PDD42 Maintain CO Master Data - Cost Centers v5 - Sanitized

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Chapter 0: Maintain CO Master Data Cost Centers (PDD42)
Chapter 0: Maintain CO Master Data Cost Centers (PDD42)...................................1
About cost centers..................................................................................2 Country Specific Processes....................................................................4 References...............................................................................................5 Create, change and display a cost center..............................................6
Procedure flow: Create Cost Center..............................................................6 Procedure flow: Display a cost center ...........................................................7 Procedure flow: Change a cost center ..........................................................7 Procedure flow: Delete a cost center ............................................................7 Procedure flow: Block/unblock postings to a cost center .............................8 Procedure flow: Display a cost center group.................................................8 Procedure flow: Delete a cost center group...................................................8 SAP.................................................................................................................8 ksh2 Delete a cost center group.................................................................8 Procedure flow: List cost centers...................................................................8 Determine the need for cost center maintenance..........................................9 Obtain approval to maintain the cost center................................................10 Ks01 Create a cost center.........................................................................11 Advise details of maintenance......................................................................13 ksh2 Change a cost center group ............................................................14 ksh1 Create a cost center group ..............................................................16 ks03 Display a cost center .......................................................................18 ks02 Change a cost center........................................................................19 ks04 Delete a cost center..........................................................................20 ks02 Block/unblock postings to a cost center...........................................21 Ksh3 Display a cost center group ............................................................23 ksh2 Delete a cost center group ..............................................................24 ks13 Cost centers: Master data report (4.6C)...........................................25
Controlling User Guide PDD42
Version 5.00 July 2006
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[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)
About cost centers

This user procedure covers the creation, maintenance, deletion and display of cost centers, the creation, maintenance and display of cost center groups, and the reporting of cost center master data in the Cost Center Accounting (CCA) module of SAP. New cost centers may be required, for example, in the following situation: A new client contract is signed or a new support function is established.
Maintenance of an existing cost center may be required, for example, in the following situation: A reorganisation may occur. The affected cost centers would need to be updated for the new cost center description and responsible person, and also to reflect the cost centers new position in the hierarchy,.
The naming convention for cost center codes will be as follows: CCXXXXYY Where: CC represents 2 digit Country Code XXXX represents 4 digit Site Number YY represents 2 digit Sub-site Number For example, it is a 2 digit running number for those Sites which have more than one customer contract.
Cost center A cost center is an area of responsibility within the controlling area for which a separate revenue and cost report can be produced. Revenues and expenses are assigned to cost centers via accounts payable, automatic interfaces, manual journals and cost allocations. Overhead costs are transferred between cost centers using internal allocation methods (assessments). Cost centers are designed to collect revenues and expenses and report them on an on-going basis at an individual cost center and summarised level (ie. cost center group level). Cost centers are arranged in a hierarchy with the controlling area as the highest level. The next levels contain various reporting nodes, leading down to posting level cost centers. Alternate
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hierarchies can be defined to provide different views of summarised cost center data. A cost center master record includes data such as: cost center name, cost center category, hierarchy area, profit center.
Standard SAP reports allow the listing of cost center master data based on predetermined selection criteria. Cost center groups (Standard hierarchy) The standard cost center hierarchy consists of a number of linked cost center groups and provides the cost center structure for common reporting and budgeting across the organisation. A cost center group is made up of a number of cost centers related by location, business activity, business operation and business type. Any new cost centers must be assigned to a cost center group in the standard hierarchy. Cost center groups (Alternate hierarchy) Cost center groups can also be used to provide a different perspective to the standard cost center hierarchy. Cost center groups can be arranged into a hierarchy to collect expenses and revenue that reflect various management reporting views. Controlling Area The first level in the company standard hierarchy is the controlling area. We have one controlling area (SCAU) which allows reporting and cost allocations across all entities within [Client name].
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Country Specific Processes

Aspect (Note Reference) AU CN SG HK MY KR TH US
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References
Process Design Documents Reports Development Requests Document PDD 00 [Client name] AsiaPac Organisational Settings
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Create, change and display a cost center

Introduction
Use the procedures in this topic to create, modify or display a cost center. Associated procedures describe how to create, modify and display cost center groups.
Guidelines
Business policy statement The following business rules apply to a cost center: The cost center is the lowest level of responsibility within the organisational structure. [Client name] revenue and operating costs are posted to cost centers. All cost centers must be assigned to the lowest node in the standard hierarchy and to a company code, and subsequently postings are validated at entry. A cost center cannot be assigned between two or more company codes. The cost center is the lowest level in the hierarchy and therefore in the cost center group. All cost centers must be included in the standard hierarchy. All maintenance will be performed centrally by the Accounting Manager All requests for maintenance will be made via E-mail or Fax

Policy references
Not available.
Procedure flow: Create Cost Center
Note: When commencing processing in SAP, the user will be prompted to enter the controlling area of SCAU. Further entry during the session will not be required.
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Cost centers are created in the SAP database to collect revenues and costs for management reporting purposes. Type Manual Manual SAP SAP SAP Manual
Procedure flow: Display a cost center
Task Determine the need for cost center maintenance Obtain approval to maintain the cost Ks01 Create a cost center ksh2 Change a cost center group ksh1 Create a cost center group Advise details of maintenance
From time to time, it is necessary to view the information held in the database about a cost center. Type SAP
Procedure flow: Change a cost center
Task ks03 Display a cost center
From time to time, it is necessary to change the information held in the database about a cost center. It may be, for example, that a cost center needs to be linked to a different part of the management reporting hierarchy, or the description of the cost center needs to be changed. Type Manual Manual SAP Manual
Procedure flow: Delete a cost center
Task Determine the need for cost center maintenance Obtain approval to maintain the cost ks02 Change a cost center Advise details of maintenance
If a cost center is created in error and no transactions have been processed against the cost center, then it is possible to delete the cost center. If transactions have been processed, then a cost center can be blocked from further postings.
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Type Manual Manual SAP Manual
Task Determine the need for cost center maintenance Obtain approval to maintain the cost
Advise details of maintenance
Procedure flow: Block/unblock postings to a cost center
If a cost center is no longer operational and costs are not to be collected, the cost center can be blocked for future postings. If required, the cost center can be unblocked at a later date. Type Manual Manual SAP Manual Task Determine the need for cost center maintenance Obtain approval to maintain the cost ks02 Block/unblock postings to a cost center Advise details of maintenance
Procedure flow: Display a cost center group
From time to time, it is necessary to view the information held in the database about a cost center group. Type SAP
Procedure flow: Delete a cost center group
Task
From time to time, it is necessary to delete a cost center group. Type SAP
Procedure flow: List cost centers
Task ksh2 Delete a cost center group
From time to time, it is necessary to list the information held in the database about cost centers. Type SAP Task ks13 Cost centers: Master data report (4.6C)
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Determine the need for cost center maintenance

Why
To satisfy the management reporting and cost control requirements of [Client name] Finance Director, Sales department or State managers
Who Before you start Worksteps
1. 2.
Determine that maintenance of a cost center is required to achieve the required management reporting and cost control of [Client name] Raise Cost Center Maintenance Form. The Cost Center Maintenance form is in Appendix A of this document. This form is sent to the Accounting Manager.
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Obtain approval to maintain the cost center

Why
To ensure that the maintenance is performed in accordance with [Client name] internal control procedures Accounting manager Make sure you have completed the Cost Center Maintenance form
Who Before you start Worksteps
1. 2.
Check that the cost center does not already exist. Check, and note on the Cost Center Maintenance form, any associated maintenance that will be required when the cost center is created: cost center hierarchies cost assessments reporting
3. 4.
Complete the Cost Center Maintenance form for SAP details eg. Cost center category. Sign the form. Have the Financial Director approve the request by signing the Cost Center Maintenance form.
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Ks01 Create a cost center

Why Who Before you start Menu path
Use this SAP procedure to create a cost center. Accounting Manager
Accounting Controlling Cost centers Master data Cost center Individual processing Create Ks01 Create a cost center Create Cost Center: Initial Screen
Transaction code Screen title
Work steps
1.
Update the required and optional fields: Field Cost center Valid from Valid to Cost center Do this Type the cost center number. Type 01.01.1990. Type 31.12.9999. Type or select the number of the cost center to be used as a source to copy information to the new cost center. Type or select the controlling area of the source cost center.
Controlling area
2. 3.
Click . The Create Cost Center: Basic screen displays. Update the required and optional fields: Field Name Description Do this Type the name of the cost center to be created. Note: Maximum length is 20 characters. Type the description of the cost center. Note: Maximum length is 40 characters.
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Field Person responsible Department Cost center category
Do this Type the position title of the person responsible for the cost center. Leave blank Type or select one of the following cost center categories. A for admin and support C for clients S for sales and marketing
Note: The main purpose of this field is for information. In addition the cost center types can be used for specific cost reports. Hierarchy area Type or select the hierarchy area to define the node in the standard hierarchy to which the cost center will be attached. Type or select the company code to which the cost center is to be assigned. Will default from the entered company code. Type or select the profit center to which the cost center is assigned.
Company code Currency Profit center
4.
Click to save the cost center. The Cost Center has been created message displays.
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Advise details of maintenance

Why Who Before you start Worksteps
To advise that the requested maintenance has been performed Accounting manager
1.
Advise the appropriate personnel of the new cost center.
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ksh2 Change a cost center group

Use this SAP procedure to change a cost center group. Accounting Manager Define which cost center groups are to be changed.
Accounting Controlling Cost centers Master data Cost center group Change ksh2 Change a cost center group Change cost center group: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost center group Do this Type or select the cost center group to be changed.
2. 3.
Click . The Change Cost Center group: Structure screen displays. Update the required and optional fields: Field Description Do this If required, change the description of the cost center group. Maximum length is 40 characters.
4.
Click the Same level to define a new cost center group (node) on the same level as the selected sub/intermediate-level cost center group (not applicable to the top node). Update the required and optional fields: Field [New Node Number] Do this Type the cost center group code for the new node
5.
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Field [Description]
Do this Enter the description of the cost center group (node). Note: Maximum length is 40 characters.
6. 7.
Click to define a new cost center group (node) for the level below the selected sub/intermediate-level cost center group. Update the required and optional fields: Field [New Node Number] [Description] Do this Type the cost center group code for the new node Enter the description of the cost center group (node). Note: Maximum length is 40 characters.
8.
Click to save the changes to cost center group. The Changes have been saved message displays.
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ksh1 Create a cost center group

Use this SAP procedure to create a cost center group. Accounting Manager Define the cost center(s) to be included in the cost center group.
Accounting Controlling Cost centers Master data Cost center group Create ksh1 Create a cost center group Create cost center group: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost center group [Reference] Cost center group Controlling area Do this Type a name for the cost center group to be created. Type or select the cost center group to be used as a source to copy information to the cost center group to be created. Type or select the controlling area of the source cost center group.
2. 3.
Click . The Create Cost Center group: Structure screen displays. Update the required and optional fields: Field [Description] Do this Type a description for the cost center group. Note: Maximum length is 40 characters.
4.
Click the Same level to define a new cost center group (node) on the same level as the selected sub/intermediate-level cost center group (not applicable to the top node).
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5.
Update the required and optional fields: Field [New Node Number] [Description] Do this Type the cost center group code for the new node Enter the description of the cost center group (node). Note: Maximum length is 40 characters.
6. 7.
Click to define a new cost center group (node) for the level below the selected sub/intermediate-level cost center group. Update the required and optional fields: Field [New Node Number] [Description] Do this Type the cost center group code for the new node Enter the description of the cost center group (node). Note: Maximum length is 40 characters.
8.
Click to save the cost center group. The Changes have been saved message displays.
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ks03 Display a cost center

Use this SAP procedure to display a cost center. Accounting Manager
Accounting Controlling Cost centers Master data Cost center Individual processing Display ks03 Display a cost center Display Cost Center: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost Center Do this Type or select the cost center to be displayed.
2.
Click . The Display Cost Center: Basic screen displays. Refer to the procedure Ks01 Create a cost for details on individual fields in this and subsequent screens. Click to exit the display screen.
3.
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ks02 Change a cost center

Use this SAP procedure to change a cost center. Accounting Manager
Accounting Controlling Cost centers Master data Cost center Individual processing Change ks02 Change a cost center Change Cost Center: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost Center Do this Type or select the cost center to be changed.
2.
Click . The Change Cost Center: Basic screen displays. Refer to the procedure Ks01 Create a cost for details on individual fields in this and subsequent screens. Click to save changes. The Cost Center has been changed message displays.
3.
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ks04 Delete a cost center

Use this SAP procedure to delete a cost center. Accounting Manager A cost center can only be deleted if no postings have occurred against the cost center. Accounting Controlling Cost centers Master data Cost center Individual processing Delete ks04 Delete a cost center Delete Cost Center: Initial Screen
Worksteps
1.
Update the required and optional fields: Field Cost Center Valid from Valid to Test run Do this Type or select the cost center you want to delete. Type 01.01.1990. Type 31.12.9999. Select to perform a test run of the deletion. to execute the deletion.
2.
Click
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ks02 Block/unblock postings to a cost center

Use this SAP procedure to block/unblock postings to a cost center. Accounting Manager
Accounting Controlling Cost centers Master data Cost center Individual processing Change ks02 Block/unblock postings to a cost center Change Cost Center: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost Center Do this Type or select the cost center to be changed.
2. 3. 4.
Click . The Change Cost Center: Basic screen displays. Click the [Indicator] button. The Create Cost Center: Indicators screen displays. Update the required and optional fields: Field Record Quantity Actual primary costs Do this Not relevant for blocking The box defaults to unchecked to define if the cost center is active for actual primary or direct cost postings. Note: If the indicator is active no actual primary costs can be posted. The box defaults to unchecked to define if a cost center can receive planned direct costs. Note: If the indicator is active no primary cost planning is possible.
Plan primary costs
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Field Act. Secondary costs
Do this The box defaults to unchecked to define if the cost center is active for secondary cost postings. Note: If the indicator is active no secondary costs can be posted. The box defaults to unchecked to define if a cost center can receive secondary planned costs. Note: If the indicator is active no secondary cost planning is possible. The box defaults to checked to block the posting of revenues to a cost center. Note: If the indicator is active no revenues are posted, however if the indicator is inactive the revenues will be posted as statistical transactions. The box defaults to checked for planned revenues. Note : If active, planned revenues cannot be posted to the cost centers, if inactive planned revenues can be posted as statistical data. The box defaults to checked to determine if a commitment can update the cost center. Note: If the indicator is active no commitment update is possible.
Plan secondary costs
Actual revenues
Plan revenues
Commitment update
5.Click to save changes. The Cost Center has been changed message displays.
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Ksh3 Display a cost center group

Use this SAP procedure to display a cost center group. Accounting Manager Define which cost center groups are to be displayed.
Accounting Controlling Cost centers Master data Cost center group Display Ksh3 Display a cost center group Display cost center group: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost center group Do this Type or select the cost center group to be displayed.
2.
Click . The Display Cost Center group: Structure displays. Refer to the procedure ksh1 Create a cost center group for details on individual fields in this and subsequent screens. Click to exit the display screen.
3.
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ksh2 Delete a cost center group

Use this SAP procedure to delete a cost center group. Accounting Manager Define which cost center groups are to be deleted.
Accounting Controlling Cost centers Master data Cost center group Change ksh2 Delete a cost center group Change cost center group: Initial Screen
Work steps
1.
Update the required and optional fields: Field Cost center group Do this Type or select the cost center group to be deleted.
2. 3.
Select menu path Group Delete The Delete Cost center group: Initial screen displays. Click select Yes to delete the cost center group. Click to exit the delete screen. and
4.
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ks13 Cost centers: Master data report (4.6C)

Who Corporate and Branch Finance Staff Why Use this procedure to obtain a master data listing of cost centers. Before you start Not applicable Menu path Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Master Data Indexes Cost Centers: Master Data Report Transaction code ks13 (Replaces transaction okw8 in 4.0B) Screen title Display Cost Centers: Initial Screen Work steps 1. Select one of the following options:
Field R/O Do this ...
Cost center Cost center group Selection variant All cost centers Parameters Valid from/To
O O O O O
Type or select the cost center range. Type or select the cost center group. Type or select the selection variant. Click on the radio button. Type or select the beginning and end dates for the analysis period you are defining.
2.
Click . The Display Cost Centers: Basic Screen displays. Click to exit.
3.
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PDD42 Maintain CO Master Data - Cost Centers v5 - Sanitized

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[Client logo]

Chapter 0: Maintain CO Master Data Cost Centers (PDD42)

Chapter 0: Maintain CO Master Data Cost Centers (PDD42)...................................1

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

About cost centers

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Country Specific Processes

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Create, change and display a cost center

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Task ks03 Display a cost center

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Type Manual Manual SAP Manual

Advise details of maintenance

Procedure flow: Block/unblock postings to a cost center

Procedure flow: Display a cost center group

Task ksh2 Delete a cost center group

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Determine the need for cost center maintenance

Who Before you start Worksteps

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Obtain approval to maintain the cost center

Who Before you start Worksteps

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Ks01 Create a cost center

Use this SAP procedure to create a cost center. Accounting Manager

Transaction code Screen title

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Field Person responsible Department Cost center category

Company code Currency Profit center

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)

Advise details of maintenance

Advise the appropriate personnel of the new cost center.

Controlling User Guide PDD42

Version 5.00 July 2006

[Client logo] Chapter 3: Maintain CO Master Data Cost Centers (PDD42)