When you are preparing your sales plan using CO-PA, the data is not always provided on a periodic basis. In fact it is very common to get the data (for example, revenue, cost of sales, etc.) on a yearly basis, with percentage splits which determine how that yearly data is distributed amongst the twelve months of the year. This data may be provided per every company code, business area, segment, profit center, plant, or a combination of these. One way of distributing this data by percentages is to calculate it offline in Microsoft in Excel and then loading it into SAP. However, those of you who have Excel know that it is very easy to accidentally delete or change the data on the spreadsheet before uploading it into SAP.
An underused functionality in CO-PA planning known as Periodic Distribution can be used to achieve this goal. To set up this functionality, you need to perform the following steps:
(1) Create Distribution Keys: Go to the configuration menu path: Controlling -> Profitability Analysis -> Planning -> Planning Aids -> Distribution Key for Periodic Distribution -> Maintain Distribution Keys. On the left panel of the screen, double-click on the “Period Specific” folder. Then enter a four-digit distribution key and give it a description. Note that you can create several distribution keys which represent each business unit (e.g. profit center) that you are creating the sales plan for. When you hit the “enter” key, then you will see on the right-hand part of the screen that you can enter percentages in each period for that distribution key. If you see only one period, you can click on the “Next Entry” button (with a downward-pointing triangle) to reveal the other periods. Save your settings once you have entered all the percentages.
(2) Create Access Key for Segment-Specific Distribution Keys: Go to the configuration menu path: Controlling -> Profitability Analysis -> Planning -> Planning Aids -> Distribution Key for Periodic Distribution -> Maintain Segment-Specific Distribution Keys. Double-click on “Access Key for Segment-Specific Distribution Keys”, and then enter a three-digit access key and a description. Then hit the Back Arrow and double-click on “Segment-Specific Distribution Keys”. Then click on the “Display-Change” button and then the “Create Step” button. Give the “Step Description” a name, and then in the “Source Field” section, drop-down in the second row and select the characteristics “Profit Center” and “Controlling Area”. Then click on the button “Maintain Rule Values”. Then you can enter the Access Key and Profit Center/Controlling Area and assign it to the relevant distribution key. The objective here is to link the distribution keys (within which you entered percentages in the first step) to their corresponding profit centers (assuming that this is the characteristics that the sales plan is based on).
(3) Create Periodic Distribution Planning Method: Go to transaction KEPM and open up the relevant Planning Level within which you entered your sales plan. Then double-click on the relevant planning framework in that planning level, and then you will see the various planning methods at the bottom-left part of the screen. Right-click on the “Periodic Distribution” planning method and select “Create Parameter Set”. Give the Parameter Set a name and description and hit “Enter”. Then click on the “Access Key” button and enter the Access Key that you created, and change the Processing field to “Update Run”. Then click on the “Value Fields” tab and select all the value fields that you want the percentages that you entered to be applied to (e.g. Revenue, Cost of Sales, etc.).
(4) Run Periodic Distribution: To run the periodic distribution, open up the Periodic distribution planning method and double-click on the parameter set that you created. The system will then split the yearly values that you posted in your sales plan according to the percentages that you entered in the relevant distribution keys. Note that when you entered the sales plan for a year, the system originally distributes the values equally to each month. Therefore when you run the periodic distribution, the system posts the delta values between the evenly split amounts per month and the amounts that have been calculated from the periodic distribution percentages.