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Description
This report lets you carry out internal activity allocation for coursesbetween training providerand participant by means of credit and debit memos.The participant's cost center is debited and the organizer's costcenter is credited with the course costs.
In addition, you can cancel bookings for participants for whom costshave already been allocated. You can change price or cost centerassignment data as long as costs for the participant have not yet beenallocated. Integration
You activate integration with Cost Accounting (CO) for activityallocation purposes in Customizing for Training Managementunder Internal Activity Allocation.Preconditions
- Participation must be flagged as 'relevant for activity allocation'.
You make this assignment when you execute the function Book withFee. If you do not use this function and book participation withoutfee assignment, the settings made for the participant type inCustomizing under Specify Participant TypeControl apply.
- The participant may not be on the waiting list.
- The participant's cost center assignment must be maintained.
- The account assignment object (cost center/order/PSP element) must be
maintained.
- The sender cost center must be maintained.
- The sender cost center and the account assignment object must be in the
same controlling area.
- The activity type must be maintained.
Note
To be able to use the internal activity allocation functions, you mustfirst create a network of activities. You must define plannedactivities and prices and the relevant activity types for the costcenters involved in the allocation process. For TrainingManagement purposes, however, it is sufficient to plan the activityprice of the sender cost center together with the activity type set inCustomizing in the step Specify Activity Types
.
The following points regarding activity typeare important:
ACTIVITY TYPE = 1 (manual entry andallocation) with the corresponding cost element (see point 2)
COST ELEMENT= secondary (internal allocationscreated by you, the customer)
COST ELEMENT CATEGORY = 43 (internalactivity allocation)
Planning activities/activity prices
PRICE = 1Features Selection
You can set parameters to determine the data output by the report:
Objects
There are a number of ways to start the report:
Enter one or more course groups. The system finds all of thecourses belonging to the specified group(s) and lists the participants.
Enter one or more course types. The system finds all of thecourses and participants belonging to the specified type(s).
Enter one or more courses whose participant fees are to beallocated.
Reporting period
Enter the exact period for which you want to determine participants forallocation.
List output
You can specify what data the report should output, such asparticipants not yet allocated for the courses specified.
You can select the indicator Hide non-relevant to specify thatcourses for which the report finds no results are not displayed in thelist.
Document date
Enter a date in this field if you want to change the default date ofthe activity allocation. This date is used purely for informationpurposes. The default date is usually the current date.
Posting date
The date in this field indicates when costs are to be posted to CO, inother words, the settlement period. The default date is usually thecourse start date. You can overwrite this date as required.
Example
You want to perform activity allocation for a participant of a coursethat started on February 2 of this year. However, you want costsallocated in the second quarter rather than in the first quarter. Inthis case, you enter April 2 of this year as the posting date.Output
The report outputs a list containing the following information percourse:
- Course
- Participant
- Organizational assignment
- Sender cost center
- Activity type
- Activity allocation price
- Account assignment object(s) (such as receiving cost center)
- Document number
You can perform activity allocation from the list screen.
If you select participants for activity allocation and chooseCreate activity allocation, all activity allocation data istransferred to CO.
The following process flow takes place:
A validation check is performed on the document items.
If the items are validated, a reference document is generated with thestatus transfer designated.
The BAPI/ALE for the activity allocation is called.
The status of the reference document changes to transfer effected (yellow/amber light).
Due to the fact that the systems may be decoupled (CO and PE indistributed systems), confirmation of this transaction is necessary toensure that the transaction has actually been executed.
For this purpose, you must call the function Compare document.The system searches for the original CO document.
If it finds the original document, the status of the reference documentchanges to Transfer confirmed (green light).
You can display the original document by choosing View ->Ref. <-> Original document.
If the original document cannot be found, the status of the referencedocument changes to Transfer incorrect (red light).
For more information on the procedure when the original document cannotbe found, refer to Error diagnosis.
You can execute the following functions from the list screen:
- Display the document flow for course, in other words, all of the
relevant allocation data that exists for the course. (The cursor mustbe positioned on the course.)
- Display the document flow for the participant, in other words,
all of the relevant allocation data that exists for the participant.(The cursor must be positioned on the participant.)
- Display document (reference document)
- Display error log (confirmations of check/execution of activity
allocation)
- Check whether the relevant data can be allocated. This function
also checks whether the settlement period is closed, in which case,data transfer to CO is not allowed.
- Cancel document: If activity allocation was incorrect, you can
cancel the CO document and execute the function again. This process isequivalent to generating a new document.
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