Customizing of Versions 

Purpose

You use this process to assign special versions to valid version combinations. By doing this, definitions are made once only and become available to any number of version combinations.

Prerequisites

You have performed the following steps in Customizing of Consolidation:

·        You have created the consolidation area, in which you want to customize your versions.

·        You have created the version(s) yourself.

Process Flow

Definition of valid version combinations

You need to define the version combinations you want to use in SAP Consolidation. To do this, go to Customizing of versions and choose Version Combinations.

·        If there is only one characteristic with the role version, then that version is identical to the version combination.

·        If there are two or more characteristics with the role version, you define the (appropriate) combinations you want to work with. By doing this, you limit the number of valid combinations.

Example 1

There are two characteristics with the role version:

·        Data category with the values Actual and Plan

·        Accounting Principles with the values U.S. GAAP and IAS

You use both accounting principles for planning, but you use only U.S. GAAP for creating consolidated statements with actual data. Therefore, you select the following three combinations (out of the four that are possible):

·        Actual / U.S. GAAP

·        Plan / U.S. GAAP

·        Plan / IAS

Example 2

There are three characteristics with the role version:

·        Data category with the values Actual, Plan, and Forecast

·        Valuation with the values Group and Profit Center

·        Accounting principles with the values U.S. GAAP and German HGB

You select the following version combinations:

Specify the following for each combination of versions:

·        Specify the consolidation frequency.

·        Specify what the system should do with documents that already exist when a run is repeated.

·        Specify which hierarchies (for example, item hierarchies) should allow for data entry onto hierarchy nodes.

For example, if you want to enter plan data onto hierarchy nodes (that is, totals items) to distribute the data using an allocation task afterwards, you need to select the corresponding indicator in Customizing for version combinations. The indicator applies to both manual data entry and data collection using flexible upload.

·        Specify a method for the validation of totals data.

Assignment of special versions to the valid version combinations

You assign the desired special versions to each version combination.

You can establish default settings that are valid for multiple combinations of versions. To do this, choose Special Versions ®Rules. The system uses a rule to derive the special version that is valid for a combination of versions.

At least one default rule must be defined, which always applies when no separate rule is assigned to a version combination. To define the default rule, select All Values for all characteristics with the role Version, and then enter the desired special version. SAP delivers special version 100, which is used by default for all version combinations. You can also use your own special versions for your rules.

Now you can define your own rules for specific version combinations, which can be used to derive other special versions.

You assign the special versions validity, attributes, and hierarchy structure to the version combinations separately for each characteristic of the special versions.

To assign the desired special versions to a version combination, choose Special Versions ® Assign to Combinations. The system shows for the version combination all of the special versions that were determined by the rules. You can overwrite the determined special versions with single values. To do this, you mark the inheritance symbol , choose Single Value in the context menu, and enter the desired special version.

You use the two version characteristics Data Category and Accounting Principles. You use the following permitted combinations:

·         Actual / U.S. GAAP

·         Plan / U.S. GAAP

·         Plan / IAS

·         Plan / German HGB

You want to use the value 200 in all plan versions as the special version Data Collection, except for the combination Plan / U.S. GAAP, for which you want to use the value 210.

Create a rule for special version Data Collection as follows: Plan / All Values -> 200.

Overwrite this rule with the value 210 for the combination Plan / U.S. GAAP.