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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Work Instruction Execute Actual Assessment 11/12/07 KSU5

Purpose Use this Assessment transaction, typically at the end of a month (and at year-end), for the allocation of costs incurred by one cost center to many other cost centers. To edit and/or change an Assessment Cycle. use T-code KSU2; and to display the Assessment Cycle, use the T-code KSU3. These T-codes are also accessible from within the T-code KSU5. Important Note: Since the basis of charging out costs to various Receivers could be different (i.e. wireless service costs Actual; Other telephone costs based on number of phones at say $20 per phone, each month), Assessment Cycles are also created differently to meet these specific cost distribution needs. Trigger 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). Prerequisites In the case of Posted Amounts, the requisite charges must already be posted to the Sender Cost Center, for the particular month for which the cycle is being executed. There must also be valid receiver cost centers, allocation bases etc. Menu Path Use the following menu path(s) to begin this transaction:

Select SAP menu Accounting Controlling Cost Center Accounting Single Functions Allocations KSU5 Assessment Closing

Period End

Transaction Code KSU5 Helpful Hints From within T-code KSU5 (Execute Assessment), it is possible to access other related T-codes: KSU1 Create Assessment Cycles, KSU2 Change Assessment Cycles, KSU3 Display Assessment Cycles, and KSU4 - Delete Assessment.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Procedure

1.

Start the transaction using the menu path or transaction code KSU5.

SAP Easy Access

2.

Double-click

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Execute Actual Assessment: Initial Screen

2.1 2.2 2.3 2.4 2.5 2.6

To view an example involving steps concerning an assessment run in test mode that generated errors, go to steps 3 through10. To view an example involving steps concerning an assessment successfully run in test mode, go to steps 11 through13. To view reports generated by the assessment, go to steps 14 through36. To view an example involving steps concerning an assessment successfully run in production mode, go to steps 39 through 43 To view steps involving the reversal of an assessment, go to steps 44 through46. To view steps involving segment adjustments, go to steps 47 through57.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

3.

As required, complete the following fields: Field Name Period R/O/C R Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment. Example: 10 To R Upper limit of the range to be selected from a list. Enter the ending period of the assessment. It is recommended that the beginning period and ending period are the same (i.e. Month-wise ). Example: 10 Fiscal Year R A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007 Cycle R A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle. The cycle can be selected using the drop down icon options. Example: E07001 to view available selection

4.

Click

to execute the assessment in test mode. The Test Run box

must be checked.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Basic List

The above screen shot indicates the assessment run in test mode encountered some message displayed. problems. This is apparent due to the

The above screen shot could also display an

message.

5.

Click

to view the messages that comprise the warning.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

CCA: Actual Assessment: Display messages

6.

Double-click

to view the explanation of the message.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Performance Assistant

This message indicates that due to the lack of transactions in Period 10, the assessment is not possible.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

7.

Click

to close the Performance Assistant window.

CCA: Actual Assessment: Display messages

8. 9.

Click Click

to close CCA: Assessment: Display messages window. to return to the Execute Actual Assessment: Initial Screen.

Exit list

10. 11.

Click

when prompted.

This is an example illustrating a successful assessment run. As required, complete the following fields: Field Name Period R/O/C R Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment. Example: 11

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Field Name To

R/O/C R

Description Upper limit of the range to be selected from a list. Enter the ending period of the assessment. It is recommended that the beginning period and ending period are the same. Example: 11

Fiscal Year

A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007

Cycle

A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle. The cycle can be selected using the drop down icon options. Example: E07001 to view available selection

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Execute Actual Assessment: Initial Screen

12.

Click

to execute the assessment in test mode. The Test Run box

must be checked.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Basic List

The above screen shot indicates the assessment run in test mode encountered no problems.

13. 14.

Steps 14 through 36 display the various reports the assessment generated. The same reports would be generated when the assessment is run in production mode. To view the reports generated, either through a test or production run, click once to select the cycle. Click to display the segments belonging to the cycle.

15.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Segment List

The above screen shot indicates the cycle has two segments.

16.

Double-click

to view the segments CO document.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

17.

Click

to exit the CO document screen.

Display Actual Line Items

18.

Click

when prompted.
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File name: Version: 08 SBBC Final Review ~BPP_FI_CO_KSU5_EXECUTE_ACTUAL_ASS Last Modified: 11/28/2007 ESSMENT_111207.DOC

Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

19.

Click

to view the senders details.

Display CCA: Actual Assessment Sender List

20. 21.

Click Click

to exit the senders detail screen. to view the receivers details.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Receiver List

22.

Click

to exit the receivers detail screen.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Segment List

23.

Double-click

to view the segments CO document.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

24.

Click

to exit the CO document screen.

Display Actual Line Items

25.

Click

when prompted.
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File name: Version: 08 SBBC Final Review ~BPP_FI_CO_KSU5_EXECUTE_ACTUAL_ASS Last Modified: 11/28/2007 ESSMENT_111207.DOC

Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

26.

Click

to view the senders details.

Display CCA: Actual Assessment Sender List

27. 28.

Click Click

to exit the senders detail screen. to view the receivers details.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Receiver List

29.

Click

to return to the Assessment Basic List screen.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Basic List

30.

Double-click segments.

to view the cycles CO document. This report combines the two

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

30.1 30.2

The CO document report can also be modified to provide sub-totals by Cost Centers. To view Cost Center sub-totals, click object (Cost Center). Click to generate the sub-total report by Cost Center. to select the CO cost

30.3

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

Scroll down to view the entire report.

31.

Click

to exit the CO document screen.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

32. 33.

Click Click

when prompted. to view the two segments sender details.

Display CCA: Actual Assessment Sender List

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

34. 35.

Click Click

to exit the senders detail screen. to view the two segments receivers details.

Display CCA: Actual Assessment Receiver List

36.

Click

to return to the Assessment Basic List screen.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Basic List

37.

Click

to exit the Assessment Basic List screen.

Exit list

38.

Click

when prompted.
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File name: Version: 08 SBBC Final Review ~BPP_FI_CO_KSU5_EXECUTE_ACTUAL_ASS Last Modified: 11/28/2007 ESSMENT_111207.DOC

Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Execute Actual Assessment: Initial Screen

39. 40.

To run the assessment in production mode, click Click

to deselect.

to view the performance settings. This step is optional.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Settings

41.

Click entries. Click

to exit the window without changes; click

to execute changes; or click

to check

42.

to execute the assessment in production mode.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display CCA: Actual Assessment Basic List

The successfully run assessment will display the message Processing completed without errors.

43. 44.

The reports generated through the production run are identical as the reports generated through test mode. See steps 14 through36. To reverse an assessment, complete/review the following fields:

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Execute Actual Assessment: Initial Screen

44.1 44.2 44.3

The Period must be the same as the period of the assessment posting. Remove the check mark from the Test Run box Include the cycle to be reversed. .

45.

Select Assessment

Reverse or Shift+F8 to reverse the assessment.

Information

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

46.

Click

to return to the Execute Actual Assessment: Initial Screen.

Execute Actual Assessment: Initial Screen

47.

To adjust a segment, in the KSU5 screen select Assessment Shift+F11.

Segment Adjustment or

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Execute Seg. Adjustment: Assessment/Distrib./Per. Repost.: Initial Scr

48.

This step will go over the various sections of the Segment Adjustment screen.

48.1

In the Field Name R/O/C R

section, complete the following fields: Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment to be adjusted. Example: 11

Period

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Field Name To

R/O/C R

Description Upper limit of the range to be selected from a list. Enter the ending period of the assessment to be adjusted Example: 11

Fiscal Year

A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007

48.2

In the Field Name R/O/C R

section, complete the following fields: Description Unit that subdivides a fiscal year. Enter the period the adjustment should take effect. Note that the period of the Posting Parameter must be a later period than the Processing Parameters. Example: 12

Period

Fiscal Year

A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007

48.3

In the

section, make sure that

are checked. The been reversed and/or adjusted.

will repost the new values of the segment once it has

48.4

In the

section, complete the following fields:

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Field Name Cycle

R/O/C R

Description A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle to be adjusted. Example: E07006

Start Date

Date from which the first recurring entry is to be carried out. Enter the Date. This field is optional; however, the system will use the date of the cycle. Example:

Segment from

Description of the Segment. Enter the Segment to be adjusted or the lowest value of the segments. Example: E07006-002

Segment To

Description of the Segment. If a range of segments are being adjusted, enter the high value of the segment. Example:

49.

Click

to execute the segment adjustment in test mode.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Segment Reverse

The system has successfully reversed the segment in test mode without errors. Note that old data was used to process the reversal.

50.

Click

and the system will initiate the segment repost (rebook) in test mode.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Seg. Adjustment: Assessment/Distrib./Per Basic List

The system has successfully reposted (rebooked) the segment in test mode without errors. Note that new data was used to process the reposting.

51.

Click

to exit the test result screen.

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

Display Actual Line Items

52. 53.

Click Remove the check production mode.

when prompted. from the Test Run and click to execute the segment in

Segment Reverse

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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

The system has successfully reversed the segment in production mode without errors. Note that old data was used to process the reversal.

54.

Click

and the system will initiate the segment repost (rebook) in production mode.

Display Seg. Adjustment: Assessment/Distrib./Per Basic List

The system has successfully reposted (rebooked) the segment in production mode without errors. Note that new data was used to process the reposting.

55.

The reports generated through the production run are identical to the reports generated through test mode. See steps 14 through36.
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File name: Version: 08 SBBC Final Review ~BPP_FI_CO_KSU5_EXECUTE_ACTUAL_ASS Last Modified: 11/28/2007 ESSMENT_111207.DOC

Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling

56.

Click

to exit the production result screen.

Display Actual Line Items

57. 58. 59.

Click Click

when prompted. to return to SAP main menu.

You have completed this transaction.

Result You have successfully executed and reversed an assessment; and adjusted a segment. Comments The Sender & Receiver locations will now be able to display the debits and credits, using the KSB1 Cost Center Line Item display Report. Please note that the tracing factor information is available only in the Report generated during execution of the Cycles and not in the CO document finally generated after the execution. Therefore if you require that information, please save the reports during execution of the reports.

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