© SAP AG AC020 7-22
Exercises
Unit: Investment Measures (Master Data and Planning) Topic: Internal Orders, Projects, and Maintenance Orders
At the conclusion of this exercise, you will be able to:
• Call up, create, and edit the master data for internal orders, WBS elements, and maintenance orders
• Use the Order Manager and Project Builder
You want to call up and analyze the investment measures that have been generated from the appropriation requests. In the process, you want to learn how to use the Order Manager and Project Builder.
You will also familiarize yourself with another object that can be linked to an investment program – maintenance orders. You will find out how to create and plan a maintenance order for an equipment master record.
1-1 You have generated an internal order from the appropriation request for your automated packaging assembly line. Call up this internal order using the Order Manager, and answer the following questions:
1-1-1 What is the internal order’s system status?
__________________________________
1-1-2 What is the asset number of the asset under construction (AuC)?
____________
1-1-3 The asset under construction is created automatically through the investment profile (when the order is released). Which investment profile is stored in your order?
____________
1-1-4 What is displayed in the master data for the order: the assignment to the investment program or the assignment to the appropriation request?
_____________________________________
1-1-5 Have the plan values been adopted? To check this, call up the ECP cost estimate or a line item report from the order master data.
_______
1-2 You have generated a project (P-00##) from the “expand production capacity”
appropriation request. Call up this project via the Project Builder (the first time you call up the Project Builder the system displays a dialog box providing general
information on user-specific options and a dialog box in which you can enter these user-specific options. You can bypass the two dialog boxes). Answer the following questions:
1-2-1 On which tab page (for the top element) do you display the assignment to the investment program?
_______________________________
1-2-2 Is the top element a planning and account assignment element?
_______________________________
1-2-3 Does the project also have an investment profile?
_______________________________
If the project does have an investment profile, this means that when the project is released an AuC is created in the background at WBS-element level. Do not release the project yet. You still have to create a budget for the project (in subsequent exercises). If you were to release the project now, actual values could be assigned to it without the budget being monitored.
1-2-4 In the Project Builder, you cannot check whether plan values have been
adopted. You have to go to the planning transaction for projects. In Investment Management, choose Investment Projects → Planning → Total Costs → Change. Display the planned costs for project P-00## and version 0.
© SAP AG AC020 7-24
1-3 You will now familiarize yourself with another process in Investment Management – using the investment program to monitor planned and actual costs for
maintenance orders.
You procure a new PC (asset) that you need for shop floor control. The PC was very reasonable and is quite powerful, but it does not meet all of your requirements. You replace the display board with a better one, which you had placed in storage a short time ago. In addition, you did not get a monitor with the PC, so you have to remove one from storage.
You enter the upgrade work (replacement of display board and connection of monitor) in the R/3 system via a maintenance order (PM order, for short).
This PM order is created for a piece of equipment and is linked to your investment program so that the costs can be monitored.
As of SAP R/3 4.6C, the relevant equipment master record is created when you create the asset master record (as a result of the integration of Asset Accounting and Plant Maintenance).
Once the activities and goods movements for the PM order have been confirmed and billed to your new PC master record, the process is complete.
1-3-1 Create the asset master record for your PC, using the data below:
Field Name Input Data
Asset class 3200
Company Code 1000
Number of similar assets 1 Choose Enter
General Data tab page:
Field Name Input Data
Description PC for shop floor control / Group##
Time-Dependent tab page:
Field Name Input Data
Business area 9900
Cost center 1000
Save your asset master record and write down the asset number:
_____________________________
You can also make a note of the asset number on your exercise sheet if you wish.
1-3-2 In display mode, go to the asset master record again and choose the Allocations tab page. If you scroll down the tab page, you will see from the Integration of assets and equipment field group that the system automatically created an equipment master record when it saved the asset master record. What is the equipment number?:_____________________
You can also make a note of the equipment number on your exercise sheet if you wish.
1-3-3 Using the information below, carry out a (non-integrated) asset acquisition posting for the new PC (Transaction: Acquisition from Purchase with Automatic Offsetting Entry.
Field Name Input Data
Existing asset Asset number of PC for shop floor control
Subnumber 0
Amount posted 4,999
Document Date 01. of the current month
Posting Date Today’s date (default)
Save your document.
1-3-4 After purchasing the PC, you create a maintenance order for the upgrade work that is to be carried out (replacement of display board and connection of
monitor) for the “synchronized” equipment.
In the SAP Easy Access menu, choose Logistics → Plant Maintenance → Maintenance Processing → Order → Create (General)
On the initial screen, enter the data below:
Field Name Input Data
Order Type PM01
Equipment The equipment number from
exercise 7-3-2
Plng plant 1000
© SAP AG AC020 7-26
Create Maintenance Order: Header Data tab page
Field Name Input Data
Short Text PC upgrade / Group ##
Optional: (Estimated) Costs 2,500
(Mn.wk.ctr) (Main Work Center) MECHANICS or 5000
Bsc start Today’s date
Basic fin. Tomorrow’s date
Choose Enter
1-3-5 To plan the labor hours for the PC upgrade, go to the Operations tab page. The center of the table that is displayed contains a column titled Work – Maintain the following data:
Field Name Input Data
Work 2 (hours)
1-3-6 You still have to enter the materials to be replaced or used (monitor and display board). To enter the materials, go to the Components tab page and enter the following data in the table:
Field Name Input Data
Component (Material) T-JH-MONISTAR2003
Reqmnt Qty 1
UM (Unit of Measure) PC
IC (Item Category) L (stock item) SLoc (Storage Location) 0001
Plnt 1000
Backflush Active / check
Enter The material description (in
front) is used.
In the second line (Position 0020) enter the following data for the display board:
Field Name Input Data
Component (Material) T-JH-GK2303
Reqmnt Qty 1
UM (Unit of Measure) PC
IC (Item Category) L (stock item) SLoc (Storage Location) 0001
Plnt 1000
Backflush Active / check
Enter The material description (in
front) is used.
1-3-7 To calculate the planned costs go to the Costs tab page. If you choose
Determine costs (calculator icon), the system calculates the planned costs for the order using the labor and the components (materials) that you entered earlier.
1-3-8 To ensure that the investment program can also monitor the planned costs, link the PM order to the investment program GROUP##. To do this, you choose Goto → Assignments → Investment program and maintain the data below:
Field Name Input Data
Investment program GROUP##
Position ID 400##-1-3
Approval year Current Year
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1-3-9 You must also ensure that the upgrades can be settled and capitalized on the asset master record later. To do this, you have to use a settlement rule:
Choose Goto → Settlement rule. Choose the without default option and enter the following distribution rules for your maintenance order:
Category Receiver Percent
FXA The asset number from Exercise 7-3-1 – the PC for shop floor control
100
Choose Enter and return to your PM order (F3).
1-3-10 Save the maintenance order and write down the order number:
_____________________________
You can also make a note of the order number on your exercise data sheet if you wish.
1-4 To now actually see the plan values for the PM order in the program (in addition to the plan data from the appropriation requests), you have to roll them up again.
You did not manually adjust the rolled up plan data in your investment program the last time, so you can simply overwrite the old plan data this time, and you will not
introduce errors into the investment program.
Call up the program for rolling up the plan values again (technical name: RAIMCOPY) and enter the following information on the Selection screen:
Field Name Input
Investment Program GROUP##
Position ID Leave blank
Approval year Current Year
Version 0
Status selection profile (measures)
Leave blank
Existing values:
Overwrite Activate radio button
(Roll up the values for all) Approp. Requests
Choose Execute (F8) and in the dialog box that is displayed choose Yes. If the program runs successfully, the system issues the following message: “Rollup of plan values for GROUP## /current year was carried out.”
1-5 You now start the investment program planning transaction (IM35) to check the rolled up values.
Note: The (component) planning of maintenance orders does not include any overall plan values, just annual plan values – meaning that there are no overall plan values for PM orders.
This in turn means that overall plan values cannot be rolled up into the investment program and that there are planning inconsistencies because the system always checks the total annual plan values against the overall plan value.
To eliminate these inconsistencies, you have to manually adjust the overall plan values in the program.
So that you know that the values rolled up from other objects can be manually adjusted or changed, you also change the overall plan value for position 400##-1-1 (final
assembly).
1-5-1 Start the investment program planning transaction for your investment program GROUP## in the current year and for plan version 0. When the “Transaction currency is copied from the object currency” message appears, choose
Continue, and change the overall plan values as follows:
Level Program Position Overall Plan Values
(Period: Overall) Curr.
1 Total Capital Investments
Do not change EUR
2 German investments Do not change EUR 3 Final assembly Increase the displayed
value to 130,000 EUR
3 Production Do not change EUR
3 Maintenance Change to 5,000 EUR
To eliminate the inconsistencies within the structure at overall plan level (more was planned on level 3 than on level 1 or 2) that occurred because of the changes made manually, roll up the overall plan values. Choose Edit → Total Up.
Check the plan values and save them if they do not contain errors.
© SAP AG AC020 7-30
1-5-2 Return to the Program Planning transaction (IM35) again and adjust the annual plan values in your investment program GROUP## for the current year. Use the data below:
Level Program Position Annual Plan Values (Period: Curr. Year 1 Total Capital Investments Do not change
2 German investments Do not change
3 Final assembly Increase the displayed value to EUR 130,000
3 Production Do not change
3 Maintenance Change to EUR 4,000
To eliminate the inconsistencies within the structure at the level of the annual plan value for the current year (more was planned on level 3 than on level 1 or 2), which occurred because of the changes made manually, roll up the annual plan values. Choose Edit → Total Up. Now check and save your plan values again.
1-5-3 Optional: Plan 100,000 British Pounds (GBP) at overall plan value level for program position 400##-2-1 (Administration [GB]).
When you choose Enter, you will see that the system converts the amounts into euros.
To eliminate the inconsistencies within the structure at overall plan level (more was planned on level 3 than on level 1 or 2) that occurred because of the changes made manually, roll up the overall plan values. Choose Edit → Total Up.
Solutions
Unit: Investment Measures (Master Data and Planning) Topic: Internal Orders, Projects, and Maintenance Orders
Basic Information:
To go to Investment Management, choose SAP Easy Access Menu → SAP Menu → Accounting
→ Investment Management.
1-1 You have generated an internal order from the appropriation request for your
automated packaging assembly line. Now call up this internal order using the Order Manager.
In Investment Management, choose Internal Orders → Master Data → Order Manager.
Answer the questions below:
1-1-1 What is the internal order’s system status?
Solution: In the Order Manager, choose the Control data tab page. The statuses REL and AuC are displayed
1-1-2 What is the asset number of the asset under construction (AuC)?
Solution: In the Order Manager, choose Extras → Asset under Construction 1-1-3 The asset under construction is created automatically through the investment profile (when the order is released). Which investment profile is stored in your order?
Solution: In the Order Manager, choose the Investments tab page. The investment profile 000003 is displayed.
1-1-4 What is displayed in the master data for the order: the assignment to the
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1-1-5 Have the plan values been adopted? To check this, call up the ECP cost estimate or a line item report from the order master data.
Solution: Yes. In the Order Manager, choose Cost estimate (calculator with pencil). The system displays the ECP plan values that have been adopted.
1-2 You have generated a project (P-00##) from the “Expand production capacity”
appropriation request. Call up this project using the Project Builder.
In Investment Management, choose Investment Projects → Master Data → Project Builder.
The first time you call up the Project Builder, the system displays a dialog box containing general information about user-specific options and a dialog box in which you can define these user-specific options. You can bypass these two dialog boxes.
To edit your project, choose Project → Open... in the Project Builder In the dialog box, enter your project definition P-00##.
and answer the questions below:
1-2-1 On which tab page (for the top element) do you display the assignment to the investment program?
Solution: On the Investments tab page
1-2-2 Is the top element a planning and account assignment element?
Solution: In the Project Builder, choose the Basic data tab page for the top element. The operating indicator is displayed on the bottom right of the screen.
1-2-3 Does the project also have an investment profile?
Solution: Yes. You can see the investment profile on the Control data tab page.
The investment profile 000003 is also displayed here.
If the project does have an investment profile, this means that when the project is released an AuC is created in the background at WBS-element level. Do not release the project yet. You still have to create a budget for the project (in subsequent exercises). If you were to release the project now, actual values could be assigned to it without the budget being monitored.
1-2-4 In the Project Builder, you cannot check whether plan values have been
adopted. You have to go to the planning transaction for projects. In Investment Management, choose Investment Projects → Planning → Total Costs → Change. Display the planned costs for project P-00## and version 0.
1-3 You will now familiarize yourself with another process in Investment Management – using the investment program to monitor planned and actual costs for
maintenance orders.
You procure a new PC (asset) that you need for shop floor control. The PC was very reasonable and is quite powerful, but it does not meet all of your requirements. You replace the display board with a better one, which you had placed in storage a short time ago. In addition, you did not get a monitor with the PC, so you have to remove one from storage.
You enter the upgrade work (replacement of display board and connection of monitor) in the R/3 system via a maintenance order (PM order, for short).
This PM order is created for a piece of equipment and is linked to your investment program so that the costs can be monitored.
As of SAP R/3 4.6C, the relevant equipment master record is created when you create the asset master record (as a result of the integration of Asset Accounting and Plant Maintenance).
Once the activities and goods movements for the PM order have been confirmed and billed to your new PC master record, the process is complete.
1-3-1 Create the asset master record for your PC, using the data below:
In Investment Management, choose Fixed Assets → Asset → Create → Asset
Field Name Input Data
Asset Class 3200
Company Code 1000
Number of Similar Assets 1 Choose Enter
General Data tab page:
Field Name Input Data
Description PC for shop floor control / Group##
Time-Dependent tab page:
Field Name Input Data
© SAP AG AC020 7-34
1-3-2 Now go to the asset master record again in display mode.
In Investment Management, choose Fixed Assets → Asset → Change → Asset Choose the Allocations tab page. If you scroll down the tab page, you will see from the Integration of assets and equipment field group that the system automatically created an equipment master record when it saved the asset master record. What is the equipment number?:_____________________
You can also make a note of the equipment number on your exercise sheet if you wish.
1-3-3 Using the information below, carry out a (non-integrated) asset acquisition posting for the new PC (Transaction: Acquisition from Purchase with Automatic Offsetting Entry).
In Investment Management, choose Fixed Assets → Posting → Acquisition→
External Acquisition → Acquis. w/Autom. Offsetting Entry.
Field Name Input Data
Existing asset Asset number of the PC for shop floor control from exercise 1-3-1
Subnumber 0
Amount posted 4,999
Document Date 01. of the current month
Posting Date Today’s date (default)
Save your document.
1-3-4 After purchasing the PC, you create a maintenance order for the upgrade work that is to be carried out (replacement of display board and connection of monitor) for the “synchronized” equipment.
In the SAP Easy Access menu, choose: Logistics → Plant Maintenance → Maintenance Processing → Order → Create (General)
On the initial screen, enter the data below:
Field Name Input Data
Order Type PM01
Equipment The equipment number from
exercise 1-3-2
Plng plant 1000
Bus. area 9900
Choose Enter
Create Maintenance Order: Header Data tab page
Field Name Input Data
Short Text PC upgrade / Group ##
Optional: (Estimated) Costs 2,500
(Mn.wk.ctr) (Main Work Center) MECHANICS or 5000
Bsc start Today’s date
Basic fin. Tomorrow’s date
Choose Enter
1-3-5 To plan the labor hours for the PC upgrade, go to the Operations tab page. The center of the table that is displayed contains a column titled Work. Maintain the following data:
Field Name Input Data
Work 2 (hours)
© SAP AG AC020 7-36
1-3-6 You still have to enter the materials to be replaced or used (monitor and display board). To enter the materials, go to the Components tab page and enter the following data in the table:
Field Name Input Data
Component (Material) T-JH-MONISTAR2003
Reqmnt Qty 1
UM (Unit of Measure) PC
IC (Item Category) L (stock item) SLoc (Storage Location) 0001
Plant 1000
Backflush Active / check
Enter The material description (in
front) is used.
In the second line (Position 0020) enter the following data for the display board:
Field Name Input Data
Component (Material) T-JH-GK2303
Reqmnt Qty 1
UM (Unit of Measure) PC
IC (Item Category) L (stock item) SLoc (Storage Location) 0001
Plnt 1000
Backflush Active / check
Enter The material description (in
front) is used.
1-3-7 To calculate the planned costs go to the Costs tab page. If you choose
Determine costs (calculator icon), the system calculates the planned costs for the order using the labor and the components (materials) that you entered earlier.
1-3-8 To ensure that the investment program can also monitor the planned costs, link the PM order to the investment program GROUP##. To do this, you choose Goto → Assignments → Investment program and maintain the data below:
Field Name Input Data
Investment program GROUP##
Position ID 400##-1-3
Approval year Current Year
1-3-9 You must also ensure that the upgrades can be settled and capitalized on the
1-3-9 You must also ensure that the upgrades can be settled and capitalized on the