Controlling 2013 Presentation tip: Updating Quantity Fields in CO-PA

If you are using the Controlling Profitability Analysis (CO-PA) module, then you will know that the task of mapping various objects to value fields is the key to ensuring that the reports are complete and accurate. The normal scenario is to assign amount fields such as sales conditions, general ledger accounts and production variances. However, it is also important to map quantity fields such as sales and production quantities to value fields (which are set up with a “quantity” attribute in transaction KEA6). Most sales and contribution margin reports contain these quantity values (for example Net Weight of products sold) in order provide the appropriate context for the reported revenue and cost of sales figures.

I will discuss the three main areas where you can make assignments to quantity fields in CO-PA:

(1)   Assigning Quantity fields from Sales Documents: This is the most common assignment that is made, because most of the postings in CO-PA come from sales documents. You will therefore want to map the sales quantity that led to the revenue postings from billing documents or sales orders (if you have activated Transfer of Incoming Sales Orders using transaction KEKF) by going to transaction KE4M or by accessing the following configuration menu path: Controlling -> Profitability Analysis -> Flows of Actual Values -> Transfer of Incoming Sales Orders ->  Assign Quantity Fields or Controlling -> Profitability Analysis -> Flows of Actual Values -> Transfer of Billing Documents -> Assign Quantity Fields. In the ensuing screen, click on “New Entries” and enter the sales quantity fields and the corresponding value fields that you want to map them to.

Map Billing Document Fields

 

Anytime you post a sales document, the sales quantities will be updated in CO-PA.

(2)   Assigning Quantity Fields from Manufacturing Orders: When you produce a product using production orders, process orders, product cost collectors, etc., you can transfer the quantity produced to CO-PA by going to transaction KEI1 or via the configuration menu path: Controlling -> Profitability Analysis -> Flows of Actual Values -> Settlement of Production Variances -> Define PA Transfer Structure for Variance Settlement. Click on the relevant Transfer Structure (which is assigned to the settlement structure of the order type) and double-click on the “Assignment Lines” folder. Then enter an assignment number, a description and click on the “Qty billed/delivered” checkbox.

Create Prd Quantity Assignment Field

Then double-click on the “Value Fields” folder and select “Quantity Field”; enter “3” in the “Fixed/Variable” column and enter the relevant quantity value field.

Assign Prd Quantity Value Field

Anytime you settle the manufacturing order which has been delivered or technically complete, the quantity of the order will be passed to CO-PA.

(3)   Assigning Quantity Fields from FI Documents: There are times when you need to post manual FI documents to CO-PA (for example, using transaction FB50 or FB70) and you want the quantities that you enter in this transaction to flow to CO-PA (note, you would need to enter the relevant quantity and unit of measure in the “Qty” and “Base Unit of Meas.” Columns of these transactions). You can do this by going to transaction KEI1 or via the configuration menu path:  Controlling -> Profitability Analysis -> Flows of Actual Values -> Direct Posting from FI/MM -> Maintain PA Transfer Structure for FI Postings. Highlight the relevant PA transfer structure (configured in transaction KEVG6) and double-click on the “Assignment Lines” folder. It is most likely that you have already assigned the relevant cost elements to the “Amount” value fields. Therefore you simply need to select the assignment line that contain the cost elements and double-click on the “Value Fields” folder. Then select “Quantity Field”; enter “3” in the “Fixed/Variable” column and enter the relevant quantity value field.

Map FI Quantity Fields

Anytime you make a posting to the relevant general ledger account and enter a quantity and unit of measure, this quantity will be passed to CO-PA.

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