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TABLE OF CONTENTS
2.1 Activate Order Management in Controlling Area (OKKP) 5
3.1 Define Order types (KOT2_OPA) 7
3.2 Define Model Orders (KOM1) 19
4.1 Maintain User-Defined Planner Profiles (KP34) 28
4.2 Maintain Planner Profile for Overall Planning (OKOS) 31
5.1 Maintain Allocation structure (KSES) 35
5.2 Maintain Settlement Profile (OKO7) 40
6 Posting flow on internal order 46
6.1 Creation of internal order (KO01) 46
6.2 Release of internal order (KO02) 51
6.3 Postings on Internal order (FB60) 56
6.4 Display balance on internal order (KOC4) 58
6.5 Settlement of the internal order (KO88) 64
6.6 Check balance on order (KOC4) 67
INTRODUCTION
Internal order is a term for overhead cost orders. It is used to plan collect and settle the costs of internal jobs and tasks.
What is the meaning of internal order?
Internal order is a cost object to monitor cost of a short term event. Thus It carries cost when the Internal order is created as a Real object. The meaning of Real object is that it carries cost and has to be settled at the month end to other receiver objects like cost center.
Internal order can also be statistical. That means it is purely for information. It does not carry cost and as such no settlement is required at the month end. Here the real object is the cost center were in the cost is posted and internal order is additionally used for information purpose.
Why do you need an internal order?
In an organization there are various events such as trade fairs, training seminars which occur. Various Trade fairs are organized by the marketing cost center. Therefore marketing cost center is responsible for all the trade fair costs. All these trade fair costs are posted to the marketing cost centers. If the management wants an analysis of the cost incurred for each of the trade fair organized by the marketing cost center, this information is not readily available since all the costs are posted to the cost center.
SAP, therefore provides the facility of using internal orders. In the above scenario the controlling department needs to create an internal order for each of the trade fair organized. The cost incurred for each of the trade fair will be posted to the internal orders during the month. At month end, the costs will be settled from these orders to the marketing cost center. Thus the controlling person is now in a position to analyze the cost for each of the trade fair separately.
We cover the configuration of a Real Internal order type.
Organizational Structures
For doing the configuration we use the following path on the SAP application screen:-
SAP Menu Tools Customizing IMG SPRO – Execute Project
Configuration for all the modules will be done here. The above path will not be referred henceforth; we will directly refer to the IMG node.
Activate Order Management in Controlling Area (OKKP)
SAP Customizing Implementation Guide Controlling Internal Orders Activate Order Management in Controlling Area
We have to activate Order Management in controlling area before we start configuration for internal order. This particular configuration is the same node where we maintain the controlling area.
Select
Double Click
The order management component should be made active.
This is the same screen which we come across while maintaining the initial controlling area settings.
Click on Save
Order Master Data
Define Order types (KOT2_OPA)
SAP Customizing Implementation Guide Controlling Internal Orders Order Master Data Define Order Types
An Internal order is created under an Order type. An order type is used for storing various control parameters and various defaults while creating an internal order. It is used for classifying various types of internal orders according to usage for e.g. Real orders for trade fairs, real orders for Capital investment measure, Statistical orders for motor vehicle expenses.
The order type is client-specific, which means that every order type can be used in all controlling areas. A number range is assigned to the internal order type.
Click on
Take a drop in the field Order category and select 01
Update the following:-
Activate CO Partner Updating -You activate this so that allocations between orders and other CO objects (cost centers, projects, etc.), the partner information is retained and whether for each order a totals record should be written.
Click on
Click
Here you can hide the various fields or make it as required entry or only display or available for input. Thus while creating internal order only those fields are displayed and available for input.
Hide some of the fields which are not required from the screen shown as below.
Click
Click on
Click on
Number Range needs to be assigned to the internal order type. Number range can be internal or external. In Internal numbering system automatically assigns a number from the given number range. In External numbering the user has to manually assign the number from the given number range.
We will configure Internal number range for our Internal order type – Marketing Campaign Real orders
Click to create Group
Update the following:-
Click on
Click
Check below our order type Y001 is showing under not assigned elements
You need to assign the order type to the group we created above.
Proceed as follows:-
Click on
And then click on
Scroll down using the scroll bar
Double click on the group we created
Notice that the Order type is no longer in the not assigned elements
Scroll down to find our order type Y001 is assigned to Y1 group now
Click on
Click
The number range is now assigned to the internal order type
Important note:
Before releasing the request you need to remove the assignment of the number range to the internal order type. The number range and the number range group should be manually maintained in each system (Quality and production system).
Define Model Orders (KOM1)
SAP Customizing Implementation Guide Controlling Internal Orders Order Master Data Screen Layout Define Model Orders
Model orders are not orders in the commercial sense, but serve merely as references for creating “normal” orders. Model orders contain default values for the orders in an order type. The Model order is assigned as the reference order in the order type.
When you create a new order, all the fields active in the relevant order type are copied from the model order to the new order.
Example
You want to settle all your marketing orders to the same sales cost center. Stipulate the cost center as the default value in the model order for marketing orders.
When you create a new marketing order, the system defaults this cost center. If you want to settle the order to a different cost center, you can overwrite the default cost center in the orders.
We will create a model order with some defaults and assign it to the marketing internal order type.
Click
Click
Update the following:-
Click on
Assign this model order to the order type Y001.
Go to the earlier step
Double click on
Update the reference order with the model order number $$$$66001
You can take a drop down in the field model
Double click
Click on
Planning
Maintain User-Defined Planner Profiles (KP34)
SAP Customizing Implementation Guide Controlling Internal Orders Planning Manual Planning Maintain User-Defined Planner Profiles
Check the User defined planner profile ZUNIV created by us in Cost center accounting configuration which contains the layouts for internal orders.
Select
Double click
Double click
Click on
Maintain Planner Profile for Overall Planning (OKOS)
SAP Customizing Implementation Guide Controlling Internal Orders Planning Manual Planning Maintain Planner Profile for Overall Planning
Here you can specify the time frame for which values are to be planned for Internal order. Further you can also default the number of decimal places and the display factor. Default cost element group while planning.
Double click
Click on
Update the following:-
Click on
Click
Double click
Update the following:-
Click on
Settlement
Maintain Allocation structure (KSES)
SAP Customizing Implementation Guide Controlling Internal Orders Actual Postings Settlement Maintain Allocation Structures
An Allocation structure comprises one or several settlement assignments. An assignment shows which costs (origin: cost element groups) are to be settled to which receiver type (e.g. cost center, order and so on)
You have 2 options:- You can settle to a settlement cost element or settle by cost element i.e. settle using the original cost element.
We will use settle by cost element.
Click on
Update the following:-
Click on
Select
Double Click
Click on
Update the following:-
Click on
Select
Double click
Update the following:-
Click on
Click
Note:-The colour has become green as seen below
Select
Double click
Click on
Update the following:-
Take a drop down in Receiver cat.
Click on
Maintain Settlement Profile (OKO7)
SAP Customizing Implementation Guide Controlling Internal Orders Actual Postings Settlement Maintain Settlement Profile
Here we define a range of control parameters for settlement.
Double Click
Click on
Take a drop down in the field cost center
Assign the allocation structure Z1 created earlier in the settlement profile.
Click on
Click twice.
Double click
Update the following:-
Click on
This brings us to an end for the configuration of the real internal order type.
Posting flow on internal order
Creation of internal order (KO01)
Here we create the internal order required for TV marketing campaign.
Transaction code: KO01
Update the following: –
Click
Update the Cost center on which the order to be settled
Click on
Release of internal order (KO02)
Here we release the internal order which was created in earlier step.
Transaction code: K002
Click
Click
The order is released as the system status is now REL.
Click on
Postings on Internal order (FB60)
The internal order is ready to use and business can use the order to book the cost incurred for the TV marketing campaign.
Transaction code: FB60
Update the following:-
Click
Click on
The cost is now posted on the internal order as can be seen in the below document.
Display balance on internal order (KOC4)
We can display the balance which is posted on the internal order using transaction code KOC4
Transaction code: KOC4
Click
Bring in additional field by clicking on
Make the final set up as below:-
Click on
So the internal order has a balance which is shown in column Total Actual Costs and that needs to be settled to the cost center at month end.
Settlement of the internal order (KO88)
We need to settle the order balance at month end.
Transaction code: KO88
Update the following:-
Click
Click
Click
Double Click
The internal order is credited and the cost center is debited as can be seen below:-
Check balance on order (KOC4)
Transaction code: KOC4
Let us now check the balance on the internal order.
Update the order type and update relevant period as shown below:-
Click
The total actual costs now is zero which means the balance on order is zero.
