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Investment Management
2 days System Configuration for Investment Management
2 days
2 days
Internal Orders 5 days
Cost and Profitability Management
5 days
4 days
Asset Accounting
Real Estate Management
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Financial Accounting and Reporting SAP AG 2001
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Our case company, IDES, is an international enterprise that uses SAP R/3 Investment Management (IM) for careful planning of capital-intensive investments.
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During the investment planning and decision-making phase, the company uses appropriation requests. They represent investment wishes, ideas for further development, or other planned activities in the SAP system before they are actually implemented. Plan values are entered for appropriation requests, their profitability is analyzed, and they are subject to an approval process. Within the investment planning framework, appropriation requests enable our case company to include planned investments in their cyclical (annual) planning early on, in the form of an investment program.
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In this investment program, the investment plan and investment budget are created and monitored at a level encompassing all planned investment measures. The highest level of the investment program is a node representing the controlling area. At the next lower level, this node is split into the investments for the two subsidiaries that belong to this controlling area. The IDES case company has a German and a British subsidiary. We will focus on the German subsidiary. (The British subsidiary maintains its own values.) To reflect the organizational units in the German subsidiary, the investment program has nodes for the three departments: production, sales and marketing, and administration. In the administration area, investments are planned for both a new administration building and for technical equipment. Therefore, this program position is further divided into nodes for these two investments.
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Once the decision has been made to approve the appropriation request, the appropriation request is replaced by a measure (project or order). Projects are suited for extensive, long-running, planned investments, whereas orders are a better choice for smaller, more easily managed tasks. In keeping with this line of thought, the construction of the new administration building is represented as a project, with numerous sub-nodes. For the expansion of production line B3 and the installation of a new ventilation system, on the other hand, orders offer sufficient functions. In addition, another order is created on which the procurement of new computer hardware for the administration area is planned, budgeted and managed. You see the structure of investment planning of the case company IDES in the graphic (color key: green: investment program positions, violet: appropriation requests, gray: investment project, yellow: investment orders, light blue: fixed assets).
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IDES plans its costs bottom-up. To this end, the appropriation requests and investment measures are assigned directly to the end nodes of the investment program (that is, to the lowest level of the hierarchy structure). Plan values are entered on the appropriation requests or measures, and are rolled up automatically in the investment program.
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IDES handles the approval of planned investments during the budgeting process. The approved funds are distributed to certain areas of responsibility during this process, and are distributed from there to concrete investment measures. An active availability control is applied at the level of the investment measures.
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In order to carry out its investments, our case company needs goods, services and fixed assets from external sources, but also internal activity from its own cost centers. Most of the assigned funds will be posted to the measures. At the same time, small investments that are placed into service immediately (see computer hardware) are posted as direct capitalizations to fixed assets. They are updated statistically to measures for the purpose of budget monitoring.
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In our case company, a balance sheet is created monthly, and management accounting closing is also on a monthly basis. Costs that were collected on the measures, but which do not require capitalization, are settled to cost centers based on the allocation-by-cause principle. The amounts that were collected on measures and do require capitalization, have to be settled to fixed assets to the balance sheet item for ’assets under construction.’ If the measures are already partially completed, the final assets have to be specified, and the correct amounts transferred from the balance sheet item for ’assets under construction’ to ’fixed assets.’
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When the fixed assets begin their useful life, they are depreciated on the basis of the legal requirements in the given country. For this purpose, country-specific charts of depreciation are set up. Each chart of depreciation contains the necessary valuation and depreciation methods required in that country for meeting the demands of book depreciation, tax depreciation, net worth tax valuation, management accounting depreciation, corporate group financial statements, and so on. In addition, our case company creates an equipment master record for each fixed asset. The equipment record is used to collect all maintenance costs for the fixed asset. These maintenance costs are normally settled to the cost center to which the asset is assigned. In some cases, the maintenance costs are settled to the fixed asset, thereby increasing its acquisition value.
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All of the values of the investment program, the appropriation requests, investment measures, and fixed assets are monitored and analyzed using reports in the IM Information System.
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The investment program provides a complete overview of the planned investments in your enterprise. You can set up a hierarchy that suits your purposes and assign the orders or projects your measures - to the desired hierarchy nodes.
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You can define the hierarchical structure in any form you wish. It is does not have to be based on organizational units in the R/3 System (such as business areas, plants, and so on). Some possibilities include structuring the hierarchy according to your organizational plan, or based on the scale of the assigned measures.
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Allowed measures are internal orders, maintenance orders and top WBS elements of projects (as of 4.5A other WBS elements are also allowed).
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You have to enter a given fiscal year as the approval year for an investment program. "Approval year" means that the program contains values that were approved in this fiscal year (but not necessarily IRU this year RQO\).
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The master data of an investment program consists of the program definition, the program structure and the program positions.
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The program definition contains general information about the whole investment program (program type, key, approval year, description, person responsible, and so forth).
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The system represents the program structure in the form of a horizontal hierarchy structure in the master data maintenance transaction. You have a large degree of freedom in defining the levels of the hierarchy (with a maximum of 99 hierarchy levels).
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You can enter the following master data for each investment program position:
é Organizational assignments (for example, company code, business area, and so on) é Specification of allowed measures
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é Depreciation simulation data
é The system manages a system status for each program position. Along with the system status, you can also manage a user status.
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When you create the program definition, you have to enter a program type. You can define any number of program types in Customizing.
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The program type classifies the investment program. Along with various control features for planning and budgeting the investment program, it also contains the CO object class (for example, capital investment, overhead costs, production, and so on). This method makes it possible to manage different investment programs for different CO object classes in parallel.
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Using the display format, you can determine how investment program positions are displayed in the maintenance transaction for the hierarchy (you choose either display of the ID or text for program positions and measures).
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For the currency translation that is part of summarization reporting, you can enter an exchange rate type. The system uses this exchange rate type when the values in your local system, which you want to summarize, are in a different currency than the currency of the investment program in the central system.
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If you have only one investment program, you need only one program type. SAP supplies program type 0001 in the standard system.
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You can define allowed values for a large number of the master data fields of the program position in Customizing.
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Along with these fields, there are also twelve user fields that you can specify for your own neeeds. You can specify short descriptions and key words for these user fields in Customizing. The system then outputs these short descriptions and key words in the reports and screens in which these user fields appear.
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For user fields 3 and 4, you can also define allowed entries in Customizing.
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User fields 11 and 12 can only be used as indicators.
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Starting in Release 4.6, it possible to generate an investment program from other organizational structures (for example, from the cost center hierarchy). However, changes made subsequently to the organizational structure do not influence the investment program.
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Starting in Release 4.6C, it is possible to link an investment program to the enterprise organization hierarchy.
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Similar to the WBS elements in a work breakdown structure, you can plan the investment program positions from the bottom up and budget them from the top down.
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Budget values differ from plan values in regard to how binding they are. During the planning phase, you try to estimate costs for an investment program position from the bottom up as exactly as possible, whereas during the approval phase you assign funds in the form of a budget from the top down.
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Plan values, which you have collected on measures or appropriation requests, can be rolled up automatically on the investment program.
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You can distribute budgets from investment program end-node positions to the measures that belong to them.
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During the fiscal year change for the investment program, you can carry forward measures, which are released but not yet completed, along with their plan and budget values, to the next approval year. This means that you do not have to use up the budget for approved measures in their approval year. You can apply the funds also in following years.
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For managing planning and budgeting of an investment program, you can define plan profiles and budget profiles. These profiles control é Whether you can plan and budget overall values and/or annual values
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You can assign a plan profile and a budget profile to each program type. As a result, you can have planning and budgeting exactly suited to a given program type.
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SAP AG 2001
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In Investment Management, the following two area menus are supplied in the standard system for the IM Information System: IMFA and IMFR.
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To copy area menus, choose the following in the menu: Tools -> ABAP Workbench -> Development -> Other Tools -> Area Menus
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To assign an area menu to a role, choose: Tools -> Accelerated SAP -> Personalization -> Role-Based Menus
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The Information System for Investment Management is based on drilldown reporting in the R/3 System. When defining drilldowns, you can use characteristics, key figures and forms. The drilldown outputs interactive lists, available at various different levels, that you can display onscreen. These reports can also be printed, transferred to Excel, or stored in a file.
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The basis for all drilldown reports for investment programs is a Dictionary structure that defines the characteristics (such as program positions, measures) and key figures (such as distributable overall values) that are allowed. Using this Dictionary structure as a foundation, you can define your own specific drilldowns.
n
When you define your own drilldowns, it is recommended that you use a similar standard drilldown as a reference. At the minimum, you should copy the form belonging to a standard drilldown, and use this form as the basis for structuring your own drilldown.
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Drilldown definitions are client-specific. There is a special function provided in the Implementation Guide for investment programs (under ,QIRUPDWLRQ6\VWHP) for transporting drilldown reports between clients and between systems.
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Note: For more detailed information, see the SAP library documentation on drilldowns.
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Drilldown functions are divided into three groups, so that different users have access to the different function levels, based on their information needs and their particular responsibilities.
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/HYHOincludes the basic drilldown functions, as well as the link to SAP Mail. This level is for those users who do not need the full functions of drilldowns.
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/HYHO includes the remaining drilldown functions, the link to MS Excel, graphic functions and PC download.
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$OOIXQFWLRQV includes, in addition to the above, the functions for print formatting, saving reports, and defining exceptions. This level is for users who maintain drilldown reports and set up print formatting in addition to requiring the full drilldown functions.
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You can enter these function levels in the given user parameters using the following parameters: RLV 0 (all), RLV 1 (level 1) and RLV 2 (level 2).
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Each function level is subject to an authorization check.
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SAP AG 2001
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In the form, you define the layout for the list you want to create. The basic screen for the form corresponds to the detail screen of the later list output.
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For each row and column of the form, you have to specify the key figure that should be output (double click).
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You have to narrow down the key figure by entering characteristics and their characteristic values. In IM drilldowns you always need the YDOXHW\SH charactericstic for further specifying the key figures.
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You define the drilldown list (initial list screen in IM standard drilldowns) by choosing ([WUDV -> 'ULOOGRZQOLVW. There you specify the rows and columns of the detail list that you want to display as columns in the drilldown list.
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Do not change the standard forms. Instead, copy and modify a standard form in order to create your own drilldown.
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SAP AG 2001
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The standard drilldown reports in the IM component initially display a drilldown list. From this list, you can use navigation functions on each row to reach a detail list for that row. When you define new drilldowns, the system displays the detail list in the initial screen as a default.
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In the GULOOGRZQOLVW, you have an overview of the selected objects (for example, program positions). In the columns of the object rows, you are offered a selection of the key figures for the form (for example, overall value).
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You select the drilldown characteristics (that is, the characteristics whose characteristic values you want to use to navigate in the report) when you define the report.
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When there are several drilldown characteristics (such as various organizational units) the system first displays the drilldown characteristic with the highest sort number. From there you can analyze additional drilldown characteristics.
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In the GHWDLOOLVW, you see the columns defined in the form. The detail list shows the selected key figures (such as overall value) for a given characteristic value (for example, the characteristic YDOXH W\SH with the characteristic value SODQYDOXHV).
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On the basis of the drilldown characteristics in the drilldown definition, the system selects the data from the IM database.
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Most standard drilldowns in Investment Management use only the REMHFW characteristic. As a result of using this characteristic, the entire program hierarchy (including its measures) is displayed in the drilldown list.
n
If you enter several drilldown characteristics (for example, three), the system selects a data cube. You can specify the sort sequence of the drilldown characteristics in the drilldown definition.
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You can navigate using these characteristics in the report display.
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SAP AG 2001
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When you create a drilldown, you have to enter a form for the list output.
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As the second step, you enter default values for global variables that you want to use in the form.
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All of the necessary variables for investment programs are predefined in the standard system (for example, fiscal year). Using this method, you have the option of defining drilldowns that display annual values, without having to change the definition of their form each year.
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As the last step, you specify the drilldown characteristics of the drilldown.
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SAP AG 2001
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You can enter a status selection profile while performing certain tasks in IM. These tasks include: calling drilldowns for investment programs, the fiscal year change for investment programs and the rollup of plan values from investment measures. When you enter a status selection profile, the system only carries out the task on investment measures or appropriation requests that have the status specified.
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You can define any number of status selection profiles in Customizing.
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In a status selection profile, you can include both system statuses as well as user statuses.
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Using Boolean logic, you can link together status settings that are defined in a status selection profile.
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You can also set a ’state’ for the status. The system then selects according to this state. é If you set the DFWLYH state, the system searches only for objects in which the status entered is active at that moment. é If you set the LQDFWLYH state, the system searches only for objects in which the status entered is inactive at that moment. é If you set QHYHUDFWLYH, the system searches only for objects in which the status entered was never active.
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