Question: For an Asset procurement and receive, when does the SAP system calculate and apply the Depreciation amount to the Financial Postings for the Financial Statement Reporting?
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Answer: To prepare and post depreciation for an asset in SAP, you must configure depreciation keys by defining base and period control methods, assign the depreciation key to the asset master record in the depreciation tab, and then execute a periodic depreciation run using the AFAB transaction or the Schedule Asset Accounting Jobs app. This process ensures assets are correctly depreciated according to defined accounting principles and methods. The following is the basic steps:
- Asset is created (t-code AS01).
- The asset is capitalized for the external acquisition with vendor (t-code F-90).
- The above 2-steps filled up the "Capitalized on" date and the Capitalized value where the system copied the "Capitalized on" date to "First acquisition on" date field.
- In order to initiate depreciation, the "ODep.Start" date (Operation Depreciation Start Date) is based on the "Asset value date" and "Period control method" in the "Dkey".
- Execute depreciation calculation (t-code AFAB) will be based on the "ODep.Start" date.
- Depreciation can then be posted to Financial Statement via the background job based on (to-code AFAB) for the depreciation posting run, is designed to be executed in the background, especially for real runs.
Official SAP Reference:
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Question: Review the Enterprise Structure for FICO, MM, PP, SD, PS, and PM
Answer: The following are basic Enterprise Structure required for the class:
CO - Operating Concern: is the highest organizational unit in Profitability Analysis (CO-PA), used to define the market segment for which a company's sales and marketing information can be analyzed. It combines costs and revenues to provide insights into profitability by structuring data into characteristics (like customer, product, or region) and value fields (like revenue or discounts).CO - Controlling Area: is the central organizational unit for cost accounting, providing a framework for managing internal costs and performing managerial accounting across one or more company codes. It functions as a "closed system" for cost accounting purposes, consolidating financial data from its assigned company codes to allow for internal reporting and decision-making, with the key requirement that all assigned company codes must use the same operational chart of accounts.FI - Company Code: is an independent accounting unit within a company where legally required financial statements, such as balance sheets and profit & loss statements, are created. It's the smallest organizational level for which a complete, self-contained set of accounts can be drawn up for external reporting purposes, often representing a separate legal entity like a subsidiary in a different country.LO - Plant: is a critical organizational unit within the Logistics modules that represents a specific location for production, distribution, or maintenance within an enterprise. It serves as a high-level organizational element for managing material flow, planning procurement and production, and handling inventory. A single company code can have multiple plants, and each plant is typically tied to a company code due to tax and regulatory reasons. The LOGISTICS PLANT can take on many roles in the SAP system for Logistics Activities as a MM Receiving Plant, SD Delivery Plant, PP Planning Plant, PP Production Plant, PS Project Plant, PM Maintenance Planning Plant, PM Maintenance Plant. AND not forgetting other Logistics modules example: in QM for Inspection Lot, in CS for Service Order, in Transportation for Shipment Order, and in TM for Freight Unit, and Freight Order.MM - Purchasing Organization: is an organizational unit responsible for procuring materials and services, negotiating with vendors to establish purchase conditions, and managing all purchasing activities for a given company or its units. Its uses include centralizing purchasing for cost savings, defining different pricing for the same goods, and supporting various purchasing scenarios like company-wide, company-specific, or plant-specific procurement.MM - Purchasing Group: represents a buyer or group of buyers responsible for specific purchasing activities, acting as a contact for vendors. It's used to manage daily procurement tasks like planning, ordering, creating purchase orders, and communicating with suppliers. Purchasing groups also serve as a criterion for reporting, analysis, and authorization, allowing for the division of purchasing responsibilities and detailed tracking of procurement activities for different materials, vendors, or regions.
MM - Receiving Plant: is a fundamental organizational unit representing a location or operational area where materials are produced, stored, and managed. It serves as the core for managing material flow, stock requirements, purchasing, and valuation. Within the SAP enterprise structure, a plant functions as a manufacturing facility, warehouse, or even a sales office, centralizing material planning and stock management from both inbound and outbound perspectives.SD - Sales Organization: is the central organizational unit responsible for the sale and distribution of goods and services, managing sales conditions, and handling legal and financial obligations related to sales transactions. It represents a selling unit within the company, reflecting the structure needed to meet sales requirements and can be customized by region, product line, or other criteria.SD - Distribution Channel: is the path through which a company's products or services reach customers, enabling the organization to manage and differentiate various sales methods like wholesale, retail, or direct sales. Its purpose is to allow for differentiated pricing, minimum order quantities, and delivery plants based on the sales organization and the specific channel used, while also providing a basis for sales reporting and controlling logistics processes.SD - Division: the purpose of a Division is to act as an organizational unit for Sales and Distribution that groups similar products or services and is necessary for sales statistics. Divisions define specific product types, like product lines, which are assigned to a Sales Organization to form a Sales Area, enabling the generation of tailored sales and distribution reporting.
SD - Sales Office: is a geographical, organizational unit within the sales and distribution (SD) structure responsible for sales activities in a specific region, handling sales transactions, reporting, and customer contacts. It acts as a branch or physical location where salespeople work, allowing companies to effectively manage and track sales performance by location and provide tailored regional sales support.
SD - Sales Group: is to subdivide sales offices into smaller, specialized units to manage sales activities more effectively. A sales group can represent an individual salesperson or a team of salespeople and is used for assigning specific responsibilities, assigning customers, and generating targeted sales statistics and reports within a defined sales area.
SD - Shipping Point: the purpose of a shipping point is to represent the physical location where goods are dispatched to customers, acting as an organizational unit for delivery processing, scheduling, and monitoring. It's a crucial element for initiating the delivery process and is determined by factors such as the plant, shipping condition, and loading group, ensuring that the system correctly identifies where goods are shipped from and how they are handled.SD - Sales Delivery Plant: the purpose of a delivering plant is to identify the specific plant from which goods will be shipped to a customer for a particular sales order, sales organization, and distribution channel. This plant serves as the source for material availability and is a key factor in determining shipping activities, as the system uses it to propose shipping points and schedule delivery times.
LE - Transportation Planning Point: the (TPP) is an organizational unit responsible for managing transportation activities for a specific group of shipments, acting as a control center for a team of employees. Companies define TPPs based on factors like geographical location or mode of transport, assigning each shipment to a particular TPP for planning and completion of transportation. This organizational unit ensures efficient planning, coordination, and execution of shipments to meet delivery goals.
PP - Planning Plant: in SAP PP (Production Planning), a "planning plant" is a configuration element used to centralize planning and procurement for a specific material, even if that material is used or physically located in a different "production plant". This concept enables cross-plant planning, where one plant handles planning and procurement while another handles actual production, facilitating scenarios like specialized production or resource allocation.
PP - Production Plant: is a discrete operational area within a company's organizational structure where production activities, such as manufacturing or processing, are carried out and information is tracked. It's identified by a four-character code and serves as a primary organizational unit for planning and executing production processes, managing materials, and tracking costs associated with manufacturing.
PS - Project Plant: the "Plant" is a critical organizational unit within an SAP system that can be assigned to a Project Definition, WBS elements, and Networks. It signifies the physical or organizational location where project-related activities, material planning, and resource management occur. The plant dictates which materials and resources are available for the project and influences reporting and financial structures.
PM - Maintenance Plant: the "Maintenance plant" is the plant where the technical objects are physically present in the plant, it is also where the Maintenance Work Center is created. Since the Maintenance Plant is basically a Logistics Plant, if it is also assigned with Storage Locations then the Storage of Spare Parts is possible in this Plant.
PM - Maintenance Planning Plant: is used to centralize the planning of maintenance activities, including scheduling, resource allocation, and cost control for assets that may be located in other production plants.
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Question: In S/4HANA, are "COPA", "Profit Center Accounting", "Material Ledger" ALL mandatory?
Answer: The following is update as at S/4HANA2023 (Q3)
• As at S/4HANA 2023, Profitability Analysis (CO-PA) is not strictly mandatory in SAP S/4HANA, as it is an optional but highly recommended component for profitability analysis.
- While S/4HANA includes a simplified form of CO-PA that is built on Account-Based CO-PA and offers enriched functionality through the Universal Journal, you can choose to activate it as a standalone component or with other CO-PA types based on your business needs.
- Companies that don't need SAP CO-PA are those with very simple business models that don't require detailed profitability analysis, or those that do not have the need to analyze profitability by specific market segments, customers, or products. Companies with complex operations, many different products, or diverse distribution channels that need to
- In SAP S/4HANA, you can activate account-based CO-PA (Profitability Analysis) as the sole form of CO-PA, replacing the traditional costing-based CO-PA. SAP recommends account-based CO-PA in S/4HANA due to the integration of the chart of accounts with cost elements and the merging of financial and controlling data into the ACDOCA table.
• Profit Center Accounting (CO-PCA) is not strictly mandatory BUT will be useful for many business scenarios, but is a recommended and default approach in SAP S/4HANA Public Cloud, making a profit center mandatory when creating a cost center.
- While it can be deactivated in some configurations, it is often enabled to fulfill internal control needs and external reporting requirements, such as for balance sheet reporting on a profit center level. In conclusion, it ought to be activated regardless! as a Cost Center must always be linked to a Profit Center for integration purposes. You cannot establish a cost center without first setting up a profit center and assigning it to the standard hierarchy. This mandatory integration ensures that costs from Financial Accounting and secondary allocations are reflected in Cost Center Accounting, even for balance sheet accounts.
- Profit centers and cost centers can both be managed within the universal journal (ACDOCA table in SAP S/4HANA), which integrates data from Financial Accounting (FI) and Controlling (CO) modules. This integration allows for more comprehensive reporting and allocation, with Profit Center Accounting now embedded in the Universal Journal, and cost center information also integrated into the same data structure.
- A company doesn't need SAP Profit Center Accounting if it lacks the internal management accounting requirements for profitability analysis, performance assessment, or responsibility accounting; if it operates as a single, undifferentiated business unit without separate organizational subdivisions; or if its strategic and external reporting needs are sufficiently covered by other organizational structures, such as Business Areas. Essentially, if there's no need to measure the profitability of different organizational segments internally, Profit Center Accounting in SAP is unnecessary.
• Material Ledger (CO-ML) activation is mandatory in SAP S/4HANA, a significant change from previous SAP ERP versions. This mandatory activation supports two core functions: multi-currency valuation for diverse global business needs and Actual Costing, though the use of Actual Costing itself remains optional. Activating the Material Ledger is a prerequisite for the S/4HANA Finance model, enabling it to function as a single source of truth for inventory valuation within the Universal Journal.
- The Material Ledger is mandatory in SAP S/4HANA for inventory valuation and multi-currency reporting, as it's now embedded into the Universal Journal to provide a single, integrated source of truth for financial and controlling data. This mandatory integration provides real-time visibility, supports multiple accounting standards, enables parallel valuations, and allows for actual costing, which was previously optional in SAP ECC.
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Question: Quick review on the "My HOME" page for FES2023.
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Answer: The "new My Home page" in SAP Fiori 2023 is enabled through the Spaces and Pages feature in SAP S/4HANA, requiring administrators to enable specific settings and configure the layout using tools like the Manage Launchpad Settings app. Key user personalization is supported, allowing users to customize pages with preferred applications and content through the Horizon theme or other themes. The new My Home page is finally available with the SAP S/4HANA Private Cloud Edition (and on-premise) solution with the SAP S/4HANA 2023 FPS01 release. In the Blog posts below will have an initial first look to this new Fiori feature.
See the following Blog Post overview as a start, a detail configurations blog posts will be created soon.
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Question: Is the SAP FI document type more than 2 characters in S/4HANA system ?
Answer: The above is S/4HANA 2023 login. in SAP FICO, the document type ID is a two-digit alphanumeric key used to classify accounting documents and distinguish between different business transactions. While standard examples like KR (Vendor Invoice) and DR (Customer Invoice) exist, companies can create their own document types with two alphanumeric characters to suit their specific needs.
Here's how and why the 2 alphanumeric characters document types are used in SAP FI:
• Classification: Document types are essential for classifying accounting documents and differentiating between various business transactions, such as vendor invoices, customer payments, and general ledger postings.• Number Range Control: The two-digit document type controls the number range assigned to documents and dictates which account types are allowed for posting.• Flexibility: Defining document types at the client level means they are available across all company codes, offering significant flexibility in managing financial documents.• Standard and Custom: SAP provides many standard document types, such as SA for G/L account posting and AB for general documents. Companies can also define their own custom two-digit alphanumeric document types to further categorize transactions.
• Standard and Custom: There is no clear indication as of present time of S/4HANA2023 any change from a 2-alphanumeric to a larger data definition!
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Question: Review of new G/L Master data (as Primary Cost Element), Cost Center, Profit Center, Journal Entry for FICO integrated Posting and results in Financial Statement in S/4HANA ?
Answer: SAP S/4HANA Finance is a financial application that's part of the SAP S/4HANA enterprise resource planning (ERP) platform. It's designed to remove and simplify traditional barriers between transactional, analytics and planning systems to provide insights and real-time analysis using all levels of financial data.
One of the major change in S/4HANA FICO is the Universal Journal, represented by the database table ACDOCA, serves as the single source of truth for financial and controlling data. It combines data previously stored in separate tables for General Ledger (FI-GL), Controlling (CO), Material Ledger (CO-PC-ACT), and Profitability Analysis (CO-PA). This consolidation streamlines reporting, eliminates reconciliation efforts, and enables real-time analysis.
Relevant SAP official resources on S/4HANA Financials:
https://learning.sap-press.com/sap-s4hana-finance
See the following Blog Posts:
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Question: What is the Relationship between Cost Center, Functional Area, Profit Center and Segment in the S/4HANA system?
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Answer: SAP did not introduce the concepts of segments and functional areas at a specific time; instead, they evolved with SAP's accounting modules to meet changing regulatory requirements for reporting by business lines, geographic areas, and other operational dimensions.
In SAP, a Segment provides external financial reporting by business unit or geographic area, often required by standards like IAS 8 for showing performance of distinct business lines.
Purpose: Segments are used to report on a company's financial performance and status across different business lines or geographic areas.Evolution: They were a major focus after the introduction of New General Ledger (G/L) in SAP, which enabled segment reporting for statutory financial statements, according to scribd.com.Derivation: In modern SAP systems, segments are typically derived from the profit center used in a financial transaction.
A Functional Area, on the other hand, is for internal cost of sales (COS) accounting, categorizing expenditures by functions like production, administration, or marketing to analyze costs by activity.
Functional Areas
Purpose: Functional areas classify costs and revenues for internal reporting purposes, providing consistent reporting of expenses and revenues across the organization.Evolution: Functional areas have a long history in SAP ERP, used for the classification of financial transactions.Derivation: A functional area is determined from the master record of a General Ledger account or cost element and can overwrite the functional area derived from other assigned objects.
See the following Blog Post:
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Question: Show one of the method to Link Asset to Equpment and activate Material + Serial.
Answer: In this example will show the step of using Asset Creation (AS01) to create Asset and SAVE to generate the Equipment. On a separate step to activate the Material and Serial to the Equipment Master.
Click here to view the Blog Posts for the step-by-step:
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Question: Review of the G/L Account Type (Balance Sheet, Primary Cost, Secondary Cost) Posting to the Internal Order.
Answer: In this Blog Posts link below, S/4HANA GL Account Types are briefly explained and used to Jounral Entry plus Internal Activity Allocation to the Internal Order.
Click the following to check the Blog Post to illustration the Process steps in the diagram:
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Question: What is "OData" and "XData" in the Context of HCM?
Answer: The History of these terms found in the SAP system in the HR context came when SAP bough Qualtrics in 2019 (which SAP sold the software in 2023!). Qualtrics explained that "X-data" means "Experience Data" while the "O-data" means "Operational Data".
- The Pretext of "O-Data" in Qualtrics; in this case "Operational Data" refers to the quantifiable metrics from the company HR system, like employee performance ratings; while "X-Data" (Experience Data) Captures the human element, such as employee sentiment, satisfaction, and feedback gathered from surveys and interviews.
- Combing "O-Data" and "X-Data" allows HR professionals to understand both what is happening (O-Data) and WHY it is happening (X-Data), leading to deeper insights and better predictive capabilities for employee experience and business outcomes.
- AND these was one of the reasons why SAP bought the Qualtrics company in 2019 to embark on the EM (Experience Management) software development.
- SAP's Human Experience Management (HXM) solutions, particularly when integrated with SAP Qualtrics, collect X-data to provide insights into the "why" behind employee and candidate experiences, complementing the operational "O-data" already managed by traditional SAP HR systems. X-data, gathered through continuous surveys and feedback, helps companies understand employee attitudes and emotions, revealing the experiences driving operational outcomes and improving the overall user experience.
- But, since SAP sold the Qualtrics component in 2023, Qualtrics still offers X-data (experience data) services, even after SAP sold its majority stake in 2023, because Qualtrics is a leader in the experience management (XM) category and continues to offer its platform to organizations by partnering with SAP for joint solutions. SAP retains a close partnership with Qualtrics, working together to deliver integrated solutions that combine X-data from Qualtrics with the operational data (O-data) from SAP systems to provide comprehensive insights into customer and employee experiences.
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Question: Where is the configuration of the Planner Profile in KP26?
Answer: The "Planner Profile" specific to transaction code KP26 controls the Layout of the data entry screen in t-code KP26 (or there is a FIORI App which is GUI for HTML with the same effects); via t-code KP04, the Planner Profile can be assigned to the USER. This will set PID "PPP" to the Planner Profile to the user master (SU3 or SU01). It is important to note that the "Planner Profile" is mapped to a "Planning Layout" which can be User-Defined to decide what fields to be included in the Data Entry screen; the blog post below will show the configuration in SPRO.
See the following Blog Posts:
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Question: Review of Personnel Hiring, Profile on Position and Profile on Personnel with Profile Matching.
Answer: SAP HR is Structured in PPOME (or PPOSE to display) with the Organization Unit - Position - Holder - Job - Profile. The Hiring process assign the New Personnel to a Position in an Organization Unit. With the Profile assign to the Position (Job) and the Profile created for the Personnel; there is a Profile Matching transaction to check deficiencies of the Personnel and Training proposal to reduce for proficiency GAP.
See the following Blog Posts:
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Question: Review the Business Partner for Vendor (Supplier) BP T-code or BP Fiori App.
Answer: In SAP, the Business Partner (BP) is the central object for managing vendor data, replacing the traditional vendor master in SAP S/4HANA. To designate a BP as a vendor, you assign the "Vendor" BP role to the business partner record, which integrates their data with purchasing and financial functions. This approach provides a single, unified platform for managing all business partner interactions, including vendors, customers, and other parties, streamlining master data maintenance and improving data accuracy.
BP Role "000000" - Business Partner General Role (Address etc)
BP Role "FLVN00" - Business Partner FI Vendor Role (Company Code Reconciliation account)
BP Role "FLVN01" - Business Partner Supplier Role (Purchasing Organization data)See the following Blog Posts on step-by-step to Create or Manage Business Partner for Vendor in S/4HANA:
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Question: Review the UX-Fiori App to create "Product Master" (or Material Master).
Answer: Fiori App ID "F1602" (Manage Product Master) (click LINK here to Fiori Library), the APP present the new method (UX) to create Material Master via FIORI-UX.
See the following Blog Posts
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Question: What are the advantages and disadvantages of SAP Script vs SAP Smart Form?
Answer: SAPscript is an older, client-dependent technology that was the primary way to create forms in SAP, dating back to the 1980s, while Smart Forms, introduced around 1998, is a successor with a graphical editor and client independence. Smart Forms were an upgrade to improve form design flexibility and development ease over SAPscript, but they were in turn largely superseded by Adobe Forms, which now handles complex, interactive documents. However, both SAPscript and Smart Forms remain relevant in many SAP environments, especially for maintaining legacy systems and for specific use cases where their functionality is sufficient.
SAPScript:• Advantages: It's the oldest and most basic tool, still functional for simple, standard forms.
• Disadvantages: Has limited formatting, cannot support complex layouts, and is client-dependent. It requires manual transport for texts, unlike Smart Forms and Adobe Forms.
Smart Forms':
• Advantages: include a user-friendly graphical interface for easier and faster form creation, support for various output formats like web and print, and simpler maintenance compared to older systems like SAPscript. Its hasmore features like multi-page formats and improved layout control compared with SAPscript.• Disadvantages: include limited flexibility with complex logic, a lack of advanced features compared to newer alternatives like Adobe Forms, and the absence of native interactive functionalities. Less flexible and more effort-intensive for advanced design compared to Adobe Forms. Coding in the form itself can make maintenance more challenging.
• 255-character limit for text elements within a single line and a fixed line length limit of around 72 characters when using older formatting functions. To handle long texts, you can use functions like CONVERT_STREAM_TO_ITF_TEXT for dynamic wrapping or use the "Include Text" functionality to display standard text blocks, which are handled by Smartforms for longer content.
• Table Line Heights: The height of a table in a Smartform is dynamic and depends on the amount of data being displayed. You can't set fixed line heights using the Table Painter for tables; instead, the view is an overview of potential line types.
SAP SAPScript and Smart Forms are still valid and supported in SAP S/4HANA on-premise, but they are not considered the strategic, future-proof technology, with SAP Interactive Forms by Adobe (now SAP Forms Service) being the recommended technology for new projects. While existing Smart Forms can be used, they will eventually reach their end of support with the SAP Business Suite, and migration to Adobe forms is recommended for new development or major project overhauls, especially for cloud-based solutions. SAP introduced Adobe forms by Adobe to the market in 2005. This was the culmination of a strategic partnership between SAP and Adobe, which began in 2002 to integrate Adobe's form design expertise with SAP's NetWeaver technology platform. To use SAP Forms by Adobe requires a Java stack installation and configuration of the Adobe Document Service (ADS).
SAP Interactive Forms by Adobe Advantages:• Advanced Design & Styling: Supports complex layouts, branding, multimedia, and advanced styling.
• PDF Generation: Automatically produces universal, compact PDF documents that maintain their appearance across different platforms.
• Interactivity: Allows for data entry and interactive elements, crucial for customer-facing forms.
• Clear Separation: Separates design and programming, making development and maintenance more efficient.
• Mobile & Web Accessibility: Provides forms that are accessible on mobile and web platforms.
• Future-Proof: The current, modern form technology for systems like SAP S/4HANA.
The following are Official SAP recourses of the SAP Forms Service:
https://help.sap.com/docs/forms-service-by-adobe/
https://www.sap.com/sea/products/technology-platform/forms-service-by-adobe.html
https://www.youtube.com/watch/SAPforms-by-Adobe/
https://learning.sap.com/learning-journeys/getting-started-with-sap-forms-service-by-adobe
https://github.com/SAP-samples/forms-service-by-adobe-samples
When to Use Which:
• Use SAPscript: for very basic, internal forms where the limitations are not an issue.
• Use Smart Forms: for moderately complex documents with multilingual support but without requiring interactivity or highly advanced styling.
• Use Adobe Forms: for complex customer-facing documents, interactive forms, highly stylized documents requiring strong branding, or for mobile and web integration.
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Question: Review Purchase-to-Pay (MM) steps example in S/4HANA.
Answer:
SAP official reference for the P2P scenario:
See the following Presentations for a Basic flow of MM Purchase Requisition to Invoice Verification:
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Question: Review the basic process step of EWM Inbound Delivery process for MM Purchase Order goods receipt.
Answer: An S/4HANA EWM inbound delivery for a purchase order is a document that transfers goods from a supplier into an EWM-managed warehouse. It is created in SAP S/4HANA by referencing a purchase order and is then replicated to the embedded EWM system to serve as the "warehouse request" for subsequent actions like staging and putaway. This process allows for advanced planning and preparation before the goods physically arrive, streamlining the inbound logistics process.
Click the following to the Blog Post:
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