SAP-CO-Internal Order Configuration Guide

SAP-CO-Internal Order
Configuration Guide
Prepared By

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Jayanth Maydipalle

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SAP-CO-Internal Order Configuration Guide

Content:
A. Internal Order Overview

A.1 Activate Order Management in Controlling Area

(4-5)

B.1 Order Master Data

B.1.1
B.1.2
B.1.3
B.1.4

Define Order types (6-7)

Maintain Number Ranges for Orders (8-9)
Define Order Layouts 10
Define Model Orders (11-15)

C.1 Creation of Internal Order Groups

C.1.1 Change Internal Order Groups 17

C.1.2 Display Internal Order Groups 17

D.1 Creation of Internal Orders

16

(17-20)

D.1.1 Change Internal Orders 21

D.1.2 Display Internal Orders 22

E.1 Planning

E.1.1 Maintain User-Defined Planner Profiles (24-25)

E.1.1 Maintain Planner Profile for Overall Planning (26-28)

F.1 Settlement

F.1.1 Maintain Allocation Structures (29-33)

F.1.2 Maintain Settlement Profile (34-36)
F.1.3 Maintain Number Ranges for Settlement Documents (37-38)

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SAP-CO-Internal Order Configuration Guide

Internal Orders:
Internal orders are used to monitor overhead costs incurred for a specific event,
project or activity. It can be used for a restricted period when executing a job, or for
long-term monitoring of portions of overhead costs. Internal Orders are company
code dependent. Internal order groups can be created for cross-company reporting.
Overhead cost orders will be used to collect actual costs incurred. This allows costs
to be monitored continuously. The overhead costs assigned to the overhead cost
orders are settled (in full) as costs to other cost collectors. This is generally on the
periodic basis, at month-end.Internal orders plan and monitor the costs of a specific
job.
Internal orders are 4 types
1. Over head orders
2. Profitability orders
3. Investment orders
4. Production orders

However, internal order means overhead orders. It deals with management

of overheads of a job or task.
This component enables the organization to capture the overheads in a
Systematic manner relating to a particular job. There by we can know the
overall cost of the job and even profitability of the particular job.

A.1 Activate Order Management in Controlling Area:

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SAP-CO-Internal Order Configuration Guide

IMG Controlling Internal Orders Activate Order Management in

Controlling Area
T-Code: OKKP
We need 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. Follow the below mentioned steps

Select Controlling Area (Here we need to select Initial Controlling

area
Double Click on Activate Components/Control Indicators

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Cost Centers: Select Component Active

Select AA. Activity Type Check box
Order Management: Select Component Active
Commit Management: Select Component Active
Select check boxes of below mentioned items
Profit Center Acctg
Projects
Sales Orders
Cost Objects
Real Estate Mgmt
W.Coimmit.Mgt
Select Variances Check box under Others indicators
Then click on SAVE

B.1 Order Master Data:

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B.1.1 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.
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.
Internal order is a cost object that tracks the cost of a specific event. IO has a short
life compared to a cost center. In SAP solutions, you will find two types of IO:
(1) Real IO
(2) Statistical IO.
Through real IO, you can track the cost of a particular event, and at the end you
can settle the IO cost to the respective cost center.
In statistical IO, you can only collect cost; you cant settle statistical IO to any other
cost object.

IMG Controlling internal Orders Order Master Data Define Order

Types
T-Code: KOT2_OPA

Click on

Select 01 (Internal Order-controlling) from the popup

Press Enter

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SAP-CO-Internal Order Configuration Guide

Order Type: Define Order Type

Budget Profile: Select-00001 (General Budget/Plan Profile)
Object Class: Select Overhead Costs
CO Partner Update: Select Active
Select check boxes-Commit Management, Revenue Posting,
Integrated Planning
Configure Archiving Residence Time as shown above
If u want to release of the internal order immediately after creation, then
configure as below
1. Status Profile : Select 00000002(Internal Order)
2. Activate Release Immediately Check box.
Click on SAVE

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SAP-CO-Internal Order Configuration Guide

Click on
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.
B.1.2 Maintain Number Ranges for Orders

IMG Controlling Internal Orders Order Master Data Maintain

Number Ranges for Orders
T-Code: KONK

Click on Groups
Then in the next screen Click on Group Menu >Insert

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Text: Name the Number ranges

Intervals: Assign Number ranges for Internal Order type
Press Enter
Click on SAVE

Find Internal Order type

Double click on
, Then the line item
become in Blue color
Activate /Select check boxTrade Real Internal orders

Then click on

The internal order type Z910 moves under the group which can be seen
as follows:-

Then Click on SAVE

If you want check the Number ranges assigned for internal orders then following
steps,
Select check box of Trade Real Internal orders type

Then click on Maintain

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Click on

B.1.3 Define Order Layouts

IMG Controlling Internal Orders Order Master Data Screen Layout

Define Order Layouts
In this work step you define the layout for the order master data. You can assign a
layout to each order type.
The system displays the order master data as a tab with a series of tab pages. On
the tab pages there are group boxes with a series of fields for the order master
data. The group boxes are defined by the system.
You can specify,

Which title the individual tab cards should receive and

Which group boxes should be displayed in which position on the tab pages.

The tab pages are numbered from left to right with "Tab Page 01" to "Tab Page xx".
On every tab page there are five positions, which you can assign individually to a
group box. One of the group boxes can contain user-defined master fields (see work
step Develop enhancements for order master data").
Standard settings

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SAP-CO-Internal Order Configuration Guide

Layout SAP0 corresponds to the default settings. You can copy this layout if you
want to make changes to the default settings.
Activities
Check whether you need your own layouts. If you only want to make small changes
to the standard delivery, you can copy layout SAP0 and use it as the basis for your
layout.
If you want to create a new layout, choose "New entries".
1. Enter a name and a description for your layout.
2. Choose "Tab page title" and "New entries", to specify the title for your tab
pages.
a) Enter the number for each of the tab pages.
b) Enter for which language the title is to be used.
c) Enter the title of the tab page.

B.1.4 Define Model Orders

You can define model orders in this section. 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. You
need to enter the model order 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. Model orders make the work of
entering new orders considerably easier. The data that recurs in orders from a
particular order type is already defined. This reduces the likelihood of errors.
The order status is not copied from the model order. The new order is given the
default status for the relevant order type.
The system checks to see if the entries exist in the model order. When you create
settlement rules, it also checks to see whether the settlement receivers match the
organization units you entered. A model order does not contain any dependent
objects such as assets under construction, even if you entered an investment
profile.
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.

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SAP-CO-Internal Order Configuration Guide

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.

IMG Controlling Internal Orders Order Master Data Screen

Layout Define Model Orders
T-Code: KOM1

Double click on Create CO model order

Order Type: Select

Model Order
Then click on

03-Internal Order-

The next screen appears,

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Order: Define Order, It should start with $

Descr: Give Description for the Order

Company Code: Select Company Code

Object Class: Select Overhead

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Currency: INR
Click on SAVE

Now, we need to assign this Model Order to the Order Type

Follow the path,

IMG Controlling Internal Orders Order Master Data Define Order

Types
Click on

Order Type: Select Order Type

Click on Enter

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Double Click on1100 Line Item

Model Order: Assign Model Order here

Click On SAVE

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C.1 Creation of Internal Order Groups:

SAP Easy Access Accounting Controlling Internal Orders Master Data

Special Functions Order Group KOH1- Create (T-Code: KOH1)

Order Group: Assign Number for Internal Order Group

Press Enter

Write Description for the Internal Order Group

Click On Save

We need create Internal Order Groups at Client Level,

As mentioned above we need to create Internal Order Groups

C.1.1 Change Internal Order Groups:
SAP Easy Access Accounting Controlling Internal Orders Master Data Special
Functions>Order Group KOH2- Change

T-Code: KOH2

Order Group : Select Order Group from the dropdown box

Press:Enter

Change Description

Click on Save

C.1.2 Display Internal Order Groups:

SAP Easy Access Accounting Controlling Internal Orders Master Data
Special Functions Order GroupKOH3- Display
T-Code: KOH3

Select Order Group

Press Enter

D.1 Creation of Internal Orders:

SAP Easy Access Accounting Controlling Internal Orders Master Data
Special Functions Order KO01- Create
T-Code: KO01

Order Type: Select Order Type

Click On Master Data

Description: Write Name of the Internal Order

Object Class: Select Overhead

Profit Center: Assign Respective Profit Center

Requesting CO. Code: Select Company Code

Click on Control Data

Currency: Select Currency

Activate Statistical Order Check Box

Click on General Data

Then Click On SAVE

D.1.1 Change Internal Orders:

SAP Easy Access Accounting Controlling Internal Orders Master Data
Special Functions Order KO02- Change
T-Code: KO02

Select Internal Order, Click on Master Data

Change the Settings , if needed

Click onSave

D.1.2 Display Internal Orders:

SAP Easy Access Accounting Controlling Internal Orders Master Data
Special Functions Order KO03- Display
T-Code: KO03

Select Internal Order

Click on Master Data

Click on Back

E.1 Planning
E.1.1 Maintain User-Defined Planner Profiles:
You use planner profiles to control the way planning is carried out. In a planner profile,
you specify per planning area which planning layout is to be used with which default
values. Per planning area, you can create as many planning layouts as you require. The
profile item determines the order of the planning layouts within a planning area and can

be used to assign the same planning layout to a planner profile in multiple areas, but with
a different default setting each time.
IMG Controlling Internal Orders Planning Manual Planning Maintain
User-Defined Planner Profiles

T-Code: KP34

Double click on Maintain User-Defined Planner Profiles

Select ZQ101-Release 3.0/3.1 CO-OM:Prime.Cost/ATyp/StKF

Double click on General Controlling

Select: Orders: Cost Elements/Activity inputs

Double click on Layouts for Controlling

Select Overview Check Box

Click on Save
E.1.2 Maintain Planner Profile for Overall Planning:
You need planning profiles for the planning methods below:

Overall planning for internal orders

Hierarchy cost planning for projects

Preliminary costing for production orders that do not have a quantity structure (CO
production orders).

Cost planning for investment programs or investment measures, and for

appropriation requests.

Financial budgeting

You can create new planning profiles, or change existing ones.

The following settings are important:

Time frame

You can specify which values are to be planned, and in which fiscal years.
Value display
You can specify which standard view the system is to display with the plan value,
when you call up the initial screen for planning. You can default the number of
decimal places and the display factor.

Path: IMG Controlling Internal Orders Planning Manual Planning UserDefined Planning Layouts Maintain Planning profiles for Overall Planning
T-Code: OKOS

Double Click on Define Planning Profile for Overall Planning

Click on New Entries

Configure the line items as shown above,

Click on Save

Come Back,

Double Click on Maintain Planning Profile for Order Types

Select Internal Order Type

Click on Drop down Box

Select Maintain Planning profiles for Overall Planning Created Number

Click on Save
.

F.1 Settlement
F.1.1 Maintain Allocation Structures:

During settlement, costs incurred under the primary and secondary cost elements by a
sender are allocated to one or more receivers. When you settle by cost element, you
settle using the appropriate original cost element.
An allocation structure comprises one or several settlement assignments. An assignment
shows which costs (origin: cost element groups from debit cost elements) are to be
settled to which receiver type (for example, cost center, order, and so on).
You have two alternatives in settlement assignment:
You assign the debit cost element groups to a settlement cost element.
You settle by cost element - that is, the debit cost element is the settlement cost
element.
This is a good idea, for example, if the required capital spending for an asset you are
building yourself is to be monitored. These costs are settled by cost element to an
inventory account in Asset Accounting at the end of the year, or when the measure is
complete.
Each allocation structure must fulfill the following criteria:

Completeness

An allocation structure is assigned to each object to be settled. All cost elements

in which costs are incurred, must be represented in the appropriate allocation structure.
Uniqueness
Each cost element in which costs are incurred may only appear once in an
allocation structure. Only one settlement cost element may be assigned to a source
within a particular allocation structure.
Note:
When you settle to materials you do not need to create settlement cost elements.

IMG Controlling Internal Orders Actual Postings Settlement Maintain

Allocation Structures
Click On New Entries

Define Allocation structure with Description

Click on Save

Select Allocation ZJ 1300 Settlement Structure

Double Click on Assignments

Click on New Entries

Define Assignments with Description

Click on Save

Select 01- Settlement of Primary Element

Double click on Source

Select From Cost el To cost elem

We can also select Cost Ele Group, If we want
Click on Save

Click on BACK -

In the above screen shot Overlapping check box has been changed into Green
color, If you put cursor on green check box, it shows OK
Now Select,

Select : 01-Settlement of Primary Cost Element

Double click on Settlement Cost element

Click on New Entries

Select Cost Center Under Receiver Category

Select check box under By Cost Element
Click on Save

F.1.2 Maintain Settlement Profile:

In the settlement profile, you define a range of control parameters for settlement. You
must define the settlement profile before you can enter a settlement rule for a sender.
If you want to settle the costs each time to just one cost center or just one G/L account,
you need a settlement profile. As you cannot maintain the settlement parameters during
settlement to a receiver, you must save the settlement profile either in the order type or
in the model order or reference order.
The settlement profile includes, among other things, the retention period for the
settlement documents. You should bear in mind the following when you determine the
retention period.
The settlement documents take up additional storage capacity. When a posting period is
finally locked against further postings in Financial Accounting and Controlling, you can
clear the settlement documents. However, you should build in a safety margin, as you will
need the settlement documents if you have to cancel any settlements or repeat the
period end close.

IMG Controlling Internal Orders Actual Postings Settlement Maintain

Settlement Profile

Select Maintain Settlement Profiles

Click on New Entries

Settlement Profile: Define Code with Description

Select To Be Settled in Full Check box under Actual Costs/Cost of sales
Structure Allocation: Assign allocation structure ZJ created earlier in the
settlement profile
Default Object Type: Select Cost Center/CTR
Select Check boxes of 100% Validation, %-Settlement, Equivalence
Numbers Under Indicators head
Select Settlement Optional for GL account, Cost Center, Order line
items under Valid Receivers, for Remaining Select Settlement Not allowed
Document type: Select SA/ GL account document
Max no.Dist.rls: Mention between 10 to 15
Residence time: 3Months
Click on Save

Go Back,
T-Code: KOAL

Double Click on Enter Settlement Profile in Order types

Choose Order type,

Assign Settlement profile to Internal Order

Click on Save

F.1.3 Maintain Number Ranges for Settlement Documents:

Here we need to define separate number range intervals for settlement

documents for each controlling area.
IMG Controlling Internal Orders Actual Postings Settlement Maintain
Number Ranges for Settlement Documents

T-Code: SNUM

Click on Group Menu Maintain/F7

Again Click on Group Menu Insert

Text: Give Text for Intervals

Assign Number ranges for Settlement Documents

Press Enter
Below Screen Appears,

Now Click on 1300 (Company Code)

Click on

Select Check Box

Click on
Now You can see the below Screen,

Click on Save
Click on Continue