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Purpose

To explain the creation and the updating of Record type ‘A’ documents in costing based CO-PA

Overview

Record type "A" documents are the result of CO-PA posting from Sales orders. The record type is used to distinguish from where the posting comes from for example, a billing document or a sales order. This Wiki will explore how to activate the transfer of Sales orders to CO-PA and when record type 'A' documents are not created or updated.

Transferring Incoming Sales Orders to CO-PA (Transaction KEKF)

When you create or change a sales order, the system automatically transfers line items to Profitability Analysis in real-time once it is active in transaction KEKF. The resulting COPA document is of record type ‘A’.

This flag “Inc.SO” activates the transfer of incoming sales orders. You can decide whether you want to analyze incoming sales orders in CO-PA in the period in which they were created or the period in which the products ordered are expected to be delivered as shown below:

When is record type 'A' not created or updated 

  • If it has not been activated in transaction KEKF
  • If there is, a credit block in the sales order. (VA03)
  • If the item category is not relevant for billing. You can check the "item category" of the SO in transaction VA03 > Item Detail > Item Category. Then check whether it is relevant for billing in 
    SPRO > Sales & Distribution > Sales > Sales Document > Sales document Item > Define Item Category. Select the SO item category and double click the entry to get more details including "Billing Relevance", as shown below:

  • If 0 < VBAP-VBELV <> VBAP-VBELN (note 729381 question 9)
  • If 0 < VBAP-POSNV <> VBAP-POSNR (note 729381 question 10)
  • If it is a consignment fill-up (note 729381 question 11)
  • If the sales order has already been fully invoiced when changes to the sales order are made. However this behavior can be changed if required, by applying SAP note "2058743 - Enhanced settings for updating incoming sales orders". Record type ‘A’ is created at the time of sales order creation (KEKF), and any changes to the sales order when it is not fully invoiced will affect COPA. Hence, if a sales order is updated then it is important to know when the sales order was updated and what the status of the billing document was at the time of change. 
  • The effect sales order updates have on Record type ‘A’

    With each sales order change (e.g. by VA02) CO-PA is called and it converts the sales order values to the target currencies using the current exchange rate type ‘M’ as per note 833387. (Exchange rate M can be determined via transaction EWCT). The change of the sales order is not triggered by COPA but by SD (or sometimes-other applications)

    Before posting any update to record type 'A' data, the existing open line items are compared with the new data. If there are any differences regarding the values or the characteristics then the existing line item reverses and a new one posts with the current data.

    If a difference does occur in a single ledger then only this ledger is reversed and re-posted. It will not affect the line item in the other ledger.

    Record type ‘A’ documents are only reversed in certain cases for example, if a credit block or a billing block is put on the sales order. The record type A is not reversed after sales order is fully billed.

    In case the sales order item is rejected the logic is as follows and is always triggered by SD:

    In case a sales order item is fully billed/invoiced and it is rejected later, it should not trigger any changes in the CO-PA line items. Note if the rejection reverses the CO-PA line item despite the sales order line item being fully billed/ invoiced (VBUP-FKSAA = 'C') then the note "2699023-Incoming sales orders: Rejection reverses line item despite fully invoiced" should be implemented.Transaction KE4T can be used to correct the entry as KE4T does not consider the final billing status.                                                                                                                          

    If the sales order item is not delivered or only partially delivered then rejection will trigger an update on the CO-PA line items. There exists a difference in the SD posting logic between these two cases though. If the item was not yet delivered SD will tell CO-PA to reverse the existing line items. If on the other hand the item was partially delivered SD will update CO-PA with the current values of the item but will NOT tell CO-PA to reverse its line items. However the behavior also depends on the customizing of the 'reason for rejection' as mentioned in note 750083-COPA values and reason for rejection.

  Updates on Scheduling agreements

     Scheduling agreements generally do not use the reversal procedure at time of any changes. Due to special update logic (see notes 81335 and 434666)
     new line items will be built from scratch for 'old' and 'new' scheduling agreement data. Therefore CO-PA valuation will also be processed
     for the line item with the 'old' (negative) values. There is no way to change this correct standard system behavior.

  Intercompany Sales order

    The standard behavior in case of intercompany: the segment number of the sales order item has the internal view (with the supplying company code) and therefore gets a different customer            from SD then the incoming sales order line item in CO-PA that represents the external view (with the selling company code) and therefore gets the sold-to-party from the sales order as                     customer value. This logic is also applicable to the sales org.


KE4T

This transaction post sales orders that have already available in the system to Profitability Analysis.

If this is a fresh activation of COPA and profitability segment has not been determined for the sales order then you must execute transaction KE4F first. Once the sales orders are prepared without errors transaction KE4T can be used to post the sales orders to COPA. On the selection screen, you can specify the sales orders you would like to transfer. The system only selects those sales orders that have been assigned to a profitability segment.

The default system does not protect any sales documents being transferred from any changes being made during the transfer. You can deactivate this function (No Lock On Sales Documents) on the selection screen to prevent changes from being made to the selected documents. However, the result of this may be that you do not obtain the most current data in Profitability Analysis. This also has the effect that no sales orders can be processed in SD while this program is running.

The function 'Check for existing records' checks whether any of the selected sales orders have already been posted to CO-PA. If you deactivate this option, and if the system finds orders that have already been transferred, these orders are canceled and then reposted again to CO-PA.


Related Content

Related Documents

Related SAP Notes/KBAs

SAP NOTE 434666 - BW/SIS: Sched.lines after release date in sched.agreements 

SAP NOTE 81335 - Incoming order for sched. agreements not correct 

SAP NOTE 2058743 - Enhanced settings for updating incoming sales orders

SAP NOTE 1644394 - Incoming sales order: Incorrect exchange rate for VA02

SAP NOTE 1164158 - Incoming sales orders: Incorrect exchange rate used

SAP NOTE 833387 - Incoming sales order uses incorrect exchange rate

SAP KBA 2221237 - FAQ in CO-PA (Part III. of note 553626)

SAP NOTE 1512643 -Posting period of the record type A

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