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Define Planning
Layout
In this activity, you define the entry screens
for sales and profit planning. These definitions are referred to as "planning
layouts" and represent structures of rows and columns.
Note: In most cases, you should create a
planning layout via automatic generation from the parameter set for the
planning method Enter Planning Data. The only
planning layouts that you need to create manually are those with complex lead
columns containing several characteristics that are specified by row. An
example of such a planning layout is one for displaying a contribution scheme.
In such cases, you have to ensure that the planning layout is compatible with
the planning level. This means that all the planning level characteristics in
the planning layout must occur in the General Selections, the lead columns or
the value columns.
Each planning layout is valid for one operating
concern.
If you are using parallel
currencies in the current operating concern, you need to decide
whether you want to plan the planning data in the planning layout
- in just the operating concern currency,
or
- in the operating concern currency and the
company code currency.
You should make this decision first
thing when you create this layout.
If you are also using parallel
valuations in the current operating concern, then you have a wider
choice of options for planning the planning layout:
- Only in the operating concern currency with
legal valuation, or
- In any valuation approach (that is, in the
operating concern currency and/or company code currency with legal and/or
profit center valuation.
This planning layout setting cannot be changed
retrospectively.
The setting that you make determines which of
the characteristics company code and
currency type are made available to you for the planning layout
definition:
- If you plan in just the operating concern
currency (with legal valuation), you cannot select characteristic
currency type. You can select characteristic company
code as a normal characteristic.
- If you would like to plan in both currencies,
you must select characteristics company
code and currency type.
- If you would like to plan with profit center
valuation, you only need to select characteristic currency
type .
If you also store your planning data in the
current operating concern on the basis of calendar weeks ,
you then need to decide when you start defining a planning layout whether you
want to use it to edit planning data for posting periods or to edit weekly
data.
Characteristics
and value fields
Every field on the screen belongs to a row and
a column of the planning layout. The content of the field depends on the
characteristics and value fields used to define the corresponding row and
column.
One characteristic you can use is the
plan/actual indicator. This makes it possible to display actual values in
planning for informational purposes. If you use the plan/actual indicator, you
need to specify a value for it in each column. In "actual" columns, you cannot
choose the characteristic "Version", whereas in "plan" columns you are
required to do so.
Characteristic
values
Characteristic values that are specified in the
planning layout are overwritten by those specified in the planning package and
in the planning level. This is because the selections made in the planning
package and in the planning level supercede those in the planning layout. You
should therefore make your selection in the layout as flexible as possible,
which can usually be achieved by entering "*" as the characteristic value in
the simple lead columns and in the general data selections. This entry
captures all possible characteristic values and can be replaced by a single
value or by an interval. However, the entry "*" is not permitted as the
characteristic value for the following characteristics, which are
exceptions:
- Currency type (or controlling area, for
account-based CO-PA)
You need to enter
the single value that is specified for this characteristic in the version
specified in the planning level or in the planning package.
You need to create a
variable. During planning, the variable is then filled via the selection made
in the planning package or the planning level.
You need to create a
variable for every "from" value and every "to" value.
In complex lead columns and in value columns
that also cannot take "*" as an entry, you need to use single values or
variables that are then replaced during planning with selections from the
planning package or the planning level. If you specify more characteristic
values than there are in the planning package or the planning level, then
entries cannot be made in the corresponding fields during planning.
To enter a local variable for a
characteristic value, select the checkbox "Variable on/off". Such
variables are filled using the selections in the planning package or the
planning level. You just need to ensure that the planning layout has the same
number of variables for a characteristic value as the selection from the
planning package or planning level. If, for example, there are two columns in
the layout and each has a variable for the version, then the package should
contain two single values for the version. If a "from" variable and a "to"
variable have been entered in the general data selections for a
characteristic, then a from-to value must also be specified in the package or
level.
Variables are valid only in the planning layout
in which you define them. You can define the varaible name as you wish; it is
unique for each characteristic and can therefore be used for different
characteristics within a layout. For example, variable "1" for the
characteristic "Version" is not the same as variable "1" for the
characteristic "Division". Furthermore, a variable can be used more than once
in the same layout. For example, variable "1" for "Version" can occur in the
first and second columns.
Text
variables can be used anywhere where you would normally enter texts.
To use a text variable, you need to enter "&$" followed by the name of the
variable.
The function
Extras -> Variables -> Variable definition
lets you assign the variable to a characteristic. When you enter planning, the
system automatically finds a text depending on the value selected for that
characteristic. (You cannot replace text variables manually.)
Note
For variables which refer to numeric fields,
you can also use addition and subtraction. The variable is extended by a "+"
or "-" and a number with up to two characters.
Example
The following layout, for example, allows you
to plan the current fiscal year in the planning session by entering a
variable, while allowing you to display the figures from the previous year for
comparison purposes in another column.
Column 1: A (period from) and B (period to)
Column 2: A-12 (period from) and B-12 (period to)
The variables in column 1 could be replaced
with 01/200 (period from) and 12/2000 (period to).
Those in column 2 could be replaced with 01/1999 (period from) and 12/1999
(period to).
Activities
Define
elements
Except for a few minor differences, you define
planning layouts the same way you define forms for the information
system.
A planning layout consists of the following
parts:
You define the
header by choosing "Edit -> Gen. data selection" from the menu or by
double-clicking the word "Planning layout". The general data selection
determines which characteristics and characteristic values appear where in the
header.
- Lead columns and value columns
Here you choose the
characteristics, characteristic values and value fields you want to
plan.
Define the
header
In the general data selection, you specify the
characteristics and characteristic values that you want to apply to all the
rows and columns of the layout. For example, you should enter a version here
if you want the entire layout to be for that version. The general data
selection simplifies the layout and makes it easier to avoid errors when
defining it.
Once you have specified a value for a
characteristic in the header, that characteristic is no longer offered for
selection in the rows and columns.
Under "Edit -> General data selection ->
Gen. data selections", you can select as many characteristics as you like for
the header of the planning layout. All these characteristics apply for all the
rows and columns of the layout.
Under "Edit -> Gen. data selection ->
Header layout..." you can sort the characteristics as you would like them to
appear in the header. Note that the system can only display up to nine
characteristics in the header.
Define lead
columns
There are two ways you can define lead
columns:
1. Define
simple lead columns via the column header
You define the first
lead column by double-clicking the column header. You can then add new lead
columns via the menu option "Edit -> Columns -> New lead column". Note
that the new lead column is always inserted in front of the
existing lead columns! If you define lead columns this way, you can only
choose one characteristic for each lead column.
Note: You should only define in this way in exceptional
circumstances, such as to postprocess a planning layout. Normally, such a
layout with simple lead columns should be generated automatically from the
planning level.
2. Definition
of a specific lead column from the rows (complex lead column)
If you choose to
define the lead column this way, you need to define each row individually. You
can specify characteristics, a value field or a formula for each row. For
example, this allows you to display a contribution margin in a lead column.
The procedure you use is the same as that for defining value
columns.
Note
Remember that you determined whether the value
fields go in the rows or the columns of the planning layout when you defined
the first row or column. You cannot change this decision later.
Define value
columns
There are three ways to define a value
column:
1. Define a
normal column using characteristics or value fields
You define the first
value column by double-clicking that column's header. You can define
additional columns in the free space following the first column by
double-clicking in that space. After choosing the desired column, specify the
desired characteristics and characteristic values.
Intervals of
characteristic values in one row (for example, products A through H) are not
allowed. If necessary, enter "#" for "not assigned".
It is important that
you choose the same characteristics for every column, with the exception of
the version, if you are using different plan/actual indicators. (The version
must be specified in plan columns, and cannot be specified in actual
columns.)
2. Define an
attribute column
You can enter the
following attributes:
The distribution key
determines how cumulative values are distributed to the individual periods.
This makes it possible to represent seasonal trends across
periods.
If no distribution
key is entered, the system distributes proportionately according to the
existing data, or evenly if no data exists yet.
This attribute lets
you assign a currency or quantity unit to a value field.
If you choose the
attribute "Action", you can enter delta (= changed) values to help you solve
calculations. For example, say you want to add USD 15,000 to the existing plan
value of USD 40,000. Here you would enter "+" in the field "Action" and
"15000" in the value column.
If this indicator is
set, it means that a long text exists for the profitability segment in that
row.
This attribute lets
you display all characteristics, even those not used in the planning
layout.
Again it is
important that the same characteristics are chosen for every column. The only
exception to this are characteristics of time, which cannot be chosen for the
attributes "Distribution key", "Action" and "Unit". For the attributes "Long
text indicator" and "Characteristic", neither characteristics of time nor
value fields can be chosen.
The attributes
"Distribution key", "Unit" and "Action" are always linked directly to one data
cell. There are two ways you can define these attributes:
You can assign the
attributes directly to a value column via the menu path "Edit -> Columns
-> Append additional fields". If you later want to change the
characteristic value in the assigned value column, the system can
automatically change the attribute column accordingly, if you
desire.
If you define the
attribute by double-clicking in the space next to the existing value column,
the system does not create a reference. In this case the system requires you
to enter the characteristics and values again. If you choose the attribute
"Unit", this field will contain either the quantity unit or the entry
currency, depending on the corresponding value field. For more information
about units and foreign currencies, see the CO-PA documentation (SAP
Library).
3. Define a
formula column
To define a formula
column -- a value column for which the values are calculated using a formula
-- proceed as follows:
Double-click the
free space after a value column and choose the element type "Formula". In the
next dialog box, you can define a formula using the value columns you have
already defined.
Using the menu
option "Formatting -> Ready for input y/n", you can define rows or columns
of your layout as mere display rows or columns, in which no manual entry can
be made. This makes sense if you want the system to display certain data, such
as a different plan version than the one being planned, for purely
informational purposes.
Example
Value column 1:
(ready for input) Plan price (Revenue/quantity)
Value column 2: (calculated) Plan revenue
If you want to plan
the price directly, you need to activate this field for input using the
function "Formatting -> Ready for input y/n". The price will not be stored
in the database. Therefore you need to calculate a database field from the
price. In the above example, that field is the revenue. Consequently, the
field "Revenue" is locked for manual entry and defined by the inverse formula
"quantity * price". For another example of an inverse formula, see the
standard planning layout 0-SAP05 (operating concern S001).
Default
settings for decimal places and display factor
When you define the planning layout, you can
set the number of decimal places you want displayed as well as a display
factor (e.g. planning in 1000s) for each column. These settings can be changed
at any time in planning.