Create Distribution Cycle

Create Distribution Cycle
MEETING DATE: SAP TRANSACTION

ENTRY: KSV1 – Create Distribution Cycle
KSV2 – Change Distribution Cycle
INQUIRY: KSV3 – Display Distribution Cycle
BUSINESS OWNER: Janice Tanner
SYSTEMS OWNER: Janis Pritchard
AUTHOR: Beth Beshears
WHEN/PROMPT: As needed.
HOW OFTEN: Monthly
BRIEF INPUT:
BRIEF OUTPUT (IF APPLICABLE):
DETAILED DESCRIPTION OF PROCESS:

I. Create Distribution Cycle
The Distribution cycle is created as part of configuration in the development client and ported to production.
• Key transaction code KSV1
• Key cycle name and start date on the initial screen
• Attach a segment
• Define the segment variables by completing each of the tabs
• Save the cycle
Note: Sender/Receiver options that will be used by Oxford

Sender Rule Value Origin Receiver Rule Variable PortionType
Posted Amounts Actual or Plan Value Fixed Percentages N/A
Posted Amounts Actual or Plan Value Variable Portions Actual Costs
Posted Amounts Actual or Plan Value Variable Portions Planned Costs
Posted Amounts Actual or Plan Value Variable Portions Actual Stat Key Figures
II. Change Distribution Cycle

• All cycle information may be changed using transaction code KSV2
• If a cycle definition is already in use, it is suggested that instead of changing the cycle, you create a new
one to use for that date forward
III. View Distribution Cycle

• Key transaction code KSV3
\\oxsol\Documents\GL\BPP\RecurringEntry.doc 1 8/18/2009
I. Create Distribution Cycle
KSV1 – Create Actual Distribution Cycle: Initial Screen

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS
Cycle R Key cycle name Max length is 6 characters
Start Date R Key the cycle start date The starting date for the cycle has
the following two purposes:
1. It determines the earliest
validity date of the cycle.
2. By assigning different
starting dates you can define
different variants for one cycle.
Copy From
Cycle C If you wish to copy an existing cycle, key the
cycle name
Start Date C Will pre-fill from selected cycle
Controlling Area C Will pre-fill from selected cycle
Click Enter
Create Actual Distribution Cycle: Header Data

Controlling area P Pre-fills
Cycle P Pre-fills from previous screen
Status P Will display as ‘New’ for an unsaved

Distribution cycle
Start Date P Pre-fills from previous screen
To Date R Key the cycle end date The end date defines the end of validity for
Pre-fills with the fiscal year end date the cycle. You cannot process any periods
which are not within the validity period for
this cycle.
Text R Key a description of the cycle
Iterative N NOT USED If this indicator is selected, the cycle is

repeated until each sender is fully credited
(a small remainder may be left over in some
cases).
Cumulative C Select if you wish to ‘catch up’ an allocation. If you execute a cycle with the cumulative
indicator set to active, then the sender
amounts posted up to the current period are
allocated based on tracing factors, which are
cumulated from period 1 onwards. In the
current period, the allocation amounts

determined are posted less the amounts
allocated in the previous periods.
Derive Func Area N NOT USED Derive Functional Area from Recipient
Oxford will not use Functional Areas
Consumption NOT Used If you select this option, the posted
consumption quantities are also distributed.
A pre-condition is that quantities must be
entered on all the senders. If a quantity is
missing on a sender, the SAP System issues
a warning and the quantity cannot be
distributed.
Object Currency P Defaults to checked The sender values in the object currency are
computed separately and distributed in
separate fields. This only functions when the
object currency of all the affected objects
(cost centers, orders...) is the same, since
no translation between object currencies
takes place during processing.
Transaction C The posted sender values in the transaction

Currency currency are computed separately,
processed internally and updated to the
receiver in the posted transaction currency.
Select to define a cycle segment
Segment with Sender: Posted amounts; Receiver: Fixed Percentages
Segment Header Screen

Segment Name R Key a name for the Distribution segment Max length 10 characters
Note: This is NOT the operating
group segment
Description R Key a description of the segment
Lock Indicator C The segment will not execute while

this is set ‘On’
Sender rule R Select Posted Amounts as the sender rule. This field controls how the sender
values are calculated
The posted amounts on the sender
serve as the sender values.
Share in % R Enter the percentage of the posted amount that will By entering a percentage less than
need to be allocated. 100%, you can stipulate that only a
portion of the sender value is
In most cases, it should be 100% of the posted
distributed. The remaining amount is
amounts
left on the sender.
You are not permitted to enter a
percentage greater than 100%. If a
sender occurs in more than one group,
the system checks that the total of the
percentage amounts does not exceed
100%.
Act Vals R Select if sender values are based on actual values

Indicator ensuring reference to actual
values as sender values when
processing the allocation with the
sender rules "posted amounts" and
"posted quantities”
OR
Plan Vals R Select if sender values are based on plan values
Indicator ensuring reference to plan
"posted quantities".
Receiver rule R Select Fixed Percentages as the receiver rule Fixed percentages: You define fixed
percentages for the receivers in the
Tracing Factor screen. The value from
the sender is distributed to the
receivers according to this percentage.
The total of receiver tracing factors
must not exceed 100%. The sender
base must be fully distributed. If the
total of the receiver tracing factors is
less than 100%, then a portion of the
sender value remains on the sender.
Senders/Receivers Tab
Sender
Cost Center R Enter the cost center, cost center range or See creation of Cost Center group BPP
cost center group that is the sender of the
allocation
Functional Area N NOT USED
Cost Element R Enter the sender cost element (nominal) , These are the nominals that are holding
the cost element range or cost element the posted amounts
group
For more info on Cost Element groups,
see the Cost Element Group BPP
Receiver
Order N NOT USED
Cost Center R Key the receiving cost center, cost center

range or cost center group
Functional Area N NOT USED
Cost Object N NOT USED
Sender Values Tab

Share in % P Pre-fills from Segment Header Tab
Actual Value P Pre-fills from Segment Header Tab

Origin/Plan Value
Origin
Version C Key or select the version of the budget to If you selected Actual Value origin, always
be used for Planned Values key or select 0 as the version
In most cases, this will be version 0
Receiver Tracing Factor Tab

Cost Ctr P Pre-fills from Senders/Receivers Tab
Portion/Percent Key the percent to be allocated to each cost If the fixed percentages tracing factor is
center selected on the Segment Header tab, this field
is used to define fixed percentages for the
receivers in the Tracing Factor screen. The
value from the sender is distributed to the
receivers according to this percentage.
The total of receiver tracing factors must not
exceed 100%.
The sender base must be fully distributed. If
the total of the receiver tracing factors is less
than 100%, then a portion of the sender value
remains on the sender.
If you wish to validate the cycle, click on the Segment Header tab and select Cycle > Check > Formal Check
Click to save the cycle. Click to create a new segment
Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Actual Costs

group segment

Share in % R Enter the percenetage of the posted amount that will By entering a percentage less than
distributed/assessed. The remaining
amounts
amount is left on the sender.
sender occurs in more than one
group, the system checks that the
total of the percentage amounts
does not exceed 100%.
Act Vals R Select if sender values are based on actual values

"posted quantities
OR
Receiver rule R Select Variable Portions as the receiver rule Variable portions: The tracing factors
are determined automatically from
the totals record file. You define
the criteria for this database
access in the Tracing Factor
screen.
Var Portion Type R Select Actual Cost from the drop down list
Scale Neg Tracing P Pre-fills with selection ‘No Scaling’

Factors
Leave as default
Key the Senders/Receivers tab and the Sender Values tab as described above

Var portion type P Pre-fills from Senders/Receivers Tab
Scale Neg Tracing P Pre-fills from Senders/Receivers Tab

Factors
Cost Element R Key the cost element, cost element range or The calculation may further be affected by the
cost element group the posted amounts of Receiver Weights keyed on the next tab
which will determine the percentage
allocated to each receiver cost center
specified on the senders/receivers tab

Factor Per P Pre-fills with 100
Weighting Factor R Key 100 by each cost center Do not key a factor other than 100. A
factor of 100 ensures that the portion
calculated from the posted amounts will
be used to determine the allocation
If you wish to validate the cycle, go to the Segment Header tab and select Cycle > Check > Formal Check
Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Planned Costs

group segment

Distribution CELe R Enter the nominal for the Distribution account The Distribution account is a
secondary cost element which feeds
into a primary nominal account that
is tied to the Profit Center Hierarchy
Allocation Structure C Key instead of an Distribution cost element to
specify which cost elements should be allocated
under which Distribution cost elements within
an allocation structure

Share in % R Enter the percenetage of the posted amount that will By entering a percentage less than
amounts
Actual Value Origin R Select if sender values are based on actual values
"posted quantities
OR
Plan Value Origin R Select if sender values are based on plan values
screen.
Var Portion Type R Select Planned Cost from the drop down list

Factors
Leave as default


Factors
Version R Key or select the version of the planned
values upon which the allocation will be
based
Cost Element R Key the cost element, cost element range or The calculation may further be affected by the
cost element group the posted amounts of Receiver Weights keyed on the next tab
which will determine the percentage
allocated to each receiver cost center
specified on the senders/receivers tab
Key the Receiving Weighting Factors tab as described above
If you wish to validate the cycle, select Cycle > Check > Formal Check
Segment with Sender: Posted amounts; Receiver: Variable Portions; Portion Type: Actual Stat Key
Figures

group segment


Share in % R Enter the percentage of the posted amount that will By entering a percentage less than
amounts
Actual Vals R Select if sender values are based on actual values

"posted quantities
OR
screen.
Var Portion Type R Select Actual Statistical Key Figures

Factors
Leave as default


Factors
Stat Key Fig R Select the statistical key figure the posted
amounts of which will determine the
percentage allocated to each receiver cost
center specified on the senders/receivers
tab
Activity Type N Not Used
Key the Receiving Weighting Factors tab as described above

If you wish to validate the cycle, go to the Segment Header tab and select Cycle > Check > Formal Check
SECURITY MATRIX
TRANSACTION COR FIN INQ/RPT INQ/RPT/INTRAY ACCOUNTING ACCTG MGR ADMIN

CODE REPORTING FUNCTIONS FUNCTIONS
KSV1 x x
KSV2 x x
KSV3 x x x x x x
ISSUES:
BPP CORRECTIONS (IF APPLICABLE):
This section to be completed by the BPP author
SUBMITTED FOR APPROVAL (DATE) RETURNED FOR CORRECTIONS (DATE) RETURNED FOR APPROVAL (DATE)

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Create Distribution Cycle

MEETING DATE: SAP TRANSACTION

BUSINESS OWNER: Janice Tanner

SYSTEMS OWNER: Janis Pritchard

AUTHOR: Beth Beshears

HOW OFTEN: Monthly

BRIEF OUTPUT (IF APPLICABLE):

DETAILED DESCRIPTION OF PROCESS:

Note: Sender/Receiver options that will be used by Oxford

II. Change Distribution Cycle

III. View Distribution Cycle

I. Create Distribution Cycle

KSV1 – Create Actual Distribution Cycle: Initial Screen

Controlling Area C Will pre-fill from selected cycle

Create Actual Distribution Cycle: Header Data

Cycle P Pre-fills from previous screen

Status P Will display as ‘New’ for an unsaved

Text R Key a description of the cycle

Iterative N NOT USED If this indicator is selected, the cycle is

current period, the allocation amounts

Transaction C The posted sender values in the transaction

Select to define a cycle segment

Segment with Sender: Posted amounts; Receiver: Fixed Percentages

Segment Header Screen

Lock Indicator C The segment will not execute while

Act Vals R Select if sender values are based on actual values

Cost Center R Key the receiving cost center, cost center

Cost Object N NOT USED

Sender Values Tab

Actual Value P Pre-fills from Segment Header Tab

Receiver Tracing Factor Tab

Click to save the cycle. Click to create a new segment

Segment Header Screen

Lock Indicator C The segment will not execute while

Act Vals R Select if sender values are based on actual values

Scale Neg Tracing P Pre-fills with selection ‘No Scaling’

Receiver Tracing Factor Tab

Scale Neg Tracing P Pre-fills from Senders/Receivers Tab

FIELD NAME R/P/C/N USER ACTION/DESCRIPTION COMMENTS

Click to save the cycle. Click to create a new segment

Segment Header Screen

Lock Indicator C The segment will not execute while

The posted amounts on the sender

Scale Neg Tracing P Pre-fills with selection ‘No Scaling’

Receiver Tracing Factor Tab

Scale Neg Tracing P Pre-fills from Senders/Receivers Tab

Click to save the cycle. Click to create a new segment

Segment Header Screen

Lock Indicator C The segment will not execute while

The posted amounts on the sender

Actual Vals R Select if sender values are based on actual values

Scale Neg Tracing P Pre-fills with selection ‘No Scaling’

Receiver Tracing Factor Tab

Scale Neg Tracing P Pre-fills from Senders/Receivers Tab

Key the Receiving Weighting Factors tab as described above

Click to save the cycle. Click to create a new segment

TRANSACTION COR FIN INQ/RPT INQ/RPT/INTRAY ACCOUNTING ACCTG MGR ADMIN

BPP CORRECTIONS (IF APPLICABLE):

This section to be completed by the BPP author

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