SAP Internal Order Configuration – Screenshots

The Steps for Internal Order configuration are:

  1. Organizational Structure
    1. Activate Order Management in Controlling area
  2. Order Master Data
    1. Define Order Types (KOT2_OPA)
    2. Maintain Number Ranges for Orders (KONK)
    3. Define Model Orders
  3. Planning
    1. Maintain User-Defined Planner Profiles
    2. Maintain Planner Profile for Overall Planning (OKOS)
  4. Settlement
    1. Maintain Allocation structure
    2. Maintain Settlement Profile
    3. Maintain Number Ranges for Settlement Documents

Internal Order – Introduction

Let’s say in an organization there are various events such as trade fairs, training seminars, which occur during the year. Now let’s assume for a second that these Trade fairs are organized by the Marketing cost center of the organization. Therefore in this case marketing cost center is responsible for all the trade fairs costs. All these trade fairs costs are posted to the marketing cost centers.

Now if the management wants an analysis of the cost incurred for each of the trade fair organized by the marketing cost center how would the marketing manager get this piece of information across to them?

Now this is where Internal Order steps in .If you go through all cost center reports this information is not readily available since all the costs are posted to the cost center.

SAP, therefore provides the facility of using internal orders which comes in real handy in such situations. In the above scenario the controlling department would then need to create an internal order for each of the trade fair organized. The cost incurred for each of the trade fair will be posted to the internal orders during the month. At the month end, these costs which are collected in the internal order will be settled from these orders to the marketing cost center. Thus the controlling person is now in a position to analyze the cost for each of the trade fair separately.

Thus internal order is used to monitor costs for short term events, activities. It helps in providing more information than that is provided on the cost centers. It can be widely used for various purposes . If used intelligently it is a real handy tool. Thus Internal order is basically a cost object which is used to monitor cost of a time restricted job. There are various types of internal order the common ones being a Real order where you collect costs and settle it at the month end. Ther others are statistical orders and we also have capital orders for capital projects

Functional Area Substitution – GGB1

In order to populate your postings with functional areas, you must setup a substitution. Substitutions are similar to validations. Unlike validations that create on-screen messages to the user, substitutions actually replace and fill in field values behind the scenes without the user’s knowledge. Similar to validations, substitutions can be setup for a number of different application areas and callup points. Substitutions are activated on the company code level, so it is important to ensure that you have followed all steps for each company code.

Financial Accounting >> Special Purpose Ledger >> Tools >> Maintain Validation/Substitution/Rules >> Maintain Substitution

Transaction code: GGB1

The fields in Create Substitution screen are:

Application Area: Enter the appropriate area is the module or submodule that you wish to create the substitution for. The available options are:

AM    Asset Management

CO    Controlling

FI    Financial Accounting

GL    Special Ledger

JV    Joint Venture Accounting

KC    Enterprise Controlling – SAP EIS

PC    Profit Center Accounting

PS    Project Systems

Callup Point: Callup points determine when the substitution is run. For FI application area, the following callup points are available

0001 Document header: Use this callup point to substitute entires at the document header level. The entries that are usually available substitution at this point are stored in the BKPF table.

0002 Line Item: Use this callup point to substitute line item entries within a document. The entries that are usually available for substitution at this point are stored in BSEG table.

0003 Complete Document: This callup point substitutes settings for the document as a whole. This activity is also known as matrix substitution.

0005 Cost of Sales Accounting: This callup point is used for functional area substitutions

On the next screen add a description. To add a step to substitution, click on insert entry button. Specify of you are using a user-exit or select the field you wish to substitute. For field substitution, you need enter the following

Perquisite: The perquisite uses Boolean logic to determine if a condition is true. If the condition is true, the substitution is carried out. If the condition is not true, no further processing occurs. The valid Boolean logic operators are =, <, > and <>. The entry immediately following the Boolean statement must be put in single quotation marks unless a set is being used. Sets group together of a number of entries. When you use sets, the system needs to match only one of the entries. When you use sets, the system needs to match only one of the entries in the set for the prerequisite to be true. Sets are defined using Report Writer. The creation of sets will be covered later in this section. To link multiple logic steps together, either an AND or an OR is required at the end of each statement line.

Substitutions: This is the section where you tell the system what values to replace. You have the option of either using constant values or using a user-exit to specify values or carry out other logic statements.

Validations and substitutions are case sensitive – make sure you type in all your logic in CAPS – Check syntax does not find errors in small case.

Run the check syntax function to see if the Boolean logic has errors. Saving creates the ABAP code run your substitution.

Maintain Functional Areas – OKBD

Functional Areas within the FI Enterprise structure are used to organize your business for cost of sales (COS) accounting. Functional areas allow you to segregate and classify different types of costs within one expense account. This makes it possible for example, to use a single labor account to determine what amount of labor is spent directly on production as opposed to sales or administration. It is possible to report on functional areas from both FI and Profit Center Accounting.

Enterprise Structure >> Maintain Structure >> Definition >> Financial Accounting >> Maintain Functional Areas

Transaction code: OKBD

Saks Apparel has determined that it requires five functional areas to classify cost of sales accounting. The functional areas are Administration, Sales, Production, Research & Development and Marketing. By using these functional areas, Saks Apparel will be able to report on an individual expense account using these five categories. Our next piece of configuration will be able to enable SAP to populate our postings with functional areas.