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Financial Operations
Departmental Financial Planning
Create a Plan: Part II - Complete the Plan

Contents
Enter Plan Amounts: Overview Screen
Finding a Cost Element
Using the Change Values Button
Distribute Across Periods: Period Screen
Distribute the Plan Amount Manually
Distribute the Plan Amount Automatically
Save the Plan

Enter Plan Amounts: Overview Screen

screen capture:  Planning Overview Screen

At the Overview Screen you can enter plan amounts on cost elements in the cost object. The top of the screen displays the cost object, plan version, and fiscal year and periods that were set on the Initial Screen.

1. Complete the following fields.

Field Name

Description

Cost Element
(required)

If you selected the Form-based radio button on the Initial Screen, you will see the related cost elements in numerical order in the Cost element column.

Note

Cost element 400000 is not listed in numerical order. It is listed directly after cost element 490306.

If you selected the Free radio button and a cost element range or group, you can type a cost element in the first open cell of the Cost Element column. You must enter a cost element that falls within the range or cost element group you defined on the Initial Screen. You cannot enter more cost elements if you entered only one cost element.

At any time, you can click the Enter button button and SAP will supply descriptions of the cost elements you have manually entered.

Planned Costs
(required)

Enter the plan amount for each cost element. (Do not use dollar signs or decimal points for a whole number.) A blank field is equivalent to a zero value. If you want to leave a portion of the authorized total unplanned, put that amount on cost element 400000 Summary Posting for Systems.

To change the values, either type over them or use the Change values button on the Function Bar. See Using the Change Values button below.

Dist Key
(required)

Dist Key is the distribution key. The distribution key defines the way the amount is divided over the twelve periods of the MIT fiscal year. The amount of the plan entry can be distributed either manually or automatically. See Distribute Across Periods: Period Screen for instructions.

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Finding a Cost Element

You can locate a cost element from a list of cost elements by using the Position button on the bottom of the screen.

1. Click on the Position button.

Result: The "Other entry" dialog box is displayed.

screen capture:  Other entry dialog box

2. Enter the cost element you want to find.

3. Click the Continue button .

Result: SAP scrolls to that cost element in the list.

 

Using the Change Values button

This button allows you to increase or decrease the amount in the Planned Costs field by a percentage or by a specific amount.

1. Position the cursor on the amount you want to change.

2. Click the Change values button.

Result: The "Change Values" dialog box is displayed.

screen capture:  Change Values dialog box

3. If you want to increase the amount by a certain percentage, enter a value in the Revaluation factor field, such as 5 (for 5%). If you want to decrease the amount by a percentage, enter a negative number.

4. Click the Revaluate button to the right.

Result: The amount is automatically adjusted and displayed in the Planned Costs field.

5. If you want to increase the amount by a specific amount, enter a value in the Value field. If you want to decrease the amount, enter a negative number.

6. Click the Add values button to the right.

Result: The amount is automatically adjusted and displayed in the Planned Costs field.

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Distribute Across Periods: Period Screen

On the Period Screen, you can distribute plan amounts across fiscal periods, either manually or automatically.

SAP offers several choices for distributing the plan amount across periods.

Dist Key

What it does

0

Allows you to manually enter the amounts for each period.

1

This is the default setting. The amount is distributed equally across all periods. This is the setting that most people will choose.

2,3,4,5

Not in use at this time.

7

Each fiscal period corresponds to a month in the calendar year. Distribution key 7 distributes the amount proportional to the number of days in the period. For example, period 2 (August) has 31 days, and period 3 (September) has only 30. Therefore, the distribution to period 2 will be slightly more than to period 3.

11

Not in use at this time.

MIT1

Distributes the plan amount equally across the 9 periods that occur during the MIT academic year (periods 3 through 11 of the MIT fiscal year). Be sure that the period range you select on the Initial Screen includes periods 3 through 11.

MIT2

Not in use at this time. It does not distribute the plan amount equally across the periods that occur during the MIT Summer Session. It distributes over the last two months of one summer session and the first month of the following summer session, that is, periods 1, 2, and 12 of a fiscal year.

Distribute the Plan Amount Manually

To manually distribute the plan amount:

1. Enter 0 in the Dist Key field.

2. Leave the Planned Costs field blank for that cost element.

3. Select the cost element by clicking the box at the far left end of the row.

4. Click the Period button button on the Function Bar.

Result: The "Planning Cost Elements/Activity Inputs Change: Period screen" appears. This screen is also referred to as the Period Screen.

5. Enter the amounts for each period in the Planned Costs column.

Note

Scroll to the bottom of the screen to see the total plan entry for the cost element. Each time you enter or change period amounts, you need to click the Enter button button to calculate the updated total.

6. You can click the Next button button to move to the next cost element, or click the Previous button button to move to the previous cost element.

7. Click the Overview button button to return to the Overview Screen. Notice that in the Dist Key field, the distribution key is changed to "0" zero denoting manual distribution. The amount in the Planned Costs field of the Overview Screen equals the total amount from the Period Screen.

 

Distribute the Plan Amount Automatically

1. At the Overview screen, click on the matchcode matchcode (PC: matchcode pc) in the Dist Key field for a list of distribution keys.

Result: The "Distribution key" window appears.

2. Double-click the distribution key you want from the "Distribution key" window.

3. Type the plan amount in the Planned Costs field. SAP automatically distributes this amount according to the distribution key. Sometimes the amount is not equally divisible by the number of periods over which it is distributed. In this case, SAP distributes an extra cent to some periods to maintain a precise total.

4. Select the cost element and click the Period button button on the Function bar to go to the Period Screen and review the distribution.

In the screen below, the amount is distributed evenly across all fiscal periods (dist key = 1).

screen capture:  Planning Period screen

Note

If you manually change an amount on the Period Screen, SAP changes the total of the plan amount on the Overview Screen accordingly. The distribution key adjusts to 0 to indicate that the entry was manually changed, not automatically. See Change a Plan.

5. Click the Overview button button to return to the Overview Screen.

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Save the Plan

When you are finished creating the plan, click the Save button button .

Result: The Initial Screen appears, with the message "Changed planning data has been posted" in the Status Bar at the bottom of the screen.

After saving your plan, the parameters you defined in the Initial Screen are still set. If you want to return to the Overview Screen of the plan you just saved, click the Overview button button .

You can run the Summary Statement or the Account Managers Report to check your plan against revenues and expenses.

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SAP for MIT Documentation on the Web
Valid From: 03/15/2001