Create Cost Centre Group

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MOUNT SINAI HOSPITAL

2015
SAP-Cost Center & Financial Statement
Reporting Work Instructions



















Prepared by: Mohammad Junaid, CPA, CMA
Dated: Dec 20, 2015

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SAP-Cost Center & Financial Statement
Reporting Work Instructions


TABLE OF CONTENTS PAGE #


I. CREATE COST CENTER GROUP 03-12


II. EDIT FINANCIAL STATEMENT
STRUCTURE 13-21


III.COST CENTER AND FINANCIAL
STATEMENT REPORTS 22-32

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I. Create Cost Centre Group KSH1

Purpose

Use this procedure to create a Cost Centre Group

Trigger

Request for a new cost centre group. These groups could be used for consistency and ease of
use in reporting, planning, allocations, etc.

Prerequisites

Controlling Area must pre-exist

Option No: 01

Menu Path

Use the following menu path (s) to begin this transaction

 Accounting Controlling Cost Centre Accounting Master Data Cost Centre
Group Create or go to

Option No: 02

 Quick Access: Use direct transaction code through SAP easy menu to Create Cost
Center Group without going through menu path


Transaction Code

KSH1

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WORK INSTRUCTION KSH1

Option No: 01

Screen Flow-01



















Single click

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Screen Flow-02



Screen Flow-03

Menu Path




Single click
Single Click

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1. Using transaction code KSH1, the following screen will pop-up;

Screen Flow-01




Helpful Hints

Using Reference a similar Cost Centre Group account can be created with all the attributes of the
referred group

2. After enter new Cost Centre Group system might ask you Controlling Area, if it’s not set-
up.

Enter the Controlling Area for MSH which is 1900 (4 digit number), otherwise use 1901
controlling area for


Using Reference a similar Cost Centre Group account can be
created with all the attributes of the referred group

Systems always prompt you to enter the new Cost Centre
Group or you can modify existing one

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Screen Flow-02




3. After entering controlling area enter Cost Centre Group which is an organizational unit
for group together several cost centres. This is upto maximum of 10 Character
Alphanumeric number without any spaces

Example

Following are the official Cost Centre Group being used for MSH reporting, such as;

Group Name Description

MSH MSH 1900 HIERARCHY (Consolidation reporting of all Business Areas)

MSHOPS HSP OPERATING COST CENTRES ONLY

SLRI.1950 RESEARCH INSTITUTE

MSHOPS.1952 CLEARING ACCOUNTS

MSHOPS.1953 MSS OPERATION STATEMENT





New cost center
group call Top Nodes

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4. Click Hierarchy button or F6


System will prompt for the object already exists Cost Center Group MSH
(existing cost center group), as required if you need to create new Cost
Center Group click No, if you need to review or modify existing group
click Yes

Screen Flow-03



Click No if you create new
Group
Click “Yes” if
you modify
existing Group
Hierarchy button or
F6

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5. When you decided to creat new Cost Centre Group you need to click NO and than give
description for the Cost Centre Group which must not exceed 40 Characters

Please see screen shot as an example

Screen Flow-04



6. After creating Cost Center Group and give description of group immediately click “Save”
button


7. Screen Flow-05 has following option to create new Cost Center Group, such as;

I. + (Expand All (F7)

II. – (Expand All (F8)

Description of Cost Center Group

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III. Select (Option to Select Nodes to be deleted from main hierarchy)

IV. Same Level (Continue to build Cost Center Group strucutre using “ Same level button)


V. Lower Level (Create Cost Centre Groups under main Cost Centre Group)

VI. Cost Center (Add Cost Centres under node)


VII. DeSelect (Back to Select option after deleting unwanted nodes)


Screen Flow-05

8. Drop down menu is available and a range of cost centres (as shown in Screen Flow-05)
In order to create cost centre groups
under main cost centre group any
number of group levels can be created
In this manner

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Can be assigned under the group


Rule:

If you want to assign a range of cost centres then provide start of the range in the
previous field and end of the range in this field


9. After each task you have to save immediately, otherwise data will be lost without saving


10. Nodes from Standard Hierarchy (Tx code: OKENN/OKEON)

This is the fast way to develop new Cost Center Group structure but it also depend upon
reporting requirement

There is another option to pick-up already created sub-group from Standard Hierarchy
by using the identical Nodes names and System Automatically capture the same cost
center group range and features of already created Cost Center Group

For this purpose you need to open another session in the same screen and copy required
nodes from standard hierarchy to new Cost Center Group hierarhcy

Screen Flow-06




Copy standard hierarchy nodes
name to new cost center group

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Result:

You have created Cost Centre Groups and added Cost Centres/Cost Centre Ranges
under the groups

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II. Edit Financial Statement Structure FSS0
Purpose:

Use this procedure to make changes to existing financial statement structure


Trigger

Perform this procedure when there is need to make changes to create new accounts or assign
range of new accounts


Prerequisites

Approved request to make the required changes in values of any field of existing financial
statement structure following the internal approval process


Menu Path

Use the following menu path to begin this transaction:

SAP Menu Accounting Financial Accounting General Ledger Master Records G/L
Accounts Individual Processing FSS0- In Company Code


Transaction Code

FSS0


Helpful Hints

Familiarity with structure of Chart of Accounts
Familiarity with functionality of different fields in Chart of Accounts
Familiarity with approval process for any changes in Chart of Accounts

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WORK INSTRUCTION FSS0

Screen Flow-01

Click Edit Financial statement version





Click here

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Screen Flow 02

First Click take you to this screen and system will ask “Financial Statement version”, enter “1900”
or “1901” as required















Enter
version and
click here

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Screen Flow 03

There are many 10 options to start work with “Change Financial Statement Version”


Type of options:-

01-Display <-> Change- F8

02-Expand Sub- tree- (shift +f4)

03-Choose –F2

04-Create Items-F5

05-Assign Accounts –F6

06-Select + /- F9

07-Re-assign –Shift+F6

08-Delete –Shift+F2

09-Check- Cltrl+F5
Options on
header

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10-Color Legend (Cltrl-F4
Screen Flow-04

02-Exand sub-tree expand sub-tree to assign account level with different cost element range


















You need to put cursor to top nodes “1900”
Click
Here

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Screen Flow-05

04. Create Items

This option use when we create new balance sheet class or new income statement class. Within
the same option we can create new account or cost element under already created asset or
income statement group/class. It depends upon the area where you are working only, the most
important part of this process where you put your cursor. Second window pop-up within the same
group where you put cursor







Before you need to create new account put the cursor to the age of the group where you want to
add new cost element, normally this option exercise when we need to add single balance sheet or
income statement account











Click
here

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Screen Flow-06

05-Assign Accounts

This option use when we use the range of balance sheet or income statement account under
already created group. You need to put “HOSP” under ChAc heading in second window and
Put range of account “From Acct” To Account” and check D stands for “Debit’ and C stands
for “Credit”, This option allow posting to debit and credit to corresponding account












Click
here
Range of account required
and checks D or C or both

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Screen Flow-07
09. Check

This is very important function which provides an option to check the validation of financial
statement structure. If in case any cost element or account is missing within the tree of revamped
Financial structure “Check” option populates the list of unassigned account which is not mapped
due to any reason.

Take the print out of list generated through check option and compared with which account is
missing or not in line with HOSP chart of account because system validate the information with
HOSP chart of account, if any account missing system automatically generate ungrouped account
list. After fixing problem re-run the same process and make sure that every account is mapped

Important:
Check option is mandatory to run otherwise all COST CENTER AND FINANCIAL STATEMENT
report will generate wrong result at each cut off period





Click
here
Company code
“1900”

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Result

You have successfully created new balance sheet or income statement group and inserted new
range of account and system will automatically incorporate the same changes to the cost element
group

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III. Cost Center and Financial Statement Report

Validation Process:-

Purpose

With the validations, you can validate the information at the time of entry in the SAP system.


In this process we will authenticate the result of “Cost Center” and “Financial Statement reports”
by each business area to be compared with consolidated result of both reports.


If system populates the same bottom -line for each business area for each cost center and
financial statement report which means that item “I. Create Cost Center Group” and “II. Edit
Financial Statement Structure” as explained above are systematically synchronized according to
SAP rules and all validation checks are completed at maximum level and in subsequent period at
cut off date we will get the standard reports within the same parameters



A. MOST POPULAR COST CENTER REPORTS (with Drill Down option):-


S_ALR_87013624 - Actual/Actual Comparison -> Cost Centers: Fiscal Year Comparison


S_ALR_87013614 - Plan/Actual Comparisons -> Cost Centers: Current Period/Cumulative


S_ALR_87013611 - Cost Centers: Actual/Plan/Variance


B.FINANCIAL STATEMENT REPORT (No Drill down option):-


S_ALR_87012284 - Financial Statement


In this write-up we would run S_ALR_83013624 -> Cost Centers: Fiscal Year Comparison report
and this report to be compared with S_ALR_87012284 report by each business area and with MSH
consolidated financial statement report for complete validation check

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A.S_ALR_87013624 - Actual/Actual Comparison -> Cost Centers: Fiscal Year Comparison


Screen Flow-01

Enter S_ALR_87013624 to SAP-easy menu and system will take you to this screen and enter
“Fiscal Year”, “From Period” and “To Period”

In this option Select Group/Values is very important option will allow you to populate MSH
consolidated result for whole Mount Sinai Hospital includes Hospital Operation, Funds, Research-
SLRI and MSS-Mount Sinai Services

In terms of business area MSH option will populate BA 1950, 1951, 1952 and 1953 surplus/deficit
and for Cost Element Group you need to enter MSHPLCF

MSHPLCF is cost element structure based on HOSP chart of account. The range of accounts and
nodes are in-line with Financial Statement Structure, basically MSHPLCF is customized cost
element structure specifically designed according to MSH reporting requirements

After entering all information hit Execute button or F8








Enter fiscal year and period
For consolidated result enter MSH
here
Enter
MSHPLCF
for cost
center
element
structure

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S_ALR_87013624 - Actual/Actual Comparison -> Cost Centers: Fiscal Year Comparison
Screen Flow-02

After entering Execute Button/F8 system take you to following screen. There is two button + and –
which help out to play around with shrinking scattered information. Before rolling down it is better
to collapse screen by clicking minus – as shown below








This is the CONSOLIDATED result of MSH and the sum of all business area report should tie-in
with cumulative dollar value of MSH report which is surplus/deficit of MSH








Collapse
screen
This is
Bottom
-line of
MSH

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DRILL DOWN OPTION :

We can pull out any source document by putting cursor to the dollar value and the system will
take you to Level 04 documents which is main source document of the reporting transaction


S_ALR_87013624 - Actual/Actual Comparison -> Cost Centers: Fiscal Year Comparison

There are FOUR-04 Business Areas are set-up in SAP for cost center Actual/Plan report, these are
listed below;-

Business Area Cost Center Group Cost Element Group


1950 MSHOPS MSHPLCF

1951 SLRI.1950 MSHPLCF

1952 MSHOPS.1952 MSHPLCF

1953 MSHOPS.1953 MSHPLCF


Screen Flow-03

For validation check we will run each business area report by entering transaction code
S_ALR_87013624

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Enter MSHOPS Cost Center
Group for BA 1950
Cost element
Group will
remain
MSHPLCF
for same
reporting
structure
Hit
Execute
button or
F8

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S_ALR_87013624 - Actual/Actual Comparison -> Cost Centers: Fiscal Year Comparison
Screen Flow-04

This is the bottom line for business area 1950 (Hospital Operation)


















BA 1950
For Cost
Center
Group
MSHOPS
Bottom-
line for
BA 1950
for Cost
Center
Group
MSHOPS

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Similarly we need to run all other business areas report (e.g.1951/SLRI.1950, 1952/MSHOPS.1952,
1953/MSHOPS.1953) with the same cost element group MSHPLCF by using transaction code
S_ALR_87013624 and the net dol lar value at the bottom of each report current actual to be
compared with MSH consolidated report the sum of each business area report should equal dollar
value of MSH total, if there is any discrepancies in tie-in number means there is variance in
reports.


B.FINANCIAL STATEMENT REPORT S_ALR_87012284


S_ALR_87012284 - Financial Statement (Static/No Drill Down option)

This the report we need to run to check the authenticity of cost element structure and validation of
all cost center report generated within the same cut off period. For validation purpose this system
populated result for each business area and the result should be matched with consolidated
FINANCIAL STATEMENT report by using transaction code S_ALR_87012284

Screen Flow-01

Financial Statement report without allocation of business area, this report is being used for fiscal
year 2013 but for comparison purpose we have to enter fiscal year 2012 with reporting month

Main Fields:

Chart of Accounts: HOSP

Company Code: 1900

Financial Version: 1900

Language: EN


Chart of accounts
HOSP
Fin. statement version 1900

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B.FINANCIAL STATEMENT REPORT S_ALR_87012284

Screen Flow-02

After hitting executing button or F8 take you to this screen which has both balance sheet and
income statement dollar value for MSH-1900 (sum of all business areas) because we did not enter
business area field

















The
sum of
this
report
should
be
matched
with
Cost
Center
Group
report
ran for
MSH

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B.FINANCIAL STATEMENT REPORT S_ALR_87012284

This is the point where we can compare S_ALR_87013624 and S_ALR_87012284 result at MSH
level. For confirmation of validation check both number should exactly tie-in. If in case there is
difference in result we need to go back and confirm through “Edit Financial Statement Version” by
using transaction code FSS0, if any cost element is ungrouped or Incorrectly assigned account
net result will not tie-in

B.1.FINANCIAL STATEMENT REPORT BY BUSINESS AREA :-

Screen Flow-03

We can run this report by using same transaction code and system will populate FINANCIAL
STATEMENT by business area. In this screen shot we ran BA 1950














BA 1950

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B.FINANCIAL STATEMENT REPORT S_ALR_87012284

Screen Flow-04

After hitting execute button or F8 system will take you to this screen which has only BA 1950
result and the same we should get from MSHOPS Cost Center report by using transaction code
S_ALR_87013624. If both bottom-line tie-in means Cost Center report and Financial Statement
report are exactly match if something wrong with the result means we need to revisit to Financial
Statement structure tree and see some account are still ungrouped so first we need to remapped
missing account than result would be match


















BA 1950
Bottom-
line
should
tie-in
with
Cost
Center
Group
MSH

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B.FINANCIAL STATEMENT REPORT S_ALR_87012284


Similarly, we will run other business area report for 1951, 1952 and 1953 and the sum of 04
business report should matched with total of 1900 Financial Statement report



Result

You have successfully validated Financial Statement reports and Cost Center reports by
comparing the bottom-line of each business area and consolidated reports. Both report are tie-in
means Financial Statement structure, Cost Element Group and Cost Center Group are perfectly
mapped and system populated accurate result