CO Controls Super User Training

CO ControlsCO ControlsSuper User TrainingSuper User Training

2BRITE Finance Super User

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

Welcome and Ground RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


ConceptsConcepts

DemonstrationDemonstrationss

ExercisesExercisesBRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)


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 ObjectivesCourse Objectives


SAP Basic Navigation and Fundamentals:SAP Basic Navigation and Fundamentals:Getting Into SAPGetting Into SAP


BRITEBRITE

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.


Click this button to

Access the BRITE Portal

SAP BRITE WebsiteSAP BRITE Website

www.broward.k12.fl.us/erpwww.broward.k12.fl.us/erp

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:


Logging Into the BRITE PortalLogging 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 SelectionInitial Password Selection

You will click here to change your password


Portal AssistancePortal Assistance

Select “Get Support” to

Request a New Password

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


BRITE Portal ScreenBRITE 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 PortalSAP Access via the BRITE Portal

You will select this tab


Icons to rememberIcons to remember


Business AreasBusiness Areas


Business Area & Hierarchy Business Area & Hierarchy


Business Areas - SchoolsBusiness Areas - Schools


Controlling AreaControlling Area


OKKS – Set Controlling AreaOKKS – 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”.


CO Master DataCO Master Data


Cost Center StructureCost Center Structure


KS01 – Create Cost CenterKS01 – 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 CenterKS01 – Create Cost Center

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


DemonstrationDemonstration

Scenario: Create Cost Center

Transaction Code: KS01

New Department: 9876

Division: Chief Financial Officer

Name: Training Cost Center #

Exercise:

Workstation 1: CC 9875Workstation 2: CC 9874Workstation 3: CC 9873Workstation 4: CC 9872


KS02 – Change Cost CenterKS02 – Change Cost Center

Name: Training Cost Center #.2

Exercise: Training Cost Center #.2


KS04 – Delete Cost CenterKS04 – 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 GroupKSH1 – 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.



Scenario: Create Cost Center Group

Transaction Code: KSH1

New Group: Elementary Group #

Exercise: (3 elementary schools)

Workstation 1: Workstation 2: Workstation 3: Workstation 4:


Internal Order StructureInternal Order Structure


KO01 – Create Internal OrderKO01 – 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.



Scenario: Create Internal OrderTransaction Code: KO01Internal Order #: OB09708005IO Name: Training Internal Order #Responsible CC: Financial Reporting

Exercise:

Workstation 1: 001Workstation 2: 002Workstation 3: 003Workstation 4: 004


Secondary Cost Element StructureSecondary Cost Element Structure


KA06 – Create Secondary Cost ElementKA06 – 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.



Scenario: Create Secondary Cost Element

Transaction Code: KA06

Cost Element #: 99105105

Cost Element: Training CE 105

Category: Assessment

Exercise:

Workstation 1: 99105101Workstation 2: 99105102Workstation 3: 99105103Workstation 4: 99105104


Activity Types StructureActivity Types Structure


KL01 – Create Activity TypeKL01 – 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.



Scenario: Create Activity TypeTransaction Code: KL01Activity Type: BZ0005Name: Binding 5Act Unit: EachCCtr Cat: WATyp Cat: 1Cost Element: (created in earlier exercise)Price Ind.: 3

Exercise:

Workstation 1: BZ0001Workstation 2: BZ0002Workstation 3: BZ0003Workstation 4: BZ0004


Statistical Key Figure StructureStatistical Key Figure Structure


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).



Scenario: Create SKFTransaction Code: KK01SKF: T105Name: Cell Phone #UOM: eachCategory: Fixed

Exercise:

Workstation 1: T101Workstation 2: T102Workstation 3: T103Workstation 4: T104


CO Transactional DataCO Transactional Data


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.



Scenario: Enter SKF

Transaction Code: KB31N

SKF: T105

Quantity: 3

Rec Cost Center: 1320097250

Fund: 4110

Functional Area: 7601000000000000

Exercise:

Workstation 1: T101Workstation 2: T102Workstation 3: T103Workstation 4: T104


KP26 – Chg Plan Data for Activity TypesKP26 – 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 TypesKP26 – Chg Plan Data for Activity Types

Entering the price manually through KP26



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: BZ0001Workstation 2: BZ0002Workstation 3: BZ0003Workstation 4: BZ0004


AllocationsAllocations


KB15N – Enter Manual AllocationsKB15N – 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.



Scenario: Enter Manual AllocationTransaction Code: KB15NCost Element: Printing ServiceAmount: $35.00 (Business Cards #5)Sending CC: Printing Svcs.Fund: 7910Func Area: 7760000000000000Rec Cost Center: Elementary School (write it down)Fund: 1000Functional Area: 7301000000000000

Exercise:

Workstation 1: Elm CCtr________________ Doc #____________________




Doc #______________


KB17N – Reverse Manual AllocationsKB17N – 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.



Scenario: Reverse a Manual Allocation


Document: From Previous Exercise

Exercise:

N/A - Only for observation


KB21N – Enter Direct Activity AllocationsKB21N – 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.



Scenario: Enter Direct Activity AllocationTransaction Code: KB21NQuantity: 10Sending CC: BECONActivity Type: BZ0005Fund: 1020Func Area: 6200000000000000Rec Cost Center: Elementary School (write it down)Fund: 1000Functional Area: 6301000000000000

Exercise:

Workstation 1: BZ0001 - CCtr________________ Doc #____________________




Doc #______________


KB24N – Reverse Direct Activity AllocationsKB24N – 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.



Scenario: Reverse Direct Activity Allocation


Document: From Previous Exercise

Exercise:

N/A – Only for observation


CO ReportsCO Reports


KSB5 – Display Actual Cost DocumentsKSB5 – Display Actual Cost Documents

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



Scenario: Display CO Documents

Transaction Code: KSB5

Document Number: 1 to 9999999999

Exercise:

Workstation 1: Enter your document numberWorkstation 2: Enter your document numberWorkstation 3: Enter your document numberWorkstation 4: Enter your document number


KSBT – AT Price ReportKSBT – 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.


KSBT – AT Price ReportKSBT – AT Price Report



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


Assessment CyclesAssessment Cycles


KSU1 – Create Actual AssessmentKSU1 – 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 AssessmentKSU5 – 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 ).



Scenario: Review an Assessment Cycle

Transaction Code: KSU2 or KSU3

Cycle: P08001

Review aspects of an assessment, such as segments, senders, and receivers.

Exercise:



Distribution CyclesDistribution Cycles


KSV1 – Create Actual DistributionKSV1 – 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 DistributionKSV5 – 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).



Scenario: Review a Distribution Cycle

Transaction Code: KSV2 or KSV3

Cycle: P08002

Review aspects of an assessment, such as segments, senders, and receivers.

Exercise:



Standard HierarchyStandard Hierarchy


OKEON – Change Standard HierarchyOKEON – Change Standard HierarchyOKENN – Display 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.



Scenario: Display Standard Hierarchy

Transaction Code: OKENN

Exercise:

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

1) 3471406010

2) 2200097080


Cost Center ReportCost Center Report


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.



Scenario: Execute Cost Center ReportTransaction Code: S_ALR_87013611Fiscal Year: 2008Period: 5Version: 0

Exercise:

Execute report for the following cost centers:1) 13200972502) 22100970403) The cost centers you charged against in earlier

exercises


Closing CO PeriodsClosing CO Periods


OKP1 Change Period LockOKP1 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 LockOKP1 Change Period Lock

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



Scenario: Close Period 5

Transaction Code: OKP1

Controlling Area: SBBC

Fiscal Year: 2008

Version: 0

Exercise:


Note - OKP2 – Display Period Lock


Wrap-Up/Q&AWrap-Up/Q&A

CO Controls Super User Training

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