORNR field and is also
used for the PS Network activity.
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33
Financial Documents
Document List and Line Item Detail
For financial document detailed account
assignment (Coding Block) views the field
VORNR_AUF has been added.
Layouts for financial document details may
include the order operation as shown in the
transaction FB03 example.
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34
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
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35
Project System Integration
Assignment to WBS Elements
operation level costing
order
WBS A
header
WBS B
operation
costs:
plan/actual
operation
costs:
plan/actual
WBS A-1
operation
costs:
plan/actual
Operations can individually be assigned to “released” WBS
elements.
Cost reporting
budgeting
Scheduling
Revenue target
determination
as for order
header
costing
BAdI
YES,
if WBS
maintained
not
applicable
BAdI
YES,
if WBS
maintained
not
applicable
BAdI
YES,
if WBS
maintained
not
applicable
BAdI
not
applicable
Functional areas in which the
WBS assignment can be used
Header assignment to OAA orders is for scheduling purposes
only.
© 2011 SAP AG. All rights reserved.
36
Project System Integration
PS Functions Impacting Operations
operation level costing
existing header costed orders
header
costs:
plan/actual
Overhead
calculation
header
Interest
calculation
operation
Copy of plan
versions
(plan / plan)
operation
Creation of
simulation
versions
operation
Settlement
Operations assigned to WBS
elements can be included in
the Project structure
processing functions.
© 2011 SAP AG. All rights reserved.
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
Single and mass processing
(e.g. along WBS or project hierarchy )
37
Project System Integration
Project Structure
Operations allocated to WBS elements are displayed under the assigned WBS in the
structure.
The unassigned operations are displayed under their order outside of the project
structure.
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38
Project System Integration
Cost Reporting
As with the structure views, any unassigned operations from orders with assigned
operations are displayed under their order outside of the project structure.
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39
OAA Order Billing
Resource related Quotation and Billing
operation level costing
existing header costed orders
Revenue postings to
header costed order
possible / allowed
header
costs:
plan/actual
Revenue postings to
cost objects allowed to
carry revenues
header
order + operation no.
removed in billing items
operation
Billing
Document
operation
VA02
DP90
operation
actual costs
Debit memo
Request (DR)
DP90
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
VA22
DP80
planned costs
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Resource related
quotation (AE)
DP80
40
OAA Order Billing
Constraints
With the standard header costed service order, the order itself can be the final revenue
object.
As the operation will not be a revenue object, OAA order takes a different approach.
During the generation of the sales documents from the Resource Related Billing
process the internal representation of the originating operation is stored in the fields
AUFPL_OAA/APLZL_OAA for reference purposes.
When the subsequent billing document is created from the sales document the profit
center from the operation is defaulted as the revenue object and the reference
operation details are cleared.
If the customer wishes to change this behavior the BAdI “BADI_SD_BILLING” may be
used to determine the correct revenue object.
It is suggested for larger jobs that the Project System be used and that WBS elements
assigned to the operations be used as the final revenue objects. The appropriate WBS
element can be read from the originating operation record. This allows for easy
combination of different orders into the billing process.
© 2011 SAP AG. All rights reserved.
41
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
© 2011 SAP AG. All rights reserved.
42
Period End Processing
Overhead Calculation and Settlement
operation level costing
existing header costed orders
header
costs:
plan/actual
operation
operation
header
Overhead
calculation
Settlement
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
costs:
plan/actual
operation
Single and mass processing
Overhead and settlement processing for OAA orders is performed at the individual
operation level.
Selection may be at the order or operation level. Order based selection will process all
operations of the selected order.
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43
Order Settlement
Settlement Options
operation level costing
existing header costed orders
header
costs:
plan/actual
settlement
rules
Settlement receivers
header
Order
Cost center
operation
Fixed asset
WBS element
operation
G/L account
……………..
operation
Order operation
costs:
plan/actual
operation
settlement
rules
costs:
plan/actual
operation
settlement
rules
costs:
plan/actual
operation
settlement
rules
Single and mass processing
Settlement rules cannot be maintained at the header level for OAA orders.
The operation cannot be a settlement receiver.
© 2011 SAP AG. All rights reserved.
44
Order Settlement
Settlement Options
An OAA order will be settled for all operations if none is specified or for
individually entered operations.
Mass processing has the same selection options.
Operations allocated to WBS elements may be settled during project system settlement
if the “With orders” option is specified in the settlement selection parameters.
© 2011 SAP AG. All rights reserved.
45
Agenda
Business Background
Maintenance and Service Order
Work Execution
PS Integration
Period End Processing
Reporting
Summary
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46
Reporting
Overview of all operation costs
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47
Reporting
Operation overview report
The operation cost overview report shows costs for all operations by value category.
The report can be run as a transaction IW40N and include sub-orders.
© 2011 SAP AG. All rights reserved.
48
Reporting
Goods Movements
The operation to which a goods movement was posted is now available
in the Order Goods Movement report.
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49
Reporting
Order document flow
Each posted document is created under the originating operation.
© 2011 SAP AG. All rights reserved.
50
OAA Orders as sub-orders
Hierarchical operation cost report
OAA Orders may be
created as suborders.
A new hierarchy cost
report displays the
costs of all order
header totals as well
as the individual
operation costs for
OAA orders.
This report may be
run as transaction
IW40N with multiple
order selection.
© 2011 SAP AG. All rights reserved.
51
OAA Orders as sub-orders
Hierarchical operation cost report
Each value column is summed to the respective superior node.
Node summation functions can display total, average, maximum and minimum values.
© 2011 SAP AG. All rights reserved.
52
Reporting
CO planned/actual reports
The CO Report Writer
has been adjusted to
read the operation
cost objects.
CO cost reports are available at
the operation and header level.
The header reports select data
from all operations for the
order.
Individual operation details are
available in the line item
reports.
© 2011 SAP AG. All rights reserved.
53
Reporting
Purchasing commitments
Purchasing commitments
may be seen at the
operation or header level.
The line item reports show
the originating operation.
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54
Operation list edit with cost display
(IW37/IW49)
Similar to the order list
reports the operation lists
have the cost fields
available for display.
The list reports
IW37N/IW49N have not
been adjusted and are
planned for inclusion in
EhP6.
© 2011 SAP AG. All rights reserved.
55
Operation list edit with cost display
(IW37/IW49)
Similar to the order list
reports the operation lists
have the cost fields
available for display.
© 2011 SAP AG. All rights reserved.
56
New Applications for Internal Order
Maintenance (EhP6)
Introducing the Renovated Master Data Transactions in Controlling
Introducing The New User Experience
© 2011 SAP AG. All rights reserved.
58
Internal Order (Formerly Transactions KO01-03)
Use roles
CO_INTERNAL_CONTROLLER or
CO_COSTCENTER_MANAGER to
access internal order master data
Web Dynpro Application
FCOM_INTERNALORDER_ADAPTATION
© 2011 SAP AG. All rights reserved.
59
Internal Order: Compliance
Immediate visibility of change documents for order and settlement rule
© 2011 SAP AG. All rights reserved.
60
Internal Order Groups (Formerly Transactions KOH1-3)
Use role
CO_INTERNAL_CONTROLLER to
access order hierarchies
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61
Thank You!
Contact information:
Janet Salmon
Janet.dorothy.salmon@sap.com
© 2011 SAP AG. All Rights Reserved.
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