CO Controls Super User Training

1
CO ControlsSuper User Training
2
Welcome and Ground Rules

• Have fun and enjoy the opportunities we have to
  contribute to SBBCs future success!
• Please turn off or silence cell phones and pagers
• Please do not read or send email messages during
  class time
• Respect those speaking and asking questions by
  keeping side discussions to a minimum
• Please do not interrupt the person speaking
• We will start, break, and end on time
• All unanswered questions will be placed in the
  Parking Lot and answers will be distributed
  later

3
Logistics
Before we get started ...
4
Classroom Materials
Exercises
BRITE
(Let Me)
Concepts
(Tell Me)
Demonstrations
(Show Me)
5
Course Objectives

• At the end of this course, you should be able to
• Create CO Master Data
• Enter a Manual Allocation
• Enter Direct Activity Allocation
• Display and drill down on CO documents
• Display Activity Type Report
• Observe assessment cycles design and execution
• Observe distribution cycles design and execution
• Change Standard Hierarchy
• Lock CO Periods

6
SAP Basic Navigation and FundamentalsGetting
Into SAP
7
BRITE

• What is BRITE?
• Broward Innovative Tool for Education, will
  streamline Browards business systems
• It provides staff with access and real-time data
  in the latest version of the SAP software.
• BRITE brings one business system to Broward
  Schools.
• BRITE is a project of the Enterprise Resource
  Planning Department, ERP.

8
SAP BRITE Website

• For end users, SAP will now be accessed through
  the web.
• On Windows-based computers, you will access SAP
  in Internet Explorer.
• There will be a button to access SAP on the ERP
  Department web page

www.broward.k12.fl.us/erp
Click this button to Access the BRITE Portal
9
Logging Into the BRITE Portal

• User Login ID
• Entry format P00012345
• 8 digits starting with the letter p
• Personnel Number 12345
• If personnel number is less than
• 8 characters, then add leading zero(s)

• Password (first time users only)
• Entry format JA021956
• MM first 2 letters of birth month (JA)
• DD 2-digit birth day (02)
• YYYY 4-digit year of birth (1956)

10
Initial Password Selection
You will click here to change your password
11
Portal Assistance
If you have trouble logging into the Portal,
select Get Support.
Select Get Support to Request a New Password
12
BRITE Portal Screen

• Single sign on access to systems you need to do
  your work, including SAP (that means one
  password!)
• Tabs in the Portal screen will be customized
  based on the users role
• All users will have access to the Home and
  Employee Self Service (ESS) tabs

13
SAP Access via the BRITE Portal
14
Icons to remember
15
(No Transcript)
16
Business Area Hierarchy
17
Business Areas - Schools
18
(No Transcript)
19
OKKS Set Controlling Area

• Use this procedure to establish the Controlling
  Area for the CO module used the School Board of
  Broward County.
• Perform this procedure when the Controlling Area
  has not been set. The School Board of Broward
  County will be using one Controlling Area, SBBC.

20
(No Transcript)
21
Cost Center Structure
22
KS01 Create Cost Center

• Use this procedure to create new cost centers.
  Cost Centers are the main component of the CO
  master data. They represent the lowest
  organizational level at the School Board of
  Broward County where cost responsibility will
  reside.

23
KS01 Create Cost Center

• Only Food Service Cost Centers must have the
  Plant and Storage Locations filled in
• Plant 5000
• Storage Location MSID

24
Demonstration

• Scenario Create Cost Center
• Transaction Code KS01
• New Department 9876
• Division Chief Financial Officer
• Name Training Cost Center
• Exercise
• Workstation 1 CC 9875
• Workstation 2 CC 9874
• Workstation 3 CC 9873
• Workstation 4 CC 9872

25
KS02 Change Cost Center

• Name Training Cost Center .2
• Exercise Training Cost Center .2

26
KS04 Delete Cost Center

• Perform this procedure when there is a need to
  delete a cost center. Cost Centers should only be
  deleted if a Create Transaction (KS01) was
  entered in error and should not remain in the
  Cost Center Hierarchy. No postings should have
  been entered against the Cost Center.

27
KSH1 Create Cost Center Group

• Use this procedure to build cost center hierarchy
  groups, which summarize the decision-making,
  responsibility, and control areas according to
  the particular requirements of the organization.
  The individual cost centers are attached to the
  lowest hierarchical node level.

28
Demonstration

• Scenario Create Cost Center Group
• Transaction Code KSH1
• New Group Elementary Group
• Exercise (3 elementary schools)
• Workstation 1
• Workstation 2
• Workstation 3
• Workstation 4

29
Internal Order Structure
30
KO01 Create Internal Order

• Use this procedure to create new Internal
  Orders. Internal Orders are cost collectors
  similar to Cost Centers however, unlike Cost
  Centers, Internal Orders are temporary in nature.

31
Demonstration

• Scenario Create Internal Order
• Transaction Code KO01
• Internal Order OB09708005
• IO Name Training Internal Order
• Responsible CC Financial Reporting
• Exercise
• Workstation 1 001
• Workstation 2 002
• Workstation 3 003
• Workstation 4 004

32
Secondary Cost Element Structure
33
KA06 Create Secondary Cost Element

• Use this procedure to create a new secondary cost
  element for use in the monthly chargeback process
  or for processing other type of charges such as
  the ones generated by Service Providers.

34
Demonstration

• Scenario Create Secondary Cost Element
• Transaction Code KA06
• Cost Element 99105105
• Cost Element Training CE 105
• Category Assessment
• Exercise
• Workstation 1 99105101
• Workstation 2 99105102
• Workstation 3 99105103
• Workstation 4 99105104

35
Activity Types Structure
36
KL01 Create Activity Type

• The activity type classifies specific activities
  provided by a sending cost center ( Service
  Provider Cost center like BECON ) for purposes of
  cost allocation.

37
Demonstration

• Scenario Create Activity Type
• Transaction Code KL01
• Activity Type BZ0005
• Name Binding 5
• Act Unit Each
• CCtr Cat W
• ATyp Cat 1
• Cost Element (created in earlier exercise)
• Price Ind. 3
• Exercise
• Workstation 1 BZ0001
• Workstation 2 BZ0002
• Workstation 3 BZ0003
• Workstation 4 BZ0004

38
Statistical Key Figure Structure
39
KK01 Create Statistical Key Figure (SKF)

• Use this procedure to create a statistical key
  figure (SKF), for example, the square footage for
  SBBCs buildings. This statistical key figure
  could be used later as a basis of cost
  allocations (assessment cycles in SAP).

40
Demonstration

• Scenario Create SKF
• Transaction Code KK01
• SKF T105
• Name Cell Phone
• UOM each
• Category Fixed
• Exercise
• Workstation 1 T101
• Workstation 2 T102
• Workstation 3 T103
• Workstation 4 T104

41
(No Transcript)
42
KB31N Enter Statistical Key Figure (SKF)

• Use this procedure to enter (i.e. post)
  quantities for various statistical key figures.
  Statistical key figure (SKF) is used as a basis
  for internal allocations, such as settlements and
  assessments.

43
Demonstration

• Scenario Enter SKF
• Transaction Code KB31N
• SKF T105
• Quantity 3
• Rec Cost Center 1320097250
• Fund 4110
• Functional Area 7601000000000000
• Exercise
• Workstation 1 T101
• Workstation 2 T102
• Workstation 3 T103
• Workstation 4 T104

44
KP26 Chg Plan Data for Activity Types

• Use this procedure to input a new or change an
  existing activity price. As the activity price
  needs to be maintained as a combination of Cost
  center and Activity Type.

45
KP26 Chg Plan Data for Activity Types

• Entering the price manually through KP26

46
Demonstration

• Scenario Change Plan Data
• Transaction Code KP26
• Version 0
• Periods 1 to 12
• Fiscal year 2008
• Cost Center BECON
• Activity Type BZ0005 (AT created earlier)
• Exercise
• Workstation 1 BZ0001
• Workstation 2 BZ0002
• Workstation 3 BZ0003
• Workstation 4 BZ0004

47
(No Transcript)
48
KB15N Enter Manual Allocations

• Perform this procedure for either (a)
  Inter-Departmental Billing (one Sender to one
  Receiver) or (b) when an error has been made
  during the posting of an Assessment Cycle.

49
Demonstration

• Scenario Enter Manual Allocation
• Transaction Code KB15N
• Cost Element Printing Service
• Amount 35.00 (Business Cards 5)
• Sending CC Printing Svcs.
• Fund 7910
• Func Area 7760000000000000
• Rec Cost Center Elementary School (write it
  down)
• Fund 1000
• Functional Area 7301000000000000
• Exercise
• Workstation 1 Elm CCtr________________ Doc
  ____________________
• Workstation 2 Elm CCtr________________ Doc
  ____________________
• Workstation 3 Elm CCtr________________ Doc
  ____________________

Doc ______________
50
KB17N Reverse Manual Allocations

• Use this procedure to reverse a manual cost
  allocation (posted using transaction KB15N), for
  example, if that posting was done in error.

51
Demonstration

• Scenario Reverse a Manual Allocation
• Transaction Code KB17N
• Document From Previous Exercise
• Exercise
• N/A - Only for observation

52
KB21N Enter Direct Activity Allocations

• Perform this transaction to post costs to
  Receivers (other Cost Centers or WBS elements)
  broken down by activity types and their implied
  standard cost/rate.

53
Demonstration

• Scenario Enter Direct Activity Allocation
• Transaction Code KB21N
• Quantity 10
• Sending CC BECON
• Activity Type BZ0005
• Fund 1020
• Func Area 6200000000000000
• Rec Cost Center Elementary School (write it
  down)
• Fund 1000
• Functional Area 6301000000000000
• Exercise
• Workstation 1 BZ0001 - CCtr________________ Doc
  ____________________
• Workstation 2 BZ0002 - CCtr________________ Doc
  ____________________
• Workstation 3 BZ0003 - CCtr________________ Doc
  ____________________

Doc ______________
54
KB24N Reverse Direct Activity Allocations

• Perform this procedure when you have erroneously
  posted an activity allocation using transaction
  code KB21N. This transaction will allow you to
  reverse that posting.

55
Demonstration

• Scenario Reverse Direct Activity Allocation
• Transaction Code KB21N
• Document From Previous Exercise
• Exercise
• N/A Only for observation

56
(No Transcript)
57
KSB5 Display Actual Cost Documents

• Use this transaction to display an actual
  posting document in the CO module.

58
Demonstration

• Scenario Display CO Documents
• Transaction Code KSB5
• Document Number 1 to 9999999999
• Exercise
• Workstation 1 Enter your document number
• Workstation 2 Enter your document number
• Workstation 3 Enter your document number
• Workstation 4 Enter your document number

59
KSBT AT Price Report

• Generate this report to obtain a report on
  activity prices or standard costs pertaining
  to selected Cost Center(s) and rate activity
  types.

60
KSBT AT Price Report
61
Demonstration

• Scenario Activity Type Price Report
• Transaction Code KSBT
• Activity Types BA0001 to BZ9999
• Version 0
• Fiscal Year 2008
• Periods 1 to 12
• Exercise
• Execute the Activity Type Price Report

62
(No Transcript)
63
KSU1 Create Actual Assessment

• Use this Assessment transaction, to create a
  cycle to be executed typically at the end of a
  month (and at year-end), for the allocation of
  costs incurred by one or more cost center/s to
  many other cost centers.

64
KSU5 Execute Actual Assessment

• Perform this transaction and related steps when
  there is an assessment to be carried out from one
  or more Sender Cost Center/s to many Receiver
  cost centers based on an allocation base (maybe
  by Activities, Costs, or Statistical key figures
  ).

65
Demonstration

• Scenario Review an Assessment Cycle
• Transaction Code KSU2 or KSU3
• Cycle P08001
• Review aspects of an assessment, such as
  segments, senders, and receivers.
• Exercise
• N/A Only for observation

66
(No Transcript)
67
KSV1 Create Actual Distribution

• Use this Distribution transaction, to create a
  cycle to be executed typically at the end of a
  month (and at year-end), for the distribution of
  costs incurred by one or more cost center/s to
  many other cost centers.

68
KSV5 Execute Actual Distribution

• Perform this procedure when there are charges
  that need to be distributed from one or more
  Sender Cost Center (or Grant) to many other
  Receiver Cost Centers (or Grants).

69
Demonstration

• Scenario Review a Distribution Cycle
• Transaction Code KSV2 or KSV3
• Cycle P08002
• Review aspects of an assessment, such as
  segments, senders, and receivers.
• Exercise
• N/A Only for observation

70
(No Transcript)
71
OKEON Change Standard HierarchyOKENN Display
Standard Hierarchy

• Use this procedure to make changes to the
  Standard Hierarchy and master data contained
  within it. Each cost center needs to be assigned
  to Standard Hierarchy. Therefore, if the changes
  are required, then you can use this transaction.

72
Demonstration

• Scenario Display Standard Hierarchy
• Transaction Code OKENN
• Exercise
• Review aspects of a standard hierarchy for the
  following cost centers
• 3471406010
• 2200097080

73
(No Transcript)
74
S_ALR_87013611 Cost Centers Actual/

• Perform this procedure when you wish to view
  transactions on a single Cost Center, Cost Center
  Group, or a range of Cost Centers.

75
Demonstration

• Scenario Execute Cost Center Report
• Transaction Code S_ALR_87013611
• Fiscal Year 2008
• Period 5
• Version 0
• Exercise
• Execute report for the following cost centers
• 1320097250
• 2210097040
• The cost centers you charged against in earlier
  exercises

76
(No Transcript)
77
OKP1 Change Period Lock

• Use this procedure to open or close the month on
  the Controlling module/ledger. This will allow or
  block postings to the CO ledger, including
  through posting from FI module.
• Before closing a period, the user should make
  sure that all postings to the CO ledgers
  (including those originating from revenue
  expense accounts into FI ledger) for the current
  month are completed.

78
OKP1 Change Period Lock

• It is necessary to follow the month-end closing
  schedule, which would outline the sequence of the
  steps.

79
Demonstration

• Scenario Close Period 5
• Transaction Code OKP1
• Controlling Area SBBC
• Fiscal Year 2008
• Version 0
• Exercise
• N/A Only for observation
• Note - OKP2 Display Period Lock

80
Wrap-Up/QA