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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

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:

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 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:

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.
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.