CO ControlsCO ControlsSuper User TrainingSuper User Training
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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
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LogisticsLogistics
Before we get started ...
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ConceptsConcepts
DemonstrationDemonstrationss
ExercisesExercisesBRITE BRITE
Classroom MaterialsClassroom Materials
(Let Me)(Let Me)
(Tell Me)(Tell Me)
(Show Me)(Show Me)
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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
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SAP Basic Navigation and Fundamentals:SAP Basic Navigation and Fundamentals:Getting Into SAPGetting Into SAP
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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.
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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:
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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)
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Initial Password SelectionInitial Password Selection
You will click here to change your password
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Portal AssistancePortal Assistance
Select “Get Support” to
Request a New Password
If you have trouble logging into the Portal, select “Get Support”.
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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
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SAP Access via the BRITE PortalSAP Access via the BRITE Portal
You will select this tab
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Icons to rememberIcons to remember
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Business AreasBusiness Areas
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Business Area & Hierarchy Business Area & Hierarchy
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Business Areas - SchoolsBusiness Areas - Schools
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Controlling AreaControlling Area
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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”.
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CO Master DataCO Master Data
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Cost Center StructureCost Center Structure
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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.
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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
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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
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KS02 – Change Cost CenterKS02 – Change Cost Center
Name: Training Cost Center #.2
Exercise: Training Cost Center #.2
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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.
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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.
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DemonstrationDemonstration
Scenario: Create Cost Center Group
Transaction Code: KSH1
New Group: Elementary Group #
Exercise: (3 elementary schools)
Workstation 1: Workstation 2: Workstation 3: Workstation 4:
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Internal Order StructureInternal Order Structure
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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.
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DemonstrationDemonstration
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
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Secondary Cost Element StructureSecondary Cost Element Structure
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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.
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DemonstrationDemonstration
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
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Activity Types StructureActivity Types Structure
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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.
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DemonstrationDemonstration
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
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Statistical Key Figure StructureStatistical Key Figure Structure
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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).
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DemonstrationDemonstration
Scenario: Create SKFTransaction Code: KK01SKF: T105Name: Cell Phone #UOM: eachCategory: Fixed
Exercise:
Workstation 1: T101Workstation 2: T102Workstation 3: T103Workstation 4: T104
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CO Transactional DataCO Transactional Data
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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.
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DemonstrationDemonstration
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
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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.
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KP26 – Chg Plan Data for Activity TypesKP26 – Chg Plan Data for Activity Types
Entering the price manually through KP26
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DemonstrationDemonstration
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
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AllocationsAllocations
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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.
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DemonstrationDemonstration
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 #____________________
Workstation 2: Elm CCtr________________ Doc #____________________
Workstation 3: Elm CCtr________________ Doc #____________________
Workstation 4: Elm CCtr________________ Doc #____________________
Doc #______________
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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.
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DemonstrationDemonstration
Scenario: Reverse a Manual Allocation
Transaction Code: KB17N
Document: From Previous Exercise
Exercise:
N/A - Only for observation
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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.
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DemonstrationDemonstration
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 #____________________
Workstation 2: BZ0002 - CCtr________________ Doc #____________________
Workstation 3: BZ0003 - CCtr________________ Doc #____________________
Workstation 4: BZ0004 - CCtr________________ Doc #____________________
Doc #______________
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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.
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DemonstrationDemonstration
Scenario: Reverse Direct Activity Allocation
Transaction Code: KB21N
Document: From Previous Exercise
Exercise:
N/A – Only for observation
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CO ReportsCO Reports
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KSB5 – Display Actual Cost DocumentsKSB5 – Display Actual Cost Documents
Use this transaction to display an ‘actual’ posting document in the CO module.
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DemonstrationDemonstration
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
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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.
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KSBT – AT Price ReportKSBT – AT Price Report
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DemonstrationDemonstration
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
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Assessment CyclesAssessment Cycles
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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.
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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 ).
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DemonstrationDemonstration
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
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Distribution CyclesDistribution Cycles
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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.
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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).
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DemonstrationDemonstration
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
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Standard HierarchyStandard Hierarchy
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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.
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DemonstrationDemonstration
Scenario: Display Standard Hierarchy
Transaction Code: OKENN
Exercise:
Review aspects of a standard hierarchy for the following cost centers:
1) 3471406010
2) 2200097080
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Cost Center ReportCost Center Report
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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.
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DemonstrationDemonstration
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
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Closing CO PeriodsClosing CO Periods
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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.
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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.
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DemonstrationDemonstration
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
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Wrap-Up/Q&AWrap-Up/Q&A
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