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CO Controls Super User Training. Welcome and Ground Rules. Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence cell phones and pagers Please do not read or send email messages during class time

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CO Controls Super User Training


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welcome and ground rules
Welcome and Ground Rules
  • Have fun and enjoy the opportunities we have to contribute to SBBC’s 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
logistics
Logistics

Before we get started ...

classroom materials
Classroom Materials

Exercises

BRITE

(Let Me)

Concepts

(Tell Me)

Demonstrations

(Show Me)

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

Course Objectives
brite
BRITE

What is BRITE?

Broward Innovative Tool for Education, will streamline Broward’s 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.

slide8

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

logging into the brite portal
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)
initial password selection
Initial Password Selection

You will click here to change your password

portal assistance
Portal Assistance

If you have trouble logging into the Portal, select “Get Support”.

Select “Get Support” to

Request a New Password

brite portal screen
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 user’s role

All users will have access to the Home and Employee Self Service (ESS) tabs

sap access via the brite portal
SAP Access via the BRITE Portal

You will select this tab

okks set controlling area
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”.
ks01 create cost center
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.
ks01 create cost center1
KS01 – Create Cost Center
  • Only Food Service Cost Centers must have the Plant and Storage Locations filled in:
    • Plant 5000
    • Storage Location = MSID
demonstration
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

ks02 change cost center
KS02 – Change Cost Center

Name: Training Cost Center #.2

Exercise: Training Cost Center #.2

ks04 delete cost center
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.
ksh1 create cost center group
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.
demonstration1
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:

ko01 create internal order
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.
demonstration2
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

ka06 create secondary cost element
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.
demonstration3
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

kl01 create activity type
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.
demonstration4
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

kk01 create statistical key figure skf
KK01 – Create Statistical Key Figure (SKF)
  • Use this procedure to create a statistical key figure (SKF), for example, the square footage for SBBC’s buildings. This statistical key figure could be used later as a basis of cost allocations (assessment cycles in SAP).
demonstration5
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

kb31n enter statistical key figure skf
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.
demonstration6
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

kp26 chg plan data for activity types
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.
kp26 chg plan data for activity types1
KP26 – Chg Plan Data for Activity Types
  • Entering the price manually through KP26
demonstration7
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

kb15n enter manual allocations
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.
demonstration8
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 #____________________

Workstation 4: Elm CCtr________________ Doc #____________________

Doc #______________

kb17n reverse manual allocations
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.
demonstration9
Demonstration

Scenario: Reverse a Manual Allocation

Transaction Code: KB17N

Document: From Previous Exercise

Exercise:

N/A - Only for observation

kb21n enter direct activity allocations
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.
demonstration10
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 #____________________

Workstation 4: BZ0004 - CCtr________________ Doc #____________________

Doc #______________

kb24n reverse direct activity allocations
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.
demonstration11
Demonstration

Scenario: Reverse Direct Activity Allocation

Transaction Code: KB21N

Document: From Previous Exercise

Exercise:

N/A – Only for observation

ksb5 display actual cost documents
KSB5 – Display Actual Cost Documents
  • Use this transaction to display an ‘actual’ posting document in the CO module.
demonstration12
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

ksbt at price report
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.
demonstration13
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

ksu1 create actual assessment
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.
ksu5 execute actual assessment
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 ).
demonstration14
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

ksv1 create actual distribution
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.
ksv5 execute actual distribution
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).
demonstration15
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

okeon change standard hierarchy okenn display standard hierarchy
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.
demonstration16
Demonstration

Scenario: Display Standard Hierarchy

Transaction Code: OKENN

Exercise:

Review aspects of a standard hierarchy for the following cost centers:

  • 3471406010
  • 2200097080
s alr 87013611 cost centers actual
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.
demonstration17
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
okp1 change period lock
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.
okp1 change period lock1
OKP1 Change Period Lock
  • It is necessary to follow the month-end closing schedule, which would outline the sequence of the steps.
demonstration18
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