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Cost Center Accounting Master Data
Cost Center Accounting Master Data Page 1
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Contents
1. Unit Summary .................................................................................................. 3 2. Overview of topics covered ............................................................................. 3 3. Business Scenario ............................................................................................ 3 4. Cost Center ...................................................................................................... 5 5. Cost Element ................................................................................................. 19 6. Statistical Key Figures .................................................................................... 31 7. Activity types ................................................................................................. 39 8. Additional functions for master data ............................................................. 52
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1. Unit Summary
This Unit will familiarize the participants with the concept of Standard Hierarchy through which Cost centers can be organized. The course will also explain the relation between GL accounts and primary cost elements. After completion of this unit participant will be able to create Cost Center, Activity Types and Statistical key figures. The collective processing functionality also would be introduced.
2. Overview of topics covered

Cost Center Standard Hierarchy Create Cost Center Relevance of Cost center category Create Cost element Concept of automatic creation Cost element vs. manual creation Understand difference between Secondary and primary cost element Create activity types Plan Manual prices for activity types on different cost centers Create Statistical key figures Collective processing of master data Time dependencies
3. Business Scenario
Auto Components Limited (ACL) uses legacy system for maintaining internal controlling purposes. ACL is a manufacturing company, all the manufacturing is done from its plant in Bangalore. The company has various departments which provide the following support functions Financial Accounting, Controlling, Sales, Legal, HR, facilities etc. The facilities costs are allocated to other departments in the ration of the Square feet area of the department.
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The company would like to evaluate SAP to understand compatibility with the above processes. It is also keen to understand the activity based cost allocation functionality provided in SAP.
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4. Cost Center
4.1 Relevance to business process

Cost Center Master Data You use Cost Center Accounting for controlling purposes within your organization. The costs incurred by your organization should be transparent. This enables you to check the profitability of individual functional areas and provide decision-making data for management. This requires that all costs be assigned according to their source. However, source-related assignment is especially difficult for overhead costs. Cost Center Accounting lets you analyze the overhead costs according to where they were incurred within the organization. Depending on the level of decision-making powers assigned to the manager of an organizational unit, you can distinguish between various types of responsibility areas within an organization: Cost center Profit centers Investment centers Recording costs with reference to plan values Calculating operating results Calculating Return On Investment In the SAP system you can create an investment center in the Profit Center Accounting component (EC-PCA). You do this by assigning balance sheet items to a profit center.
Entering actual costs Primary costs can be transferred to Cost Accounting from other components, for example, Materials Management (MM), Asset Accounting (AA), and Payroll Accounting (PY). Additional costs and outlay costs are recorded using the accrual method. Allocating actual costs You can use various methods to further allocate the actual costs you have recorded, according to their source. The system distinguishes between transaction-based allocations, which occur within one period, and period-based allocations, which occur at period end.
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Planning activities and costs You can use planning to define organizational targets and carry out regular cost-effectiveness checks. Variances can be calculated by comparing the actual costs and activities with the plan values. These variances serve as a control signal, which helps you to correct business processes, when required. You can plan costs and activities to determine allocation (activity) prices. Allocating plan costs All actual allocations that occur for cost centers can also be planned (for example, distribution, assessment, and indirect activity allocation). Entering plan and actual statistical key figures Statistical key figures are used as the basis for the indirect allocation methods, as well as for evaluations in the information system (for example, employees, and telephones). Activity Accounting Activity Accounting uses the activity produced by a cost center as the tracing factor for the costs. You can use activities to measure the operating rate or the rate of capacity utilization for a cost center. The target costs of the cost center refer to the activity output. Depending on the source of the costs, the activities of a cost center are divided into various activity types (for example, for the Work center cost center: Repair hours or Assembly hours. Information system The information system provides tools with which you can analyze the cost flows that have occurred in your organization. You can carry out standard recurring evaluations; and create special reports for unique tasks or situations.
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Cost center Hierarchy
You can combine cost centers into cost center groups. You can then create cost center hierarchies from these groups by combining the groups according to decision-making area, area of responsibility, or management area. A cost center hierarchy comprises all cost centers for a given period and therefore represents the whole enterprise. This hierarchy is known as the standard hierarchy.
4.2 Configuration / usage consideration

Cost Centers are created within a controlling area. All Cost Centers have to be mandatorily assigned to a company code
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Basic data
Cost Center Valid from Valid to Name Description Cost center category Unique number identifying the cost center Date from which the cost center master data is valid Date upto which the cost center master data is valid Cost center short name Cost center description Default values for the "Lock" and "Record quantity" indicators can be defined in the cost center category, the values are defaulted into the cost center master data at time of creation Activity type master data includes one or more cost center categories. The activity type may be used only by cost centers belonging to those categories. Free text Field - Enter a name Select appropriate node as mentioned in Diagram above Cost Center Currency (can be different from controlling area currency) Profit center to which the cost center is assigned
Person responsible Hierarchy Currency Profit Center
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Control data tab

Lock Indicators Cost center can be locked for posting selectively for - Actual primary costs - Plan primary costs - Actual secondary costs - Plan secondary costs - Actual revenue - Plan revenue - Commitment updates
The impact of lock indicator to be demonstrated by attempting to post values.
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4.3 Demonstration
Modifying Cost Center Standard Hierarchy Menu Path Transaction code Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Standard Hierarchy -> Change OKEON
Create Cost Center and assign to hierarchy Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost Center-> Individual processing -> Create KS01
Transaction code
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4.4 Self Assessment Test
What are the mandatory fields in the cost center master? a) Standard Hierarchy b) Profit center c) Cost center category d) Both A & C Revenues postings to a cost center is a) Possible b) Not possible c) possible but such postings are Statistical
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4.5 Exercises
1. Modify the standard cost center hierarchy of your controlling area in accordance with the data shown below.
2. Create the following cost centers and assign them to the appropriate nodes in the standard hierarchy Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency AA0101 01.01.2009 31.12.9999 Fin. Accounting Dept. Financial Accounting Department W Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR
Cost Center Valid from Valid to

Cost Center Accounting Master Data
AA0102 01.01.2009 31.12.9999
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Name Description Cost center category Person responsible Hierarchy Currency Cost Accounting Dept. Cost Accounting Department W Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR
Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency
AA0103 01.01.2009 31.12.9999 HR Human Resource W Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR
Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency
AA0104 01.01.2009 31.12.9999 Facilities Mgmt Dept. Facilities Management Department H Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR
Cost Center Valid from Valid to Name Description Cost center category Person responsible
AA0105 01.01.2009 31.12.9999 Legal Dept. Legal Department W Free text Field - Enter a name
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Hierarchy Currency Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency Cost Center Valid from Valid to Name Description Cost center category Person responsible Hierarchy Currency Select appropriate node as mentioned in Diagram above INR AA0106 01.01.2009 31.12.9999 Plant Admin. Dept. Plant Administration Department F Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR AA0107 01.01.2009 31.12.9999 Plant Maint. Dept. Plant Maintenance Department F Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR AA0108 01.01.2009 31.12.9999 Production Cost Center Production Cost Center F Free text Field - Enter a name Select appropriate node as mentioned in Diagram above INR
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4.6 Solution
Exercise 1 : Modify Standard Hierarchy
Step 1: Change Standard cost center Hierarchy can be accessed either by entering the transaction code or by navigating through the menu path. Menu Path Transaction code Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Standard Hierarchy -> Change OKEON
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Step 2: Select the standard hierarchy node under which you want to create sub nodes and select the option to create Lower Level Group.
Enter the group name FA## and description Finance and administration
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Above steps to be repeated until all nodes in the Hierarchy have been created. Exercise 2: Create Cost Centers Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost Center-> Individual processing-> Create KS01
Transaction code
Step 1. Enter the cost center number and the validity period and then press Enter key
Enter the details of as per exercise mentioned.
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Repeat the above steps for all the cost centers mentioned in the Exercise.
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5. Cost Element

Cost elements classify an organizations valuated consumption of production factors within a controlling area. A cost element corresponds to a cost-relevant item in the chart of accounts. We distinguish between primary cost and revenue elements and secondary cost elements.
5.2 Configuration and usage consideration

Primary Cost/Revenue Elements A primary cost or revenue element is a cost or revenue-relevant item in the chart of accounts, for which a corresponding general ledger (G/L) account exists in Financial Accounting (FI). You can only create the cost or revenue element if you have first defined it as a G/L account in the chart of accounts and created it as an account in Financial Accounting. The SAP System checks whether a corresponding account exists in Financial Accounting. Examples of primary cost elements include: Material Consumption Personnel costs Telephone expenses
To be able to post to a primary cost element, you require an object in Management accounting (such as a cost center) to identify the origin of the costs. In order to analyze revenues in cost controlling, revenue GL accounts must be created as revenue cost element. Revenue elements are primary cost elements of category 11.
Secondary Cost Elements Secondary cost elements can only be created and administrated in cost accounting (CO). They portray internal value flows, such as those found in internal activity allocation, overhead calculations and settlement transactions.
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When you create a secondary cost element, the SAP System checks whether a corresponding account already exists in Financial Accounting. If one exists, you cannot create the secondary cost element in cost accounting. Examples of secondary cost elements include: Assessment cost elements Cost elements for Internal Activity Allocation Cost elements for Order Settlement
Cost elements are created at the controlling area level.
When a cost element is created, the cost element cost element category must be entered. The cost element category defines the transactions for which the cost element can be used. For example, category 01 (general primary cost elements) is used for the standard primary postings from Financial Accounting or Materials Management.
Automatic creation of cost elements
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Cost elements can be created automatically. For this the default settings which links cost the cost element range is linked to cost element categories. Primary costs are only created if the respective general ledger exists in the operational chart. The cost element is defaulted from the G/L account master data in Financial Accounting. This can be changed in Management Accounting. In the operational chart of accounts settings it is possible to customize whether creating a general ledger automatically created the cost element. In order to use this functionality the pre-settings for the automatic creation of cost elements must be made. Secondary cost elements are also automatically created. The description is taken from the cost element category, which can be changed manually.
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5.3
Demonstration
Create primary cost element Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost Element -> Individual processing - > Create Transaction code KA01 Create secondary cost element Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost Element -> Individual processing - > Create Secondary KA06
Transaction code
Create cost element group Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost Element Group -> Create Primary Transaction code KAH1
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5.4
Self Assessment Test

Which of the following required a GL account as a basic requirement for its creation? a) Cost center b) Primary cost Element c) Secondary cost element d) None of the above What is the category of a primary cost element? a) 01 b) 03 c) 11 d) 41
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5.5 Exercises
Exercise 1: Check if the following primary cost element already exists and if it has the correct cost element category, if not available create the primary cost element. Create the new GL accounts if required Primary Cost element Name Description Cost element category Primary Cost element Name Description Cost element category Primary Cost element Name Description Cost element category 473110 Telephone (basic) Telephone (basic fees) 1 473199 Diesel expense Diesel expense 1 473198 Electricity expense Electricity expense 1
Exercise 2: Create an assessment Cost element to Secondary Cost element 500000 Name Power expenses allocated Description Power Expenses allocated Cost element category 42 Exercise 3: Create cost element group Create a new cost element Group AA00##. To include the above four cost elements directly under it.
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5.6 Solution
Check if primary cost element exits Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost element-> Individual processing - > Display primary KA03
Transaction code
Press Enter If the Cost element exists the details of the cost element are displayed.
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If the cost element does not exist an error message is displayed.
Menu Path
Transaction code
Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost element-> Individual processing - > Display primary KA01
*please ensure that the corresponding GL account exists if not the same is to be created
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Press Enter on the keyboard and in the next screen enter further details - Select cost element category = 1
Click on the save icon. The primary cost element is now created. Repeat the above steps for the remaining cost elements Create Secondary cost element Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost element-> Individual
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processing - > Create secondary
Transaction code
KA06
Enter the Cost element number and validity period. Press Enter on the keyboard.
Create cost element group Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost element group-> Individual processing - > Create Group Transaction code KAH1
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Enter the Cost element group that is to be created. Press enter on the keyboard.
Use the button
to add cost elements to the group.
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6. Statistical Key Figures

Statistical Key figures are used to record figures relevant to or representing Cost Centers Activity Types Orders Business Processes Profit Centers Real Estate Objects You can use them as the basis for internal allocations, such as Distribution and Assessment. You assess the costs for the cafeteria to the individual cost centers, based on the number of employees in each cost center. To do this, you need to enter the number of employees in each cost center as a statistical key figure.
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6.2 Customization consideration
You can define statistical key figures as either:
Fixed values Totals values
Key figures defined as fixed values are valid as of the posting period, and in all subsequent posting periods of the fiscal year. The statistical key figure Employees is defined as a fixed value. In period 1 of the fiscal year, you post 10 Employees on cost center 4100. The system then automatically posts 10 employees in periods 2 through 12. In period 6, the number of employees is increased to 15. This means that in period 6, you post 15 Employees on the cost center. The system automatically posts 15 employees in periods 6 through 12. Key figures defined as Totals values are valid only in the posting period in which they are entered. You define the statistical key figure Telephone units as a totals value. In period 1 of the fiscal year, you post 1000 Telephone units on cost center 4100. The system posts 1000 telephone units in period 01 only. As well as entering statistical key figures manually, you can also transfer them automatically from the information systems of other SAP System application components. To do this, statistical key figure maintenance includes an interface that enables you to link the statistical key figures in Controlling with those in the Logistics Information System (LIS). You transfer plan and actual key figures from the LIS separately. Create Statistical key figure (totals) Step 1. In the initial screen enter the Statistical key figure (identifier)
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Step 2. Enter the following and click on the Save icon description of the Statistical key figure, unit of measurement key figure category (fixed or total)
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6.3
Demonstration
Create Statistical key figure (totals) Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Cost element-> Individual processing - > Create secondary KK01
Transaction code
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6.4
Which of the following, Statistical key figures would be of category Totals? a) Number of permanent employees b) No of electricity units c) Number of desktop computers d) None of the above
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6.5 Exercises
Create the following Statistical key figure Stat. Key figr. FLSP## INT## SEA## Description Floor Space Internet usage No of seats Unit of measurement Square meter Hours EA Category Fixed Total Fixed
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6.6 Solution
Exercise 1: Create Statistical key figure (totals) The create statistical key figure functionality can be accessed either through the menu path or through a transaction code Menu Path Sap Easy Access -> Accounting -> Controlling Cost center accounting -> Master Data -> Statistical Key figure-> Individual processing - > Create KK01
Transaction code
Step 1. In the initial screen enter the Statistical key figure (identifier)
Step 2. Enter the following and click on the Save icon description of the Statistical key figure, unit of measurement key figure category (fixed or total)
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Repeat the above process for the remaining statistical key figures
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7. Activity types

To plan and allocate the activities, the system records quantities that are measured in activity units. Activity quantities are valuated using a price (allocation price). In Overhead Cost Controlling, costs based on the activity quantity of an activity type are posted separately in fixed and variable portions. When you divide the activities of a cost center into activity types, you should consider whether the costs can be allocated effectively to the activity types. The prices of the activity types of a cost center can be either entered manually, or calculated by the system based on the costs allocated to the activities. Prices can be calculated either using plan costs or actual costs. You can plan, allocate, and control costs either at the activity type level of a cost center, or at the cost center level. You can enter actual costs at the cost center level. Costs entered at the cost center level are assigned using splitting. You can also assign the activity type of a cost center directly. This use was designed for certain application areas (such as personnel costs and depreciation postings).
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Activity Type Categories 1 Description Actual activity is entered and allocated directly Use
Allocation of measurable activities; actual quantity plan price Actual quantities result from the Indirect calculation of total of the activity inputs, activity quantities using calculated using tracing factors receiver tracing factors on the individual receivers Actual activities are allocated Automatic allocation of using indirect activity allocation activity quantities using receiver tracing factors Activity types are not allocated This activity type can be used only to record quantities (no values) on the sender cost centers
Activity types describe activities produced by a cost center. They are measured in units of time or quantity. Activity quantities are valuated using a price. For example: the maintenance department provides maintenance service at a labor hourly rate of USD 100. When the activities produced by a cost center are used by other cost centers, orders or projects, this means that the resources of the sending cost center are being used by the receiver objects. By recording the planned and actual quantities consumed, you reallocate cost incurred on the sender into the receivers. Activity Types can be grouped to facilitate reporting and cost allocation. Activity types are used to allocate machine cost from production cost center to the production orders.
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Menu Path Accounting Controlling Cost Center Accounting Master Data Activity Type Individual Processing KL01 Create KL01
Transaction Code
Update the following fields: Field Name Activity type Field Description Activity types describe the activity produced by a cost center and are measured in units of time or quantity. Valid from date field Valid to date field
Valid from To
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Update the following fields:
Field Name Name Description Activity unit
Field Description Description of the Name. Brief text description of the run schedule Description of the Activity unit.
Values Activity Type PRD Activity for Production H
Click CCtr categories Button
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Note: This indicator determines for which cost center types an activity type is allowed for the purpose of planning and internal activity allocation. Select the relevant row Click Continue Button . .
Click Activity Type Category Button
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Note: This Indicator determines method activity quantity is planned and allocated. Select 1 - Manual entry, manual allocation in list box.
Field Name Allocation cost element
Field Description The allocation cost element is a secondary cost element, under which the activity type or business process is allocated.
Values Use an existing secondary cost element of category 43. You may also create a new secondary Cost element
Click Price indicator Button
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Price indicator (1) 3 Entries found
Select 3 - Determined manually
Note: Indicator determines how price of a business process or activity type is arrived at for a cost center. Click <checkbox> Average price . Indicator determining that activity for cost centers/activity types remain constant for the entire fiscal year. Click the Enter button. . prices
Click <tab button> Indicators
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Note: This indicator can be used for activity type locking. Click the Enter button.
.
Click <tab button> Output
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7.3
Demonstration
KL01 - Create Activity Type
Create an activity type for production hours.
Menu Path
Accounting Controlling Cost Center Accounting Master Data Activity Type Individual Processing KL01 Create KL01
Transaction Code
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7.4
Activity type is a special type of Cost Element a) True b) False Activity types are created at controlling area level. c) True d) False
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7.5 Exercises
Create the secondary cost element for internal activity allocation Secondary Cost element 500001 Name Production Hours Description Production Hours Cost element category 43 Create the following Activity Types Activity type Name Description Activity Units Activity type category Price Indicator Cost element
PRD## Production Hours Production Hours H 1 1 500001
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7.6 Solution
Create Secondary cost element Menu Path Accounting Controlling Cost Center Accounting Master Data Cost element Individual processing -> Create Secondary
KA06
Transaction Code
Create Activity Type Menu Path Accounting Controlling Cost Center Accounting Master Data Activity Type Individual Processing KL01 Create KL01
Transaction Code
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Field Name Activity type Field Description Activity types describe the PRD## activity produced by a cost center and are measured in units of time or quantity. Valid from date field Valid to date field 01.01.2009 31.12.9999 Values
Valid from To Click Enter
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8. Additional functions for master data
Time based master data Collective processing option Master Data Groups

Time based master data Master data for cost centers, cost elements, and activity types is stored in SAP as time based values. This means that SAP creates multiple master records for the same Cost center (or cost element) for different time periods. The attributes of the cost center may be different in the different periods. Collective processing option SAP provides collective processing to make changes to cost centers, cost element, activity types & Statistical key figures. Cost element & Activity types can only be displayed or deleted using the collective processing option. Master Data group The following master data can be grouped together, Cost center groups Cost element groups Activity type groups Statistical key figure groups Master data groups are useful during execution of reporting, planning or allocation functions.
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Defining Time Based fields Menu Path IMG Controlling Cost Center Accounting Master Data Cost Center define time based fields for cost centers
OKEG
Transaction Code
Master data for cost centers, cost elements, activity Types, and business processes can be maintained with time dependencies. Changes can be made for any given time interval. Master data is stored in database tables with time reference. This way a master data record can have multiple database records storing different information. The following dependencies are supported: o not time-based
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o Day-based o Period-based o (Fiscal) year-based Fields which can be changed freely (indicated in the DAY column) can Have different time dependencies only if it is marked additionally as historically relevant. This activates the timebased updating for the records. Collective Changes to Cost Center Master Data
Click on the execute button List of cost centers are displayed with master data fields in change mode. Necessary corrections / changes can be made to the relevant fields
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Changes can be saved on clicking the save button
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8.3
Demonstration
Collective processing of Cost Center Master changes
Menu Path Transaction Code
Accounting Controlling Cost Center Accounting Master Data Cost Center Collective processing -> Change
KS12
Creation of alternate cost center groups Menu Path Transaction Code Accounting Controlling Cost Center Accounting Master Data Cost Center Group Create
KSH1
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8.4
Activity type master data can either be changed or deleted using the collective processing option. a) True b) False
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8.5 Exercises
Exercise 1: Use collective processing option to change the person responsible for cost center master AA##06 Plant Administration AA##07 Plant Maintenance AA##08 - Production cost center
Exercise 2: Common services costs are to be allocated during period end. Create alternate receiver cost center groups consisting of the following cost centers - AA##06 Plant Administration - AA##07 Plant Maintenance - AA##08 - Production cost center
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8.6 Solution
Exercise 1 Menu Path Accounting Controlling Cost Center Accounting Master Data Cost Center Collective processing -> Change
KS12
Transaction Code
Click on the execute button List of cost centers are displayed with master data fields in change mode. Necessary corrections / changes can be made to the relevant fields
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Changes can be saved on clicking the save button Exercise 2 Menu Path Accounting Controlling Cost Center Accounting Master Data Cost Center Group Create
KSH1
Transaction Code
Enter the name of the cost enter group that you wish to create
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Press enter on the keyboard.
Use button click the save button.
to insert cost centers under the group. Once all cost centers are added

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Cost Center Accounting Master Data

Cost Center Accounting Master Data Page 1

Cost Center Accounting Master Data Page 2

2. Overview of topics covered

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Cost Center Accounting Master Data Page 4

4.1 Relevance to business process

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Cost Center Accounting Master Data Page 6

4.2 Configuration / usage consideration

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Person responsible Hierarchy Currency Profit Center

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Control data tab

The impact of lock indicator to be demonstrated by attempting to post values.

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Cost Center Valid from Valid to

AA0102 01.01.2009 31.12.9999

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Enter the details of as per exercise mentioned.

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5.1 Relevance to business process

5.2 Configuration and usage consideration

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Cost elements are created at the controlling area level.

Automatic creation of cost elements

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Self Assessment Test

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If the cost element does not exist an error message is displayed.

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Use the button

to add cost elements to the group.

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6.1 Relevance to business process

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Fixed values Totals values

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Self Assessment Test

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7.1 Relevance to business process

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7.2 Configuration and usage consideration

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Update the following fields: