Chapter 25 Internal Orders

CHAPTER 25 INTERNAL ORDERS
1 Internal Orders - Overview ............................................................................................. 2

1.1 Internal orders ............................................................................................................... 4
1.2 Internal orders may be used for ..................................................................................... 4
2 Configuration ................................................................................................................. 4
3 Transaction Based Postings .......................................................................................... 7
3.1 Book FI entry using internal order- Real entry ................................................................ 7
3.2 Internal order reports- Actual/Plan/Variance .................................................................. 8
4 Internal Order - Planning................................................................................................ 9
4.1 Planning Order wise ...................................................................................................... 9
4.2 Internal order reports- Actual/Plan/Variance ................................................................ 10
5 Budgeting and Availability Control ............................................................................... 11
5.1 Maintain number ranges for budgeting......................................................................... 11
5.2 Define Tolerance limits for Availability Control ............................................................. 11
5.3 Maintain Budget Manager ............................................................................................ 12
5.4 Order-wise Budget ....................................................................................................... 12
5.5 Email Inbox of Budget Manager ................................................................................... 13
6 Settlement of Overhead Orders ................................................................................... 13
6.1 Create Settlement Cost Element in KP06 .................................................................... 13
6.2 Create Allocation structure for Settlement .................................................................... 14
6.3 Create Number ranges for Settlement ......................................................................... 16
6.4 Change the IO through KO02 ...................................................................................... 17
6.5 Check the Balance on the Internal Order ..................................................................... 18
6.6 Internal Order Settlement............................................................................................. 18
6.9 Period Lock.................................................................................................................. 21
7 Settlement of Investment (CAPEX) Orders .................................................................. 22
1 venkat.emani@yahoo.com
1 Internal Orders - Overview

Internal orders are used to plan, collect, and analyze the costs arising from internal activities.
In an organization there are various events such as trade fairs, training seminars which occur.
Various Trade fairs are organized by the marketing cost center. Therefore marketing cost center
is responsible for all the trade fairs costs. All these trade fairs costs are posted to the marketing
cost centers. If the management wants an analysis of the cost incurred for each of the trade fair
organized by the marketing cost center, 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. In the above scenario the controlling
department needs 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
month end, the costs 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.
True Orders Vs Statistical Orders

Internal order carries cost when it is created as a Real object. The meaning of Real object is
that it carries cost and has to be settled at the month end to other receiver objects like cost
center.
Internal order can also be statistical. That means it is purely for information. It does not carry
cost and as such no settlement is required at the month end. Here the real object is the cost
center to which the cost is posted and internal order is additionally used for information purpose.
Postings to Cost Center Vs Internal Order
1.1 Internal orders
Internal orders in the R/3 System describe individual jobs within a controlling
area. Orders support action oriented planning, monitoring and allocation of
costs.
1.2 Internal orders may be used for
Monitor internal actions settled to cost centers (overhead orders)

Monitor internal actions settled to fixed assets (investment orders)
Offset postings of accrued costs calculated in co (accrual orders).
2 Configuration
2.1 Define Order Types
An order type has a large amount of control information important to order management. This
information includes a range of default values that are used when you create a new order with
this order type.
You need to assign each order to an order type that transfers certain parameters to the order.
Via Menus
IMG  Controlling  internal Orders  Order Master data 
Define order types
Via Transaction Code KOT2
Click on
Click on
Click on ignore message
2.2 Maintain Number Ranges

Via Menus
IMG  Controlling  internal Orders  Order Master data 
Define order types
Via Transaction Code KONK
Click on . Scroll down to ‘Not assigned’
Double click on order type MRKT. Color will change slightly once selected your type.
Scroll up to the marketing group (400000-499999)
Select this group. Click on
Click on . Ignore any warning messages.
2.3 Create Internal Order
Via Menus
Accounting  Controlling  Internal orders  Master data 
Special Functions Order Create
Via Transaction Code KO01
Give Order type
Press Enter
Save the order. Make note of the order number.
3 Transaction Based Postings

3.1 Book FI entry using internal order- Real entry
Use Transaction code FB50
DocumentSimulatesave
3.2 Internal order reports- Actual/Plan/Variance
Via Menus Accounting  Controlling  Internal Orders  Information

system  Reports for internal orders  Plan/Actual
comparisonOrders: Actual/Plan/Variance
Via Transaction Code S_ALR_87012993
Provide below details:
Click on
4 Internal Order - Planning

4.1 Planning Order wise
Via Menus Accounting  Controlling  Internal Orders  Planning Cost
and Activity Inputs  Change
Via Transaction Code KPF6
Click on and provide each Cost Element wise plan values
Click on
Click on (Period Screen) to see period wise plan values
4.2 Internal order reports- Actual/Plan/Variance
Via Menus Accounting  Controlling  Internal Orders  Information

system  Reports for internal orders  Plan/Actual
comparisonOrders: Actual/Plan/Variance
Click on
5 Budgeting and Availability Control

5.1 Maintain number ranges for budgeting
Via Menus
IMG  Controlling  internal Orders  Budgeting/Availability
Control  Maintain Number ranges
Via Transaction Code OK11
Click on
Click on
Click on and ignore messages
5.2 Define Tolerance limits for Availability Control

Via Menus
Control  Define Tolerance Limits for Availability control
Via Transaction Code SPRO
Click on
5.3 Maintain Budget Manager

Via Menus
Control  Maintain Budget Manager
Via Transaction Code OK14
Click on
Click on
5.4 Order-wise Budget

Via Menus Accounting  Controlling  Internal Orders  Budgeting
Original Budget  Change
Provide below details
Click on
5.5 Email Inbox of Budget Manager

Via Menus SAP Easy AccessOffice  Work Place
Via Transaction Code SBWP
To see Emails to the Budget manager
6 Settlement of Overhead Orders

6.1 Create Settlement Cost Element in KP06
Press Enter
Click on
6.2 Create Allocation structure for Settlement
Via Menus IMG  Controlling  Internal Order  Actual Postings 

settlement  Maintain Allocation structure
Via Transaction Code OKO6
Click on
Click on
Select Z1 and Click on

Click on
Select 01 and click on and maintain cost Elements as below
Click on
Click on
6.3 Create Number ranges for Settlement

settlement  Maintain Number ranges for Settlement
Via Transaction Code KO8N
Click on Groups
Click on
Click on
6.4 Change the IO through KO02
Via Menus Accounting  Controlling  Internal orders  Master data 

Special functions  Orders  Change
Press Enter and Click on
Select from menu and Click on
Click on
6.5 Check the Balance on the Internal Order

Via Menus Accounting  Controlling  Internal Orders  Information system 
Reports for internal orders  Plan/Actual comparisonOrders:
Actual/Plan/Variance
Provide details on the selection screen and execute
6.6 Internal Order Settlement

Via Menus Accounting  Controlling  Internal orders  Period end closing 
single functions  settlement  Individual processing
Click on
Click on and to see Sender receiver details
Click on and
Click on

Give Internal Order number and Execute
6.8 Check the Balance on the Cost Center
Via Menus Accounting  Controlling  Cost Center Accounting 

Information Systems  Reports for Cost Center Accounting 
Plan/Actual/Variance
See balance of Sales and Marketing Cost Center 6000
6.9 Period Lock

Use the period lock to lock plan and actual business transactions for a combination for
controlling area, fiscal year and version.
You can select individual business transaction for locking from a list of all the actual and
plan business transactions.
It is also possible to lock individual business transactions for all the periods of the fiscal
year, or all business transactions for individual periods
Via Menus Accounting  Controlling Cost center accounting 

Environment  Period Lock  Change
Via Transaction Code OKP1
Click on
Click on
7 Settlement of Investment (CAPEX) Orders

7.1 Create Internal Order
Via Menus
Special Functions Order Create
Provide Order type
and provide Controlling Area
Click on
Click on ignore messages if any
7.2 Maintain Settlement rule in Internal Order

Via Menus
Special Functions Order Change
Provide Internal Order number created in the earlier step.
Press Enter
Click on
Click on ignore messages if any
7.3 Maintain Allocation Structure

settlement  Maintain Allocation structure
Via Transaction Code OKO6
Click on
Click on
Select 00 and Click on
Select 010 and click on and update below details:
Click on and update below information
Click on
7.4 Posting Expenses/purchase

Post purchase of spare parts of machinery in FB60 and Variaous expenses incurred
during construction of fixed Asset.
Click on
7.5 Settlement of Internal Order to Fixed Asset

Via Menus Accounting  Controlling  Internal orders  Period end closing 
single functions  settlement  Individual processing
Click on
Select Goto  Details lists from menu
Click on and to see Sender receiver details
Click on and
Click on
Give Internal Order number and Execute
7.7 Check the Fixed Asset Balance

Via Menus Accounting  Financial Accounting  Fixed Assets  AssetAsset
Explorer
Via Transaction Code AW01N
Provide Asser number and execute
This balance is transferred from Internal Order to fixed Asset.

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Chapter 25 Internal Orders

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CHAPTER 25 INTERNAL ORDERS

1 Internal Orders - Overview ............................................................................................. 2

1 Internal Orders - Overview

True Orders Vs Statistical Orders

Postings to Cost Center Vs Internal Order

1.1 Internal orders

1.2 Internal orders may be used for

Monitor internal actions settled to cost centers (overhead orders)

Click on ignore message

2.2 Maintain Number Ranges

Click on . Scroll down to ‘Not assigned’

Select this group. Click on

Click on . Ignore any warning messages.

2.3 Create Internal Order

Save the order. Make note of the order number.

3 Transaction Based Postings

3.2 Internal order reports- Actual/Plan/Variance

Via Menus Accounting  Controlling  Internal Orders  Information

4 Internal Order - Planning

Click on and provide each Cost Element wise plan values

4.2 Internal order reports- Actual/Plan/Variance

Via Menus Accounting  Controlling  Internal Orders  Information

5 Budgeting and Availability Control

5.2 Define Tolerance limits for Availability Control

5.3 Maintain Budget Manager

5.4 Order-wise Budget

5.5 Email Inbox of Budget Manager

To see Emails to the Budget manager

6 Settlement of Overhead Orders

6.2 Create Allocation structure for Settlement

Via Menus IMG  Controlling  Internal Order  Actual Postings 

Select Z1 and Click on

Select 01 and click on and maintain cost Elements as below

6.3 Create Number ranges for Settlement

Via Menus IMG  Controlling  Internal Order  Actual Postings 

6.4 Change the IO through KO02

Via Menus Accounting  Controlling  Internal orders  Master data 

Press Enter and Click on

Select from menu and Click on

6.5 Check the Balance on the Internal Order

6.6 Internal Order Settlement

Click on and to see Sender receiver details

6.7 Check the Balance on the Internal Order

6.8 Check the Balance on the Cost Center

Via Menus Accounting  Controlling  Cost Center Accounting 

See balance of Sales and Marketing Cost Center 6000

6.9 Period Lock

Via Menus Accounting  Controlling Cost center accounting 

7 Settlement of Investment (CAPEX) Orders

and provide Controlling Area

Click on ignore messages if any

7.2 Maintain Settlement rule in Internal Order

Provide Internal Order number created in the earlier step.

Click on ignore messages if any

7.3 Maintain Allocation Structure

Via Menus IMG  Controlling  Internal Order  Actual Postings 

Select 010 and click on and update below details:

Click on and update below information

7.4 Posting Expenses/purchase

7.5 Settlement of Internal Order to Fixed Asset

Select Goto  Details lists from menu

Click on and to see Sender receiver details

7.7 Check the Fixed Asset Balance

This balance is transferred from Internal Order to fixed Asset.