PERIOD END CLOSING ACTIVITY LIST

Nr.
Activity
Regular variances analysis

Responsible

Transaction

Timing

Description

KB21N (unproductive
time)
CO11N (production
hours)

Daily

Productive hours and unproductive time for permanent & temporary staff will be keyed to SAP for direct labour
hours reconciliation purpose

KB21N

Daily

For permanent & temporary staff, key of hours of presence

The shift manager or an administrative person would reconcile the direct labour hours at the end of each shift
or day, by comparing the sum of hours of the permanent staff, hours of the temporary staff and overtime with
the sum of production hours taken from confirmations of labour and the non productive taken from activities.

Key productive time per production order and unproductive

time per activity

Hours of presence

Reconcile Packing direct labour hours

Production

KSB1

Daily

Check that there are no discrepency between WM & IM

(PSA inventory only excluding stock to vendor)

Warehouse

LX03 / MB52
LI21 (storage type 999)

Daily

Check that there are no negative stocks in WM and

inventory adjustments pending to be processed in IM

Warehouse

LX03

Daily

Check that Shipped quantity equal to Invoiced quantity

Warehouse

VF04 (goods issued, no

billing)
VFX3 (billing, no
posting)

Production
HR

Weekly

As per operations policy, any units shipped should be invoiced. It would be checked regularly that the quantity
shipped is invoiced. This transaction shows the shipments to be invoiced.

MB5S

Weekly

For each reception of BOM or non BOM items, a suspense account AP - Goods Receipt / Invoice Receipt
Clearing is credited.
When GR and IR exists but does not match because price or quantity differences, investigation is necessary.
When problems solve, the suspense account can be cleared up. On a regular basis, it is necessary to check if
the clearing process runs properly.

GR/IR clearing

Finance
(Account
Payables)

Check list of blocked invoices for payment

Finance
(Account
Payables)

MRBR

Weekly

At the moment of the invoice verification, invoices can be posted and blocked for payment in case of price or
quantity discrepancies. The blocked invoices need to be analyzed and unblocked as quick as possible.

Check materials blocked for quality reason vs. Credit note

to be received

Finance
(Account
Payables)

MB51 (mvt type 161, 122)

MB5S

Weekly

For all the blocked materials, check that a credit note has been asked to the supplier before the goods are
returned

Check error messages from production & process orders

Production

COGI

10

Check process & production orders are technically closed

Production

COIO (process)
COOIS (production)

Weekly

Process & production orders should be technically closed by the Miniplants. The not closed orders but started
in manufacturing will be posted to Work in process.

11

Check production variances for process & production

orders

Production &
Controlling

ZOFCO01
COR3 (process order
by process order)
CO03 (production order
by production order)

Weekly

Production variances would be analyzed on a regular basis in order to highlight any abnormal deviation and
check if any corrections have to be made before closing the period.

12

Review PPV

Purchasing &
Controlling

KSB1

Weekly

Purchase price variances would be analyzed on a regular basis in order to highlight any abnormal deviation
and check if any corrections have to be made before closing the period.

13

Check stock movements

Warehouse,
Planning,
Production &
Controlling

MB51, MB52

14

Control differences when cycle count

Controlling

LX17, LX18

All dpt &

Controlling

S_ALR_87013611
S_ALR_87013018
S_ALR_87013019
GR55
KO23

Weekly

KSB1

Weekly

Controlling

ZGLMM31

Weekly

Controlling

CKAPP01

Weekly

Purchasing &
Controlling

ZOFCO02

Weekly

15

Monitor expenses

16

Check unproductive hours to be invoiced to suppliers and

raise the invoice

17

Check condition type of the inforecords are properly

maintained (tooling cost, freight,)

18

Display the list of material to be costed (in production)

19
PEC tasks

Maintain tooling master data

TBC

Daily

Consumption movements for process and production orders are made automatically. For some reasons,
errors could happen, errors need to be managed on a daily basis via the COGI transaction.

At least one time before When materials are backflush and not reconciled at the end of the order, there must be a physical stock
counting periodically, at least when materials are returned to stock and at least at the end of each period;
month end
Scrap movements should be checked on a regular basis and movements with a significant value should be
analyzed.
When cycle counts are
done

When cycle counts are executed, controlling shouck check the value of stock adjustments related to the cycle
count process before warehouse do the transaction to post the differences; all amounts exceding 5000 must
be justified
Follow up actual expenses and commitment against budget per cost center
S_ALR_87013611: Cost Center: Actual vs Plan; S_ALR_87013018: Internal Order: Plan, actual and
commitment; S_ALR_87013019: Internal Order: Budget, actual and commitment; KO23 display budget per
internal order.

Quality department will inform Finance about hours to be invoiced to supplier for non quality reason (sorting
hours to be charged). Note the total of hours to be invoiced should be matched with the unproductive hours
'supplier non quality'

Maintain the internal order/material table and check consistency with tooling application tables maintained by
Purchasing team.
Dubbel maintenance

Nr.

Activity

Responsible

Transaction

Timing

Description

20

Maintain data for stock at supplier

Purchasing

ZGLMM6

Week-1

Stock report from suppliers should be sent on a regular basis and at least before month-end. This information
will be used to calculate Coty liability and E&O risk; communicate to Controlling

Week-1

21

Run product costing

Controlling

CKMTOPPRICEDIF
BW report VAL01 +
CK11N / CK40N
(calculate)
CK24 (mark & release)

22

Inventory by storage type

Controlling

LXO3

Day D-1

23

Post risk for material blocked

Finance

FB01

Day D-1

24

Prepare periodic accruals (recurring accrual - same

amount)

Finance

F.14

Once a year

25

Prepare periodic accruals (recurring accrual - different

amount)

Finance

FB01

from Day D-1 to Day+1

26

Post periodic accruals (manual accrual)

Finance

FB01

from Day D-1 to Day+1

27

Reverse accruals

Finance

F.81 (individual)

28

Upload salary file

Finance

programme ZFRFII0005

29

Check salary interface

Finance

SM35/FB03

30

Check reconciliation accounts (customers, vendors and

stocks)

Finance

S_ALR_87012172
S_ALR_87012082
MB5L

Day D+1

31

Check balance of the 8 accounts

Finance

ZCYFI63

Day D+3

32

Settlement investment order to Assets under construction

Finance

KO88

Day D

33

Check balance of asset clearing account (537999)

Finance

FS10N

Day D

34

Run depreciation posting current period

Finance

AFAB

Week-1

35

Reconciliation of Asset subledger with General ledger

Finance

S_ALR_87011963

36

Close period in the asset sugledger

Finance

OB52

35

Settlement of tooling internal order

Controlling

KO88

Central

OB08

Central
Finance
Finance

Job ZMMM_CLOSE_LOG
OB52

36
Maintain exchange rate
Tasks from day D
37
38
39

Close MM previous period + Open MM next period

Open FI-AP, AM/AA, FI-AR, FI-GL next period
Check period posting

40

Run E&O application

41

Post ICO stock in transit

42

Key D/L man hours for the shifts of the last day of the
month (to check with Production)

43

Controlling &
Planning
Finance

ZGLMM12
MB5S/FB01

Day after M-1 closed

Check with materilas have a deviation more than 1% betwenn std cost and actual cost. If yes, std cost needs
to be recaluclated.
When adjustments to existing standard costs need to be done due to a standard cost increase or decrease of
plus or minus 10%, run product costing for the new period (cost estimate, mark and release). As a result,
inventory will be revaluated. Only for the next period. Note mark and release transaction needs to be done on
the 1st of each month before any movement is performed.
At the end of the day (D-1), display the stock by storage type to accrue the rejected inventory value.
Controlling will inform Finance
Post risk for materials poyentially rejected and therefore to be destroyed.
Recurring entries are posting on defined accounts that need to be executed every period. The postings can
be predefined in SAP and can be scheduled according to a specified time frame. The recurring entries are
done once a year. The recurring document can be launched via a batch every month.
A template/model can be created with accounts/cost centers. Only amounts need to be updated every month.
Execute the recurring entries.
This transaction is a manual activity to reverse accruals made with transaction FBS1 and doc type SC

Day D-3
Payment date -1

Week-1

Day D - 00H00
Day D-1
day D
Week-1
day D

The payroll system should supply every amount to be posted for every concept (cost element /accrual
account) and for every cost center. It is processed by a batch.
Check the amount on the reconciliation account with the total of the sub-ledger.
F.03 for Accounts Receivable and Accounts Payable
S_ALR_87012172 for detailed check in Accounts Receivable
S_ALR_87012082 for detailed check in Accounts Payable
MB5L for stock check.
There is a report to check the unbalances for the 8 accounts called "Control Reports"
Transfer investment order to assets under construction

From the first day of the new period in which the asset is taken in actual service, depreciation is posted.

When reconciled, close the asset subledger

When tooling recovery is posted against the dummy internal order, a distribution needs to be done to the right
internal order
Maintain currency exchange rates
Automatic job
Manual
Check the 1st posting of the month M+1 is executed within the correct month.
Run the E&O application. To get the same stock at month end, it is possible to run it through a batch.
Post stock in transit when goods from ICO have not yet been received and ICO invoices have been received.
So Stock and Account payables are balanced.
The hours of the morning & afternoon shifts done the last day of the month will be keyed on the current
month.
The hours of the night shift done the last day of the month will be keyed on the next month.

production

CO11N

day D-1 + day D

Check clearing suspense account

Finance

VF04
MB5S

day D

44
45
46

Close Account Payables FI-AP

Close Account Receivables FI-AR
Check that depreciation is posted

Finance
Finance
Finance

OB52
OB52
FS10N

day D+1
day D
day D

47

Check error messages from production & process orders

Controlling

COGI

day D

The execution should be done by production; Controlling only check the progress.

48

Check process & production orders are technically closed

Controlling

COIO (process)
COOIS (production)

day D

Process & production orders should be technically closed by the Miniplants. The not closed orders but started
in manufacturing will be posted to Work in process.

49

Check production variances for process & production

orders

Controlling

ZOFCO01
COR3 (process order
by process order)
CO03 (production order
by production order)

day D

Production variances would be analyzed on a regular basis in order to highlight any abnormal deviation and
check if any corrections have to be made before closing the period.

Process billing due list

List of GR/IR Balances

Nr.
50

51

52

53

Activity
Calculate actual packing direct labour rate

Calculate actual making direct labour rate (cost per kg)

Calculate Work-In-Progress

Run period-end Overhead and E&O calculation. Post

adjustments (Manual adjustment M4 & M5)

Responsible
Controlling

Controlling

Transaction
KSS2 + KSII

CPTD,CPP5,CPS2,
CPII

Controlling

KKAO

Controlling

CO43 (Collective)
KGI2 (Individual)
FB01

Timing
day D

day D

day D

day D+1

54

Calculate Production variances

Controlling

KKS1 (Collective)
KKS2 (Individual)

day D+1

55

Order Settlement (posting)

Controlling

CO88 [collective]

day D

56

Actual costing / material ledger

Controlling

CKMLCP

day D

57

Post Capitalized variances OVH (Manual adjustment M6)

58

Manual reclassification PDL, MDL, E&O, OVH (Manual

adjustment M1)

59

Actual making rate is calculated in 3 steps:

- calculate the making direct labour within the process order (=equivalent to the packing hours confirmation)
- distribute the actual compensation by family (business process) based on (actual qty notified @ std rate)
- calculate the actual rate per family

Work-in-process represents production costs of incomplete production or process orders at period-end. In

order to balance sheet accounts to accurately reflect company assets at period end, WIP costs are moved
temporarily to WIP balance sheet and an offsetting P&L account. WIP postings are canceled during periodend processing when bulk or finished goods are delivered to inventory.
The value of WIP is calculated at actual costs based on the difference between the debit for material usage,
direct labour costs and overhead costs (that is, the actual costs assigned to the object) and the credit from
goods receipts at standard cost.
At the period-end, the actual recovery needs to be calculated within the production orders. The actual
recovery is equal to

For Overhead: Standard overhead rate X (actual quantity of BOM and D/L X planned cost)

For E&O: Standard E&O rate X (actual quantity of BOM X planned cost)
E&O applied only depending of E&O policy
Calculate the total, production and substitution variances for closed production and process orders:
- Material usage variances
- Efficiency (DL man hours) variances
* standard used -/- actual used x standard tariff.
* planned used -/- actual used x standard tariff.

Work-In-Process for incomplete orders or variances for closed orders are transferred to financial Accounting.
Actual costing determines what portion of the variance is debited to the next highest level of BOM using
material consumption. Variances can be rolled up over multiple levels to the finished goods.
Overhead capitalized variances are a portion of the OVH variances (Actual OVH -/- OVH recovery) that
need to be integrated in the valuation of Finished good inventories. This portion will be calculated based on
the inventory on hand and the shipment at the end of each period. It is a manual posting.

FB01

day D+1

Controlling
Finance

KSB1 (cost element)

FB01

day D+1

Calculate Freight and overheads recovery adjustment if

applicable (Manual adjustment M8)

Controlling
Finance

SQ01
FB01

day D+1

Due to SAP set-up, overheads recovery and freight reconcery are booked in the same account for
subcontracting activities. When applicable, journal need to be posted to split each concept. It is a manual
posting; information will be provided by Controlling to Finance

60

Check HFM 2081 Reconcile to Zero (Manual adjustment

M9)

Controlling
Finance

FBL3N
MB51
FB01

day D+1

Blueprint costing configuration defines that at the end of period end close, HFM 2081 should reconcile to
Zero. If Sum of SAP G/L accounts mapped to 2081 are not Zero. It is a manual posting; information will be
provided by Controlling to Finance

61

Post production variances split (Automatic posting or

Manual reclassification Variance Allocation Journal)

Controlling
Finance

FB01

day D+1

At month end, all production variances are booked under one SAP G/L account. For HFm report purpose,
production variances need to be split by cost element. It is a manual posting; information will be provided by
Controlling to Finance

62

Post E&O provision

Finance

FB01

day D+1

Following E&O risk analysis the over/under E&O recovery should be posted. It is a manual posting;
information will be provided by Controlling to Finance

63

Settle depreciation to the right division when shared tooling

Controlling

KO88

day D+1

64

Post COGS per cost component (Automatic posting or

Manual adjustment M2)

Controlling
Finance

FB01

day D+1

65

Post COG Manufactured and production units in Statistical

accounts (Automatic posting or Manual reclassification
statistical postings)

Controlling
Finance

FB01

day D+1

For HFM report purpose, production equivalent units and cost of good manufactured are posted under
statistical accounts. It is a manual posting: information will be provided by controlling to Finance

66
67

Issue estimated P&L and balance sheet

Check reconciliation FI -/- New G/L

Controlling
Finance

ZCYFI71/ZCYFI62
GCAC

day D+1
day D+2

Ledger Comparison

68

Prepare the distribution per profit center in New G/L

Controlling

GA35

day D+2

69

Check the distribution per profit center and all the New G/L
reports

Controlling

GD13, GD23, ZCYFI71,

ZCYFI78, ZCYFI79,
ZCYFI62, ZCYFI63

day D+2

70

Issue final P&L and balance sheet. Prepare flash for

submission

Controlling

ZCYFI71/ZCYFI62

day D+3

OB52

Day D+3

71
Reporting
72
73

Close FI-GL previous period

Upload BW data
Flash submission

Finance

Description
Actual packing rate is calculated in 2 steps:
- collect the actual hours valued at standard rate per cost center
- calculate the actual rate per cost center

Finance

For HFM report purpose, COGS needs to be split by cost component. It is a manual posting based on
information issued by ICO report (BW report)

Identify the items that have been posted against the common profit center and define the distribution rules (if
applicable)
When central team has executed the distribution, controlling should check the results

ZCO_START_PEC_PCH
Controlling

Controlling informs, Finance executes the posting

day D+4

Manual

Nr.
74
75

Activity
HFM submission
MOR submission

76

Other reports

Responsible
Controlling
Controlling
Controlling

Transaction
BW
ZOFCO02
ZOFCO0008
ZFRCO01

Timing
day D+4
day D+6
From day D+3 to D+10

Description

Tooling over/under recovery

E&O risk calculation
subcontracting losses report