Welcome to our tutorial on SAP internal orders. In this article we provide an overview on these integral units of the SAP CO module. First, we define SAP internal orders and illustrate the concept by providing an example. Then we introduce internal order categories. Ultimately, we walk through some steps of the internal order process in SAP. This document does not contain any technical configuration details. We focus on concepts and how they are beneficial to business processes. For deeper information on controlling concepts, check out other tutorials in our free SAP CO training.
SAP internal orders offer an extra element within SAP that allows for effective monitoring of costs, in addition to cost center, profit center, and G/L account reports. These orders serve as efficient cost entities that capture the expenses associated with a particular activity during a specific timeframe. Internal orders play a key role in facilitating accurate cost tracking and analysis.
– Keep a record of expenses and income over a short period
– Manage costs continuously
– Monitor the financial aspects of a particular service or activity
– Set limits on spending by allocating budgets
– Compare actual costs with planned expenses
Contents
Internal Order Example
When creating SAP internal orders, it is necessary to assign them an object class. There are four different object classes available for this purpose.
1. Overhead Control: Internal orders are used to track and manage actual and planned costs for various short-term events that involve significant overhead expenses. They play a crucial role in ensuring continuous cost control for the organization.
2. Investments: This category of internal orders focuses on tracking investment costs associated with asset purchases. It helps monitor and manage expenses related to acquiring assets within the enterprise.
3. Accruals: Internal orders designed for accruals are utilized to monitor period-based expenses recorded in the financial accounting system (FI). These orders distribute accrual costs among different cost centers in the controlling module (CO).
4. Revenues: Internal orders dedicated to revenues assist in monitoring both costs and revenues generated from activities involving external partners or stakeholders. They capture activities that fall outside the core operations of the organization, providing valuable insights into non-core revenue streams.
Closing Internal Orders in SAP
Before carrying out any internal order activities, it is crucial to have a clear understanding of the two different types of internal orders. In our upcoming tutorial, we will take a deeper look into these two types that were briefly mentioned earlier.
1. Statistical internal orders are utilized solely for reporting purposes, allowing costs to be gathered and monitored without the ability to allocate them to other cost objects. These orders enable organizations to evaluate costs that cannot be itemized in detail through cost element or cost center accounting.
2. Real internal orders, on the other hand, serve as a means of posting primary costs. Unlike statistical orders, real order costs are not immediately posted to a cost center but rather settled at the end of the period with relevant cost objects.
SAP Internal Order Procedures
In order to showcase the functionality of SAP internal orders, we will explore various aspects related to this topic in the upcoming sections.
1. Establish Master Data
2. Access Real-Time Entries
3. Execute End-of-Period Tasks
How to Finalize Internal Order in SAP
To utilize SAP internal orders, it is necessary to initially establish the master data for internal orders. During this process, we manage different details associated with internal orders.
– To access the necessary function in SAP, follow these steps: Go to Accounting, then Controlling. From there, navigate to Internal Orders and select Master Data. Under Special Functions, choose Order and click on Create.
– Alternatively, you can use transaction code KO01 for creating internal orders in SAP.
On the main screen of transaction code KO01, click on the search icon in the Order Type field to select a specific order type.
Choose the suitable order category for the fresh internal order. In our case, we opt for the CI01 order type.
Press the Enter key. In the Assignments section, input the required details as follows:
1. Input a description in the form of free text.
2. Indicate the company code that is applicable.
3. Choose an internal order category from those mentioned before in the Object Class section.
4. Provide additional details, if necessary, such as plant, profit center, cost center, and sales order.
Navigate to the Control data tab and input the required details.
1. Indicate the currency to be used for the financial transactions.
2. Select the checkbox labeled “Statistical order” if you are creating a statistical order.
3. For statistical orders, input the specific object where costs should be directly allocated in the field designated as “Actual posted CCtr.
After pressing Enter, click on the Save button. The internal order will be saved and a message will appear confirming the successful saving of the order.
How to View Actual Postings in SAP
Actual postings generate two types of records: totals records and line items. Totals records consolidate all the costs that have been posted to a specific internal order under a particular cost element. On the other hand, line items are individual rows within documents that document each posting transaction. To access the actual line items posted in an internal order, you can utilize transaction code KOB1.
Perform Period End Activities in SAP
Since SAP internal orders are used as temporary cost collectors for planning and cost monitoring, real orders must be settled to appropriate cost objects. These cost objects may be cost centers, profit centers, profitability segments, etc. Remember that statistical orders post to the assigned cost object straightaway. Order settlement can be executed via transaction code KOB5. In this transaction, define a settlement rule using one of the following procedures:
Settlement to a single recipient: All expenses will be settled to the designated cost object mentioned in this settlement rule.
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Blocking internal orders in SAP: What is the process?
If you want to lock a specific internal order in SAP, follow these steps. First, access the internal order by navigating to KO02. Once you are on the internal order screen, go to the Control Data tab. Under this tab, locate the Status section and set the user status of the order to “Locked.” By doing so, you will effectively lock that particular internal order.
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Settling an internal order in SAP: How is it done?
To close an internal order in SAP, follow these steps. First, open the SAP Command Field and enter Transaction Code KO02. This will take you to the next screen where you can input the specific internal order that needs to be settled. Once you have entered the correct order, proceed to the following screen.
On this new screen, locate and click on the Settlement Rule Button found in the Application Toolbar. This button allows you to define how settlement should be carried out for this particular internal order. By selecting it, a new window or dialog box will appear with various options related to settlement rules.
In this dialog box, carefully review and select the appropriate settlement rule based on your requirements and company policies. These rules determine how costs are allocated or distributed among different cost centers or receivers during settlement processes.
Remember that closing an internal order is an important step in managing financial transactions within SAP systems effectively. It ensures accurate allocation of costs and helps maintain proper accounting records for future reference and analysis purposes.
Releasing an internal order in SAP: How can it be done?
To close an internal order in SAP, follow these steps:
1. Open the KOT2 transaction.
2. Select the relevant order type.
5. Save your changes.
Remember to save your changes before exiting out of SAP after successfully closing an internal order using this method.
Overall, closing an internal order in SAP is a straightforward process involving specific steps within transaction code KOT2 and making sure to mark it as released immediately when applicable
The purpose of KO8G in SAP
In SAP, when costs are accumulated through various activities such as material usage, labor expenses, etc. in a maintenance order, it is necessary to settle these costs to either a cost center or other cost objects. This ensures that the financial transactions related to the maintenance order are properly accounted for and allocated.
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