Controlling Livieri Q&A_quiz.pdf

What are the three main application areas of SAP? Logistics Accounting Human Resorces What is the modular structure of SAP? The three main application areas Logistics, Accounting and Human Resources are split into individual modules: - SD = Sales & Distribution - MM = Materials Manag...

What are the three main application areas of SAP? Logistics Accounting Human Resorces What is the modular structure of SAP? The three main application areas Logistics, Accounting and Human Resources are split into individual modules: - SD = Sales & Distribution - MM = Materials Management -… Each customer can decide which modules he wants to use. What are the components of the SAP Business Suite? The core is SAP ERP which provides the basic functionalities of the three application areas, The following additional components provide additional functionalities: SAP PLM (Product Lifecycle Management) SAP CRM (Customer Relationship Management) SAP SCM (Supply Chain Management) SAP SRM (Supplier Relationship Management) How are organisational units used in SAP? The enterprise structure of a company in terms of legal and business-related purposes is mapped to SAP applications using organisational elements. With each transaction (e.g. invoice posting) you have to specify for which organisational element the posting is done. What is the definition of master data? Master data is used long term in the SAP system and normally does not undergo a lot of changes. Master data are the foundation for the different business processes. What are examples of master data? customers materials suppliers cost centers cost elements general/ledger accounts … Master data often are created/maintained centrally and can be used by all authorised users for the different business processes. What is the definition of transactional data? Transactional data always represents a specific business transaction, normally uses information from master data and it will normally be archived on a regular basis. What are examples of transactional data? Examples for transactional data are: customer order purchase order general ledger posting goods receipt posting physical inventory posting … What are the advantages of SAP with regards to the integration aspects? There also other ERP systems besides SAP like Oracle, Microsoft, Sage,… SAP is in a very dominant market position which can be compared to Microsoft in the area of office software. (Currencies are available, legal regulations from all countries are met, all languages and customizing are possible..) What is the meaning of customizing? In order to adjust the SAP system to the specific needs (requirements/processes) of a customer SAP provides the Implementation Guide (IMG). The IMG gives you access to all customising options. What is S/4HANA? SAP S/4HANA is the successor of the SAP Business Suite and is based on the new HANA database. S/4 means Simplifications For and HANA is the abbreviation of High Performance Analytic Appliance. What part of S/4HANA equals the SAP ERP? The core of S/4HANA is the SAP S/4HANA Enterprise Management (Digital Core) which equals the SAP ERP of the SAP Business Suite. (SRM, CRM, PLM and SCM are replaced by LoBs (Lines of Business).) How do authorisations control the system access? the functions that the user is allowed to use (e.g. post invoice, create purchase order) In which organisational areas the user is allowed to execute the functions mentioned above (e.g. post invoice in company code 1000, create purchase order in company code 2000) What are the rules for passwords? Minimum 3, maximum 40 characters First character unlike ?, ! or space No identical 3 characters at the beginning No 3-character combination from the user name None of the last 5 passwords Lower and upper case is relevant Why should not needed GUI windows be closed? Not needed GUI windows should be closed because: each window/tab requires system resources (you slow down the internet) risk of blocking data for other users What options are available for calling transaction codes? Before entering the transaction code you either have to enter „/N“ or „/O“: /N opens the transaction in the current session (eNding) /O opens the transaction in a new session (Opening) How can the wildcards * be used within search helps? Some fields only allow to enter defined values. You can view the allowed values using the search help. You can use wildcards in the search: * masks n-characters (postal code example 89* -> 89456, 89473…) + masks 1 character (name example M+yer -> Meyer, Maier…) What are the different field types? Mandatory (you must enter something) Optional field (you can enter something) Display only fields (you can’t enter anything) What are the differences in calling a report in dialog or in background mode? What are the differences between Financial and Management Accounting? Financial Accounting -> we have laws and regulations and obligation to do it Management Accounting -> no law, no regulations, no obligation What are the components of SAP Management Accounting and what are they used for? Profitability Analaysis -> how profitable? Profit Center Acconting -> in which areas? Overhead Cost Controlling -> where? Product Cost Controlling -> for what? Cost Element Accounting -> what costs? What organisational elements are relevant for Management Accounting? 1. Client 2. Controlling Area 3. Company Code How can company codes be linked to controlling areas? One or multiple company codes can be assigned to one controlling area. Each company code can only be assigned to one controlling area. What are the prerequisites to combine multiple company codes in one controlling area? They need to have: same operational chart of accounts same fiscal year variant What master data objects are used in overhead cost controlling? Cost elements, cost centers, activity types, key figures What is the purpose of the different master data objects? Purpose cost element (for what did i spend the money), cost Center (who spent the money, which department, document origin of cost cause), activity type (what activity is one cost Center providing to the company), key figure (used as an average, you need to know number of customers and number of employees) -> we use these to distribute cost from one cost Center to another cost Center What is the difference between primary and secondary cost elements? Difference is that primary: origins is outside the company -> i pay money to someone outside the company (external supply market) secondary: one cost center is charging another cost center, origin is inside the company What is the difference between primary and secondary cost centers? Primary cost center can charge costs directly to other objects/products (e.g. watch poduction), which secondary cannot (they only provide services for other cost centers like canteen) What type of statistical key figures are available in SAP? How does the type effect the calculation of year values? Statistical Key Figures can be used as distribution key for internal allocations, we have 2 types: Fixed Value is used for key figures that tend to remain constant over time and Total Values can’t be transferred to the following period and must be entered for each individual period, for key figures whose value tends to to change over time What is the meaning of time-depending master data? Values can be different depending on the date -> you can limit master data to a specific time -> time-dependant. (Like changing a responsible person in July) What types of master data groups can be created and where can they be used? Question one -> you can create master data group for all 4 elements What are the differences between the standard hierarchy and cost center groups? You always have hierarchy for Cost Centers, whereas the Cost Center Group is different and it is optional because you only assign cost Centers to the group What is the purpose of planning statistical key figures? You enter the planned values for the statistical key figures for each cost center, values can be used within planning process as reference for further cost assessment & distributions -> e. g. I have cost center EUGS1000 planned for the statistical key figure Number of employees. We have a fixed key figure of 10 so the plan value will be 10 employees in each month. What is the purpose of activity type planning? Activity planning defines: which cost Center provides which services the planned activity level for each cost center/activity type We can also plan potential capacity for each activity that could be provided. What is the difference between primary and secondary cost planning? primary cost have external origin (wages, external services, material costs…), distribution key can disaggregate the cost to the month during the year or you enter the cost on month level and it will be aggregated for the year) secondary costs have internal origins (occurs when one cost center utilises services from another cost center, you have fixed and variable consumptions, you can enter them on year level and use distribution keys to get them distributed to the periods, or yo enter them on month level and system can aggregate the total values for the year) What is the meaning of price calculation? plan price calculation determines the planned prices for each cost center/activity type. You take primary and secondary costs, add them and divide them with planned activity What are distributions and assessments? What are the differences between them? To distribute one cost center to the others using fix percentages, statistical key figures, … -> distributions only distribute primary cost, assessments distribute also secondary costs What is a cycle and how is it structured? Define rules for distribution or assessment, who is the sender and who are the recipients In order to use distributions or assessments you have to define the rules for the cost distribution in cycles. The cycles contain one or several segment, each segment representing one Sender- Recipient rule. (segment header specifies which amounts should be distributed and how the cost should be distributed) What options are available for copying planned costs? (Copy planned cost from the past or the actual cost of the plan) This function allows to copy planned or actual values and quantities from previous years for the current planning year. You can either copy the actual values or the planned values from a previous year. Normally this copy only serves as a baseline for the planning that needs to be adjusted because of changes in prices and quantities. (-> revaluation) What are revaluations used for? (After copying the plan to make adjustments) After copying a plan or after a first manual planning cycle it might be needed to adjust planned values for certain cost centers/cost elements. The revaluation can automatically change these values using percentage-based surcharges or deductions. Which planned cost values can be copied from other SAP modules? P. 104 -> wages/salaries from Human Resources, depreciations from Asset Accounting, keyfigures from LIS* and activity requirements from Production Planning What are „Planned Costs“, „Actual Costs“ and „Commitments“? Planed Costs are planned in cost center planning. They are estimates of future costs. Actual Costs are costs that actually occurred. Commitments are debts that result due to contractual liabilities where the ordered goods/ services are not yet delivered and invoiced. Once the goods/services are delivered or invoiced the commitment is deleted and actual costs occur. In SAP commitments are created by purchase requisitions and/or purchase orders. Which actual costs can be transferred from other SAP modules? What are the effects of purchase orders, goods receipts and invoice receipts in Management Accounting? When creating a purchase requisition/purchase order assigned to an controlling object the system creates a commitment with the value of the Preq/PO. A purchase requisition is a notification of need. The buyer will convert the requisition into a purchase order. You can also order something for stock, but you can’t assign the purchase order to a controlling object. In that case the system charges an inventory account -> not relevant for controlling. With the goods receipt the system charges an expense account in financial accounting with the value of the delivered material/service. The posting on the expense account automatically creates a posting in controlling on the respective primary cost element. The goods receipt posting deletes the commitment and creates actual cost. The posting of the invoice only has an effect in controlling if the price in the invoice differs from the price in the purchase order. In case of a price difference the actual cost are adjusted. What are the differences between transactional and periodical allocations? Transactional -> you can post whenever you want What are the differences between „real“ and „statistical“ postings? Real can be distributed and statistical can’t Which controlling objects can be used for „real“ and for „statistical“ postings? cost center, internal order, profit center.. (Everything with one exception, profit center can only be charged with statistical postings, the others can be both) In what case are manual repostings used? To correct posting errors What is a direct internal activity allocation? One cost center charging information to others for which I’ve worked (CHATGpt: A direct internal activity allocation in SAP involves assigning the costs of internal activities, such as labor or machine hours, to various cost objects like cost centers or projects based on actual usage.) What are internal orders and what are they used for? Another object i can use to collect cost instead of a cost Center What is the difference between „real“ and „statistical“ internal orders? Real -> i can recharge costs to something else statistical -> I can’t recharge them What happens in the SAP system if you exceed the planned costs? Planned future cost -> nothing will happen, you don’t get no information or warning from SAP What happens in the SAP system if you exceed the budget? You get a message from the system (warning/error message depending on how you set up the system) What is the difference between Report Painter reports and line item reports? Report painter has aggregated total numbers, line item reports you see the individual postings What is an extract? You can store results of reports in SAP systems and go back to it anytime you need it in the future (for comparing data), it´s like a digital copy of reports that gets stored