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How to analyze actual settlement data?


Purpose

The purpose of this page is to provide tools how to analyze settled data in CO-PC-OBJ.

Overview

This article deals with ways of analyzing settlement, which do not require debugging or programming skills and provides an extensive explanation of the settlement results.

1. Searching for SAP Notes / Knowledge Base Articles

You can find relevant SAP notes and KBAs (knowledge base articles) for order settlement by using the component CO-PC-OBJ or  CO-OM-OPA-F and the search term "Settlement", or by using transactions (such as KO88 or CO88). If you received an error message or a program termination, then this should be specified in the search. We recommend to use the five digit error code (e.g. "KD256" or "KD 256") or the report name (e.g. RKO7CO88).

Please have a look at

  • KBA 2172375 - How we search [Video]
  • KBA 1540080 - How to search for KBs, KBAs, SAP Notes, product documentation, and SCN
  • KBA 2081285 - How to get best results from an SAP search?

2. Previous Settlements

On the initial screen for settlement, you can display the previous settlements for a sender by choosing "Goto -> Previous settlements". This shows you the detailed procedure in which the sender was settled, which debits were made for each settlement, and how these debits were distributed to the receivers. You can also go to the accounting documents that were created from this screen.

The display is based on the settlement documents. All the settlement documents that are in the system are displayed for the object, regardless of the period. The total of all the documents is also displayed. If settlement documents have already been archived, then these costs are not included. The system issues a warning if this is the case.

This analysis method is always useful if you experience incorrect updates of documents. It is also very useful if you require an overview of whether and when the object has already been settled.

Further information can be found in SAP note 373685.

3. The Flow Trace

3.1 General Introduction to The Flow Trace

From Release 4.0 it is possible to write a flow trace for a single settlement. You can activate this in the initial screen menu in KO88 by choosing "Extras -> Activate flow trace".  Once you have called up the settlement, you can see the basic list of the log. This provides a very good picture of the technical progress of the settlement and of possible errors in settlement Customizing. The log explains comprehensively why the settlement settled which costs and where. It is recommended that you use this function. It often enables you to search for errors successfully without debugging.

The following graphics show how the flow trace can be evaluated.

3.2 Example 1: Settlement of a Production Order with Status REL

When you settle production order 60003641 the flow trace provides the following information:

Initially the flow trace shows which sender was processed, in this case order 60003641.

Then the settlement rule is read in three steps:

  • Determine settlement transactions
  • Distribution rule
  • Settlement parameters

The settlement rule that is valid for this settlement (100% FUL to material 100-100, plant 1000) is listed as well as settlement profile FA_ABP that was stored in the settlement rule.

However, especially important is the determination of the settlement transactions:

  • Initially, the system checks whether costs and revenues are to be settled. The result of this check is "-". This means that the actual costs and revenues are not to be settled.
    Reason: The sender has settlement profile FA_ABP, in which "Actual costs are to be settled in full" is selected. Actual costs would therefore be relevant in this respect. However, the sender now has material as the receiver, which means that the sender is only settled once it has been finally delivered or technically completed. But status DLV and TECO are both inactive. Therefore, actual costs are NOT settled.
  • Now checks are made to see whether variances are to be settled to costing-based profitability analysis. The result of this check is "-" which means that variances are not to be settled.
    Reason: Although the sender has a variance key, the production order does not have either the DLV or TECO status.
  • Finally, the system checks whether there is any WIP to be settled to FI. The result of this check is "+", which means that WIP is to be settled.
    Reason: The sender is not able to carry revenues and has a results analysis key.

After having executed WIP Calculation (transaction KKAX) execute KO88 again. The flow trace shows the following:

In the database, all the results analysis records in the WIPR, WIPP, RUCR, RUCO, RUCP and RIML categories in version 000 are selected for this order. In total one record is found.

The categories and versions used for selection depend on the settings made in Customizing for WIP calculation. The system only selects versions in the controlling area where the "Transfer to Financial Accounting" switch is activated. Additionally, only categories are selected for which posting rules have been stored in the controlling area (transaction OKG8). All other categories and versions are not relevant to settlement. In addition, all categories relevant to profit are selected on senders with revenues. These are the following categories:  RIML (60), RILC (61), COSR (63), COSO (64), COSP (65), POCL (71), POCR (72) VLRV (75). The description of these categories can be found in domain ABKAT (tab value range) via SE11.

Now the records found are distributed to the receivers individually.

The cost element of the record found by the system is 672111, and it belongs to the WIPR category. The value in the settlement period is 89,91 EUR after the costs already settled are subtracted. The total value of costs not settled during the year for this record is also 89,91 EUR. This value is settled to FI, but is not relevant to profit, since WIPR does not belong to the categories relevant to profit (see above), so the record is not settled to the receiver specified in the settlement rule.

3.3 Example 2: Settlement of a Production Order with Status DLV

When production order 60003641 is settled the question arises as to why the calculated variances were not posted to costing-based profitability analysis. The flow trace provides you with the following analysis:

Again, the settlement transactions are particularly important:

The system initially checks whether costs and revenues are to be settled. The result of this check is "+", which means that actual costs and revenues are to be settled.

  • Reason: The sender has settlement profile FA_ABP, in which the "Actual costs are to be settled in Full" indicator is set. Moreover, its status is TECO, which is also active on 27.09.2016. For this reason, actual costs are settled to the receiver specified in the settlement rule.
  • Now the system checks whether variances are to be settled to costing-based profitability analysis. The result of this check is "-", which means that variances are not to be settled.
    Reason: The sender has a variance key, and also has the TECO status on 27.09.2016. However, in settlement profile FA_ABP, the indicator “Variances to Costing-Based PA” has not been set. This is why the variances are not settled.

Finally, the system checks whether WIP is to be settled to FI. The result of this check is "+", which means that WIP is to be settled.
Reason: The sender is not able to carry revenue and has a results analysis key.

Then the costs are read again, and distributed to the receivers:

As a sample a debit has been drilled down in the tree under cost element 400000. The value posted in the period using this cost element is 118,72 EUR once the settled costs have been deducted. The total costs of the year under this cost element that were not yet settled are also 118,72 EUR. The settlement rule 100% to material is now applied to these costs. The result is 118,72 EUR are settled from this cost element to material.

4. Report RKACSHOW

SAP note 28145 provides an overview of the use of the technical validation report RKACSHOW. The following explains how the report can be used especially for settlement.

4.1 Settlement rule

The settlement rule is saved in the COBRA and COBRB tables. COBRA contains the settlement parameters and COBRB contains the settlement rule.

4.2 Costs/Revenues

The settlement rule reads the costs to be settled for an object from the CO totals tables (COSP and COSS). Depending on the settlement transaction, the COSB table may also be important. Please see point 3 "Business Transactions for Actual Settlement" in WIKI article General Information on Actual Settlement in Cost Object Controlling (CO-PC-OBJ). Generally the line items are not important. COSL table contains the delivered quantity for production orders and the billed quantity for sales orders and WBS elements.

4.3 Already settled values

For each of the CO totals tables listed above, there is a settlement table in which values already settled are saved as totals: COSPD, COSSD, COSBD, COSLD. In settlement, the costs are read from the CO totals records and then the values from the D tables are subtracted. This result is then settled. See point 4 "Tables updated during Actual Settlement" in WIKI article General Information on Actual Settlement in Cost Object Controlling (CO-PC-OBJ).

5. Report RKA_SETTLE_TABLES_COMPARE

You can analyze the tables that are relevant to settlement using the RKACSHOW report. A typical analysis would include the debits on the sender, the settled values, and the settlement documents. The RKA_SETTLE_TABLES_COMPARE analysis report has especially been developed for settlement. This report displays tables relevant to settlement as well as additional functions. To analyze an object, you start it by entering its object number (OBJNR). This object number can be easily found by starting report RKACSHOW for the CO object. It is displayed in the header of RKACSHOW.

The report provides the following three options, which can be selected using a radio button:

  • Analysis of CO Totals Records
  • Analysis of CO Line Items
  • Analysis of Settlement Documents

The following explains the analysis possibilities provided by these three options.

5.1 Analysis of CO Totals Records

To start, you can choose the data that is relevant for your purposes, and you can choose more than one data source at the same time:

  • Actual Data from the COSP table
  • Actual Data from COSS table
  • Results Analysis Data from COSB table
  • Variances from COSB table
  • Scrap from the COSB table

You can select one of the following processing functions for this data:

  • Debits minus data records
    The system reads the debits from the data sources selected above, and the settled values that are in the corresponding tables (for example, COSPD for COSP) are deducted. For each totals record key, the system displays a record with a cumulated remaining value. It does not display credits from the settlement.
    You can use this option to check which totals records still contain costs that have not been settled. This function can, for example, be used when during closing of a sender an error message is issued informing you that there are still costs to be settled.
    Note: The field for the debit indicator is always empty. This is because, from Release 4.0 onwards, the system only writes one data record with an empty debit indicator. This means therefore, that the totals records are added up and the data records are deducted in the report, regardless of the debit indicator.
  • Debits (Cumulative)
    Debits are read from the above selected data sources. For each totals record key, the system displays a record with a cumulated amount. Credits from the settlement are not displayed.
  • Debits (Periodic)
    The system reads the debits from the above selected data sources. For each totals record key, a record with all period values is displayed. Credits from the settlement are not displayed.
  • Data Records
    The system reads the settled values (that are in the corresponding data tables, such as COSPD for COSP) for the above selected data sources. For each totals record key, a record with its cumulated value is displayed.
  • Credit from Settlement (Cum.)
    The system reads the credits from settlements from the selected tables (records with debit indicator = A). It is cumulated per totals record key.
  • Credit from Settlement (Per.)
    The system reads the credits from settlements from the selected tables (records with debit indicator = A). It is displayed by period for each totals record key.

5.2 Analysis of CO Line Items

If you suspect that postings were made to the last period after settlement was made, then you should always analyze the line items. The entry date field (CPUDT) shows whether this was the case or not, so if necessary, you can sort using this date.

You can make an initial selection of data that is relevant to you. You can also select more than one data source at the same time:

  • Actual Data (COEP table)
  • Results Analysis Data (COEPB table)
  • Variances (COEPB table)
  • Scrap (COEPB table)

You can select one of the following display functions for this data:

  • Display without timestamp
    The line items are selected from the corresponding table and displayed. The timestamp field is not displayed.
  • Display with timestamp
    The line items are selected and displayed from the corresponding table The timestamp field is evaluated and made legible.
    You should only select this option if the display without timestamp displays more than one posting with the same entry date, and you need the entry time for them. This display option can take a significant amount of time.

5.3 Analysis of Settlement Documents 

The settlement documents show which settlement was made for which amount, from which credit record. There are two display options for the analysis:

  • Nonhierarchical display
    The settlement documents are selected. For each settlement document/original totals record key/receiver (AUAK, AUAS, AUAA tables), the settled costs are displayed in a row.
  • Hierarchy display
    The settlement documents are selected. For each settlement document, the system displays a row (AUAK table). For each original totals record key/receiver (AUAS and AUAA tables), the settled costs are displayed in a row, in order of hierarchy.
  • Analysis of posting date, period & dates in general: Check SAP KBA 2570819.

Related Documents

General Information on Actual Settlement in Cost Object Controlling (CO-PC-OBJ)

Related SAP Notes/KBAs

SAP KBA 2172375 - How we search [Video]

SAP note 373685 - Information: Previous settlements

SAP note 28145 - Using technical inspection report RKACSHOW

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1 Comment

  1. Very nice! Thanks for share this knowledge!