create distribution cycle

\\oxsol\Documents\GL\BPP\RecurringEntry.doc 1 8/18/2009

Create Distribution Cycle

MEETING DATE:

SAP TRANSACTION ENTRY: KSV1 – Create Distribution Cycle KSV2 – Change Distribution Cycle INQUIRY: KSV3 – Display Distribution Cycle

BUSINESS OWNER: Janice Tanner

SYSTEMS OWNER: Janis Pritchard

AUTHOR: Beth Beshears

WHEN/PROMPT: As needed.

HOW OFTEN: Monthly

BRIEF INPUT:

BRIEF OUTPUT (IF APPLICABLE):

DETAILED DESCRIPTION OF PROCESS: I. Create Distribution Cycle

The Distribution cycle is created as part of configuration in the development client and ported to production. • Key transaction code KSV1 • Key cycle name and start date on the initial screen • Attach a segment • Define the segment variables by completing each of the tabs • Save the cycle Note: Sender/Receiver options that will be used by Oxford Sender Rule Value Origin Receiver Rule Variable PortionType Posted Amounts Actual or Plan Value Fixed Percentages N/A Posted Amounts Actual or Plan Value Variable Portions Actual Costs Posted Amounts Actual or Plan Value Variable Portions Planned Costs Posted Amounts Actual or Plan Value Variable Portions Actual Stat Key Figures

II. Change Distribution Cycle

• All cycle information may be changed using transaction code KSV2 • If a cycle definition is already in use, it is suggested that instead of changing the cycle, you create a new

one to use for that date forward

III. View Distribution Cycle • Key transaction code KSV3



I. Create Distribution Cycle

KSV1 – Create Actual Distribution Cycle: Initial Screen

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Cycle R Key cycle name Max length is 6 characters

Start Date R Key the cycle start date The starting date for the cycle has the following two purposes:

1. It determines the earliest validity date of the cycle.

2. By assigning different starting dates you can define different variants for one cycle.

Copy From Cycle C If you wish to copy an existing cycle, key the

cycle name

Start Date C Will pre-fill from selected cycle

Controlling Area C Will pre-fill from selected cycle

Click Enter



Create Actual Distribution Cycle: Header Data

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Controlling area P Pre-fills

Cycle P Pre-fills from previous screen

Status P Will display as ‘New’ for an unsaved Distribution cycle

Start Date P Pre-fills from previous screen

To Date R Key the cycle end date Pre-fills with the fiscal year end date

The end date defines the end of validity for the cycle. You cannot process any periods which are not within the validity period for this cycle.

Text R Key a description of the cycle

Iterative N NOT USED If this indicator is selected, the cycle is repeated until each sender is fully credited

(a small remainder may be left over in some cases).

Cumulative C Select if you wish to ‘catch up’ an allocation. If you execute a cycle with the cumulative indicator set to active, then the sender amounts posted up to the current period are allocated based on tracing factors, which are cumulated from period 1 onwards. In the



current period, the allocation amounts determined are posted less the amounts allocated in the previous periods.

Derive Func Area N NOT USED Derive Functional Area from Recipient

Oxford will not use Functional Areas

Consumption NOT Used If you select this option, the posted consumption quantities are also distributed. A pre-condition is that quantities must be entered on all the senders. If a quantity is missing on a sender, the SAP System issues a warning and the quantity cannot be distributed.

Object Currency P Defaults to checked

The sender values in the object currency are computed separately and distributed in separate fields. This only functions when the object currency of all the affected objects (cost centers, orders...) is the same, since no translation between object currencies takes place during processing.

Transaction Currency

C The posted sender values in the transaction currency are computed separately, processed internally and updated to the receiver in the posted transaction currency.

Select to define a cycle segment



Segment with Sender: Posted amounts; Receiver: Fixed Percentages

Segment Header Screen

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Segment Name R Key a name for the Distribution segment Max length 10 characters

Note: This is NOT the operating group segment

Description R Key a description of the segment

Lock Indicator C The segment will not execute while this is set ‘On’

Sender rule R Select Posted Amounts as the sender rule.

This field controls how the sender values are calculated The posted amounts on the sender

serve as the sender values.



Share in % R Enter the percentage of the posted amount that will need to be allocated.

In most cases, it should be 100% of the posted amounts

By entering a percentage less than 100%, you can stipulate that only a portion of the sender value is distributed. The remaining amount is left on the sender.

You are not permitted to enter a percentage greater than 100%. If a sender occurs in more than one group, the system checks that the total of the percentage amounts does not exceed 100%.

Act Vals R Select if sender values are based on actual values Indicator ensuring reference to actual values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities”

OR

Plan Vals R Select if sender values are based on plan values Indicator ensuring reference to plan values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities".

Receiver rule R Select Fixed Percentages as the receiver rule

Fixed percentages: You define fixed percentages for the receivers in the Tracing Factor screen. The value from the sender is distributed to the receivers according to this percentage. The total of receiver tracing factors must not exceed 100%. The sender base must be fully distributed. If the total of the receiver tracing factors is less than 100%, then a portion of the sender value remains on the sender.



Senders/Receivers Tab

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Sender

Cost Center R Enter the cost center, cost center range or cost center group that is the sender of the

allocation

See creation of Cost Center group BPP

Functional Area N NOT USED

Cost Element R Enter the sender cost element (nominal) , the cost element range or cost element

group

These are the nominals that are holding the posted amounts

For more info on Cost Element groups,

see the Cost Element Group BPP Receiver

Order N NOT USED

Cost Center R Key the receiving cost center, cost center range or cost center group

Functional Area N NOT USED



Cost Object N NOT USED

Sender Values Tab

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Share in % P Pre-fills from Segment Header Tab

Actual Value Origin/Plan Value Origin

P Pre-fills from Segment Header Tab

Version C Key or select the version of the budget to be used for Planned Values

In most cases, this will be version 0

If you selected Actual Value origin, always key or select 0 as the version



Receiver Tracing Factor Tab

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Cost Ctr P Pre-fills from Senders/Receivers Tab

Portion/Percent Key the percent to be allocated to each cost center

If the fixed percentages tracing factor is selected on the Segment Header tab, this field

is used to define fixed percentages for the receivers in the Tracing Factor screen. The value from the sender is distributed to the

receivers according to this percentage. The total of receiver tracing factors must not

exceed 100%. The sender base must be fully distributed. If the total of the receiver tracing factors is less than 100%, then a portion of the sender value

remains on the sender.

If you wish to validate the cycle, click on the Segment Header tab and select Cycle > Check > Formal Check

Click to save the cycle. Click to create a new segment



Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Actual Costs







This field controls how the sender values are calculated The posted amounts on the sender

serve as the sender values.



Share in % R Enter the percenetage of the posted amount that will need to be allocated.


By entering a percentage less than 100%, you can stipulate that only a portion of the sender value is distributed/assessed. The remaining amount is left on the sender.


Act Vals R Select if sender values are based on actual values Indicator ensuring reference to actual values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities

OR


Receiver rule R Select Variable Portions as the receiver rule

Variable portions: The tracing factors are determined automatically from the totals record file. You define the criteria for this database access in the Tracing Factor screen.

Var Portion Type R Select Actual Cost from the drop down list

Scale Neg Tracing Factors

P Pre-fills with selection ‘No Scaling’

Leave as default

Key the Senders/Receivers tab and the Sender Values tab as described above




FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Var portion type P Pre-fills from Senders/Receivers Tab


P Pre-fills from Senders/Receivers Tab

Cost Element R Key the cost element, cost element range or cost element group the posted amounts of

which will determine the percentage allocated to each receiver cost center specified on the senders/receivers tab

The calculation may further be affected by the Receiver Weights keyed on the next tab



FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS Factor Per P Pre-fills with 100

Weighting Factor R Key 100 by each cost center Do not key a factor other than 100. A factor of 100 ensures that the portion

calculated from the posted amounts will be used to determine the allocation

If you wish to validate the cycle, go to the Segment Header tab and select Cycle > Check > Formal Check




Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Planned Costs






Distribution CELe R Enter the nominal for the Distribution account The Distribution account is a secondary cost element which feeds into a primary nominal account that is tied to the Profit Center Hierarchy

Allocation Structure C Key instead of an Distribution cost element to specify which cost elements should be allocated under which Distribution cost elements within

an allocation structure




This field controls how the sender values are calculated

The posted amounts on the sender serve as the sender values.

Share in % R Enter the percenetage of the posted amount that will need to be allocated.




Actual Value Origin R Select if sender values are based on actual values Indicator ensuring reference to actual values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities

OR

Plan Value Origin R Select if sender values are based on plan values Indicator ensuring reference to plan values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities".



Var Portion Type R Select Planned Cost from the drop down list



Leave as default








Version R Key or select the version of the planned values upon which the allocation will be

based

Cost Element R Key the cost element, cost element range or cost element group the posted amounts of

which will determine the percentage allocated to each receiver cost center specified on the senders/receivers tab

The calculation may further be affected by the Receiver Weights keyed on the next tab

Key the Receiving Weighting Factors tab as described above

If you wish to validate the cycle, select Cycle > Check > Formal Check




Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Actual Stat Key Figures







This field controls how the sender values are calculated

The posted amounts on the sender serve as the sender values.



Share in % R Enter the percentage of the posted amount that will need to be allocated.




Actual Vals R Select if sender values are based on actual values Indicator ensuring reference to actual values as sender values when processing the allocation with the sender rules "posted amounts" and "posted quantities

OR




Var Portion Type R Select Actual Statistical Key Figures



Leave as default








Stat Key Fig R Select the statistical key figure the posted amounts of which will determine the

percentage allocated to each receiver cost center specified on the senders/receivers

tab

Activity Type N Not Used

Key the Receiving Weighting Factors tab as described above

If you wish to validate the cycle, go to the Segment Header tab and select Cycle > Check > Formal Check




SECURITY MATRIX

ISSUES: BPP CORRECTIONS (IF APPLICABLE): This section to be completed by the BPP author

TRANSACTION CODE

COR FIN REPORTING

INQ/RPT INQ/RPT/INTRAY ACCOUNTING ACCTG MGR FUNCTIONS

ADMIN FUNCTIONS

KSV1 x x

KSV2 x x

KSV3 x x x x x x

SUBMITTED FOR APPROVAL (DATE) RETURNED FOR CORRECTIONS (DATE) RETURNED FOR APPROVAL (DATE)