Closing cockpit v 1.3

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FI Closing Cockpit configuration

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Closing cockpit v 1.3

  1. 1. Closing Cockpit Use The Closing Cockpit enables you to create a structured interface for executing transactions and programs that form part of complex processes, such as closing processes. The structural layout supports processes within an organizational structure, such as within the company code, as well as scenarios affecting multiple organizational structures. The Closing Cockpit can be used as a tool in the following cases, in particular: ● Activities recur periodically. ● More than one person responsible is involved. ● The activities are performed within a process that has a fixed chronological sequence or is determined by dependencies. ● The activities need to be supported by a shared, uniform interface for all involved. ● The status of all periodic activities needs to be documented and made transparent and available for all involved. The Closing Cockpit enables you to optimize your process flows by using its event-driven organization of activities, its overview and monitoring options, as well as its analysis tools, all of which cover the entire process. Integration You can comfortably accomplish all of the closing tasks within a single ERP system. If you nevertheless want to run the tasks of Closing Cockpit in multiple systems, you also can connect the SAP Central Process Scheduling application by Redwood to the Closing Cockpit application. This enables you to centrally execute and control the closing process in a distributed system landscape. Closing Cockpit contains the connectivity options required for this. This is an additional function that is only available when you have implemented SAP Central Process Scheduling (CPS). SAP CPS is not a part of SAP ERP. However, Closing Cockpit provides a connection to SAP CPS. For more information about the use, availability, and features of SAP CPS, go to SAP Service Marketplace and see the Master Guide for SAP enhancement package 3 for SAP ERP 6.0, or go to the Internet addresshttp://service.sap.com/process-scheduling. Processing of task lists in Closing Cockpit is not only available in ABAP environments, but also as a Web application in SAP NetWeaverPortalor SAP NetWeaver Business Client. For more information about the Web application of Closing Cockpit, see the documentation for the Business Package for Closing Cockpit 1.30. Prerequisites ● You have performed the required steps for configuring the Closing Cockpit. ● If you want to manage and process your task lists using the Web application, you have made the related settings for the Business Package for Closing Cockpit 1.30. Features To support the closing process, the Closing Cockpit offers the following structural objects:
  2. 2. ● Hierarchies to display the organizational objects involved in the closing process ● A task list template based on the organizational structure ● A detail view of the characteristic values of the individual hierarchy levels used in the task list template. ● Task lists that are derived from the task list template ● A list display in which all tasks to be managed or executed from the respective task list are made available for processing or for monitoring task progress ● A monitor that shows a graphical representation of the critical paths as well as the processing periods and processing sequence with their respective dependencies. This function is also available in a Gantt diagram in the Web application. ● Detailed information about the technical settings of tasks as well as for analyzing background programs (spool, job log information) ● Dependencies for displaying the conditions representing a prerequisite for processing the individual tasks ● Connection options to SAP Central Process Scheduling, provided this has been implemented. See the note in the Integration section. Alternatively, you can launch Closing Cockpit within a Web application. If you do this, you can perform the following activities in the ABAP environment or in the Web application: ● You can use the transaction Closing Cockpit (Manage Templates and Task Lists) (CLOCOC) to create the task list templates and task lists, and to release the task lists. ● You can use either the classic Closing Cockpit (CLOCO) transaction or the Closing Cockpit Web application to edit and execute the task lists. Configuring the Closing Cockpit Purpose You use this process to make the settings that allow you to use the Closing Cockpit for your closing activities. Prerequisites If you want to use the Closing Cockpit as a Web application, you need to have made the necessary settings for the configuration of the Web application. For more information, see the documentation on Business Package for Closing Cockpit. In order that tasks be included in the Closing Cockpit, all transactions required for the process to be represented (including Z transactions, for example) need to be specified in table SCMATRANSACT. All programs to be applied must be registered in table SCMAPROGRAMS. For information about including customer-specific programs in the Closing Cockpit, see SAP Note 325118 Process Flow The following figure and sections provide an overview of the different configuration options that are possible and the sequence in which the individual configuration steps need to be performed.
  3. 3. ● To be able to use the Closing Cockpit for automatic processes, you need to have configured it. For the configuration, you make the following settings: ○ You create a task list template ○ You assign tasks to the task list template (subfolders, transactions, programs, flow definitions, notes) ○ You define dependencies using preceding activities ○ You derive a task list and release it for the application To make these settings, go to the SAP Easy Access screen and choose Accounting à Financial Accounting àGeneral Ledger à Periodic Processing à Closing à Closing Cockpit (Manage Templates and Task Lists)(transaction CLOCOC). ● To apply the Closing Cockpit, go to the SAP Easy Access screen and choose Accounting à Financial Accounting à General Ledger à Periodic Processing à Closing à Closing Cockpit (transaction CLOCO) or the Web application in the SAP NetWeaverPortalor SAP NetWeaver Business Client. Process flow for configuring the Closing Cockpit Creating Organizational Hierarchies Use
  4. 4. With the organizational hierarchy, the closing process can be organized into organizational structures. This means that, at the company code level, for example, special features of the individual independent accounting units can be considered during closing, to avoid applying identical process steps to all company codes. Prerequisites The Closing Cockpit is configured by making settings in Customizing. For this reason, you must also create the organizational hierarchies of the Closing Cockpit in the corresponding Customizing system or client and then transport them. Authorization for transaction CLOCOC and authorization object B_SMAN_WPL (activity = 02) must be assigned in your profile. Procedure 1. To configure the Closing Cockpit, go to the SAP Easy Access screen and choose Accounting à Financial Accounting à General Ledger à Periodic Processing à Closing à Closing Cockpit (Manage Templates and Task Lists) (transaction CLOCOC). 2. Choose Template/Task List à Organizational Hierarchies The Create/Delete/Change/Display Closing Hierarchy dialog box appears. Create New Organizational Level If the delivered organizational levels Controlling Area and Company Code are not sufficient to portray the organizational levels involved in the closing process, you can add new organizational levels (such as profit centers) as follows: 3. Choose Org Levels. 4. To add a new organizational level, choose with the quick info text Create. 5. Enter an Org. Type and specify the text of the organizational object. Org. Type: PRCTR Org. Obj. Text : Profit Center 6. Specify the properties for the organizational levels: ¡ From the Org. Type selected, the system derives corresponding values for the parameters and selection options (such as SAP_FAST_CLOSE_PRCTR_P for the parameters) and these values are generated automatically in table TVARV. ¡ The entry selected in the Superordinate Org. Level field has consequences for how the organizational object is subsequently used in the organizational hierarchy. If you do not define any subordinate organizational level, the organizational object is only available in the hierarchy as an “initial node”. ¡ For the organizational level to be subsequently linked with valid values in the system, entries must be made in the fields Value: Table/Field or Text: Table/Field. ¡ If you want to allow users to summarize Chart of Accounts, Fiscal Year Variant, Currency, or Valuation Areaacross the organizational levels in the task list template, specify the tables and fields in the appropriate entry fields. ¡ If, for each of the different values, you want the same substructure to be applied as the default within an organizational level, define such defaults values under Subfolder.
  5. 5. Create New Organizational Hierarchy 7. If the delivered organizational hierarchies Controlling Area, Company Code, and Controlling Area/Company Code are not sufficient, or if you want to create new organizational hierarchies with new organizational levels, choose New Org Hierarchy in the Create/Delete/Change/Display Closing Hierarchy dialog box. 8. In the Org. Hierarchy field, enter a name for the new organizational hierarchy (such as Controlling Area/Company Code/Profit Center). 9. To assign new hierarchy levels to the new organizational hierarchy, select the organizational hierarchy and access the context menu with the right-hand mouse button. The levels that are offered as a substructure in the context menu depend on the superordinate organizational level of the respective organizational object. In the context menu (accessible via the secondary mouse button), you can add organizational hierarchies to those already available or delete hierarchy levels from existing hierarchies. Result You have created new organizational hierarchies or adjusted existing organizational hierarchies for application in templates. Creating Templates Use A template is used to structure the individual steps of a process. In this interface, the relevant activities are accessible in tasks that are executed online or in background processing. The scope of a template should not be determined by application-related aspects. Instead, its scope should be oriented towards the overall process and the organizational units involved. Procedure When you call up the configuration of the Closing Cockpit (see Creating Organizational Hierarchies), the display mode appears as the default setting. To make changes, choose with the quick info text Display <-> Change (F2). You start from the Change Closing Cockpit screen. 1. Choose Template/Task List à Create Template… . 2. Define the ten-character technical key for your template. 3. Select one of the organizational hierarchies in the Closing Hierarchy field. 4. Enter a description for the new template. Template: ZCLOSE_M Closing Hierarchy: Controlling Area/Company Code Description: Closing Template (Month-End Closing)
  6. 6. 5. Specify a person responsible for the task list in the Responsible f.TList field. 6. Select an Authorization Group. You use the authorization object F_CLOCO for defining an authorization group for Closing Cockpit and assigning users. 7. If you want to use a Factory Calendar, specify one that suits your enterprise. 8. The time-dependent selection variables that are relevant for the template are now displayed in the template header. 9. Confirm your entries. You also can import a task list from the Schedule Manager (CA). 1. Choose Template/Task List → Import Template from Schedule Manager. 2. In the dialog box, enter the data for the RFC connection, the task list to be imported, and the closing hierarchy. Result The system generates a proposal for a task list template in accordance with the selected hierarchies and using all organizational objects available in the system (controlling areas with assigned company codes, including any subfolders defined). Editing Organizational Levels in the Organizational Structure Use The individual organizational levels need to be linked to the values in the system for the system to be able to ● Automatically and correctly derive the variables of the selection variants in background processing when the individual programs are executed ● Summarize the organizational units (such as fiscal year variant) using the relevant values in the task list template. When new templates are created, these links are created automatically using the properties defined in the organizational hierarchies (tables/fields) and using the closing hierarchy used in the template header. The links are then available as default values in the task list template . You should delete from the task list template any organizational objects that are not involved in the process (such as delivery controlling areas) and check the values of the organizational structure, adding/adjusting any where necessary. Prerequisites The properties of the organizational hierarchies need to have been defined in the area of the organizational levels (see Creating Organizational Hierarchies).
  7. 7. Procedure In the configuration transaction of the Closing Cockpit, access the Change <Template Name> screen. For it to be possible to edit the organizational levels, the organizational structure of the relevant template must be displayed. In the desired task list or task list template, choose the relevant organizational structure. 1. To delete the default organizational hierarchies: ○ With the primary mouse button, you can use multiple selections. ○ To delete, choose Delete from the context menu. 2. To check the selection of the corresponding organizational objects for the relevant organization level, choose Characteristic Values. ○ Double-click the relevant organization level to call up the corresponding values. ○ To change individual values or to allow multiple selections for an organizational level, choose with the quick info text Change Selection. The symbol designates those organizational objects that are assigned to the organizational level in question. 3. Creating subfolders manually ○ Select the organizational level to be structured and choose Create Subfolder in the context menu. ○ Select an organizational hierarchy and enter a description. If you create a subfolder as a phase, make sure you do this only at the top hierarchy node. Only then is the selection option linked to the phase available in the Closing Cockpit Web application. 4. Assigning organizational objects: ○ Double-click the new organizational level and choose the required organizational object from those offered in the detail screen Characteristic Values. ○ Choose with the quick info text Change Selection. The symbol designates the new organizational object to have been assigned. Result The parameters of the variant variables can be derived automatically for the different organizational levels of the organization structure. Furthermore, it is possible to summarize the values of the organizational levels within the organizational structures. Creating Task Folders in the Organizational Structure Use Task folders are used to arrange organizational levels into substructures in the task list template. You can store default values for task folders as subfolders in the generic maintenance of the organizational levels (see Creating Organizational Hierarchies).
  8. 8. Procedure In the configuration transaction of the Closing Cockpit, access the Change <Template Name> screen. For the creation of task folders to be possible, the organizational structure of the relevant template must be displayed. In the desired task list or task list template, choose the relevant organizational structure. 1. In the organizational structure of the task list template, select the organizational level for which you want to create a substructure of task folders. 2. In the context menu, choose Create Subfolder. 3. Select the desired hierarchy level in the Specify Hierarchy Level and Description dialog box. You can select the following hierarchy levels depending on which closing hierarchy you select: Operating Concern, Controlling Area, Company Code, Phase, Folder. Add a suitable description. ○ When Folder is the organizational type, you can structure the tasks in your organizational structure any way you want. ○ When Phase is the organizational type, you can use a roadmap in the Web application to select the tasks of the task list by phases. However, this selection can be chosen only if the phase is created at the top hierarchy node. Folders and phases do not have values. Result You have now organized the overall process in substructures of process steps at the organizational level and portrayed it in folder form in the task list template. Creating Notes as Tasks Use Notes can be used to simplify complex processes. You can use a note, for example, to refer to necessary organizational preliminary activities that cannot be portrayed in the system, or to communicate instructions to users regarding the parameters to use in the transactions. Once included in the task list, notes cannot be subsequently changed manually because they are linked to neither a transaction nor a program. Notes solely serve as reminders. Procedure You start from the dialog box Closing Cockpit: Display/Create/Change Tasks (see Creating Tasks). 1. To store a text in the task list template as a note applicable to periodic processing of a task folder, chooseNotes. 2. Enter a text for the note (specifying the application where necessary). 3. Save your entries.
  9. 9. Example: Flow Definition 1. To include a flow definition within a flow definition (see also Flow Definition), choose the corresponding pushbutton and enter the required parameters in the Flow Definition: Task Details screen, such as the following: Field Name User Action and Values Name Flow Definition for Assessment Flow Definition 1-OM-CCA-1 (issued by the system) 2. Choose Back and return to processing the flow definition. 3. Save your settings. 4. To activate the flow definition, choose with the quick info text Activate (Ctrl + F3). 5. Choose Back and return to the task list template. Example: User Decision 1. To include a user decision in a flow definition (see also Flow Definition), choose the corresponding pushbutton and enter the required parameters in the Flow Definition: Detail of User Decision screen, such as the following: Field Name User Action and Values Name Check of planned distribution by report Message Title Check the planned distribution run of service cost centers Message Recipient User Message Priority 2 (very high) 2. Choose Back and return to processing the flow definition. 3. Save your settings. 4. To activate the flow definition, choose with the quick info text Activate (Ctrl + F3). Example: Fork 1. To include a fork in the flow definition (see also Flow Definition), choose the corresponding pushbutton and enter the required parameters in the Flow Definition: Fork Details screen, such as the following: Field Name User Action and Values Description Parallel Processing, Varying Cycle Size Parallel Branches 3 2. Choose Back and return to processing the flow definition. 3. Save your settings. 4. To activate the flow definition, choose with the quick info text Activate (Ctrl + F3). Example: Program with Variant 1. To include a program with variant in the flow definition (see also Flow Definition), choose the corresponding pushbutton and enter the required parameters in the Flow Definition: Task Detail screen, such as the following:
  10. 10. Field Name User Action and Values Description Distribution of Managerial Costs to Cost Center Program RKGALKSVB Variant RKGALKSVB_001 (create where necessary with corresponding parameters) Job name TESTRKGALKSVB_001 Authorization check with WF Batch (default setting) or user If errors, mail to: Workflow Initiator (default setting) or user It is only possible to include programs in flow definitions using input help. For customer-specific programs to be available for selection in the input help, they need to be entered in table SCMAPROGRAMS. For information about using a flow definition to include customer-specific reports in background processing, see SAP Note 325118. 2. Choose Back and return to processing the flow definition. 3. Save your settings. 4. To activate the flow definition, choose with the quick info text Activate (Ctrl + F3). Creating Remote Tasks Using SAP CPS Use In Closing Cockpit, you can create and schedule remote tasks for the purpose of processing tasks from other systems. To be able to centrally execute a close in Closing Cockpit in a distributed system landscape, the system requires a connection to SAP Central Process Scheduling by Redwood (SAP CPS). This is an additional function that is only available if you have implemented SAP Central Process Scheduling, in addition to SAP ERP. Closing Cockpit provides a connection to SAP Central Process Scheduling. Prerequisites ● You have made all settings required for connecting to SAP Central Process Scheduling. For more information about the use, availability, and features of SAP Central Process Scheduling, go to SAP Service Marketplace and see the Master Guide for SAP enhancement package 3 for SAP ERP 6.0, or go to the Internet address service.sap.com/process-scheduling. ● For users to be able to execute remote tasks, they also must be given authorizations for the respective activities. You have assigned the authorization object S_BTCH_EXT with the respective activities to the users. The permissible activities are listed in the authorization object. With regard to authorization object S_BTCH_EXT, see SAP Note 1112590. If an authorization for an RFC connection is missing, see SAP Note 1106488.
  11. 11. Procedure 1. Choose Add Task, as described in Creating Tasks. 2. For the task type, select the remote task and add the following: 1. a. Select the name of the remote task. The tasks must already exist in SAP Central Process Scheduling for them to be listed here. 2. b. If appropriate, select a Queue, provided your tasks are prioritized in SAP Central Process Scheduling. 3. c. On the detail screen of the remote task, specify the required value for the parameters of the task (optional). You might be able to make entries at this point, depending on how the individual tasks are configured in SAP Central Process Scheduling. Result You have created a remote task and assigned the corresponding authorizations needed for the activities to be able to schedule and execute the task. Defining Dependencies Use Programs and transactions that have been included in the task list template using chronological process steps as part of an organizational structure frequently involve business-related or system-related dependencies that need to be portrayed for the process flow to be processed smoothly. In the configuration of the Closing Cockpit (CLOCOC), you can display these predecessor relationships underDependencies. When you enter a relationship between programs and transactions here, this relationship is checked during subsequent processing in the application (CLOCO), thereby ensuring the correct sequence is applied. Prerequisites You have already assigned the transactions and programs as tasks in the task list template (see Creating Tasks). Procedure In the configuration transaction of the Closing Cockpit, access the Change <Template Name> screen. 1. To be able to define dependencies, choose Dependencies. 2. Select the task for which you want to define one or more (hierarchical) predecessor relationships. The combination of relationships is managed from the standpoint of the successor. In this way, an activity can have more than one predecessor. 3. If the selected task in the Dependencies detail screen appears, you can use drag and drop to assign to this activity any same-level or hierarchical predecessor from the task list template. Result
  12. 12. By creating dependencies in the Closing Cockpitapplication, you have ensured that programs and transactions can only be scheduled or executed once the predecessor activities have been processed successfully (without errors). Creating and Releasing a Task List Use To perform programs included in a task list, you need to specify variant values. With the separation of the task list template from the task list, you can define the structured process flow as a generic template and then make a task list available for processing with specific parameter values. The task list generated from the template automatically updates the time-related program parameters of the selection variants when you enter corresponding header information in the task list. Prerequisites You have already completely assigned the transactions and programs as tasks in the task list template (seeCreating Tasks). Procedure In the configuration transaction of the Closing Cockpit, access the Change <Template Name> screen. 1. Choose Template/Task List à Create Task List. 2. From the current task list template, the system creates a task list of the same name. You enter values for the parameters Key Date, Fiscal Year, and Posting Period for this task list. On the basis of the closing type selected in the task list, the system transfers from the task list template to the task list only those activities that are permitted in the task definition for that particular closing type. 3. You can make last-minute adjustments to certain data items of a task in the task list prior to the release: ○ Person Responsible ○ Planned Duration ○ Planned Start 4. To enable the task list to be used in the ABAP application or the Web application, you release it. To do this, select the Released entry in the Status field. To preserve the history, any changes made subsequently to the task list template are not forwarded to the task lists of the template in question. Result The configured task list is available in the application in the Closing Cockpit (transaction CLOCO) or in the Web application Closing Cockpit.

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