Time Dependency of Master Data

Use

You can maintain master data for cost centers, activity types, and business processes with time-based dependencies. This enables master data to be defined as valid only for specific time intervals. Saved data is also time-dependent, creating a historical dataset with multiple database records for a given master data record.

Features

The time dependency of fields is predefined by SAP and cannot be changed. The following time dependencies are possible:

  • Not time-based

    The corresponding fields apply to the entire period of existence of the object.

    Example: Hierarchy area

  • Day-based time dependency

    The corresponding fields are valid for one or more days. You can change the fields as often as you wish.

    Example: Lock indicator

  • Period-based time dependency

    The corresponding fields are valid for one period (for example, a month) and cannot be changed during that time.

    Example: Profit centers

  • Fiscal-year-based time dependency

    The corresponding fields are valid for an entire fiscal year and cannot be changed during that year.

    Example: Cost center currency

For fields with day-based time dependency, you can set an indicator in Customizing for the master data to specify whether they are to be saved with time dependency and so become historically relevant. See for example the documentation under Start of the navigation path Cost Center Accounting Next navigation step Master Data Next navigation step Cost Centers Next navigation step Define Time-Based Fields for Cost Centers End of the navigation path.

Fields with period-based and fiscal year-based time dependencies are always historically relevant.

Caution Caution

Time-based storage can result in large data volumes. Therefore, define only important fields as historically relevant.

End of the caution.

Note Note

If the contents of all fields marked as historically relevant are identical in consecutive analysis periods, the system replaces the multiple data records during master data maintenance with a data record for all the single-record periods.

End of the note.

Activities

  • If you change master data marked as historically relevant, and define a new analysis period for the changed fields, the system creates new data records and shortens the validity period of existing records.

    Example Example

    You create a cost center valid from January 1, 2006 to December 31, 2009, with manager Brown. You then define a different manager for the period from January 1, 2007 to December 31, 2007. You marked the Manager field as historically relevant in Customizing.

    This results in three data records. To display these in master data maintenance, select the Person responsible field and choose Drilldown:

    • One data record for the interval from January 1, 2006 to December 31, 2006, Manager: Brown

    • One data record for the interval from January 1, 2007 to December 31, 2007, Manager: Smith

    • One data record for the interval from January 1, 2008 to December 31, 2009, Manager: Brown

    End of the example.

  • If you change master data fields marked as historically relevant without defining a new analysis period, the system changes the existing data record for the entire analysis period selected. These changes are listed in the change document.

    Example Example

    You proceed as with the previous example, but change the Person responsible field without defining a new analysis period. The system creates only one data record for the Person responsible field from January 1, 2006 to December 31, 2009, Manager: Smith.

    End of the example.

  • To change historically-relevant fields in multiple analysis periods, select the appropriate analysis periods during master data maintenance.

  • If you change master data fields that are time-dependent on a daily basis, and not marked as historically relevant, the system changes the existing data record for the entire analysis period selected. You cannot define a new analysis period. You can find these changes listed in the change document.

    Example Example

    You have set the indicator for Person responsible to not historically relevant. Proceed in the same way as the previous example. The system creates only one data record for the Person responsible field from January 1, 2006 to December 31, 2009, Manager: Smith.

    The change document lists the master data field changes. To display the individual changes, choose Start of the navigation path Environment Next navigation step Change documents Next navigation step For field/For cost center End of the navigation path in the master data maintenance, for detailed information on each change. Double click to call up the detailed information for each change.

    End of the example.

  • If you change master data fields that are not time-dependent, the system changes the existing data record for the entire period in which the master data exists. When you change these fields, no new analysis period may be entered.

  • Time-based master data storage reduces the maintenance requirements in the system. You can create master data across fiscal year boundaries, and use this data for more than one year without having to recreate the data again each year. You can make changes relevant to a given time-period at any time, without immediately affecting the current data.

    Example Example

    In one case you created a cost center with the following data:

    • Cost center 4110

    • Validity period: January 1, 2006 to December 31, 2010

    This has the advantage that the cost center can be processed in the system up to and including December 31, 2010.

    In another case you created a cost center with the following data:

    • Cost center 4110

    • Validity period: January 1, 2006 to December 31, 2006

    This has the disadvantage that cost center 4110 must be created again if you require it for the following fiscal year.

    End of the example.

    This rule applies to other objects in Cost Center Accounting, such as cost elements, activity types, and business processes.

    In the example above, the analysis periods correspond to year boundaries according to the calendar year. You can, however, define periods not based on the calendar year.

    This is especially necessary when you have used the fiscal year variant in Financial Accounting to define a postponed fiscal year, an overlong fiscal year, or a shortened fiscal year. In these cases, the master data is not based on the fiscal year variants.