User Guide | PUBLIC

SAP Product Lifecycle Costing

2024-07-29

Application Help for SAP Product Lifecycle

Costing
Release 4.0 Support Package 7
© 2024 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 SAP Product Lifecycle Costing 4.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

2 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.1 Logging In. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.2 My Home. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.3 Autocomplete for Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.4 Managing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

3 Searching and Filtering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

3.1 Searching Globally. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3.2 Filtering in the Cockpit View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
3.3 Filtering in the Calculation View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Simple Filtering in the Costing Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Filtering in the Side Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Advanced Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3.4 Filtering in the Administration View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
3.5 Filtering in the Variants View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

4 Using the Cockpit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

4.1 Using Tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4.2 Assigning Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

5 Personalizing Your View with Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

5.1 Changing the Layout in the Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
5.2 Changing the Layout in the Side Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.3 Working with Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

6 Working in Collaborative Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

6.1 Opening with a Filter in Collaborative Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
6.2 Limitations in Collaborative Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
6.3 Resolving Conflicts in Collaborative Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

7 Optimizing Performance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

8 Folders, Projects, and the Project Lifecycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

8.1 Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Creating a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Moving a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Renaming a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Application Help for SAP Product Lifecycle Costing

2 PUBLIC Content
 Deleting a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
8.2 Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Creating a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Deleting a Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Working with Project Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Moving a Calculation to Another Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Moving a Project to a Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
8.3 Project Lifecycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Selecting Lifecycle Periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Entering Lifecycle Quantities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
One-Time Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Surcharges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Preparing Versions for Lifecycle Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Calculating the Project Lifecycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Lifecycle Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Authorizations for Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

9 Calculations, Calculation Versions, Costing Structures, and Items. . . . . . . . . . . . . . . . . . . . . . 98

9.1 Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Creating New Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Copying a Calculation and Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Renaming a Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Deleting a Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
9.2 Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Creating Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Creating a New Version as a Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Understanding Version Header Data in Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Tracking Changes in a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Disabling Automatic Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Opening a Calculation Version in Collaborative Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Renaming a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Deleting a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Setting a Calculation Version to Current. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Highlighting Items in a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Comparing Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Sharing a Link to a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Opening a Shared Link to a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Analyzing Costs in a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Freezing a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Using Master Data in Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Changing the Valuation Date in a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Using Costing Sheets in Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Application Help for SAP Product Lifecycle Costing

Content PUBLIC 3
 Mass Change for Items in a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Referencing Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
9.3 Costing Structures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Creating Costing Structures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Working with Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .169
Item Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Organizational Data for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Quantities for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Prices for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Calculated Values for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

10 Creating Variants and Variant Matrixes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

10.1 Variant Base Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
10.2 Variant Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Creating a Variant Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .215
Opening a Variant Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216
Changing Quantities and Units of Measure in a Variant Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . 216
Remove Markings to Accept Changes from Base Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Deleting a Variant Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
10.3 Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Creating New Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Deleting Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Displaying Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Calculating Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Creating a Sum Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .224
Generating Calculation Versions from Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
10.4 Performance Optimization for Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

11 Integrating Processes, Work Centers, and Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

12 Automatically Determining Accounts and Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

12.1 Determining Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Automatic Account Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Disabling Automatic Account Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
12.2 Determining Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Valid Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Automatic Price Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Setting Prices Using Prices from Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Changing Values in Price Fields Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

13 Calculating Quantities and Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

13.1 Calculating Total Quantities of an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Base Quantities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Application Help for SAP Product Lifecycle Costing

4 PUBLIC Content
 Assembly Quantities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Lot Size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Fixed Quantities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .252
13.2 Calculating Total Costs of an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .253
13.3 Calculating Overheads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
13.4 Rolling Up Costs and Calculating on Assembly Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256

14 Creating Custom Fields and Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

14.1 Custom Fields for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Creating Custom Fields for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Modifying Custom Fields for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Deleting Custom Fields for Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .266
Rollup of Custom Field Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Formulas for Custom Fields for Items and Standard Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Calculated Values for Custom Fields for Items and Standard Fields. . . . . . . . . . . . . . . . . . . . . . 297
Units of Measure and Currencies for Custom Fields for Items. . . . . . . . . . . . . . . . . . . . . . . . . .299
14.2 Custom Fields for Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Creating Custom Fields for Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303
Modifying Custom Fields for Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .306
Deleting Custom Fields for Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307

15 Importing BOMS, Routings, Document Structures, and Costing Structures. . . . . . . . . . . . . . 309

15.1 Connecting to an SAP ERP System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309
15.2 Selecting a Level of Import from SAP ERP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
15.3 Importing BOMs and Routings from SAP ERP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Steps for Importing BOMs and Routings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
15.4 Importing Document Structures from SAP ERP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Steps for Importing Document Structures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
15.5 Importing Costing Structures from Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .316
Steps for Importing Costing Structures from Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . 317
Field Requirements for the Microsoft Excel Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Importing Items with Custom Item Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Importing Values for Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Importing Values for Standard Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Creating an Import File Using the Microsoft Excel Template. . . . . . . . . . . . . . . . . . . . . . . . . . . 344
15.6 Importing and Linking Calculation Versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Steps for Importing and Linking a Calculation Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Steps for Updating and Taking Over Changes from a Linked Version. . . . . . . . . . . . . . . . . . . . . 352
Understanding the Difference Between Linked Versions and Referenced Versions. . . . . . . . . . . 354

16 Analyzing and Reporting with External Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

16.1 SAP PLC Analytic Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .359

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16.2 Accessing Views Using SAP Analysis for Microsoft Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
16.3 Accessing Data from Custom Calculation Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .365
16.4 Comparing Versions in SAP Analysis for Microsoft Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366

17 Master Data: Creating Prices, Costing Sheets, Global Settings, and More. . . . . . . . . . . . . . . 369
17.1 Working with Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
Creating Master Data In the Administration View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Using Master Data from SAP ERP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
17.2 Costing and Analysis Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .375
Account Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Material Account Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Valuation Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .384
Overhead Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .385
Cost Component Splits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Costing Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
17.3 Logistics Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Plants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .403
Work Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Material Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .409
Material Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Materials (General Data). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .410
Materials (Plant-Specific Data). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Material Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .418
17.4 Finance Master Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Controlling Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .420
Company Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Profit Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Business Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Activity Types and Account Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Activity Prices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
17.5 Global Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Other Languages for Master Data Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .430
Personal Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Currencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436
Exchange Rate Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Currency Exchange Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438
Units of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440

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 Material Price and Activity Price Sources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Material Price Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Activity Price Determination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Global Default Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446
User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Custom Item Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .458
17.6 User-Specific Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
User-Specific Default Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461

18 Navigating with Keyboard Shortcuts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462

19 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476

20 Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485

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1 SAP Product Lifecycle Costing 4.0

Product Information

Product SAP Product Lifecycle Costing

Release 4.0, Support Package 07

Based On SAP HANA 2.0 SPS 07

Use

In today’s fast-evolving market, companies strive to provide innovative, customer-driven products at highly
competitive prices. SAP Product Lifecycle Costing is a solution that calculates costs and other dimensions for
products and quotations in an early stage of the product lifecycle.

With SAP Product Lifecycle Costing, you can calculate costs quickly and precisely. You can simulate and
compare alternatives to gain better visibility and control throughout your product lifecycle. This transparency
helps you to identify costs and harness cost-saving potential. You can optimize product quality, drive profit
margins, and mitigate future risk to make the most favorable product costing decisions for the entire lifecycle
of your products.

You can use SAP Product Lifecycle Costing stand-alone or integrate it with your existing solution landscape to
calculate variables of cost in real time using data from your enterprise software.

Features

• Early calculation of costs for new products before complete structural data and prices are available
• Creation and maintenance of projects to group together calculations and calculation versions
• Folders, statuses, and tags to categorize and easily identify calculations and calculation versions
• Multi-user collaboration on calculation versions
• Option to calculate costs automatically or switch to manual calculation
• Generation of lifecycle versions to calculate costs throughout the project lifecycle
• Creation of surcharges to reflect increases and decreases in material and activity prices
• Creation and distribution of one-time costs across the project lifecycle
• Creation and maintenance of custom fields and formulas
• Integration with SAP ERP to import data and structures, such as bills of materials (BOMs), routings, and
standard prices
• Import of existing structures including BOMs and routings from Microsoft Excel

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 • Master data management to manually maintain and use data that is not yet available in SAP ERP
• Master Data Replication Tool to facilitate the replication of master data from external sources.
• Custom price sources and flexible price-determination logic
• Calculation versioning to compare costing alternatives, and tracking to see what's changed and who
changed it
• Target costing and the constant refinement of data throughout the entire product lifecycle
• Creation of variants to compare costs and pricing for different product configurations
• Creation of sum variant to aggregate the total costs and total volumes of all displayed variants.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

Use Cases

You can use SAP Product Lifecycle Costing to calculate costs and other dimensions for new products or
quotations at an early stage of the product lifecycle. You can create different versions of cost calculations from
the initial idea to product disposal, so that you can accurately cost every phase of the product lifecycle.

SAP Product Lifecycle Costing Use Cases

Preliminary Cost Estimates

You can create a costing structure and prepare preliminary cost estimates, even at the early stages of product
development when you lack detailed information such as master data or prices.

Quotation Costing

You can create cost estimates for unique and complex products that are designed to existing customer
specifications. SAP Product Lifecycle Costing enables you to prepare alternative cost calculations that take
into account different price determination strategies and shows you the recalculated cost. Differences in the
costing structure allow you to compare the original quotation with the revision.

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Lifecycle Costing

With SAP Product Lifecycle Costing, you can evaluate and optimize costs during each phase of a product's
lifecycle. To reach maximum profitability, you can create different calculation versions from the initial idea
through the start of production and throughout the manufacturing process until product disposal. You can
calculate and evaluate one-off costs and special costs associated with warranties, service and support, and
disposal. You can also analyze direct material and manufacturing costs, define cost-reduction targets, and
support procurement and manufacturing operations.

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2 Getting Started

The topics listed here describe some general aspects to consider before you start working with SAP Product
Lifecycle Costing.

Related Information

Logging In [page 11]

My Home [page 12]
Autocomplete for Fields [page 14]
Managing Messages [page 16]

2.1 Logging In

You will encounter multiple dialogs when logging in to SAP Product Lifecycle Costing, including system
selection and authentication dialogs. Please consider the following:

Selecting a System

When logging in to SAP Product Lifecycle Costing, you can select the system that you want to work in. You can
log into the application multiple times in order to work in different systems simultaneously.

Adding a System Connection

Your system administrator can configure additional system connections in the configuration file. Only
configured systems appear in the login dialog. For more information, see Connection Settings in the
Administrator's Guide for SAP Product Lifecycle Costing on SAP Help Portal at http://help.sap.com/plc.

Viewing System Details

Once you've logged in, the status bar at the lower right of your screen provides information about your current
system connection. You can hover over the connection symbol for additional details such as alias, host, and
port.

Changing Systems

To change systems, log out and log back in again, choosing a different system.

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Specifying a Language

SAP Product Lifecycle Costing system is available in the following languages:

• Chinese (Traditional and Simplified)

• English
• French
• German
• Italian
• Japanese
• Portuguese
• Russian
• Spanish

The login language you select determines the language used for display names and descriptions shown for
standard and custom fields as well as for master data descriptions. The regional settings of your Microsoft
Windows operating system determine how your date, time, number, and currency values are formatted and
displayed.

User Authentication

When logging in, your identity is verified before connecting to the system. You may be required to enter a user
ID, password or other identifying factors, such as a passcode. The credentials you are required to enter depend
on the identity provider (IdP) configured for your system. If you have questions regarding the authentication
process, please contact your system administrator.

Changing Your Password

How you change your password depends on the identity provider (IdP) configured for your system. For
questions regarding changing your password, please contact your system administrator.

If XSA is configured without an identity provider, you can use the password policy for SAP HANA Platform.
For more information, see the SAP HANA Security Guide for SAP HANA Platform under Password Policy
Configuration Options.

2.2 My Home

My Home is your first point of entry into SAP Product Lifecycle Costing.

Here, you'll find your six most recently opened calculation versions. Icons, such as the frozen or current icons
identify the type of calculation version, making it easier for you to recall the version at a glance. Icons that turn
blue when you hover over them, such as the variant matrix and filter icons, allow you to open and modify the

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objects before reopening the calculation versions. Choose a tile anywhere around the blue icon to reopen the
calculation version.

This image is interactive. Hove over the icons and other fields to see what you can do here.

• My Home [page 12]

• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]
• My Home [page 12]

Personalizing Your Workspace

You can also personalize your workspace with background images. An Images folder is located under the
following path:

C:\Users\{username}\AppData\Local\SAP\ProductLifecycleCosting\Images

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This folder is created automatically the first time you log on to SAP Product Lifecycle Costing. You can add
background images that you want to display to this folder and use them in My Home view.

Uploading Images

Restrict your upload to files with the following format:

• File type: .JPG or .jpg

• Maximum size: 10Mb

Uploaded images are automatically scaled to fit your screen. Low quality images may appear pixilated. For best
results, the recommended dimensions are 1920 pixels (width) x 1080 pixels (height).

Displaying Images

• If several images are available in the folder, the system randomly selects one of your uploaded images and
displays it for the duration of each login.
• If you prefer to display one constant image, remove all images from the folder except the one that you want
to display.
• If you do not save any images in this folder, a standard SAP image is displayed.

2.3 Autocomplete for Fields

When you are working with projects, calculations, calculation versions, or master data in SAP Product Lifecycle
Costing, you often need to create references to other master data. For example, you specify the material
referenced in an item of a calculation version or the company code referenced in a plant. To make it easy for
you to find master data fast, key fields use autocomplete functionality at field level.

Autocomplete is available for fields, as follows:

• When maintaining projects in the Project view

• In costing structures in the Calculation view
• In the Version Header Data and Item Details areas in the Calculation view
• In master data shown in the Administration view

Getting Suggested Values

If autocomplete is available for a field, you activate it by pressing the space bar or by entering one or more
characters in the field that you want to fill in. You then receive a list of possible valid values available.

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  Example

If you need to specify a plant for an item in a costing structure, you might enter 1 in the Plant field. Wait
a second and you will receive a drop-down list of entries for Plant that exist at the time of your search, for
example:

• 1000 Delft NE
• 1100 Copenhagen, DK
• 1200 Los Angeles, US
• 1300 Baltimore, US

The autocomplete function finds all entries that contain the characters that you have entered. The list shows
you the first ten best matches. Any entries that start with the characters that you entered are shown first in the
list.

When you have found the entry that you want, you can select it by doing one of the following:

• Click the entry with the mouse, or

• Use the UP ARROW or DOWN ARROW to move to the entry and then choose Enter .

Using Wildcards

You can use wildcards in fields that have autocomplete to find existing entries that begin with or contain certain
characters. The autocomplete searches for values starting with the text that you have entered. If your entry
contains wildcards, the wildcards are considered as well.

The following wildcards are available in autocomplete fields:

Wildcard What It Does Example

• Asterisk * Matches any number of characters. wh* finds what, white , and why, but not awhile or

You can use the asterisk anywhere in a

watch.
character string. *at finds what, that, and chat, as well as
chatting.

• Underscore _ Matches a single character in a specific b_ll finds ball, bell and bill, as well as bills.
• Question mark ? position.
123??? finds 123321 and 12312391, but not
• Period . You can use more than one wildcard in 1231.
your search.

All three characters have the same func-

tion.

Temporary Values

When you are working with calculation versions, you can create placeholder values for some fields. If the value
that you want to enter for a field does not yet exist in your master data, the drop-down list shows your value

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as <Temporary>. For example, you may want to create an item for a material that does not yet exist in the
master data. This allows you to continue to work on cost planning even when some key master data has not
yet been finalized. For more information about how this works in calculation versions, see Using Master Data in
Calculation Versions [page 142].

2.4 Managing Messages

SAP Product Lifecycle Costing provides a message view that allows you to access all messages for your current
logon session from anywhere in the application.

Each message gives you the following information:

• A symbol describing the message type

• Date and time
• Message text

You can open the message view to delete, copy, filter, and hide messages received during your current logon
session. All messages for the current logon session are initially saved in the message view. Warning and error
messages that are unresolved remain colored for emphasis. Warning and error messages that have been
resolved, along with success and info messages, are greyed out in the message history. The last message
generated is shown in the status bar at the bottom of your current view. The status bar is cleared when you
move between the views, however the message history remains unchanged.

Opening and Closing the Message View

1. To open the message view, choose at the lower left corner of your current view.

2. To close the message view, choose at the top right corner of the message area in your current view.

Message Types

The following message types are displayed in the message view:

Symbol Shown What It Means

Confirms the successful completion of an operation.

For example, this is shown when you have saved a calcula-

tion version successfully.

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 Symbol Shown What It Means

Provides you with noncritical information.

For example, this is shown as a status update when an item

is deleted. This is also shown when a calculation version that
you are trying to open is opened by another user.

Warns you about a problem.

For example, when you make an invalid entry.

Informs you that something is wrong and how to continue.

For example, this is shown when you try to delete a calcula-

tion version while it is still open.

A number to the right of the displays the total number of warnings and errors that require user action.

Filtering and Hiding Messages

You can filter your messages to show only the information that you need.

• You can filter according to message type.

To do this, select the checkbox in the message view ribbon for each message type that you would like to
display in the message view.
• You can hide messages that no longer require action, such as success and information messages.

To do this, choose from the message area tool bar.

Copying Messages

You can copy message texts for later reference or in order to send them to your system administrator. You can
copy selected messages or all messages at once.

To copy selected messages

1. Use Ctrl + Click to select the messages that you want to copy.

2. Choose in the message view ribbon.

3. Select Copy Selected Messages from the drop-down list.

To copy all messages

1. Choose in the message view ribbon.

2. Select Copy All Messages from the drop-down list.

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Deleting Messages

You can delete messages that are no longer relevant for your current session. You can delete selected
messages or delete all messages at once.

To delete selected messages

1. Use Ctrl + Click to select the messages that you want to delete.

2. Choose in the message view ribbon.

3. Select Delete Selected Messages from the drop-down list.

To delete all messages

1. Choose in the message view ribbon.

2. Select Delete All Messages from the drop-down list.

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3 Searching and Filtering

You have a number of options for searching and filtering throughout SAP Product Lifecycle Costing.

Related Information

Searching Globally [page 19]

Filtering in the Cockpit View [page 20]
Filtering in the Calculation View [page 20]
Filtering in the Administration View [page 24]
Filtering in the Variants View [page 25]

3.1 Searching Globally

You can use the Search field in the upper right corner of the application to search for projects, calculations, and
calculation versions.

Your search terms are highlighted in the result list for easy identification. You can use a search filter to limit the
context of your search. You can also limit the maximum number of results displayed.

Note the following when using the global search:

• If you enter a single character in the search field, all projects, calculations, and calculation versions
containing that character are displayed.
• If you continue to enter a combination of letters, all fields containing exactly that character combination
are displayed.
• You can use typical operators such as and and or.
• You can sort all columns in the search results in ascending or descending order.
• You can use the search results to open your selection in the Cockpit or Calculation view.

Related Information

Searching and Filtering [page 19]

Filtering in the Cockpit View [page 20]
Filtering in the Calculation View [page 20]
Filtering in the Administration View [page 24]

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3.2 Filtering in the Cockpit View

You can filter the list of objects shown in the Cockpit view using the filter field in the object list.

You can also choose (Show My Objects) to filter all entries in the object list by your user ID. The results then
show only the projects and calculations versions that you have created or for which you are responsible.

Related Information

Searching and Filtering [page 19]

Searching Globally [page 19]
Filtering in the Calculation View [page 20]
Filtering in the Administration View [page 24]

3.3 Filtering in the Calculation View

You can filter in the costing structure, table, and in the side panel in the Calculation view.

Related Information

Simple Filtering in the Costing Structure [page 20]

Advanced Filter [page 22]
Filtering in the Side Panel [page 21]

3.3.1 Simple Filtering in the Costing Structure

You can use the Filter field in the Calculation view for simple filtering of the costing structure and the table. You
can add additional fields to the table by dragging and dropping them from the side panel.

Filtering begins as soon as you make an entry in the filter field shown in the header area above the costing
structure. Items that match the filter are expanded and made visible, including items that were initially hidden
or collapsed.

Note the following when you filter in the costing structure and table:

• Matching text is not highlighted.

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 • While filtering a costing structure, you can add and delete items. Keep in mind that when you delete a
filtered item, all subitems belonging to that item are also deleted. This can include subitems that are not
displayed after filtering.
• The filter in the costing structure does not affect the results of a mass change. This means that if you
filter the costing structure and then perform a mass change, all affected items in the costing structure are
changed, not just those that are visible.
• For standard fields with formulas and for all custom fields, only the displayed value is searchable. For
example, if a formula-calculated value is displayed, the manually-entered value, if any, is not searchable.
• To perform complex filtering, you can use an advanced filter.

Special Field Types

There are additional considerations to take into account for some field types:

• When filtering for numbers, pay attention to decimal separators. The entry 3. filters for 3.22 and 13.22, but
not 30 or 300.
• To filter for highlighted fields, begin typing the color, for example green, orange, or yellow.
• To filter for dates and times, the best approach is to enter the format used in your regional settings. For
example, in North America, begin entering the format 10/25/2017 1:00pm. You can also filter for the year
and time individually.
• You cannot filter for fields with checkboxes.

Related Information

Advanced Filter [page 22]

3.3.2 Filtering in the Side Panel

You can use the filter in the side panel of the Calculation view to find fields at header and item level.

Filtering begins as soon as you make an entry in the filter field for Version Header Data or Item Details in the
side panel at the right.

Note the following when you filter in the side panel:

• You can only filter for field names, not for the values entered in the fields.
• If you enter a single character in the filter, all fields containing that character somewhere in the field name
are displayed. All other fields are temporarily hidden.
• If you continue to enter a combination of letters, all fields containing exactly that character combination
are displayed.

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3.3.3 Advanced Filter

If you need to filter a calculation version with several more complex criteria, you can use an advanced filter in
the Calculation view.

You can create a detailed filter configuration with multiple fields and different operators. For example, you can
filter for materials belonging to a specific material type, produced in a specific plant, at a specific price. You can
also filter, for example, for all items with a total cost higher than 1000 Euros.

You can save, rename, and delete advanced filters.

Things to Consider

• You can filter for any field in your calculation version.

This includes standard fields, custom fields, comment fields, and highlighting fields.
• If an advanced filter is active, you can refine your search results using the simple filter text box. If you
specify a new advanced filter, the simple filter field is reset.
• Your filter settings remain active for a calculation version until you reset the filter or restart the application.
• If you want to use a set of filter settings regularly, you can save them as a personal or corporate filter.
Saved filters are available in the Filter option in the ribbon, and can be applied directly to any calculation
version.

Related Information

Applying an Advanced Filter [page 22]

Managing Advanced Filters [page 23]

3.3.3.1 Applying an Advanced Filter

You are working in a calculation version in the Calculation view and you want to use an advanced filter with
multiple criteria.

Procedure

1. From the ribbon, choose Advanced Filter. You can also use the keyboard shortcut CTRL+F .

This opens the Advanced Filter dialog.

2. [Optional] Under Filter Management, select a saved filter.

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22 PUBLIC Searching and Filtering
  Note

You can select from corporate and personal filters. Corporate filters can be accessed and used by
everyone in your organization. Personal filters can only be accessed by you.

3. Under Filter By, select new filter fields.

Narrow your filter with operators such as is or greater than or equal to. The available operators change
depending on the field that you select. You can add as many filter rows as necessary. The number of
affected items is shown at the top of the dialog.
4. [Optional] Enter a name for the filter settings and save them as a corporate or personal filter. Select the
Corporate Filter checkbox if you want to make the filter available for everyone in your organization.

 Note

You need additional authorization to save a corporate filter.

5. Choose Apply Filter to apply the settings to the calculation version or Reset All to clear the filter and start
again.

Results

• The costing structure shows the items that match your filter conditions.
• An Advanced Filter bar is displayed at the left of the field for simple filtering. You can check the tooltip to
see the filter name (if you've saved it) and the current settings.
• The filter settings remain active until you clear the filter or restart the application. To clear the filter, close
the Advanced Filter bar or use the Clear Filter command under Filter in the ribbon.

Related Information

Managing Advanced Filters [page 23]

3.3.3.2 Managing Advanced Filters

You can also rename and delete advanced filters that have been saved.

To do this, choose Filter in the ribbon and then use the Manage Filters option.

 Note

There are two types of filters: personal and corporate.

• Personal filters can only be accessed, renamed, and deleted by the user who created them.
• Corporate filters can be accessed and used by everyone in your organization. However, you need
additional authorization to rename and delete them.

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Renaming Advanced Filters

You can rename saved filters. To do this, select a filter from the list in the Manage Filters dialog. Choose
Rename, and enter a new name. Press Enter or click anywhere outside the name field and then close the
dialog.

Deleting Advanced Filters

You can delete a filter if you no longer need it. To do this, select a filter from the list and choose Delete. If you
delete a filter by mistake, you can restore it by clicking on the provided link. This link is available until you delete
another filter or close the dialog.

3.4 Filtering in the Administration View

You can filter master data in the Administration view.

Filtering Master Data Areas and Fields

You can use the filter fields in the navigation structure and in the side panel of the Administration view to find
master data areas and fields by name.

Note the following when you filter here:

• You use these filters to find master data areas and field names. You cannot filter for values entered in these
fields.
• Filtering begins as soon as you make an entry in one of the filter fields.
• If you enter a combination of letters, all fields containing exactly that character combination are displayed.

Filtering Master Data

Once you have selected a master data area in the navigation structure, you can set additional filter criteria and
use operators (for example, is or contains) to optimize your search for master data. You can set the maximum
number of results to be shown. The system remembers your filter criteria as you move between views.

Related Information

Working with Master Data [page 369]

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24 PUBLIC Searching and Filtering
Searching and Filtering [page 19]
Searching Globally [page 19]
Filtering in the Cockpit View [page 20]
Filtering in the Calculation View [page 20]

3.5 Filtering in the Variants View

You can filter variants to find attributes and items you are looking for. You do this using the filter above the
costing structure in the variant base.

You filter the variant base as you would any other calculation version in the Calculation view. The filter is then
applied to all of the variants displayed in the variant matrix. Once applied, you can select and deselect the
filtered items for each variant.

You filter in the Variants view as yo do in the Calculation view, with the following additions:

• You can filter for new items that are indicated with green rectangles.
To do this, enter New in the filter.
• You can filter for modified items that are indicated with orange rectangles.
To do this, enter Modified in the filter.
• Unlike the filter in the Calculation view, you cannot add or delete items in the variant base while filtering.
This is because the variant base cannot be changed while the variant matrix is open.

Related Information

Filtering in the Calculation View [page 20]

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4 Using the Cockpit

The Cockpit view is the main entry point for accessing your costing information.

Here you can find all folders, projects, calculations, calculation versions, and lifecycle versions. Project
authorizations determine which projects, calculations, and versions you can see and work on.

You can do the following in the Cockpit view:

Action What You Can Do How You Do It

In the top right corner of the appli- • Searching Globally [page 19]
[Search] cation, you can search for:

• Projects

• Calculations

• Calculation Versions

Navigation Explorer Under Navigation Explorer, you To expand an object, choose the triangle to the left
can expand nodes and access: of the object.

• Folders Single-click on an object to see the full contents,

such as all calculation versions in a calculation.
• Projects
Contents are displayed in the table on the right.
• Calculations
Double-click on an object to open it in the requisite
• Calculation versions view.

• Lifecycle versions

 [Compare] Compare two calculation versions • Comparing Calculation Versions and Export-
and export the results to a Micro- ing Data [page 131]
soft Excel file.

You can filter the list of ob-

• Filtering in the Cockpit View [page 20]
jects shown to the right of the
[Filter]
Navigation Explorer.

You can filter entries in the table

[Show My Objects] • Filtering in the Cockpit View [page 20]
by your user ID.

You can show or hide additional To the right of the filter, choose Object Details.
details about when objects were
[Object Details]
created and saved.

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26 PUBLIC Using the Cockpit
 Action What You Can Do How You Do It

You can refresh the Cockpit view To do this, choose Refresh in the toolbar.
[Refresh] to update the following:
 Tip
• Folders
Periodically refreshing the Cockpit view en-
• Projects
sures that you are accessing the most recently
• Calculations saved projects, calculations, calculation ver-
sions, variant matrices, and and lifecycle ver-
• Calculation versions
sions.
• Lifecycle versions

You can create new: • Creating a Folder [page 51]

[New]
• Folders
• Creating a Project [page 56]
• Creating New Calculations [page 98]
• Projects
• Creating Calculation Versions [page 104]
• Calculations • Creating a Variant Matrix [page 215]

• Calculation versions

• Variant matrices

Use to open: Right click the object and choose Open from the
tool bar or context menu.
[Open]
• Projects

• Calculation versions

• Lifecycle versions

• Variant Matrices

You can move: • Moving a Folder [page 51]

[Move]
• Folders
• Moving a Project to a Folder [page 65]
• Moving a Calculation to Another Project [page
• Projects 64]

• Calculations

You can rename: • Renaming a Folder [page 52]

[Rename]
• Folders
• Renaming a Calculation [page 100]
• Renaming a Calculation Version [page 116]
• Calculations

• Calculation versions

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Using the Cockpit PUBLIC 27
Action What You Can Do How You Do It

You can delete: • Deleting a Folder [page 53]

[Delete]
• Folders
• Deleting a Project [page 57]
• Deleting a Calculation [page 101]
• Projects
• Deleting a Calculation Version [page 117]
• Calculations • Deleting a Variant Matrix [page 219]

• Calculation versions

• Variant matrices

Set a calculation version to cur- • Setting a Calculation Version to Current [page

[Set Current] 118]
rent to show that it is the latest
working version for a calculation.

If integrated, you can access SAP • Integrate SAP Analysis for Microsoft Office
Analysis for Microsoft Office.
[Analyze] [page 456]
• Accessing Views Using SAP Analysis for Mi-
crosoft Office [page 363]

Tags Add tags to calculations and cal- • Using Tags [page 28]
culation versions to help filter and
find objects.

Statuses Assign a status to a calculation • Assigning Statuses [page 30]

version for classification or to indi-
cate a workflow.

Use to copy the URL to a calcula- • Sharing a Link to a Calculation Version [page
tion version and share it with col- 137]
[Copy Link to This Calculation Ver-
leagues.
sion]

4.1 Using Tags

Tags are a labeling mechanism to help you organize and find calculations and calculation versions in the
Cockpit view. You can use tags to classify the contents of a project or calculation, then filter the information to
find relevant data.

You can create, view, and filter tags for calculations and calculation versions directly in the Cockpit view.

Create a Tag

1. Open the Cockpit view.

2. In the Navigation Explorer, expand the desired project or calculation.
This opens a list of calculations or calculation versions.

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28 PUBLIC Using the Cockpit
 3. Select, but do not open, the desired calculation or calculation version.
4. Go to the Tags column and hover over the empty field.
An (Edit) icon should appear.

5. Choose (Edit) and enter a new tag name.

6. Choose Enter or Tab to save the tag.

Result
The tag is immediately displayed in the Tags column AND in the tags bar above the list of calculations or
calculation versions. You can create additional tags by repeating this process.

Filter Tags

• You filter tags in the tag bar.

• Objects are only filtered in the screen in which they are displayed. This means you can filter calculations in
the list of calculations. You can filter calculation versions in the list of calculation versions.
• Each tag in the tag bar includes a counter to indicate how often each tag is used.
• Tags in the tag bar turn blue when actively filtered.
• The filter is cumulative. If you select two tags in the tag bar, you will only retrieve objects that include both
tags.

Steps
1. Open the Cockpit view.
2. Expand the desired project or calculation to display the list of calculations or calculation versions.
3. In the tag bar, above the list of calculations or calculation versions, select the tags you want to filter.
Note, actively filtered tags turn blue.

Result
The filter is applied cumulatively for all tags selected. Objects that contain all tags being filtered are displayed in
the object list.

Remove a Tag

1. Open the Cockpit view.

2. In the Navigation Explorer, expand the desired project or calculation.
This opens a list of calculations or calculation versions.
3. In this list, select but do not open, the desired calculation or calculation version.
4. In the Tags column, hover over the tag you want to delete.
The (Edit) icon should reappear.

5. Choose (Edit) to activate the (Delete) function.

6. Choose (Delete) to remove the tag from the calculation or calculation version.

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Using the Cockpit PUBLIC 29
Result

• The tag is immediately removed from the Tags column for that particular calculation or calculation version.
• Each time you remove a tag from the Tags column, the counter for the tag decreases in the tag bar.
• When you remove the last of a particular tag from the Tags column, the tag is also removed from the tag
bar.

4.2 Assigning Statuses

You can assign statuses to calculation versions.

Statuses are an optional labeling mechanism by which to identify or track the progress of your calculation
versions. You can assign statuses to calculation versions to organize or help with identification. You might
assign statuses to a series of calculation versions to indicate a particular workflow in a project, for example,
Draft, In Review, and Approved.

You can assign a status to a calculation version using the dropdown in the list of calculation versions in the
Cockpit view. To remove a status, you can select #No Status from the same dropdown.

You can create and maintain statuses in the Administration view, in the Global Settings area, under Statuses.

Procedure

1. Open the Cockpit view.

2. In the Navigation Explorer, expand the desired calculation to display the list of calculations or versions.
3. Select, but do not open, the desired calculation version.
4. In the Status column, use the dropdown to select an existing status.
Note, if you do not see an expected status in the dropdown, refresh the Cockpit and check the dropdown
again.

Result

Active statuses are immediately applied and saved to calculation versions when selected.

Related Information

Statuses [page 450]

Creating Statuses in Master Data [page 451]

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30 PUBLIC Using the Cockpit
5 Personalizing Your View with Layouts

You can personalize the layout of the table and the side panel in the Calculation view to focus on the
information that you need to complete your tasks. You can also work with layouts when updating master
data in the Update Master Data view and when comparing calculation versions in the Comparison view.

 Note

An #SAP Default layout that includes all fields is delivered with each view.

To personalize your layout, you can:

• Add and remove columns in the table

• Change the order of columns in the table
• Resize column width
• Hide or show fields in the side panel

Any changes that you make to the layout in the Calculation view are saved immediately and the layout is
applied to all calculation versions that you open or create until you select a different layout. The layout that you
select when you update master data in the Master Data Update view or compare calculation versions in the
Comparison is also applied in these views until you select another layout.

Personal and Corporate Layouts

You can create both personal layouts and corporate layouts:

• Personal layouts are for your use only. To create a personal layout, you save the layout settings that you've
made and give the layout a name.
• Corporate layouts can be used by anyone in your organization. You need additional authorizations to save
or modify corporate layouts. If you're authorized to work with these layouts, you can save layout settings
and give them a name in the same way you create personal layouts.

Related Information

Changing the Layout in the Table [page 32]

Changing the Layout in the Side Panel [page 33]
Working with Layouts [page 33]

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Personalizing Your View with Layouts PUBLIC 31
5.1 Changing the Layout in the Table

You can change the layout of the table in the Calculation view.

You can make the following changes in the table layout:

Layout Change How to Do It

Add a column Select a field in the side panel for Version Header, Item
Details, Costing Sheet or Cost Component Split and then
drag and drop it to the table header row.

Remove a column Open the context menu for a column header, and choose
Remove Column from Table.

Change column order Drag and drop a column header to change its position in the
table.

Resize a column Drag the border between two column headers to make a
header wider or narrower.

Note the following when changing your table layout:

• If you move a field from the side panel to the table, the field is not removed from the side panel. You can
add the fields multiple times.
• If a field contains an ID and a description, only the ID is added to the table.
• If a field has an accompanying unit of measure or currency, this field is also added or removed together
with the field to which it applies.
• The first column must be the calculation structure. It's not possible to move another field to the left of this
column.

Displaying Costing Sheet Rows and Cost Components in the Table

You can also add costing sheet rows and components from a cost component split to the table as columns.
Note the following when moving these fields to the table:

• The descriptions of the costing sheet rows and cost components are displayed in the column headers. If no
description is available in the current logon language, the ID is displayed instead.
• If you select another costing sheet or cost component split in the calculation version, the table columns are
updated accordingly. Any columns that are not part of the newly selected costing sheet or component split
are no longer shown in the table.

Related Information

Working with Layouts [page 33]

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32 PUBLIC Personalizing Your View with Layouts
5.2 Changing the Layout in the Side Panel

You can change the layout of fields in the Calculation view.

You can change the layout in the following areas in the side panel:

• Version Header Data

• Item Details

You can make the following changes in the layout in the side panel:

Layout Change How to Do It

Hide a field Go to Version Header or Item Details and open the context
menu for a field in the side panel. Then choose Hide Field.

Show a field Open the context menu anywhere in the side panel, and
choose Show Field. Then choose the field that you want to
display again in the side panel.

Show all fields Open the context menu anywhere in the side panel and
choose Show All Fields. Any fields that you have hidden in
the Calculation view are now shown.

Note the following when changing the layout in the side panel:

• If you hide a field, it is hidden in all item categories.

• If you hide all of the fields for a group in the side panel, the group header is also hidden.

Related Information

Working with Layouts [page 33]

5.3 Working with Layouts

You can save all of the changes that you've made in the Calculation view as a layout with a specific name. Then
you can switch to this layout whenever you want to use it.

To switch between different layouts, use the Layout button in the ribbon and select a layout from the drop-down
list.

There are two types of layouts: personal and corporate.

• Any user can save personal layouts. Personal layouts can only be used by the user who saved them. They
are not available for other users.

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• Corporate layouts make it possible to provide standard layouts for the Calculation view. Unlike personal
layouts, corporate layouts can be accessed and used by everyone in your organization.

 Note

You need additional authorizations to save, rename, and delete corporate layouts.

Saving Layouts

To save a layout, choose the Layout button in the ribbon and then the Save As option. You can save a layout
under a new or an existing name. If you choose an existing layout, it will be overwritten.

Renaming Layouts

You can change the name of a layout if necessary. To do this, choose the Layout button in the ribbon and then
the Manage option. The list of layouts provides an option to edit an entry. Enter a new name and then close the
dialog to make your changes effective.

Deleting Layouts

You can delete a layout if you no longer need it. To do this, choose the Layout button in the ribbon and then the
Manage option. The list of layouts provides an option to delete an entry.

Related Information

Changing the Layout in the Table [page 32]

Changing the Layout in the Side Panel [page 33]

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34 PUBLIC Personalizing Your View with Layouts
6 Working in Collaborative Mode

You have two options when opening and working in a calculation version. You can open a version normally,
which prevents other users from editing the same version until you’ve closed it. You can also open a calculation
version in collaborative mode.

How It Works

Collaborative mode allows you open a version with a filter and create a smaller costing structure with items
that are relevant for the task you’re completing. Filtering is particularly useful if you want to make changes to
a part of a calculation version or to certain items such as highlighted items, custom fields, specific plants or
materials, and so on.

When you open a calculation version in collaborative mode, other users can work in the same calculation
version, and on the same items, simultaneously. Merge handling logic ensures that changes that are saved first
have priority. Detailed messaging ensures that users understand and confirm all changes. With fewer items to
calculate, filtering decreases calculation time and helps you complete your tasks more quickly.

You can select a calculation version and use the context menu to Open in Collaborative Mode anywhere in the
Cockpit view.

 Note

A calculation version can be opened normally, or in collaborative mode, but not both at once. If you open a
version normally, others must wait until you've finished editing to open it in collaborative mode. Likewise, if
a version is opened in collaborative mode, it must be closed by all users before the version can be opened
normally.

Authorizations

You must have ONE of the following authorizations to open a calculation version in collaborative mode:

 Note

If you have the Open role template, you're also authorized to Open in Collaborative Mode.

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Working in Collaborative Mode PUBLIC 35
Action Role Template Description

Open CalcVerOpen_RT Allows you to open a calculation version

without a filter. The calculation version
is locked to all other users until the cal-
culation version is closed.

 Note
Users with this role template can
also open calculation versions with
a filter in collaborative mode.

Open in Collaborative Mode CalcVerOpenWithFilter_RT Allows you to open a calculation version

with a filter and calculate key figures
based on the filtered items. With this
role template, you can work with other
users in the same calculation version
simultaneously.

 Note
The role template
CalcVerOpenWithFilter_RT is
a limited version of the role tem-
plate CalcVerOpen_RT. For limita-
tions, see Limitations in Collabora-
tive Mode [page 38].

Benefits of Working in Collaborative Mode

• Multiple users can work in the same calculation version simultaneously.

• Users can filter and focus on items for which they're responsible.
• Users can narrow the scope of their filtered items to limit calculation size and increase calculation speed.
• Administrators can limit the maximum number of filtered items returned, to increase overall system
performance.

Related Information

Opening with a Filter in Collaborative Mode [page 37]

Limitations in Collaborative Mode [page 38]
Resolving Conflicts in Collaborative Mode [page 40]

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36 PUBLIC Working in Collaborative Mode
6.1 Opening with a Filter in Collaborative Mode

When you open a calculation version in collaborative mode, you're presented with a filter dialog. You can enter
the filter criteria needed to retrieve the items you want to work on.

You can create a detailed filter configuration with multiple fields and different operators. For example, you can
filter for materials belonging to a specific material type, produced in a specific plant, at a specific price. You can
also filter, for example, for all items with a total cost higher than 1000 Euros.

Things to Consider

• Filtering is recommended to improve system performance, but it's not required.

• You can filter for any field in your calculation version.
This includes standard fields, custom fields, comment fields, and highlighted fields.
• You can combine filter criteria using the operators AND and OR.
• You can save your filter settings as a corporate or personal filter in the filter dialog. Personal filters can only
be accessed by the user who created them. Corporate filters can be accessed and used by everyone in your
organization.
• Your filter settings remain active until you close the calculation version. If you want to change the filter, you
need to close and reopen the calculation version with a new filter.
• Key figures and calculated values are calculated for the items in the filtered costing structure only, not on
the whole calculation version.

Filtering Assemblies

The following applies when filtering assembly items:

• An (Incomplete Assemby) icon is displayed to the left of all assemblies that are missing one or more
subitems as a result of the filter.

 Note

Incomplete assemblies prevent you from performing activities such as editing and importing and
linking calculation versions. For more information, see Limitations in Collaborative Mode [page 38].

• Sbitems that are returned by a filter are always preceded by a parent item.

 Example

You open the following calculation version with the filter Internal Activity is #AT2. Your filter returns
the following costing structure:

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 No Filter Filter = Internal Activity is #AT2

Related Information

Working in Collaborative Mode [page 35]

Limitations in Collaborative Mode [page 38]
Resolving Conflicts in Collaborative Mode [page 40]

6.2 Limitations in Collaborative Mode

To avoid merge conflicts, the following actions are limited or are not available when working in collaborative
mode.

Action Limitation

Analyze When you use SAP Analysis for Microsoft Office to analyze
a calculation version that is opened with a filter in collabora-
tive mode, the filter is disregarded. Results from the analytic
views are based on the unfiltered calculation version.

For more information about SAP PLC analytic views, see

Analyzing and Reporting with External Tools [page 357].

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38 PUBLIC Working in Collaborative Mode
 Action Limitation

Edit Incomplete Assemblies An assembly must have all its subitems in order for you to:

• Delete the assembly

• Move the assembly
• Add or delete a subitem
• Import items into the assembly

 Note
You can never deactivate or reactivate an assembly
while working in collaborative mode.

Freeze You can't freeze a calculation version while working in collab-

orative mode.

For more information, see Freezing a Calculation Version

[page 139].

Import and Link into Incomplete Assemblies You can’t import and link a calculation version into an
(Incomplete Assembly).

You can only import and link a calculation version into an-
other calculation version if the assembly into which you are
importing is complete. This means that no subitems have
been removed by a filter.

For more information, see Steps for Importing and Linking a

Calculation Version [page 351].

See Referenced Version You can open a referenced version in collaborative mode
from the cockpit using a filter. However, you can’t double-

click on an item with the item category (Referenced

Version) in the Calculation view and open the referenced
version.

For more information, see Referencing Calculation Versions

[page 162].

Save As You can't open a calculation version in collaborative mode

and save your filtered version as another version.

Set Current You can't set a calculation version to current while working in
collaborative mode.

For more information, see Setting a Calculation Version to

Current [page 118].

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Action Limitation

Update Master Data You can't update master data while working in collaborative
mode.

For more information, see Updating Master Data in a Calcu-

lation Version [page 144].

Edit Version Header Data The version header is the root item in the costing structure.
Version header data is the general information about the
version, such as the version name and ID, milestone dates,
reporting currency, costing sheet, cost component split, val-
uation date, and master data timestamp. You can’t edit ver-
sion header data while working in collaborative mode. These
fields are read only.

You can select the root item and edit the item details in the
side panel to simulate different costing alternatives, how-
ever, you can’t save your changes in the existing version or
as a new version.

For more information, see Understanding Version Header

Data in Calculation Versions [page 105].

Related Information

Working in Collaborative Mode [page 35]

Opening with a Filter in Collaborative Mode [page 37]
Resolving Conflicts in Collaborative Mode [page 40]

6.3 Resolving Conflicts in Collaborative Mode

When multiple users work on the same calculation version in collaborative mode, and they edit different items,
changes can be saved without conflict. However, when multiple users edit the same items in collaborative
mode, merge conflicts can arise.

Merge Handling

SAP Product Lifecycle Costing handles merge conflicts as follows:

• Changes that are saved first, win. You must discard all conflicting changes.
• In the Merge Information column, to the left of your costing structure, icons show you which items have
changed, whether merge conflicts exist, and how to resolve merge conflicts.

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40 PUBLIC Working in Collaborative Mode
 • Items with the (Incomplete Assembly) icon indicate that one or more subitems have been filtered from
the assembly.
• Blue icons provide information about items that are added, changed, deleted, hidden, or refiltered.
• Red icons show you conflicts. You can click on the red icons to see the other user's saved changes. They're
highlighted in green, below your changes, in the Item Details.
• To resolve conflicts, you must accept changes that were saved first. To accept changes, select the
checkbox to the right of each red icon, then choose Save. This resolves the conflict and discards your
changes for that item.
• To accept ALL changes, select the checkbox on the root item, then choose Save. This resolves all conflicts
and discards all your changes.

Showing Conflicts

Choose (Show Conflicts) in the ribbon to see a list of all items that have conflicts in your filtered costing
structure. Parent items are included here to maintain the hierarchical structure. You can click on the red icons
to see saved changes highlighted in green in the Item Details. Resolve conflicts by selecting the checkbox to the
right of each icon, then choose Save. To resolve all conflicts, select the checkbox on the root item, then choose
Save. To exit the list, choose (Show All Items).

Resolving Conflicts

Here's a detailed list of all merge handling icons, what they mean, and how to resolve them:

Icon Icon Happens When How to Resolve

Information (Incomplete Assembly) You open a calculation ver- Close the calculation version
sion with a filter. One or and then open it again with a
more subitems don’t meet different filter.
the filter criteria and are fil-
tered from your calculation
version.

(Assembly Was Changed) Another user changed an The other user’s change
item while you were work-
was merged automatically.
ing. No conflicts arose from
the change. When you saved Hover over the (Assembly
your calculation version, their Was Changed) icon to see
changes were merged into the how many subitems in
your version automatically. the assembly were added,
changed, deleted, or refil-
tered.

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Icon Icon Happens When How to Resolve

(Item Was Changed) Another user changed an

The (Item Was Changed)
item while you were work-
ing. No conflicts arose from icon will disappear the next
the change. When you saved time you save your calcula-
your calculation version, their tion version.
changes were merged into
your version automatically.

(Item Was Added]) Another user added an item The new item is merged au-
while you were working. No tomatically. The (Item Was
conflicts arose from the Added) icon will disappear
change. When you saved the next time you save your
your calculation version, their calculation version.
changes were merged into
your version automatically.

Conflict (Can't Save Changes) You and another user make You must accept their
changes to the same item. changes.
They save their changes first.
To accept their changes, se-
lect the checkbox next to
the (Can't Save Changes)
icon, then choose Save. Your
own changes are discarded.

 Note
You can see the other us-
er’s changes highlighted
in green in the side panel
under Item Details.

(Can't Delete Item) Another user changes an You can’t delete the item.
item and saves their
The other user’s changes
changes. You delete the
were saved first and have
same item and attempt to
priority. Select the check-
save your changes.
box to accept their changes,
then choose Save. Your own
changes are discarded.

(Item Was Deleted) Another user deletes an item You can’t save your changes.
and saves their changes. The item was deleted.
You change the same item
The other user’s changes
and attempt to save your
were saved first and have
changes.
priority. Select the checkbox
to acknowledge the deletion,
then choose Save. Your own
changes are discarded.

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42 PUBLIC Working in Collaborative Mode
Refiltered Items

When items are changed in one calculation version and the change is merged into another calculation version,
the costing structure is refiltered. If the changed item no longer meets the filter criteria of the calculation
version into which it is merged, the changed item is removed from the costing structure.

Items that are removed are called Refiltered Items. You can find the number of refiltered items contained in
each assembly by hovering over the (Assembly Was Changed) icon in the Merge Information column.

 Example

User A changes the activity type from #AT2 to #AT3 for the item Turn casing (labor). User B’s filter does
not include #AT3. The next time User B saves their calculation version, the item Turn casing (labor) is
removed from their calculation version. In addition, the (Incomplete Assembly) icon is displayed to
indicate that the filter has removed one or more subitems.

User A User B

Filter = Active is  True (true) Filter = Activity Type is #AT2

This filters for all items. This filters for items with the activity type #AT2.

Related Information

Working in Collaborative Mode [page 35]

Opening with a Filter in Collaborative Mode [page 37]
Limitations in Collaborative Mode [page 38]

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7 Optimizing Performance

You can follow these tips and tricks to increase calculation speed and improve your system performance when
working in calculation versions.

How the Calculation Engine Works

By default, each time you change a calculation version, for example, when you add or delete an item in the
costing structure or update header information, all calculated fields in the calculation version are automatically
recalculated. This includes all standard and custom fields, formulas, total costs, costing-sheet calculated-
values, and cost component splits.

When you create a calculation version with more than the supported number of items and custom fields, and
then apply a complex costing sheet with multiple overhead rules and formulas, the calculation engine must
evaluate and recalculate all calculated fields and formulas, every time the calculation version is changed. The
more your system has to recalculate, the slower your system may perform.

By disabling Automatic calculation, or by carefully crafting custom fields, formulas, and costing sheet overhead
rules to reduce redundancy and increase readability, you can decrease the time it takes to recalculate your
calculation versions and improve overall system performance.

What Slows the System Down

The following things can strain your system and can affect performance:

• Calculating using the Automatic calculation option

• Costing structures with more than 30,000 items
• More than 100 custom fields in the system
• Complex formulas
• Complex costing sheets
• Early application of costing sheets and cost component splits
• Displaying more than 50 variants at a time

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44 PUBLIC Optimizing Performance
Improving System Performance

To increase calculation speed and improve overall system performance, do the following:

Disable Automatic Calculation

To enhance system performance, you can switch the calculation option from Automatic to Manual. Manual
calculation is useful if you want to add or change items in the calculation version quickly and don’t immediately
need to see how price determination for each item affects the overall calculation. When you select Manual
calculation, price determination temporarily stops, all prices and other calculated fields stop calculating, and
the Total Cost is displayed as outdated. To bring all calculated fields and the total cost up to date, you can
calculate, save, or change the calculation option back to Automatic.

Limit the Number of Items

Limit your calculation versions to a maximum of 30,000 items.

It's true, not all items are weighted equally, and the system may allow you to create more than the maximum
number of supported items. However, items that contain subitems, custom fields, and formulas take much
longer to calculate than leaf items with few calculated fields. Adding costing sheets with multiple overhead
rows and formula-calculated overhead rules, or multiple total costs, compounds the recalculation process.
Whether you're creating a mass change, importing a costing structure, or simply changing an existing item, the
more items you have in your costing structure, the longer recalculation takes.

To limit the number of items in your costing structure and minimize the time it takes to calculate existing items,
do the following:

Use Reference Versions

If your bill of materials has more than 30,000 items, you can split the costing structure into smaller calculation
versions and add these calculation versions as reference versions in your main calculation version. When you
include a reference version as an item in a calculation version, only the header information is recalculated each
time the costing structure is adjusted. The total cost (fixed and variable) is recalculated based on the price
used in the reference version and the quantity you enter for the reference version. Everything else is ignored,
which speeds up the calculation. For more information, see this guide under Referencing Calculation Versions
[page 162].

Execute Mass Change on Selected Items

Execute a mass change on selected items, rather on the entire calculation version. This allows the calculation
engine to avoid performing unnecessary recalculations.

Break Up Your Imports

Import a maximum of 30,000 items at a time into the same costing structure. If you want to import a structure
with, for example 60,000 items, break it into smaller costing structures and import them, one at a time, into
the same calculation version.

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Reduce Costing Sheet Complexity

Complex costing sheets with multiple overhead rules and formulas use a lot of computing power and lead to
slow performance. To improve system performance, do the following:

Limit the Number of Overhead Rules with Formulas

Carefully craft your overhead rules to limit the number of rules needed.

If your costing structure contains a large number of items and you apply a complex costing sheet with a
large number of formula-calculated overhead rules, the overhead rules and formulas are evaluated for every
item, every time you edit the costing structure. Use functions to consolidate rules rather than write separate
overhead rules for each overhead row.

 Example

Use the IN() function to consolidate costing sheet formulas:

IN($PLANT_ID;('#PT1'; '#PT2'; '#PT3'; '#PT4'))

IF($PLANT_ID='#PT1';TRUE();FALSE())

IF($PLANT_ID='#PT2';TRUE();FALSE())

IF($PLANT_ID='#PT3';TRUE();FALSE())

IF($PLANT_ID='#PT4';TRUE();FALSE())

 Example

Use one of the three LOOKUP_VALUE() functions to make formulas more readable:

LOOKUP_UOM_VALUE(

($COLUMN1=$PLANT_ID;$COLUMN2=$VENDOR_ID);

('#PT1';'#VD1';30[km]);

('#PT2';'#VD1';56[km]);

('#PT3';'#VD1';15[km])

);

0[km])

IF(AND($PLANT_ID='#PT1';$VENDOR_ID='#VD1');30*1000;

IF(AND($PLANT_ID='#PT2';$VENDOR_ID='#VD1');56*1000;

IF(AND($PLANT_ID='#PT3';$VENDOR_ID='#VD1');15*1000;0))

For a list of all functions available in the Formula Editor, see this guide under Functions Available in the Formula
Editor [page 276].

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46 PUBLIC Optimizing Performance
Simplify Your Formulas

Keep your formulas simple.

Complex formulas and expressions take the calculation engine longer to evaluate and recalculate. Whether
adding formulas to custom fields, standard fields, or costing sheet rules, use functions like the IN() function to
make your formulas easier to read.

 Example

IN($CUST_BIGINT;(567;345)

IF($CUST_BIGINT=345;TRUE();IF($CUST_BIGINT=567;FALSE();FALSE())

 Note

These formulas achieve the same result but the shorter formula is easier to read and is processed more
quickly.

For a list of all available functions, see Functions Available in the Formula Editor [page 276].

Use PARENT() and ANCESTOR() Functions Sparingly

The PARENT() and ANCESTOR() functions get their values from parent items. They are powerful extensibility
options, but they require the system to evaluate multiple levels. When used in conjunction with complex
hierarchies and formulas, they can strain your system.

• PARENT(): This function takes the value of the parent of the current item. If no value is entered or the
parent is disabled, the default value is used. If no default value is provided, the field is switched to manual
value. For a single item, the effort is not that great. However, if you have a lot of items, these computations
add up and can tax your system.
• ANCESTOR(): You can use this function to evaluate an expression for the parent of the current item. If the
expression is true, it takes the value from the parent. If the expression is false, it goes up a parent level
and continues to evaluate the expression until its true. The computing power required for this function can
grow quickly if the expression is complex or if the costing structure has many levels.

A Note About Rollups

You can use different rollup types to calculate custom fields for items. The rollup type determines how the
calculation engine calculates the value of a field based the item’s subitems. For example, if you want to
calculate (or rollup) the SUM for a parent item, you must first calculate the values of all child items. Plan your
rollups carefully. If you have a lot of custom fields with formulas, rollups take additional time.

Apply Costing Sheets and Cost Component Splits Last

Apply costing sheets and cost component splits to your calculation version once you’ve finalized your costing
structure. This spares the system from having to calculate and recalculate all rules and formulas associated
with the selections each time you edit the costing structure. You can select and deselect costing sheets and
cost component splits from the calculation version at any time. Apply them to assess the big picture when
necessary, but remove them again until the end, if possible.

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Limit the Number of Custom Fields

Create no more than 100 custom fields in a system.

The generation of custom fields is a time-consuming operation. The system is locked while custom fields
generate. This means no one else can work until the operation is finished. Carefully consider the purpose for
which you are creating custom fields and stay within number supported.

 Example

To generate 1 custom field with out a formula, it takes an average of 17 minutes in a system of 263 million
items.

Weigh the benefit of adding formulas. If you add formulas, keep them simple. Take advantage of functions such
as the IN() function (and examples) available in the Formula Editor.

 Example

IN($CUST_BIGINT;(567;345)

IF($CUST_BIGINT=345;TRUE();IF($CUST_BIGINT=567;FALSE();FALSE())

Remember each time you add, change, or delete an item, custom fields and their formulas are also
recalculated. If you have too many custom fields with complex formulas, this can impact your system
performance.

Hide Your Variants

When working with variants, a number of factors affect the performance of your system, including client
memory, the number of items in the variant base version, the number of formulas in the system and the
number of variants created.

To optimize system performance when working with variants:

• Hide variants when you are not working with them

• Calculate only a few variants at a time. This is particularly important if the variant base version has a large
number of items.
• Save the variant matrix regularly

 Recommendation

For optimal performance, we recommend that you work with no more than 100 variants in a single variant
matrix and that you display no more than 50 variants at one time.

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Balance the Workload

You can improve system performance by prioritizing and limiting how resources are used. By balancing
the demand for resources between various workloads instead of just optimizing for one particular type of
operation, you can also help your system adapt to changing workloads over time.

You can do a number of things to influence how the workload is handled, including:

• Configure SAP HANA parameters

• Increase CPU threads
• Configure SAP PLC parameters

To balance your workload, see the Administrator’s Guide for SAP Product Lifecycle Costing under Best Practice:
Configure SAP HANA to Improve Workload Management on SAP Help Portal.

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8 Folders, Projects, and the Project
Lifecycle

8.1 Folders

Folders are named containers that hold projects and other folders. You can use folders to organize and group
together projects and to structure the hierarchy between them.

You can create, delete, rename, and move folders in the navigation explorer in the Cockpit view.

Things to Consider

• A root folder is automatically created in the navigation explorer in the Cockpit view and shares the name of
the system in which you are working. You cannot move, rename, or delete the root folder.
• You can save any project or folder in any other folder, regardless of controlling area. You can nest folders up
to 10 levels. The contents of the projects are not affected when moved between folders.
• Folders may contain projects that you are not authorized to see or work with. These projects may prevent
you from deleting the folder even though the folder appears to be empty.
• When you upgrade from earlier releases, all projects appear under the root folder. You can then organize
them into additional folders as desired.

Related Information

Creating a Folder [page 51]

Moving a Folder [page 51]
Renaming a Folder [page 52]
Moving a Project to a Folder [page 65]
Deleting a Folder [page 53]

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8.1.1 Creating a Folder

You can create folders and use them to group related projects or structure projects and other folders. You can
create a new folder in the root folder or in any other folder or subfolder. You do this in the Cockpit view.

Prerequisites

You are authorized to create folders.

Procedure

1. In the Cockpit view, select the root folder or any other folder in which you would like to create a new folder.
2. In the ribbon, choose New, then Folder. You can also choose New Folder in the context menu.

A new folder is created in edit mode in the folder you selected.

3. Give the folder a name and press Enter, or click anywhere the navigation explorer to save the entry.
Note:
• You can enter a maximum of 100 alphanumeric characters, spaces, and the following special
characters: Hashtags (#), underscores (_), periods (.), and hyphens (-).
• Folders on different levels can have the same name. You must give folders on the same level unique
names.

Results

The new folder is saved and is displayed alphabetically in the location you selected.

8.1.2 Moving a Folder

You can move a folder under the root folder or into another folder, one folder at a time. Moving a folder also
moves its entire substructure. You can move folders that contain frozen and referenced calculation versions.
You can move folders that contain projects and other folders, regardless of controlling area.

Prerequisites

• You are authorized to update folders.

• The destination folder does not already contain a folder with the same name as the folder you are moving.
The destination folder itself can have the same name.

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Procedure

1. In the Cockpit view, select the folder you want to move.

2. In the ribbon, choose Move.

You can also use the context menu or the keyboard shortcut CTRL + X .
3. In the Move Folder dialog, select the root folder or another folder into which you would like to move the
folder, then choose Move.

Results

The folder is placed alphabetically in the location you have selected.

8.1.3 Renaming a Folder

You can rename a folder in the Cockpit view. Note, folders on the same level must have unique names. You can
give folders on different levels the same name.

Prerequisites

You are authorized to update folders.

Procedure

1. Select the folder you want to rename in the Cockpit view.

2. In the ribbon, choose Rename.

You can also use the context menu, or choose F2 .

3. Enter a new name and press Enter to confirm your change.

You can discard your change by pressing ESC before you press Enter.

Results

The folder is renamed.

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8.1.4 Deleting a Folder

You can delete folders that no longer contain projects in the Cockpit view. If you delete a folder, all empty
subfolders are also deleted. Note, some folders may contain projects that you are not authorized to see. These
projects may prevent you from deleting the folder though you believe the folder to be empty.

Prerequisites

• You are authorized to delete folders.

• The folder you want to delete no longer contains any projects.

Procedure

1. In the Cockpit view, select a folder for deletion.

2. In the ribbon, choose Delete. In the Delete Folder dialog, choose Delete again to confirm.

You can also select Delete in the context menu.

Results

The folder and any empty subfolders are deleted from the navigation explorer in the Cockpit view.

8.2 Projects

A project acts as an overall container that can hold any number of calculations and corresponding calculation
versions. You can use projects to group together calculations and calculation versions that have been created
for a certain type of product or a customer quotation. You can calculate the project lifecycle for every product
in a project. Projects can be saved in folders for further organization.

 Caution

Please consider the data retention policies of your organization when creating and maintaining projects.
Expiring data retention periods that lead to the automatic deletion of user data could lead to the deletion of
the sole administrator for a project. This would prevent any further access to the project. Please assess this
risk with your system administrator and assign more than one administrator to projects where necessary.

You can do the following in the Project view:

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Area What You Can Do Here

Project Data • Create or modify a project

• Assign yourself or someone else as responsible for the
project. The assignment can be changed at any time.
• Identify a linked project
• Select price determination strategies for the project
• Maintain start dates, end dates, and valuation dates for
the project

 Note
Lifecycle periods are calculated based on these
dates. If you change these dates, the correspond-
ing lifecycle periods, quantities, one-time costs, and
surcharges for deleted time periods will also be de-
leted.

Project Lifecycle Prepare individual calculation versions for project lifecycle

calculation.

Here you can:

• Assign or unassign one-time costs to individual calcula-

tion versions
• Determine how material and activity surcharges, if any,
are applied to individual calculation versions
• View the total of all planned quantities and the unit of
measure for each calculation selected for the project.
These quantities are used when distributing one-time
costs across calculations.
• Calculate the project lifecycle for selected calculation
versions and automatically generate lifecycle versions
for each lifecycle period in the project.

 Caution
Creating surcharges and applying one-time costs to cal-
culations in the project does NOT automatically apply
them to individual calculation versions. To include these
costs in the lifecycle calculation, you must apply them
here, to individual calculation versions, before calculat-
ing the project lifecycle.

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 Area What You Can Do Here

Lifecycle Periods Choose one of the following lifecycle period types for each
year in the project lifecycle:

• Yearly
• Quarterly
• Monthly
• Custom

 Note
The project start date, end date, and lifecycle valu-
ation date determine which years are available for
selection.

Lifecycle Quantities Enter the quantity to be produced for each lifecycle period in
each calculation.

 Example
If you select a yearly lifecycle for 2021 and quarterly life-
cycle periods for the year 2022, you can enter quantities
for each of the following lifecycle periods:

For Example:

Calcu- 2022/ 2022/ 2022/ 2022/

lation 2021 Q1 Q2 Q3 Q4

#SAP 100 40 50 60 70
Exam-
ple:
Drive

One-Time Costs • Create any number of one-time costs for the project.
• Distribute one-time costs to any number of calculations
in the project based on quantity, evenly, or manually.

Material Price - Lifecycle Surcharges Define surcharge rules for material prices.

 Note
You apply these rules to individual calculation versions
in the Project Lifecycle screen. By default, no surcharges
are applied.

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Area What You Can Do Here

Activity Price - Lifecycle Surcharges Define surcharge rules for activity prices.

 Note
You apply these rules to individual calculation versions
in the Project Lifecycle screen. By default, no surcharges
are applied.

Authorizations Create authorizations to control what individual users and

user groups can see and do when working in the project.

Related Information

Creating a Project [page 56]

Deleting a Project [page 57]
Working with Project Data [page 58]
Project Lifecycle [page 66]
Authorizations for Projects [page 91]
Moving a Calculation to Another Project [page 64]
Moving a Project to a Folder [page 65]

8.2.1 Creating a Project

When creating calculations and calculation versions you must always save them in a project.

You can create a new project in the Cockpit view or in the Project view.

Things to Consider

• Projects can contain any number of calculations and corresponding calculation versions. You can save or
move projects into folders for further organization.
• You cannot change the project ID or controlling area once the project is saved.
• If global and user-specific settings are configured, they are automatically applied to the project and all
calculations created for the project, but can be adapted.
• If you want to calculate project lifecycle costs, you must enter a start date, end date, and lifecycle valuation
date for the project.

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Steps

To create a project in the Cockpit view:

1. Select any folder in the navigation explorer.

2. In the ribbon, choose New, then Project.
You can also use the context menu or the keyboard shortcut Ctrl + Q .
This opens a Create New Project dialog.
3. Enter a project ID and project name, along with the controlling area, material and activity price strategies,
and reporting currency. Then choose Create.
The Project view opens allowing you to enter additional comments and information.
4. If you have nothing more to add, choose Close to find your project in the Cockpit view.
5. If you enter additional project data, choose Save, then Close, to find your project in the Cockpit view.

To create a project in the Project view:

1. Open the Project view.

2. In the ribbon, choose New.
This opens a new project in the Project view.
3. Under Project Data, complete all mandatory fields. These fields are marked with an asterisk (*).
4. Save and close the project.
This returns you to the Cockpit view. You can find your project in the Navigation Explorer in alphabetical
order.

 Note

You can leave the project open while working in the Cockpit view. This allows you to modify project data
while creating a calculation version for the project. However, this prevents other users from modifying
project data for the open project.

Related Information

Deleting a Project [page 57]

Working with Project Data [page 58]
Moving a Calculation to Another Project [page 64]
Moving a Project to a Folder [page 65]
Project Lifecycle [page 66]
Authorizations for Projects [page 91]

8.2.2 Deleting a Project

If you no longer need a project, you can delete it from the Cockpit view.

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  Caution

When you delete a project, all of its calculations, calculation versions, and lifecycle versions are
permanently deleted.

Prerequisites

• All calculation versions belonging to a project must be closed before you can delete the project.
• If a project contains a frozen calculation version, the project cannot be deleted.

Steps

1. Select a project.
2. Choose Delete in the ribbon.
You can also use the context menu or press DEL .
This opens a dialog box.
3. Choose Delete All.

Result

All calculations, calculation versions, and lifecycle versions belonging to the project are permanently deleted.

 Note

If all projects are deleted from the Cockpit view, you must start by crating a new project before creating any
new calculations and calculation versions..

8.2.3 Working with Project Data

You can do the following under Project Data in the Project view.

• Create or modify a project.

• Assign yourself or someone else as responsible for a project. The assignment can be changed at any time.
• Select price determination strategies for the project.
• Maintain start dates, end dates, and valuation dates for the project.

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  Note

Lifecycle periods are calculated based on these dates. If you change these dates, the corresponding
lifecycle periods, quantities, one-time costs, and surcharges for deleted time periods will also be
deleted.

Things to Consider

• If global default values and user-specific default values are configured, these values are automatically
applied to each new project, but can be adapted.
• Project-level data provides default values for calculation versions. Most of these values are editable at
calculation level.
• You can reference master data in projects.
• Master data that is used in a project cannot be deleted until the project is deleted.
• A project can only be edited by one user at a time. You can, however, continue to edit all calculations and
calculation versions while someone is working on the project data.

Modifying Project Data

You can modify the following fields under Project Data:

 Note

Mandatory fields are indicated with asterisks (*).

Field What It Means Provides Default Value for Uses Global Settings and
New Calculation Versions User-Specific Settings

Project ID* User-defined, unique ID for No No

the project.

Project Name* Name of the project. No No

Linked Project Identifier of the same project No No

used in another system,
for example SAP ERP PS
(Project System). You can
use this ID to cross-reference
the same project in other
systems.

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Field What It Means Provides Default Value for Uses Global Settings and
New Calculation Versions User-Specific Settings

Project Responsible Person responsible for the No No

project. You can assign your-
self or assign someone else.
No more than one person
can be assigned at a time.

Controlling Area* Organizational unit that rep- Yes Yes

resents a closed system
used for cost accounting pur-
poses. All calculations and
versions in a project have the
same controlling area.

Customer Customer for whom the Yes No

project is created.

Sales Document ID of the sales document, Yes No

(for example, an order or an
inquiry), used in another sys-
tem, such as SAP ERP. You
can use this ID to cross-ref-
erence the document in the
other system.

Sales Price The price at which you intend No No

to sell the product calculated
in a project to the customer.
You can enter the sales price
manually.

Plant Shows the plant assigned to Yes Yes

the project.

Company Code The smallest organizational Yes Yes

unit for which a complete
self-contained set of ac-
counts can be drawn up for
external reporting.

The company code deter-

mines which plants you can
select.

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 Field What It Means Provides Default Value for Uses Global Settings and
New Calculation Versions User-Specific Settings

Business Area An organizational unit of ex- Yes No

ternal accounting that repre-
sents a separate area of op-
erations or responsibilities in
an organization and to which
value changes can be allo-
cated.

Profit Center An organizational unit in ac- Yes No

counting that reflects a man-
agement-oriented structure
of the organization for inter-
nal control.

Material Price Strategy* Price determination strategy Yes No

that controls which price
sources are searched for
valid material prices and in
what order.

 Note
This price determination
strategy is used as a de-
fault for newly created
calculation versions in
this project.

Activity Price Strategy* Price determination strategy Yes No

that controls which price
sources are searched for
valid activity prices and in
what order.

 Note
This price determination
strategy is used as a de-
fault for newly created
calculation versions in
this project.

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Field What It Means Provides Default Value for Uses Global Settings and
New Calculation Versions User-Specific Settings

Reporting Currency Currency used for all calcu- Yes Yes

lated values, including: total
costs, cost per total quantity,
prices on assembly level, and
other costs. If you change
the reporting currency, all
relevant amounts are recal-
culated.

Costing Sheet Defines how overheads are Yes Yes

determined and how sums
are calculated.

Cost Component Split Breaks down costs by ac- Yes Yes

count group to identify main
cost drivers in the calculation
versions within your project.

Exchange Rate Type Specifies the exchange rate Yes No

type for a project.

Exchange rate types allow

you to define different ex-
change rates for different
business scenarios. For ex-
ample, you may have an op-
timistic or pessimistic rate
for the conversion of one cur-
rency into another.

Start of Project The date on which your No No

project begins.

If you want to calculate

project lifecycle costs, you
must enter a start of project,
end of project, and lifecycle
valuation date for the project.

End of Project The date on which your No No

project ends.

If you want to calculate

project lifecycle costs, you
must enter a start of project,
end of project, and lifecycle
valuation date for the project.

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 Field What It Means Provides Default Value for Uses Global Settings and
New Calculation Versions User-Specific Settings

Start of Production Date on which the production Yes No

of products and parts begins.

This date is intended for your

reference only.

End of Production Date on which the production Yes No

of products and parts ends.

This date is intended for your

reference only.

Default Valuation Date Date used to determine the Yes No

prices used for materials, ac-
tivities, and other item cat-
egories, and to determine
which exchange rates and
overhead rules are used in a
calculation version.

Lifecycle Valuation Date Date used to determine the No No

prices, exchange rates, and
overheads used for each life-
cycle period. You set the life-
cycle valuation date for the
project’s first lifecycle period,
typically start of the fiscal
year.

Subsequent lifecycle periods

follow the same date pattern.
For example, if you set the
lifecycle valuation date to
May 1, 2020 and you select
monthly lifecycle periods the
first year. the next valuation
dates used are June 1, 2020,
July 1, 2020, and so on.

If you want to calculate

project lifecycle costs, you
must enter a start of project,
end of project, and lifecycle
valuation date for the project.

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More Information

Projects [page 53]

Creating a Project [page 56]

Deleting a Project [page 57]

8.2.4 Moving a Calculation to Another Project

You can move an existing calculation to another project.

Prerequisites

• You are authorized to edit calculations and calculation versions

• The calculation that you want to move and the target project have the same controlling area
• All versions of the calculation are closed before the calculation is moved

Context

When you begin work on a calculation, you may not yet know which project it should belong to. You can create
the calculation in a generic project. Later on in the costing process, you can move the calculation and all of its
versions to a more specific project in the same controlling area.

 Note

You can move calculations in and out of projects regardless of the folders in which the projects are
organized.

Procedure

1. In the Cockpit view, select a project and then select the calculation that you want to move.
2. In the ribbon, choose Move.

You can also use the context menu or the keyboard shortcut Ctrl + X .
3. Enter the target project ID and choose Move.

You can use autocomplete to find a project.

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Results

The selected calculation is moved in alphabetical order to the project that you entered.

Related Information

Moving a Project to a Folder [page 65]

8.2.5 Moving a Project to a Folder

You can move a project into the root folder or into any other folder. You can move one project at a time. You can
also move projects that contain frozen and referenced calculation versions.

Prerequisites

• You are authorized to view folders and edit the project you are moving.
• The project is closed.

Procedure

1. In the Cockpit view, select the project you want to move.

2. In the menu choose Move.
3. In the Move Project dialog, select the root folder or any other folder into which you would like to move the
project.
4. Choose Move.

Results

The project is moved and placed alphabetically in the location you have selected.

Related Information

Folders [page 50]

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Creating a Folder [page 51]

8.3 Project Lifecycle

You can calculate the cost of products in a project over the course of the project lifecycle.

Hover over each step in the project lifecycle to see how the lifecycle is calculated. Click on each step for more
information.

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 • Selecting Lifecycle Periods [page 67]
• Entering Lifecycle Quantities [page 69]
• One-Time Costs [page 70]
• Calculating the Project Lifecycle [page 85]
• Lifecycle Versions [page 86]
• Creating a Project [page 56]
• Project Lifecycle [page 66]
• Surcharges [page 77]

Related Information

Projects [page 53]

Selecting Lifecycle Periods [page 67]
Entering Lifecycle Quantities [page 69]
One-Time Costs [page 70]
Surcharges [page 77]
Preparing Versions for Lifecycle Calculation [page 83]
Calculating the Project Lifecycle [page 85]
Generating Lifecycle Versions [page 87]

8.3.1 Selecting Lifecycle Periods

You can select different lifecycle periods for each year in the project lifecycle.

Prerequisites

• The project has been created.

• A start date, end date, and lifecycle valuation date have been entered for the project.

 Tip

• You can enter or change these dates in the Project view under Project Data.
• If you change these dates, the corresponding lifecycle periods, quantities, one-time costs, and
surcharges for deleted time periods will also be deleted.

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Context

You can choose between yearly, quarterly, monthly, and custom lifecycle periods. The start and end dates of
the project determine the years for which lifecycle periods can be created. The lifecycle periods that you create
are applied to each calculation in the project. When you calculate the project lifecycle for individual calculation
versions, lifecycle versions are generated for every lifecycle period that contains a quantity.

 Caution

Calculating a large number of lifecycle periods, for example monthly lifecycle periods over a multi-year
project, can have an impact on system performance.

Procedure

1. In the Cockpit, use the context menu to open the project.

2. In the Navigation Explorer, under Project Lifecycle, choose Lifecycle Periods.

A dropdown for each year in the project is displayed.

3. For each year, select a lifecycle period: Yearly, Quarterly, Monthly, or Custom.

Note, if you change a period type, for example from monthly to yearly, the quantities and one-time costs
defined for the old period, are lost.
4. [Optional] Modify one or more lifecycle period descriptions.

These are the labels used for the lifecycle versions that are generated and visible in the Cockpit view.
They're also used in the screens: Llifecycle Quantities and One-Time Costs.
5. Save the lifecycle periods.

Results

The lifecycle periods that you created are applied to each calculation in the project.

Next Steps

You can now enter quantities for the defined lifecycle periods.

Related Information

Entering Lifecycle Quantities [page 69]

Project Lifecycle [page 66]

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8.3.2 Entering Lifecycle Quantities

You can enter the quantity of the item to be produced for each lifecycle period in the calculation. Lifecycle
periods that do not include a quantity are not calculated as part of the project lifecycle.

Prerequisites

• The project has been created.

• A start date, end date, and lifecycle valuation date have been entered for the project.
• Lifecycle periods have been defined for the project.

Context

You enter quantities in the Project view under Lifecycle Quantities.

 Note

• If the quantity for a calculation is removed, the one-time costs are also removed and recalculated.
• If the quantity for a calculation is changed, the one-time costs are recalculated based on the new
quantity.

Procedure

1. In the Cockpit, use the context menu to open the project.

2. In the Navigation Explorer, under Project Lifecycle, choose Lifecycle Quantities.
3. For each calculation, in each lifecycle period, enter the number of items you want to produce.
4. Save your entries.

Results

When you calculate the project lifecycle for a specific calculation version, every period that has a quantity is
calculated. Lifecycle versions are automatically generated for each lifecycle period. You can access the lifecycle
versions in the Cockpit view under the calculation version (base version) for which they were calculated.

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Next Steps

If you have one-time costs, you can now distribute one-time costs across the product lifecycle.

Related Information

One-Time Costs [page 70]

Project Lifecycle [page 66]

8.3.3 One-Time Costs

You can create one-time costs for a project and distribute them across the project lifecycle. This allows you to
spread a single cost, such as a setup cost or the cost of a machine, across different products in the project over
multiple lifecycle periods.

Things to Consider

• You can create and distribute one-time costs in the Project view under One-Time Costs.
• Once you’ve distributed one-time costs, you must navigate back to the Project Lifecycle area and assign
the one-time costs to the desired calculation versions in order to include the costs in the project lifecycle.
• Once you've assigned the one-time costs to a calculation version, you can calculate the project lifecycle.
Lifecycle versions for each lifecycle period are automatically generated and are saved in the Cockpit view.
You'll find them in the Navigation Explorer directly below the calculation version that was calculated. The
one-time costs appear under the root item in your calculation version as Distributed Costs.

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How Distribution Works

You can distribute one-time costs as follows:

Distribution Type What It Means Example

Based on Quantity Distributes the one-time cost propor- Project #SAP Example: Make Parts in-
tionately across the selected calcula- cludes two calculations: #SHAFT and
tions in the project. The portion distrib- #DRIVE. Over the course of the project
uted is based on the sum of all quanti- lifecycle, you produce 300 units, as fol-
ties entered for each calculation. lows:

• #SHAFT.– 200 Units

• #DRIVE – 100 Units

You distribute a one-time cost of 100

EUR to both calculations, Based on
Quantity.

The cost is distributed as follows:

• #SHAFT = 100 x (2/3) = 66.67

EUR
• #DRIVE = 100 x (1/3) = 33.33 EUR

Result:

• For #SHAFT, 66.67 EUR is then

spread across lifecycle periods in
the calculation, proportional to the
quantity in each lifecycle period,
equally, or manually, depending on
the distribution type selected.
• For #DRIVE, 33.33 EUR is likewise
distributed.

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Distribution Type What It Means Example

Equal Distributes the one-time cost equally Project #SAP Example: Make Parts in-
across selected calculations in the cludes two calculations: #SHAFT and
project. #DRIVE. Over the course of the project
lifecycle, you produce 300 units, as fol-
lows:

• #SHAFT – 200 Units

• #DRIVE – 100 Units

You distribute a one-time cost of 100

EUR to both calculations, Equally.

Each calculation receives the follow-

ings:

• #SHAFT = 100 x (1/2) = 50 EUR

• #DRIVE. = 100 x (1/2) = 50 EUR

Result:

• For #SHAFT, 50 EUR is then

spread across lifecycle periods in
the calculation, proportional to the
quantity in each lifecycle period,
equally, or manually, depending on
the distribution type selected.
• For #DRIVE, 50 EUR is likewise dis-
tributed.

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 Distribution Type What It Means Example

Manual Allows you to distribute one-time costs Project #SAP Example: Make Parts in-
manually across selected calculations cludes two calculations: #SHAFT and
in the project. The entire cost must #DRIVE.Over the course of the project
be distributed in order to calculate the lifecycle, you produce 300 units, as fol-
project lifecycle. lows:

• #SHAFT – 200 Units

• #DRIVE – 100 Units

You distribute a one-time cost of 100

EUR to both calculations, Manually, for
example:

• #SHAFT = 75 EUR
• #DRIVE. = 25 EUR

Result:

• For #SHAFT, 75 EUR is then spread

across lifecycle periods in the cal-
culation, proportional to the quan-
tity in each lifecycle period, equally,
or manually, depending on the dis-
tribution type selected.
• For #DRIVE, 25 EUR is likewise dis-
tributed.

Related Information

Creating One-Time Costs [page 73]

Distributing One-Time Costs [page 75]
Project Lifecycle [page 66]

8.3.3.1 Creating One-Time Costs

You can create one-time costs for a project and distribute them to one or more calculations in the project,
based on quantity, equally, or manually.

Prerequisites

• The project has been created.

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• A start data, end date, and lifecycle valuation date have been entered for the project..
• Lifecycle periods have been defined for the project.
• Lifecycle quantities have been entered for the project.

Context

You can create one-time costs in the Project view under One-Time Costs.

Procedure

1. In the Cockpit view, use the context menu to open the project.
2. In the Navigation Explorer, under Project Lifecycle, choose One-Time Costs.

You see two tables: One-Time Costs and Where Distributed.

3. From the ribbon, choose Add, to add a new one-time cost to the project.
4. In the One-Time Costs table, under Cost Description, enter a unique name or identifier for the cost.
5. In the same table, under Cost to Distribute, enter the total cost to be distributed over the project.
6. Under Cost Currency, enter the currency of the cost to be distributed.
7. Under Account, enter the account to which the cost belongs.
8. Under Fixed Cost Portion, enter the percentage of the one-time cost you want to allocate to the fixed cost
portion of the item.
9. Under Distribution Type, select how the one time cost should be distributed across selected calculations in
the project.
10. Save the one-time cost.

Results

Saved one-time costs are available for distribution to calculations in the project. All calculations in the project
are displayed and available for selection in the Where Distributed table.

Next Steps

You can distribute the one-time cost to calculations in the project.

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Related Information

Distributing One-Time Costs [page 75]

Project Lifecycle [page 66]

8.3.3.2 Distributing One-Time Costs

You can choose how to distribute one-time costs across selected calculations in a project. You can then choose
how to distribute those portions across the lifecycle periods.

Prerequisites

• The project has been created.

• A start date, end date, and lifecycle valuation date have been entered for the project.
• Lifecycle periods have been defined for the project.
• Lifecycle quantities have been entered for the project.
• The one-time cost you are distributing has been created.

Context

You can distribute one-time costs in the Project view under One-Time Costs.

Procedure

1. In the Navigation Explorer, under Project Lifecycle, choose One-Time Costs.

2. In the One-Time Costs table, select the cost you want to distribute.
3. In the Where Distributed table, select the calculations to which you want to distribute the one-time cost.

The one-time cost will be divided between the selected calculations based on the distribution type you
chose for the one-time cost.

 Tip

Make sure you've assigned quantities to your lifecycle periods. You can only start assigning one-time
costs to your calculations once lifecycle periods have been created and quantities have been assigned.

4. In the Where Distributed table, under Distribution Type, select how to distribute the one-time cost across
the lifecycle periods. You can choose from the following:

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 Distribution Type What It Means

Based on Quantity The one-time cost is distributed proportionately across

lifecycle periods based on the lifecycle quantities defined
for the calculation.

Equal The one-time cost is distributed equally across the lifecy-

cle periods in the project.

Manual Allows you to distribute the one-time costs manually. You

can only calculate the project lifecycle once the entire cost
is distributed.

5. Save your changes.

 Note

Pay attention to whether you have any Costs Not Distributed. You can save a full or partial distribution
anytime, but costs must be fully distributed in order to calculate and automatically generate
lifecycle versions.

6. In the Navigation Explorer, choose Project Lifecycle again.

7. In the Lifecycle Configurations table, for each calculation, select the calculation version to which the
one-time costs should be applied.
8. In the same table, select the Assign One-Time Costs checkbox for each of these calculation versions.

 Note

If multiple one-time costs were distributed to the calculation, all of the costs are applied to the
calculation version you are calculating. Each cost appears as an individual line item under Distributed
Costs in the generated lifecycle versions.

9. [Optional] If you want to apply surcharges, now's the right time to select the method in which to apply
them. You can use the Material Surcharges and Material Surcharges dropdowns. All surcharges are applied
yearly. For more information, see Surcharges [page 77].
10. Save your changes, then choose Calculate.

Results

When you calculate the project lifecycle, lifecycle versions for each lifecycle period are automatically generated
and are saved in the Cockpit view. You'll find them in the Navigation Explorer directly below the calculation
version that was calculated. The one-time costs appear under the root item in your calculation version as
Distributed Costs.

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Related Information

Surcharges [page 77]

Preparing Versions for Lifecycle Calculation [page 83]
Calculating the Project Lifecycle [page 85]
Project Lifecycle [page 66]

8.3.4 Surcharges

You can apply surcharges to material prices and activity prices in order to take into account increases or
decreases in item prices over time when calculating the lifecycle costs for a project.

This gives you additional flexibility when working with lifecycle versions. For example, you can calculate the
total cost of a product until the end of production. Surcharges allow you to estimate how the prices for
materials and activities will change over time in the future.

As part of a project's lifecycle, you can define surcharge rules and then decide how and when you want to apply
surcharges during lifecycle calculation for a project. You can apply surcharges After Price Determination, with
No Price Determination, or after No Price Found. When you generate lifecycle versions, you can then see the
effects of surcharges overall and at item level. You can apply surcharges as needed for each calculation version
in a project.

Where You Create Surcharges

• You create surcharges and define surcharge rules in the Project view under Material Price - Lifecycle
Surcharges and Activity Price - Lifecycle Surcharges.
• You can apply surcharges to individual calculation versions in the Project view under Project Lifecycle.

Item Categories

Surcharges can be applied to prices in the following item categories:

Surcharges Item Categories

Material Price • Calculation Version

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

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Surcharges Item Categories

Activity Price • Internal Activity

• Process

No surcharges are applied for the item categories Resources and Tools, Text Item, and Referenced Version.

How Surcharge Rules Are Evaluated

Surcharge rules can be defined for the following attributes:

1. Material, Plant
2. Material
3. Plant, Account Group
4. Plant, Material Group
5. Account Group
6. Material Group
7. Material Type
8. Plant

The rules are evaluated beginning with the first rule. The order can't be changed. If the material and plant
in the first surcharge rule match the material and plant in the calculation version selected for surcharge, the
surcharge rule is used. If the values in the first rule don’t match, the second rule is evaluated, and so on.

How Surcharges Are Applied

Surcharges are cumulative and are applied annually.

 Example

You create a material surcharge and it's applied to the material #SAP 100-100 Casing. The surcharge is
applied with No Price Determination. The surcharged price in 2020 is 110€. In 2021, it's 132€. In 2022, it's
171.60€.

Material Field Surcharges Calculated

#SAP 100-100 - Lifecycle Period 2020/1st Half 2020/2nd Half 2021 2022

Casing
Quantity 1 1 1 1

Material Price 100€ 100€ 100€ 100€

Material 10% 10% 20% 30%

Surcharge

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 Material Field Surcharges Calculated

Surcharged Price 110€ 110€ 132€ 171.60€

 Note

The surcharged price will differ if the surcharge is applied after price determination or if surcharges are
applied when no price is found. For more information see Applying Surcharges [page 81]:

Related Information

Defining Surcharge Rules [page 79]

Applying Surcharges [page 81]
Project Lifecycle [page 66]

8.3.4.1 Defining Surcharge Rules

You use surcharge rules to specify the attributes used to determine which items are surcharged in lifecycle
versions for a project. Each rule also contains the surcharge amount in percent. You can also decide in which
lifecycle periods the surcharges should be applied.

Context

Surcharge rules are evaluated beginning with the first rule. The order can't be changed. If the material and
plant in the first surcharge rule match the material and plant in the calculation version selected for surcharge,
the surcharge rule is used. If the values in the first rule don’t match, the second rule is evaluated, and so on.

 Note

If you enter overlapping account groups when defining surcharge rules, a warning is shown. Overlapping
account groups might cause a surcharge to be applied to the same item twice.

Procedure

1. In the Cockpit view, use the ribbon or context menu to open a project.
2. Choose Material Price - Lifecycle Surcharges or Activity Price - Lifecycle Surcharges, depending upon the
type of surcharge rule you need.

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3. In the table, choose the surcharge dependency that you want to use, and then double-click or press Enter
to open the rule details.
4. Choose Add in the ribbon or context menu.
5. Enter the attributes to be used, for example, a combination of material and plant, and specify the
surcharge in percentage for the relevant lifecycle periods. Note that the year that production starts is
emphasized in bold.

For example, you could define a rule for a surcharge on the material #Pump-100 coming from the plant
MAIN. You can set a surcharge of 5% for 2020 and 2021, and a surcharge of 10% for 2022.
6. Save your entries.

Results

Surcharge rules are defined for the project and are ready to be applied when you calculate the project lifecycle
for individual calculation versions.

 Note

If a master data object (plant, account group, material group, cost center, or activity type) is used in a
surcharge rule, the master data object can't be deleted.

Next Steps

You can now determine how surcharges will be applied to individual calculation versions in the project. For
more information, see Applying Surcharges [page 81].

For more information about preparing calculation versions for calculation generally, see Preparing Versions for
Lifecycle Calculation [page 83].

Related Information

Surcharges [page 77]

Applying Surcharges [page 81]
Preparing Versions for Lifecycle Calculation [page 83]
Calculating the Project Lifecycle [page 85]

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8.3.4.2 Applying Surcharges

You can determine how you want to apply the surcharges defined in your surcharge rules. The surcharges are
taken into account during project lifecycle calculation. You can apply surcharges differently for each calculation
version in a project.

Prerequisites

Surcharges rules have been defined for the project.

Context

The following table shows the available surcharge settings and how they affect the calculation of lifecycle
versions.

Surcharge Setting What It Does Example

No Surcharges Lifecycle versions are calculated with

price determination. No surcharges are
applied.

After Price Determination Lifecycle versions are calculated with In 2018, the material #Flat Seal (mate-
price determination. Surcharges are ap- rial type #SEM) has a valid price of 100
plied to the valid prices. EUR. In the relevant surcharge rule, this
material type has a surcharge of 5% in
You can use this setting if you want
2018.
to simulate general increases or de-
creases in prices, such as inflation rate, • After lifecycle generation, the price
without changing the prices defined in of this item is then 105 EUR in the
your master data. lifecycle version for 2018.

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Surcharge Setting What It Does Example

No Price Determination Lifecycle versions are calculated with- The material #Flat Seal (material type
out price determination. Surcharges are #SEM) has a valid price of 100 EUR in
applied to the price in the final lifecycle 2017, 2018, and 2019. In the relevant
version for the previous lifecycle year. If surcharge rule, this material type has a
no lifecycle version exists, the price of surcharge of 5% in 2018. For 2019, it
the base version is used. has a surcharge of 10%.

This setting allows you to simulate pri- • Lifecycle versions are generated in
ces without taking into account any pri- 2018 and 2019 without price deter-
ces defined in your master data. mination.
• In 2018, the item's price is 105 EUR
(100 EUR + 5%).
• In 2019, the price is 115.50 EUR
(105 + 10%).

If No Price Found Lifecycle versions are calculated with The material #Flat Seal (material type
price determination. If no price exists, #SEM) has a valid price of 100 EUR in
a surcharge is applied to the price in 2018, and 115 EUR in 2020. In the rele-
the final lifecycle version for the previ- vant surcharge rule, this material type
ous lifecycle year. If no lifecycle version has a surcharge of 5% in 2018. For 2019
exists, the price of the base version and 2020, it has a surcharge of 10%.
is used. If a valid price exists, no sur-
• Lifecycle versions are generated
charge is applied.
for 2018, 2019, and 2020.
This setting gives you a means to apply • In 2018, the item's price is 100
surcharges even if master data is not EUR. No surcharge is applied be-
maintained for particular materials or cause a valid price exists.
activities. • In 2019, the price is 110 EUR (100
EUR + 10%). The surcharge is ap-
plied because no valid price exists.
• In 2020, the price is 115 EUR. No
surcharge is applied because a
valid price exists.

Procedure

1. In the Cockpit view, use the ribbon or context menu to open a project.
2. In the Project view under Project Lifecycle, select a calculation version (also known as a base version) for
each calculation you want to calculate.
3. Under Material Surcharges and or Activity Surcharges, select the method for applying surcharges. By
default, no surcharges are applied.
4. Save your entries, then choose Calculate.

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Results

• One lifecycle version is generated for each lifecycle period that has a total quantity greater than zero.
Surcharges are applied according to your settings.
• You can open the lifecycle versions in the Cockpit view to see how prices, overheads, and exchange rates
have changed the overall cost of the product each year. If a surcharge has been applied for an item, this is
shown as part of the price information in the Item Details. The surcharge amount is shown in the Surcharge
(%) field and the price source for the item is shown as Surcharged Price.
• You can also visualize the costs and quantities for these lifecycle versions across all lifecycle periods using
SAP Analysis for Microsoft Office and the corresponding SAP PLC Analytic views for projects.

Related Information

Surcharges [page 77]

Defining Surcharge Rules [page 79]
Calculating the Project Lifecycle [page 85]
Analyzing and Reporting with External Tools [page 357]

8.3.5 Preparing Versions for Lifecycle Calculation

If you want to include one-time costs and surcharges in the project lifecycle calculation for a particular
calculation version, you must prepare the calculation version to include the costs before calculating.

 Caution

Creating surcharges for a project or creating one-time costs and applying them to calculations in the
project does NOT automatically apply them to all calculation versions in the project. You must trigger the
application of costs and surcharges for each calculation version before calculating the project lifecycle.

Prerequisites

1. A project has been created.

2. A project start date, end date, and lifecycle valuation date have been entered for the project.
3. Lifecycle periods have been selected for each year in the project.
4. Lifecycle quantities have been entered for all lifecycle periods
5. One-time costs, if any, have been distributed to selected calculations in the project.
6. Material and activity surcharges, if any, have been created for the project.

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Context

You can configure the project lifecycle in the Project view under Project Lifecycle. You can select and configure
one calculation version at a time for each calculation in the project. All configured calculation versions can be
calculated together at one time. Lifecycle versions are generated for every calculation version you calculate.

Procedure

1. In the Project view, go to the Navigation Explorer and choose Project Lifecycle.
2. On the right, under Lifecycle Configurations, select a calculation version for each calculation you plan to
calculate.
3. Check the Assign One-Time Costs checkbox to assign one-time costs to the selected calculation version.

 Note

If multiple one-time costs were distributed to the calculation, all of the costs are applied to the
calculation version you are calculating. Each cost appears as an individual line item under Distributed
Costs in the generated lifecycle versions.

4. Under Material Surcharges and Activity Surcharges, use the dropdown to select the method in which
surcharges, if any, are applied to the selected calculation version.

 Note

All surcharges are applied yearly.

5. Save your entries.

Result

The selected calculation versions are ready for calculation. The one-time costs and surcharges will be applied
when you calculate the project lifecycle for the selected calculation versions.

Next Steps

You can now calculate the project lifecycle for the selected calculation versions.

Related Information

Calculating the Project Lifecycle [page 85]

Project Lifecycle [page 66]

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8.3.6 Calculating the Project Lifecycle

You can calculate the total cost of a project and its included products over the project lifecycle. When
you calculate the project lifecycle, lifecycle versions for the planned dates and quantities are automatically
generated and displayed under the selected calculation version (base version) in the Cockpit view.

Prerequisites

1. A project has been created.

2. A project start date, end date, and lifecycle valuation date have been entered for the project.
3. Lifecycle periods have been selected for each year in the project.
4. Lifecycle quantities have been entered for all lifecycle periods.
5. One-time costs, if any, have been distributed to selected calculations in the project.
6. Material and activity surcharges, if any, have been created for the project.

Context

You can calculate the project lifeycle in the Project view under Project Lifecycle.

Procedure

1. In the Cockpit view, open the project you want to calculate.

2. In the Navigation Explorer, choose Project Lifecycle.
3. On the right, under Lifecycle Configurations, select a calculation version for each calculation you want to
calculate.
4. [Optional] Select the Assign One-Time Costs checkbox to assign one-time costs to the selected calculation
version.

 Note

If multiple one-time costs were distributed to the calculation, all of the costs are applied to each
calculation version you've selected.

5. Under Material Surcharges and Activity Surcharges, use the dropdown to select the method in which
surcharges, if any, are applied to the selected calculation versions.

 Note

All surcharges are applied yearly.

6. Save your entries, then choose Calculate.

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Results

• The project lifecycle is calculated for each calculation version selected.

• One lifecycle version is generated for each lifecycle period in which you have entered a total quantity
greater than zero.
• Lifecycle versions are saved in the Cockpit view, under the calculation versions (base versions) calculated.
You can open lifecycle versions from the Navigation Explorer in the Cockpit view to see how prices,
overheads, and exchange rates have changed the overall cost of the product each year.
• One-time costs appear as individual line items under Distributed Costs in the lifecycle versions.
• Surcharges are shown as part of the price information in the item details. The surcharge amount is shown
in the Surcharge (%) field, and the price source for the item is shown as Surcharged Price.
• You can visualize the costs and quantities for these lifecycle versions across all lifecycle periods using SAP
Analysis for Microsoft Office and the corresponding SAP PLC Analytic views for projects.

Related Information

Project Lifecycle [page 66]

Preparing Versions for Lifecycle Calculation [page 83]
Analyzing and Reporting with External Tools [page 357]

8.3.7 Lifecycle Versions

Lifecycle versions are calculation versions generated for a particular period of time defined in the lifecycle of a
project.

You use these versions to calculate costs for different lifecycle periods over the course of the project lifecycle.
Lifecycle versions are automatically generated when calculating the project lifecycle for individual calculation
versions.

Things to Consider

• Lifecycle versions ( ) are shown in the Navigation Explorer in the Cockpit view. They're saved under the
calculation version for which the project lifecycle was calculated.
• You can edit lifecycle versions in the Calculation view.
When you save changes to a lifecycle version, the existing version is overwritten and the version type
changes to Manual Lifecycle Version ( ). The next time you calculate the project, you can generate new
lifecycle versions or keep the lifecycle versions with manual changes. Once new lifecycle versions are
generated and manual changes are overwritten, you cannot retrieve the manual changes.
• Lifecycle versions can't be referenced in other versions, used as base versions when calculating the project
lifecycle, or set as current versions.

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 • You can visualize the costs and quantities of lifecycle versions across all lifecycle periods using SAP
Analysis for Microsoft Office and the corresponding SAP PLC Analytic Views for projects.

Related Information

Generating Lifecycle Versions [page 87]

Base Versions [page 87]
Using References in Base Versions [page 88]
Price Determination for Lifecycle Versions [page 89]
Editing Lifecycle Versions [page 90]

8.3.7.1 Generating Lifecycle Versions

Lifecycle versions are automatically generated for all defined lifecycle periods with quantities greater than zero,
when you calculate the project lifecycle.

For more information, see Calculating the Project Lifecycle [page 85].

8.3.7.2 Base Versions

The calculation version you select when calculating the project lifecycle is also known as the base version. It's
the basis for generating lifecycle versions in a project. This means that you build up the costing structure and
prices that you want to use in the calculation version (base version) before assigning one-time costs, triggering
the application of surcharges, and calculating the project lifecycle.

The base version used for each generated lifecycle version can be found in the side panel under Version
Header Data Base Version .

Things to Consider

• Lifecycle versions and frozen versions can't be used as base versions.

• If a calculation version is deleted and it was used as a base version, all generated lifecycle versions are also
deleted.
• The unit of measure for total quantity used by the base version is also used for the lifecycle versions.
• Base versions can contain references to other calculation versions that are in the same project or that are
in different projects but have the same controlling area.

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Related Information

Lifecycle Versions [page 86]

Calculating the Project Lifecycle [page 85]
Using References in Base Versions [page 88]

8.3.7.3 Using References in Base Versions

You can reuse parts and assemblies in different products and variants by adding them as references. Base
versions can contain references to other calculation versons that are in the same project or that are in different
projects but have the same controlling area.

 Example

Assume that you have a base version #SAP Pump. This base version references another version, #SAP
Shaft. You calculate project lifecycle costs for #SAP Pump using this base version for two lifecycle periods:
2019 and 2020. If #SAP Shaft is in the same project as #SAP Pump and you have also selected a base
version for each, then lifecycle versions are generated for both calculation versions for 2019 and 2020. If
this is not the case, then lifecycle versions are only generated for #SAP Pump, and the system must handle
the references to #SAP Shaft differently.

Handling of References in Base Versions

There are three possible scenarios for the handling of the reference to #SAP Shaft in the generated lifecycle
versions for #SAP Pump:

Scenario How References are Handled

Lifecycle versions exist for the referenced version If lifecycle versions already exist for #SAP Shaft for 2019 and
2020, they are used for the generated lifecycle versions for
#SAP Pump for these lifecycle periods.

No lifecycle version exists for the referenced version in a In this case, #SAP Shaft has existing lifecycle versions for
lifecycle period 2017 and 2018, but not for 2019 or 2020. When you gener-
ate lifecycle versions for #SAP Pump, the existing lifecycle
version for #SAP Shaft for 2018 is used for both lifecycle
periods 2019 and 2020. This ensures that the latest version
of the #SAP Shaft is used in the generated lifecycle versions
for #SAP Pump.

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 Scenario How References are Handled

No lifecycle versions exist at all for the referenced version It's also possible that no lifecycle versions exist at all for
#SAP Shaft. In this case, when you generate lifecycle ver-
sions for #SAP Pump, the version of #SAP Shaft included
in the base version for #SAP Pump is used in each of the
lifecycle periods.

 Note

If you calculate project lifecycle costs for several base versions at the same time in the same project, the
following occurs to ensure that the base version uses information from the respective lifecycle version:

• Lifecycle versions are generated for the reference version first.

• Then lifecycle versions are generated for the base version.

Related Information

Base Versions [page 87]

Referencing Calculation Versions [page 162]
Adding a Referenced Version [page 164]
Opening a Referenced Version [page 165]
Updating a Reference to the Current Version [page 166]
Referenced Version [page 204]

8.3.7.4 Price Determination for Lifecycle Versions

When lifecycle versions are generated, automatic price determination is triggered. This ensures that the most
up-to-date prices are used for each lifecycle version. This applies for the following item categories: Material,
Document, Subcontracting, External Activity, and Internal Activity.

As part of your project data, you set a lifecycle valuation date. This date is used for the project’s first lifecycle
period, for example, the start of the fiscal year. Based on this, lifecycle valuation dates are automatically set for
each subsequent lifecycle period.

 Example

If you set the lifecycle valuation date to May 1, 2020 and you select monthly lifecycle periods the first year.
the next valuation dates used are June 1, 2020, July 1, 2020, and so on.

New lifecycle valuation dates trigger price determination. This means that new prices, costing sheet overheads,
and exchange rates that are valid for these dates are automatically found for the lifecycle versions, if available.
Even if total quantities remain the same, prices and ultimately total cost will likely differ based on the lifecycle
period.

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Things to Consider

• Automatic price determination is done for items in the lifecycle version for which automatic price
determination is available.
• If a valid price is found, it is set and the price source is set accordingly.
• If no valid prices are found or if price determination is disabled, the following occurs:
• Prices from the prior lifecycle version are taken, if available.
• The price source is set to Manual Price.
• If you have defined surcharge rules and applied surcharges as part of lifecycle calculation for your project,
surcharges may also be applied after price determination or if no price is found. For more information, see
Surcharges in the related links below.

Related Information

Determining Prices [page 233]

Surcharges [page 77]

8.3.7.5 Editing Lifecycle Versions

You can edit and save changes to lifecyle versions.

Context

When you calculate the project lifecycle for a calculation version, separate lifecycle versions for each lifecycle
period within the start and end dates for the project are automatically generated and saved in the Cockpit view.
You can open and edit these lifecycle versions.

Procedure

1. In the Cockpit view, open the Lifecycle Version ( ) you want to change.

The lifecycle version opens in the Calculation view.

2. Make the desired changes and choose Save.

Note, you can also choose Save As. This does not change the lifecycle version. This saves the lifecycle
version as a regular Calculation Version ( ) in the Cockpit view, alphabetically, below the calculation.

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Results

The lifecycle version is overwritten and the version type changes to Manual Lifecycle Version ( ). The next
time you calculate the project, you are given the option to generate new lifecycle versions, which overwrite the
manual lifecycle versions, or to keep the manual lifecycle versions.

Related Information

Lifecycle Versions [page 86]

8.3.8 Authorizations for Projects

You can use authorizations to control what users are allowed to do when they work in a project.

When you assign a user or a user group to a project, you can authorize these users to perform specific actions
such as read, collaborate, edit, freeze, unfreeze, delete, or administer the project. Authorizations apply to the
project as a whole. If you authorize a user to read a project, they can read all calculations and calculation
versions belonging to that project. If you revoke the read authorization, they can no longer read any calculation
versions belonging to that project.

• You can manage authorizations for users and user groups in the Project view under Authorizations.
• You can create user groups in the Administration view under Global Settings.

Related Information

Authorization Level and Types [page 91]

My Authorizations [page 95]
Managing Authorizations [page 95]
User Groups [page 447]

8.3.8.1 Authorization Level and Types

You can assign authorizations to users and user groups to control what they can do in a project. Assigning
authorizations ensures that only authorized individuals can perform specific actions and make changes within
the project, providing security and efficient project management.

The creator of a new project is automatically authorized to administer the project. This means that they can
add users and user groups to the project and authorize these users to perform various actions for the project.
Only users that are authorized to administer a project can change privileges for others and create user groups
for that project.

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Authorization Types

You can assign the following authorizations for projects:

 Note

Each user or user group only needs one authorization for each project. The highest authorization includes
all the lower authorizations for that project. For example, If you're authorized to Create/Edit a project, you
automatically receive the Collaborate and Readauthorizations.

Authorization Types

Authorization Authorization Level Allows You To Doesn't Allow You To

Read 1 - (Default Authorization) • See the project in the • Edit or save changes to
Cockpit view the project
• See authorized users • Save changes for any
and user groups for the calculation versions in
project in the Project the project
view • Open referenced ver-
• Search for the project sions that you are not
and all its calculations otherwise authorized to
and versions using the read
global search field
• See all calculations
and calculation versions
for the project in the
Cockpit view
• See calculated results
for all calculation ver-
sions belonging to the
project
• Open everything you are
authorized to see in any
SAP HANA View

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 Authorization Authorization Level Allows You To Doesn't Allow You To

Collaborate 2 - (Includes Read) • Project: • Project:

• Open and read • Create a new
project information, project
including general • Update and save
project data and the project (this
project lifecycle includes general
data in the Project project data and
view. project lifecycle
• Calculation: data in the Project
• Read calculation in- view.
formation in the • Generate lifecycle
Cockpit view. versions
• Calculation Version: • Move existing
projects into an-
 Note other folder

These privileges
• Calculation:

only apply when • Create new calcula-

tions
you open the cal-
culation version in
• Move existing cal-
culations into an-
Collaborative Mode.
other project
• Rename existing
• Update and save calculations
calculation version
items (including
• Set current ver-
sions
cut and pasted
items, added or de- • Calculation Version:
leted items, mass • Open a calculation
change) version in any con-
• Set Price for items text other than
Collaborative Mode
• Import structure
from Microsoft Ex- • Create new calcula-
cel tion versions

• Import BOMs and • Update and save

routings from SAP calculation version
ERP header data

• Import document • Save existing calcu-

structures from lation versions as
SAP ERP new versions

• Import and link cal- • Create new calcula-

culation versions tions as copies
• Create new ver-
sions as copies
• Update master data
in existing calcula-
tion versions
• Analyze calculation
versions

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Authorization Authorization Level Allows You To Doesn't Allow You To

• Freeze calculation
versions
• Activate or deacti-
vate tracking in a
calculation version

• Variant Matrix

 Note
This privilege
doesn't allow you
to open, create, or
work in any way with
variants or variant
matrices.

Create/Edit 3 - (Includes Collaborate) • Update and save the

project
• Create calculations in
the project
• Update calculations in
the project
• Create calculation ver-
sions in the project
• Copy calculation ver-
sions in the project (cre-
ate as copy)
• Edit and save calculation
versions in the project

Create/Edit/Freeze/Un- 4 - (Includes Create/Edit) • Freeze and unfreeze ver-

freeze/Delete sions in the project
• Delete the project
• Delete calculations in
the project
• Delete calculation ver-
sions in the project

Administer 5 - (Includes full Edit) • Grant and revoke au-

thorizations for others
for the project

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8.3.8.2 My Authorizations

You can view your own authorizations in the Project view under My Authorizations. You cannot change your own
authorizations.

If you're individually authorized for a project and you're also included in a user group that's authorized for the
project, you receive the highest of the two authorizations. For example, if you are granted Read authorization
for a project and are also included in a user group that has been granted Create/Edit authorization for the
project, you receive Create/Edit authorization for that project.

Related Information

Managing Authorizations [page 95]

8.3.8.3 Managing Authorizations

If you are authorized to administer a project, you can add and remove users and user groups from the project.
You can also change authorizations for users and user groups to determine what they are allowed to do when
they work with a project and its calculation versions.

You manage authorizations for users and user groups in the Project view under Authorizations.

Related Information

Authorizing Users and User Groups for a Project [page 95]

Removing Users and User Groups from a Project [page 96]
Changing Authorizations for Users and User Groups [page 97]

8.3.8.3.1 Authorizing Users and User Groups for a Project

If you are authorized to administer a project, you can add users and user groups to the project and specify an
authorization. Unless you make a different selection, each user or user group that you add to a project initially
receives the Read authorization.

Prerequisites

• The user that you want to add exists SAP Product Lifecycle Costing.

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• The user group that you want to add exists in master data.

Procedure

1. Open the project in the Project view.

2. In the Navigation Explorer, choose Authorizations.
3. Under Other Users or User Groups, enter the user or group that you would like to add to the project and
choose an authorization.
4. Save your changes.

Related Information

User Groups [page 447]

8.3.8.3.2 Removing Users and User Groups from a Project

If you are authorized to administer a project, you can remove a user or user group from the project. When the
user or user group is removed, the user or user group no longer has any authorizations for the project.

Procedure

1. Open the project in the Project view.

2. In the Navigation Explorer, choose Authorizations.
3. Under Other Users or User Groups, select a user or group and choose the Remove command.
4. Save your changes.

Note, if a user or member of a user group is working in a project at the same time that the user or group is
removed from the project, they can continue to work in the project and save their changes. After reopening
the project, the removal of authorizations takes effect. The user will then no longer be able to work in the
project.

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8.3.8.3.3 Changing Authorizations for Users and User
Groups

If you are authorized to administer a project, you can change the authorization for other users and user groups
that are assigned to the project.

Procedure

1. Open the project in the Project view.

2. In the Navigation Explorer, choose Authorizations.
3. Under Other Users or User Groups, find the user or group and select the authorization that you would like
to assign.
4. Save your changes.

Related Information

Managing Authorizations [page 95]

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9 Calculations, Calculation Versions,
Costing Structures, and Items

9.1 Calculations

Each calculation acts as an overall folder for a set of calculation versions.

You can use the Cockpit to obtain an overview of the calculations and the versions they contain.

Things to Consider

• You can create any number of versions for a calculation.

• When you create a new calculation, an initial version is automatically created.
• Each calculation is assigned to a project.

Related Information

Creating New Calculations [page 98]

Moving a Calculation to Another Project [page 64]

9.1.1 Creating New Calculations

When you create a new calculation, an initial calculation version is automatically created.

Steps

1. Open the Cockpit view or the Calculation view.

2. In the Cockpit choose New, and then New Calculation.
In the Calculation view, choose New.
3. Choose a project under which you would like to create your new calculation, or create a new project under
which to create the calculation.
4. Choose Save and enter new names for your calculation and calculation version.
5. Save your entries.

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Result

You can continue working with the new calculation and version in the Calculation view. The new calculation and
version are displayed in the Cockpit view under the project where they were created.

Related Information

Creating a Project [page 56]

9.1.2 Copying a Calculation and Version

You can use an existing calculation and calculation version as the basis for creating a new calculation and
version. This is useful if you need to create a calculation for a product or part that is similar to one that already
exists. After copying the calculation and version, you can adjust the content as necessary.

You can save the new calculation and version as part of the same project as the original calculation and version
or assign them to another project. The controlling area of the project is important when copying calculations
and versions.

Same Controlling Area

If you copy a calculation and version to the same project or to another project with the same controlling area,
the following occurs:

• All values except the linked project ID are copied to a new calculation version.
• The master data timestamp remains unchanged.
• Account and price determination are not triggered.

Different Controlling Area

If you copy a calculation and version to a project with a different controlling area, the following occurs:

• All references to master data are copied to the new calculation version, but are validated based on the new
controlling area.
• The master data timestamp remains unchanged.
• Account and price determination are triggered.

When copying to a project with a different controlling area, some data may not be defined in the controlling
area of the target project. This is handled as follows for field values that do not exist in the target controlling
area:

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• If a temporary value is allowed for a field, the field value is copied and the description is set to
<Temporary>.
• If a temporary value is not allowed for a field, nothing is copied and the field is left blank. This is the case,
for example, for Costing Sheet, Component Split, and Account.

Steps

1. In the Cockpit view, select a project, calculation, and a calculation version.

Be careful not to open the calculation version, or you will end up in the Calculation view.
2. In the ribbon, choose New, and then New Calculation as Copy.
You can also use the context menu or the keyboard shortcut Ctrl + Shift + N .
3. Select a target project.
You can use autocomplete to find a project.
4. Choose Create.
A copy of the calculation and calculation version is created in the project and opened in the Calculation
view.
5. Choose Save, and enter new names for your copied calculation and calculation version.
6. Save your entries.

Result

You have created a new calculation with its first version by copying the selected calculation. The new
calculation and version are added to the list of calculations in the Cockpit view.

9.1.3 Renaming a Calculation

You can rename a calculation in the Cockpit view.

Steps

1. Select a calculation in the Cockpit view.

2. Choose Rename in the ribbon.
You can also use the context menu or press F2 .
3. Enter a new name and press Enter to confirm your change.
You can discard your change by pressing ESC before you press Enter .

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9.1.4 Deleting a Calculation

You can delete a calculation and all of its versions in the Cockpit view.

Prerequisites

• All versions of the calculation must be closed before the calculation can be deleted. If a calculation version
is opened by another user, you must wait until the user has closed the calculation version to delete the
calculation.
• If a calculation contains a frozen calculation version, the calculation cannot be deleted.

Steps

To delete a calculation, do the following:

1. Select a calculation.
2. Choose Delete in the ribbon.
You can also use the context menu or press DEL .
This opens a dialog box.
3. Choose Delete All to delete the calculation and all of its versions.

9.2 Calculation Versions

You use the Calculation view to work on a specific calculation version in a calculation. This is where you work on
costing structures.

 Note

If your network connection is interrupted, your unsaved calculation versions are not lost. You're given the
opportunity to recover your unsaved calculation versions or discard the unsaved changes when you restart
the application.

Calculation View

You can do the following in the calculation view.

 Note

• Fields with asterisks (*) are mandatory fields.

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 • Grayed-out fields are read only fields.

• Searching Globally [page 19]

• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]
• Searching Globally [page 19]

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Key Figures

In the Key Figures area at the upper right, you can keep an eye on the total cost, total quantity, and cost per unit
in each calculation version.

Costing Structure

This is the hierarchical tree structure on the left. This structure shows all of the items currently included in
a calculation version. You can expand and collapse the structure using the buttons in the Costing Structure
header. You can use the filter to narrow down the number of items shown in the costing structure. You can also
expand and collapse a single level in a costing structure.

Version Header Data

Version header data is shown in the side panel on the right. This is information about the project and
calculation to which the calculation version belongs, including project name and ID, linked project, calculation
name and ID, and controlling area. You can maintain general costing data such as total quantity, reporting
currency, and exchange rate type here. You can also see who last changed the version and when the changes
were made.

Item Details

Item details are also shown in the side panel on the right. After selecting an item in the costing structure, you
can view and modify information for each item here. In the Item Details area, you can work with information
about organization, quantities, prices, and calculated values. You can also see who last changed the item and
when the changes were made.

Costing Sheet

You can find the costing sheet for a calculation version in the side panel on the right. The costing sheet defines
how overheads are determined and how sums are calculated. You can select the costing sheet that you want to
use in a drop-down list. The values calculated by the costing sheet are shown for every item that you select.

Cost Component Split

The cost component split is also shown in the side panel on the right. You can analyze the breakdown of costs
for each item and identify the major cost drivers. Costs (positive values) are shown as dark blue bars from left

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to right, and revenues (negative values) are shown as light blue bars from right to left. The cost component
split updates automatically with every change. You can sort the results according to ID, description, or costs, by
selecting the corresponding table headers.

Related Information

Costing Structures [page 167]

Understanding Version Header Data in Calculation Versions [page 105]
Working with Items [page 169]
Calculating Quantities and Costs [page 249]
Analyzing Costs in a Calculation Version [page 138]
Costing Sheets [page 389]
Cost Component Splits [page 385]
Creating Calculation Versions [page 104]
Using Master Data in Calculation Versions [page 142]

9.2.1 Creating Calculation Versions

You can create a new calculation version for an existing calculation.

Steps

1. Open the Cockpit view and select a calculation in which you want to create a new version.
2. In the ribbon at the upper left, choose New and then New Version.
You can also use the context menu in the navigation explorer or the keyboard shortcut Ctrl + M .
This creates a new calculation version and displays it in the Calculation view.
3. Choose Save.
4. Enter a name for your calculation version and save your entry.

Result

You can continue working with the new version in the Calculation view. The new calculation version is saved in
the project of the parent calculation in the Cockpit view.

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9.2.2 Creating a New Version as a Copy

You can create a new calculation version as a copy of an existing calculation version.

Steps

1. Open the Cockpit view.

2. Open a calculation and select a calculation version.
Be careful not to open the calculation version or you will end up in the Calculation view.
3. In the ribbon at the upper left, choose New and then New Version as Copy.
You can also use the context menu or the keyboard shortcut Ctrl + Shift + M .
This creates a copy of the selected calculation version and displays it in the Calculation view.
4. Choose Save.
5. Enter a name for the new copy and save your entry.

Result

You can continue working on your new calculation version in the Calculation view. The new calculation version is
saved in the parent calculation from which it was copied in the Cockpit view.

9.2.3 Understanding Version Header Data in Calculation

Versions

Each calculation version in SAP Product Lifecycle Costing has a version header that provides general
information about the version.

The version header is also the root item in the costing structure. The following fields are available when working
with version header data in the Calculation view:

 Note

When you open a calculaiton version normally in the Cockpit view, you can edit version header data. When
you open a version in collaborative mode, version header fields are read only.

Field Shown What It Means

Project ID User-defined, unique identifier for a project.

Project Name Name of the project. This can only be changed in the Project
view.

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Field Shown What It Means

Linked Project ID of the same project, which is used in another system, for
example SAP ERP PS (Project System). This ID can be used
to cross-reference with any other system. This can only be
changed in the Project view.

Calculation ID Unique identifier for a calculation.

This ID is automatically generated for each calculation when

the calculation is created. It is identical for all versions of a
calculation and cannot be changed.

Calculation Name Name of the calculation, which includes by default the name
that you have given the initial calculation version.

Calculation names are unique. They cannot be duplicated.

The name is identical for all versions of a calculation and can
only be changed by renaming the calculation in the Cockpit
view.

Controlling Area Organizational unit in a company, used to represent a closed

system for cost accounting purposes.

The controlling area may include single or multiple company

codes that may use different currencies. Each controlling
area can have a single or multiple accounts. All internal allo-
cations refer exclusively to objects in the same controlling
area.

The controlling area is defined when creating a project and

cannot be changed later once the project is saved. All calcu-
lation versions in a project have the same controlling area.

Version ID Unique identifier for a calculation version.

This ID is automatically generated for each calculation ver-

sion when the version is created and cannot be changed.

Version Name Name of the calculation version.

You can rename a calculation version using this field.

Each calculation can have multiple versions, but no two ver-

sion names can be the same for a calculation.

Version Type Shows if a version has been created manually (Calculation

Version) or generated by project lifecycle calculation
(Lifecycle Version).

Lifecycle Period Identifies the relevant lifecycle time period if the calculation
shown is a lifecycle version.

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 Field Shown What It Means

Base Version Displays the ID and name of the calculation version used as
a basis for generating lifecycle versions.

Customer A business partner from whom receivables are due for things
such as goods delivered, services performed, and rights
transferred.

Sales Document Identifies a sales document (for example, an order or an

inquiry) referenced in another system such as SAP ERP. This
ID can be used to cross-reference the document in the other
system.

Sales Price The price at which you intend to sell the product, the cost
of which was calculated in a calculation version, to the cus-
tomer. You can enter the sales price manually.

Total Quantity This is the quantity that is planned for the overall calculation
version. The quantity can be expressed in any unit of meas-
ure.

Reporting Currency The currency used for the calculation.

The following calculated values are displayed using the re-

porting currency:

• Cost per Total Quantity

• Other Costs
• Total Costs

• Fields calculated according to the costing sheet (for

example, direct material costs and material overhead)

The transaction currency of each item is automatically con-

verted into the reporting currency using an exchange rate
that is specified in the Administration view.

You can change the reporting currency in the side panel. If

you change the reporting currency, all relevant amounts are
recalculated using the new currency.

Costing Sheet Defines how overheads are determined and how sums are
calculated in a calculation version. The name and descrip-
tion of the costing sheet used in the current calculation ver-
sion is shown in the side panel.

You can select a costing sheet in the Costing Sheet area

in the side panel. You can maintain costing sheets in the
Administration view.

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Field Shown What It Means

Cost Component Split The cost component split breaks down costs by account
group to identify main cost drivers.

You can select a cost component split in the Cost

Component Split area in the side panel. You can config-
ure account groups and cost component splits in the
Administration view.

Exchange Rate Type Specifies the exchange rate type to be used in a calculation
version. By default, a new calculation version receives the
exchange rate type specified at project level. You can change
the exchange rate type for a calculation version as neces-
sary.

You can maintain exchange rate types in the Administration

view.

Start of Production Date on which the production of products and parts that are
costed in the investment phase begins.

This date is not validated and is only intended for your refer-
ence.

End of Production Date on which the production of the products and parts that
were costed in the investment phase is completed.

This date is not validated and is only intended for your refer-
ence.

Valuation Date The date used to determine the prices used for materials,
activities, and other components.

For example, the raw material 100-100 has two valid prices.
A price of 22 euros for the period between January 1 – De-
cember 31, 2014. A price of 24 euros for the period between
January 1 – December 31, 2015. The calculation version has
a valuation date of December 20, 2014. The price used for
that raw material is 22 euros. If you change the valuation
date to January 14, 2015, the price of 24 euros is used.

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 Field Shown What It Means

Master Data Timestamp Shows when the master data was copied to your calculation.

This is set to the creation date of the calculation version.

If master data is subsequently changed elsewhere, calcula-
tions using that master data remain unchanged; the calcula-
tion versions are not automatically updated.

 Example
If you refer to plant 1000 with the description Dresden
in your calculation version and the description for plant
1000 is subsequently changed to Dresden/Plauen
in the master data, the description you see in your cal-
culation version remains Dresden until you update the
master data.

This ensures that data saved in your calculation versions

is not unexpectedly changed when the master data itself is
updated.

9.2.4 Tracking Changes in a Calculation Version

With SAP Product Lifecycle Costing, you can activate tracking in a calculation version to see what changes have
been made to the version over time. Each item in the calculation version has a unique tracking ID that allows
you to trace the item history, version header history, and deleted items. Activating tracking ensures that you
always know what changes were made to a calculation version, when they were made, and by whom.

How It Works

• You can turn on tracking for a calculation version in the Calculation view under Tracking Activate
Tracking .
• You know that tracking is turned on when the Tracked checkbox is selected in the side panel under Version
Header Data.

 Note

Only saved changes appear in the tracking history.

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What's Tracked

When you activate tracking for a calculation version, the following changes are tracked according to the time of
change and user ID.

• Item Changes
Changed item position, new and old field values, as well as resulting changes due to field dependencies,
price rollup, price determination, and account determination are included in the tracking history.
• Version Header Changes
Version header data is general information about the calculation version, including the version name, IDs,
controlling area, selected costing sheet, selected cost component split, production dates, valuation date,
master data timestamp, and so on. When you change something in the version header data, for example
you select a new costing sheet or change the production date, the old value and new value are saved with
the item ID in the tracking history.
• Deleted Items
Item IDs and field values at the time of deletion are tracked.

Related Information

Activating and Deactivating Tracking [page 110]

Viewing Item History [page 112]
Viewing Version Header History [page 113]
Viewing Deleted Items [page 114]

9.2.4.1 Activating and Deactivating Tracking

With SAP Product Lifecycle Costing, you can activate tracking in a calculation version to see what changes
have been made to the version over time. Activating tracking ensures that you always know what changes were
made to a calculation version, when they were made, and by whom.

Prerequisites

• You have the following authorizations:

• To activate tracking, you have the role template CalcVerActTrk.
• To deactivate tracking, you have the role template CalcVerDeActTrk.

• You’re the only person working in the calculation version. You can’t activate or deactivate tracking while
working in collaborative mode.

 Note

Once tracking is activated, all changes in the version are tracked, regardless of the mode in which
you're working.

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Context

Consider the following before activating tracking:

• Copied Versions
If a tracked version is copied and used to create a new version, the tracked changes and all tracking history
are copied to the new version.
• Deleted Versions
If a tracked calculation version is deleted, tracking data for that calculation version remains a part of the
tracking history.
• Saved As
If a tracked version is saved as a new version, the tracking history is NOT copied to the new version and
tracking is NOT activated for the new version.
• Generated Versions (Variant Matrix)
When you generate new versions from the variant matrix, tracking isn't activated.
• Lifecycle Versions
You can't activate tracking for lifecycle versions.

Procedure

1. To activate tracking, in the Calculation view, choose Tracking Activate Tracking .

You know that tracking is turned on when the Tracked checkbox is selected in the side panel under Version
Header Data.

2. To deactivate tracking, in the Calculation view, choose Tracking Deactivate Tracking .

You can still access the existing tracking history once tracking is turned off. However, nothing new is
tracked.

Related Information

Tracking Changes in a Calculation Version [page 109]

Viewing Item History [page 112]
Viewing Version Header History [page 113]
Viewing Deleted Items [page 114]

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9.2.4.2 Viewing Item History

When tracking is activated in a calculation version, you have two options for viewing the item history. You can
view the tracking history of a selected item or you can view the tracking history for all items.

Context

 Note

Only saved changes appear in the tracking history.

When you view the item history, you see changes to the item position, as well as new and old values for
changed fields. Changed item position is indicated by a changed predecessor item ID. The predecessor item
ID is the ID of the item directly above the changed item and is used to determine the order of the items in the
calculation version.

Procedure

1. To see the tracked changes for a single item, select the item and choose Tracking View History of
Selected Item .
2. To see the tracked changes for all items in a calculation version, open the calculation version and choose
Tracking View History of All Items .

Results

Tracked changes are displayed in a separate dialog according to the time stamp and item ID . By default,
changes from the last 7 days are displayed. You can use the filter at the top of the dialog to search for changes
made during another time period. You can also use the filter to search for changes made by specific users or to
specific fields.

Related Information

Tracking Changes in a Calculation Version [page 109]

Activating and Deactivating Tracking [page 110]
Viewing Version Header History [page 113]
Viewing Deleted Items [page 114]

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9.2.4.3 Viewing Version Header History

When tracking is activated in a calculation version, you can view changes that are made to the version header
data.

Context

Version header data is general information about the calculation version, including version name, IDs,
controlling area, total quantity, selected costing sheet, selected cost component split, production dates, price
strategies, valuation date, master data timestamp, and so on. You might view the tracked version header data
to see when a new price strategy was selected and what the old strategy was, or to see when a new costing
sheet was applied, and by whom.

Procedure

1. From the Cockpit, open the calculation version.

2. In the ribbon, choose Tracking View Version Header History .

Results

Tracked changes to the version header data are displayed in a separate dialog according to time stamp, user ID,
and field. By default, changes from the last 7 days are displayed. You can use the filter at the top of the dialog to
search for changes made during another time period. You can also use the filter to search for changes made by
specific users or to specific fields.

Related Information

Understanding Version Header Data in Calculation Versions [page 105]

Tracking Changes in a Calculation Version [page 109]
Activating and Deactivating Tracking [page 110]
Viewing Item History [page 112]
Viewing Deleted Items [page 114]

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9.2.4.4 Viewing Deleted Items

When tracking is activated in a calculation version, you can view all items that have been deleted over time from
the calculation version.

Context

You may need to recall when an item was deleted, by whom, or what the original values in the item were at the
time the item was deleted. For example, you may want to know what the confidence level, total quantity, price,
or total cost of an item was at the time it was deleted. In SAP Product Lifecycle Costing, you can view deleted
items as well as the fields and values in those fields at the time they were deleted. You can use the filter to
narrow your search to a specific user, time period, or fields that are affected.

Procedure

1. From the Cockpit, open the calculation.

2. In the ribbon, choose Tracking View Deleted Items .

Results

Deleted items are displayed in a separate dialog according to time stamp, user, and Item ID. By default,
changes from the last 7 days are displayed. You can use the filter at the top of the dialog to search for changes
made during another time period. You can also use the filter to search for changes made by specific users or to
specific fields.

Related Information

Tracking Changes in a Calculation Version [page 109]

Activating and Deactivating Tracking [page 110]
Viewing Item History [page 112]
Viewing Version Header History [page 113]

9.2.5 Disabling Automatic Calculation

By default, calculation versions are calculated automatically. This means every time you change something
in a calculation version, prices are automatically determined, and the total cost is automatically calculated.

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If you're working with a large version with custom fields and formulas and a complex costing sheet,
automatic calculation may slow your system performance. To enhance system performance, you can switch
the calculation option to Manual.

Manual calculation is useful if you want to add or change items in the calculation version quickly and don’t
immediately need to see how prices affect the overall calculation. When you select Manual calculation, price
determination is temporarily disabled, prices and other calculated fields stop calculating, and the Total Cost is
displayed as outdated. To bring all calculated fields and the total cost up to date, you can calculate, save, or
change the calculation option back to Automatic.

You can switch between calculation options in the Calculation view, under Calculation Options.

Steps

1. In the Calculation view, choose Calculation Options.

• When you select Automatic, prices are automatically determined and the calculation version is
calculated after every change that is made in the calculation version.
• When you select Manual, price determination is temporarily disabled, and all prices and other
calculated fields stop calculating. The Total Cost is displayed as outdated.
2. To calculate the calculation version in Manual mode, choose Calculate.

 Note

Choosing Save, Save As, or changing the calculation option to Automatic, also triggers price
determination and calculates the calculation version.

Result

When you calculate, save, or change the calculation option, price determination is triggered and all calculated
fields, such as prices, custom and standard fields with formulas, overheads, and so on, are calculated. The
Total Cost is updated, and the outdated symbol is removed until another change is made. When you save
and close the version, the calculation remains in Manual calculation mode for all users until someone selects
Automatic.

9.2.6 Opening a Calculation Version in Collaborative Mode

You have two options when opening a calculation version. You can open a version normally, which prevents
other users from editing the same version until you’ve closed it. You can also open a calculation version in
collaborative mode. Opening a calculation version in collaborative mode allows multiple users to work in the
same calculation version simultaneously.

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Context

You can select a calculation version and use the context menu to Open in Collaborative Mode anywhere in the
Cockpit view.

 Note

If you open a version in collaborative mode, you and all other users must close it before another user can
open the version normally. Likewise, if you open a version normally, others must wait until you've finished
editing before they can open the version in collaborative mode.

Steps

1. In the Cockpit view, select a calculation version.

2. Using the context menu, choose Open in Collaborative Mode.

Next Steps

When you open a calculation version in collaborative mode, you're presented with a filter dialog. You must enter
the filter criteria needed to retrieve the items you want to work on. For more information on entering a filter, as
well as information regarding limitations and conflict handling, see the links at the bottom of the page.

Related Information

Working in Collaborative Mode [page 35]

Opening with a Filter in Collaborative Mode [page 37]
Limitations in Collaborative Mode [page 38]
Resolving Conflicts in Collaborative Mode [page 40]

9.2.7 Renaming a Calculation Version

You can rename calculation versions as necessary. To do this, you must be in the Calculation view.

Steps

1. Open a calculation version.

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 2. Go to the Version Name field in the Version Header Data section in the side panel.
3. Enter a new name and save your entry.
To discard your change before saving, press ESC .

9.2.8 Deleting a Calculation Version

You can delete a calculation version in the Cockpit view.

Prerequisites

• A calculation version must be closed before you can delete it. If the calculation version is opened by
another user, you must wait until the user has closed the calculation version before you can delete it.
• A calculation version that is referenced in another calculation version cannot be deleted.
• Frozen calculation versions cannot be deleted.

 Note

When a calculation version is deleted, any lifecycle versions that have been generated for the calculation
version are also automatically deleted. However, it is possible that lifecycle versions may be referenced in
other lifecycle versions. This prevents deletion of the calculation version. This can happen in the following
situation:

You have a calculation #SAP Pump that has a reference to another calculation, #SAP Shaft. You also have
lifecycle versions for each of these calculations, for example #SAP Pump - 2020 and #SAP Shaft 2020. You
cannot delete #SAP Shaft because of this reference. To remove all references, including those in lifecycle
versions, so that you can delete #SAP Shaft, make sure that you've done the following:

• Remove the reference to #SAP Shaft in your #SAP Pump calculation.

• Regenerate the project lifecycle costs for #SAP Pump. You need to do this to remove the references to
#SAP Shaft in the generated lifecycle versions.

Steps

1. Expand a calculation in the Cockpit view and select a calculation version.

2. Choose Delete in the ribbon.
You can also use the context menu or press DEL .
This opens a dialog box.
3. Choose Delete.

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9.2.9 Setting a Calculation Version to Current

You can set a calculation version to current to show that it is the latest working version for a calculation.

 Note

When working in collaborative mode, you can't set versions to current.

Things to Consider

• The first calculation version created for a calculation is automatically set to current.

• The current version is indicated by a symbol.

• Each calculation must have one current calculation version. If you want to delete the existing current
version, you must set another calculation version to current first.
• Only current calculation versions can be referenced in other calculation versions.
• You can set a calculation to current in the Cockpit view or in the Calculation view.

Steps

1. In the Cockpit view, select the calculation version that you want to set to current.
You can also open the calculation version in the Calculation view.
2. In the ribbon, choose Set Current or use the keyboard shortcut Ctrl + Shift + C .
In the Cockpit view, you can also use the context menu.

Result

The calculation version is set to current.

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9.2.10 Highlighting Items in a Calculation Version

You can use highlighting if you need to mark items in a calculation version for any reason. For example, you
might want to highlight incomplete items, items that need to be updated, or items that require a cost reduction.
You can use yellow, orange, and green highlighting colors.

Things to Consider

• To save your highlighting, you must save your calculation version.

• You can highlight single items and assemblies, but not single fields. When you highlight an item or
assembly, a solid symbol is shown with the highlighting color.
• If an assembly includes a highlighted item, but is not highlighted itself, the symbol is shown as an outline,
and the highlighting color is muted.
• You can filter a costing structure for highlighting, by color. For more information, see Filtering in the
Calculation View in the Getting Started section.

Highlighting Items

The highlighting fields are available at the top of the Item Details in the side panel in the Calculation view.

• To highlight an item, select the item in the costing structure and then click the corresponding button in the
Highlight side panel group.
• To remove the highlighting, click the activated highlighting button again.

Showing Highlighting in the Table

By default, the highlighting fields are not included in the layout of the table in the Calculation view. If you'd like
to show highlighting in the table, you can drag and drop one or more of the highlighting fields from the side
panel to the table header area. This gives you an overview of the highlighting in a calculation version.

• You can then click the highlighting field directly in the table to activate or deactivate highlighting.
• You can also use the context menu to activate or remove highlighting for an item in the table.

Related Information

Highlight Items Using Mass Change [page 120]

Personalizing Your View with Layouts [page 31]
Filtering in the Calculation View [page 20]

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9.2.10.1 Highlight Items Using Mass Change

You can use mass change to highlight multiple items in a calculation version at a time. For example, you might
do this to identify items with a specific comment, price, or confidence level.

To show highlighting in the table, remember to drag and drop the desired highlighting field from the side panel
to the table header area.

Add Highlighting

You can use mass change to add highlighting to the items you have filtered.

 Example

You'd like to add an orange highlighting field to items in your calculation version that have a very low
confidence level.

Select the root item and open the Mass Change dialog. Under Filter By, select Confidence Level. Leave the
operator as is and choose 1- Very Low as the value to search for. Under Change To, select the field Highlight
Orange and the action Set Value. Activate the New Value checkbox, and then Change Items. All items with a
very low confidence level now include an orange highlighting field.

Remove Highlighting

You can filter to remove highlighting for specific items.

 Example

You’ve added yellow highlighting to all items with a fixed price of 24 EUR. Later, you add yellow highlighting
to all items with a fixed price of 42 EUR. You want to remove the highlighting for all fields with a fixed price
of 24 EUR.

Under Filter By, select Price (Fixed) and is, then enter 24. Under Change To, select Highlight Yellow, then Set
Value, and deselect the New Value checkbox. The yellow highlighting is now removed for items with a fixed
price of 24 EUR. Items with a fixed price of 42 EUR remain highlighted.

You can also use mass change to remove highlighting by color.

 Example

You've activated green highlighting fields for various items and subitems throughout a calculation version.
You now want to remove all green highlighting.

Select the root item. Open the Mass Change dialog and clear the filter. Under Change To, enter Highlight
Green, select Set Value, and deselect the New Value checkbox. All green highlighting is removed. The green
highlighting column remains in the calculation table until you remove it.

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Related Information

Highlighting Items in a Calculation Version [page 119]

Performing a Mass Change [page 156]
Managing Configurations for Mass Change [page 161]
Highlighting Items in a Calculation Version [page 119]

9.2.11 Comparing Calculation Versions

You can compare two calculation versions to see the differences between them.

You have two options when comparing calculation versions:

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You Can... How To Do It Benefits

Compare two calculation versions and In the Calculation view, choose This option provides a Comparison
take over values from the compared Compare.
view in which you can compare the cur-
version
rently opened calculation version with
a selected calculation version. Detailed
comparison results indicate whether
items are identical, updated, in the
working version only, or in the compare
version only.

Compare versions here, if you want to:

• Create an advanced set of rules

to match items by configuring
the BOM_COMPARE_KEY in the
Administration view.
• Take over the values from the com-
pare version into your working ver-
sion.
• See the delta between the com-
pare version and your working ver-
sion for prices and other numeric
fields.
• Manually match and unmatch
items in the working version and
compare versions.
• Use personal or corporate layouts
in the view.
• Filter fields in the side panel to hide
unchanged values.
• Develop a custom comparison
application using the framework
for more advanced item-matching
logic.

Do NOT compare versions here, if you

need to:

• Export the results of your compari-

son to a Microsoft Excel File.

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 You Can... How To Do It Benefits

Compare two calculation versions and In the Cockpit, choose Compare. This option allows you to select two cal-
export comparison results
culation versions in the Cockpit view
and compare the items and values for
desired fields, side-by-side, in a single
table. Colored markings indicate how
the second version differs from the first.

 Note
This comparison tool opens in a
web browser and requires an addi-
tional login step.

Compare versions here, if you want to:

• Create an advanced set of rules

to match items by configuring
the BOM_COMPARE_KEY in the
Administration view.
• Use personal or corporate tem-
plates to change the fields you’re
comparing and the order in which
they appear in the table.
• Export the results of your compari-
son to a Microsoft Excel File.

Do NOT compare versions here, if you

need to:

• Take over the values from the com-

pared version into your working
version.

Related Information

Comparing Calculation Versions and Taking Over Values [page 124]

Comparing Calculation Versions and Exporting Data [page 131]
Adapting the Comparison Key [page 135]

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9.2.11.1 Comparing Calculation Versions and Taking Over
Values

You can compare two calculation versions in SAP Product Lifecycle Costing to see the differences between
them. When you initiate the comparison from an open calculation version, you can also take over values from
the compared version into your working version.

To compare calculation versions from an open a calculation version, choose Compare in the ribbon. In the
Compare With dialog, select the version you want to compare. This opens the Comparison view.

What You Can Do Here

You can do the following in the Comparison view.

• Compare items and fields based on rules created in the Administration view
• Take over values from the compared version into your working version
• See the delta between the compared version and your working version for prices and other numeric fields
• Manually match and unmatch items in the working and compare versions
• Use personal or corporate layouts in the view
• Filter fields in the side panel to hide unchanged values

• Comparing Calculation Versions and Taking Over Values [page 124]

• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]

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 • Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]
• Comparing Calculation Versions and Taking Over Values [page 124]

How Items Are Compared

Each item in a calculation version belongs to an item category, for example, Material, Internal Activity, and
so on. Each item category is delivered with standard fields that the system uses to match the items between
working and compared versions.

 Example

For the item category Material, the standard fields Material ID and Plant ID are evaluated and items with
these fields are matched.

Matched items are displayed in the Comparison view. You can compare differing values for matched items and
take over values from the compared version into your working version.

 Note

You can define which fields are evaluated and matched by adapting the formula in the comparison key in
the Administration view. For more information, see Adapting the Comparison Key [page 135].

What the Colors Mean

Color-coded, comparison results show you how items are compared, based on the comparison key that is
configured.

The colors mean the following:

Title Color What It Means

Identical No Color Paring of two identical items; one from

the working version and one from the
compared version.

No additional matching or unmatching

is necessary.

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Title Color What It Means

Updated Yellow Paring of one item from your work-

ing version and one item from the
compared version. These items are
matched according to the configured
comparison key, but have additional
fields or attributes that differ.

If you're unsatisfied with how items

are matched by the system, you can
unmatch and rematch them to other
items.

Working Only Red These items exist in the working version

only.

You can:

• Match these items with Compare

Only items for comparison pur-
poses.
• Select these items to remove them
from your working structure.

Compare Only Green These items exist in the compare ver-

sion only.

You can:

• Match these items with Working

Only items for comparison pur-
poses.
• Select these items to take over
the values from the compared ver-
sion into your working structure.
If you don't want to take over the
whole item, you can select individ-
ual fields to take over.

Matching and Unmatching Items

The system matches items in your working version and the compared version, based on the comparison
key that is defined in the Administration view. The more precisely you define the formula that configures the
comparison key, the more accurately the system compares the items between calculation versions. If you're
unsatisfied with how items are automatically matched by the system based on the comparison key, you can
unmatch and rematch the items with other items.

If an item has more than one possible match, the system groups them together in a Match Group. Match
groups contain all the items that have the same comparison key. For example, Match Group: #100-100#PT1
contains all items that have the material #100-100 and the plant #PT1. Grouping all possible matches together
in a match group makes it easier for you to evaluate what has been matched and whether additional matching
is necessary.

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Related Information

Matching and Unmatching Items [page 127]

Grouping Multiple Matched Items [page 128]
Taking Over Values from the Compared Version [page 129]

9.2.11.1.1 Matching and Unmatching Items

The system matches items in your working version and the compared version, based on the comparison key
that is defined in the Administration view. If you're unsatisfied with how items are automatically matched by
the system, based on the comparison key, you can unmatch and rematch the items with other items.

Prerequisites

The comparison key has been configured in the Administration view. For more information, see Adapting the
Comparison Key [page 135].

Context

You've initiated the comparison of two calculation versions. You view the comparison results and believe that
one or more items that have been matched by the system would be better matched with other items.

Before matching and unmatching, consider the following:

• An item can only be matched with one other item.

• Working Only (red) items can only be matched with Compare Only (green) items.
• Updated (yellow) items and Identical (white) items must be unmatched before you can rematch them with
other items.

Procedure

To Unmatch Items

1. Open a calculation version.

2. In the ribbon, choose Compare, then Compare Versions.
3. In the Compare With dialog, select the version you want to compare.
This opens the Comparison view.
4. Under Comparison Results, select an Updated (yellow) item.

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5. Using the context menu, choose Unmatch.

Result
• The Updated (yellow) item reverts back into the original two items: one Compare Only (green) item and one
Working Only (red) item.
• The item ID of the Compare Only (green) item turns negative (-) to avoid duplicating IDs from the working
version.
• You can rematch unmatched items with items from any match group. When you unmatch items from
different match groups, they return to their original match group. For more information, see Grouping
Multiple Matched Items [page 128].

To Match Items

1. Select a Working Only (red) item.

2. Using the context menu, choose Select for Match.
3. Select a Compare Only (green) item with which to match it.
4. Using the context menu, choose Select to Match with <Item ID>.

Result
• The Working Only (red) item and the Compare Only (green) item are combined into one Updated (yellow)
item.
• The Updated (yellow) item receives the item ID of the Working Only (red) item.

Next Steps

1. Choose Group Matches to see if additional matches are suggested for the item.
2. Select items that you want to take over from the compared version into your working version.

Related Information

Matching and Unmatching Items [page 127]

Taking Over Values from the Compared Version [page 129]

9.2.11.1.2 Grouping Multiple Matched Items

The system matches items in your working version and the compared version, based on the comparison key
that is defined in the Administration view. If an item has more than one possible match, the system groups
them together in a match group. Match groups contain all the items that have the same comparison key. For
example, Match Group: #100-100#PT1 contains all items that have the material #100-100 and the plant #PT1.

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If you disagree with the way the system matches two items, you can choose Group Matches to see all the
suggested matches based on the comparison key.

Procedure

1. Open a calculation version.

2. In the ribbon, choose Compare, then Compare Versions.
3. In the Compare With dialog, select the version you want to compare.
4. In the Comparison view, choose Group Matches.
All items are placed into match groups. Match groups contain all the items in both calculation versions that
share the same compare key and are considered a possible match, as well as items that aren't matched
but are considered as alternative matches.
5. Select a match group and use the context menu to:
1. Unmatch Items:
1. Right click on any Updated (yellow) item and choose Unmatch. This separates the Updated
(yellow) item into one Working Only (red) item and one Compare Only (green) item.
2. Match Items:
1. Right click on a Working Only (red) item or Compare Only (green) item, and choose Select for
Match.
2. Select the opposite of the working or compare item, and choose Select to Match With <Item ID>.
6. Choose Ungroup Matches to return to the comparison results to continue comparing the calculation
versions.

Related Information

Matching and Unmatching Items [page 127]

9.2.11.1.3 Taking Over Values from the Compared Version

When you initiate the comparison of two versions from an open calculation version, you can take over values
from the compared version into your working version.

Prerequisites

• The compare key is configured in the Administration view. For more information, see Adapting the
Comparison Key [page 135].
• Two items are matched automatically by the system, or have been manually matched.

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Procedure

1. Open a calculation version.

2. In the ribbon, choose Compare, then Compare Versions.
3. In the Compare With dialog, select the version you want to compare.
This opens the Comparison view.
4. View the Comparison Results.
The system matches the items in the working and compared versions, as follows:
• Identical (white) - The location of this item and the values in this item are identical in the working
version and compare version.
• Updated (yellow) - This item exists in the same position in the compare version and in your working
version, but one or more field values in the compare version are updated.
• Working Only (red) - This item exists in the working version only. Selecting this item removes it from
your working structure.
• Compare Only (green) - This item exists in the compare version only. Select this item to take over all
values from the item into your working structure.
5. [Optional] Unmatch and rematch items.

 Note

The system matches items based on the compare key defined in the Administration view. Only
matched items are compared. For example, an updated (yellow) item represents a match between
one item from the working version and one item from the compared version. If you're unsatisfied with
how the system matches the items, based on the comparison key, you can unmatch and rematch the
items with other items.

For more information, see Matching and Unmatching Items [page 127].

6. [Optional] Group matches.

 Note

Matched items may have more than one possible match. Choose Group Matches, to see all the items
that share the same comparison key. You can match and rematch the items as desired.

For more information, see Grouping Multiple Matched Items [page 128].

7. Select the checkbox next to the items for which you want to take over the whole row.
8. Select the checkbox next to the individual fields from the compared version that you want to take over.
9. Choose Update.

Result

• Selected values from the compared version are now used in your working version.
• Automatic price and account determination are triggered, and fields and formulas are recalculated.
• You're returned to the updated, working version in the Calculation view.

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Related Information

Comparing Calculation Versions and Taking Over Values [page 124]

Matching and Unmatching Items [page 127]
Grouping Multiple Matched Items [page 128]

9.2.11.2 Comparing Calculation Versions and Exporting Data

You can compare calculation versions in SAP Product Lifecycle Costing and export the results of your
comparison to a Microsoft Excel File.

You can select two calculation versions and compare the items and values for desired fields, side-by-side in a
single table. Colored markings indicate how the second version differs from the first. You can apply templates
to change the fields and the order in which they appear. You can switch between templates and save your
changes as personal and corporate layouts. At any time, you can export information from the table to a
Microsoft Excel file.

You select the calculation versions you want to compare in the Cockpit view.

How Items Are Compared

Each item in a calculation version belongs to an item category, for example, Material, Internal Activity, and
so on. Each item category is delivered with standard fields that the system uses to match the items between
working and compared versions.

 Example

For the item category Material, the standard fields Material ID and Plant ID are evaluated and items with
these fields are matched.

Matched items are displayed in the Comparison view. You can compare differing values for matched items and
take over values from the compared version into your working version.

 Note

You can define which fields are evaluated and matched by adapting the formula in the comparison key in
the Administration view. For more information, see Adapting the Comparison Key [page 135].

What the Colors Mean

Colored markings indicate how items differ from the first calculation version to the second calculation version.

 Note

You can turn on Accessibility above the table for additional icons and text.

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The following colors are used:

Color Accessibility On What It Means

Green  Added These items are not in the first version

but are in the second version.

Orange  Edited These items are in both versions but

one or more fields have been changed
in one of the versions. All edited fields
are marked with  .

 Caution
The template you select deter-
mines which fields are displayed in
the table. There may be additional
changes in fields that you don't see
due to the template selected.

Red  Deleted These items are in the first version but

not the second version.

White These items are the same in both calcu-

lation versions.

Comparing Referenced Versions

If one of the items in a calculation version is a referenced version, the versions are compared as follows:

• An updated referenced version in one calculation version is compared item-by-item with the original
reference version in another calculation version.
• For calculation versions that include different referenced versions, the items in the referenced versions
are expanded. For matching items, changed fields are indicated in orange. Items in the second referenced
version, that are not in the first referenced version, are marked as added. Items in the first referenced
version, that are not in the second version, are marked as deleted.

Exporting Data

You can export the results of your comparison to a Microsoft Excel file. Under  Export to Spreadsheet , choose
Export to create the file. Choose Export As to save the file to your computer.

 Restriction

There are known limitations that may cause the data export to take longer than expected. For more
information, see SAP Note 2630594 .

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Procedure

To compare two calculation versions:

1. Open the Cockpit view.

2. Using the context menu, right-click on a primary calculation and choose Select to Compare.
3. Right-click on a secondary calculation and choose Compare With....
4. Log in using your SAP PLC user and password.
The Compare Calculation Versions application opens in a web browser. The calculation versions you
selected are compared in the table.

 Note

You can also initiate the comparison process from the ribbon by choosing Compare, then Compare
Versions. Once you log in, you can enter or use autocomplete to search for the calculation versions you
want to compare. Tip: Enter the calculation name. This will bring up the project, calculation, and all
versions in the calculation.

Result
The calculation versions you’ve entered are compared based on the item key for item category. The items in
the second calculation version are compared to the primary calculation version and differences are marked.
The fields you see in the table depend on the template you have applied to the table. Changed fields are
displayed side-by-side so you can compare the differences.

Related Information

Working with Templates [page 133]

Adapting the Comparison Key [page 135]

9.2.11.2.1 Working with Templates

When comparing calculation versions, you can apply templates to change the fields you're comparing and the
order in which they appear in the table.

You can switch between templates, create new templates, and save templates for personal or corporate use.
Table columns can be resized and you can save these preferences for each template in the top right corner of
the table.

Create a New Template

When you create and save a new template, it's immediately applied to the calculation versions you are
comparing and it's added to the list of templates available for future use. If you’ve saved it as a corporate
template, it is available for everyone in your organization.

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Procedure
1. Under  Settings, choose  New.
2. In the New Template dialog, enter the name of your new layout. If you want to make it available for
everyone, select the Corporate checkbox.
3. Click on a field to add it to the template. Press SHIFT and click to add a range of fields. You can filter for
fields by clicking on Column Name.
Added fields appear in the table on the right. Click on added fields again to remove them.
4. Use the arrows to adjust the order in which the fields appear in the application. Double arrows  move the
field to the top or bottom of the list. Single arrows  move the field up or down one position.
5. Save the template.

Edit a Template

You can always edit your personal templates. If you have the right authorization, you can also edit corporate
templates.

Procedure
1. Under  Settings, choose  Edit.
The Edit Template dialog appears.
2. Use the arrows to adjust the order in which the fields appear in the application. Double arrows  move the
field to the top or bottom of the list. Single arrows  move the field up or down one position.
3. Save the template

Change Templates

If you have the right authorization, you can select from a list of saved personal and corporate templates.

Procedure
1. Under  Settings, choose  Change.
2. In the Find Layout Type dialog, single-click on the template you want to apply.
You can preview the fields contained in a template, by choosing  .
3. Check the Template field at the top right of the table to ensure the correct template is applied.

Delete a Template

You can delete a template once it's applied to the table.

Procedure
1. Use any method to apply the template you want to delete.
Tip: The Template field in the top right corner displays the name of the template applied.

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 2. Under  Settings, choose  Delete.
The template is deleted and no longer available in the Find Layout Type dialog.

Related Information

Comparing Calculation Versions and Exporting Data [page 131]

Adapting the Comparison Key [page 135]

9.2.11.3 Adapting the Comparison Key

Each item in a calculation version belongs to an item category, for example, Material, Internal Activity, and
so on. Each item category is delivered with standard fields that the system uses to match the items between
working and compared versions.

Standard fields that are delivered for item categories are defined in the comparison key (BOM_COMPARE_KEY)
in the Administration view. When the comparison key is evaluated and items are matched, they’re presented in
the Comparison view, where you can compare and take over values.

Fields Used in the Comparison Key

The comparison key is delivered with a formula that includes the following standard fields:

 Example

For the item category Document, the Document Type, Document Number, Document Part, and
Document Version are evaluated, and items with these standard fields are matched and compared in
the Comparison view.

Item Category Fields Used in the Comparison Key

Calculation Version None

Document Document Type, Document Number, Document Part, Document

Version

Material Plant, Material Number

Internal Activity Cost Center, Activity Type

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 Item Category Fields Used in the Comparison Key

External Activity Plant, Material

Process Process, Work Center

Subcontracting Plant, Material, Description

Resources and Tools Description

Variable Item Description

Text Item Description

Referenced Version Description

Formula Used in the Comparison Key

The standard formula used in the comparison key is as follows:

IF(IS_DOCUMENT();$DOCUMENT_TYPE_ID$DOCUMENT_ID$DOCUMENT_PART$DOCUMENT_VERSION;IF(IS
_MATERIAL();$MATERIAL_ID$PLANT_ID;IF(IS_INTERNAL_ACTIVITY();$COST_CENTER_ID$ACTIVIT
Y_TYPE_ID;IF(IS_EXTERNAL_ACTIVITY();$MATERIAL_ID$PLANT_ID;IF(IS_PROCESS();$PROCESS_
ID$WORK_CENTER_ID;IF(IS_SUBCONTRACTING();$MATERIAL_ID$PLANT_ID;IF(IS_RESOURCE_AND_T
OOLS();$ITEM_DESCRIPTION;IF(IS_VARIABLE_ITEM();$ITEM_DESCRIPTION;IF(IS_TEXT_ITEM();
$ITEM_DESCRIPTION;$ITEM_DESCRIPTION)))))))))

You can adapt this formula in the Administration view to change or include additional standard and custom
fields in the comparison key.

Procedure

1. Open the Administration view.

2. Under Extensibility, open Standard Fields with Formula.
3. Select the standard field BOM_COMPARE_KEY.

 Caution

The checkbox for the field Use Formula is automatically selected and the default formula is provided.
All item categories are also selected EXCEPT Calculation Version. If you change these selections, the
default formula will be applied for the deselected item categories.

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 4. In the ribbon, choose Edit, then adapt the formula to include the fields you want to be evaluated for each
item category.
5. Update master data in both calculation versions.
Do this if the calculation versions you’re comparing were created before you adjusted the item keys. After
updating, make sure to also save both calculation versions. If you miss these steps, the new item keys
won’t be used when comparing the versions.

Result

The comparison key is adapted and is used each time you compare two calculation versions.

Related Information

Comparing Calculation Versions [page 121]

Comparing Calculation Versions and Taking Over Values [page 124]
Comparing Calculation Versions and Exporting Data [page 131]

9.2.12 Sharing a Link to a Calculation Version

You can create a link to a calculation version from the Cockpit view or from an open calculation in the
Calculation view. You can then share the link with others.

Procedure

1. To create a link, use the Copy Link to This Calculation command:

• In the Cockpit view, select a calculation version and then open the context menu.
• In the Calculation view, choose Export in the ribbon and then choose the command in the dropdown.

The URL for the calculation version is copied to your clipboard.

2. Paste the URL in an email or other forum and share it with others.

Note, the person receiving the URL must have a connection to the system specified in the link configured in
order to open the calculation version.

Related Information

Opening a Shared Link to a Calculation Version [page 138]

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9.2.13 Opening a Shared Link to a Calculation Version

You can open a link to a calculation version that another person has shared with you.

Prerequisites

• SAP Product Lifecycle Costing is installed on your computer.

• A connection to the system specified in the link has been configured.

Context

Someone has shared a hyperlink or plain-text link to a calculation version with you.

Procedure

1. Double-click to open a hyperlink, or paste a plain text link into any web browser to open.

If the connection is configured, the link opens in the application. If single sign-on is configured, no
additional log-on is required.
2. You can now work in and save the calculation version as you would any other calculation version.

Note: If you're having difficulty opening the link, make sure that a connection to the system specified in
the link is configured. Your configured systems are shown in the SAP Product Lifecycle Costing dialog when
you log on. You can also check the system details in the lower right-hand corner of the application to
see if you are logged on to the system specified in the link. For detailed connection information, see the
administrator's guide for this product.

9.2.14 Analyzing Costs in a Calculation Version

Using a Cost Component Split

From the moment you begin creating a costing structure in your calculation version, you can analyze the
choices that you make regarding materials, processes, activities, prices, quantities, overheads, and so on. You
can do this by creating cost component splits in the Cost Component Splits area in the Administration view.

A cost component split breaks costs into units called cost components. These cost components provide
detailed cost information and allow you to analyze the breakdown of costs by specific account groups. These
cost component splits identify the major cost drivers for the root item, items, assemblies, and subitems in your
calculation version.

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You can select the cost component split using a dropdown list in the side panel of the Calculation view under
Cost Component Splits.

Using Price Components in a Cost Component Split

When creating material prices and activity prices, you can split the prices into multiple price components.

• Price components allow you to break down costs over multiple accounts and sum them into one account
group. You can then use a cost component split to visualize how the accounts are distributed among
account groups.
• If costs are assigned to accounts that are not part of an account group, or if the account group is not
selected in the cost component split, the accounts are displayed as unassigned costs.

By splitting costs across account groups you increase transparency regarding cost drivers and can compare
prices at a granular level for each item in your costing structure.

Related Information

Cost Component Splits [page 385]

Analyzing and Reporting with External Tools [page 357]
Using Price Components and Price Splits in Material Prices [page 417]

9.2.15 Freezing a Calculation Version

You can freeze a calculation version to preserve it in its existing state. Freezing is useful, for example, if you
want to archive a calculation version for auditing purposes or preserve an important milestone in the project.

Prerequisites

• You have the following authorizations and roles:

• Project authorization: Create/Edit/Freeze/Unfreeze/Delete or Administer
• Application role: CalcVerFreeze_RT
• You’re working in the calculation version exclusively.
This means that the calculation is not opened in collaborative mode.
• The version you’re freezing doesn’t contain any referenced versions.

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Context

You can freeze a calculation version in the Calculation view → Freeze.

Once frozen, you can no longer edit or delete the calculation version. If you need to make changes to a frozen
version, you can:

• Unfreeze the calculation version

• Create a new version as a copy [page 105]
• Save as a new calculation version

Procedure

1. Open the calculation version that you want to freeze.

2. Choose Freeze in the ribbon.

You can also use the keyboard shortcut Alt + F .

3. Choose OK to confirm.

Results

The selected calculation version is frozen. This status is indicated by a symbol (Frozen Version). This is
shown next to the calculation version name in the tab in the Calculation view and in the list in the Cockpit view.

 Note

• You can't delete a project or calculation that contains a frozen version.

• If a calculation version has lifecycle version, these versions are also frozen together with the associated
base version. You can't freeze or unfreeze lifecycle versions individually.

Related Information

Automatic Updates in Frozen Calculation Versions [page 141]

Unfreezing a Calculation Version [page 141]

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9.2.15.1 Automatic Updates in Frozen Calculation Versions

Certain automatic updates still take place for frozen calculation versions.

Even if a calculation version has been frozen, some fields are still updated automatically. The following fields
are automatically updated in the frozen version if you change them in the corresponding calculation or project
to which the calculation version is assigned:

• Calculation Name
• Project Name
• Linked Project

Note that you can only change the name of the assigned calculation, project, or linked project. You cannot
assign the frozen calculation version to a different calculation or project entirely.

Updates of Custom Fields

If custom fields are used in your frozen version, the following changes in the custom fields are also
automatically updated in the frozen version:

• Name or description of a custom field

• Assignment to a side panel group
• Rollup type

Note that if the rollup type is added or changed, this does not affect the calculation results for the custom field
in a frozen calculation version. The symbol shown for the rollup type may differ from the rollup that is actually
used in the frozen calculation version. For example, assume the rollup type is changed from Average to Sum.
The custom field in the frozen version shows the symbol for Sum, but the field value is still calculated using the
Average rollup type.

If a new custom field is created or if an existing custom field is applied to additional item categories, this field is
also shown in the frozen version. However, the field remains empty.

If a custom field is deleted, it is also deleted in the frozen calculation version. However, values in other fields
which might have used the deleted fields as calculation input remain unchanged.

9.2.15.2 Unfreezing a Calculation Version

If you need to update or delete a calculation version that has been frozen, you can unfreeze the calculation
version.

Prerequisites

You have the following authorizations and roles:

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• Project authorization: Create/Edit/Freeze/Unfreeze/Delete or Administer
• Application role: CalcVerUnfreeze_RT

Context

Projects and calculations that contain frozen calculation versions can't be deleted. To delete a calculation or to
delete the project itself, you may also need to unfreeze one or more calculation versions.

 Caution

Once unfrozen, the calculation version can be edited by all other users who are authorized to edit the
project.

Procedure

1. Open the calculation version that you want to unfreeze.

2. Choose Unfreeze in the ribbon.

You can also use the keyboard shortcut Alt + U .

3. Choose OK to confirm.

Results

The frozen calculation version is unfrozen and the icon (Frozen Version is removed from the calculation
version. If the calculation version has lifecycle versions, these versions are also unfrozen together with the
associated base version. Lifecyle versions cannot be frozen or unfrozen individually.

Related Information

Freezing a Calculation Version [page 139]

Automatic Updates in Frozen Calculation Versions [page 141]

9.2.16 Using Master Data in Calculation Versions

Think of master data as the building blocks of your business. Master data is essential information about
interdependent entities like plants, materials, prices, accounts, vendors, and so on. When you create or change
items in your calculation version that contain master data, automatic determination is triggered, and these

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entities are evaluated to find valid prices and other dependent values. Using centralized master data across
your business units and processes ensures that the same accurate and up-to-date data is available every time
you create or update your costing structures.

Creating Master Data

You can create master data locally in the Administration view or replicate it from your SAP ERP system. To use
replicated data, your SAP ERP system must be integrated with your SAP Product Lifecycle Costing system. You
can also add <Temporary> data to items in your calculation version when master data is not yet available.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

Temporary Entries

You can create <Temporary> entries, such as materials and activities, for items in your costing structure.
These <Temporary> entries allow you to bridge gaps in your costing structure and continue working until
actual master data is available. You can update the master data in your calculation version anytime to replace
<Temporary> entries with newly created or replicated master data.

 Example

For example, you add the material item #100-410 Hexagon Screw to your costing structure. This material
isn't a part of your master data, so you select <Temporary> in the autocomplete dropdown. You manually
enter the price: 1 EUR, and continue with your cost planning. A month later, the material #100-410
Hexagon Screw is replicated from SAP ERP into your SAP Product Lifecycle Costing system with the price
of 2 EUR. You update all master data in your calculation version, price determination is triggered, and the
manually entered price of 1 EUR is replaced with the new master-data price of 2 EUR.

Master Data Timestamps

When you create a new calculation version, the master data timestamp shows when the master data was
copied to your calculation version. If master data used in a calculation version is changed or deleted at a later
point in time, versions that use this master data are not affected.

 Example

For example, if you use a material in a calculation version and this material is later deleted in the
Administration view, the material is not removed from any calculation versions in which it has been used.

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Working with Multiple Timestamps
Calculation versions can have different timestamps on version header level and on item level. When a
calculation version is created, the master data timestamp is the same for the version header, and all items. If
you update all master data in a calculation version, all timestamps are updated in the calculation version. If you
update the master data for selected items or fields, the following happens:

• The version header timestamp is not updated.

• Timestamps for the selected items are updated to reflect the time you began the update process.
• The remaining items that have no changes are automatically updated with the timestamp of the most
recently changed item.

Related Information

Updating Master Data in a Calculation Version [page 144]

Master Data Dependencies for Items [page 147]
Working with Master Data [page 369]

9.2.16.1 Updating Master Data in a Calculation Version

If you want to use the latest prices, materials, and so on, or replace temporary master data entries in your
calculation version, you can update master data. When you update the master data in your calculation version,
you replace old master data with the most recent master data available.

You have two options when updating master data. You can:

• Update all master data

• Select items to update

When you update all master data, all items in the calculation version that have new master data available, are
updated with the new data. If you select items to update, all items with new master data are presented in a
Master Data Update view.

What You Can Do Here

You can do the following in the Master Data Update view:

• Select items and fields with new master data, then choose Update to take over the new values in your
working version
• See new and old master data values; new values are highlighted in yellow
• See the delta between old and new prices and other numeric values
• Filter fields in the side panel to hide the unchanged values
• Create and manage personal and corporate layouts to use in the view

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 • Personalizing Your View with Layouts [page 31]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]
• Updating Master Data in a Calculation Version [page 144]

Context

You can update master data in the Calculation view under Update Update Master Data .

 Note

When working in collaborative mode, you can only select items to update.

Procedure

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To Update All Master Data

1. Open the calculation version.

2. In the ribbon, choose Update, then Update Master Data.
3. In the Update Master Data dialog, choose Update All.

Result

• All master data used in the calculation version is updated to the latest version. Manual changes made in
dependent master data fields are also replaced by master data, where available.
• Manually entered prices are replaced by prices that are valid as of the new master data timestamp. If no
valid price is found, the manual price is kept.
• The master data timestamp on version header level and all item timestamps are set to the time you began
the update. Data is reloaded, account and price determination are triggered, and dependent fields are
filled.

To Select Items to Update

1. Open the calculation version.

2. In the ribbon, choose Update, then Update Master Data.
3. In the Update Master Data dialog, choose Select Items to Update.
This opens the Master Data Update view. Fields with new master data are highlighted in yellow.
4. [Optional] Before selecting fields to update, apply a new layout or adjust the columns and fields.
1. Select a layout or create a new one.
For more information, see Personalizing Your View with Layouts [page 31].
2. Drag fields from the side panel to the table.
3. Hide unchanged fields in the side panel.
4. Remove unnecessary columns from the table.
5. Select the checkbox next to the items for which you want to take over the whole row.
6. Select the checkbox next to the individual fields with new master data that you want to take over.
7. Choose Update.

Result

• The version is calculated, and you’re returned to the Calculation view.

• Selected master data fields are updated to the latest version. Manual changes made in dependent master
data fields are replaced by master data, where available.
• Manually entered prices are replaced by prices that are valid as of the new master data timestamp. If no
valid price is found, the manual price is kept.
• The master data timestamp for selected items is set to the time you began the update. Data is reloaded,
account and price determination are triggered, and dependent fields are filled.

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Next Steps

You want to know which fields are automatically updated when you update master data? See, Master Data
Dependencies for Items [page 147].

Related Information

Using Master Data in Calculation Versions [page 142]

Master Data Dependencies for Items [page 147]

9.2.16.2 Master Data Dependencies for Items

When you update master data and take over new master data values in your calculation version, a number of
dependent fields are updated automatically, before price and account determination are triggered.

 Example

• If plant-specific data exists for a material, the Overhead Group and Valuation Class fields are filled
automatically when you add the material to your costing structure.
• For documents, when all key attributes identifying a document are filled, the Document Status and
Design Office fields are filled automatically.
• Item category descriptions are also automatically taken over from master data.

Dependent Fields that Change Automatically

This table lists the dependent fields that are updated automatically when you update master data. This table
also shows you which additional fields may be updated when price and account determination are triggered.

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 These Dependent Price Determination Account Determina-
Master Data When You Do This... Fields are Updated... is Triggered... tion is Triggered...

Activity Type When you update the The following fields are Price determination is Account determination
Activity Type… updated: is triggered, and the
triggered. When Valid
Account is taken from
• Item Description Prices [page 234] are the Activity.
found, the following
fields are updated:

• Price (Fixed)
• Price (Variable)
• Transaction Cur-
rency
• Price Unit
• Price Unit UoM
• Price Split
• Price
• Confidence Level
• Price Source
• Price Source Type
• Vendor
• Purchasing Group
• Purchasing Docu-
ment
• Local Content
• Custom fields for
Activity Prices

Document When you update the These fields are up-

Document Number…
dated:

• Item Description
• Design Office
• Document Part
• Document Status
• Document Type
• Document Version

Document Status When you update the These fields are up-
Document Status… dated:

• Document Type

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 These Dependent Price Determination Account Determina-
Master Data When You Do This... Fields are Updated... is Triggered... tion is Triggered...

Item Category When you update the The following fields are Price determination is Account determination
Item Category (or cus- updated: is triggered, and the
triggered. When Valid
tom item category) Account is updated ac-
• Item Description Prices [page 234] are cording to the settings
found, the following defined under Activity
fields are updated: Types and Account
Determination in the
• Price (Fixed)
Administration view.
• Price (Variable)
• Transaction Cur-
rency
• Price Unit
• Price Unit UoM
• Price Split
• Price
• Confidence Level
• Price Source
• Price Source Type
• Vendor
• Purchasing Group
• Purchasing Docu-
ment
• Local Content
• Custom fields for
Material Price

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 These Dependent Price Determination Account Determina-
Master Data When You Do This... Fields are Updated... is Triggered... tion is Triggered...

Material When you update the The following fields are Price determination is Account determination
Material ID… is triggered, and the
automatically updated triggered. When Valid
Account is updated ac-
based on the new ma- Prices [page 234] are
cording to the settings
terial: found, the following defined under Activity
fields are updated: Types and Account
• Item Description
Determination in the
• Material Type • Price (Fixed)
Administration view.
• Material Group • Price (Variable)

• Phantom Material • Transaction Cur-

rency
• Configurable Ma-
terial • Price Unit

• Document Type • Price Unit UoM

• Document ID • Price Split

• Document Version • Price

• Document part • Confidence Level

• Document Status • Price Source

• Overhead Group • Price Source Type

• Valuation Class • Vendor

• Design Office • Purchasing Group

• Custom Fields for • Purchasing Docu-

Materials (General ment
Data) • Local Content
• Custom fields for • Custom fields for
Materials (Plant- Material Prices
Specific)

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 These Dependent Price Determination Account Determina-
Master Data When You Do This... Fields are Updated... is Triggered... tion is Triggered...

Plant When you update the The following fields are Price determination is Account determination
Plant... triggered. When Valid is triggered, and the
automatically updated:
Prices [page 234] are Account is updated ac-
• Company Code found, the following cording to the settings
fields are updated: defined under Activity
• Work Center Cate- Types and Account
gory • Price (Fixed) Determination in the
• Overhead Group • Price (Variable) Administration view.

• Valuation Class • Transaction Cur-

• Cost Center rency

• Efficiency • Price Unit

• Price Unit UoM
• Price Split
• Price
• Confidence Level
• Price Source
• Price Source Type
• Vendor
• Purchasing Group
• Purchasing Docu-
ment Local Con-
tent
• Custom fields for
Material Prices

Work Center When you update the The following fields are
Work Center...
updated:

• Item Description
• Work Center Cate-
gory
• Efficiency
• Cost Center
• Work Center

Changing Dependent Fields Manually

Fields that depend upon a material or document are initially set automatically. You can modify these dependent
values manually or using mass change. This applies for both standard fields and custom fields.

This allows you to make modifications flexibly and simulate effects without making changes in your master
data centrally. For example, you could change the material type for an item from #RAW (raw materials) to
#SEM (semi-finished products) to check the effects on overhead costs.

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To provide transparency about such modifications, the following occurs if you change such dependent data
manually or using mass change:

• The modified field is marked with a colored background to show that a change has been made.
• In the costing structure, a colored rectangle marks the row that contains the modified item.
Muted coloring is used for parent items that contain a modified item.
• In both the modified field and the costing structure, a tooltip lists the fields that have been changed and
also shows the current value for each field in your master data.

The colored marking remains in place until you do one of the following:

• Update the master data for the calculation version.

• Change the modified field back to the original master data value.
• Change the item that the field depends on, for example, by changing the material ID.
• Replace the changed item with one that does not yet exist in your master data. In this case, the item
becomes temporary and any previous changes to fields that are dependent on master data are no longer
relevant.
• Import a new structure.

Related Information

Using Master Data in Calculation Versions [page 142]

Updating Master Data in a Calculation Version [page 144]
Valid Prices [page 234]

9.2.17 Changing the Valuation Date in a Calculation Version

The valuation date is the date on which the total cost of a calculation is determined and valid. The date the
calculation is created is automatically set as the initial valuation date for the calculation version.

In master data, you can maintain the period for which material prices, activity prices, and currency exchange
rates are valid. You can also create costing sheets that include overheads and overhead rates that are valid
for a particular time period. When you change the valuation date in a calculation version, automatic price
determination for that calculation version is triggered. This means that master data is reevaluated and prices,
exchange rates, and overhead rates that are valid as of the new valuation date, are found and used in the
calculation version.

Considering the Master Data Timestamp

Changing the valuation date triggers automatic price determination, however, automatic price determination
only checks for prices created up to the time of your master data timestamp. If you want to use prices created
after your master data timestamp, you must update the master data in your calculation version before you
change the valuation date.

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Steps

To change the valuation date for a calculation version, do the following:

1. In the side panel of the Calculation view under Version Header Data, enter a new valuation date.
A dialog box appears indicating that your calculation results are likely to change.
2. Choose OK to accept the new valuation date, or Cancel.

Result

The following happens when you change the valuation date:

• Price determination is triggered.

• Prices are replaced with master data that existed as of the date of your last master data timestamp.
• Prices that you included manually are replaced with prices from master data, if available, and overheads as
of the valuation date are considered.

Related Information

Creating Material Prices in Master Data [page 415]

Creating Activity Prices in Master Data [page 427]
Creating Currency Exchange Rates in Master Data [page 439]
Determining Prices [page 233]
Updating Master Data in a Calculation Version [page 144]

9.2.18 Using Costing Sheets in Calculation Versions

You can use a costing sheet in a calculation version to sum up costs and calculate indirect costs as overheads.

A costing sheet defines the rules that are used to create sums and to calculate and apply overheads. You can
use one costing sheet to compare up to three costing scenarios in a single calculation version. In the side panel,
you can select between the total cost scenarios to see each total cost breakdown, as well as how each scenario
affects the cost component split. In the item details, you can see the total cost and other calculated values for
each costing scenario.

You can create costing sheets in the Administration view. You can apply costing sheets to calculation versions in
the Calculation view.

 Note

You can only add or change the costing sheet in a calculation version if you've opened the calculation
version exclusively. If you've opened the version in collaborative mode, you can't change or remove the
costing sheet.

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Prerequisites

A costing sheet has been created in the Administration view.

Procedure

1. In the Calculation view, open a calculation version.

2. In the side panel, open the Costing Sheets area.
3. Use the dropdown to select a costing sheet and apply it to the calculation version.

 Note

If more than one costing scenario has been created for the costing sheet, you can use the second
dropdown to select between costing scenarios. You can also apply different costing scenarios when
viewing the cost component split.

Result

When you use a costing sheet in a calculation version, the following occurs:

• In the Costing Sheets section, you can see a breakdown of costs by costing sheet row. If more than one
costing scenario has been created for the selected costing sheet, you can use the second dropdown to
switch between costing scenarios to see how the breakdown changes.
• In the Cost Component Split section, you can apply different cost component splits and different total cost
scenarios, to see how the indirect costs are broken down by account group.
• In the Item Details, you can see the total cost and corresponding calculated values for each enabled costing
scenario in the costing sheet. Note, each time you select a costing sheet or update master data, the first
total cost scenario is displayed by default.

 Tip

Dragging and Dropping Fields: You can drag and drop fields from each costing scenario in the costing
sheet to the table in your calculation version. This allows you to compare fields from different costing
scenarios side-by-side.

 Caution

• Updating Master Data: If you've created or updated a costing sheet for use in an existing
calculation version, be sure to update the master data time stamp in the calculation version.
Otherwise, you will not be able to access the updated costing sheet from the calculation version.
• Valuation Dates: Pay attention to the valuation date in your calculation version. Costing sheet
overheads are only applied to the calculation version if the valuation date of the version falls within
the valid-from and valid-to dates defined in the costing sheet overhead rules.

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Related Information

Costing Sheets [page 389]

Calculating Overheads [page 255]
Calculated Values for Items [page 210]

9.2.19 Mass Change for Items in a Calculation Version

You can use Mass Change to change the value of fields for multiple items in a single calculation version. This
allows you to quickly replace the value in these fields without having to search for the individual items in which
they are located.

You can perform a mass change in the Calculation view. To identify the items that you want to change, you can
enter new filter and change conditions or select from a list of saved personal and corporate configurations.

You can apply these configurations to an entire calculation version or limit the change to an individual item and
its subitems.

Things to Consider

• You can change the value of any editable field in any item category. This includes standard fields, custom
fields, comment fields, and highlighting fields.
• The filter in the costing structure does not affect the results of a mass change. This means that if you
filter the costing structure and then perform a mass change, all affected items in the costing structure are
changed, not just those that are visible.

 Example

You filter the costing structure for items with plant #PT24 (Dresden). In the costing structure, you only
see items with plant #PT24 (Dresden). In the mass change filter, you then filter for all items with a fixed
price greater than 1,000 EUR and increase the price of these items by 5%. In your costing structure,
5% is added to all items with a fixed price greater than 1,000 EUR, not just to items with plant #PT24
(Dresden). If you want to limit the 5% price increase to items with plant #PT24 (Dresden), you can add
plant #PT24 (Dresden) to your mass change filter.

• Standard or custom fields with a formula can be filtered depending on whether their values are calculated
or manually entered.
You can also set items affected by the filter to calculated or manual value.
• Your configuration settings remain available until you Reset All or restart the application. You can perform
the same mass change for multiple calculation versions in one session using the same configuration.
• If you want to use a configuration regularly, you can save it as a personal or corporate configuration.

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Related Information

Performing a Mass Change [page 156]

Managing Configurations for Mass Change [page 161]
Highlight Items Using Mass Change [page 120]

9.2.19.1 Performing a Mass Change

You can perform a mass change for an entire calculation version or for an item on any level. If you perform a
mass change for an assembly item, its subitems are also affected.

Context

You are working in a calculation version and you want to change the value of a field in multiple items at a time.

Procedure

1. Decide the level at which you want to apply the mass change:
• To make changes for an entire calculation version, choose Mass Change for All Items from the ribbon or
context menu. You can also use the keyboard shortcut CTRL + H .
• Alternatively, choose one item in the calculation version and choose Mass Change for Selected Items
and Subitems.

This opens the Mass Change dialog.

2. [Optional] Under Manage Configurations for Mass Change, select a saved configuration.

 Note

You can select from corporate and personal configurations. Corporate configurations can be accessed
and used by everyone in your organization. Personal configurations can only be accessed by you.

3. Under Filter By, select new filter fields.

Narrow your filter with operators such as is or greater than or equal to. The available operators change
depending on the fields you select. You can add as many filter rows as necessary. The number of affected
items is shown at the top of the dialog.
4. Under Change To, select the field that you want to change. Next, select an action, then enter a new value.

 Example

Change all internal activities with a price of 0 EUR to a fixed price of 10 EUR. Under Filter By in the first
filter row, select Item Category. Leave the operator as is and choose Internal Activity. In a new filter row,
select Price (Fixed). Leave the operator as is and enter 0. Under Change To, select the field Price (Fixed)

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 and the action Set Value. Under New Value, enter 10 and select Change Items. All internal activities with
the price of 0 EUR are changed to a fixed price of 10 EUR.

 Tip

You can add a highlighting field to all items you have changed for easy identification. See Highlighting
Using Mass Change for more information.

5. [Optional] Save the configuration as a corporate or personal configuration. Select the Corporate checkbox
if you want to make the configuration available for everyone in your organization.

 Note

Additional authorization is needed to save a corporate configuration.

6. Choose Change Items to apply your changes to the filtered items, or Reset All to clear the configuration and
start again.

Results

The changes are applied to all items and subitems that were found using your configuration settings. Your
configuration settings remain available for this and other calculation versions until you reset the configuration
or restart the application.

Related Information

Mass Change for Items in a Calculation Version [page 155]

Managing Configurations for Mass Change [page 161]
Highlight Items Using Mass Change [page 120]

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9.2.19.2 Actions Available for Mass Change

These are the actions you can take when performing a mass change.

Action What It Does Example

Set Value Sets a specific value for a field. Set new price

For all internal activities with a price of 5

EUR, set a new price of 7 EUR.

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Filter By, select Item
Category.
3. Use the is operator and choose
Internal Activity.
4. In a new filter row, select Price
(Fixed). Use the is operator and en-
ter 5.
5. Under Change To, select Price
(Fixed) and the action Set Value.
6. Under New Value, enter 7 and se-
lect Change Items.

A new price of 7 EUR is set for all inter-

nal activities that had a price of 5 EUR.

Replace Text Finds and replaces all or part of a value Change part of a description.
in any field.
Find all descriptions XYZ and replace
them with ABC.

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Change To, select
Description.
3. Under Action, select Replace Text.
4. Under Find, enter XYZ.
5. Under Replace With, enter ABC.

All descriptions with XYZ are changed

to ABC.

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 Action What It Does Example

Clear Value Clears the value in a field. Clear all plants

Clear all plants for an assembly item.

1. Select the assembly item for which

you would like to clear all plants.
2. In the ribbon, choose Mass
Change, then Mass Change for
Selected Item and Subitems....
3. Under Change To, select Plant and
the action Clear Value.
4. Select Change Items.

All plants for the selected assembly and

it's subitems are cleared.

Increase-Fixed Value Increases the value in a field by a fixed Increase price by a fixed amount
value.
Increase the price of all raw materials in
EUR, by 5 EUR.

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Filter By, select Material
Type.
3. Use the is operator and enter
#RAW.
4. In a new filter row, select
Transaction Currency (Price). Use
the is operator and select EUR.
5. Under Change To, select Price
(Fixed) and the action Increase-
Fixed Value.
6. Under Increase By, enter 5 and se-
lect Change Items.

All fixed prices in EUR are now in-

creased by 5 EUR.

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Action What It Does Example

Increase-Percentage Increases the value of a field by a per- Increase price by a percentage

centage.
Increase the price of all raw materials in
EUR by 5%.

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Filter By, select Material
Type.
3. Use the is operator and enter
#RAW.
4. Under Change To, select Price
(Fixed) and the action Increase-
Percentage.
5. Under Increase (%), enter 5 and
select Change Items.

The fixed price of all raw materials in

EUR are increased by 5%.

Decrease-Fixed Value Decreases the value in a field by a fixed Decrease price by fixed amount
value.
Decrease the price of all raw materials
with the currency EUR, by 5 Euros:

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Filter By, select Material
Type.
3. Use the is operator and enter
#RAW.
4. In a new filter row, select
Transaction Currency (Price). Use
the is operator and select EUR.
5. Under Change To, select Price
(Fixed) and the action Decrease –
Fixed Value.
6. Under Decrease By, enter 5 and
select Change Items.

All fixed prices in EUR are now de-

creased by 5 EUR.

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 Action What It Does Example

Decrease-Percentage Decreases the value in a field by a per- Decrease price by percentage

centage.
Decrease the price of raw materials in
EUR by 5%.

1. In the ribbon, choose Mass

Change, then Mass Change for All
Items....
2. Under Filter By, select Material
Type.
3. Use the is operator and enter
#RAW.
4. Under Change To, select Price
(Fixed) and the action Decrease –
Percentage.
5. Under Decrease (%), enter 5 and
select Change Items.

The fixed price of all raw materials in

EUR are decreased by 5 %.

Multiply-Fixed Value Multiplies the value of a field by any Multiply the quantity
number.
1. In the ribbon, choose Mass
Change, then Mass Change for All
Items....
2. Under Change To, select Quantity
and the action Multiply – Fixed
Value.
3. Under Multiply By, enter 3 and se-
lect Change Items.

All quantities are now multiplied by 3.

9.2.19.3 Managing Configurations for Mass Change

You can rename and delete mass change configurations that have been saved.

To do this, choose Mass Change in the ribbon and then use the Manage Configurations option.

 Note

There are two types of configurations: personal and corporate.

• Personal configurations can only be accessed, renamed, and deleted by the user who created them.
• Corporate configurations can be accessed and used by everyone in your organization. However, you
need additional authorization to rename and delete them.

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Renaming Configurations

You can rename configurations. To do this, select a configuration from the list in the Manage Configurations
dialog. Choose Rename, and enter a new name. Press Enter or click anywhere outside the name field and
then close the dialog.

Deleting Configurations

You can delete a configuration if you no longer need it. To do this, select a configuration from the list and
choose Delete. If you delete a configuration by mistake, you can restore it by clicking on the provided link. This
link is available until you delete another configuration or close the dialog.

Related Information

Mass Change for Items in a Calculation Version [page 155]

Performing a Mass Change [page 156]

9.2.20 Referencing Calculation Versions

If you want to reuse a part or assembly multiple times or in different products and variants, you can include the
calculation version in another calculation version as a reference. You use the item category Referenced Version
to add a reference to a calculation version.

 Note

You can only reference an entire calculation version. If the part or assembly that you want to reference is
part of a larger calculation version, you must first save it as a separate calculation version. Then you can
use the Referenced Version item category to add the calculation version as a reference wherever necessary.

When you add a reference, only the root item of the referenced version is shown in your calculation structure
(subitems are not shown). If you want to see the entire calculation structure of the referenced version, you can
open it in a separate tab in the Calculation view.

 Note

You can’t open an item with the item category Referenced Version in a separate tab while working in
collaborative mode.

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Things to Consider

• You cannot freeze a calculation version that contains a referenced version.

• Once a calculation version has been referenced, any changes to that calculation version must be saved
under a new name.
• When working with a referenced version, you can change the values for Quantity, Lot Size, and Quantity
Depends On. The total quantity and cost of the reference are then recalculated for the calculation version in
which you are working.
• When working with costing sheets, you can apply overheads to referenced versions. You can do this based
on the account assigned to the Referenced Version item or based on the item category. If overheads apply
to the referenced version, they are calculated on top of the price of the referenced version, and rolled up as
defined.
• The price of a referenced version is calculated automatically using the costing sheet for the version in
which the reference is made.
• The cost component split for the calculation version in which you are working also includes the distribution
of costs for the referenced version. Although the referenced version is shown as one structural item, the
cost components or cost line items from the referenced version are kept. This allows you to apply any
component split to the version where the reference is made, and also see the costs for the referenced
version distributed among these cost components.
• Any custom fields created for the item category Calculation Version are also shown in referenced versions.
The values calculated or manually entered for the referenced version are also shown in the Referenced
Version item.

Related Information

Referenced Version [page 204]

Adding a Referenced Version [page 164]
Opening a Referenced Version [page 165]
Updating a Reference to the Current Version [page 166]
Using References in Base Versions [page 88]
Understanding the Difference Between Linked Versions and Referenced Versions [page 354]
Limitations in Collaborative Mode [page 38]

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9.2.20.1 Adding a Referenced Version

Calculations for items and assemblies, such as in-house manufactured parts or multiple-use assemblies, are
often reused in multiple calculation versions. You can use the item category Referenced Version to add these
calculation versions as individual items to any number of other calculation versions.

Prerequisites

• You can only create references between calculation versions that have the same controlling area.
• The calculation version that you are referencing must be marked as the current version.
• The versions with which you are working cannot contain circular references. For example, the referenced
version cannot contain a reference to the version in which you are adding the reference.

Context

You want to reuse a calculation version as a part of another calculation version.

Procedure

1. Open the Calculation view.

2. Select an existing item that you would like to replace with a referenced version, or choose Add in the ribbon
to add a new item.

You can also use the context menu.

3. In the drop-down list for item category, select Referenced Version.

This opens a dialog that allows you filter and search for a calculation version to reference.

The list shows only those versions that are marked as current, and have the same controlling area as the
calculation version in which you want to create the reference.
4. Choose a calculation version that you want to reference and then choose Select.

Results

The selected calculation version is added as a new item Referenced Version to the costing structure in the
calculation version in which you are working.

In addition, the following occurs:

• The total cost of the referenced version is shown as the price for the item Referenced Version.

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 • If overheads apply to the item Referenced Version, these overheads are calculated on top of the price of the
referenced version, and rolled up as defined.
• The cost component split for the calculation version in which you are working also shows the distribution of
costs for the referenced version.
• The quantity for one assembly is set by default to 1. You can change the quantity for one assembly or the
lot size for the referenced version. You do this under Item Details in the side panel of the Calculation view.
• The item is automatically activated. You can deactivate the referenced version as you would any other item.

Related Information

Referencing Calculation Versions [page 162]

Opening a Referenced Version [page 165]
Updating a Reference to the Current Version [page 166]
Referenced Version [page 204]

9.2.20.2 Opening a Referenced Version

You can open a referenced calculation version in a separate tab in the Calculation view. This displays the full
costing structure and allows you to check the referenced version in parallel to the calculation version that is
referencing it.

Procedure

1. Open a calculation version in the Calculation view.

2. Select the referenced calculation version that you want to view.
3. Using the context menu, choose Open Referenced Calculation Version.

Results

The referenced calculation version opens in a new tab at the bottom of the Calculation view.

 Note

Once a calculation version has been referenced, any changes to that calculation version must be saved
under a new name.

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Related Information

Referencing Calculation Versions [page 162]

Adding a Referenced Version [page 164]
Updating a Reference to the Current Version [page 166]
Referenced Version [page 204]

9.2.20.3 Updating a Reference to the Current Version

When the calculation version that you are referencing is no longer set as the current version, you can update
the reference to the current version. You might do this when the status of a quotation changes from Quotation
Handed In to Order Approved, and Order Approved is set as the current version. You can update a single
reference in a calculation version or you can update all references in a calculation version at one time.

Prerequisites

Your calculation version contains at least one reference.

Procedure

1. From the cockpit, open the calculation version that you want to update.
• To update all references in the calculation version, in the ribbon choose Update References for All
Items.... You can also use the keyboard shortcut Ctrl + Shift + U
• To update references in a selected item, choose Update References for the Selected Item and Subitems.

This opens a list of referenced calculation versions that have been set to current since the last update.
2. Select the reference or references that you would like to update to the current calculation version and
choose Update.

 Note

You can select the checkbox in the list header to update all calculation versions at once. If you select
checkboxes individually, a small square next to the list header indicates that there are additional
versions eligible for update until all eligible versions are selected.

Results

All referenced versions that you have selected are updated and now reference the current calculation version.

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Related Information

Referencing Calculation Versions [page 162]

Referenced Version [page 204]
Adding a Referenced Version [page 164]
Opening a Referenced Version [page 165]

9.3 Costing Structures

Costing structures make up the hierarchical structure of a calculation version. SAP Product Lifecycle Costing
supports the creation of costing structures with up to 32 levels and 30,000 items. If you need to calculate more
items, you can add referenced versions.

You work with costing structures in the Calculation view.

Working with Costing Structures

You can create a costing structure manually in a calculation version. When doing this, you work with the
available item categories as needed for your costing data.

For more information, see the following topics:

• Creating Costing Structures [page 168]

• Working with Items [page 169]
• Item Categories [page 173]

Importing Costing Structure Data

You can also import up to 30,000 items from SAP ERP or from Microsoft Excel to be used in your costing
structure.

For more information, see the following topics:

• Steps for Importing BOMs and Routings [page 312]

• Steps for Importing Document Structures [page 315]
• Steps for Importing Costing Structures from Microsoft Excel [page 317]
• Adding a Referenced Version [page 164]

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9.3.1 Creating Costing Structures

The costing structure is the basis for calculating costs in a calculation version. A costing structure consists
of items to be costed. These items can be based on different types of product-related structures such as
document structures, bills of materials (BOMs), and routings.

You can create a costing structure manually by adding items to an open calculation version, such as materials,
processes, resources and tools, and internal activities that are used to make a finished or semi-finished
product. For each item, you include all available data about the quantity, price, and so on.

 Note

Note the following before you start:

• Costing structures can be up to 32 levels deep.

• Costing structures should include no more than 30,000 items. Note, you can still have hundreds of
thousands of cost items in a single costing structure by using other costing versions with substructures
as references.
• All mandatory fields receive initial default values. Mandatory fields are denoted by an asterisk (*).
• If you enter an invalid value in a field, the previously valid value is restored automatically when you leave
the input field or try to save your changes.
• You can adjust entries for individual item fields in the calculation table or in the Item Details area in the
side panel of the Calculation view.
• Some fields such as Total Cost are calculated by the system and are display-only.

You can create a costing structure in the Calculation view.

Steps

1. Create a new calculation and initial version or open an existing calculation version.
2. Add any items above, below, or as subitems.
3. For each item that you add, select an item category.
Depending on the item category, different fields are available in the Costing Structure.

 Example

If you select the item category Material, the following fields are available:
• Plant
• Material No.
• Description

4. Check your entries and make changes as necessary.

5. Make a setting in the Total Quantity Depends On field. You have the following options:
• Fixed Quantity
Counts the item only once, regardless of the total quantity of the parent assembly.
• Assembly Quantity
Counts an item based on the quantity of the parent assembly.

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 • Lot Size
Counts an item based on the lot size you define.

 Note

• This setting is relevant for all item categories except Text Item and Calculation Version.
• The default selection is Assembly Quantity.
• If you select Lot Size, you must enter a value for Lot Size under Item Details.

6. [Optional] Enter a base quantity.

Base quantities can be used when calculating total quantity based on Assembly Quantity or Lot Size.
7. Activate and deactivate any items.
To do this, use the respective checkboxes displayed to the left of each item in the costing structure. Select
an item to activate and include it in the calculation. Deselect an item to deactivate and exclude it from the
calculation.
You can use this feature to compare different alternatives. For example, you can facilitate a make or buy
decision by adding an item for a purchased part and also an item (with subitems) for a self-made assembly.
By activating one or the other, you can see the influence that the items have on the total cost.
8. Save your changes.
If you forget to save, a dialog prompts you to save before closing the version.

9.3.2 Working with Items

The items in a calculation version form the basis for your costing structure. An item can stand alone or have
subitems. An item with subitems is an assembly.

Related Information

Adding Items in Costing Structures [page 170]

Cut, Copy, and Paste [page 170]
Master Data Dependencies for Items [page 147]
Activating and Deactivating Items and Assemblies [page 172]
Highlighting Items in a Calculation Version [page 119]
Item Categories [page 173]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

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9.3.2.1 Adding Items in Costing Structures

You can add a new item to a costing structure in one of these three positions:

• Add Item Above

This adds a new item above the currently selected item.
• Add Item Below
This adds a new item below the currently selected item.
• Add Item as Subitem
This adds a new item as a subitem to the currently selected item.

 Note

When you add an item in a costing structure, the new item receives the following default values from the
parent item:

• Plant
• Company code
• Business area
• Profit center

Steps

1. Choose an item in the costing structure above, below, or to which you would like to add an item.
2. In the ribbon, choose Add and select an option for positioning your new item. Alternatively, you can use the
context menu or a keyboard shortcut.
3. Specify an item category. By default, a new item is added as a material.
Depending on the item category that you select, different fields are displayed. Complete these fields if the
information is available. You do not have to complete all fields to save the calculation version.

Related Information

Navigating with Keyboard Shortcuts [page 462]

Cut, Copy, and Paste [page 170]
Master Data Dependencies for Items [page 147]
Activating and Deactivating Items and Assemblies [page 172]

9.3.2.2 Cut, Copy, and Paste

Cut, copy, and paste commands are available for values at field level and for items and assemblies in costing
structures. Note that cut and copied content can only be pasted within SAP Product Lifecycle Costing.

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In the Calculation view, you can cut, copy, and paste cost items as follows:

• From one place in a costing structure to another in the same calculation version.
• From one calculation version into another calculation version in the same calculation and project.
• From one calculation version into another calculation version in a different calculation or project.

You can copy and paste entire items, including root items, assemblies, and single items. When copying and
pasting root items and assemblies, all subitems are automatically included. This helps you reuse information
and quickly build calculation versions for product simulation and what-if analysis.

Things to Consider

• Once you have cut or copied an item, you can paste it above, below, or as a subitem of the selected item.
• The activation status for items remains unchanged when you cut, copy, or paste them.
• Price determination and account determination are triggered when you cut, copy, and paste from one
calculation version into another, and master data is automatically updated. The update is based on the
header data of the target calculation version (master data timestamp, controlling area, valuation date, and
so on).

Working with Root Items

You cannot cut or delete root items. You can copy and paste root items as follows:

• When you copy a root item, you can paste it into the same calculation version or in a different calculation
version, calculation, or project. All subitems are automatically included.
• When you copy and paste a root item, the item category of the pasted root item changes to Material
and the material description is displayed as the item description. The item categories of the subitems
belonging to the pasted root item remain unchanged.
• An item or assembly can only be pasted under a root item as a subitem.

Working with Assembly Items and Single Items

You can cut, copy, and paste assembly items and single items as follows:

• When you cut or copy assembly items or single items, you can paste them in the same calculation version
or in a different calculation version, calculation, or project. All subitems are automatically included.
• You can only cut, copy, and paste one item or subitem at a time (unless you are working with an assembly,
then all subitems are included).
• When you cut an item, the item is not removed from the costing structure until you paste it in another
location.
• Where you can paste depends on the costing structure hierarchy. When you choose where in the costing
structure you'd like to paste something, you can check the available paste commands in the ribbon or
context menu. This tells you where the cut or copied items can be pasted in relation to the selected item.

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Related Information

Navigating with Keyboard Shortcuts [page 462]

9.3.2.3 Activating and Deactivating Items and Assemblies

When creating a costing structure, you can activate and deactivate items to simulate alternatives in your
calculation version. You do this using the respective checkboxes displayed to the left of each item in the costing
structure.

You can activate and deactivate individual items or entire assemblies in a costing structure. You can select
an item or assembly to activate and include it in the calculation. You can deselect an item or assembly to
deactivate and exclude it from the calculation. You can use this feature to compare different alternatives. For
example, you can facilitate a make or buy decision by adding an item for a purchased part and also an item
(with subitems) for a self-made assembly. By activating one or the other you can see the influence on the total
cost.

Activating Items

To activate an item, select the checkbox next to it in the costing structure. The item is then included in the
calculation and you can change the entries in the fields for the item in the calculation table and in the Item
Details area in the side panel. Each item that you activate triggers a recalculation, and the costs are rolled up
and included in the total cost of the calculation if they are defined to do so in the costing sheet.

Deactivating Items

To deactivate an item, deselect the checkbox to the left of the item. The entire line of the deactivated item is
grayed out. You can no longer add data in the calculation table or side panel for this item. The costs for the item
are still visible, but they are no longer included in the total cost of the calculation version.

Activating Assemblies

To activate an assembly, select the checkbox to the left of the root item of the assembly. This checkbox
activates all subitems at once. You can deselect the root item to deactivate all subitems or you can deactivate
subitems individually. A gray checkbox next to the root item of the assembly means that some subitems are
activated and others are deactivated.

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Deactivating Assemblies

To deactivate an assembly , deselect the checkbox to the left of the assembly. This deactivates all subitems
for that assembly as well. The entire substructure is grayed out and is no longer used in the calculation. You
can no longer add data in the calculation table or side panel for this item or any of its subitems, and the item’s
costs are no longer rolled up in the calculation. You can manually select and reactivate subitems that have been
grayed out.

When an assembly has both selected and deselected subitems, the checkbox to the left of the main item
for the assembly fills with a gray square to indicate the change. Reactivated subitems become part of the
calculation and costs for the reactivated items are rolled up in the calculation once again.

9.3.3 Item Categories

Every item in a costing structure has an item category. Item categories are used to define the items in a bill of
material or routing.

You select an item category for each item in your costing structure from a dropdown menu in the item row. The
item category that you select determines the additional data that you can enter for that item.

Standard Item Categories

You can select from the following standard item categories in your costing structures.

 Note

If you don't find a standard item category that suits your needs, you can create additional Custom Item
Categories in the Administration view. These are added to the item category dropdown menu in the item
row. For more information, see Creating Custom Item Categories [page 459].

Item Category Description

Item category that is automatically assigned to the root item when you create a new calculation in
SAP Product Lifecycle Costing. This category is only applicable for the root item.

[Calculation Version]

A document that exists in the master data replicated from SAP ERP or that is defined as a tempo-
rary document in a calculation version.

[Document]

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Item Category Description

A material that exists in the master data replicated from SAP ERP or defined within SAP Product
Lifecycle Costing.

[Material]
 Note
Materials that are imported and linked into other calculation versions are marked with an arrow


An activity that is performed in your own plant.

[Internal Activity]

An activity that is performed by a third party during production.

[External Activity]

A business process in the company. The process can span any number of divisions in the company.

[Process]

Processing of materials by an external supplier (materials that have been partially provided).

[Subcontracting]

Tools or other similar resources necessary for production.

[Resources and
Tools]

An item for which you can freely define a name and amount.

[Variable Item]

Contains only text without any costs. You can use this item category to structure your calculation
versions.

[Text Item]

A calculation version that is referenced. This allows you to reuse a calculation version as often as
required.
[Referenced Version]

Related Information

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Calculation Version [page 175]
Documents [page 179]
Materials [page 182]
Internal Activities [page 185]
External Activities [page 187]
Processes [page 191]
Subcontracting [page 193]
Resources and Tools [page 196]
Text Items [page 198]
Variable Items [page 200]
Custom Item Categories [page 458]

9.3.3.1 Calculation Version

This item category is automatically assigned to the root item when you create a new calculation in SAP Product
Lifecycle Costing. This item category is only applicable for the root item.

Things to Consider

• The Version Header Data in the side panel is valid for the overall calculation version and remains the same
as you move between items in your costing structure. For more information, see Version Header Data
[page 105].
• The Item Details in the side panel can differ for the Calculation Version (root item) and the subsequent
items and assemblies in your costing structure. If any user-specific or global default values have been
defined, they are applied at project level. For more information, see Global Settings [page 429] and User-
Specific Settings [page 460].
• For root items that do not contain subitems, you can specify prices manually. For root items that contain
subitems, prices are determined and rolled up for every item and assembly below the root item. For more
information, see Determining Prices [page 233].
• You can import document structures and BOMs and routings from SAP ERP, as well as costing structures
from Microsoft Excel, into this item category. For more information, see Importing BOMS, Routings,
Document Structures, and Costing Structures [page 309].

How to Use This Item Category

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

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Field Shown What It Means

Item ID Generated, unique ID used to identify a calculation version.

Item Category
In this case, the category is (Calculation Version). This
item category is automatically selected for the root item
when you create a new calculation version.

Description Describes the calculation version. This field is filled automat-

ically when you create a new calculation.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information, see Determining Pri-
ces [page 233].

Account The account influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Costing Sheets [page 389].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Document Type In SAP ERP, the document type is used as a key to distin-
guish business transactions. The document type determines
where in SAP ERP the document is stored as well as the
account types to be posted.

Document No. Represents a document that exists in the master data that
has been replicated from SAP ERP. If you enter a document
number for which no master data record exists, then the
document is only valid for this calculation version.

Document Part Used to divide a document into several documents. Versions

are maintained separately for each document part.

For example, the individual pages of a large design drawing

are recorded as document parts under one document num-
ber. The document part is automatically set if you select a
document number using autocomplete or if you import it in
a document structure.

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 Field Shown What It Means

Document Version Describes the change status or delivered status of a docu-

ment. The document version is a part of the document key,
which identifies the document. The document type controls
version assignment in document management.

For example, you can have the following versions of a design

drawing:

• Version 1 – Drawing status in project phase 1

• Version 2 – Drawing status in project phase 2
• Version 3 – Status of a drawing that has been released
for production

The document version is automatically set if you select a

document number using autocomplete or if you import it in
a document structure.

Document Status Tells you the phase that your product design is currently
in (for example, Work in Progress, Released, Archived). The
document status is set automatically if you select a docu-
ment in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Design Office Office or laboratory that is responsible for the design of the
document. The design office is set automatically if you select
a document in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Material Material that exists in the master data that has been repli-
cated from SAP ERP or created locally in SAP Product Life-
cycle Costing master data in the Administration view. If you
enter an ID for which no master data record exists, then the
material is only valid for this calculation version.

Material Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

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Field Shown What It Means

Material Type A grouping of materials with the same basic attributes such
as raw materials, semi-finished products, or finished prod-
ucts. The material type is automatically set if a material from
the master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Material Group Material group is automatically set if a material from the

master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Phantom Material This checkbox is automatically activated if a material im-

ported from SAP ERP is a phantom material.

If you use a material that is not defined in your master data,

you can also set this field manually.

Configurable Material A material for which you can specify the characteristics dur-
ing order processing.

For example, the specification of a car can include various

characteristics such as paint, trim, and engines. Configura-
ble materials have a maximum BOM that contains all the
components for producing every variant of the material. SAP
Product Lifecycle Costing explodes the maximum BOM and
routing and imports the setting to let you know whether a
material is configurable. You can then deactivate the items
that you do not need in your calculation.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Cost-Relevant in SAP ERP If this checkbox is activated, the material or the activity is
considered at the costing in SAP ERP.

If you use a material that is not defined in your master data,

you can also set this field manually.

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 Field Shown What It Means

Overhead Group An attribute that can be assigned to a material in a specific

plant. This is a key that groups materials to which overhead
is applied in the same manner.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Valuation Class An attribute that can be assigned to a material in a specific

plant. This makes it possible to group together materials
from a financial point of view.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Related Information

Documents [page 179]

Materials [page 182]
Materials (General Data) [page 410]
Materials (Plant-Specific Data) [page 412]

9.3.3.2 Documents

You can use this item category to add documents to a costing structure. Documents are components used in
calculation versions at different stages of a product lifecycle. Documents are often used at the start of a design
when you might not have a clear view of what material to use. Document structures are generated from CAD
files that are checked into SAP Document Management System in SAP ERP. Documents can be imported into
SAP Product Lifecycle Costing as document items and, if they exist, as text items.

Things to Consider

• If SAP Product Lifecycle Costing has been set up to work together with your SAP ERP system, you can
replicate documents from SAP ERP and use these documents in your calculation versions. For more
information, see Updating Master Data in a Calculation Version [page 144].

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• You can change the item details for a document in your calculation version, and use autocomplete to
select from a list of documents that were imported or replicated on a prior occasion. However, you cannot
maintain documents or create new documents as part of master data in the Administration view.
• If you manually assign a material to a document, and a price has been configured for that material,
that price is automatically used for the material in your calculation version. For more information, see
Automatic Price Determination [page 234].
• If you manually assign a material to a document, and an account has been configured for that material,
that account is automatically used for the material in your calculation version. For more information, see
Determining Accounts [page 230].
• You can import costing structures from Microsoft Excel and document structures from SAP ERP. For more
information, see Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add a new document or change an existing item category to Document at any time during the costing
process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Document).

You can set the item category manually in the costing struc-
ture or in the Item Details section.

Description Describes a document. This field is filled automatically with

the description of the document if you load it from master
data.

Document Type In SAP ERP, the document type is used as a key to distin-
guish business transactions.

The document type determines where in SAP ERP the docu-

ment is stored as well as the account types to be posted.

Document No. Represents a document that exists in the master data that
has been replicated from SAP ERP. If you enter a document
number for which no master data record exists, then the
document is only valid for this calculation version.

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 Field Shown What It Means

Document Part Used to divide a document into several documents. Versions

are maintained separately for each document part.

For example, the individual pages of a large design drawing

are recorded as document parts under one document num-
ber. The document part is automatically set if you select a
document number using autocomplete or if you import it in
a document structure.

Document Version Describes the change status or delivered status of a docu-

ment.

The document version is a part of the document key that

identifies the document. The document type controls ver-
sion assignment in document management.

For example, you can have the following versions of a design

drawing:

• Version 1 – Drawing status in project phase 1

• Version 2 – Drawing status in project phase 2
• Version 3 – Status of a drawing that has been released
for production

The document version is automatically set if you select a

document number using autocomplete or if you import it in
a document structure.

Document Status Tells you the phase that your product design is currently
in (for example, Work in Progress, Released, Archived). The
document status is set automatically if you select a docu-
ment in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Design Office Office or laboratory that is responsible for the design of the
document.The design office is set automatically if you select
a document in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

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Related Information

Materials [page 182]

Materials (General Data) [page 410]
Materials (Plant-Specific Data) [page 412]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.3 Materials

You use this item category to add material items to a costing structure. Materials are specific parts of a product
to be assembled. Materials can be raw, semi-finished, or finished, and are grouped according to purpose. Raw
and semi-finished materials are used in assemblies to create finished products

Things to Consider

• You have the option to maintain materials as part of master data in the Administration view. For more
information, see Working with Master Data [page 369]. If you maintain materials in master data, you can
use autocomplete for related fields, and any dependencies are automatically applied in the item details. For
more information, see Autocomplete for Fields [page 14].
• If a material is not yet part of your master data, you can create it as a temporary item. You can update the
calculation version with new master data at any time during the costing process. For more information, see
Updating Master Data in a Calculation Version [page 144].
• If a price has been configured for the material that you enter, that price can be automatically used for the
material in your calculation version. For more information, see Automatic Price Determination [page 234].
• If an account can be found for the material that you enter, that account is automatically used for the
material in your calculation version. For more information, see Determining Accounts [page 230].
• You can import costing structures from Microsoft Excel and BOMs and routings from SAP ERP. For more
information, see Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add a new material or change an existing item category to Material at any time during the costing
process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

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 Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Material). You can set the
item category manually in the costing structure or in the
Item Details section.

Description Provides a description of the material.

If the material is selected from master data, this field con-

tains the material description from master data. In this case,
the field cannot be edited in the calculation version.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information see, Determining Pri-
ces [page 233].

Account The account is determined automatically for materials that

have been assigned an account in the Material Account
Determination area of Administration view. Account determi-
nation is triggered when you enter or change the material ID
or plant ID for the material in the item details. See Determin-
ing Accounts [page 230]

The account also influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Costing Sheets [page 389].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Material Material that exists in the master data that has been repli-
cated from SAP ERP or created locally in SAP Product Life-
cycle Costing master data in the Administration view. If you
enter an ID for which no master data record exists, then the
material is only valid for this calculation version.

Material Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

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Field Shown What It Means

Material Type A grouping of materials with the same basic attributes such
as raw materials, semi-finished products, or finished prod-
ucts. The material type is automatically set if a material from
the master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Material Group Material group is automatically set if a material from the

master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Phantom Material This checkbox is automatically activated if a material im-

ported from SAP ERP is a phantom material.

If you use a material that is not defined in your master data,

you can also set this field manually.

Configurable Material A material for which you can specify the characteristics dur-
ing order processing.

For example, the specification of a car can include various

characteristics such as paint, trim, and engines. Configura-
ble materials have a maximum BOM that contains all the
components for producing every variant of the material. SAP
Product Lifecycle Costing explodes the maximum BOM and
routing and imports the setting to let you know whether a
material is configurable. You can then deactivate the items
that you do not need in your calculation.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Cost-Relevant in SAP ERP If this checkbox is activated, the material or the activity is
considered at the costing in SAP ERP.

If you use a material that is not defined in your master data,

you can also set this field manually.

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 Field Shown What It Means

Overhead Group An attribute that can be assigned to a material in a specific

plant. This is a key that groups materials to which overhead
is applied in the same manner.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Valuation Class An attribute that can be assigned to a material in a specific

plant. This makes it possible to group together materials
from a financial point of view.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Related Information

Documents [page 179]

Materials (General Data) [page 410]
Materials (Plant-Specific Data) [page 412]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.4 Internal Activities

You use this item category to add internal activities to a costing structure. Internal activities are activities that
are performed by persons or machines within a company. They include such actions as the set-up of a machine
or the assembly of an item, such as a pump.

Internal activities are included as part of a routing that describes how a product is produced.

Internal activities can be used to influence make or buy decisions when compared to product costings that
include externally produced items.

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Things to Consider

• You have the option to maintain master data related to internal activities, such as cost centers and activity
types, in the Administration view. For more information, see Working with Master Data [page 369]. If
you maintain such master data, you can use autocomplete for related fields, and any dependencies are
automatically applied in the item details. For more information, see Autocomplete for Fields [page 14].
• If a cost center or activity type is not yet part of your master data, you can create it as a temporary item.
You can update the calculation version with new master data at any time during the costing process. For
more information, see Updating Master Data in a Calculation Version [page 144].
• Price determination for internal activities is done based on the activity prices maintained in master data.
For more information, see Determining Prices [page 233].
• Account determination for internal activities is done based on the activity types maintained in master data.
For more information, see Determining Accounts [page 230].
• You can import a costing structure (including bills of materials and routings) from Microsoft Excel. See
Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add an internal activity or change an existing item category to Internal Activity at any time during the
costing process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Internal Activity).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Provides the description of the activity.

Cost Center Specifies the cost center for the activity. Together with the
activity type, the cost center determines the price for the
activity.

Activity Type Together with the cost center, the activity type determines
the price for an item. Activity types can be manually main-
tained as master data in SAP Product Lifecycle Costing, or
replicated from SAP ERP.

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 Field Shown What It Means

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information see, Determining Pri-
ces [page 233].

Work Center Organizational unit that defines where and by whom an op-
eration is performed. The activities performed at or by the
work center are valuated by charge rates, which can be de-
termined by cost centers and activity types.

Work Center Category Describes the category of work center used, for example,
machine, labor, or production line.

Efficiency Output efficiency in percent of the machine or activity exe-

cuted on the machine or work center. This is for information
purposes only.

Account The account is determined automatically for activities that

have been assigned an account in the Activity Types area of
Administration view. For more information, see Determining
Accounts [page 230].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Related Information

Cost Centers [page 423]

Activity Types and Account Determination [page 424]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.5 External Activities

You can use this item category to add external activities to a costing structure. External activities are activities
provided by resources outside your company, such as purchasing materials from an external vendor or
procuring an external service.

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Things to Consider

• You have the option to maintain master data related to external activities, such as materials, in the
Administration view. For more information, see Working with Master Data [page 369]. If you maintain
materials in master data, you can use autocomplete for related fields, and any dependencies are
automatically applied in the item details. For more information, see Autocomplete for Fields [page 14].
• If a material is not yet part of your master data, you can create it as a temporary item. You can update the
calculation version with new master data at any time during the costing process. For more information, see
Updating Master Data in a Calculation Version [page 144].
• If a price has been configured for the material assigned to the external activity that you enter, that
price is automatically used for the external activity in your calculation version. For more information, see
Automatic Price Determination [page 234].
• If an account can be found for the material assigned to the external activity, that account is automatically
used for the external activity in your calculation version. For more information, see Determining Accounts
[page 230].
• You can import a costing structure (including bills of materials and routings) from Microsoft Excel. See
Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add an external activity or change an existing item category to External Activity at any time during the
costing process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (External Activity).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Provides a description of the activity.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information see, Determining Pri-
ces [page 233].

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 Field Shown What It Means

Account The account influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Costing Sheets [page 389].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Material Material that exists in the master data that has been repli-
cated from SAP ERP or created locally in SAP Product Life-
cycle Costing master data in the Administration view. If you
enter an ID for which no master data record exists, then the
material is only valid for this calculation version.

Material Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

Material Type A grouping of materials with the same basic attributes such
as raw materials, semi-finished products, or finished prod-
ucts. The material type is automatically set if a material from
the master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Material Group Material group is automatically set if a material from the

master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Phantom Material This checkbox is automatically activated if a material im-

ported from SAP ERP is a phantom material.

If you use a material that is not defined in your master data,

you can also set this field manually.

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Field Shown What It Means

Configurable Material A material for which you can specify the characteristics dur-
ing order processing.

For example, the specification of a car can include various

characteristics such as paint, trim, and engines. Configura-
ble materials have a maximum BOM that contains all the
components for producing every variant of the material. SAP
Product Lifecycle Costing explodes the maximum BOM and
routing and imports the setting to let you know whether a
material is configurable. You can then deactivate the items
that you do not need in your calculation.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Cost-Relevant in SAP ERP If this checkbox is activated, the material or the activity is
considered at the costing in SAP ERP.

If you use a material that is not defined in your master data,

you can also set this field manually.

Overhead Group An attribute that can be assigned to a material in a specific

plant. This is a key that groups materials to which overhead
is applied in the same manner.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Valuation Class An attribute that can be assigned to a material in a specific

plant. This makes it possible to group together materials
from a financial point of view.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Related Information

Materials [page 182]

Materials (General Data) [page 410]
Materials (Plant-Specific Data) [page 412]

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Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.6 Processes

You use this item category to add processes to a costing structure.

You can use processes to allocate indirect costs such as administrative, packaging, or human resources costs
to a product. You can use processes as an alternative to calculating overheads using a costing sheet, or in
addition to a costing sheet, for a more exact calculation of overheads.

If you have assigned processes and activities to work centers, you also have the option to create activities
automatically as part of the process.

Things to Consider

• If SAP Product Lifecycle Costing has been set up to work together with your SAP ERP system, you can
replicate processes as single items from SAP ERP and use these processes in your calculation versions. For
more information, see Working with Master Data [page 369].
• Once a process has been replicated, you can select it using autocomplete from the Calculation Structure
or the Item Details section of your calculation version. For more information, see Autocomplete for Fields
[page 14].
• If an account has been configured for a replicated process, that account is automatically used for the
process in your calculation version. For more information, see Determining Accounts [page 230].
• You can import a costing structure that includes processes from Microsoft Excel. For more information, see
Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add a process or change an existing item category to Process at any time during the costing process.
You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID, used to identify an item in a calcula-

tion version.

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Field Shown What It Means

Item Category
In this case, the category is (Process).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Provides a description of the process.

Process A logistical operation that groups a continuous and con-

nected series of activities together in a routing.

You can add processes to work centers and assign activities

to automatically create the activities each time the process
is selected for this work center.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information, see Determining Pri-
ces [page 233].

Work Center Organizational unit that defines where and by whom an op-
eration is performed. The activities performed at or by the
work center are valuated by charge rates, which can be de-
termined by cost centers and activity types.

Work Center Category Describes the category of work center used, for example,
machine, labor, or production line.

Efficiency Output efficiency in percent of the machine or activity exe-

cuted on the machine or work center. This is for information
purposes only.

Account The account influences the calculation of overheads and

sums defined in the costing sheet. If an account has been
assigned to a process, the account is automatically deter-
mined when the process is selected. For more information,
see Determining Accounts [page 230].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Related Information

Integrating Processes, Work Centers, and Activities [page 228]

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Costing Sheets [page 389]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.7 Subcontracting

You can use this item category to add subcontracted items or activities to a costing structure. Subcontracting
is a form of outsourcing by which you request the processing of a material or product or the performance of a
particular service by an external vendor. You supply the material to be processed. The vendor (subcontractor)
processes the product or performs the service and returns the product to you for further production.

Things to Consider

• You have the option to maintain materials as part of master data in the Administration view. For more
information, see Working with Master Data [page 369]. If you maintain materials in master data, you can
use autocomplete for related fields, and any dependencies are automatically applied in the item details. For
more information, see Autocomplete for Fields [page 14].
• If a material is not yet part of your master data, you can create it as a temporary item. You can update the
calculation version with new master data at any time during the costing process. For more information, see
Updating Master Data in a Calculation Version [page 144].
• If a price has been configured for the material assigned to the subcontracted item that you enter, that price
is automatically used for the subcontracted item in your calculation version. For more information, see
Automatic Price Determination [page 234].
• If an account can be found for the material assigned to the subcontracted, that account is automatically
used for the subcontracted item in your calculation version. For more information, see Determining
Accounts [page 230].
• You can import a costing structure (including BOMs and routings) from Microsoft Excel. For more
information, see Importing BOMS, Routings, Document Structures, and Costing Structures [page 309].

How to Use This Item Category

You can add a subcontracting item or change an existing item category to Subcontracting at any time during
the costing process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

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Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Subcontracting).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Provides the description of the subcontracting activity.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information see, Determining Pri-
ces [page 233].

Account The account influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Costing Sheets [page 389].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Material Material that exists in the master data that has been repli-
cated from SAP ERP or created locally in SAP Product Life-
cycle Costing master data in the Administration view. If you
enter an ID for which no master data record exists, then the
material is only valid for this calculation version.

Material Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

Material Type A grouping of materials with the same basic attributes such
as raw materials, semi-finished products, or finished prod-
ucts. The material type is automatically set if a material from
the master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

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 Field Shown What It Means

Material Group Material group is automatically set if a material from the

master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Phantom Material This checkbox is automatically activated if a material im-

ported from SAP ERP is a phantom material.

If you use a material that is not defined in your master data,

you can also set this field manually.

Configurable Material A material for which you can specify the characteristics dur-
ing order processing.

For example, the specification of a car can include various

characteristics such as paint, trim, and engines. Configura-
ble materials have a maximum BOM that contains all the
components for producing every variant of the material. SAP
Product Lifecycle Costing explodes the maximum BOM and
routing and imports the setting to let you know whether a
material is configurable. You can then deactivate the items
that you do not need in your calculation.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Cost-Relevant in SAP ERP If this checkbox is activated, the material or the activity is
considered at the costing in SAP ERP.

If you use a material that is not defined in your master data,

you can also set this field manually.

Overhead Group An attribute that can be assigned to a material in a specific

plant. This is a key that groups materials to which overhead
is applied in the same manner.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

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Field Shown What It Means

Valuation Class An attribute that can be assigned to a material in a specific

plant. This makes it possible to group together materials
from a financial point of view.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Related Information

Materials [page 182]

Materials (General Data) [page 410]
Materials (Plant-Specific Data) [page 412]
Organizational Data for Items [page 205]
Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.8 Resources and Tools

You can use this item category to add resources and tools to a costing structure. Resources and Tools represent
machines and other resources that are dedicated to the production of one product only. These resources and
tools are too specialized for reuse in other products and therefore must be added to the cost of that product
being produced.

 Example

A resource might be the production of a special machine to make customized forms for the manufacture
of internal parts for a product. A tool might be a drill bit that dulls and must be replaced after every tenth
screw is tightened in a particular product.

Things to Consider

• You can manually enter resources and tools into your calculation versions; resources and tools are not
maintained as part of your master data.
• You can manually enter a price or account for a resource or tool; prices and accounts are not determined
automatically for this item category.

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How to Use This Item Category

You can add a resource or tool or change an existing item category to Resources and Tools at any time during
the costing process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Resources and Tools).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Describes the activity.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material
can be specified. For more information see, Determining Pri-
ces [page 233].

Account The account influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Costing Sheets [page 389].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Related Information

Organizational Data for Items [page 205]

Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

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9.3.3.9 Text Items

You can use this item category to structure, group, or separate items in your costing structure. Text items
allow you to categorize materials or parts within a calculation by adding descriptions and additional comments
above, after, or between items.

Things to Consider

• You can use text items as leaf items or assembly items.

• Text items can have subitems from any item category, including other text items.
• Text items do not have their own quantities or costs. However, if a text item has subitems, all prices and
costs for the subitems are rolled up as part of the text item.

How to Use This Item Category

You can add or change a text item or change an existing category to Text Item at any time during the costing
process. You can add a text item on any level in your costing structure.

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Text Item).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Description of the text item.

Comments Section where you can write comments. This field is for your
reference only.

Price (Fixed) Fixed cost portion of the price per unit, displayed in the
transaction currency.

Price (Variable) Variable cost portion of the price per unit, displayed in the
transaction currency.

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 Field Shown What It Means

Price The cost of the item or material. This might be the purchase
price of a raw material, the price for an activity or process, or
the calculated cost for an assembly.

Price Components A part of the overall price. Each price component is assigned
to an individual account in order to show where each portion
of the price comes from. For example, a material price might
be split into the following price components: raw material,
labor, overhead, and storage.

Cost per Total Qty (Fixed) Represents the fixed portion of the cost er total quantity.

Cost per Total Qty (Variable) Represents the variable portion of the cost per total quantity.

Cost per Total Qty Price per price unit (in transaction currency) multiplied with
the total quantity and converted into the reporting currency.
This doesn't include overhead costs, which are calculated
using a costing sheet.

Total Cost (Fixed) Fixed portion of the total cost.

Total Cost (Variable) Variable portion of the total cost.

Total Cost Cost per total quantity plus overhead costs calculated by the
selected costing sheet, if specified.

Total Cost per Unit (Fixed) Fixed portion of the total cost for 1 unit of the total quan-
tity. It's calculated by this formula: Total Cost (Fixed) / Total
Quantity.

Total Cost per Unit (Variable) Variable portion of the total cost for 1 unit of the total quan-
tity. It’s calculated by this formula: Total Cost (Variable) /
Total Quantity.

Total Cost per Unit Total cost for 1 unit of the total quantity. It's calculated by
this formula: Total Cost / Total Quantity.

Target Cost Target set for the cost off the item. You can compare the
target cost to the total cost to see if your target is met.

You can enter a target cost manually on any level.

Related Information

Organizational Data for Items [page 205]

Quantities for Items [page 206]
Prices for Items [page 208]

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Calculated Values for Items [page 210]

9.3.3.10 Variable Items

You use this item category to add variable items to a costing structure. Variable items are nondescript items
that can be used in place of any item category. For example, you might add a one-time project cost as variable
item. You could also create a variable item for an activity that is not yet determined to be internal or external.

Things to Consider

• Variable items offer flexibility to continue with your calculation in the event you are unable to categorize
your item as a particular type of item.
• You can replace a variable item with a more specific item category at any time, though this is not
necessary.
• Price determination and account determination are not triggered when using variable items.

How to Use This Item Category

You can add a variable item or change an existing item category to Variable Item at any time during the costing
process. You can do this to any item at any level in your costing structure (except the root item).

The following are important fields shown for this item category. You can find these fields in the Calculation view
under Item Details. You can find additional information about these and other fields for this item category using
the tooltips in the application.

Field Shown What It Means

Item ID Generated, unique ID used to identify an item in a calculation

version.

Item Category
In this case, the category is (Variable Item).

You can set the item category manually in the costing struc-
ture or in the Item Details area.

Description Field where you can describe the variable item.

Cost Center Specifies the cost center for the activity. Together with the
activity type, the cost center determines the price for the
activity.

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 Field Shown What It Means

Activity Type Together with the cost center, the activity type determines
the price for an item. Activity types can be manually main-
tained as master data in SAP Product Lifecycle Costing, or
replicated from SAP ERP.

Plant Refers to the plant where the part is produced or purchased.

On the basis of the plant, a price for the referenced material

can be specified. For more information, see Determining Pri-
ces [page 233].

Work Center Organizational unit that defines where and by whom an op-
eration is performed. The activities performed at or by the
work center are valuated by charge rates, which can be de-
termined by cost centers and activity types.

Work Center Category Describes the category of work center used, for example,
machine, labor, or production line.

Efficiency in % Output efficiency in percent of the machine or activity exe-

cuted on the machine or work center. This is for information
purposes only.

Account The account influences the calculation of overheads and

sums defined in the costing sheet. For more information, see
Accounts [page 375].

Engineering Change No. Specifies a specific change status of any master data in SAP
ERP. It is set automatically if an imported bill of materials is
assigned to a specific change number.

Comments Section where you can write comments. This field is for your
reference only.

Document Type In SAP ERP, the document type is used as a key to distin-
guish business transactions.

The document type determines where in SAP ERP the docu-

ment is stored as well as the account types to be posted.

Document No. Represents a document that exists in the master data that
has been replicated from SAP ERP. If you enter a document
number for which no master data record exists, then the
document is only valid for this calculation version.

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Field Shown What It Means

Document Part Used to divide a document into several documents. Versions

are maintained separately for each document part.

For example, the individual pages of a large design drawing

are recorded as document parts under one document num-
ber. The document part is automatically set if you select a
document number using autocomplete or if you import it in
a document structure.

Document Version Describes the change status or delivered status of a docu-

ment.

The document version is a part of the document key that

identifies the document. The document type controls ver-
sion assignment in document management.

For example, you can have the following versions of a design

drawing:

• Version 1 – Drawing status in project phase 1

• Version 2 – Drawing status in project phase 2
• Version 3 – Status of a drawing that has been released
for production

The document version is automatically set if you select a

document number using autocomplete or if you import it in
a document structure.

Document Status Tells you the phase that your product design is currently
in (for example, Work in Progress, Released, Archived). The
document status is set automatically if you select a docu-
ment in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Design Office Office or laboratory that is responsible for the design of the
document.The design office is set automatically if you select
a document in your calculation version.

If you use a document that is not defined in your master

data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

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 Field Shown What It Means

Material Material that exists in the master data that has been repli-
cated from SAP ERP or created locally in SAP Product Life-
cycle Costing master data in the Administration view. If you
enter an ID for which no master data record exists, then the
material is only valid for this calculation version.

Material Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

Material Type A grouping of materials with the same basic attributes such
as raw materials, semi-finished products, or finished prod-
ucts. The material type is automatically set if a material from
the master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Material Group Material group is automatically set if a material from the

master data is assigned to the item.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Phantom Material This checkbox is automatically activated if a material im-

ported from SAP ERP is a phantom material.

If you use a material that is not defined in your master data,

you can also set this field manually.

Configurable Material A material for which you can specify the characteristics dur-
ing order processing.

For example, the specification of a car can include various

characteristics such as paint, trim, and engines. Configura-
ble materials have a maximum BOM that contains all the
components for producing every variant of the material. SAP
Product Lifecycle Costing explodes the maximum BOM and
routing and imports the setting to let you know whether a
material is configurable. You can then deactivate the items
that you do not need in your calculation.

If you use a material that is not defined in your master data,

you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

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Field Shown What It Means

Cost-Relevant in SAP ERP If this checkbox is activated, the material or the activity is
considered at the costing in SAP ERP.

If you use a material that is not defined in your master data,

you can also set this field manually.

Overhead Group An attribute that can be assigned to a material in a specific

plant. This is a key that groups materials to which overhead
is applied in the same manner.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Valuation Class An attribute that can be assigned to a material in a specific

plant. This makes it possible to group together materials
from a financial point of view.

If you use a material or plant that is not defined in your

master data, you can also set this field manually.

Note: You can use autocomplete to find values defined in

your master data.

Related Information

Organizational Data for Items [page 205]

Quantities for Items [page 206]
Prices for Items [page 208]
Calculated Values for Items [page 210]

9.3.3.11 Referenced Version

You can use this item category to add references to as many other calculation versions as necessary. This
allows you to reuse parts and assemblies in different products and variants.

 Note

Please see the related links below for more information about how to work with referenced versions.

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How to Use This Item Category

• You can add a referenced version or change an existing item category to Reference Version at any time
during the costing process. You can do this to any item at any level in your costing structure (except the
root item).
• You can cut, copy, and paste items with this category in the same way you would any other item or
assembly. In order to paste, the target version must have the same controlling area as the calculation
version from which you are pasting
• You cannot add subitems to a referenced version.
• Once you have added a referenced version, you cannot change the item category. You can, however, delete
the item from the calculation version in which you are working.

Related Information

Referencing Calculation Versions [page 162]

Adding a Referenced Version [page 164]
Opening a Referenced Version [page 165]
Updating a Reference to the Current Version [page 166]

9.3.4 Organizational Data for Items

When you are working with items in a costing structure, organizational data is also included in the item details.

The following fields are used to specify organizational data for items in calculations in the Calculation view:

Field Shown What It Means

Company Code Company code can be used by the costing sheet to determine the calculation of overhead
costs. The company code determines the plants that can be selected.

Business Area Business area can be used by the costing sheet to determine the calculation of overhead
costs.

Profit Center Profit center can be used by the costing sheet to determine the calculation of overhead
costs.

Vendor Business partner who supplies materials, for example, purchased parts. The vendor can be
maintained for the item categories Document, Material, External Activity, Subcontracting,
and Variable Item.

Purchasing Group A party responsible for the procurement of materials and other purchasing activities.

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Field Shown What It Means

Purchasing Document A document used by the purchasing department to procure materials or services. For
example, this may be a purchase order, a purchasing info record, or a supplier contract.

Local Content in % Describes what percentage of the materials and activities used to create a product are
provided locally or nationally. The plant that is assigned to a calculation version is used
as a point of reference for determining what is local. However, the size of the area that is
considered local is defined by each organization independently.

9.3.5 Quantities for Items

When working with items in costing structures, you can specify quantities at item level. You can also select a
unit of measure to be used for the item quantity.

The following fields are used for quantities at item level:

Field Shown What It Means

Quantity Specifies how many of a particular item are necessary to

produce the base quantity amount of the assembly.

Total Quantity Quantity for which the total cost of the overall calculation
version is calculated. This quantity can be expressed in any
available unit of measure.

Total Quantity of Displayed Variants Sum of the total quantities of all displayed variants in the
variant matrix for a calculation version.

If using this field in a formula, please use in conjunction with

a parent or ancestor function to avoid circular references.
For example:

PARENT($TOTAL_QUANTITY;0)/ PARENT($TOTAL_QUAN-
TITY_OF_VARIANTS;0)

The following fields provide advanced options for specifying quantities.

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 Field Shown What It Means

Base Quantity Specifies the amount used as a basis for calculating an

item’s quantity.

For example, if it takes 5 minutes to grind 1000 pieces, you

set the quantity to 5 minutes and the base quantity to 1000
pieces. The quantity is then calculated for each set of 1000
pieces.

 Note
Base quantities can be used to calculate the total quan-
tity of an item based on assembly quantity or lot size. If
an item has a fixed quantity, the base quantity is set to
1.

Quantity per Base Unit Shows the quantity divided by the base quantity.

For example, if it takes 5 minutes to grind 1000 pieces, the

quantity per base unit is 0.005 minutes.

The formula is as follows:

Quantity per Base Unit = Quantity (Item) / Base Quantity

(Item)

Lot Size Number of units in a lot expressed in a discrete unit of meas-

ure, for example 10 pieces.

To calculate the total quantity of an item based on lot size,

enter a lot size here and set the Total Quantity Depends On
field to Lot Size.

Total Quantity Depends On Select from the following settings to determine how the total
quantity of an item in a costing structure is calculated. You
can choose from the following settings:

• Fixed Quantity
Counts the item based on a fixed quantity, regardless of
the total quantity of the parent assembly.
• Assembly Quantity
Counts an item based on the quantity of the parent
assembly.

• Lot Size
Counts an item based on the lot size you define.

 Note
In order to select Lot Size, you must first enter a
value in the Lot Size field under Item Details.

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Related Information

Calculating Total Quantities of an Item [page 249]

Base Quantities [page 250]
Assembly Quantities [page 250]
Lot Size [page 251]
Fixed Quantities [page 252]

9.3.6 Prices for Items

When working with items in costing structures, you can set and track a valid price at item level. The following
fields are used for prices at item level:

Field Shown What It Means

Price (Fixed) The fixed cost portion of the price in the transaction cur-
rency, per price unit.

Price (Variable) The variable cost portion of the price in the transaction cur-
rency, per price unit.

Price The price or cost of materials or other items. This includes,

for example, the purchase price for raw materials, the price
for activities and processes, and the calculated price for as-
semblies.

Price Unit The quantity on which the price and its fixed and variable
portions are based.

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 Field Shown What It Means

Price Source Shows the source of a price for an item. You can create
and maintain material and activity price sources in master
data based on, for example, customers, vendors, projects,
contracts, and purchasing info records. If integration with
SAP ERP has been set up, this data can also be replicated
from your SAP ERP system. Replicated data is display only.

Prices are found for items based on the determination strat-

egy you select. Price determination strategies are created in
the Administration view under Material Price Determination
and Activity Price Determination. If no valid price exists for
the selected price source, the price fields remain unchanged
and the most recent valid price source is displayed.

 Note
• For assemblies (items with subitems), this field is
always set to Calculated Cost, since the price on
assembly level is always calculated as a result of
the roll-up.
• If a surcharge has been applied to an item price,
this field is set to Surcharged Price. This applies
only for lifecycle versions.

Surcharge in % Shows the surcharge in percent applied to the item price

during project lifecycle calculation. Note that this field is only
shown for lifecycle versions.

Confidence Level Shows how reliable a price is. The level is measured on a
scale of 1 to 5, with 5 expressing the highest level of relia-
bility. The confidence level for price sources is maintained
in master data. The confidence level specified for a price
source is set as the default on item level if a price from this
price source is used for the item. You can also change the
confidence level for prices manually on item level.

Related Information

Determining Prices [page 233]

Calculating Quantities and Costs [page 249]

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9.3.7 Calculated Values for Items

When working with items in costing structures, you can monitor the calculated values at item level. Calculated
values are display-only.

The following fields are used for calculated values at item level:

Field Shown What It Means

Cost per Total Qty (Fixed) This represents the fixed portion of the cost per total quan-
tity.

Cost per Total Qty (Variable) This represents the variable portion of the cost per total
quantity.

Cost per Total Qty (Price /Price Unit) * Total Quantity = Cost per Total Qty. To
calculate the cost per total quantity, the price per price unit
(in transaction currency) is multiplied with the total quantity
and converted into the reporting currency. Overhead costs
which are calculated by the selected costing sheet are NOT
included.

Total Cost (Fixed) This represents the fixed portion of the total cost.

This value is influenced by the fixed cost portion (%) from

the overhead row or individual overhead rows.

Total Cost (Variable) This represents the variable portion of the total cost.

Total Cost The amount shown here is the cost per total quantity plus
overhead costs calculated by the selected costing sheet, if
specified.

Total Cost per Unit (Fixed) Shows the fixed portion of the total cost for 1 unit of the total
quantity.

It is calculated by this formula: Total Cost (Fixed) / Total

Quantity.

Total Cost per Unit (Variable) Shows the variable portion of the total cost for 1 unit of the
total quantity.

It is calculated by this formula: Total Cost (Variable) / Total

Quantity.

Total Cost per Unit Shows the total cost for 1 unit of the total quantity.

It is calculated by this formula: Total Cost / Total Quantity.

Target Cost Target set for the cost of an item. You can compare the
target cost to the total cost to see if your target is met. You
can enter a target cost manually on any level.

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Related Information

Calculating Quantities and Costs [page 249]

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10 Creating Variants and Variant Matrixes

Products are typically created with a range of different models. Variants are different configurations of a
product model. You can use variants to tailor your offerings to customers and to compare costs and pricing
for different configurations. You can create, calculate, and compare variants with other variants, in the Variants
view.

Process Overview

You work with variants as follows:

1. Choose or create a calculation version to use as a variant base version.

This can be any editable calculation version and should contain a maximum costing structure that can be
used to create all variants for a product.
2. Create a variant matrix for the variant base version. This is the framework in which to create and compare
additional variants.
3. Create new variants in the variant matrix and define the components and quantities that should be
contained in each variant.
4. Manually adjust quantities and sales prices for variants in the variant matrix.
5. Calculate one or more variants to update their quantities and total costs.
6. [Optional] Generate one or more new calculation versions based on the variants available in the variant
matrix.

Related Information

Variant Base Version [page 212]

Variant Matrix [page 214]
Variants [page 220]

10.1 Variant Base Version

A variant base version is any calculation version to which you add a variant matrix. You can use any editable
calculation version as a variant base version. In the variant matrix, you select and deselect items to create
configurations for your projects, therefore, the variant base version should contain a maximum costing
structure that can be used to create all variants for a product.

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  Note

Frozen, referenced, and lifecycle versions, including manual lifecycle versions, cannot be used as variant
base versions.

How It Is Used

The variant base version is used in the variant matrix, as follows:

• The costing structure of the variant base version is displayed in the bottom left quarter of the variant
matrix.
• You can select and deselect items from the costing structure to include in each variant.
• You can filter, expand, and collapse the costing structure in the variant matrix, as you do in the variant base
version.
• Formula-calculated and manually-entered quantities, units of measure, and total cost for each item in the
variant base version are displayed in each variant. You can change the quantities and units of measure in
each variant manually. You can change the value type in the Quantity field for each item in a variant to
determine how the quantities are calculated.

Editing a Variant Base Version

 Caution

Once you’ve opened a variant base version, please close it again BEFORE creating or opening a variant
matrix. If you don’t do this, changes to the base version will have to be saved in a new calculation version
and you will lose your changes in the open version.

When you edit a variant base version:

• Added and deleted items are automatically created and removed in the variant matrix.
• Quantities in the variant matrix that are linked to the variant base version are automatically updated taking
into consideration the selected items and existing values in each variant.
• Changes made in the base version are available in the variant matrix but do not overwrite manual values
that have been entered in the variants.
• The changes are visible the next time you open the variant matrix. The Total Cost and Total Quantity of new
and changed items are Outdated after a change in the base version. To update, you must recalculate the
variant matrix.

Displaying Changes

Colored rectangular markings to the left of the costing structure in the variant matrix, show you where changes
were made in the variant base version.

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• Green represents new items. Orange represents changed items.
• Muted rectangles mark assembly items that contain new and modified subitems.
• Hovering over Total Cost and Total Quantity gives you advanced information about quantity dependency
and prices in the variant and variant base version.
• Once you’ve evaluated the changes, you can choose Remove Markings in the ribbon to remove the colored
markings.

Working with Variant Base Versions

• Copying a variant base version also copies the variant matrix to the new calculation version.
• If you move a variant base version to another calculation, the variant matrix moves with it.
• Deletion of a variant base version also deletes the variant matrix. Calculation versions generated from the
variant matrix are not affected.
• Freezing a variant base version also freezes the variant matrix. You can still open the variant matrix and
generate calculation versions from the existing variants.
• If you update master data in a variant base version, the same units of measure and currencies that are
available in the calculation version at the time of the update are also available in the variant matrix.

Related Information

Creating Variants and Variant Matrixes [page 212]

Changing Quantities and Units of Measure in a Variant Matrix [page 216]
Remove Markings to Accept Changes from Base Version [page 218]

10.2 Variant Matrix

A variant matrix is a set of variants created for one calculation version. It allows you to create, maintain, and
compare multiple variants for each product within a project.

You can use a variant matrix to do the following:

• Compare multiple variants for a product in one location.

• Simulate and calculate different product configurations by changing items and quantities.
• Create new variants based on existing variants in the same variant matrix.
• Create a sum variant that adds together the total quantities and total costs of all displayed variants.
• Generate new calculation versions using variants.
• Update all variants in a variant matrix based on the last saved changes to the variant base version.

You create a variant matrix in the Cockpit view. Only one variant matrix can be created for each calculation
version. You can create any number of variants for each variant matrix.

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Related Information

Creating a Variant Matrix [page 215]

Variant Base Version [page 212]
Creating Variants and Variant Matrixes [page 212]

10.2.1 Creating a Variant Matrix

You can create a variant matrix for a variant base version in the Cockpit view. Using a variant matrix, you can
manage all items and quantities for all variants, to simulate products and quickly compare total costs and
quantities for each configuration.

Prerequisites

• No other variant matrix has been created for the variant base version.
• You have selected a variant base version that is editable. For example, frozen versions, referenced versions,
lifecycle versions, and locked versions are not editable and cannot be used as a basis for a variant matrix.

 Note

Manual lifecycle versions are editable but can be automatically overwritten. Therefore, they cannot be
used as base versions.

Procedure

1. In the Cockpit view, select a calculation version to use as a variant base version.
2. In the ribbon choose New, then New Variant Matrix. You can also use the context menu or the keyboard
shortcut Ctrl + Shift + V .

A variant matrix and an initial variant open in the Variants view.

3. In the ribbon, choose Save, to save the variant matrix.

Results

A new variant matrix for the chosen variant base version opens in the Variants view. To create a new variant, in
the ribbon choose New. To save changes to this or any other variants, save the variant matrix.

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Related Information

Variant Matrix [page 214]

Variants [page 220]

10.2.2 Opening a Variant Matrix

You can open a variant matrix by selecting its variant base version in the Cockpit view.

Prerequisites

• The variant matrix has been saved.

• You are authorized to read the calculation version upon which the variant matrix was created.

Procedure

1. In the Cockpit view, select a base version with a variant matrix. The variant matrix is indicated with a
icon.
2. In the ribbon, choose Open. You can also select Open Variant Matrix in the context menu, or use the
keyboard shortcut Ctrl + Shift + O .

Results

The variant matrix for the selected variant base version opens in the Variants view.

10.2.3 Changing Quantities and Units of Measure in a Variant

Matrix

For additional flexibility, you can change how quantities are calculated for each item in each variant in the
variant matrix. To do this, you change the value type in the Quantity field for the item.

You can choose from the following:

• Manual Value
• Formula-Based Value

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 • Linked Value (Base Version)

Manual Value

This value type allows you to enter a manual value for an item in the selected variant. Quantities that are
manually entered into the variant matrix are not overwritten when changes are made to the variant base
version.

 Example

In Variant A, you enter a quantity of 2 for the material item Drive. The field’s value type in the variant matrix
changes to Manual Value. If you then increase the quantity for Drive to 4 in the variant base version, the
quantity for this item in Variant A remains unchanged. The quantity for Drive in Variant A is 2.

Formula-Based Value

Using this value type, the same formula used to calculate Quantity in the variant base version is also used in the
variants. Because items in the variant base version and each of the variants can differ, the formula-calculated
results in the variant base version and each variant may also differ.

 Example

In a variant base version, you create an assembly Slug for Casing, with five activated subitems. You then
add a formula to the Quantity field that counts the number of active subitems in the assembly. Then you
update the master data. In the variant base version, the formula counts the subitems and shows a quantity
of 5 in the assembly.

In Variant A, you change the value type for the assembly to Formula-Based Value, then activate all five
subitems and calculate the variant. The formula calculates the number of active subitems. The quantity in
Variant A remains 5.

Finally, you deselect two subitems in this assembly in Variant A, and save and calculate the variant matrix.
The formula calculates the number of active subitems again. This time, the resulting quantity is 3.

Linked Value (Base Version)

This value type establishes a link between the variant base version and the variant. The quantity in the selected
variant is calculated in the same way as in the variant base version. This has the following effects:

• If the variant base version has a manual value for a quantity field, the manual value is used wherever the
item is used in the variants.
• If the quantity in the variant base version uses a formula, the formula is used wherever the item is used
in variants. Items in the variant base version and its variants can differ, therefore the formula-calculated
results can also differ.

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.

 Example

Manual Value

In the variant base version, you add the material item Drive. Enter the quantity 4PC. Save and close the
variant base version. In the variant matrix, select Linked Value (Base Version) for the same item. Save and
calculate the variant matrix. A manual value of 4PC is shown in the material item Drive wherever Linked
Value (Base Version) is selected in a variant.

Formula-Based Value

Assume that you have a material assembly Drive, with five subitems. Add a formula to the Quantity field
that counts the number of active subitems in the assembly. Update master data, then save and close
the variant base version. In Variant A, select the value type Linked Value (Base Version) for the first three
subitems in the assembly. Deselect the last two subitems, then save and calculate the variant. The linked
value type is selected, so the formula in the variant base versions is also used in the variant. There are only
three subitems activated, so the formula-calculated result is 3.

Related Information

Creating Variants and Variant Matrixes [page 212]

Variant Base Version [page 212]

10.2.4 Remove Markings to Accept Changes from Base

Version

Colored markings in the variant matrix show you where changes were made in the variant base version and
help you compare how these changes affect the variants. To accept and save the changes made in the base
version in the variant matrix, you must calculate the variant matrix, remove the colored markings, and then
save the variant matrix again.

Context

You don’t have to accept changes made to the base version in your variant matrix. However, colored markings
will accumulate with each saved change to the base version and will remain visible until you remove (and
thereby accept) them.

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Procedure

1. To include changes made to the base version in the variant matrix, calculate and save the variant matrix.
2. To accept changes from the base version, in the ribbon, choose Remove Markings. You can also use the
keyboard shortcut Ctrl + F7 . This removes all rectangular markings to the left of the costing structure
and accepts the changes.

Note: If you don’t want to accept the changes, don’t remove the markings. The next time you open the
variant matrix, the markings will appear and the changes to the base version will no longer be reflected in
the variants.
3. Save the variant matrix.

Results

Changes made to the base version are accepted in the variant matrix and all colored markings are removed.
New changes to the variant base version will result in new markings in the variant matrix.

Related Information

Variant Base Version [page 212]

Changing Quantities and Units of Measure in a Variant Matrix [page 216]

10.2.5 Deleting a Variant Matrix

You can delete a variant matrix if it is no longer needed. You can do this in the Cockpit view.

Context

You want to delete a variant matrix and all of its variants.

Procedure

1. In the Cockpit view, right-click on the calculation version with the variant matrix you would like to delete.
2. In the ribbon , choose Delete, then Delete Variant Matrix.

You can also use the context menu or the keyboard shortcut CTRL + SHIFT + MIINUS SIGN .

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3. In the Delete Variant Matrix dialog, choose Delete.

Results

The next time you open the calculation version in the Cockpit view, the variant matrix is no longer shown.

10.3 Variants

Variants are individual product configurations. You can use variants to compare differing items, quantities, and
prices for each product in a project.

You can select items from the costing structure of the variant base to include in your variants. You can enter
quantities and then calculate one or more variants to update the total cost. You can generate new calculation
versions for one or more variants to use as the basis for new quotations and product costings.

Things to Consider

• You can include all items that exist in the costing structure of the variant base version in your variants.
• If you want to add items to your variants that are not included in the costing structure, you must close the
variant matrix and make changes to the variant base version. Saved changes are identified and available for
use in your variants when you reopen the variant matrix.
• You can expand and collapse all items in a variant by expanding and collapsing the costing structure in the
variant base version.
• You can filter items in a variant by filtering the costing structure in the variant matrix.
• Changing data in a variant does not trigger calculation of the variant. To calculate the total cost you must
choose Calculate in the ribbon.

Related Information

Creating New Variants [page 221]

Deleting Variants [page 221]
Displaying Variants [page 222]
Calculating Variants [page 223]
Generating Calculation Versions from Variants [page 225]
Performance Optimization for Variants [page 227]

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10.3.1 Creating New Variants

You can create a new variant in a variant matrix or you can copy an existing variant to create a new variant. You
can create any number of variants in a single variant matrix

Procedure

To create a new variant:

1. From the ribbon in the Variants view, choose New.

You can also use the context menu or the keyboard shortcut Ctrl + N .
A new variant is created to the right the existing variants, if any.
2. [Optional] Rename the variant, then choose Save to save the variant matrix.

To copy an existing variant:

1. Focus anywhere in the variant you would like to copy.

2. In the ribbon, choose New, then New Variant as Copy.
You can also use the context menu or the keyboard shortcut Ctrl + Shift + N .
A copy of the variant is created to the right of the variant you selected.
3. [Optional] Rename the variant, then choose Save to save the variant matrix.

Related Information

Variants [page 220]

Deleting Variants [page 221]
Displaying Variants [page 222]
Calculating Variants [page 223]
Creating a Sum Variant [page 224]
Generating Calculation Versions from Variants [page 225]

10.3.2 Deleting Variants

You can delete a variant in a variant matrix if you no longer need it. Note that if you delete the last variant in a
variant matrix, the variant matrix is deleted.

Procedure

1. In the Variants view, select the variant that you would like to delete.

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2. In the toolbar, choose Delete. You can also use the keyboard shortcut Ctrl + - .
3. Save the variant matrix.

Results

Once you delete a variant, it is no longer visible in the variant matrix. Note, if you do not save the variant matrix,
the deleted variant will appear again the next time the variant matrix is opened.

10.3.3 Displaying Variants

You can choose the variants you want to display in the variant matrix and the order in which you display them.
This allows you to easily compare variants side-by-side in the variant matrix.

Context

A Display Variants dialog lists all saved and unsaved variants in the variant matrix in which you are working.
Selected variants are displayed in the variant matrix in the order in which they appear in the dialog.

You can do the following here:

• Select or deselect variants to display in the variant matrix

• Select or deselect multiple or ALL variants at one time
• Sort all variants by column alphabetically in ascending or descending order
• Move unsorted variants up or down in the list

Procedure

1. In the Variants view, choose Display Variants.

This opens a Display Variants dialog.

2. [Optional] In the Display Variants dialog, sort variants or reorder unsorted variants:
a. To sort variants, click on the header in the column you want to sort. Triangles indicate whether variants
are sorted in ascending or descending order. All variants are sorted, even those not selected. To stop
sorting, continue clicking the header until you no longer see a triangle.
b. To change the order of a variant, make sure that none of the columns are sorted. To do this check that
there are no sorting triangles displayed in the column headers. Select a variant, then use the arrows to
move it up or down in the list. You can move one variant at a time.
3. Select the checkbox for each variant that you want to display in the variant matrix.

To select or deselect ALL variants, use the checkbox in the header.

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 4. Choose Apply to close the dialog and display the selected variants in the variant matrix.
5. Save the variant matrix before you close it to see the same variants displayed in the same order the next
time you open the variant matrix.

Results

The first selected variant in the list is shown in the first column (far left) in the matrix. The last selected variant
in the list is shown in the last column (far right). Use the scroll bar along the bottom of the variant matrix to see
the displayed variants.

10.3.4 Calculating Variants

If changes are made to a variant, you must actively calculate it in order to update the total cost. This ensures
that you always know when a variant is up-to-date. If you do not trigger calculation after making changes, a
warning sign appears in front of the total cost of the variant.

Context

You can calculate:

• A single variant
• All displayed variants
• All variants

You do not need to save a variant before calculating. All variants are saved when you save the variant matrix.

Procedure

1. In the Variants view, choose Calculate.

2. Use the dropdown menu to select which variants you want to calculate. You can also use the context menu
or the following keyboard shortcuts:
a. Calculate Selected Variant - (F9)
b. Calculate Displayed Variants - Ctrl + F9 .
c. Calculate All Variants - Ctrl + Shift + F9 .
3. Save the variant matrix.

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Results

The variants are calculated and any warnings about outdated costs are removed. The total costs are up-to-date
until the next change that affects the total cost is made.

Related Information

Displaying Variants [page 222]

Generating Calculation Versions from Variants [page 225]

10.3.5 Creating a Sum Variant

You can create a variant that adds together the total quantities and total costs of all displayed variants in a
variant matrix. This is called a sum variant. You might use the sum variant to assess total volumes across a
selection of variants and then adjust quantities based on the results.

You can create one sum variant in any variant matrix in the Variants view.

Once you’ve calculated and saved the sum variant, you can see the Total Quantity of Displayed Variants in the
side panel, in the Calculation view.

Prerequisites

• A variant matrix has been created for the calculation version.

• At least two variants have been created in the variant matrix.

Context

• You can only create one sum variant per variant matrix.
• The sum variant always appears as the first variant in the matrix. You cannot change the display order of
the sum variant.
• Only displayed variants are included in the sum variant. Hidden variants are not included.
• Each time you create, display, or hide a variant, the sum variant becomes outdated.
To update the sum variant, always calculate all displayed variants.
• You can delete the sum variant at any time, just as you would delete any other variant.
• You cannot generate a calculation version for the sum variant.

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Procedure

1. Open the Variants view.

2. Ensure that you have displayed all variants that you want to include in the sum variant.
Only total quantities and total costs from displayed variants are calculated.
3. Use the ribbon or context menu to choose New, then New Variant as Sum.
4. Choose Calculate, then Calculate Displayed Variants to update the sum variant.
5. Save the variant matrix.

Result

• The sum variant is displayed as the first variant in the variant matrix.
• The sum of the total costs and total quantities are calculated and up-to-date until further changes are
made to the variant matrix.
• The Total Quantity of Displayed Variants is displayed under Quantities in the Calculation view.

Related Information

Creating Variants and Variant Matrixes [page 212]

10.3.6 Generating Calculation Versions from Variants

You can generate a new calculation version for any variant except a sum variant. This is a quick and efficient
way to begin any cost estimate or quotation, or to do lifecycle calculations for these variants.

Prerequisites

You've calculated the variants you want to generate into calculation versions.

You've saved the variant matrix.

Context

You can generate a calculation version for:

• One selected variant

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• All displayed variants
• All variants

Generated calculation versions are saved, as follows:

• If you generate a calculation version for a single variant, you can save it in any calculation or project.
• If you generate calculation versions for multiple variants at a time, the calculation versions are
automatically saved in the same calculations as the last generated versions for these variants. If no prior
versions have been generated, the calculation versions are saved in the same project and calculation as the
variant base version.
• If you generate additional calculation versions for the same variants, these calculation versions do not
overwrite earlier versions. They are automatically saved as a higher sequential version in the same location
(for example, M-Engine Electric - #133(2), M-Engine Electric - #133(3), and so on).

Procedure

1. In the Variants view, choose Calculate. Using the dropdown, select and calculate the variants you want to
generate into calculation versions.
2. Choose Save, to save the variant matrix.

This activates the Generate button.

3. Choose Generate. Using the dropdown, select the variants you want to generate into calculation versions.
4. If generating a calculation version for a selected variant, enter the project and calculation in which you
would like to save the new calculation version, and choose Generate.
5. If generating calculation versions for displayed or all variants the calculation versions are automatically
saved in the same project and calculation as the variant base version.

Results

All generated versions are available in the Cockpit view:

• Calculation versions generated for single variants are located under the project, calculation, and version
name entered.
• Calculation versions generated for displayed variants or all variants are located in the same project and
calculation as the variant base version.

Related Information

Creating New Variants [page 221]

Deleting Variants [page 221]
Displaying Variants [page 222]
Calculating Variants [page 223]
Creating a Sum Variant [page 224]

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10.4 Performance Optimization for Variants

When working with variants, a number of factors affect the performance of your system, including client
memory, the number of items in the variant base version, the number of formulas in the system, and the
number of variants created.

To optimize system performance when working with variants:

• Hide variants when you are not working with them.

• Calculate only a few variants at a time. This is particularly important if the variant base version has a large
number of items.
• Save the variant matrix regularly.

 Recommendation

For optimal performance, we recommend that you work with no more than 100 variants in a single variant
matrix.

Related Information

Creating Variants and Variant Matrixes [page 212]

Variants [page 220]
Set Maximum Number of Variants in Sum Variant [page 456]

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11 Integrating Processes, Work Centers, and
Activities

In SAP Product Lifecycle Costing, you can integrate processes, work centers, and activities.

This is helpful for processes that are usually associated with a certain set of activities. You can perform the
same process on multiple work centers and assign different activities to the process as required for each
work center. After setting up work centers with processes and activities, you can create associated activities
automatically when you add a process to a calculation version.

Example

You have a process for stamping a part. You have integrated this stamping process with a work center and
assigned all of the activities necessary for stamping parts. When you create this process for a calculation
version and select the work center, you can automatically create all of the necessary activities for the process.

Setting Up Work Centers

To set up work centers and automatically create activities using processes, you must define the following as
part of your master data in the Administration view:

• The processes relevant for your company

• The work centers relevant for your company
• The processes that can be executed on a work center
• The activities that can be executed on a work center

Adding Activities to Work Centers

When you add activities to a process defined in a work center, you can decide whether the activity is applicable
for any process or for a specific process.

• Some activities are always done independently of the process executed. For example, an activity for
starting the machine may be relevant for any process.
• Other activities are process dependent. For example, an activity for stamping holes is only relevant for the
stamping process.

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Using Processes in Calculation Versions

Once the relevant master data is created, you can add processes to a costing structure, with the following
effects:

• If you enter a process first, you can use autocomplete to select from a list of work centers that support the
process.
• If you enter a work center first, you receive a list of all processes that are assigned to that work center.
• Select a process, and you have the option to create the activities assigned to that process
automatically as subitems of the process item.
• Select No Process, and you can create the activities assigned to any process for that work center as
subitems of the process item.

Related Information

Work Centers [page 404]

Assigning Processes and Activities to Work Centers [page 406]
Processes [page 407]

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12 Automatically Determining Accounts and
Prices

12.1 Determining Accounts

Costing and analysis in SAP Product Lifecycle Costing is based on the assignment of accounts at item level
in calculation versions. Accounts are assigned automatically to certain item categories based on sets of
attributes that you specify at master data level. This is called account determination.

Accounts are not always found during account determination. This can occur, for example when a temporary
material or activity type is entered that does not exist in master data. If an account cannot be found during
account determination, you can enter an account for the item manually.

Related Information

Automatic Account Determination [page 230]

Disabling Automatic Account Determination [page 232]
Working with Attributes for Material Account Determination [page 382]

12.1.1 Automatic Account Determination

Accounts can be assigned automatically to certain item categories based on sets of attributes that you specify
at master data level. This procedure is called account determination. This helps you find and assign accounts
according to the controlling guidelines of your organization.

Setting Up Account Determination

In the Material Account Determination area in the Administration view, you decide which attributes result in
the assignment of a particular account in your master data. This can be any combination of the following
attributes:

• Controlling area
• Plant
• Material type
• Valuation class

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Account Determination in Calculation Versions

Accounts can be determined automatically for the following item categories in which materials from the master
data are used:

• Material
• Document
• External Activity
• Subcontracting

Account determination is triggered when you enter or change any one of the following attributes for the item
category:

• Material type
• Material ID
• Valuation class
• Plant ID

If you want to change the account or if no account is found through the process of account determination,
you can enter an account manually. When you enter an account manually, further account determination is
disabled for that item. If you enable account determination again, account determination is triggered and the
account for that item is immediately updated.

 Example

You change the material ID in an existing calculation version. The system checks whether a specific
account can be assigned based on your master data, and the following occurs:

• Account determination is triggered, unless it has been disabled for the item. If a new account is found,
the previous account is overwritten. If no new account is found, then the previously assigned account is
removed. You can manually enter another account at anytime.
• If account determination is disabled for the item, the account for that item is not overwritten. If
you enable account determination again, account determination is triggered and the account is
immediately updated based on the new material ID.

Internal Activities

Accounts are also automatically determined for internal activities. You can specify an account for each activity
type in the Activity Types and Account Determination area of the Administration view. When you add an Internal
Activity item in a calculation version and enter an activity type, the account is automatically applied. When you
change an activity type in an existing item, account determination is triggered unless it is disabled.

Processes

Account determination is triggered when you change the process ID. If processes with account assignments
are replicated from SAP ERP, account determination is also triggered unless it is disabled for the process item.

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Related Information

Determining Accounts [page 230]

Material Account Determination [page 380]
Disabling Automatic Account Determination [page 232]

12.1.2 Disabling Automatic Account Determination

You can disable automatic account determination for items in a calculation version.

Context

You want to change certain attributes in an item or update master data and prevent the system from
automatically updating the account.

 Note

If account determination is disabled and an account is manually entered, the Account field is highlighted,
letting you know that the manually entered value differs from the account in master data. You can compare
the automatically determined account with the manually entered account by hovering over the tooltip for
the Account field.

Procedure

1. In the Calculation view, select the item.

2. In the side panel, under Item Details, select the Disable Account Determination checkbox.

Note, if you change the account for an item, the Disable Account Determination checkbox is automatically
selected.

Results

Account determination is disabled for the item, and the following occurs:

• Additional changes to the attributes Material Type, Material ID, Valuation Class, or Plant ID no longer trigger
account determination for that item.
• If you deselect the Disable Account Determination checkbox, account determination is triggered and the
account is immediately updated.

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Related Information

Determining Accounts [page 230]

Automatic Account Determination [page 230]

12.2 Determining Prices

You have several ways to include prices for materials and activities in your calculation versions.

• Changing Values in Price Fields Manually [page 247]

• Setting Prices Using Prices from Master Data [page 246]
• Automatic Price Determination [page 234]

Related Information

Valid Prices [page 234]

Automatic Price Determination [page 234]
Triggering Automatic Price Determination [page 242]
Setting Prices Using Prices from Master Data [page 246]
Changing Values in Price Fields Manually [page 247]

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12.2.1 Valid Prices
Only prices that are valid are automatically selected during price determination.

MATERIAL PRICES and ACTIVITY PRICES are VALID if the following calculation-version data corresponds to
the following price attributes:

1. Master data timestamp is later than the date on which the price was last modified.
2. Valuation date is on or between the valid-from and valid-to dates for the price.
3. Customer in the calculation version and customer for which the price is defined are the same, or the price
is defined for any (*) customer.
4. Calculation version belongs to the project for which the price is defined, or the price is defined for any (*)
project.
5. Calculation version belongs to a project with the same controlling area as the price, or the price is valid for
any (*) controlling area.
6. The price and price source are part of the price determination strategy selected for the calculation version.

For MATERIALS, the price is VALID if:

1. Material ID assigned to the item is the same as the material ID for the material price.
2. Plant assigned to the item is the same as the plant for the material price. If the price is valid for any (*)
plant, automatic price determination only considers it as valid if no plant is maintained for the item.
3. Vendor ID assigned to the item is the same as the Vendor ID for the material price OR the material price is
defined for any (*) vendor.

 Note

You can change the default behavior for vendor prices to exclude generic (*) prices. For more
information, see Material Price Determination [page 444].

For ACTIVITIES, the price is VALID if:

1. Cost center assigned to the item is the same as the cost center for the activity price, or the activity price is
defined for any (*) cost center.
2. Activity type assigned to the item is the same as the activity type for the price, or the activity price is
defined for any (*) activity type.

Related Information

Prices for Items [page 208]

Determining Prices [page 233]
Automatic Price Determination [page 234]
Setting Prices Using Prices from Master Data [page 246]

12.2.2 Automatic Price Determination

Automatic price determination is a means of finding and applying Valid Prices [page 234] to materials and
activities in your costing structure in a certain order. You can create your own price determination strategies to

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automatically control when a price is applied using price sources that are created or replicated in your master
data. This ensures that prices are consistently used in your costing structures across materials and plants,
companywide.

Prerequisites

• Material and activity price sources are available in master data.

• Material and activity prices are available in master data.
• Material and activity price determination strategies are created in master data and selected in the project
or calculation version.

How Automatic Price Determination Works

Automatic price determination is used to find prices for items and assemblies with the standard item
categories Material, Document, Subcontracting, Internal Activity, and External Activity, as well as custom item
categories that are based on these item categories.

Material prices and activity prices have price sources assigned in master data. You can create price
determination strategies to establish the priority in which these price sources are used in order to find valid
prices. You can then select a price determination strategy for a project and all of its calculation versions, or
an individual calculation version. When you enter or change a particular attribute for an item in a calculation
version (for example, plant, cost center, customer, vendor, or valuation date), price determination is triggered
and valid prices are found.

How Prices Are Applied

The price determination strategy you select determines how price sources are used and which prices are
applied.

Valid Price Price Used Resulting Action

A valid price is found. If a valid price is found for the first The following price-related fields are
price source in the sequence, the price automatically filled for that item:
is used for that item.
• Price (Fixed)
• Price (Variable)
• Transaction Currency
• Price Unit
• Unit of Measure (Price Unit)
• Price Source ID

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Valid Price Price Used Resulting Action

If more than one valid price is found for

Multiple valid prices are found (for the • Confidence Level
the first price source, the following Price
first price source). • Vendor ID
Soure Rules are used.

Rules:
• Purchasing Group
• Purchasing Document
• Plant-specific prices first
• Local Content %
• Newest prices first
In addition:
• Vendor-specific prices first
• Project-specific prices first • The price source is displayed in
the calculation table and under the
 Note Item Details in the side panel of the
Calculation view.
You can't change the rules but you
can change their priority. The price • The Price Split field is activated
that best follows the rules, as pri- and the price components in the
oritized, is applied. Price Components table are con-
sidered.

No valid price is found (for the first If no valid price is found for the first
price source in the sequence, then the
price source).
second price source in the sequence is
used, and so on. When a valid price is
found, it's applied.

No valid price is found. If no valid price is found in any price The following fields remain unchanged
source, price determination stops and for the item:
the Price Source field is set to Manual
• Price (Fixed)
Price.
• Price (Variable)
• Price
• Transaction Currency
• Price Unit
• Unit of Measure (Price Unit)
• Vendor ID
• Local Content %

In addition:

• The fields Purchasing Group,

Purchasing Document, and
Confidence Level are cleared.

Viewing Price Details

You can view additional price details for all automatically determined prices. This helps you to understand
which price was applied. To see additional price details for an item, use the context menu to choose View Price
Details or use the keyboard shortcut CTRL + D .

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Change Vendor-Price Settings

You can change the default price settings for vendors in the Administration view under Material Price
Determination.

You can select one or both of the following:

Checkbox What It Means

[ ] If a vendor is provided, use vendor-specific prices only If selected, only prices that have a specific vendor assigned,
are used. The vendor is then added to the item.

[ ] If no vendor is provided, use generic (*) prices only If selected, only prices that have any (*) vendor assigned,
are used.

 Example

You have the following prices in master data:

Price Price Source Material Valid From Date Plant Vendor

1 PLC_PROJECT_P #M1 1.1.2018 * #VD1

RICE

2 PLC_PROJECT_P #M1 1.1.2018 * *

RICE

Here's what happens when you select the following checkboxes:

Checkbox What It Means

No checkbox selected. This is the default behavior:

If vendor #VD1 is entered for material item #M1, Price 1

and Price 2 are considered for price determination.

The same thing happens if no vendor is entered for the

material item.

[X] If a vendor is provided, use vendor-specific prices only. If vendor #VD1 is entered for material item #M1, only Price
1 is considered for price determination.
[ ] If no vendor is provided, use generic (*) prices only.
If no vendor is entered for material item #M1, Price 1 and
Price 2 are considered for price determination.

[ ] If a vendor is provided, use vendor-specific prices only. If vendor #VD1 is entered for material item #M1, Price 1
and Price 2 are considered for price determination.
[X] If no vendor is provided, use generic (*) prices only.
If no vendor is entered for material item #M1, only Price 2
is considered for price determination.

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 Checkbox What It Means

[X] If a vendor is provided, use vendor-specific prices only. If vendor #VD1 is entered for material item #M1, only Price
1 is considered for price determination.
[X] If no vendor is provided, use generic (*) prices only.
If no vendor is entered for material item #M1, only Price 2
is considered for price determination.

Related Information

Valid Prices [page 234]

Creating Price Determination Strategies [page 238]
Triggering Automatic Price Determination [page 242]
Disabling Automatic Price Determination [page 245]
Disabling Price Rollup for Assemblies [page 243]

12.2.2.1 Creating Price Determination Strategies

You can create price determination strategies to control the order in which price sources are used to find valid
prices. You can compare pricing alternatives by switching between different price determination strategies in
calculation versions. Standard material price and activity-price determination strategies (PLC_STANDARD) are
delivered with the application. You can create any number of additional price determination strategies and
apply them to projects or to individual calculation versions.

Prerequisites

• Material prices and activity prices are available in master data.

• Material price sources and activity price sources are available in master data.

Context

You create price determination strategies in the Administration view under Global Settings.

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238 PUBLIC Automatically Determining Accounts and Prices
Procedure

1. Create a price determination strategy:

a. In the Administration view, under Global Settings, choose one of the following:

• Material Price Determination

• Activity Price Determination

b. Using the ribbon or context menu, choose Add, to add a new strategy.

c. Under General, enter a name. Then enter a description for your price determination strategy.

2. In the Price Source Sequence table, use and to include price sources.

Use the up and down arrows to change the order in which the price sources are evaluated.
3. In the Price Source Rules table, use the arrows change the priority in which the rules are applied in each
price source.

 Note

• These rules themselves are predefined and can't be changed.

• The rules are applied to the first price source according to the priority entered . If no valid price is
found, the rules are applied in the same way in the second price source, and so on.

4. [Optional] Under Price Determination Settings for Vendor, select one or both checkboxes to change the
default price determination behavior for vendor prices.

 Note

Vendor-specific prices are prices that have a particular vendor assigned. If the price is found during
automatic price determination, the vendor is added to the item.

Generic prices are prices that have any (*) vendor assigned.

Checkbox What It Means

[ X ] If a vendor is provided, use vendor-specific prices Select this checkbox to limit price determination to ven-
only. dor-specific prices when a vendor is entered for an item.

 Note
Default Behavior: If a vendor is provided, both ven-
dor-specific and generic (*) prices are considered.

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 Checkbox What It Means

[ X ] If no vendor is provided, use generic (*) prices only Select this checkbox to limit price determination to ge-
neric (*) prices when no vendor is entered for an item.

 Note
Default Behavior: If no vendor is provided, both ven-
dor-specific and generic (*) prices are considered.

5. Save the price determination strategy.

Results

The price determination strategy is saved and available for use in projects and calculation versions.

 Note

Price determination strategies selected in a project are used by default in all calculation versions for that
project. You can change the price determination strategy for a calculation version in the side panel of the
Calculation view, under Version Header Data.

Related Information

Material Prices [page 413]

Activity Prices [page 425]
Material Price and Activity Price Sources [page 442]

12.2.2.2 Adding Price Determination Strategies to Projects

and Calculation Versions

A material price determination strategy and an activity price determination strategy must always be selected in
a project and calculation version.

When you select a price determination strategy in a project, the strategy is used as the default strategy in
all new calculations and calculation versions created for that project. You can change the strategy selection
in each calculation version directly. You can select any strategy created to compare how prices from different
price sources affect different products and product variants. If a price determination strategy is added to or
changed in a calculation version, automatic price determination is triggered and prices are found based on that
strategy.

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240 PUBLIC Automatically Determining Accounts and Prices
  Note

If you create a new price determination strategy in the Administration view, you must update master data in
order to select the new price determination strategy in your calculation version.

Prerequisites

• Material price strategies have been created in master data.

• Activity price strategies have been created in master data.

Add Price Determination Strategy to a Project

1. Select a project in the Cockpit view. Using the ribbon or the context menu, choose Open.
2. Under Price Determination Strategies, use the dropdown to select a price determination strategy. Every
strategy created in master data appears in this dropdown.
3. Save and close the project.

Result
The material and activity price determination strategies you selected are used as default strategies in all new
calculations and calculation versions created for this project.

Select Price Determination Strategy in a Calculation Version

1. In the Calculation view, expand the Version Header Data section in the side panel.
2. Under Price Determination Strategies, use the dropdown to select a Material Price Strategy and an Activity
Price Strategy.
A material price determination strategy and an activity price determination strategy must be selected to
save the calculation version.
Every price determination strategy created in master data appears in this dropdown.
3. Save the calculation version.

Result
The price determination strategy you selected is used for the calculation version. Automatic price
determination is triggered and prices are found based on that strategy.

Related Information

Updating Master Data in a Calculation Version [page 144]

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12.2.2.3 Triggering Automatic Price Determination

Certain actions trigger automatic price determination.

Price determination is triggered and items are updated when the following occurs:

Automatic Price Determination Trig-

Action Change Made gered For:

Set, change, or delete attribute on item One of the following is changed for an Only the changed item
level item:

• Material
• Plant
• Activity type
• Cost center
• Vendor

 Note
Changing an item to a
<Temporary> item does not trigger
price determination in your costing
structure. The material ID you en-
ter must exist in master data in or-
der to trigger price determination.

Set, change, or delete attribute on ver- One of the following is changed: All items in the calculation version
sion header level
• Customer
• Valuation date
• Price determination strategy

 Note
If you use a customer that is
<Temporary>, this does not trigger
price determination in your costing
structure. The customer ID that
you enter must exist in master data
in order to trigger price determina-
tion.

Import Quantity structure is imported from All imported items

SAP ERP or Microsoft Excel.

Update Update button is selected. All items in the calculation version

Move Selected item with substructure is cop- All pasted items

ied or moved to another calculation ver-
sion.

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242 PUBLIC Automatically Determining Accounts and Prices
 Automatic Price Determination Trig-
Action Change Made gered For:

Create New calculation and calculation version All items belonging to the new calcula-
are created as a copy of an existing tion version
version AND the new calculation is in a
project with another controlling area.

Change item category • Item category for a single item Only the changed item
is changed to Material, Document,
Subcontracting, Internal Activity or
External Activity.
• Any custom item category based
on a category listed here is
changed.

Disable price determination Uncheck the checkbox for Disable Price Only the changed item
Determination.

Related Information

Automatic Price Determination [page 234]

Disabling Automatic Price Determination [page 245]

12.2.2.4 Disabling Price Rollup for Assemblies

By default, assembly items are calculated using price rollup. Price rollup is the summation of the total costs
and overheads of all subitems in an assembly.

If you're working with an assembly that already has a price, for example you’ve purchased a pedal system from
a supplier, or you want to use price determination to find a valid price from master data, you can disable price
rollup for the assembly item. When you disable price rollup, price determination is triggered, and a valid price,
if any, is found for the assembly item. You can then replace the automatically determined price by entering a
manual price.

You can disable price rollup for assembly items in the Calculation view under Item Details Prices Disable
Price Rollup .

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You can do the following once price rollup is disabled:

What You Can Do How It Works

Enter a manual price. Once you disable price rollup for an assembly item, price
determination is triggered. If a valid price is found, the price
is set for the assembly item. If no valid price is found, the
price of the assembly item is set to 00.00.

You can manually enter a price for the assembly item at

any time. However, the price is replaced the next time price
determination is triggered.

 Note
To preserve a manually entered price, you can disable
price determination for that item.

Use formula to calculate price. By default, assembly items are calculated using price rollup.
If you disable price rollup for the assembly item, and one
or more of the price fields (Price (Fixed), Price (Variable), or
Price Unit) is formula calculated, then price determination is
triggered, and the formula is used to calculate the price for
the assembly item.

Prices are set as follows. You can use the value switch con-
trol to toggle between prices:

• The formula-calculated price is set in the price field, and

the icon is displayed in the price field to indicate

that the price is formula-calculated.
• The Manual field is used for both automatically deter-
mined and manual prices. Check the price source to
see whether the price is automatically determined or
manualually entered.

Find a price using price determination. Disabling price rollup for an assembly item triggers price de-
termination. If a valid price is found, it's set for the assembly
item. If no valid price is found, the price is set to 00.00. You
can manually enter a price for the assembly at any time.
However, the price is replaced the next time price determina-
tion is triggered.

 Note
To preserve a manually entered price, you can disable
price determination for that item.

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244 PUBLIC Automatically Determining Accounts and Prices
 What You Can Do How It Works

Set a price from list of valid prices. If you disable price rollup for an assembly item, you can
use the Set Price functionality to view additional valid prices
for the assembly item from your master data. When you
select and set a valid price from master data, the price and
price-related fields are filled based on the selected price, and
price determination is automatically disabled so the price
isn't overwritten.

Steps

To disable price rollup:

1. In the Calculation view, select an assembly item (item with subitems).

2. In the side panel, choose Item Details Prices
3. Under Prices, select the checkbox Disable Price Rollup.

Related Information

Rolling Up Costs and Calculating on Assembly Level [page 256]

Changing Values in Price Fields Manually [page 247]
Adding a Formula to a Standard Field [page 294]
Automatic Price Determination [page 234]
Setting Prices Using Prices from Master Data [page 246]

12.2.2.5 Disabling Automatic Price Determination

You can disable automatic price determination for leaf items and assemly items in a calculation version.

Context

You're working in a calculation version and have changed one or more attributes for an item that would trigger
price determination. You select Disable Price Determination to prevent the existing price and price related
information from being overwritten the next time price determination is triggered.

 Note

• You can disable or re-enable automatic price determination at any time.

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 • Manually changing a price for an item does not automatically disable price determination.
• Price determination IS automatically disabled when you set a price using the Set Price command.

Procedure

1. Open the calculation version in the Calculation view.

2. In Item Details under Prices, select the Disable Price Determination checkbox.

Results

When you disable price determination, it is no longer triggered. However, the application still checks whether
the set price corresponds to a valid price in master data. If not, the price source is set to Manual Price.

Related Information

Triggering Automatic Price Determination [page 242]

12.2.3 Setting Prices Using Prices from Master Data

You can choose Set Price to replace a price that was found using price determination with another valid
price from master data. When you select a price from the Set Price dialog, additional price-related fields are
automatically filled, and price determination is disabled for that item.

Context

You can set prices for leaf items and assembly items that have the following item categories. You can also set
prices for items that have custom item categories that are based on these categories:

• Material
• Document
• Subcontracting
• External Activity
• Internal Activity

The price you set is only used for the item that you have selected.

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246 PUBLIC Automatically Determining Accounts and Prices
Procedure

1. Select the item for which you want to set a price.

 Remember

The item must be a material, document, subcontracting, external activity, or internal activity. To select
an assembly item, price rollup must first be disabled.

2. From the ribbon or using the context menu, choose Set Price. You can also use the shortcut Alt + P .

A dialog is displayed showing all valid prices found for that item in the order they are returned using
automatic price determination.
3. Select the price that you want to use, and choose Set Price to confirm.

Results

The price that you have chosen overrides the default price determined by automatic price determination. The
Price field and some price-related fields are filled as if the price had been found through automatic price
determination. In addition, price determination is automatically disabled in order to preserve the set price.

 Note

• You can view additional price details for all set prices. Select the item and choose View Price Details
from the context menu, or use the keyboard shortcut CTRL + D .
• You can deactivate the Disable Price Determination setting at any time to re-enable and trigger
automatic price determination for the item.

Related Information

Valid Prices [page 234]

Disabling Automatic Price Determination [page 245]

12.2.4 Changing Values in Price Fields Manually

You can also change values in price fields manually.

You can always enter manual prices for items in items in item categorie that do not support automatic price
determination:

• Calculation Version
• Process
• Resources and Tools

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• Variable Item

For item categories where automatic price determination is supported, you can also change prices for items by
manually entering a value in the following price-related fields:

• Price (Fixed)
• Price (Variable)
• Price
• Transaction Currency
• Price Unit
• Unit of Measure (Price Unit)

If you change the price for an item, the price source is set to Manual Price. The manual entry replaces the price
that was automatically selected using price determination, and the purchasing group, purchasing document,
and confidence level are cleared.

 Note

If price determination is triggered again, your manual changes are replaced by a price found in master data.

 Note

You can disable price determination on item level by selecting the Disable Price Determination checkbox in
the side panel under Item Details Prices . You can disable price determination on assembly level by
first selecting the Disable Price Rollup checkbox, then selecting Disable Price Determination.

Related Information

Triggering Automatic Price Determination [page 242]

Disabling Automatic Price Determination [page 245]

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248 PUBLIC Automatically Determining Accounts and Prices
13 Calculating Quantities and Costs

SAP Product Lifecycle Costing calculates costs on the root, item, and assembly levels of a calculation version
and displays the results at every level, immediately.

Related Information

Calculating Total Quantities of an Item [page 249]

Calculating Total Costs of an Item [page 253]
Calculating Overheads [page 255]
Rolling Up Costs and Calculating on Assembly Level [page 256]

13.1 Calculating Total Quantities of an Item

Calculation versions show total quantities at the following levels:

• Calculation version (root item)

• Item (items without subitems)
• Assembly (item with subitems)

To calculate the total cost for a calculation version, you must enter the total quantity and unit of measure for
the overall calculation version (root item).

By default, the quantity for an item is calculated based on the assembly quantity. When working in a calculation
version, you can change how you want to calculate the quantity of an item using the Total Quantity Depends On
field. The field is available under Quantities (Advanced Options) in the Item Details in the side panel. Here, you
decide how to calculate the total quantity of the item based on one of the following:

• Assembly quantity
• Lot size
• Fixed quantity

For items and assemblies below the root item, the base quantity also influences the calculation of the total
quantity.

Related Information

Base Quantities [page 250]

Assembly Quantities [page 250]

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Lot Size [page 251]
Fixed Quantities [page 252]

13.1.1 Base Quantities

Base quantity specifies the amount used as a basis for calculating an item’s quantity.

When working with routings and bills of materials, you often have to provide the quantity of an item needed
to produce a certain number of units. Known as the quantity per base unit, this number can be very large or
very small and therefore difficult to manage. To simplify the calculation, you can establish a base quantity. By
default, base quantity is set to 1.

Example

Assume you are grinding slugs to make casings. It takes you 5 minutes to grind 1000 slugs.

• You enter 5 minutes for the item quantity.

• You enter a base quantity of 1000 pieces.
• The quantity is then calculated for each set of 1000 pieces.

13.1.2 Assembly Quantities

For assembly quantities, the system calculates the total quantity of an item based on the quantity of the parent
assembly.

 Example

• The total quantity for the parent assembly is 2500 pieces.

• You enter 5 minutes for the item quantity.
• The default value for base quantity remains as 1.
• The total quantity of time it takes to grind 2500 pieces is 12,500 minutes, or 5 minutes per piece.

The formula is as follows:

Total Quantity (Item) = (Quantity (Item) / Base Quantity (Item)) * Total Quantity (Parent Assembly)

12,500 Minutes = 5 Minutes / 1 Piece * 2500 Pieces

Using Assembly Quantity and a Base Quantity Together

You can also calculate total quantity based on parent assembly using a base quantity.

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  Example

Assume you are grinding slugs to make casings. It takes you 5 minutes to grind 1000 slugs. You need to
grind a total of 2500 slugs in order to make 250 casings.

• The total quantity for the parent assembly is 2500 pieces.

• You enter 5 minutes for the item quantity.
• You specify a base quantity of 1000 pieces.
The quantity is then calculated for each set of 1000 pieces.
Your total quantity increases proportionally with the overall amount you produce.
• The total quantity of time it takes to grind 2500 pieces is 12.5 minutes.

The formula is as follows:

Total Quantity (Item) = (Quantity (Item) / Base Quantity (Item)) * Total Quantity (Parent Assembly)

12.5 Minutes = 5 Minutes / 1000 Pieces * 2500 Pieces

13.1.3 Lot Size

You can calculate total quantities using a lot size.

A lot is the quantity of something produced according to the same requirements, during the same cycle, and
under the same conditions. Lot size specifies the amount you need for each lot to be produced. You can use
lot size to define costs such as the setup of machines, packaging, and transport. You can also use lot size to
describe activities that use lots for specific machines or production processes for materials.

When calculating total quantity based on lot size, quantities do not increase proportionally with the overall
amount you produce. You calculate what is needed for one lot and then calculate the number of lots that are
needed to produce your desired quantity. You might need to calculate 3 lots even though you only need the
produced amount of 2.5 lots. Therefore, you round up the equation.

 Example

You plan to produce 2500 iron plates. After every 1000 plates you have to refill the iron coil in your machine.

• You set your lot size to 1000 plates.

• It takes you five minutes each time you refill the coil, so you enter 5 minutes for the item quantity.
• Based on your lot size, you will have to refill the iron coil three times. This means that the total quantity
of time it will take you to refill the iron coil is calculated as 15 minutes.

The formula is as follows:

Total Quantity (Item) = ROUNDUP (Total Quantity (Parent Assembly) / Lot Size (Item)) * Quantity
(Item) / Base Quantity (Item)

15 Minutes = ROUNDUP (2500 Pieces / 1000 Pieces) * 5 Minutes / 1 Piece

 Note

• You must enter a value in the Lot Size field before you can select Lot Size from the dropdown menu.
• Lot size uses the unit of measure of the parent assembly.

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Using Lot Size and Base Quantity Together

You can also calculate total quantity based on lot size using a base quantity.

 Example

You plan to produce 2500 iron plates. After every 1000 plates you have to refill the iron coil in your machine.

• You set your lot size to 1000 plates.

• It takes you 5 minutes to complete 10 refills of iron coil.
• You enter 5 minutes for the item quantity.
• You enter 10 pieces as your base quantity for the item.
• Based on your lot size, you will have to refill the iron coil three times. The 15 minutes it takes you to refill
the iron coil is divided by the base quantity of 10, leaving you with a total quantity of 1.5 minutes to refill
the iron coil.

The formula is as follows:

Total Quantity (Item) = ROUNDUP (Total Quantity (Parent Assembly) / Lot Size (Item)) * Quantity
(Item) / Base Quantity (Item)

1.5 Minutes = ROUNDUP (2500 Pieces / 1000 Pieces) * 5 Minutes / 10 Pieces

13.1.4 Fixed Quantities

You can calculate total quantity based on a fixed quantity.

For fixed quantities, the item’s quantity is not dependent on the total quantity of the parent assembly. When
using a fixed quantity, the base quantity is ignored.

 Example

You add an activity such as setting up a machine. This takes 20 minutes and is done only once. You enter 20
minutes for the item quantity. Regardless of the quantity of the parent assembly, the total quantity for the
item is fixed and equals 20 minutes.

Negative Quantities

You can enter negative quantities for items and assemblies.

If you enter a negative number for the total quantity of a parent assembly, all subitems take on the negative
quantity, even when calculated based on fixed quantity. The total cost of the assembly is treated as revenue,
and the cost of the product is reduced by the total cost of the parent assembly.

 Example

Crude oil is refined to produce petrol. As part of the refinement process, diesel and kerosene are also
produced as by-products. You want to reduce the cost of the petrol by the cost of the refining machine

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 and the activities associated with producing these by-products. You change the total quantity of the parent
assembly for the refining machine to a negative number. The total quantities for all subitems, even if
calculated based on fixed quantity, also become negative. The cost of the petrol is reduced by the total cost
of the parent assembly for the refining machine.

Zero Quantities

You can enter zero quantities for items and assemblies.

When you enter a zero quantity for a parent assembly, the quantity for all subitems is set to zero, even if they
are calculated based on fixed quantity. The total cost for the assembly is also zero and has no effect on the total
cost of the product.

Note that if you enter a quantity of zero for a parent assembly, any formulas remain in effect. In contrast,
deactivating the assembly would exclude it from the calculation completely.

Related Information

Fixed Quantities [page 252]

13.2 Calculating Total Costs of an Item

Costs are calculated based on the total quantity and the price of each item in a calculation version.

Total cost is the sum of the cost per total quantity and the overhead costs calculated using a costing sheet, if
one is selected for your calculation version. To calculate the cost per total quantity, the price per price unit (in
transaction currency) is multiplied by the total quantity and is divided by the price unit. This amount is then
converted into the reporting currency.

The formula is as follows:

Cost per Total Quantity = (Price/Price Unit) * Total Quantity

 Example

The following is an example of how you calculate the total cost for one item (an internal activity) in a
calculation version:

• The total quantity for the item is 1000 minutes

• The price per unit is 4491 euros per 100 hours
• The transaction currency is EUR
• The reporting currency is USD
• The assumed exchange rate that is valid on the valuation date for the calculation version is 1 EUR =
1.09168 USD

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 Using these values, the formula for calculating the total cost of this item is as follows:

(4491 EUR /100 h) * 1000 min = (4491 EUR /100 h) * 16.66 h = 748.20 EUR = 816.80 USD

Converting Units of Measure

There is a unit of measure for the total quantity and a unit of measure for the price unit. The unit of measure for
the total quantity is converted to the unit of measure for the price unit in order to calculate the cost per total
quantity. The conversion is done based on the settings made in the Administration view under Global Settings in
the Units of Measure area.

Converting Currencies

The transaction currency of an item is converted into the reporting currency based on the exchange rate for the
exchange rate type that is valid on the valuation date of the calculation version.

 Note

The transaction currency is used to display the price of an item and its fixed and variable cost portions.
Different items in a calculation version can have different transaction currencies.

For example, a material purchased from Europe can have a price shown in euros. Another material
purchased from the U.S. can have a price in U.S. dollars. The reporting currency is used for the overall
calculation version. It is set in the Version Header Data section in the Calculation view. All calculated
values in a calculation version are displayed using this currency. This means that the calculated prices on
assembly level are shown in the reporting currency. The individual prices for the subitems in the assembly
are shown using the transaction currency.

The exchange rates used for converting currencies are maintained in the Currency Exchange Rates area in the
Administration view.

Related Information

Determining Prices [page 233]

Units of Measure [page 440]
Currency Exchange Rates [page 438]
Exchange Rate Types [page 437]

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13.3 Calculating Overheads

If, in addition to the direct costs, you want to calculate indirect costs as overheads, you can assign a costing
sheet to your calculation version. You can do this in the side panel of the Calculation view.

The costing sheet defines the rules that are used to calculate bases, overheads, and sums. You can enable up
to three total costs in one costing sheet, each representing a different total cost scenario. You can view the
total costs side-by-side for each costing sheet row and select the rows that you want to include in the total cost
for each costing scenario. If you don'tt want to calculate overheads or sums, you don'tt need to use a costing
sheet. In this case, all costs are simply rolled up.

The costing sheet consists of base, overhead, and sum rows. The base rows define which items receive
overheads. You can specify whether the base is defined by an account group or item category.

The overhead rows define the actual overhead to be applied to a base or sum row. You define conditions under
which the overhead is applied by setting a validity date range. You can also specify an activity type, overhead
group, or one or more organizational units, including company code, plant, business area, profit center, cost
center, and work center, as a condition for the overhead.

An overhead is applied if the data in an item matches all conditions. An overhead rule results in either a
percentage-based overhead (for example, 10%) or a quantity-based overhead (for example, 5 EUR for every 10
PC), or both. You can charge a different fixed cost percentage of the calculated overheads to the credit account
for each rule in an overhead row.

Sum rows define intermediate sums that can be used for information only or as a reference for overheads or
final sums. You can select a costing sheet in the side panel for any item or assembly to see a breakdown of the
costs in your costing sheet by costing sheet row.

For each item, the costing sheet rows are shown as additional columns in the table and in the Costing Sheet
area in the side panel in the Calculation view. If you do not use a costing sheet in your calculation version, you
can only see values in the Other Costs and Total Cost fields.

Note the following about other costs and total costs:

• All costs that are not considered by any base of the costing sheet are shown as other costs. If you do not
use a costing sheet in your calculation version, all costs are shown in the Other Costs field.
• The total cost for each item is calculated by summing up the cost per total quantity and the overheads
calculated for each item.

Related Information

Costing Sheets [page 389]

Using Costing Sheets in Calculation Versions [page 153]

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13.4 Rolling Up Costs and Calculating on Assembly Level
An assembly item can be calculated several ways. By default, the costs and prices of all subitems are rolled up
to create the total cost of the assembly item. If you disable price rollup for the assembly item, the cost of the
assembly can also be calculated using automatic price determination or by entering a manual price.

Calculating an Assembly Using Price Rollup

By default, assemblies are calculated using price rollup.

Rollup is done by summing up the total costs and overheads of all subitems. After the items without subitems
are calculated, the costs are rolled up to the next level. The costing sheet values on assembly level show the
rolled-up values of the subitems as well as the overheads calculated for the item. You can see these values
in the table and in the side panel. Overheads that are not marked to be rolled up in the costing sheet are not
included in the sum.

The total costs of all subitems are shown as the price of the assembly. This price on assembly level is always
shown for one price unit. As it is calculated, the transaction currency of the price on assembly level is set to the
reporting currency.

Once you have the price and the total quantity of the assembly, the next steps for calculating the total costs
of an assembly are done in the same way as for items without subitems. First, the cost per total quantity is
calculated. Then the overheads that must also be considered for this assembly are calculated based on the
rules specified in the costing sheet. Finally, the total cost and other costs are calculated.

This rollup and calculation for total costs is done step-by-step for every level of the calculation version up to
the highest level (root item). The total costs of the calculation version show you the final result of your overall
calculation.

Calculating an Assembly Using Price Determination or a Manual Price

If you already have a price in mind or want to use a valid price from master data, you can disable price rollup
for the assembly item. When you disable price rollup, price determination is triggered. If a valid price is found,
the price is set for the assembly item. All the assemblies in the costing structure that are hierarchically above
the assembly will consider the new cost and automatically recalculate. If no valid price is found, the price of the
assembly is set to 00.00. Once price rollup is disabled and price determination is triggered, you can also enter
a manual price for the assembly item.

 Note

When a price is set or entered for an assembly item, the calculation engine ignores the prices and
overheads for all subitems in the assembly. However, overheads defined for the assembly itself (for
example, set-up costs) are still applied. You should evaluate the costing sheet to determine whether these
overheads are still needed.

If a formula has been created for one or more of the price fields (Price (Fixed), Price (Variable), or Price
Unit), then price determination is triggered, and the assembly price is calculated using the formula. The

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formula-calculated price is set in the price field, and the icon is displayed to indicate that the price
is formula calculated. In addition, a value switch control is enabled for each of the price fields that has a
formula. You can use the value switch control to toggle between the formula-calcualted value and the manual
value in the price field. By default, the manual value field shows you the price found through automatic price
determination. If no price is found through automatic price determination, then the last valid manually entered
price is shown in the Manual field. If no manual price exists, the price is set to 00.00.

You can also use the Set Price functionality to view additional valid prices for the assembly item from your
master data. When you select and set a valid price from master data, the price and price-related fields are filled
based on the selected price, and price determination is automatically disabled to preserve the set price.

Related Information

Valid Prices [page 234]

Automatic Price Determination [page 234]
Setting Prices Using Prices from Master Data [page 246]
Changing Values in Price Fields Manually [page 247]
Disabling Price Rollup for Assemblies [page 243]

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14 Creating Custom Fields and Formulas

As part of extensibility in SAP Product Lifecycle Costing, you can create custom fields for items and certain
master data categories.

Custom fields allow you to tailor the data used in calculation versions to fit your organization's needs. You can
calculate custom fields for items using formulas and you can use non-calculated custom fields for master data
to build these formulas.

 Example

For example, you can extend the master data for a material by creating new custom fields for length, width,
and height. You can create another custom field with a formula that uses these fields to calculate the
volume of the material on item level (for example, $CUST_VOLUME = $CMAT_LENGTH * $CMAT_WIDTH *
$CMAT_HEIGHT).

 Recommendation

We recommend creating no more than a combined maximum of 100 custom fields on item and master
data level. For more information, see Optimizing Performance [page 44].

Types of Fields You Can Create

You can create the following types of custom fields for your items and master data:

Data Type Description How It's Used Allowed Values

Checkbox Field provides a checkbox. Used to store true or false in- Select the checkbox to acti-
dicators. vate or deactivate the field.

 Note
If the checkbox is acti-
vated, the value is set to
1. If the checkbox is not
activated, the value is set
to 0.

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 Data Type Description How It's Used Allowed Values

Decimal Allows you to enter fractions, Used to store numeric values Maximum number of charac-
both negative and positive. such as lengths, widths, di- ters allowed:
mensions, and other key fig-
• 7 characters before the
ures for products.
decimal point.

 Note • 20 characters after the

decimal point.
• You must specify
whether field re-
quires a unit of
measure, currency,
or neither.
• The reporting cur-
rency is used by de-
fault, and can be
changed.

Integer Allows you to enter whole Used to store integer val- You can enter the following
numbers, both negative and ues such as the number of range of integers:
positive, including zero (0). items or things represented
-2147483648 to
by whole numbers.
2147483647

Text Allows you to enter any com- Used to store textual infor- Max 5000 characters.
bination of letters, numbers, mation such as product de-
or symbols. scriptions or other details.

Date Field provides a calendar for Used to enter dates such as Use the calendar to enter a
picking a date. You can also launch dates or other impor- date or manually enter a date
enter a date manually. tant milestones. in any format.

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Data Type Description How It's Used Allowed Values

Link Allows you to enter a valid Used to store links to exter- Must be a valid hyperlink,
hyperlink as the value for the nal content. or produce a valid hyperlink
custom field. when calculated.
 Note
To be valid, the hyperlink
• You can access the must:
hyperlink from every
view in which the
• Begin with http, https,
ftp, or sftp
custom field is dis-
played. • Not exceed 2000 char-
acters
• Linked content
opens in your de- • Not include spaces
fault browser.
 Example
• http://
website.com/
path/to/page
• ftp://
ftp.xyz.com
• https//
www.test.com:
8080?id=1

Related Information

Custom Fields for Items [page 260]

Custom Fields for Master Data [page 302]

14.1 Custom Fields for Items

If you need more than the standard fields available in SAP Product Lifecycle Costing, you can create custom
fields for items. You can use custom fields to hold values or calculate dimensions not covered by the standard
fields delivered with the application. For example, you can create a custom field that calculates the volume of a
material item.

You can add one or more calculation types when creating custom fields for items. For example, you can add a
rollup type and a formula. Once calculated, you can toggle between the calculation types and the manual value
to compare how each affects the item.

You can use new custom fields in your formulas as soon as you save the fields. To see new custom fields in the
side panel, you must save the fields, then restart the application.

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  Recommendation

We recommend creating no more than a combined maximum of 100 custom fields on item and master
data level. For more information, see Optimizing Performance [page 44].

Calculation Types

You can create custom fields for items that are calculated in the following ways:

• Using a manual value -

For example, you can add a custom field for the length, height, and width of a particular material. You can
then enter this measurement manually.

• Using a rollup type - For example,

For example, you can calculate the weight of an assembly by rolling up the sum of all subitems.

• Using a formula -
For example, you can apply a formula that calculates the exact measurement, volume, or quantity of an
item automatically. You can use other standard fields and custom fields in your formula.

Where Do You Create Custom Fields

You create custom fields for items under Administration Extensibility Custom Fields for Items . Here,
you decide which item categories should contain the field and under which side panel group the custom field
should appear.

Where Are Custom Fields for Items Displayed?

After you save your custom fields and restart your system, the fields are available in the side panel of the
Calculation view, under Item Details. They are shown for the item categories and side panel group that you
selected when creating the custom field.

Related Information

Creating Custom Fields for Items [page 262]

Adding a Rollup Type to Custom Fields for Items [page 270]
Adding a Formula to a Custom Field for Items [page 291]

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14.1.1 Creating Custom Fields for Items

You can create custom fields to hold manual values or calculate dimensions not covered by the standard fields
delivered with the application. You can add one or more calculation types when creating custom fields for
items. For example, you can add a rollup type and a formula. Once calculated, you can toggle between the
calculation types and the manual value to compare how each affects the item.

 Recommendation

A combined maximum of 100 custom fields at item or master data level is recommended. For more
information, see Optimizing Performance [page 44].

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Steps

1. Go to Administration Extensibility Custom Fields for Items .

2. In the ribbon, choose Edit, and then Add.
3. Enter a technical name:
• Custom fields for items have the prefix CUST_.
• Blanks and special characters are not allowed.

 Note

You cannot change the technical name after saving the field.

4. Enter a display name and display description for the relevant logon languages.
• The display name is the field label that you want to appear on the user interface.
• The display description is the tooltip that is shown for the field.

 Note

If you do not enter a display name for a logon language, the technical name is shown for the field label
and tooltip. If you enter a display name and no description, the display name is also used for the tooltip.

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 5. Select one of the following data types for your custom field:

Data Type Description

Checkbox The field provides a checkbox. If the checkbox is activated,

the value is set to 1. If the checkbox is not activated, the
value is set to 0.

Decimal Field value consists of fractions, both negative and posi-

tive.

Integer Field value consists of whole numbers, both negative and

positive, including 0 (zero).

Text Field allows you to enter any combination of letters, num-

bers, or symbols. The maximum length of the resulting
text field is set to 5000 characters.

Date Field provides a calendar for picking out a date and allows
you to enter a date manually.

Link Field value encontains a hyperlink.

 Note

You cannot change the data type after saving the field.

6. If you have selected the data type Decimal, do the following:

• Specify whether the field requires unit of measure, a currency, or neither.

 Note

You cannot change this selection after saving.

• If the field needs a unit of measure, select one in the field next to Default Value. This is mandatory, but
you can change this value at any time.
If your field needs a currency, the reporting currency for the calculation version is used by default.
7. If you have selected the data type Link, do the following:
• Under Default Value, enter a valid hyperlink.

 Note

To be valid, hyperlinks must:

• Begin with http, https, ftp, or ftps
• Not exceed 2000 characters
• Not include spaces

 Example

• http://website.com/path/to/page
• ftp://ftp.xyz.com

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 • https://www.test.com:8080?id=1

8. [Optional]: Enter a default value for the field.

This initial value is used when a new item that includes the custom field is created. You can change this
value manually in your calculation version at any time.
9. Under Show for Item Categories, specify for which item categories the custom field should appear.
• You must select at least one item category.
• If you select Calculation Version, Referenced Version is also automatically selected.
• After saving, you can no longer deselect item categories. You can, however, select additional item
categories.
10. Choose a side panel group for the custom field.
The custom field is displayed below the last standard field in this group or below the last custom field
created for the group.
11. [Optional]: Select a rollup type.

 Note

• You can roll up fields with the data type Integer, Decimal, or Text.
• For more information, see Adding a Rollup Type to Custom Fields for Items [page 270].

12. [Optional]: Enter a formula.

 Note

• If you select a rollup type AND enter a formula:

• For assembly items, the rollup is used but formula is not considered.
• For leaf items, the formula is considered.
• For more information, see Adding a Formula to a Custom Field for Items [page 291].

1. Under Rollup and Formula select the checkbox: Field Value is Calculated Using Formula.
2. Select the item categories for which the custom field will use the formula.

 Note

You can only use the formula for item categories where the field is shown. This means that the item
category must be selected under Show for Item Categories in order to select it under Use for Item
Categories.

For additional help selecting item categories, see Selecting Item Categories for Custom Fields with
Formulas [page 293].

3. [Optional]: Add a comment to describe what the formula does.

This is for your reference only and is only visible when working in the formula editor.
4. Add a formula using the formula editor.
Note that the formula editor is only available if you select the field Value is Calculated Using Formula
checkbox.
13. Save your changes.
A dialog informs you that this will lead to changes in existing calculation versions that use the item
categories selected for the custom field.
14. Choose OK to confirm.

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Result

After you save your custom fields and restart your system, the custom fields are available in the Calculation
view, in the side panel under Item Details. They are shown for the item categories and side panel group that you
selected when creating the custom field.

Related Information

Custom Fields for Items [page 260]

Modifying Custom Fields for Items [page 265]
Deleting Custom Fields for Items [page 266]
Rollup of Custom Field Values [page 267]
Formulas for Custom Fields for Items and Standard Fields [page 272]
Calculated Values for Custom Fields for Items and Standard Fields [page 297]

14.1.2 Modifying Custom Fields for Items

If you need to modify an existing custom field, you can change the following:

• Display names and descriptions

• Default value
• The unit of measure, if your field has one
• The selected item categories

 Note

You can activate additional item categories for the custom field. However, you cannot deactivate
previously selected categories.

All other settings for the custom field become display-only after saving and can no longer be changed.

Context

You would like to make changes to a custom field that you have already saved and have those changes appear
in new and existing calculation versions that use the custom field.

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.

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• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Steps

1. Go to Administration Extensibility Custom Fields for Items .

2. In the ribbon, choose Edit.
3. Open the details for the field and make any allowed changes.
4. Save your changes.
A dialog informs you that you've made changes to an existing custom field and that this will cause changes
in calculation versions that already use this field.
5. Choose OK to confirm.

Result

The modified custom field is available when you restart the application. Note that all calculation versions using
the custom field now use the modified version of the custom field. This means that if you have changed the
display name, or added a formula or rollup type to the field, these changes are applied to all old and new
calculation versions that use this field.

14.1.3 Deleting Custom Fields for Items

You can delete a custom field if you no longer need it.

Context

You would like to delete a custom field so that it is no longer used in new and existing calculation versions.

 Note

Any data that was maintained in this custom field to date will be deleted from existing calculation versions.
You will no longer be able to access this data.

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.

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 • The field is not referenced in any formulas that are used to calculate any other fields.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Steps

1. Go to Administration Extensibility Custom Fields for Items .

2. In the ribbon, choose Edit.
3. Choose the field to be deleted and then choose Delete.
The system checks for references to formulas used in other fields.
If references exist, remove them and try to delete again.
4. Save your changes.

Result

The custom field is no longer shown after you restart your application. All data that was maintained in this
custom field is deleted, and the field is removed from the list of custom fields in the Administration view.

14.1.4 Rollup of Custom Field Values

Rollup determines how the calculation engine calculates fields on assembly level, based on the subitems in the
assembly. You can create custom fields that are calculated using a rollup type, a formula, or both. If you add a
rollup type and a formula to a custom field, you can toggle between the calculated value and manually entered
value for the custom field, using a value switch control.

Rollup Types

You can apply the following rollup types to custom fields:

• Average - Gets the average of all values for active subitems

• Count - Gets the number of active subitems that have the item category for which the field is shown.
For example, you can use this to find out how many material items are assigned to each plant involved in
production.

• Minimum - Gets the minimum value of all active subitems

• Maximum - Gets the maximum value of all active subitems

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• Sum - Calculates the sum of all values for active subitems

Using a Rollup Type and a Formula Together

If you add a rollup type and a formula to a custom field, the formula is used to calculate the subitems in the
assembly. The rollup type is used to rollup the final value of the assembly item using the values from the
subitems. The formula is not used to calculate the assembly item itself, even if the formula includes conditions
that would otherwise make it apply to the assembly item. The formula is overwritten by the rollup type on
assembly level.

 Example

You create a custom field with the rollup type SUM ( ) and the simple formula ( ) = 5.

Result:The formula is applied to each of the leaf items (items without subitems). The subitems are rolled

up using the rollup type.

Using the ROLLUP Function

If you need more flexibility in determining when a custom field is rolled up on assembly level, you can omit the
rollup type from the custom field and add a formula that includes the ROLLUP function. Using the ROLLUP
function in your formulas allows you to roll up the assembly item, as well as create conditions under which the
rollup should apply.

 Note

You can only use the rollup operation SUM ( )with the ROLLUP function.

You can use the rollup function in your formulas as follows:

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 Function Description Example Things to Consider

ROLLUP(expr1;expr2) Rolls up the specified field. QUANTITY + Things to consider when us-
ROLLUP('sum';$CUST_NO_ ing the ROLLUP function:
For (expr1), you must use
•
FORMULA)
the rollup function SUM. For You can use the ROLLUP
(expr2), enter a field or com- function to roll up cus-
bination of functions and tom fields with and with-
fields. out formulas, standard
fields with formulas, and
fields in costing sheet
formulas.
• You can only use calcu-
lated fields (custom and
standard) outside the
ROLLUP function. Using
them inside the ROLLUP
function can lead to cir-
cular results.
• You can only use the
rollup operation SUM
with the ROLLUP func-
tion. You must always
use SUM as the first pa-
rameter in your formula.
Example:
ROLLUP('SUM';$CUST
_EXAMPLE)
• For the second parame-
ter in the ROLLUP func-
tion, you must always
enter a field or combi-
nation of functions and
fields.
Example:
ROLLUP('SUM';IF($I
S_DISABLING_PRICE_
ROLLUP=TRUE();$CUS
T_EXAMPLE;$CUST_EX
AMPLE_2))
• You can't use the
ROLLUP function inside
PARENT or ANCESTOR
functions. Using it inside
the ROLLUP function
can lead to undefined re-
sults.

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Viewing Rollup Values in Your Calculation Version

If a field is calculated using a:

• Rollup type, the symbol for the rollup type is shown at the left of the field and the calculated value for the
field is displayed in a tooltip.

• Rollup type and a formula, the formula symbol is displayed for the subitems and the rollup type is
displayed for the assembly item. Calculated values are displayed in tooltips.

• Formula containing the ROLLUP function, the formula symbol is displayed for the subitem and the
rollup type is displayed for the assembly item. Calculated values are displayed in tooltips.

Related Information

Adding a Rollup Type to Custom Fields for Items [page 270]

Calculated Values for Custom Fields for Items and Standard Fields [page 297]
Functions Available in the Formula Editor [page 276]

14.1.4.1 Adding a Rollup Type to Custom Fields for Items

When you create a custom field for an item, you can add a rollup type to calculate its value. You can add a rollup
type to fields that use formulas and to fields that use manual values.

 Note

If you apply a rollup type to a custom field that is also calculated by formula, then the rolled-up value takes
precedence over the value calculated by the formula in the Calculation view for any assembly items. The
rolled-up value cannot be overwritten manually.

Context

You would like to calculate the value of a custom field for an item using a rollup type. Note that the data type of
your field determines which rollup types are available.

 Note

Rollup is not available for custom fields that have the data type Checkbox or Date or Link.

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The following table provides an overview of the rollup types available for each data type:

Data Description SUM MIN MAX AVG COUNT

Type

Integer Field value consisting of whole numbers, both negative X X X X X

and positive, including 0 (zero).

Decimal Field value consisting of fractions, both negative and X X X X X

positive.

Text Field that allows you to enter any combination of let- X X

ters, numbers, or symbols. The maximum length of the
resulting text field is set to 5000 characters.

Key: X means the rollup type is available for the data type indicated.

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

 Note

This task only describes how to add a rollup type to an existing custom field. The steps below assume that
you have already created a custom field with the data type Integer, Decimal, or Text.

Steps

1. Go to Administration Extensibility Custom Fields for Items .

2. In the ribbon, choose Edit and then choose the custom field.
3. Choose a rollup type.
4. Save your changes.

Result

Your changes are available after restarting the application. The custom field is now calculated using the
selected rollup type. This is indicated by a symbol displayed at the left of field.

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Related Information

Creating Custom Fields for Items [page 262]

Rollup of Custom Field Values [page 267]

14.1.5 Formulas for Custom Fields for Items and Standard

Fields
A formula is an algorithm that derives its value from other fields, expressions, or values. Formulas allow you to
automatically calculate the value of a field based on other fields.

In SAP Product Lifecycle Costing, you can use formulas to calculate the value of custom fields for items or to
add external links, which you can then access from the custom fields. You can also use formulas to calculate
the value of certain standard fields.

If a standard field or a custom field uses a formula, then you can overwrite the calculated value manually. You
can use a dropdown menu to toggle between the manual value and the formula-based value.

Viewing Formula-Calculated Values

An Formula-Calculated symbol is displayed at the left of fields that are calculated using a formula. The
formula-calculated value and the manually-entered value are displayed in a tooltip for the field.

A dropdown menu is available that allows you to enter a value manually for the field. Using the dropdown menu,
you can then also switch between the formula-calculated value and the value entered manually.

Related Information

Using the Formula Editor [page 272]

Operators Available in the Formula Editor [page 274]
Functions Available in the Formula Editor [page 276]
Adding a Formula to a Custom Field for Items [page 291]
Adding a Formula to a Standard Field [page 294]
Calculated Values for Custom Fields for Items and Standard Fields [page 297]
Units of Measure and Currencies for Custom Fields for Items [page 299]

14.1.5.1 Using the Formula Editor

When you create a custom field or add a formula to a custom field or standard field, you can create the formula
using the formula editor. The formula syntax used by the formula editor is similar to what you are familiar with

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from pocket calculators and other spreadsheet programs. You can choose from predefined lists of functions,
fields, and operators to build your formula, or you can enter a formula in the formula editor screen directly. To
add a function, field, or operator from a predefined list, double-click on your selection.

 Note

String constants must be surrounded by single quotes in a formula. For example,

IF($VALUATION_CLASS_ID='300A';100;200)

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• You are adding a formula to a custom or standard field and you have selected Field Value is Calculated
Using Formula.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Creating a Formula Using the Formula Editor

You can access the formula editor in the Administration view as follows:

• To create a formula for a custom field, go to Extensibility Custom Fields for Items .
• To create a formula for a standard field, go to Extensibility Standard Fields with Formula .

The following is an example of how to create a formula using the formula editor. Keep in mind that there are
multiple ways to enter the formula into the formula editor. The following is just one example.

Context

You would like to create a formula that calculates the total cost percentage of single items or assemblies at the
total cost of the overall calculation version and save it to your custom field or standard field.

You create the following formula using the formula editor:

IF($Version.TOTAL_COST>0;$TOTAL_COST/$Version.TOTAL_COST*100;0)

Steps

1. Choose a function: IF(exp1;exp2;exp3)

This condition returns value (expr2) if condition (expr1) is true, and value (expr3) if condition
(expr1) is false.

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2. Highlight (exp1) in the formula editor screen and choose a field: $Version.TOTAL_COST.
This references the value of the Total Cost field on Calculation Version level.
3. Choose an operator: > (greater than).
4. Enter a number in the formula editor screen: 0.
5. Highlight (exp2) in the formula editor screen and choose another field: $TOTAL_COST.
This references the value of the Total Cost field on Item Details level.
6. Choose an operator: / (divided by)
7. Choose a field: $Version.TOTAL_COST.
This references the value of the field Total Cost on Calculation Version level.
8. Choose an operator: * (multiplied by)
9. Enter a number in the formula editor screen: 100
10. Highlight (exp3) in the formula editor screen and enter a number: 0.
11. Using the ribbon in the toolbar at the top left of your screen, save the formula.

Result

Your changes are available after restarting the application. The formula is now used to calculate the value of the
field to which you have saved it.

14.1.5.2 Fields Available in the Formula Editor

You can find a complete list of all standard and custom fields that can be used in formulas under the Fields
tab in the formula editor. The list contains a select number of standard fields and all custom fields that have
been created and saved in your system. You can double click on fields in the formula editor to add them directly
to your formulas. You can move between tabs to add operators and examples. Note: This list is exclusive –
additional standard fields can't be added.

You can access the formula editor under Administration Extensibility .

14.1.5.3 Operators Available in the Formula Editor

Operators specify the type of calculation that you want to perform on the elements of a formula. You can use
various operators when creating formulas for custom fields and standard fields in the formula editor.

Arithmetic Operators

You can use arithmetic operators to perform basic mathematical operations such as addition, subtraction, or
multiplication. Use these operators to combine numbers and produce numeric results.

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 Operator What It Means Example

+ (plus) Addition 2+2

– (minus) Subtraction 2-1

Negation -1

* (asterisk) Multiplication (3*3)

/ (forward slash) Division (3/3)

^ (caret) Exponentiation (3^2)

Comparison Operators

You can use these operators to compare values. When two values are compared using these operators, the
result is a logical value that is either True or False.

Operator What It Means Example

= (equal sign) Equal to 1=1

> (greater than) Greater than 3>1

< (less than) Less than 1<3

> = (greater than or equal to) Greater than or equal to X >= Y

< = (less than or equal to) Less than or equal to Y <= X

<> (not equal to) Not equal to 2 <> 3

References

You can use these operators to reference fields on item, calculation version, and calculation levels.

You can find a list of all referenceable standard fields and all custom fields in the Fields tab in the formula editor.

Operator What It means

$FIELD References the value of the FIELD on item level

$Version.FIELD References the value of the FIELD on calculation version

level

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Operator What It means

$Calculation.FIELD References the value of the FIELD on calculation level

Related Information

Using the Formula Editor [page 272]

Adding a Formula to a Custom Field for Items [page 291]

14.1.5.4 Functions Available in the Formula Editor

You can use the formula editor to create formulas for both custom and standard fields. To help you create
formulas for custom fields, you can double-click the functions in the formula editor.

Each function consists of a name and arguments. The name specifies what calculation to perform. The
arguments in round brackets specify data and other information used in the calculation.

 Note

• General functions are functions that are generally known and commonly used in most spreadsheet
applications.
• Calculation-specific functions are specifically designed to work with the calculation structure and
features of SAP Product Lifecycle Costing.
• When adding values to a formula, make sure to enter decimal numbers using decimal points instead of
commas, for example: 1.2 and not 1,2.
• If you add text in a formula, please enclose the text with single quotes, for example,
IF(HAS_CHILDREN()=1;'Assembly';'Leaf').

Functions

Function Type Description Formula Example

ABS(expr1) General Absolute Value ABS(-2) = 2

Returns the absolute value of a

number. The absolute value of a
number is the number without its
sign.

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 Function Type Description Formula Example

ANCESTOR(expr Calculation-Specific Field Value of Ancestor Item ANCESTOR(AND(IS_CALCULATI

1;expr2;expr3) ON_VERSION();$VALUATION_C
Returns the value of the field or
expression specified by (expr2) LASS_ID='3000');$PRICE_FO
for the ancestor of an item. R_TOTAL_QUANTITY;0)
(expr1) is a condition used to Gets the cost per total quantity from
identify the desired ancestor. If the root item if the root item is as-
the condition (expr1) is not true, signed the valuation class 3000; oth-
the function continues to traverse erwise 0is returned.
upwards. If the condition is never
true, if the field is not found, or
if it is not valid for the category
of an ancestor item, the default
value specified by (expr3) is re-
turned.

AND(expr1;expr2) General Logical And AND(TRUE() ; TRUE()) = 1

Returns 1 if both conditions

(expr1), (expr2)are true, oth-
erwise 0.

CEILING(expr1) General Ceiled Value CEILING(2.31) = 3

Returns number (expr1) CEILING(-2.31) = -2

rounded up to the nearest higher
integer.

CURRENCY(expr1) Calculation-Specific Currency CURRENCY($CUST_DECIMAL_TE

ST) returns the currency for custom
Returns the currency of (expr1). field $CUST_DECIMAL_TEST.

DATE(expr1; General Date DATE(2016;10;31)

expr2; expr3)
Returns a date with a year given DATE(YEAR($Version.VALUAT
by (expr1), a month given by ION_DATE);MONTH($Version.
(expr2), and a day given by VALUATION_DATE);DAY($Vers
(expr3).
ion.VALUATION_DATE))

DAY(expr1) General Day of Date DAY($Version.VALUATION_DA

Returns the day of the date given

TE)
by (expr1).

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Function Type Description Formula Example

DIMENSION(expr1) Calculation-Specific Dimension DIMENSION(<field>) returns the

dimension for the unit of measure of
Returns the dimension of (expr1).
<field> .
For example, the formula
DIMENSION(<field>) can re-
turn one of the following
values: VOLUME, LENGTH,
STORAGE, TEMPERATURE,
AREA, DENSITY, TIME,
MASS, ENERGY, FREQUENCY.

 Note
This function only makes sense
for use in custom fields that have
a unit of measure.

E() General Euler’s Number E() =

Returns Euler’s Number

2.71828182845904523536028

2.71..., a mathematical con- …

stant.

FALSE() General False FALSE() = 0

Returns 0

FLOOR(expr1) General Floored Value FLOOR(2.31) = 2

Returns number (expr1) FLOOR(-2.32) = -3

rounded down to the nearest
lower integer.

HAS_CHILDREN() Calculation-Specific Children Flag If the selected item in your calcula-

tion version has several subitems, this
Returns 1 if the selected item has
function returns 1. If the selected item
children, otherwise 0.
has no subitems, this function returns
0.

IF(HAS_CHILDREN()=1;'Asse
mbly';'Leaf')

HAS_MANUAL_VALUE( Calculation-Specific HAS_MANUAL_VALUE(expr1) HAS_MANUAL_VALUE($TARGET_

expr1) COST)
Manual Value Defined
If the standard field Target Cost fea-
Returns true or false depending
tures a custom formula and a manual
on whether a manual value has
value has been also been added, the
been defined for the reference
manual value is returned.
given in expr1.

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 Function Type Description Formula Example

HAS_SIBLINGS() Calculation-Specific Sibling Flag If there are other items on the same
level as the selected item, then this
Returns 1 if the selected item has
function returns 1.
siblings, otherwise 0.
IF(HAS_SIBLINGS()=1;'Sibl
ing','No Sibling')

IF(expr1;expr2;ex General Condition IF((1=1);2.17;2.71) =

pr3) 2.17
Returns value (expr2) if condi-
tion (expr1) is true.

Returns value (expr3) if it's

false.

IN(value; list of General Search for a value in a list of val- Examples that return true:
ues
•
values)
IN('abc'; ('def';'aaa';'abc'))
Returns true when the value • IN(7;(10;5;7))
searched for appears in the list of
• IN($PLANT_ID;
values. Otherwise, returns false.
($CUST_STRING_SEPA-
All values must have the same
RATED_BY))
data type and be separated by a
semicolon (;). Custom fields with
• IN($PLANT_ID;
($CUST1;$CUST2;'#PT1'))
or without formulas can be used.
Examples that return false,with errors:

• IN($PLANT_ID;()) ->The list must

always contain at least one value.
• IN('';('def';'aaa';'abc')) -> Returns
false. Though, you can search for
an empty string.
• IN('') ->You must include a list of
values.
• IN('';()) ->The list must always
contain at least one value.
• IN(;(4;4;4;4)) -> You must always
include a search value.

IS_CALCULATION_VE Calculation-Specific Calculation Flag You can use this function, for example,
RSION() in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Calculation IF(IS_CALCULATION_VERSIO
Version. N()=1;1;2)

For the root item the value of the field

that uses this formula is 1. For all
other items, the value is 2.

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Function Type Description Formula Example

IS_CONFIDENCE_HIG Calculation-Specific Confidence High You can use this function, for example,
H() in "if" statements, as follows:
Returns 1 if the confidence level
of the selected item is set to High. IF(IS_
CONFIDENCE_HIGH()=1;1;2)

If the selected item has a confidence

level High, then the value of the field
that uses this formula is 1. Otherwise,
the value is 2.

IS_CONFIDENCE_LO Calculation-Specific Confidence Low ou can use this function, for example,
W() in "if" statements, as follows:
Returns 1 if the confidence level
of the selected item is set to Low. IF(IS_ CONFIDENCE_LOW
()=1;1;2)

If the selected item has a confidence

level Low, then the value of the field
that uses this formula is 1. Otherwise,
the value is 2.

IS_CONFIDENCE_MED Calculation-Specific Confidence Medium You can use this function, for example,
IUM() in "if" statements, as follows:
Returns 1 if the confidence level
of the selected item is set to IF(IS_
Medium. CONFIDENCE_MEDIUM()=1;1;2
)

If the selected item has a confidence

level Medium, then the value of the
field that uses this formula is 1. Oth-
erwise, the value is 2.

IS_CONFIDENCE_VER Calculation-Specific Confidence Very High You can use this function, for example,
Y_HIGH() in "if" statements, as follows:
Returns 1 if the confidence level
of the selected item is set to Very IF(IS_ CONFIDENCE_VERY_HIGH
High. ()=1;1;2)

If the selected item has a confidence

level Very High, then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

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280 PUBLIC Creating Custom Fields and Formulas
 Function Type Description Formula Example

IS_CONFIDENCE_VER Calculation-Specific Confidence Very Low You can use this function, for example,
Y_LOW() in "if" statements, as follows:
Returns 1 if the confidence level
of the selected item is set to Very IF(IS_
Low. CONFIDENCE_VERY_LOW
()=1;1;2)

If the selected item has a confidence

level Very Low, then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

IS_DOCUMENT() Calculation-Specific Document Flag You can use this function, for example,
in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Document IF(IS_DOCUMENT()=1;1;2)

If the selected item has the item cate-

gory Document then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

IS_EXTERNAL_ACTIV Calculation-Specific External Activity Flag You can use this function, for example,
ITY() in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to External IF(IS_EXTERNAL_ACTIVITY(
Activity. )=1;1;2)

If the selected item has the item cat-

egory External Activity then the value
the field that uses this formula is 1.
Otherwise, the value is 2.

IS_INTERNAL_ACTIV Calculation-Specific Internal Activity Flag You can use this function, for example,
ITY() in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Internal IF(IS_INTERNAL_ACTIVITY(
Activity. )=1;1;2)

If the selected item has the item cate-

gory Internal Activity then the value of
the field that uses this formula is 1.
Otherwise, the value is 2.

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Function Type Description Formula Example

IS_LIFECYCLE_VER- Calculation-Specific Lifecycle Version Flag You can use this function, for example,
SION() in "if" statements, as follows:
Returns 1 if this calculation ver-
sion was automatically generated IF(IS_LIFECYCLE_VERSION(
when calculating project lifecycle )=1;1;2)
costs.
If the calculation version is a manually
or automatically generated lifecycle
version, then the value in the field that
uses this formula is 1. Otherwise, the
value is 2.

IS_MATERIAL() Calculation-Specific Material Flag You can use this function, for example,
in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Material. IF(IS_MATERIAL()=1;1;2)

If the selected item has the item cat-

egory Material then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

IS_NOT_NULL(expr1 General Checks Non-Null Value IF(IS_NOT_NULL($QUANTITY_

) FOR_ONE_ASSEMBLY);$TOTAL_
Returns true if the field refer-
enced in (expr1) has a value. COST/
$QUANTITY_FOR_ONE_ASSEMBL
Y;0)

You can use this function to prevent

division by an undefined value.

IS_NULL(expr1) General Checks Null Value IS_NULL($TARGET_COST)

Returns true or false depending

on whether the field referenced in
(expr1) has a (null) value.

IS_PROCESS() Calculation-Specific Process Flag You can use this function, for example,
in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Process. IF(IS_PROCESS()=1;1;2)

If the selected item has the item cat-

egory Process, then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

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 Function Type Description Formula Example

IS_REFERENCED_VER Calculation-Specific Referenced Version Flag You can use this function, for example,
SION() in "if" statements, as follows:
Returns 1 if the category of the
current item is set to Referenced IF(IS_REFERENCED_VERSION(
Version. )=1;1;2)

If the selected item has the item cat-

egory Referenced Version then the
value of the field that uses this for-
mula is 1. Otherwise, the value is 2.

IS_RESOURCE_AND_T Calculation-Specific Resource and Tools Flag You can use this function, for example,
OOLS() in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Resources IF(IS_RESOURCES_AND_TOOL
and Tools. S()=1;1;2)

If the selected item has the item cat-

egory Resources and Tools then the
value the field that uses this formula
is 1. Otherwise, the value is 2.

IS_SUBCONTRACTIN Calculation-Specific Subcontracting Flag You can use this function, for example,
G() in "if" statements, as follows:
Returns 1 if the category of
the selected item is set to IF(IS_SUBCONTRACTING()=1;
Subcontracting. 1;2)

If the selected item has the item cat-

egory Subcontracting then the value
the field that uses this formula is 1.
Otherwise, the value is 2.

IS_TEXT_ITEM() Calculation-Specific Text Item Flag You can use this function, for example,
in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Text Item. IF(IS_TEXT_ITEM()=1;1;2)

If the selected item has the item cate-

gory Text Item then the value of the
field that uses this formula is 1. Other-
wise, the value is 2.

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Function Type Description Formula Example

IS_VARIABLE_ITEM( Calculation-Specific Variable Item Flag You can use this function, for example,
) in "if" statements, as follows:
Returns 1 if the category of the
selected item is set to Variable IF(IS_VARIABLE_ITEM()=1;1
Item. ;2)

If the selected item has the item cate-

gory Variable Item then the value the
field that uses this formula is 1. Other-
wise, the value is 2.

LEFT(expr1;expr2) General Left-Side Characters LEFT($DOCUMENT_ID;3)

Returns the requested number of Assume the document ID is DOC123.

characters (expr2) from the left The formula will return DOC.
side of a string (expr1).

 Note
Only text fields can be used
for (expr1). For example,
LEFT($QUANTITY;3) would
not return a value.

LENGTH(expr1) General String Length LENGTH($DOCUMENT_ID)

Returns the number of charac- For example, if the length of the docu-
ters of a string (expr1). ment ID is 12, then the result of the
formula is 12.

LN(expr1) General Natural Logarithm LN(3) =

Returns the natural logarithm of

1.09861228866810969139…
a number. The natural logarithm
uses Euler’s Number as a basis.

LOG(expr1;expr2) General Logarithm LOG(8;2) = 3

Returns the logarithm of a

number (expr1)to the base
(expr2) you specify.

LOOKUP_CURRENCY_V Calculation-Specific Looks Up Currency Value in Table LOOKUP_CURRENCY_VALUE(($C

ALUE(expr1;expr2; OLUMN1=$PLANT_ID;$COLUMN2
Similar to LOOKUP_VALUE, =$VENDOR_ID);
expr3)
but with support of (('#PT1';'#VD1';20[EUR]);
VALUE[CURRENCY] notation ('#PT2';'#VD1';40[USD]);
for all return values. ('#PT3';'#VD1';50[USD]));
0[EUR])

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 Function Type Description Formula Example

LOOKUP_UOM_VALUE( Calculation-Specific Looks Up Unit of Measure Value LOOKUP_UOM_VALUE(($COLUMN

expr1;expr2;expr3 in Table 1=$PLANT_ID;$COLUMN2=$VEN
)
DOR_ID);
Similar to LOOKUP_VALUE, but (('#PT1';'#VD1';30[KM]);
with support of VALUE[UOM] ('#PT2';'#VD1';56[KM]);
notation for all return values. ('#PT3';'#VD1';15[KM]));
0[KM])

LOOKUP_VALUE(expr Calculation-Specific Looks Up Value in Table LOOKUP_VALUE(($COLUMN1=$P

1;expr2;expr3) LANT_ID;$COLUMN2=$VENDOR_
Returns a value from those given ID);(('#PT1';'#VD1';3);
by (expr2), depending on the ('#PT2';'#VD1';1);
match of all conditions in the list ('#PT3';'#VD1';5));0)
given by (expr1); otherwise, de-
fault value (expr3).

MANUAL_VALUE(expr Calculation-Specific Manual Value MANUAL_VALUE($TARGET_COST

1) )
Returns the manual value for ref-
erence by (expr1) if defined; oth- If the standard field Target Cost fea-
erwise 0. tures a custom formula and a manual
value has been also been added, the
manual value is returned.

MATCH( expr1; Calculation-Specific Checks for match MATCH(CUST_MBV;

expr2) CUST_OBJ_DEPENDENCY)
Checks in expr1, whether there is
a match based on the regular ex-
pression from expr2

MAX(expr1;expr2) General Maximum MAX(2.71;2.17) = 2.71

Returns the bigger number

MID(expr1;expr2;expr General Characters from String MID($DOCUMENT_ID;2;3)

3) Assume the document ID is DOC123.
Returns the requested number
(expr3) of characters from the The result of the formula will be OC1.
left side index (expr2) of a string
(expr1).

MIN(expr1;expr2) General Minimum MIN(2.71;2.17) = 2.17

Returns the smaller number.

MOD(expr1;expr2) General Modular MOD(2.31;2) = 0.31

Returns the remainder after num-

ber (expr1) is divided by divisor
(expr2).

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Function Type Description Formula Example

MONTH(expr1) General Month of Date MONTH($Version.VALUATION_

Returns the month of date given

DATE)
by expr1.

NOT(expr1) General Logical Not NOT(TRUE()) = 0

Inverts the boolean. NOT(FALSE()) = 1

Returns 1 if condition (expr1) is

false

Returns 0 if condition (expr1)

is true.

OR(expr1;expr2) General Logical Or OR(TRUE() ; TRUE()) = 1

Returns 1 if one or both of the OR(TRUE() ; FALSE()) = 1

conditions (expr1), (expr2)
are true, otherwise 0.

PARENT(expr1;expr2) General Field Value of Parent Item PARENT(ROUND($PRICE_VARIA

Returns the value of the field or

BLE_PORTION);0)
expression specified by (expr1) This formula gets the rounded value of
for the parent of an item. If the the field Price (Variable) for
field is not found, or if it is not the parent of the current item.
valid for the category of the pa-
rent item, the default value speci-
fied by (expr2) is returned.

PARENT_NUMBER_OF_ Calculation-Specific Number of Children IF(PARENT_NUMBER_OF_CHILD

CHILDREN()
Returns number of children of the
REN()=1;'This is the only item un-
derneath the parent item'; 'There are
parent item.
other items underneath the parent
item.')

If the selected item in your calculation

version is the only one underneath its
parent item, the function returns 1.

PI() General Pi Constant PI() =

3.14159265358979323...
Returns the number 3.14...,
the mathematical constant pi.

POWER(expr1;expr1 General Exponentiation POWER(2;3) = 8

)
Returns the result of a num-
ber (expr1) raised to a power
(expr2).

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 Function Type Description Formula Example

RAW_VALUE(expr1) Calculation-Specific Raw Value RAW_VALUE(<field>) returns the pure

raw value stored in that field, ignoring
Returns the raw value for (expr1)
any UOM or CURRENCY conversions.
if defined, otherwise 0.

 Note
This function only makes sense
for use in custom fields that have
a unit of measure or currency.

REPLACE(exp1, General Replace For example:

expr2, expr3)
Replaces the first occurrence in REPLACE ('Testing REPLACE func-
(expr1) of (expr2) with (expr 3). tion, Testing REPLACE function';'Tes-
If (expr2) is not found in (expr1), ting';'Executing')
(expr1) returns to the original
Returns:
value.
'Executing REPLACE function, Testing
REPLACE function'

Another example:

REPLACE ('First place, second place

and First place again';'First';'Third')

Returns:

'Third place, second place and First

place again'

 Note
Everything you enter for this func-
tion is case sensitive.

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Function Type Description Formula Example

REPLACE_ALL(exp1, General Replace All For example:

expr2, expr3)
Replaces all occurrences in REPLACE_ALL('Testing REPLACE
(expr1) of (expr2) with (expr3). If function, Testing REPLACE func-
(expr2) is not found in (expr1), tion';'Testing';'Executing')
(expr1) returns to the original
Returns:
value.
'Executing REPLACE function, Execut-
ing REPLACE function'

Another Example:

REPLACE_ALL ('First place, sec-

ond place and First place
again';'First';'Third')

Returns:

'Third place, second place and Third

place again'

 Note
Everything you enter for this func-
tion is case sensitive.

RIGHT(expr1;expr2) General Right-Side Characters RIGHT($DOCUMENT_ID;3)

Returns the requested number of Assume the document ID is DOC123.

characters (expr2) from the right The formula will return 123.
side of a string (expr1).

 Note
Only text fields can be used
for (expr1). For example,
LEFT($QUANTITY;3) would
not return a value.

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288 PUBLIC Creating Custom Fields and Formulas
 Function Type Description Formula Example

ROLLUP(expr1;expr2) Calculation-Specific Rolls up the specified field. QUANTITY

+ ROLLUP('sum';$CUST_NO_FOR-
For (expr1), you must use the
MULA)
rollup function: SUM. For (expr2)
enter a field or combination of
 Note
functions and fields.
Rollup of Custom Fields

For more information distinguish-

ing the ROLLUP function from
rollup types, see Rollup of Custom
Field Values [page 267]

ROUND(expr1) General Rounded Value ROUND(2.5) = 3

Returns a number (expr1) ROUND(2.49) = 2

rounded up or down to the next
integer.
ROUND(-2.6) = -3

ROUND(expr1;expr2 General Rounded Value ROUND(2.5; 'KG') = 3

)
Returns a number (expr1)
rounded in the unit of measure
specified by (expr2) up or down
to the next integer.

ROUND(expr1;expr2 General Rounded Value ROUND(2.54564; 'KG' ; 2)

;expr3) = 2.55
Returns a number (expr1)
rounded in the unit of measure
 Note
(expr2) to a specified number
of digits (expr3), after the deci- If you're using only a roundup
mal point. function in a formula for a custom
field and a unit of measure is de-
fined for that custom field, the SI
conversion with the defined unit
of measure is applied on the final
result of the formula (i.e. after the
roundup function).

ROUNDDOWN(expr1) General Rounded-Down Value ROUNDDOWN(2.76) = 2

Returns a number (expr1)

rounded down to the next integer.

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Function Type Description Formula Example

ROUNDDOWN(expr1;e General Rounded-Down Value ROUNDDOWN(2.76;1) = 2.7

xpr2)
Returns a number (expr1)
rounded down to a specified
number of digits (expr2), after
the decimal point.

ROUNDDOWN(expr1;e General Rounded-Down Value ROUNDDOWN(2.76 ; 'KG' ;

xpr2;expr3) 1) = 2.7
Returns a number (expr1)
rounded down in the unit of
measure (expr2) to a specified
number of digits (expr3), after
the decimal point.

ROUNDUP(expr1) General Rounded-Up Value ROUNDUP(2.21) = 3

Returns a number (expr1)

rounded up to the next integer.

ROUNDUP(expr1;exp General Rounded-Up Value ROUNDUP(2.71;1) = 2.8

r2)
Returns a number (expr1)
rounded up to a specified number
of digits (expr2), after the deci-
mal point.

ROUNDUP(expr1;exp General Rounded-Up Value ROUNDUP(2.71; 'KG' ; 1) =

r2:expr3) 2.8
Returns a number (expr1)
rounded up in the unit of measure
(expr2) to a specified number
of digits (expr3), after the deci-
mal point.

SIGN(expr1) General Sign SIGN(2.71) = 1

Returns 1 if the number is posi- SIGN(0) = 0

tive.
SIGN(-2.71) = -1
Returns zero 0 if the number is 0.

Returns -1 if the number is nega-

tive.

SQRT(expr1) General Square Root SQRT(4) = 2

Returns a positive square root.

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 Function Type Description Formula Example

TO_DECIMAL (expr General To Decimal TO_DECIMAL ('4000,23') =

1) 4000.23
Converts a string value (expr1) to
a decimal value. Returns zero (0),
if the string cannot be converted.
Note that both a comma (,) and
period (.) are interpreted as deci-
mal separators. Thousands sepa-
rators are not supported. For ex-
ample, 4,000,23 returns zero (0).

TRUE() General True TRUE() = 1

Returns 1.

UOM(expr1) Calculation-Specific Unit of Measure

Returns the unit of measure of

(expr1).

XOR(expr1;expr2) General Exclusive Or XOR(TRUE() ; TRUE()) = 0

Returns 1 if exactly one of the XOR(TRUE() ; FALSE()) = 1

conditions (expr1), (expr2) is
true, otherwise 0.

YEAR(expr1) General Year of Date UOM($CUST_DECIMAL_TEST)

returns the unit of
Returns the year of the date given measure for custom field
by (expr1). $CUST_DECIMAL_TEST.

Related Information

Using the Formula Editor [page 272]

Adding a Formula to a Custom Field for Items [page 291]
Adding a Formula to a Standard Field [page 294]

14.1.5.5 Adding a Formula to a Custom Field for Items

You can also use a formula to calculate the value of a custom field for items or to store an external link in a
custom field.

For example, you can apply a formula to calculate the exact measurement, volume, or quantity of an item. You
can use other standard or custom fields in your formula. You can also add a rollup type to fields that use the
formula.

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You can add formulas to fields with the following data types:

• Integer
• Decimal
• Text
• Link

Context

You would like to add a formula to a custom field to calculate its value.

Alternatively, you would like to store an external link in a custom field which can then be accessed in the
Calculation view.

Prerequisites

• You have sufficient authorizations to edit custom fields and formulas.

• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculations versions are closed.

 Note

This task only describes how to add a formula to an existing custom field. The steps below assume that you
have already created a custom field with the data type Integer, Decimal, Link, or Text.

Steps

1. Go to Administration Extensibility Custom Fields for Items .

2. In the ribbon, choose Edit and then choose a custom field.
3. Under Rollup and Formula select the Field Value is Calculated Using Formula checkbox.
4. Select the item categories for which the custom field will use the formula.

 Note

• You can only use the formula for item categories where the field is shown. This means that the item
category must be selected under Show for Item Categories in order to select it under Use for Item
Categories.
• For additional help selecting item categories, see Selecting Item Categories for Custom Fields with
Formulas [page 293].

5. [Optional]: Add a comment to describe what the formula does.

This is for your reference only and is only visible when working in the formula editor.

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 6. Add a formula using the formula editor.
Note that the formula editor is only available if you select the Field Value is Calculated Using Formula
checkbox.
7. Save your changes.

Result

Your changes take effect when you restart the application. The custom field is now calculated using the formula
that you have entered. You can also add a rollup type to a field that uses a formula.

Related Information

Selecting Item Categories for Custom Fields with Formulas [page 293]
Formulas for Custom Fields for Items and Standard Fields [page 272]
Using the Formula Editor [page 272]
Operators Available in the Formula Editor [page 274]
Functions Available in the Formula Editor [page 276]
Adding a Rollup Type to Custom Fields for Items [page 270]

14.1.5.5.1 Selecting Item Categories for Custom Fields with

Formulas

When using custom fields with formulas, some requirements apply concerning the item categories used. In
some cases, the item categories used for the custom fields must be identical.

You select item categories for a custom field under Extensibility Custom Fields for Items <custom field>
Use for Item Categories .

 Example

Assume the following custom fields are used in the following item categories:

• CUST1: Material and Internal Activity

• CUST2: Material and Process
• CUST3: Material and Internal Activity.

• Formulas with Multiple Custom Fields - If your formula uses multiple custom fields, the custom fields
must all be used for the same item categories. Using the example above, this means that:
• If CUST1 uses the formula $CUST2+$CUST3, the formula will not work because CUST1 and CUST2 are
selected for use in different item categories.
• If CUST 1 has the formula +$CUST3+7, the formula will work because CUST1 and CUST3 are selected
for use in the same item categories.

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• Formulas with IF-Statements - If multiple custom fields are used in a formula beginning with an IF-
statement, the custom fields in the formula must have one or more item categories in common. Using the
example above, this means that:
• The formula IF( 1 = 1 ; $CUST2 + $CUST3; default_value) works because CUST2 and
CUST3 have at least one item category in common - Material.
• Formulas using PARENT or ANCESTOR Functions - When using custom fields in PARENT or ANCESTOR
functions, the item category is not relevant. You can use different custom fields with different categories in
these formulas.

14.1.5.6 Adding a Formula to a Standard Field

You can use formulas to calculate values for standard fields. For example, to produce a wood table, you can
overwrite the standard field Quantity with a formula. The formula could then calculate the amount of wood
needed to manufacture a table based on custom fields like width, height, and depth for material items.

You can create and use formulas for the standard fields shown under Administration Extensibility
Standard Fields with Formula .

Context

You would like to use a formula to calculate the value of a standard field that allows formula-based calculation.
You can add formulas to the following standard fields:

• Base Quantity
• Lot Size
• Price (Fixed)
• Price Unit
• Price (Variable)
• Quantity
• Target Cost
• Item Key

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

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Steps

1. Go to Administration Extensibility Standard Fields with Formula .

This shows you a list of available standard fields.
2. Choose the standard field to which you would like to add a formula, and continue under Formula.
3. Select the Field Value is Calculated Using Formula checkbox.
4. Select the item categories for which the field will use the formula.

 Note

You can only use the formula for item categories where the field is shown. This means the item
category must be selected under Show for Item Categories in order to select it under Use for Item
Categories.

5. [Optional]: Add a comment to describe what the formula does.

This is for your reference only and is only visible when working in the formula editor.
6. Add a formula using the formula editor.
Note that the formula editor is only available if you select the Field Value is Calculated Using Formula
checkbox.
7. Save your changes to activate them in the system.

Result

Your changes take effect when you restart the application. The standard field is now calculated using the

formula that you have entered, and the symbol is displayed at the left of the field to show that it is
calculated by formula.

Related Information

Formulas for Custom Fields for Items and Standard Fields [page 272]
Using the Formula Editor [page 272]
Operators Available in the Formula Editor [page 274]
Functions Available in the Formula Editor [page 276]

14.1.5.7 Modifying a Formula

You can modify a formula that you have added to a custom field or standard field.

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Context

You would like to make changes to a formula that is used in a standard field or a custom field.

Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Steps

1. Select the field that contains the formula you want to modify.
• If the formula you want to modify is in a custom field, go to Administration Extensibility and
choose Custom Fields for Items.
• If the formula you want to modify is in a standard field, go to Administration Extensibility and
choose Standard Fields with Formula.
2. Make sure the Field Value is Calculated Using Formula checkbox is activated.
3. [Optional]: Select any additional item categories where the field using the formula will appear.
4. [Optional]: Modify the comment describing what the formula does.
This is for your reference only and is only visible when working in the formula editor.
5. Enter a new formula using the formula editor.
6. Choose Save to activate your changes.

Result

The formula is available in the field where you saved it when you restart the application. Note that the modified
formula is used in both new and old calculation versions that include this field.

14.1.5.8 Deactivating a Formula

You can deactivate a formula that you have added to a custom field or standard field.

Context

You would like to stop using a formula in a standard field or a custom field.

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Prerequisites

• You have sufficient authorization to work with custom fields and formulas.
• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Steps

1. Select the field that contains the formula you want to deactivate.
• If the formula you want to deactivate is in a custom field, go to Administration Extensibility ,
choose Custom Fields for Items and select a field.
• If the formula you want to deactivate is in a standard field, go to Administration Extensibility ,
choose Standard Fields with Formula and select a field.
2. Deselect the Field Value is Calculated Using Formula checkbox.
3. Choose Save to activate your changes in the system.

Result

The formula is no longer used in the field when you restart your application. Note that the formula has been
removed from this field for all old and new calculation versions using this field.

14.1.6 Calculated Values for Custom Fields for Items and

Standard Fields

The values for custom fields and certain standard fields can be calculated using a formula or rollup. If this is the
case, a symbol is displayed on the left of the field in the table and side panel in the Calculation view.

A tooltip for the symbol or the value provides the following additional information about the value:

• Calculation type
• Calculated value
• Manual value, if one has been entered

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Values Calculated Using a Formula

If a standard field or a custom field uses a formula, then you can overwrite the calculated value manually. The
symbol next to the field provides a drop-down menu. You can use the menu to toggle between the manual value
and the formula-based value, as follows:

Calculation Type What It Means

The value of the custom field or standard field is calculated

Formula-Based using a formula.

This is allowed for the standard fields shown un-

der Administration Extensibility Standard Fields with

Formula .

The value of the custom field or standard field is entered

Manual Value manually. This symbol is only displayed for fields that are
also calculated using a formula.

Values Calculated Using Rollup

If a field value is rolled up, a symbol is also displayed at the left of the field in the table and side panel in the
Calculation view.

If a rollup type is applied to a field, then the field cannot be overwritten manually on assembly level. If a rollup
type is applied to a field for which a formula is also defined, then the rolled-up value takes precedence over the
value calculated by the formula in the Calculation view for any assembly items.

If standard rollup is used, the field value is calculated by the calculation engine and is based on the rolled-up
value of all of the active subitems in the assembly. This applies only for standard fields (for example, Price (Fix)
and Price (Variable).

Other special types of rollup for custom fields are indicated as follows:

Rollup Type for Custom Fields What It Means

Determines the minimum value of all active subitems in the

Minimum assembly.

Determines the maximum value of all active subitems in the

Maximum assembly.

Determines the value of the custom field based on the rol-

Sum led-up value of all of the active subitems in the assembly.

Calculates the average value for all active subitems in the

Average assembly.

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 Rollup Type for Custom Fields What It Means

Calculates the number of active subitems that have the item

Count category for which the field is shown in the assembly. For
example, you can use this to find out how many material
items are assigned to each plant involved in production.

14.1.7 Units of Measure and Currencies for Custom Fields for

Items

When you create a custom field that has the data type Decimal, you must specify whether the field needs a unit
of measure, a currency, or none. If the field needs a unit of measure, you must select a unit of measure as the
default value of the custom field. If the field needs a currency, the reporting currency for the calculation version
in which the field appears is used as the default currency.

Unit of Measure

If your custom field needs a unit of measure, you must select one when you create the field. This unit of
measure is a default value only. This has the following effects:

• In all existing calculation versions, the unit of measure is set for the field in the selected item categories
• If you create a new item using one of the selected item categories, the unit of measure is also used.

You can change the unit of measure for an existing custom field even after saving in the Administration view.
This has the following effects:

• The new default unit of measure does not change existing values in items that already use this custom
field.
• The new unit of measure is only used as a default unit of measure for items that do not yet have a value.
• If you also select additional item categories for the custom field, the new unit of measure is used as the
default unit of measure for the field in all existing calculation versions for the newly-added item categories.

Currency for a Custom Field

If your custom field needs a currency, you select the Currency option when you create the field. However, the
currency used is not specified as part of your custom field. Instead, the reporting currency for the calculation
version in which the field appears is used as the default currency. This has the following effects when you save
your custom field:

• As usual, the custom field is shown for each selected item category used in existing calculation versions.
• The currency for the custom field is initially set to the reporting currency for the calculation version to
which the item belongs.

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This means that the same custom field may have different initial currencies in different calculation versions,
depending upon the reporting currency.

Related Information

Conversion of Units of Measure [page 300]

Conversion of Currencies [page 301]

14.1.7.1 Conversion of Units of Measure

If a field with a unit of measure assigned is calculated by a formula, the calculation engine converts the final
formula result to the unit of measure assigned to the field in the calculation version.

If the formula used to calculate a custom field or standard field contains fields valued with different units of
measure, the SI base unit for the corresponding dimension is always used during the calculation and all units of
measure are converted to the appropriate SI base unit. For example, meter is always used for length; second is
always used for time, and so on.

 Example

You have created a custom field for depth (CUST_DEPTH). The formula assigned uses additional custom
fields for length and width. All three custom fields have units of measures assigned.

The formula reads as follows:

IF($CUST_LENGTH<=0.5; $CUST_WIDTH;1)

Assume the following:

• You are working with one specific item in a calculation version.

• The unit of measure for CUST_DEPTH is set to decimeters.
• The unit of measure for CUST_LENGTH is set to millimeters.
• The unit of measure for CUST_WIDTH is set to centimeters.

The formula result for the CUST_DEPTH field is calculated as follows:

1. Units of measure for included fields are converted.

The calculation engine converts the value of each field contained in the formula into their respective SI
base unit of measure. The SI base unit for length and width is the meter (m). Therefore, the calculation
engine converts the values for fields CUST_WIDTH and CUST_LENGTH from millimeters and centimeters
into meters.
This means that:
• If 1 mm is entered for $CUST_LENGTH, the calculation engine converts the value to 0.001 m.
• If 1 cm is entered for $CUST_WIDTH, the calculation engine converts the value to 0.01 m.
2. The formula is calculated.
• If the value for CUST_LENGTH is less than or equal to 0.5 meters (assuming you enter a unit of
measure in the calculation version for the dimension length), then the value in CUST_WIDTH is used as
the value for CUST_DEPTH.

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 • If the value for CUST_LENGTH is greater than 0.5 meters, then the value for CUST_DEPTH, is set to 1.
The 1 is converted to the unit of measure assigned to CUST_DEPTH.

This gives you the following results for the example above:

• CUST_LENGTH is converted to 0.001 meters. This is less than 0.5 meters. Therefore, the converted value
of CUST_WIDTH is 0.01 meters.
• As CUST_DEPTH is calculated using decimeters, 0.01 meters is ultimately converted into 0.1
decimeters, which is the value shown for CUST_DEPTH in the Calculation view.

Manual Change of Unit of Measure at Field Level

In the Calculation view, you can select a different unit of measure for CUST_DEPTH or for any of the fields
included in the formula used. If you do this, the formula is recalculated according to the process described
above, and the value of the CUST_DEPTH field is converted to the new unit of measure.

Related Information

Units of Measure and Currencies for Custom Fields for Items [page 299]
Conversion of Currencies [page 301]

14.1.7.2 Conversion of Currencies

Formulas used to calculate custom fields and standard fields can contain additional fields with different
currencies. The calculation engine converts the currency for these fields to the currency assigned to the field.

 Example

You create a custom field CUST_DEV with the data type Decimal to represent the deviation between the
fields TOTAL_COST and TARGET_COST. This data type is defined with currency.

The custom field uses the following formula:

$TOTAL_COST – $TARGET_COST

Assume the total cost is expressed in USD, the target cost is expressed in CAD, and the CUST_DEV field has the
currency EUR assigned. The calculation engine converts total cost and target cost to EUR before calculating
the value of CUST_DEV.

If you change the currency for CUST_DEV to USD, the calculation engine converts the total cost and target cost
to USD in order to recalculate the formula and provide a value in CUST_DEV in USD.

 Note

You can also use formulas that include fields with currencies and use them to calculate fields without
currencies. In this case, all fields with currencies are converted to the reporting currency during calculation.

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Related Information

Units of Measure and Currencies for Custom Fields for Items [page 299]
Conversion of Units of Measure [page 300]

14.2 Custom Fields for Master Data

As part of extensibility in SAP Product Lifecycle Costing, you can create custom fields at master data level.
These custom fields allow you to enrich certain master data categories with additional information to meet
your business needs.

You can manage these fields and their values at master data level in the Administration view and use them at
item level in your calculation versions in the Calculation view.

 Note

A combined maximum of 100 custom fields at item or master data level is recommended. For more
information, see Optimizing Performance [page 44].

Master Data Categories

When you create a custom field for master data, you first select the master data category for the field. You can
create checkbox, integer, decimal, text, link, and date fields for the following master data categories:

• Activity prices
• Cost centers
• Material prices
• Materials (general data)
• Materials (plant-specific data)
• Work centers

The selected master data category also determines the following:

• The item categories that display the field.

• The side panel group to which the field is added in Item Details in calculation versions.

Each master data category applies for a fixed set of item categories and one side panel group. These settings
are predefined.

For example, assume that you create a custom field for cost centers. In calculation versions, your field is shown
for the item categories Internal Activity and Variable Item. When implemented, the field is shown as the last
field in the Organization side panel group under Item Details.

You create these custom fields under Administration Extensibility Custom Fields for Master Data .

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Where Are Custom Fields for Master Data Displayed?

After you save a new custom field and restart the application, the following occurs:

• The field is shown in the Administration view for entries in the selected master data category.
For example, if you've created a custom field for cost centers, this new field is available in each of the cost
centers defined in your system.
• In existing calculation versions in the Calculation view, you'll find the custom field in the relevant item
categories for the selected master data category in the corresponding side panel group.
Using the example of a custom field for cost centers, the custom field is shown for the item categories
Internal Activity and Variable Item and is placed as the last field in the Organization group in the side panel.
The field is also shown when you create new items that use these item categories.

Using Custom Fields for Master Data in Items

When a custom field is used in items for calculation versions, it works like other fields at master data level. Any
value entered for the custom field at master data level provides the default value for new items in calculation
versions if the master data entry is used.

 Note

If you change the value for a custom field at master data level, items in existing calculation versions are not
changed automatically. To make sure that an existing calculation version has the latest master data values,
you can use the Update Master Data button or, in the case of material prices, trigger price determination.

 Note

When a custom field for master data is used in a calculation version at item level, the field is editable.

14.2.1 Creating Custom Fields for Master Data

You can create custom fields for certain master data categories.

Prerequisites

• You have sufficient authorization to work with custom fields.

• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

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Context

You would like to create a field for a master data category. You can choose from the following master data
categories:

• Activity Prices
• Cost Centers
• Material Prices
• Materials (General Data)
• Materials (Plant-Specific Data)
• Work Centers

 Note

Each master data category applies for a fixed set of item categories and one side panel group. These
settings are predefined.

For example, if you create a custom field for cost centers, the field is used for the item categories Internal
Activity and Variable Item. In calculation versions using these categories, the field is added as the last
field in the Organization group in the side panel. The relevant item categories are shown as display-only
information when you access your custom field for master data under Custom Fields for Items in the
Administration view

Procedure

1. Go to Administration Extensibility Custom Fields for Master Data .

2. In the ribbon, choose Edit, and then Add.
3. Select a master data category.
4. Enter a technical name.
• Each custom field automatically receives a prefix that corresponds to the master data type. For
example, custom fields for cost centers receive the prefix CCEN_.
• Blanks and special characters are not allowed.
• You cannot change the technical name after saving the field.
5. Enter a display name and display description for the relevant logon languages.
• The display name is the field label that you want to appear on the user interface.
• The display description is the tooltip that is shown for the field.

If you do not enter a display name for a logon language, the technical name is shown for the field label and
tooltip. If you enter a display name and no description, the display name is also used for the tooltip.
6. Select one of the following data types for your field:

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 Data Type Description

Checkbox The field provides a checkbox. If the checkbox is activated,

the value is set to 1. If the checkbox is not activated, the
value is set to 0.

Decimal Field value consists of whole numbers, both negative and

positive, including 0 (zero).

Integer Field value consists of fractions, both negative and posi-

tive.

Text Field allows you to enter any combination of letters, num-

bers, or symbols. The maximum length of the resulting
text field is set to 5000 characters.

Date Field provides a calendar for picking out a date and allows
you to enter a date manually.

Link Field contains a valid hyperlink.

You cannot change the data type after saving the field.

7. If you have selected the data type Link, do the following:

• Under Default Value, enter a valid hyperlink.

 Note

Valid hyperlinks:
• Begin with http, https, ftp, or ftps.
• Do not include spaces.

 Example

• http://website.com/path/to/page
• ftp://ftp.xyz.com
• https://www.test.com:8080?id=1

8. If you have selected the data type Decimal, do the following:

• Specify whether the field requires a unit of measure, a currency, or neither. You cannot change this
selection after saving.
• If the field needs a unit of measure or a currency, select one in the field next to Default Value. This is
mandatory, but you can change this value at any time.
9. [Optional]: Enter a default value for the field.

This default value is used when you create a new entry in the selected master data area in the
Administration view. For example, if you provide a default value for a custom field for cost centers, this
default value is used in the field when you create a new cost center.
10. Save your changes.

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 A dialog informs you that this will cause changes in existing calculation versions that use the item
categories selected for the custom field.
11. Choose OK to confirm the changes.

Results

When you restart the application, the following occurs:

• Your new custom field is shown in existing entries and in new entries in the respective master data area.
• The custom field is shown for items belonging to the item categories that are relevant for the master data
category, both for existing items and when creating new items.
• Your custom field for master data is also shown under Custom Field for Items in the Administration view.
Here you also see the relevant item categories and display group for the side panel. However, to make any
changes in these fields, you must choose Custom Fields for Master Data.

14.2.2 Modifying Custom Fields for Master Data

If you need to modify a custom field for master data, you can change some information.

Prerequisites

• You have sufficient authorization to work with custom fields.

• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Context

You can change the following for existing custom fields for master data:

• Display names and descriptions

• Default value
• Currency or unit of measure, if your custom field has one.

All other settings for the custom field become display-only after saving and can no longer be changed.

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Procedure

1. Go to Administration Extensibility Custom Fields for Master Data .

2. In the ribbon, choose Edit.
3. Open the details for the fields and make any allowed changes.
4. Save your changes.

A dialog informs you that you've made changes to an existing custom field and that this will lead to
changes in calculation versions that already use this field.
5. Choose OK to confirm.

Results

The modified custom field is available when you restart the application. Note that master data entries using the
custom field now use the modified version of the custom field. This means that if you have changed the display
name, for example, these changes are applied to all old and new master data entries that use this field and to
item categories that are relevant for the master data category.

14.2.3 Deleting Custom Fields for Master Data

You can delete a custom field for master data if you no longer need it.

Prerequisites

• You have sufficient authorization to work with custom fields.

• All other users are logged off your SAP Product Lifecycle Costing system.
• All calculations and calculation versions are closed.

Context

You would like to delete a custom field so that it is no longer used in new and existing master data and
calculation versions.

 Note

All data that was maintained in this custom field to date will be deleted from all existing master data entries
and calculation versions. You will no longer be able to access this data.

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Procedure

1. Go to Administration Extensibility Custom Fields for Master Data .

2. In the ribbon, choose Edit.
3. Choose the field to be deleted and then choose Delete.
4. Save your changes and restart the application.

Results

The custom field is no longer shown after you restart your application. All data that was maintained in this
custom field is deleted, and the field is removed from the list of custom fields in the Administration view, both
under Custom Fields for Master Data and Custom Fields for Items.

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15 Importing BOMS, Routings, Document
Structures, and Costing Structures

You can import data for use in your costing structures in SAP Product Lifecycle Costing. Once an import is
complete, dependent field values are set and account determination and price determination are triggered.

 Note

Your system administrator can configure the maximum number of items you can import from SAP ERP or
Microsoft Excel. We recommend costing structures with no more than 30,000 items. For more information,
see Optimizing Performance [page 44].

The following sections provide information about importing data from SAP ERP and Microsoft Excel:

• Connecting to an SAP ERP System [page 309]

• Selecting a Level of Import from SAP ERP [page 310]
• Importing BOMs and Routings from SAP ERP [page 310]
• Importing Document Structures from SAP ERP [page 314]
• Importing Costing Structures from Microsoft Excel [page 316]

15.1 Connecting to an SAP ERP System

To import data, SAP Product Lifecycle Costing must be connected to your SAP ERP system. If you are
connected to more than one SAP ERP system, you can select a system when opening the import dialog.

 Note

To import document structures, you must have installed SAP ERP 6.0 EHP 7 or higher.

Your system administrator can enable Single Sign-On for SAP ERP. For more information, see
theAdministrator's Guide for SAP Product Lifecycle Costing available on SAP Help Portal at http://
help.sap.com/plc.

If Single Sign-On is not enabled, you will need a user and password to log in. You can import data from the
system into which you are logged, as often as necessary until you terminate the session.

Related Information

Selecting a Level of Import from SAP ERP [page 310]

Importing BOMs and Routings from SAP ERP [page 310]
Importing Document Structures from SAP ERP [page 314]

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15.2 Selecting a Level of Import from SAP ERP

You can import data for an entire calculation version or for a single item in a costing structure in SAP Product
Lifecycle Costing.

You determine the level at which you want to import by selecting an item in the costing structure of a
calculation version:

• To import data for an entire calculation version, you must select the root item at version header level.
• To import data for a specific item in your costing structure, you must select an item or assembly.

 Note

You can only import BOMs and routings from SAP ERP into items with the category Material. You
can only import document structures into items with the category Document. No other options are
available in the Import command.

The imported data then replaces the selected item along with any subitems belonging to the selected item in
the costing structure.

15.3 Importing BOMs and Routings from SAP ERP

If you want to use data from your SAP ERP system for calculation versions in SAP Product Lifecycle Costing,
you can import the data directly. Once an import is complete, dependent field values are set and account
determination and price determination are triggered.

You can import the following from SAP ERP:

• A multilevel, exploded bill of material (BOM) available for a specific material in SAP ERP
• A routing available for a specific material in SAP ERP

 Note

You can import one BOM explosion and routing at a time. You can specify the depth of the BOM
explosion using the import wizard. If a BOM and routing are both selected for import, the routing for the
selected material is imported as well as the routing for all contained materials.

If no routing is available on root item level, you can select Any Subordinated Routing. This allows you to import
all lower level routings for the subitems of the selected BOM, if any exist.

Item Categories for BOMs

When you import BOMs from SAP ERP, you can import all item categories except the following:

• C (Compatible Unit)

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• I (PM Structure Element)
• K (Class Item)

The remaining item categories in SAP ERP are handled as follows:

• Document items and text items are imported to SAP Product Lifecycle Costing as document items and text
items.
• All other item categories in SAP ERP are imported into SAP Product Lifecycle Costing as items with the
category Material.

 Note

You cannot change the item category of the items in a BOM or routing when you are importing them.
However, you can change the item category of the imported items manually after the import.

Item Categories for Routings

Routings are imported into SAP Product Lifecycle Costing with the following item categories:

• External Activity
• Process
• Subcontracting

Importing Activities

You can import activities even if an activity type is not assigned in SAP ERP. The quantity and unit of measure
must be provided in order to import an activity from SAP ERP.

There is a distinction between the fixed and variable parts of the standard values (for example, Setup, Machine,
Labor) in a routing operation. If a value greater than zero is entered for the fixed or variable parts of the
standard values in SAP ERP, an internal or external activity is created in SAP Product Lifecycle Costing, and the
following occurs:

• For items corresponding to the fixed portion of the standard value, the field Total Quantity Depends On is
set to Fixed Quantity.
• For items corresponding to the variable portion of the standard value, the field Total Quantity Depends On
is set to Assembly Quantity.

This means that items that are derived from standard values that have a variable portion are multiplied by the
total quantity. Items that only have a fixed portion are not.

External Activities

If a routing has either a net price or purchasing information record number maintained, it is created as an
external activity in SAP Product Lifecycle Costing. The price is set to manual price, the total quantity is
dependent on assembly quantity, and the account is set to the cost element of this external activity.

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  Note

This account must be available in the master data for SAP Product Lifecycle Costing in order for the import
to succeed.

Price determination and account determination are not triggered because no Material ID is filled.

Processes

Internal activities belonging to one routing operation are grouped together under one process. Each process
includes the name of the routing operation and work center ID to which the routing belongs. BOMs and
processes are imported on the same hierarchical level below the root item.

Importing Configurable Materials

If your import includes a configurable material, the maximum BOM and the maximum routing are exploded,
and all items are activated in the calculation version in SAP Product Lifecycle Costing. Materials that are
configurable are flagged as such in the Calculation view in the Item Details section in the side panel. Once the
import is finished, you can deactivate or delete items that are not relevant for cost rollup.

Importing Cost-Relevant and Phantom Materials

Items that are marked in SAP ERP as relevant for costing are automatically activated in SAP Product Lifecycle
Costing when imported. Phantom materials and items that are not marked in SAP ERP as relevant for costing
are also activated in SAP Product Lifecycle Costing by default. Materials that are Cost-Relevant in SAP ERP and
Phantom Materials have the corresponding settings in the Calculation view in the Item Details section in the
side panel. You can manually deactivate these items, if necessary, once the data has been imported.

Related Information

Steps for Importing BOMs and Routings [page 312]

Connecting to an SAP ERP System [page 309]
Selecting a Level of Import from SAP ERP [page 310]

15.3.1 Steps for Importing BOMs and Routings

You can import BOMs and routings from SAP ERP.

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Steps

Step 1: Open a calculation version and select an item

1. From the Cockpit, open an existing calculation or choose New to create a new one.
2. In the costing structure on the left, select the item to which you would like to import data.
This can be one of the following:
• The root item of the calculation version
• Any item or assembly in the calculation version with the category Material
3. In the ribbon at the top of the Calculation view, choose Import and then select Import BOM and Routing
from SAP ERP... in the drop-down menu.

Step 2: Log in to the SAP ERP system and search for a BOM and routing

1. If you are connected to more than one SAP ERP system, select a system.
2. Log in to the system.
• If Single Sign-On for SAP ERP is enabled, you are automatically logged in and can begin searching for
BOMs and routings.
• If Single Sign-On is not enabled, enter your SAP ERP user name and password.
The Import BOM and Routing from SAP ERP dialog opens.
3. Using the Selection Filter, search for BOMs and routings using a material number, plant, sales document,
and explosion date.
By default, these fields are automatically filled with data related to the item that you selected in the
Calculation view. The default value for the explosion date is set to the current date. You can edit these fields
before searching.

 Note

To import successfully, these entries must match an existing entry in SAP ERP.

4. [Optional] Under BOM Level Depth, enter the number of levels you want to explode.
5. Choose Search.
All relevant BOMs and routings are displayed.

Step 3: Select a BOM and/or routing to import

1. Choose one BOM and/or one routing that you want to import, then choose Next.
You can choose a single BOM, a single routing, or one of each.
2. [Optional] If no routing for a material exists on root item level but exists for one or more subitems, you
can select Any Subordinate Routing. This imports the lower-level routings belonging to the subitems of the
selected BOM.
3. Under Import status, the total number of items available for import is displayed. A message explains where
the imported data will appear. Any error messages are also shown here.
4. Choose Next to import the entries.

Result

If the import is successful, the dialog closes and the imported calculation structure is shown on the left in the
Calculation view.

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The imported data replaces the selected item and any subitems below the selected item in the costing
structure. If an error occurs during the import process, a message is shown in the import dialog.

Related Information

Importing BOMs and Routings from SAP ERP [page 310]

Connecting to an SAP ERP System [page 309]
Selecting a Level of Import from SAP ERP [page 310]

15.4 Importing Document Structures from SAP ERP

If you want to import documents from SAP ERP, you can import a multilevel explosion of a document structure
that is available for a document information record in SAP ERP into SAP Product Lifecycle Costing.

Once an import is complete, dependent field values are set and account determination and price determination
are triggered.

Item Categories for Document Structures

Documents in document structures are imported to SAP Product Lifecycle Costing as document items. Texts
are imported as text items. All other item categories in SAP ERP are imported as items with the category
Material.

 Note

You cannot change the item category of the items in a document structure when you are importing them.
However, you can change the item category of the imported items manually after the import.

Archived Documents

All document structures, including document structures that are archived in SAP ERP are activated and
thereby considered in the calculation when imported into SAP Product Lifecycle Costing. Archived documents
are marked as Archived in the Calculation view in the Item Details section of the side panel. You can deactivate
archived documents, and thereby exclude them from the calculation, after you have completed the import.

Related Information

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314 PUBLIC Importing BOMS, Routings, Document Structures, and Costing Structures
Steps for Importing Document Structures [page 315]
Connecting to an SAP ERP System [page 309]
Selecting a Level of Import from SAP ERP [page 310]

15.4.1 Steps for Importing Document Structures

You can import document structures from SAP ERP into your SAP Product Lifecycle Costing system, as
follows:

Steps

Step 1: Open a calculation version and select an item

1. From the Cockpit, open an existing calculation version or choose New to create a new one.
2. In the costing structure on the left, select the item to which you would like to import data.
This can be one of the following:
• The root item of the calculation version
• Any item or assembly (item with subitems) in the calculation version that has the item category
Document
3. In the ribbon at the top, choose Import and then select Import Document Structure from SAP ERP... in the
drop-down menu.

Step 2: Log in to the SAP ERP system and search for a document structure

1. If you are connected to more than one SAP ERP system, select a system.
2. Log in to the system.
• If Single Sign-On for SAP ERP is enabled, you are automatically logged in and can begin searching for
document structures.
• If Single Sign-On is not enabled, enter your SAP ERP user name and password
The Import Document Structure from SAP ERP dialog opens.
3. Using the Selection Filter, search for a document structure to import. You must enter a document type and
a document number.
If you have selected an item in your costing structure that already contains this information, these fields
are filled automatically. You can change the entries for these fields before executing your search.

 Note

These entries must match an existing entry in SAP ERP to be imported successfully.

4. Change the entries for these fields if necessary, and choose Search.
5. A list of all relevant document structures is displayed.

Step 3: Select a document structure to import

1. Choose the document structure that you want to import, then choose Next.

 Note

You can only choose one document structure at a time.

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 Under Import Status, the total number of items available for import are displayed. A message explains
where the imported data will be added. Any error messages are also shown here.
2. Choose Next to import the entries.

Result

If the import is successful, the imported document structure is shown in the Calculation view. The imported
data replaces the selected item and any existing items below the selected item in the costing structure. If an
error occurs during the import process, a message is shown in the import dialog.

Related Information

Importing Document Structures from SAP ERP [page 314]

Connecting to an SAP ERP System [page 309]
Selecting a Level of Import from SAP ERP [page 310]

15.5 Importing Costing Structures from Microsoft Excel

You can create a Microsoft Excel file and use to import a costing structure, which includes a bill of material and
routing, into an open calculation version in SAP Product Lifecycle Costing. You can use the Microsoft Excel file
that you have created to import data into a new calculation version, as well as to replace items or assemblies in
an existing calculation version.

You can import one costing structure with 32 levels and up to 30,000 items at a time. Note, you can increase
or decrease this number depending on system performance. The maximum import limit is configured in the
Administration view. We recommend overall costing structures with no more than 30,000 items.

You can import the costing structure to any level in your existing calculation version. Once an import is
complete, dependent fields are set and account determination and price determination are triggered, unless
disabled.

 Note

• You can import values for all editable, standard fields and all custom fields in SAP Product Lifecycle
Costing.
• You can import prices for all non-assembly items (items without subitems). Price determination is
triggered for all items except those that have price determination disabled in the import template or in
the calculation version.
• Accounts can be imported for item categories that do not support automatic account determination
and for all items that have account determination disabled. If your Microsoft Excel file contains item
categories that support automatic account determination (for example, for Material or Document), and
the automatic account determination is not disabled, accounts for these items are set by automatic
account determination after import.

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 • Temporary values are not allowed for Document Type, Material Type, Material Group, Overhead Group,
or Valuation Class.
• The program imports all of the items included in the Microsoft Excel file that you have created using the
template. If there are items that you do not want to import, you should remove these items from your
Microsoft Excel file before you begin the import process.

Related Information

Steps for Importing Costing Structures from Microsoft Excel [page 317]
Field Requirements for the Microsoft Excel Template [page 318]
Importing Values for Custom Fields [page 334]
Importing Values for Standard Fields [page 343]
Creating an Import File Using the Microsoft Excel Template [page 344]

15.5.1 Steps for Importing Costing Structures from Microsoft

Excel

You can import costing structures, including bills of materials and routings, into an open calculation version in
SAP Product Lifecycle Costing.

Prerequisites

You have created a Microsoft Excel import file using the Microsoft Excel template.

For more information about how to create an import file, see the link to Creating an Import File Using the
Microsoft Excel Template below.

Steps

1. From the Cockpit, open a calculation version or choose New, then New Version, to create a new one.
2. In the costing structure on the left in the Calculation view, select an item into which you would like to import
data.
3. In the ribbon on the top left of the Calculation view, choose Import, then Import Structure from Microsoft
Excel....
This command is only active if you have selected an item in the costing structure. Note that the import
process is not available for text items.
This opens the import dialog.
4. Use Browse to find the file that you would like to import.

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 If you have not yet created an import file, a link to a template is also provided in this dialog.
5. After selecting a file, choose Next to import the file.
6. If the import is successful, a message appears indicating that all items were imported.
The imported costing structure is shown on the left in the Calculation view under the selected item.
7. If an error occurs during the import process (for example, if the file does not have the required format), a
message is shown in the import dialog explaining the problem and how to resolve it.
Choose Back to edit the data in Microsoft Excel. Choose Next to import the corrected data.
8. Once the data has been imported successfully, save your calculation version.

Related Information

Importing Costing Structures from Microsoft Excel [page 316]

Creating an Import File Using the Microsoft Excel Template [page 344]
Field Requirements for the Microsoft Excel Template [page 318]

15.5.2 Field Requirements for the Microsoft Excel Template

Consider the following field-specific requirements when using the Microsoft Excel template to create an import
file:

 Note

• For fields that are set to manual, such as Set Base Quantity to Manual, the field takes the imported
(manual) value when you import data.
• For fields with formulas, the field takes the calculated value based on the formula when you import
data. If the field does not have a formula, it takes the manual value (1).

Field Mandatory or Optional? Things to Consider

Technical Name Mandatory for all item categories

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Field Mandatory or Optional? Things to Consider

Level Mandatory for all item categories The first item must have the lowest level, for exam-
ple: 0.

 Example
If 10 is the lowest level in your calculation struc-
ture, the first item must start with 10.

Levels must be exactly one level apart.

 Example
OK: 0,1,2,3

Not OK: 0,2,4,6

Item Category Mandatory The following standard item categories are available
in the drop-down list:

• Calculation Version (allowed for top item only)

• Material
• Internal Activity
• External Activity
• Process
• Subcontracting
• Resources and Tools
• Variable Item
• Text Item

 Note
Custom Item Categories

You can add custom item categories to the Mi-

crosoft Excel Import File. For more information,
see Adding Custom Item Categories to the Im-
port Template [page 333].

 Note
• The item category drop-down is in Eng-
lish only. You can add an extra column de-
scribing the item categories in another lan-
guage, if desired.
• You can include multiple items with the
same item category (including Calculation
Version) in a single import.

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Field Mandatory or Optional? Things to Consider

Description Optional You can enter a description in any language.

Material Optional This field is supported for:

• Calculation Version
• Document
• Material
• External Activity
• Subcontracting
• Variable Item

For all other item categories, this field is ignored.

Process Optional This field is supported for:

• Internal Activity
• Process
• Variable Item

For all other item categories, this field is ignored.

Plant Optional This field is supported for all item categories except
Text Item.

Cost Center Optional This field is supported for:

• Internal Activity
• Variable Item

For all other item categories, this field is ignored.

Activity Type Optional This field is supported for:

• Internal Activity
• Variable Item

For all other item categories, this field is ignored.

Account Optional • This field is supported for all item categories

except Text Item.
• You can only import accounts that existed in
master data at the time of the master data
timestamp of the calculation version into which
you are importing.
• Accounts included in the import template must
be assigned to the same controlling area as the
calculation version in which the structure will
be imported.

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Field Mandatory or Optional? Things to Consider

Company Code Optional This field is supported for all item categories except
Text Item.

Business Area Optional This field is supported for all item categories except
Text Item.

Profit Center Optional This field is supported for all item categories except
Text Item.

Vendor Optional This field is supported for:

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

For all other item categories, this field is ignored.

Work Center Optional This field is supported for:

• Internal Activity
• Process
• Variable Item

For all other item categories, this field is ignored.

Lot Size (in Quantity UoM of Mandatory if the Total Quantity You must enter a value for Lot Size in the Item De-
Assembly) Depends On field is set to Lot Size tails before you can select Lot Size from the drop-
down for Quantity Depends On.

Set Lot Size To Manual Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

Quantity Mandatory for all item categories This field is supported for all item categories except
except Text Item Text Item.

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Field Mandatory or Optional? Things to Consider

Quantity (UoM) Mandatory for all item categories • You can only import units of measure that ex-
except Text Item isted in master data at the time of the master
data timestamp of the calculation version into
which you are importing.

 Note
The drop-down list may include units of
measure that were not part of your master
data when you logged on. These units of
measure will not be imported.

• All units of measure that are shipped as recom-

mended content are included in the MS Excel
template.
• You can add units of measure to the drop-down
list in the Microsoft Excel template by adding
them to the validation worksheet that is part of
the template.

Set Quantity to Manual Optional 0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

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Field Mandatory or Optional? Things to Consider

Total Quantity Depends On Mandatory for all item categories Choose how you want to calculate the total quantity
except Calculation Version and Text of an item in a costing structure. You can choose
Item from the following settings:

• Fixed Quantity
Counts the item only once, regardless of the
total quantity of the parent assembly.
• Assembly Quantity
Counts an item based on the quantity of the
parent assembly.

• Lot Size
Counts an item based on the lot size you de-
fine.

 Note
• In order to select Lot Size, you must
first enter a value in theLot Size field
under Item Details.
• The unit of measure for the lot size
and the parent assembly must be the
same.

Base Quantity (in Quantity Optional • This field is supported for all item categories
UOM of Assembly Item) except Text Item and Calculation Version.
• If you do not select an entry, the base quantity
is automatically set to 1.

Set Base Quantity to Manual Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

Comments Optional • This field is supported for all item categories.

• You can enter comments in any language.

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Field Mandatory or Optional? Things to Consider

Price (Fixed) Optional This field is supported for all item categories except
Text Item.

• Prices can be imported for all non-assembly

items (items without subitems). Prices are ig-
nored for assembly items.
• If you do not enter a price, the price 0.00 is
automatically entered.
• Price determination is triggered for supported
item categories unless you have disabled it for
the imported item.

Set Price (Fixed) to Manual) Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

Price (Variable) Optional This field is supported for all item categories except
Text Item.

• Prices can be imported for all non-assembly

items (items without subitems). Prices are ig-
nored for assembly items.
• If you do not enter a price, the price 0.00 is
automatically entered.
• Price determination is triggered for supported
item categories unless you have disabled it for
the imported item..

Set Price (Variable) to Manual Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

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Field Mandatory or Optional? Things to Consider

Transaction Currency Mandatory This field is supported for all item categories except
Text Item.

• You can only import currencies that existed in

master data at the time of the master data
timestamp of the calculation version into which
you are importing.

 Note
The drop-down list may include currencies
that were not part of your master data
when you logged on. These currencies will
not be imported.

• All currencies that are shipped as recom-

mended content are included in the MS Excel
template.
• You can add currencies to the drop-down list
in the Microsoft Excel template by adding them
to the validation worksheet that is part of the
template.

Price Unit Mandatory if a price is entered

Price Unit (UOM) Mandatory if a price is entered • This field is supported for all item categories
except Text Itemand is ignored for assembly
items.

• You can only import units of measure that ex-

isted in master data at the time of the master
data timestamp of the calculation version into
which you are importing.

 Note
The drop-down list may include units of
measure that were not part of your master
data when you logged on. These units of
measure will not be imported.

• All units of measure that are shipped as recom-

mended content are included in the MS Excel
template.
• You can add units of measure to the drop-down
list in the Microsoft Excel template by adding
them to the validation worksheet that is part of
the template.

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Field Mandatory or Optional? Things to Consider

Set Price Unit to Manual Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

Confidence Level Optional This field is supported for all item categories except
Text Item.

Options for confidence level:

• 1 = Very Low
• 2 = Low
• 3 = Medium
• 4 = High
• 5 = Very High

 Note
You cannot modify the drop-down list for
Confidence Level in the Validation worksheet
that is delivered as part of the in the Microsoft
Excel template.

Disable Price Determination Optional This field is supported for all items except Text Item.

0 = Not disabled

1 = Disabled

If you do not select an entry this field is automati-

cally set to 0, and price determination is triggered
for the item..

Active Optional 0 = Not active

1 = Active

If you do not select an entry, this field is automati-

cally set to 1.

Highlight Yellow Optional 0 = No highlighting

1 = Yellow highlighting

If you do not select an entry, this field is automati-

cally set to 0.

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Field Mandatory or Optional? Things to Consider

Highlight Green Optional 0 = No highlighting

1 = Green highlighting

If you do not select an entry, this field is automati-

cally set to 0.

Highlight Orange Optional 0 = No highlighting

1 = Orange highlighting

If you do not select an entry, this field is automati-

cally set to 0.

Document Type Optional You can only import document types that existed
in master data at the time of the master data time-
stamp of the calculation version into which you are
importing.

Document No. Optional This field is supported for the item categories:

• Material
• Document
• Variable Item

Document Part Optional This field is supported for:

• Material
• Document
• Variable Item

Document Version Optional This field is supported for:

• Material
• Document
• Variable Item

Document Status Optional This field is supported for:

• Material
• Document
• Variable Item

Design Office Optional This field is supported for:

• Material
• Document
• Variable Item

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Field Mandatory or Optional? Things to Consider

Material Type Optional This field is supported for:

• Calculation Version
• Document
• Material
• External Activity
• Subcontracting
• Variable Item

You can only import material types that existed in

master data at the time of the master data time-
stamp of the calculation version into which you are
importing.

Material Group Optional This field is supported for:

• Calculation Version
• Document
• Material
• External Activity
• Subcontracting
• Variable Item

You can only import material groups that existed

in master data at the time of the master data time-
stamp of the calculation version into which you are
importing.

Phantom Material Optional This field is supported for:

• Calculation Version
• Document
• Material
• External Activity
• Subcontracting
• Variable Item

0 = Not phantom material

1 = Phantom material

If you do not select an entry, this field is automati-

cally set to 0.

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Field Mandatory or Optional? Things to Consider

Configurable Material Optional This field is only supported for:

• Material
• Document
• External Activity
• Subcontracting

0 = Non-configurable material

1 = Configurable material

If you do not select an entry, this field is automati-

cally set to 0.

Cost-Relevant in SAP ERP Optional This field is only supported for:

• Material
• Document
• External Activity
• Subcontracting
• Variable Item

0 = Not cost-relevant

1 = Cost-relevant

If you do not select an entry, this field is automati-

cally set to 0.

Overhead Group Optional This field is supported for:

• Calculation Version
• Document
• Material
• External Activity
• Subcontracting
• Variable Item

You can only import overhead groups that existed

in master data at the time of the master data time-
stamp of the calculation version into which you are
importing.

Valuation Class Optional This field is supported for:

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

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Field Mandatory or Optional? Things to Consider

Engineering Change No. Optional This field is supported for all item categories except
Text Item.

Purchasing Group Optional This field is supported for:

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

Purchasing Document Optional This field is supported for:

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

Local Content in % Optional This field is supported for:

• Document
• Material
• External Activity
• Subcontracting
• Variable Item

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Field Mandatory or Optional? Things to Consider

Work Center Category Optional This field is supported for:

• Process
• Internal Activity
• Variable Item

Selection is limited to the following :

• Machine
• Machine Group
• Labor
• Production Line
• Work Center on Production Line
• Processing Unit
• Transportation Unit
• Storage Unit
• Plant Maintenance
• Zone
• Station
• Design and Development
• External Processing Unit
•
Efficiency in % Optional This field is supported for:

• Process
• Internal Activity
• Variable Item

You can enter any decimal value.

Target Cost Optional This field is supported for all item categories except
Text Item.

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Field Mandatory or Optional? Things to Consider

Target Cost Currency Mandatory, if target cost is im- This field is supported for all item categories except
ported Text Item.

• You can only import currencies that existed in

master data at the time of the master data
timestamp.

 Note
The drop-down list may include currencies
that were not part of your master data
when you logged on. These currencies will
not be imported.

• All currencies that are shipped as recom-

mended content are included in the MS Excel
template.
• You can add currencies to the drop-down list
in the Microsoft Excel template by adding them
to the validation worksheet that is part of the
template.

Set Target Cost to Manual Optional This field is supported for all item categories except
Text Item.

0 = Is not manual

1 = Is manual

For fields with formulas, the field takes the calcu-

lated value based on the formula when you import
data. If the field does not have a formula, it takes the
manual value (1).

Related Information

Importing Costing Structures from Microsoft Excel [page 316]

Steps for Importing Costing Structures from Microsoft Excel [page 317]
Creating an Import File Using the Microsoft Excel Template [page 344]
Importing Values for Custom Fields [page 334]
Importing Values for Standard Fields [page 343]

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15.5.3 Importing Items with Custom Item Categories

You can use the Microsoft Excel Import File to import items with custom item categories.

For more information, see Adding Custom Item Categories to the Import Template [page 333].

15.5.3.1 Adding Custom Item Categories to the Import

Template

You can adapt the Microsoft Excel import template to include custom item categories. You can import items
into SAP Product Lifecycle Costing using the custom item categories.

 Remember

To import values into custom item categories, the custom item categories must already exist in your target
system.

I've downloaded the latest Microsoft Excel import template

Placeholders for twenty custom item categories have been added to the latest version of the Microsoft Excel
template. To add custom item categories to your Microsoft Excel import template, you can replace these
placeholders with the custom item category codes from your custom item categories.

Procedure

1. Open the Microsoft Excel template.

You can find the latest template in the Calculation view under Import Import Structure from Microsoft
Excel...
2. In the Microsoft Excel import template, open the Validation worksheet.
3. In the Item Category column, replace the placeholders (Custom 1, Custom 2, and so on) with the Custom
Item Category Code for your custom item categories.

 Note

You can find the custom item category codes in the Administration view under Global Settings Item
Categories .

4. Open the SAP PLC Costing Structure worksheet. In the ITEM_CATEGORY column, open the dropdown to
find your custom item categories.

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I'm using an older Microsoft Excel import template

Procedure
1. Open the Microsoft Excel template.
You can find the latest template in the Calculation view under Import Import Structure from Microsoft
Excel...
2. In the Microsoft Excel import template, open the Validation worksheet.
3. In the Item Category column, enter the Custom Item Category Code for each custom item category.

 Note

You can find the custom item category codes in the Administration view under Global Settings Item
Categories .

4. Open the SAP PLC Costing Structure worksheet.

5. Go to the ITEM_CATEGORY column and select the entire column.
6. In the Microsoft Excel ribbon, choose Data, then Data Validation.
This opens the Data Validation dialog.
7. In the Data Validation dialog, in the Source field, extend the formula by the number of new custom item
categories.

 Example

For example, if you’re adding two new item categories, change the formula from
Source:=Validation!$A$2:$A$11 to Source:=Validation!$A$2:$A$13.

8. In the same dialog, select the checkbox Apply these changes to all other cells within the same settings, then
choose OK.

Result
The new item categories are added to the ITEM_CATEGORY dropdown in the SAP PLC Costing Structure
worksheet. You can select the custom item categories from the template to import items with these item
categories.

Related Information

Custom Item Categories [page 458]

15.5.4 Importing Values for Custom Fields

You can use the Microsoft Excel template to import values into the following:

• Custom fields for items

• Custom fields for master data

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Related Information

Adding Custom Fields for Items to the Import Template [page 335]
Adding Custom Fields for Master Data to the Import Template [page 339]

15.5.4.1 Adding Custom Fields for Items to the Import

Template

You can adapt the Microsoft Excel import template in order to import values for custom fields at item level.

Prerequisites

• You are using the latest Microsoft Excel import template delivered with the SAP Product Lifecycle Costing
application.
• The custom fields for the values you are importing already exist in your target system.

Context

The Microsoft Excel import template includes predefined columns and technical fields that allow you to import
values for all editable standard fields in the application. The template does not include any custom fields. In
order to import values for custom fields created in your system, you need to first add the appropriate columns
and technical fields to the import template. You add these fields in place of the original custom field. You do not
need to create these additional fields in your target system.

Values are imported as follows:

• If you enter a value in the import template, the value is imported.

• If you leave a value in the import template blank, no value is used, UNLESS it is a unit of measure or
currency.
• If you leave out a unit field in the import template or leave the value for a unit of measure or currency blank,
the default currency or unit of measure that was defined when the custom field was created is used.

Procedure

1. In the Microsoft Excel import template, create a new column for each of the following technical fields:

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 Technical Field Required Why It's Used

CUST_<FIELD>_MANUAL Required Imports the value from the template

to the calculation version as a manual
value.

If the custom field also has a formula,

you can toggle between the newly-im-
ported manual value and the formula-
calculated value in the calculation ver-
sion.

CUST_<FIELD>_IS_MANUAL Required Tells the system whether to display

the manual value that is being im-
ported, or an existing formula-calcu-
lated value, if any.

CUST_<FIELD>_UNIT Optional Imports a unit of measure or currency

for the custom field.
 Note
You only need to add this techni-
cal field if the value you are im-
porting has a currency or unit of
measure.

Enter the columns anywhere after the column Item Category. Each column should have one technical field
name as a header.

 Example

2. [Optional]: For each column header enter a descriptive name and data type.

Headings other than the technical field names are used for information only and do not affect the import.
3. Enter a value for each technical field.

The value you enter depends on the data type of the technical field.

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 Technical Field Used For Possible Values Example

CUST_<FIELD>_MANUAL Imports the value in the For the value type: You've created a cus-
template as a manual value. tom field CUST_AREA
Checkbox - Enter 1 to acti-
to calculate the surface
vate the checkbox. Enter 0
area of a material. The
to deactivate the checkbox.
field is calculated using
Decimal - Enter a fraction. It the formula: CUST_AREA
can be negative or positive. = CUST_LENGTH x
CUST_WIDTH.
Integer- Enter a whole num-
ber. It can be negative, posi- You want to import a new
tive, or zero (0). manual value for the field.
You add the following in the
Text - Enter any combina-
template, then import:
tion of letters, numbers, or
symbols. Do not exceed 250 • CUST_AREA_MANUAL =
characters. 500

Date - Enter a date with the • CUST_AREA_IS_MANU

format: yyyy-mm-dd. AL = 1
• CUST_AREA_UNIT =
m² (Square
Meters)
Result:

The manual value 500 m²

is imported and displayed
for the field CUST_AREA.
You can toggle between
the manual value and the
existing formula-calculated
value.

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 Technical Field Used For Possible Values Example

CUST_<FIELD>_IS_MANUA Tells the system whether Enter 1 to display the man- Assume the facts above.
L to display the new manual ual value. You now want to change
value or a formula- calcu- the values in the formula
Enter 0 to display the for-
lated value, if available. and display the formula-cal-
mula-calculated value, if
culated value. You add the
available.
following in the template:

 Note • CUST_WIDTH_MANUAL
We recommend that = 10
you always add a value. • CUST_WIDTH_IS_MAN
If you do not enter a UAL = 1
value, the field defaults • CUST_WIDTH_UNIT = m
to the manual value.
(Meters)
• CUST_LENGTH_MANUA
L = 20
• CUST_LENGTH_IS_MA
NUAL = 1
• CUST_LENGTH_UNIT =
m (Meters)

You change the value type,

then import:
• CUST_AREA_IS_MANU
AL = 0

Result: The formula calcu-

lated value 200 m² is
displayed for the field
CUST_AREA. You can con-
tinue to toggle between the
manual and formula-calcu-
lated values.

CUST_<FIELD>_UNIT Imports a unit of measure Enter the unit of measure or Assume the facts above.
or currency for the field re- currency for the value you You remove the techni-
ceiving the imported value. are importing, for example, cal field CUST_AREA_UNIT
PC or EUR. from the import template,
or you include the field but
leave the value blank before
importing.

Result: The default unit of

measure for the custom
field is used.

4. Import the costing structure from Microsoft Excel into your calculation version.

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Results

The values entered for the technical fields are imported. The correct value type is set and the unit of measure
or currency entered is used.

Related Information

Steps for Importing Costing Structures from Microsoft Excel [page 317]

15.5.4.2 Adding Custom Fields for Master Data to the Import

Template

You can adapt the Microsoft Excel import template in order to import values for custom fields in your master
data.

Prerequisites

• You are using the latest Microsoft Excel import template delivered with the SAP Product Lifecycle Costing
application.
• The custom fields for the values you are importing already exist in your target system.

Context

The Microsoft Excel template includes predefined columns and technical fields that allow you to import values
for all editable standard fields in the application. The template does not include any custom fields. In order
to import values for custom fields created in your system, you need to first add the appropriate columns and
technical fields to the import template. You add these fields in place of the original custom field. You do not
need to create these additional fields in your target system.

Values are imported as follows:

• If you enter a value in the import template, the value is imported.

• If you leave the value in the import template blank but a value for the custom field is maintained in master
data, the value maintained in master data is used.
• If you leave the value in the import template blank and no value is maintained in master data, the default
value defined when the custom field was created is used.

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Procedure

1. In the Microsoft Excel import template, create a new column for each of the following technical fields:

Technical Field Required Why It's Used

<PREFIX>_<FIELD>_MANUAL Required Imports the value from the template

to the calculation version as a manual
value.

If the custom field also has a formula,

you can toggle between the newly-im-
ported manual value and the formula-
calculated value in the calculation ver-
sion.

<PREFIX>_<FIELD>_UNIT Optional Imports a unit of measure or currency

for the custom field.
 Note
You only need to add this techni-
cal field if the value you are im-
porting has a currency or unit of
measure.

Enter the columns anywhere after the column Item Category. Each column should have one technical field
name as a header.

 Example

2. Check that you have entered the correct prefix for the technical field names.

Prefix Master Data Area

CAPR_ Activity Prices

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 Prefix Master Data Area

CCELN_ Cost Center

CMPR_ Material Prices

CMAT_ Materials (General Data)

CMPL_ Materials (Plant-Specific Data)

CWCE_ Work Center

3. [Optional]: For each column header, enter a descriptive name and data type.

Headings other than the technical field names are used for information only and do not affect the import.
4. Enter a value for each new technical field.

The value you enter depends on the data type of the technical field.

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 Technical Field Used For Possible Values Example

<PREFIX>_<FIELD>_MANU Imports the value in the For the value type: You create a custom field
AL template as a manual value. CMAT_LENGTH for the
Checkbox - Enter 1 to acti-
length of your materials.
vate the checkbox. Enter 0
You do not set a default
to deactivate the checkbox.
value. The default unit of
Decimal - Enter a fraction. It measure is cm (Centime-
can be negative or positive. ters). For Material #100-110
you maintain the value 50m
Integer- Enter a whole num-
in master data.
ber. It can be negative, posi-
tive, or zero (0). Example 1:

Text - Enter any combina- For Material #100-110 you

tion of letters, numbers, or enter the following values in
symbols. Do not exceed 250 the template, then import:
characters. • CMAT_LENGTH_MANUA

Date - Enter a date with the L = 70

format: yyyy-mm-dd. • CMAT_LENGTH_UNIT =
m (Meters)

Result:The manual value

and unit of measure are im-
ported 70m.

Example 2:

For Material #100-110 you

leave the values blank, then
import:
• CMAT_LENGTH_MANUA
L = __
• CMAT_LENGTH_UNIT =
__

Result: No values are im-

ported. The value 50m is
used from master data.

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 Technical Field Used For Possible Values Example

<PREFIX>_<FIELD>_UNIT Imports a unit of measure Enter the unit of measure or Assume the facts above. For
or currency for the field re- currency for the value you the material #100-120 no
ceiving the imported value. are importing, for example, master data is maintained.
PC or EUR. You leave the values for
these custom fields blank,
then import::
• CMAT_LENGTH_MANUA
L = __
• CMAT_LENGTH_UNIT =
__

Result: No values are im-

ported. No values are availa-
ble to use from master data.
There is no default value
for the custom field. The de-
fault unit of measure, cm
(Centimeters), is the only
value displayed.

5. Import the costing structure from Microsoft Excel into your calculation version.

Results

The values entered for the technical fields are imported. If the fields are left blank, the values maintained in
master data are used. For fields with no master data maintained, the default value and unit of measure entered
when the custom field was created are used. If there is no default value or default unit of measure for the
custom field, no values are displayed.

Related Information

Steps for Importing Costing Structures from Microsoft Excel [page 317]

15.5.5 Importing Values for Standard Fields

You can use the Microsoft Excel template delivered with SAP Product Lifecycle to import values into all
standard fields in the application.

 Note

We highly recommend using the Microsoft import template delivered with the application due to the
additional validation. You can, however, use your own import file to import values into standard fields.

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 To ensure success, make sure that you include the technical names of all fields that have values being
imported.

How Standard Fields Are Imported

If the field to be imported is included as a column in the Microsoft Excel import template, the following applies:

• If the field contains a value, the value is imported at item level.

• If the field does not contain a value and is dependent on master data, the value from master data is used.
• If the field does not contain a value and is not dependent on master data, the default value for this field is
used.

If the field to be imported is not included as a column in the Microsoft Excel import template, the following
applies:

• If the field is dependent on master data, the dependent value from master data is used.
• If the field is not dependent on master data, the default value for this field is used.

15.5.6 Creating an Import File Using the Microsoft Excel

Template

You can create a Microsoft Excel file and use it to import costing structures (including BOMs and routings) into
an open calculation version in SAP Product Lifecycle Costing.

A template is delivered with your client installation. A local path to the template is displayed in the Import
Structure from Microsoft Excel dialog. You can access the dialog by choosing Import, then Import Structure from
Microsoft Excel... in the ribbon in the Calculation view.

Prerequisites

Accounts included in the import template must be assigned to the same controlling area as the calculation
version into which the structure will be imported.

 Note

• Accounts can only be imported for item categories that have no automatic account determination.
If your Microsoft Excel file contains item categories that have automatic account determination (for
example, for Material or Document), these accounts are not imported. In this case, accounts for these
items are set by automatic account determination after import.
• Temporary values are not allowed for Document Type, Material Type, Material Group, Overhead Group,
or Valuation Class.

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Sample Template

The following is a sample of the Microsoft Excel template used to create an import file.

Sample Microsoft Excel Template

Using the Template

Considering the following when using the template:

Location Use

MS Excel Import File • You can rename the file.

• You must include the sheet SAP PLC Costing Structure.
• You can edit the Validation sheet. For example, you can
add currencies and units of measure to the validation
sheet and use them in the import file. Currencies and
UoMs will only be imported if you have maintained them
in your system.

Header • You can edit existing header rows. For example, you can
change column names into a local language.
• You can add rows of additional information anywhere in
the header above the technical names. This information
is not imported.
• Technical names must always be in the bottom row of
the header.

Technical Names • Technical names can’t be changed.

• These names must always be the last row before the
data to be imported.

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Location Use

Columns • You can rearrange the columns in any order.

• All columns must have a technical name in order to be
imported.
• Columns with unknown technical names are not im-
ported.
• You can add columns for custom fields. The custom
fields must exist in your system in order to be imported.
• You can add columns for informational purposes any-
where in the template. Without a technical name, the
information is not imported.

Item Categories • Standard item categories are available in English only.

• You can create custom item categories in the
Administration view and add them to the Validation
worksheet. For more information, see Adding Custom
Item Categories to the Import Template [page 333].
• Some item categories only support certain fields. If you
enter values that are not supported for a specific item
category (for example, if you enter an activity type for
a material item), the field is ignored during import. For
more information, see Field Requirements for the Mi-
crosoft Excel Template [page 318]

Work Center Categories • Work center categories are in English only. You cannot
change or add new ones in the Validation sheet.

Items • The maximum number of items you can import at one

time is set by your system administrator. We recom-
mend costing structures no larger than 30,000 items.

Fields • Mandatory fields are in red and include an asterisk (*).

• You can enter values in fields in any language.
• If you enter values in fields that are not supported for
a specific item category, the fields are not imported.
For example, if you enter an activity type for a material
item, the field is ignored during import. For more infor-
mation, see Field Requirements for the Microsoft Excel
Template [page 318]
• Data entered for supported fields is imported in its en-
tirety. Be sure to remove data from fields that you do
not want to import.

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Creating a Costing Structure

You use the template to create the costing structure that you want to import. The levels that you assign to
the items in your template define the hierarchical structure of the data that you are importing. The lowest
numerical level in the template (normally, this is 0) always corresponds to the top-level item in the costing
structure that you create in your import file.

 Example

Costing Structure Created for Import

The levels can begin with any number, and they transfer in numerical order from least to greatest. It is not
necessary to assign a level for each item in your template. However, if you do not enter a level, the item is
automatically assigned as a top-level item in your costing structure.

How the Costing Structure Is Imported

Your data is imported differently depending on how many top-level items you have created in your import file.
You can create and import a costing structure with a single top-level item or with multiple top-level items.

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  Example

Template with Single Top-Level Item (Left); Template with Multiple Top-Level Items (Right)

Importing a Costing Structure with a Single Top-Level Item

An import file containing a single top-level item replaces the item or assembly that you have selected with the
costing structure in the import file. The lower levels (Level 1, Level 2, and so on) replace the existing subitems of
the item that you have selected at the start of import.

 Example

Importing a Costing Structure with a Single Top-Level Item

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Your top-level item (Level 0) must be of the same item category as the item that you are replacing in order for
the costing structure to import successfully. For example, if the item that you have selected is a material, you
must replace that item with another material.

Importing a Costing Structure with Multiple Top-Level Items

An import file containing a costing structure with multiple top-level items does not replace the original item or
assembly that you selected. Instead, the selected item remains unchanged and your new costing structure is
imported below your selected item.

 Example

Importing a Costing Structure with Multiple Top-Level Items

Importing an Entire Calculation Version

You can also import an entire calculation version from Microsoft Excel to SAP Product Lifecycle Costing. To
do this, create an import file with the item category Calculation Version. In your import file, make Calculation
Version the top-level item of your costing structure. Select the calculation version in SAP Product Lifecycle
Costing to which you want to import the new calculation version, and begin the import process. For more
information on the import process, see Steps for Importing Costing Structures from Microsoft Excel [page
317].

 Note

When importing an entire calculation version, the value for Quantity for One Assembly for the top-level item
becomes the total quantity for the calculation version.

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Related Information

Steps for Importing Costing Structures from Microsoft Excel [page 317]
Field Requirements for the Microsoft Excel Template [page 318]

15.6 Importing and Linking Calculation Versions

You can import a calculation version into another calculation version.

 Note

To import and link a calculation version, you must have the role template: CalcVerImp_RT.

 Note

Importing multiple or large calculation versions into a single version can quickly lead to very large versions.
To avoid problems when opening, please adhere to the maximum recommended size limit of 30,000 items
per calculation version.

When you import and link a calculation version into another calculation version, an automatic link is created
between the two versions. The link allows you to make changes to the original version and then take over those
changes anywhere the version is linked.

This type of import is particularly useful if you want to reuse the same component, for example a steering
wheel or drive belt, in multiple products. The import triggers automatic price determination. Prices are found
based on the master data timestamp, valuation date, and price determination strategy of the calculation
version into which the content is imported.

You can import the same calculation version (component) once, or multiple times, into any number of
calculation versions. If you later delete the original version, the imported and linked content remains in your
costing structures. However, the link is broken, and you can no longer take over updates from the linked
versions.

You can import and link a calculation version in the Calculation view, under Import Import and Link
Calculation Version .

You can take over the changes from a linked calculation version in the Calculation view under Update.

Related Information

Steps for Importing and Linking a Calculation Version [page 351]

Steps for Updating and Taking Over Changes from a Linked Version [page 352]
Understanding the Difference Between Linked Versions and Referenced Versions [page 354]

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15.6.1 Steps for Importing and Linking a Calculation Version

You can import and link a calculation version in the Calculation view, under Import Import and Link
Calculation Version .

Consider the following before importing and linking a calculation version:

•  Caution

The authorizations for the version into which you are importing govern user access to the imported
content. This means the content you're importing is accessible to users who might not be authorized to
see it!

• The version you're importing must be set to (Current) and have the same controlling area as the
version into which it's imported.

• You can only import a calculation version into an item with the item category (Material), or a custom
item category based on a material.

 Note

If the material item into which you're importing has subitems, all subitems must be displayed. You can't
import a calculation version into an (Incomplete Assembly).

• You can import a calculation version to replace the selected item and all its subitems, or just the subitems.
When you import a calculation version, the root item of the import is marked with the  (Import) icon .
• You can import a calculation version into the root item of another imported version, but not into a subitem
of another imported version. You can never import a calculation version into itself.
• The import triggers automatic price determination. Prices are found based on the master data timestamp,
valuation date, and price determination strategy of the calculation version into which the content is
imported, not the header data of the original version. This means price determination can significantly
change the total cost of the imported calculation version.

Steps

1. In the Calculation view, choose an assembly or leaf item with the item category (Material) .

 Note

You can't import a calculation version into an (Incomplete Assembly).

2. In the ribbon, choose Import, then Import and Link Calculation Version.... You can also use the keyboard
shortcut CTRL + SHIFT + I .
A dialog opens containing a list of all current calculation versions that have the same controlling area as
your version.
3. Select the version you want to import.

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  Tip

You can use the filter to search for a version. The search is refined with each character you enter.

4. Use the radio buttons at the bottom of the dialog to replace the selected item and all its subitems, or the
subitems only, then choose Select.

Result
The new version and/or subitems are imported. The Project ID and Calculation Version ID of the imported
calculation version are added in the Item Details. The checkbox Is Linked Root is also added and marked to
show where the imported structure begins. Automatic price determination is triggered and prices are found
based on the master data timestamp, valuation date, and price determination strategy of the calculation
version into which the original version is imported.

 Tip

You can drag these fields into the header of your calculation version table so you can easily tell which items
are imported and linked.

Next Steps

Choose Update to see if there are any changes to the linked version that you want to take over in your version.

15.6.2 Steps for Updating and Taking Over Changes from a

Linked Version

Once you've imported and linked a calculation version, you can take over updates made to the original version
anywhere the original version is linked. You can take over the changes in the Calculation view, by selecting
Update.

You can choose from the following update options:

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Update Option When to Use It What It Means

Update with Changes from All Linked Select this option if more than one cal- If one or more linked versions have
Versions culation version has been imported into been updated since your last import,
your calculation version, and you want you can select them here and take over
to see which of the versions versions the changes in your calculation version.
contain changes.
When you choose Update, the items
in the selected calculation versions, as
well as any manual updates to the
imported content are removed from
your calculation version and an updated
structure is imported.

Update Selected Item and Subitems Select this option to see if one or If the linked versions under an assem-
more calculation versions have been
with Linked Changes bly item have been updated since your
imported under the assembly and have
last import, you can select one or more
changes for you to take over.
of them and take over the changes in
your calculation version.

When you choose Update, the items in

the selected calculation version, as well
as any manual updates to the imported
content are removed from your calcula-
tion version, and an updated structure
is imported.

Steps

1. In the Calculation choose Update .

2. For a list of all linked versions that have been updated, choose Update with Changes from All Linked
Versions.
For a list of all linked versions that have been updated in a particular assembly item, select the item and
choose Update Selected Item and Subitems with Linked Changes..
3. Choose the updated versions that you want to reimport into your calculation version.

 Note

If a version is linked in multiple places in a single calculation version, it’s only displayed once. The
updated version is imported everywhere it's linked in your version.

Result

The old linked items, as well as any manual changes, are removed from the costing structure and the linked
items are created again. Price determination is triggered, and new prices are found based on the master data

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timestamp, valuation date, and price determination strategy of the calculation version into which the content is
imported.

Related Information

Understanding the Difference Between Linked Versions and Referenced Versions [page 354]

15.6.3 Understanding the Difference Between Linked

Versions and Referenced Versions

You can use Linked Versions and Referenced Versions to reuse content in your costing structures.

This table compares how the different version types react according to different actions:

Action Linked Versions Referenced Versions

Import/Reference You use the import functionality to You add a leaf item with the item cate-
import a calculation version and all gory Referenced Version to your calcula-
its subitems into another calculation tion version. Subitems are not visible in
version. An automatic link is created your calculation version.You can double
between the two versions. The link click on the referenced version to view
allows you to make changes to the all items in a separate calculation ver-
original version and then take over sion.
those changes anywhere the version
is linked.

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Action Linked Versions Referenced Versions

Edit You can edit the linked version from You can't edit a version that's refer-
a single source, then update and enced in another calculation version.
take over those changes in every
You can double click on the referenced
calculation version where the ver-
version to view all items in a separate
sion is linked.
calculation version. Changes must be
You can also expand the imported saved under a new version name.
items and manually change the im-
ported items in your calculation ver-
sion to compare options.

 Note
Once updated, the old linked
items, as well as any manual
changes, are removed from the
costing structure, and the linked
items are created again. Price
determination is triggered, and
new prices are found based on
the master data timestamp, val-
uation date, and price determi-
nation strategy of the calcula-
tion version into which the con-
tent is imported.

Price Determination When you import and link a calcu- Adding a referenced version to a costing
lation version, price determination
structure does not trigger price deter-
is triggered, and new prices are
mination. The price of the referenced
found based on the master data
timestamp, valuation date, and price version is used.
determination strategy of the calcu-
lation version into which the content
is imported.

Updates You can use the update functionality You can't directly update a version once
to get new changes from a linked it's referenced in another calculation
version into your calculation version. version. However, you can create a copy
and make changes. If you set the copy
as current, you can use the update
functionality to update the reference,
search for the new current copy, and
replace the old referenced version with
the updated copy in your calculation
version.

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Action Linked Versions Referenced Versions

Total Cost The total cost of the imported con- You use the total cost of the referenced
tent is calculated based on the the version.
master data timestamp, valuation
date, and price determination strat-
egy of the calculation version into
which the content is imported. This
means the total cost of the calcula-
tion version before it's imported and
after it's imported can differ greatly.

Overheads The linked version and the version in You can apply overhead rules on top of
which you are working might have the referenced version, but you can't
different costing sheets. However, influence what's inside the referenced
the overheads are governed by the version.
overhead rules in the costing sheet
of the version in which you are work-
ing.

Related Information

Importing and Linking Calculation Versions [page 350]

Referencing Calculation Versions [page 162]

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16 Analyzing and Reporting with External
Tools

In addition to costing sheets and cost component splits provided for built-in analysis in SAP Product Lifecycle
Costing, you can use external Business Intelligence tools (BI Tools) for freestyle analysis and reporting. SAP
Product Lifecycle Costing provides analytic views for this purpose. SAP PLC analytic views are special database
views for certain use scenarios. You can use SAP Analysis for Microsoft Office to access SAP PLC analytic
views.

You can integrate SAP Analysis for Microsoft Office in the Administration view of SAP Product Lifecycle Costing
under Global Settings Configuration Integration.

 Note

• SAP PLC analytic views are not SAP HANA analytic views.
• You must have Read authorization or higher to see the entities (projects, calculations, and calculation
versions) that belong to a project.
• When working in collaborative mode, you can't use SAP Analysis for Microsoft Office to access SAP
PLC Analytic views

Presenting Data

Each SAP PLC analytic view provides a data cube with measures (for example, costs) and attributes that you
can use to present data.

 Note

• The views only show data from saved calculation versions.

• You can show both base versions and lifecycle versions in your reports.

For each SAP PLC analytic view, you must specify the input parameters to allow preselection of data. For
example, for the component split view and other calculation-related tools, the following input parameters
should be defined in the prompt dialog for each BI tool:

• VAR_CALCULATION_VERSION_ID
Select one or more calculation versions for which data should be shown.
• VAR_LANGUAGE
Select a language to be used for language-specific texts, for example, item descriptions.

Two realizations are provided for each kind of SAP PLC analytic view:

• View for standard fields, for example, V_EXT_ACTIVITIES.

These views are static and are not changed in the application. You may use these views as a basis for
creating your own views.
• View for custom fields, for example, V_EXT_ACTIVITIES_CUST.

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 These views contain the same attributes and measures as standard views, but additionally include the
custom fields.
These views are changed dynamically when the custom fields are added, deleted, or changed.

The attributes used in the SAP PLC analytic views correspond with the attributes used in SAP Product
Lifecycle Costing. For most attributes, the identifier (for example, ITEM_ID) and description (for example,
ITEM_DESCRIPTION) are defined, and can be shown or hidden depending on the settings of the external tool
used.

Note that the values for the measure TOTAL_QUANTITY are only presented correctly if the attribute ITEM is
selected. This is because quantities can only be assigned and aggregated on item level.

Calculation-Based Views
You can use the following sets of attributes to configure your reports when using calculation-based SAP PLC
analytic views:

Calculation-Based Views

Attribute Description

IS_LEAF Indicates whether an item is a single item (leaf item) that

has no subitems or an assembly that has subitems.

• =1 means no subitems
• =0 means that the item is an assembly

IS_ROLLED_UP Indicates whether the costs of the subitems are rolled up in

an assembly.

• =1 means that costs are summed up

• =0 means that costs are not summed up

RESOURCE Shows the row type and description for each row.

For example, the material description is shown for material

items.

RESOURCE_TYPE Shows the row type.

For example, Material is shown for an item that is a material.

Project-Based Views
You can use the following sets of attributes to configure your reports when using project-based SAP PLC
analytic views:

Project-Based Views

Attribute Description

CALCULATION_VERSION_TYPE Indicates the type of calculation version. There are two op-
tions:

• Calculation version (can also be a base version)

• Lifecycle version

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 Attribute Description

LIFECYCLE_PERIOD Indicates the lifecycle period of a lifecycle calculation ver-

sion, for example, one year.

BASE_VERSION Field that references the base version of a lifecycle calcula-

tion version.

 Note

The attribute combinations described above are only recommended combinations. You can also use other
sets of attributes to configure your reports.

Related Information

SAP PLC Analytic Views [page 359]

Accessing Views Using SAP Analysis for Microsoft Office [page 363]
Integrate SAP Analysis for Microsoft Office [page 456]
Accessing Data from Custom Calculation Views [page 365]

16.1 SAP PLC Analytic Views

SAP Product Lifecycle Costing provides the following SAP PLC analytic views.

For simplification, only the views for standard fields are described below. Additional views that include custom
fields are also available. These views have the same technical name as the views below, but with the suffix
_CUST.

Component Split View

Technical Name V_EXT_COMPONENT_SPLIT

View Description Shows rows of the saved component split for a calculation
version.

Input Parameters • VAR_CALCULATION_VERSION

• VAR_LANGUAGE

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Recommended Attributes • ITEM
• RESOURCE
• COST_COMPONENT
• ACCOUNT

This attribute combination shows component split rows for

each item.

Costing Sheet View

Technical Name V_EXT_COSTING_SHEET

View Description Shows rows of the saved costing sheet for a calculation ver-
sion.

Input Parameters • VAR_CALCULATION_VERSION

• VAR_LANGUAGE

Recommended Attributes • ITEM

• RESOURCE
• COSTING_SHEET_ROW
• ACCOUNT

This attribute combination shows the costing sheet rows of

the saved costing sheet for each item.

Line Items View

Technical Name V_EXT_LINE_ITEMS

View Description Shows line items in a calculation version. The line items
show the added values appearing for each item, without rol-
led-up values.

Input Parameters • VAR_CALCULATION_VERSION

• VAR_LANGUAGE

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 Recommended Attributes • ITEM
• RESOURCE
• ACCOUNT

This attribute combination shows line items of a calculation

version.

Material View

Technical Name V_EXT_MATERIAL_LIST

View Description Shows the list of materials for a calculation version. You can
use this list for communication with the purchasing depart-
ment, for example.

Input Parameters • VAR_CALCULATION_VERSION

• VAR_LANGUAGE

Recommended Attributes • ITEM

• MATERIAL
• ACCOUNT

This attribute combination shows the list of materials for a

calculation version.

Activity View

Technical Name V_EXT_ACTIVITIES

View Description Shows the list of activity items for a calculation version, in-
cluding internal activities, external activities, and processes.

Input Parameters • VAR_CALCULATION_VERSION

• VAR_LANGUAGE

Recommended Attributes • ITEM

• RESOURCE
• ACCOUNT

This attribute combination shows the list of activities for a

calculation version.

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Project Component Split View

Technical Name V_EXT_PROJECT_COMPONENT_SPLIT

View Description Shows rows of the saved component split for calculation
versions of the selected projects without item data.

Input Parameters • VAR_PROJECT

Select one or more projects for which the calculation
versions should be shown.
• VAR_ONLY_CURRENT
Specify if all or only current calculation versions of the
selected projects should be shown.
• VAR_LANGUAGE
Select a language to be used for language-specific
texts.

Recommended Attributes • PROJECT

• CALCULATION_VERSION
• COST_COMPONENT

This attribute combination shows component split rows for

calculations versions of the selected projects.

Project Costing Sheet View

Technical Name V_EXT_PROJECT_COSTING_SHEET

View Description Shows rows of the saved costing sheet for calculation ver-
sions of the selected projects without item data.

Input Parameters • VAR_PROJECT

Select one or more projects for which the calculation
versions should be shown.
• VAR_ONLY_CURRENT
Specify if all or only current calculation versions of the
selected projects should be shown.
• VAR_LANGUAGE
Select a language to be used for language-specific
texts.

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 Recommended Attributes • PROJECT
• CALCULATION_VERSION
• COSTING_SHEET_ROW

This attribute combination shows costing sheet rows for cal-

culations versions of the selected projects.

Related Information

Accessing Views Using SAP Analysis for Microsoft Office [page 363]

16.2 Accessing Views Using SAP Analysis for Microsoft

Office

SAP Analysis for Microsoft Office is an add-in for Microsoft Excel, extending it with multiple functions for
accessing and analyzing data in pivot tables. You can access different data sources including SAP HANA, which
is used for data storage in SAP Product Lifecycle Costing.

Prerequisites

• SAP Analysis for Microsoft Office must be installed and configured for your SAP Product Lifecycle Costing
system. In particular, your SAP HANA database must be configured as the data source in SAP Analysis for
Microsoft Office.
For step-by-step instructions, see the Administrator's Guide on SAP Help Portal at http://help.sap.com/
boaa .
• Your user in SAP Product Lifecycle Costing must have the role AnalyticsViewer_RT.
• Calculation versions that you want to analyze must already be created and saved in SAP Product Lifecycle
Costing. You cannot analyze a newly created calculation that has not yet been saved.

Creating Your SAP HANA Data Source

In order to access analytic views, your SAP HANA database must be configured as the data source in SAP
Analysis for Microsoft Office.

To do this, proceed as follows:

1. Place your cursor in a cell in the open Microsoft Excel worksheet.

2. In the Analysis tab, choose Insert Data Source and then Select Data Source.

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3. Under Logon to SAP BusinessObjects BI Platform, choose Skip to open the dialog for selecting a data
source.
4. In the Select Data Source dialog, right-click anywhere in the empty space in the dialog and choose Create
New SAP HANA Connection in the menu.
5. Make the following settings for your connection data:

Description Enter any description.

Scheme Choose HTTPS.

Host Name Enter the name of your SAP HANA host, for example,
xyz.mo.mycompany.corp.

Port Enter the port used for connection to SAP Product Lifecy-
cle Costing.

Authentication Type Choose Automatic. The system then automatically de-

tects whether single-sign on is enabled. If this is not the
case, the uaa authentication type is used instead, and you
must enter user name and password.

6. Click Create.

You can use the SAP HANA data source in your subsequent analysis of calculations.

Accessing SAP PLC Analytic Views

You can access the data from SAP PLC analytic views in the selected area of the open Microsoft Excel
worksheet. If SAP Analysis for Microsoft Office has been installed correctly, an Analysis tab is available when
you open Microsoft Excel.

If SAP Analysis for Microsoft Office has been integrated with SAP Product Lifecycle Costing, you can access
the standard SAP PLC analytic views directly by choosing Analyze in the ribbon in the Project, Cockpit,
or Calculation view. For more information, see the Administrator's Guide for SAP Product Lifecycle Costing
available at http://help.sap.com/plc.

 Note

If integration with SAP Analysis for Microsoft Office has not been set up, make sure to note down the
version ID of the relevant calculation version in SAP Product Lifecycle Costing before you start. You will
need to enter this after selecting an analytic view.

Accessing Views Without Integration

The following describes how to access views without integration of SAP Analysis for Microsoft Office.

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 1. Place your cursor in a cell in the open Microsoft Excel worksheet.
2. In the Analysis tab, choose Insert Data Source and then Select Data Source.
3. Under Logon to SAP BusinessObjects BI Platform, choose Skip to open the Select Data Source dialog.
4. Select your SAP HANA data source to connect.
If single sign-on authentication is not enabled, you must enter your SAP HANA user ID and password for
SAP Product Lifecycle Costing. Otherwise, you can open the data source directly.
5. In the dialog box, you can use the Search tab to find views that begin with V_EXT_.
Alternatively, you can also choose the Area tab and search for a view in the folder /sap/plc/analytics/.
6. Select a view and enter the calculation version ID or project ID and the relevant language, for example DE.
7. After you have confirmed your entries, the data for the view appears in the selected area of the worksheet
in Microsoft Excel.

Each view provides a data cube in which you can freely choose the attributes (dimensions) according to which
the numbers (measures) are grouped and then display them in rows or columns. To use different attributes,
drag and drop an attribute from the Data Source box to the Rows or Columns box in the side panel. You can also
define the background filters in the same way.

More Information

• For more information about working with SAP Analysis for Microsoft Office, see the user assistance
available at http://help.sap.com/boaa.
• For more information about integrating SAP Analysis for Microsoft Office with SAP Product Lifecycle
Costing, see the Administrator's Guide for SAP Product Lifecycle Costing available at http://help.sap.com/
plc.

16.3 Accessing Data from Custom Calculation Views

You can create your own custom SAP PLC analytic views and use SAP Analysis for Microsoft Office to access
them.

Prerequisites

• An SAP HANA database project has been created, together with synonyms that allow data to be read from
PLC tables.
• The project includes a role that allows data to be read from the current schema, for example
qc_power_user.hdbrole.

 Sample Code

{
"role": {
"name": "qc_power_user",

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 "schema_privileges": [
{
"privileges": [
"SELECT METADATA",
"SELECT"
]
}
]
}
}

Procedure

1. In the project, create a new calculation view.

Note, be sure to select the data type CUBE or DIMENSION.
2. Grant the prerequisite role to the SAP PLC technical user.

 Note

You can find the technical user as follows:

1. Go to the xsa-cockpit.

2. Open the space for SAP PLC.

3. Select the application xsac-plc-xsahaa.

4. In the menu, under Overview, choose Environment Variables.

5. Scroll down through the database connection until you find the term "user". Here you will find the
technical user.

3. Open SAP Analysis for Microsoft Office and locate the view.

 Tip

You can display your custom calculation views with the standard analytic views by updating the SAP
Integration settings in the Administration view of SAP Product Lifecycle Costing. For more information,
see the Administrator's Guide for SAP Product Lifecycle Costing under Settings for Integration.

For more information regarding integrating analyitics, see the Administrator's Guide for SAP Product
Lifecycle Costing under Integrating SAP Analytics for Microsoft Office.

16.4 Comparing Versions in SAP Analysis for Microsoft

Office
You can use SAP Analysis for Microsoft Office to compare two calculation versions from SAP Product Lifecycle
Costing. Comparing versions here gives you additional flexibility to create reports or perform further analysis
on the comparison data. If integrated, you can open SAP Analysis for Microsoft Office in SAP Product Lifecycle
Costing directly from the Cockpit or Calculation view.

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Prerequisites

• SAP Analysis for Microsoft Office must be installed and configured for your SAP Product Lifecycle Costing
system. In particular, your SAP HANA database must be configured as the data source in SAP Analysis for
Microsoft Office.
• To install and configure SAP Analysis for Microsoft Office, see the Administrator Guide on for SAP
Analysis for Microsoft Office on SAP Help Portal.
• To integrate SAP Analysis for Microsoft Office, see the Administrator's Guide for SAP Product Lifecycle
Costing under Integrating SAP Aalysis for Microsoft Office .
• Your user in SAP Product Lifecycle Costing must have the role AnalyticsViewer_RT.
• Calculation versions that you want to compare must already be created and saved in SAP product Lifecycle
Costing. You cannot compare or analyze a newly created calculation that has not yet been saved.

Context

Calculation versions are compared in SAP Analysis for Microsoft Office using the SAP Product Lifecycle Costing
version IDs. You need to manually enter the version ID of the second of the two versions you are comparing.
Make sure you note down this version ID before you begin.

To find the version ID:

1. Open the Cockpit view.

2. In the Navigation Explorer, expand your project and select the calculation in which you are working.
All corresponding versions and version IDs will be listed in the table.

Steps

1. Open the Cockpit view. Under Navigation Explorer, select the calculation version you want to compare.
2. From the ribbon, choose Analzye, then use the dropdown to select Compare Versions.
3. If prompted, enter your login and password. This opens the Analysis tab in SAP Analysis for Microsoft
Office.
4. In the Analysis tab of SAP Analysis for Microsoft Office, under View for, make sure V_BOM_COMPARE is
selected.
5. In the Analysis tab of SAP Analysis for Microsoft office, choose Prompts.
This opens the Prompts dialog.

 Note

Values from your first calculation version are automatically populated in an Excel worksheet. You use
the dialog to enter the version ID of the second calculation version.

6. In the Prompts dialog, under [VersionId2] versionId2, enter the version ID of the second calculation version.

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  Tip

Before exiting the Prompt dialog, on the left side, check the Prompt Summary to make sure you are
comparing the desired versions.

7. Choose OK to apply the changes.

Result

Values for fields in the second version are entered in the Excel sheet side-by-side with fields from the first
version. For information regarding how to analyze the data, see the Application Help for SAP Analysis for
Microsoft Office on SAP Help Portal.

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17 Master Data: Creating Prices, Costing
Sheets, Global Settings, and More

17.1 Working with Master Data

Master data is information that must be generally and consistently available for use in calculation versions in
SAP Product Lifecycle Costing.

Sources of Master Data

You can use master data from the following sources:

• Replicated from your SAP ERP system

For more information, see the topic Master Data Replication in the Administrator's Guide for SAP Product
Lifecycle Costing .
• Defined locally in SAP Product Lifecycle Costing

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

The Administration view gives you an overview of the available master data and shows you the source of the
respective data.

Note the following about master data:

• Master data that has been replicated from SAP ERP is display-only in SAP Product Lifecycle Costing. This
data can be used in calculation versions, but cannot be modified in the Administration view.
• You can create, modify, and delete master data that is defined locally in SAP Product Lifecycle Costing.
• Data imported from SAP ERP always takes precedence over locally defined master data. This means that if
a set of master data has already been defined in SAP Product Lifecycle Costing and the same master data
is then replicated from SAP ERP, the new data from SAP ERP overwrites the entry in SAP Product Lifecycle
Costing.

Using Master Data in Calculations

You use the master data shown in the Administration view when you work with new or existing calculations. Any
later changes made in the master data do not affect existing calculations. For example, if the description of a
plant changes after it has been used in a calculation, the calculation continues to use the old description of the

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plant unless you update it manually or update all master data for the calculation version. This ensures that your
calculation versions are never inadvertently changed due to a modification or deletion of master data.

For some master data, you can enter a temporary value in the calculation version if the master data has not yet
been created centrally in SAP Product Lifecycle Costing either as local master data or as data replicated from
SAP ERP. This allows you to continue with cost planning at early stages when master data has not yet been
finalized. For more information, see Using Master Data in Calculation Versions [page 142].

Filtering

You can filter master data in several places in the Administration view:

• In the navigation structure and in the side panel to filter the list of entries or fields respectively. For more
information, see Searching and Filtering [page 19].
• Using the additional filter criteria in the main table, you can filter in master data areas that have a large
number of entries. Use the filter criteria provided and set the respective operators (for example, is or
contains). You can set the maximum number of results to be shown for your filter criteria. The system
remembers your filter criteria as you move between views.

Sorting

You can sort the data shown in the Administration view. To sort a column in the view, click the respective
column header. You can also sort multiple columns. To do this, press SHIFT and then click the header of the
additional column to be sorted.

Breadcrumb Navigation

The Administration view provides breadcrumb navigation that helps you keep track of your location in each
master data area in this view. This hierarchical sequence of navigational links allows you to retrace your steps
and to ultimately return to your entry point in a master data area. A back arrow at the beginning of the
navigation sequence returns you to the main master data topic area under which you began.

Related Information

Allowed Characters when Creating Master Data [page 372]

Creating Master Data In the Administration View [page 371]
Using Master Data from SAP ERP [page 373]
Using Master Data in Calculation Versions [page 142]

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17.1.1 Creating Master Data In the Administration View

In the Administration view, you can use the Add and Delete commands to create new master data in SAP
Product Lifecycle Costing and to remove master data that is no longer needed. You cannot edit or delete
master data that has been replicated from SAP ERP.

You can make multiple changes at once. Your changes are marked with icons so that you can always return to
the changes that you have made before you save. If you need to correct an entry, you can use the context menu
to reset a row and return it to its last saved state. You can reset one row at a time. You can do this in master
data areas that do not have additional details (Details).

 Note

For technical information regarding the initial creation of master data in SAP Product Lifecycle Costing, see
the Administrator's Guide, under Creating Master Data.

Adding Master Data

To add a new master data entry:

1. Select a master data area from the navigation structure in the Administration view.
2. Choose Add in the ribbon. This opens one of the following:
• A new entry is added to the bottom of the list in the view and the fields are shown in the side panel at
the right, or
• A panel opens directly showing the fields to be filled.

In the table overview, a symbol (Newly Added Row) marks the changed row until you save.
3. Fill in the required fields either in the table, in the More Information area in the side panel shown at the right
or directly in the main panel.
4. Save your entries.

Modifying Master Data

You can modify master data that is defined locally whenever necessary.

 Note

Any changes made in the Administration view do not affect already existing calculation versions.

To modify a master data entry:

1. Select a master data area from the navigation structure in the Administration view.
You can enter filter criteria to find an entry.
2. Make any changes in the table or in the More Information area in the side panel shown at the right side of
the view and press Enter .

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 If the master data area provides only the table overview, double-click an entry or press Enter to open the
panel.
A symbol (Modified Row) marks the changed row until you save.

 Note

If you need to undo a change before saving, you can use the Reset command in the context menu to
reset any row with unsaved changes and return it to its last saved state.

3. Save your entries.

Deleting Master Data

If a master data entry is not referenced in another master data entry (for example, if a company code
references a controlling area that you want to delete) or in a surcharge rule in a project lifecycle, you can delete
it in the Administration view.

To delete a master data entry:

1. Select the master data area from the navigation structure in the Administration view.
You can enter filter criteria to find an entry.
2. Select the entry that you want to delete and choose Delete in the ribbon.

 Note

If you need to make a change before saving, you can use the Reset command in the context menu to
reset this or any row with unsaved changes and return it to its last saved state.

3. Save your changes.

Related Information

Working with Master Data [page 369]

Using Master Data from SAP ERP [page 373]

17.1.1.1 Allowed Characters when Creating Master Data

You can enter the following characters when entering temporary data or creating master data in SAP Product
Lifecycle Costing. This applies to all master data IDs and project IDs.

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 Allowed Characters Description Example

Alphanumeric characters Any combination of letters and num- MATERIAL100

bers. Letters are not case-sensitive
upon entry, but are transformed auto-
matically to uppercase.

Spaces Allowed between characters but not be- MATERIAL 100

fore or after characters.

Special Characters You can use the following special char- Examples include, but are not limited
acters: to:

• Number sign # • #MATERIAL100

• Plus sign + • VENDOR-(100)
• Open parenthesis ( • MAT`980
• Closed parenthesis ) • WORK CENT 2.21/23
• Backquote ` • BA: 23_44

• Forward slash /
• Hyphen -
• Period .
• Underscore _
• Colon :
• Vertical bar |

17.1.2 Using Master Data from SAP ERP

If SAP Product Lifecycle Costing has been set up to work together with your SAP ERP system, master data
is replicated automatically from SAP ERP. Master data that is replicated from your SAP ERP system is display-
only in SAP Product LIfecycle Costing.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

The following data can be replicated from SAP ERP:

• Accounts
• Activity Prices
• Activity Types
• Business Areas
• Company Codes
• Cost Centers
• Currency Exchange Rates

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• Customers
• Documents
• Document Statuses
• Document Types
• Document Material Links
• Materials
• Material Account Determination
• Material Groups
• Material Prices
• Material Types
• Plant-Specific Materials
• Overhead Groups
• Plants
• Processes
• Profit Centers
• Units of Measure
• Valuation Classes
• Vendors
• Work Centers

The following master data must be created in the SAP Product Lifecycle Costing application:

• Account groups
• Costing sheets
• Cost component splits
• Currencies
• Activity prices
• Work centers

For more information regarding the creation and replication of master data, see the Administrator's Guide
under Master Data Management.

Related Information

Working with Master Data [page 369]

Creating Master Data In the Administration View [page 371]

17.2 Costing and Analysis Master Data

You can create and manage the following master data in SAP Product Lifecycle Costing for the purpose of
costing and analysis:

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 • Accounts [page 375]
• Account Groups [page 376]
• Material Account Determination [page 380]
• Valuation Classes [page 384]
• Overhead Groups [page 385]
• Cost Component Splits [page 385]
• Costing Sheets [page 389]

For technical information regarding the initial setup of master data or master data replication, see the
Administrator’s Guide for SAP Product Lifeycle Costing, under Master Data Management.

17.2.1 Accounts

You use the Accounts area in the Administration view to manage the accounts used in SAP Product Lifecycle
Costing.

You can create account data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set
up, this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter the entries and sort the entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Enter descriptions of the accounts in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete account data locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Accounts area in the Administration view.

Field Shown What It Means

Account An up to ten-character identifier for an account. Only numer-

ical digits should be used in order to create meaningful ac-
count groups with ranges of accounts.

Account Description Shows the description of the account in the current logon
language.

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Field Shown What It Means

Controlling Area Specifies the controlling area to which the account is as-
signed.

Controlling Area Description Shows the description of the controlling area in the logon
language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.2.2 Account Groups

You use the Account Groups area in the Administration view to manage account groups used in SAP Product
Lifecycle Costing. Here, you can group together accounts or ranges of accounts with similar characteristics into
one account group.

You can use these account groups as a basis for a costing sheet or as a cost component for a component split.
This ensures that the basis of your calculation always aligns with your analysis. For more information, see Cost
Component Splits [page 385] and Costing Sheets [page 389].

You can do the following here:

• Create and delete account groups.

 Note

If a field is editable, you can double-click once to switch to editable mode. Another double-click then
takes you to the details for the account group. For non-editable fields, a double-click takes you directly
to the details for the account group.

• Assign accounts to existing account groups.

You can do this by adding single accounts or by adding ranges of accounts with lower and upper limits.

 Example

Accounts are sorted alphanumerically. This means that they are sorted by the first character of an
account. If you want to avoid accounts with fewer characters (for example, 1200) being sorted in
between accounts with more characters (for example, 11000 to 13000) you must add leading zeros to
accounts that have fewer characters (for example, 01200).

• Filter the account groups and sort the account groups by one of the available columns.
• Enter descriptions of the account groups in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430]

 Note

Account groups have a locking mechanism that ensures that only one user can work on an account group
at a given time. However, if you have sufficient access rights, you can still view the existing account groups
even if someone else is currently working on them. If you want to make any changes in the account group,
you must wait until the other user has closed the Account Groups area.

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The following fields are available when working with account groups in the Administration view:

Field Shown What It Means

Account Group Numeric identifier for an account group. This is an organiza-

tional entity that combines accounts that belong together
logically.

Account Group Description Shows a description of the account group in the logon lan-
guage.

Controlling Area Specifies the controlling area to which the account group is
assigned.

You can only assign accounts to account group that have the
same controlling area.

Controlling Area Description Shows the description of the controlling area in the logon
language.

Cost Portion You can select a fixed, variable, or fixed and variable cost
portion. If the account group is used to define a costing
sheet basis or a cost component, only the portion of the cost
that is specified here is considered.

Account From This is a mandatory field. You enter the initial account num-
ber for the range of accounts that you want to add to this
group (for example, 40000). You can enter this number
manually or select from the existing account numbers. Auto-
complete is available for this field.

 Note
You can also enter a single account number. In this case,
you do not need to enter anything in the Account To
field.

Description for Account From Describes the initial account.

Account To This is the final account number for the range of accounts
that you want to add to this group (for example, 400200).
You can enter it manually or select from the existing account
numbers.

Description for Account To Describes the final account in the selected range.

Related Information

Creating Account Groups [page 378]

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Assigning a Single Account to an Account Group [page 378]
Assigning a Range of Accounts to an Account Group [page 379]
Removing Accounts from an Account Group [page 379]
Cost Component Splits [page 385]

17.2.2.1 Creating Account Groups

You can create an account group in the Account Groups area of the Administration view.

Steps

1. In the Administration view, choose Account Groups.

2. Choose Add in the ribbon or open the context menu and choose Add Row.
3. Complete all mandatory fields.

 Note

The Cost Portion field defaults to Fixed and Variable. To change your selection, use the drop-down
menu.

4. Save your entries.

The account group that you have created is empty until you assign accounts to the group.

17.2.2.2 Assigning a Single Account to an Account Group

You can assign single accounts to an existing account group.

Steps

1. In the navigation structure at the left of the Administration view, choose Account Groups.
2. Select the account group to which you would like to add an account. Choose Details in the ribbon on the
top right or in the context menu.
The name of the account group to which you are adding accounts appears in the navigation bar at the top
of your screen.
3. In the ribbon on the left, choose Add.
A new entry is added to the bottom of the existing Account From column.
4. In the Account From column, enter the account you want to assign to the account group using
autocomplete or by entering it manually.
If you choose an autocomplete option when filling in Account From the Description for Account From field is
completed automatically.

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  Note

As you are defining intervals, you can also enter temporary accounts that do not yet exist in your
master data. The system will autocomplete the Description for Account From field with the description
<Temporary>.

5. Save your entry.

17.2.2.3 Assigning a Range of Accounts to an Account Group

You can assign a range of accounts to an account group at once.

Steps

1. In the navigation structure at the left of the Administration view, choose Account Groups.
2. Select the account group to which you would like to add an account. Choose Details in the ribbon on the
top right or in the context menu.
3. In the Account From column, enter the initial account that you want to assign to the account group using
autocomplete or by entering it manually.
If you choose an autocomplete option when filling in Account From, the Description for Account From field is
filled in automatically.

 Note

You can enter a temporary account number that does not yet exist in your master data. The system fills
the Description for Account From field with the description <Temporary>.

4. In the Account To column, enter the last account number from the range of accounts that you are entering.
If you choose an autocomplete option when filling in Description for Account To, the field is filled in
automatically.

 Note

You can add multiple accounts and account ranges to an account group. To do this, choose Add in the
ribbon and a new line is added under Account From.

5. Save your entry.

17.2.2.4 Removing Accounts from an Account Group

You can remove an account or range of accounts that you have assigned to an account group.

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Steps

1. In the Account Group area in the Administration view, select Account Groups.
2. Select the account group that contains accounts that you would like to remove.
3. Choose Details in the ribbon or in the context menu.
4. Select an account or range of accounts and choose Delete.
5. Save your entry.

17.2.2.5 Deleting Account Groups

You can delete an account groups if it is not used in any other master data (for example, in a costing sheet or a
component split).

Steps

1. In the Account Group area in the Administration view, select Account Groups.
2. Select the account group that you would like to delete.
3. In the ribbon, choose Delete or choose Delete Row in the context menu.
4. Save your changes.

17.2.3 Material Account Determination

You use the Material Account Determination area in the Administration view to define the rules by which
accounts are automatically assigned to items in a calculation version. Material account determination can be
applied to items with the following item categories:

• Material
• Document
• External Activity
• Subcontracting

You can create material account determination locally in SAP Product Lifecycle Costing. For more information,
see Working with Attributes for Material Account Determination [page 382]. If integration with SAP ERP has
been set up, material account determination is replicated from your SAP ERP system. Replicated data is
display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

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You can do the following here:

• Filter the entries and sort the entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Enter descriptions in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete material account determination data locally in SAP Product Lifecycle Costing.
You can work with this data either directly in the table or use the fields in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Material Account Determination area in the Administration view.

Field Shown What It Means

Controlling Area Identifies the controlling area for which material account de-
termination is applied.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Plant Identifies the plant for which material account determination

is applied.

Plant Description Shows a description of the plant in the logon language.

Material Type Identifies a material type for which material account deter-
mination is applied.

Material Type Description Shows the description of the material type in the current
logon language.

Valuation Class Identifies the valuation class for which material account de-
termination is applied.

Valuation Class Description Shows a description of the valuation class in the current
logon language.

Account Identifies the account used for material account determina-

tion.

Account Description Shows a description of the account in the current logon lan-
guage.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

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17.2.3.1 Working with Attributes for Material Account
Determination

You create the rules for material account determination by specifying the dependencies for which the account
should be determined. You can use any combination of the following attributes to do this:

• Controlling area
• Plant
• Material type
• Valuation class

 Example

You create an entry specifying that for controlling area CA01, plant 01, and material type RAW, the account
001 should be assigned.

This means that when you are working in a calculation version, whenever you assign a material to an item
that is from plant 01 and is of material type RAW, account 001 is entered automatically in the Account field.

Leaving Fields Empty

If you do not enter a value for Plant, Material Type, or Valuation Class then the account determination rule only
takes effect if this attribute is also empty for an item in a calculation version.

 Example

You create an entry specifying that for controlling area CA01 and material type RAW, the account 001
should be assigned. You leave Plant empty.

This means that when you are working in a calculation version, account 001 is only entered if you assign a
material with material type RAW to an item and you do not specify a plant.

Using Wildcards

You can also use an asterisk as wildcard in Plant, Material Type, and Valuation Class. This means that any value
is allowed for the corresponding field in an item in a calculation version.

 Example

You create an entry specifying that for controlling area CA01, plant 01, and any material type, the account
001 should be assigned.

This means that when you are working in a calculation version, account 001 is entered initially for all
materials that have controlling area CA01 and plant 01, regardless of the material type.

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How Account Determination Is Applied

When working with wildcards, it is possible that more than one rule might apply for an item. In this case, the
more specific rule takes effect. This means that if you have a rule that specifies values for three attributes and
another rule that specifies values for only two attributes, the rule that has three attribute values takes effect.

 Example

You create an entry specifying that for the controlling area CA01, plant 01, material type RAW, and any
valuation class, the account 001 should be assigned. You create a second entry specifying that for the
controlling area CA01, material type RAW, any plant, and any valuation class, the account 011 should be
assigned.

This means that when you are working in a calculation version and create an item for which either rule
could apply, for example if you assign a material from plant 01 with the material type RAW, the first rule is
used and account 001 is assigned. This is the case because all else remaining constant, the definition for
plant in the first rule is more specific.

You may also have rules that specify the same number of attributes, but with different values. In this case, the
rule that uses the most specific attributes is used. Attributes for material account determination are evaluated
from least specific to most specific. This results in the following sequence, starting with the least specific
attribute:

• Controlling area
• Plant
• Material type
• Valuation class

 Example

You create an entry specifying that for the controlling area CA01, plant 01, any material type, and any
valuation class, the account 001 should be assigned. Then you create a second entry specifying that for
controlling area CA01, valuation class 07, any plant, and any material type, the account 011 should be
assigned.

This means that when you are working in a calculation version and create an item for which both rules could
apply, the second rule is used and the account 011 is entered. This is because the valuation class is more
specific than plant alone.

Creating Rules for Account Determination

To create an entry that specifies a rule for account determination, do the following:

1. In the navigation structure at the left in the Administration view, choose Material Account Determination.
2. Choose Add in the ribbon or Add Row in the context menu. A new entry is added to the list.
3. Enter values for one or more attributes that you want to use for account determination, along with an
account, and save your entry.

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Related Information

Determining Accounts [page 230]

17.2.4 Valuation Classes

You use the Valuation Classes area in the Administration view to manage valuation classes used in SAP Product
Lifecycle Costing. A valuation class is an attribute that can be assigned to a material in a specific plant. This
makes it possible to group together materials from a financial point of view.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Sort the entries by one or more columns and filter the entries.
For more details, see Working with Master Data [page 369].
• Enter descriptions of the valuation classes in other languages if multi-language support has been
activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete valuation class data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Valuation Classes area in the Administration view.

Field Shown What It Means

Valuation Class An up to four-character identifier for a valuation class.

Valuation Class Description Shows a description of the valuation class in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

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17.2.5 Overhead Groups
You use the Overhead Groups area in the Administration view to manage overhead groups used in SAP Product
Lifecycle Costing. Overhead groups allow you to group together materials for which the same overhead
conditions apply.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the overhead groups in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete overhead group data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Overhead Groups area in the Administration view.

Field Shown What It Means

Overhead Group An up to ten-character identifier for an overhead group.

Overhead Group Description Shows the description of the overhead group in the logon
language.

Plant Specifies the plant that is assigned to the overhead group.

Plant Description Shows the description of the plant in the logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.2.6 Cost Component Splits

You use the Cost Component Splits area in the Administration view to manage the cost component splits used
in SAP Product Lifecycle Costing.

Cost component splits allow you to analyze the breakdown of costs by specific account groups and to identify
the major cost drivers.

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You can do the following here:

• Create, modify, and delete cost component splits.

 Note

If a field is editable, you can double-click once to switch to editable mode. Another double-click then
takes you to the details for the cost component split. For non-editable fields, a double-click takes you
directly to the details for the account group.

• Filter the entries and sort the entries by one of the columns. For more information, see Working with
Master Data [page 369]
• Enter descriptions of the cost component splits in other languages if multi-language support has been
activated. For more information, see Other Languages for Master Data Descriptions [page 430]

Once you have created and saved your cost component split, you can find and select it from the drop-down
menu in the Calculation view in the side panel under Cost Component Split. For more information, see
Calculations [page 98].

 Note

Cost component splits have a locking mechanism that ensures that only one user can work on a cost
component split at a given time. However, if you have sufficient access rights, you can still view the existing
cost component splits even if someone else is currently working on them. If you want to make any changes
in the cost component split, you must wait until the other user has left the Cost Component Splits area.

Related Information

Creating Cost Component Splits [page 386]

Assigning Account Groups to Cost Component Splits [page 387]
Removing Account Groups from Cost Component Splits [page 388]

17.2.6.1 Creating Cost Component Splits

You can create a cost component split in the Cost Component Splits area of the Administration view.

The following fields are available when creating cost component splits:

Field Shown What It Means

Cost Component Split An identifier for a cost component split.

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 Field Shown What It Means

Cost Component Split Description Shows the name of the cost component split in the logon
language.

This name appears in the drop-down list of available Cost

Component Splits in the side panel in the Calculation view.

Controlling Area Specifies the controlling area to which the cost component
split is assigned.

Autocomplete is available for this field. You can only assign

account groups to component splits that belong to the same
controlling area.

Controlling Area Description Shows a description of the controlling area in the logon lan-
guage.

Steps

1. In the Administration view, choose Cost Component Splits.

2. Choose Add in the ribbon or open the context menu and choose Add Row.
3. Complete all mandatory fields.
4. Save your entries.
Once you have created the cost component split, you can add and remove account groups that exist in
your master data.

17.2.6.2 Assigning Account Groups to Cost Component Splits

You can add account groups to a cost component split in the Cost Component Splits area of the Administration
view.

Steps

1. In the navigation structure at the left of the Administration view, choose Cost Component Splits.
2. In the table, select a cost component split to which you would like to add an account group, and choose
Details in the ribbon or in the context menu.
3. In the Available Account Groups area, double click on the account group you would like to assign to your
cost component split.
You can also use the right arrow in the center of your screen to move Available Account Groups to Assigned
Account Groups.

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  Note

An account group must have at lease one account assigned in order to appear in the list of available
account groups. Empty account groups cannot be assigned to a cost component split.

4. Save your entry.

If you leave the area without saving, a message is displayed prompting you to save your entry or discard
your changes.
5. Choose the back button or click on Cost Component Split at the top to return to the list of all available cost
component splits.

 Example

Available account groups can contain overlapping accounts, for example, Raw Materials
400000-400010 and Direct Material Cost 400000-4000010, 410000-410000. Once you add
an account group to your cost component split, the available account groups that contain one or more
overlapping account groups, are grayed out and can no longer be added to your selection.

This, however, does not apply to overlapping account groups that have been assigned different cost
portions. For example, you can assign the following account groups, which contain the same accounts with
different cost portions, to the same cost component split:

Account Group Account Group Controlling Area Cost Portion Account From Account To
Description

250 Activities 1 - Fixed CA1 Fixed AC11 - Raw mate- AC12 - Semi-fin-
rials (Account 11) ished products
(Account 12)

260 Activities 1 - Varia- CA1 Variable AC11 - Raw mate- AC12 - Semi-fin-
ble rials (Account 11) ished products
(Account 12)

17.2.6.3 Removing Account Groups from Cost Component

Splits

You can remove account groups from a cost component split in the Cost Component Splits area of the
Administration view.

Steps

1. In the navigation structure at the left of the Administration view, choose Cost Component Splits.
2. In the table, select a cost component split from which you would like to remove an account group, and
choose Details in the ribbon or in the context menu.

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 3. In the Assigned Account Groups area, double click on the account group you would like to remove from
your cost component split.
You can also use the left arrow in the center of the view to remove account groups from Assigned Account
Groups and return them to Available Account Groups.
4. Save your entry.
If you leave the area without saving, a message is displayed prompting you to save your entry or discard
your changes.
5. Choose Cost Component Split at the top to return to the list of all available cost component splits.

 Note

You can use the double arrow in the center of the view to remove all assigned account groups.

17.2.7 Costing Sheets

You use the Costing Sheets area in the Administration view to create, edit, and delete costing sheets used in
SAP Product Lifecycle Costing. A costing sheet defines the rules that are used to sum up costs and to calculate
and apply overheads.

You can enable up to three total costs in one costing sheet, each representing a different costing scenario. For
example, you might create an intercompany costing scenario, a group costing scenario, and a margin costing
scenario.

You can select the rows that you want to include in the total cost for each costing scenario. When you apply
the costing sheet to a calculation version, you can select between the costing scenarios see how they affect the
total cost and other calculated values. You can also see how the cost component split changes for each costing
scenario.

 Note

If you do not want to calculate overheads or intermediate sums, you do not need to use a costing sheet in
your calculation version. In this case, all costs are simply rolled up.

Costing Sheet Rows

A costing sheet consists of multiple rows that are processed top to bottom during the calculation of overheads
and sums in a calculation version. You can use the following row types in costing sheets:

• Base
• Overhead
• Sum

There are dependencies between these row types. Most importantly, the first row in your costing sheet must
be a Base row. This is necessary because overhead rows and sum rows can only reference rows located above
them. You can add as many base rows and overhead rows as you need. However, the referenced base row must
always be located above the overhead row. The same applies for sum rows. Only rows that located above the

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sum row can be referenced in the sum row. If you enter a formula that references rows that are located below
the sum row, an error message is shown.

You can do the following in the Costing Sheets area:

• Filter and sort the list of costing sheets by one or more columns. For more information, see Working with
Master Data [page 369].
• Enter descriptions of the costing sheets in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, view and delete costing sheets locally in SAP Product Lifecycle Costing.
You can maintain costing sheets directly in the fields in the table or use the fields shown in the More
Information area in the side panel at the right.
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters that you entered. For more information, see
Autocomplete for Fields [page 14].

 Note

Costing sheets have a locking mechanism that ensures that only one user can work on a costing sheet at a
given time. However, if you have sufficient access rights, you can still view the existing costing sheets even if
someone else is currently working on them. If you want to make any changes in the costing sheet, you must
wait until the other user has closed the Costing Sheets area.

Related Information

Creating Costing Sheets [page 390]

Base Rows [page 392]
Overhead Rows [page 394]
Sum Rows [page 402]
Calculating Quantities and Costs [page 249]
Using Costing Sheets in Calculation Versions [page 153]

17.2.7.1 Creating Costing Sheets

You can create a costing sheet in the Costing Sheets area in the Administration view.

You can enable up to three total costs in one costing sheet, each representing a different total cost scenario. For
example, you might create an intercompany costing scenario, a group costing scenario, and a margin costing
scenario.

When you apply the costing sheet to a calculation version, all enabled total costs are calculated. You can select
between costing scenarios to see the total cost breakdown by costing sheet row. In the item details, you can
see the total cost and other calculated values for each costing scenario. You can also see the breakdown for
each costing scenario by account group in the cost component split.

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Procedure

1. Create a costing sheet.

1. In the Administration view, choose Costing Sheets.

2. In the top left, choose Add , then specify an identifier for the row.
This can be up to 5 characters long.
3. In the side panel, under Section Details, enter a controlling area. Note, a costing sheet can only be used
in a calculation version with the same controlling area.
4. Next, enter a costing sheet description.
You can do this in the logon language and any additional languages that have been configured for your
system.
2. [Optional] Enable additional Total Cost scenarios.
Do this if you want to compare different costing scenarios using the same costing sheet:
1. In the Section Details, under Total Cost, select Total Cost 2 . To enable a third costing scenario, select
Total Cost 3. Note, Total Cost is selected by default.
2. Enter a description for each new costing scenario, then save your entries.
3. Create a Base row.

 Note

The first row must always be a Base row.

1. Double-click on the costing sheet to open it.

2. Choose Add then specify an identifier for the row.

This can be up to 5 characters long.
3. Under Row Type, select Base. In the side panel, make the necessary entries for the row. For more
information, see Base Rows [page 392].

 Note

Once you've created a base row, you can begin creating additional Base, Sum, and Overhead rows.

4. Save your entries.

Result

Saved costing sheets can be selected and applied in any calculation version, so long as the costing sheet and
version share the same controlling area.

Related Information

Base Rows [page 392]

Overhead Rows [page 394]
Sum Rows [page 402]

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Using Costing Sheets in Calculation Versions [page 153]
Calculating Overheads [page 255]

17.2.7.2 Base Rows

As part of a costing sheet in SAP Product Lifecycle Costing, you can create base rows.

The first row in your costing sheet must always be a base row. A base row defines the items for which a
particular overhead should be calculated and gives you something to reference when creating overhead and
sum rows.

When you create a base row, you specify whether overheads should be applied to items in the row according to
Account Group or Item Category.

 Note

Once you've selected Account Group or Item Category for the Base Defined By field in your row and saved
your changes, you can no longer change this setting. If you want to change this setting, simply delete the
base row and create a new one.

Defining a Base Row by Account Group

You can use account groups if you need fine-grained control of the items that should be considered for
overheads. For example, you may use an account group called Raw Materials which contains all accounts
related to raw materials. To determine if the cost of a particular item in a calculation version (for example, a
material M-100) belongs to a particular base, the system checks whether the account assigned to this item (for
example, 400000) belongs to the account group (for example, Raw Materials: 400000-400010) assigned
to the base row. If the accounts falls within the range, then the item is considered for overhead calculation.

If you have decided to define your base by account group, the following fields are available in the side panel for
your costing sheet base in the Administration view:

Field Shown What It Means

Account Group Use the drop-down list to select an account group for the
base row.

You can create account groups in the Administration view

under Costing and Analysis Account Groups .

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 Field Shown What It Means

Cost Portion from Account Group This can be one of the following:

• Fixed
• Variable
• Fixed and Variable

The cost portion is shown here as a read-only field for your

information. The cost portion is specified as part of the ac-
count group.

Accounts from Account Group This read-only field shows the range of accounts assigned to
the account group.

Defining a Base Row by Item Category

Alternatively, if you only want coarse-grained control, you can define a base by selecting an item category. For
example, you may want to apply overheads only to items with the category Material that do not have any
subitems (that is, excluding assemblies). To determine if the cost of a particular item in a calculation version
(for example, a material M-100) belongs to a particular base, the system checks whether the item category of
an item (for example, Material) matches the item category selected in the base (for example, Material). If
the item categories match, then the item is considered for overhead calculation.

If you have decided to define your base by item category, the following fields are available in the side panel for
your costing sheet base in the Administration view:

Field Shown What It Means

Item Category Use the drop-down list to select an item category for the
base row.

Subitems Use the drop-down list to specify how overheads are applied.

You can choose one of the following:

• Applies to Items with Subitems (these are assemblies)

• Applies to Items Without Subitems
• Applies to Any Item

Cost Portion Specifies which part of the overall costs of the item should
be considered in the base.

You can choose one of the following in the drop-down list:

• Fixed
• Variable
• Fixed and Variable

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17.2.7.3 Overhead Rows

As part of a costing sheet in SAP Product Lifecycle Costing, you can create overhead rows.

An overhead row defines the actual overhead that is to be applied to a base row or a sum row. By referencing an
existing base row or sum row, you preselect those items that are considered for overhead calculation.

Overhead Rules

For an overhead row, you must define one or more overhead rules. Each overhead rule consists of conditions
and amounts. If the conditions are met, then the amounts are calculated and the overheads are applied.

You define conditions under which the overhead is applied by setting a validity date range. You can also
specify an activity type, overhead group, and one or more organizational units, including company code, plant,
business area, profit center, cost center, and work center. An overhead is applied only if the data in an item
matches all conditions.

You can enter a formula to incorporate additional non-calculated standard and custom fields. The formula used
to create the overhead rule must result in a true or false answer. If the result of the formula is true and all
conditions are met, the overhead is applied.

 Example

If an item in a calculation version belongs to plant #PT1000 and the overhead rule specifies plant #PT1200
in the condition, no overheads are applied. The same is true for company code, profit center, and business
area. If an overhead rule specifies an overhead group in the condition, then the overhead is only calculated
for items whose material and plant setting reference the same overhead group. If no conditions are
specified in the overhead rule, then this rule applies to all items belonging to the base row or sum row
that is referenced by the overhead row.

Using Formulas in Overhead Rules

You can add a formula to an overhead rule as an additional layer to determine when the overhead rule is
applied. You can use non-calculated standard fields and non-calculated custom fields to build the formula. You
must create the formula to result in a true or false outcome. If all conditions are met, and the outcome of the
formula is true, then the overhead is applied.

 Example

You want to consider the overhead group of a parent item in an overhead calculation. Your calculation
version contains the following:

• Parent item #100-100 Casing - Overhead group #OG1

• Subitem #100-110 Slug for Casing - Overhead group #OG2

You create an overhead rule that applies 10% overhead according to the following formula
AND(PARENT($OVERHEAD_GROUP_ID; '')='#OG1';1=1). The result of the formula is true. A 10% overhead

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 is applied to the subitem #100-110 Slug for Casing because the parent item belongs to the prescribed
overhead group (#OG1).

Quantity and Percentage-Based Overheads

You can create rules that result in quantity-based overheads (for example, 5 EUR for every 10 PC) and rules
that result in percentage-based overheads (for example, 10%). For percentage-based overheads, you can enter
one overhead percentage that is applied to all items. Alternatively, you can use a custom field to enter different
overhead percentages for individual items. You can define a fixed cost percentage of the calculated overheads
to be charged to the credit account. The remaining percentage is assigned to the variable cost portion. While
the same fixed cost portion is initially applied to each rule in the overhead row, you can override the default and
enter different fixed cost portions for each rule.

The following fields are available when creating an overhead row in a costing sheet:

Field Shown What It Means

Overhead Rules Indicates whether any overhead rules exist for an overhead
row.

If No is shown here, you must create one or more overhead

rules. Otherwise, no overhead is calculated.

You can view or change the overhead rules by selecting the

row and choosing Details in the field itself, in the ribbon,

or in the context menu.

Reference Shows the base row or sum row to which the overhead is to
be applied. You can use the drop-down list to select a row in
your costing sheet.

Credit Account Specifies the account to which the overheads are to be

posted. You can use the drop-down list to select an account.

Fixed Cost Portion (%) Allows you to define what percentage of the calculated over-
heads are assigned to the fixed cost portion that will be
charged to the credit account. The remaining portion is as-
signed to the variable portion.

If you do not specify anything here, the overhead is distrib-

uted in the same relation to the fixed and variable portions
as the costs of the basis. You only need to specify a percent-
age here if the overhead costs should be distributed differ-
ently to the cost portions.

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Field Shown What It Means

Use Default Fixed Cost Portion (%) Selected by default, the fixed cost portion defined for an
overhead row is initially applied for each overhead rule in
that row.

Deselect this checkbox to apply different fixed cost portions

to each overhead rule in an overhead row.

Is Rolled Up Allows you to determine whether the overhead costs should

be rolled up.

If you select this checkbox, the calculated overheads are

included in the sum of the assembly item if the costs of all
subitems are calculated.

Included In Indicates whether a row is included in a particular total cost

scenario.

 Note
To select rows for a particular costing scenario, you first
need to enable the costing scenario in the costing sheet
overview screen.

Related Information

Creating Overhead Rows [page 396]

Defining Rules for Overhead Rows [page 398]
Creating Costing Sheets [page 390]

17.2.7.3.1 Creating Overhead Rows

You create overhead rows in a costing sheet in order to apply overheads to the referenced base row or sum row.

Prerequisites

• A costing sheet has already been created.

• The base or sum row that you want to reference in the overhead row has already been created.

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Procedure

1. In the Administration view, choose Costing Sheets, then open the desired costing sheet.

2. Choose Add , then specify an identifier for the row.

This can be up to 5 characters long.
3. Under Row Type, select Overhead, then enter a row description.
4. Under References, select the base row or sum row to which the overhead should apply.
5. Under Section Details, select the Credit Account to which the overheads should be posted.
6. Under Fixed Cost Portion (%), enter the percentage of the calculated overheads that should be assigned to
the fixed cost portion that will be charged to the credit account.

 Note

• The remaining portion is assigned to the variable portion.

• You only need to specify a percentage here if the costs should be distributed differently to the fixed
and variable cost portions. If you do not specify anything here, the overhead is distributed in the
same relation to the fixed and variable portions as the costs of the basis.

7. [Optional]: Select the Use Default Fixed Portion (%) checkbox, if you want the fixed cost portion defined for
the overhead row to be applied for each overhead rule in the row.

 Note

Deselect this checkbox if you want to apply different fixed cost portions to each overhead rule in an
overhead row.

8. [Optional]: Select the Is Rolled Up checkbox, if you want to include the calculated overheads in the sum of
the assembly item when calculating the costs of all subitems.
9. Under Included In, select the total costing scenarios in which the overhead row should be included.

 Note

You only need to consider these checkboxes if more than one costing scenario has been enabled in the
costing sheet.

 Restriction

A row can only reference another row in a costing scenario if they are both selected as part of the
same costing scenario. For example, sum row SUM1 can only reference overhead row OVH1 in the
INTERCOMPANY costing scenario if OVH1 is selected as part of the INTERCOMPANY costing scenario.

10. Save your entries.

Next Steps

You can now define rules for the overhead row. Overhead rules determine how and when the overhead is
applied to a base row. If no overhead rules are created for an overhead row, then no overhead is calculated for
that row.

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Related Information

Defining Rules for Overhead Rows [page 398]

17.2.7.3.2 Defining Rules for Overhead Rows

You create overhead rows to define the overheads that will be applied to a base row or sum row. Overhead rules
dictate which items in those rows receive the overheads and how the overheads are calculated.

You can create overhead rules using the following conditions and amounts. When the conditions are met, the
amounts are calculated and applied to the referenced row.

• Defining Rules for Overhead Rows [page 398]

• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]

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 • Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]
• Defining Rules for Overhead Rows [page 398]

 Note

• If you create an overhead row but don't add any overhead rules, no overheads are calculated for that
row.
• If you create an overhead rule for an overhead row but don't define any conditions, the overheads are
applied to all items referenced in the overhead row.

Prerequisites

• A costing sheet has been created.

• An overhead row has been created.
• [Optional] If you want to enter individual overhead values for different items, a custom field has been
created for this purpose.

 Note

The custom field must be created as follows:

• Data Type: Decimal
• Unit of Measure: None
• Currency: None
• Formula: None

Steps

To create an overhead rule:

1. In the Administration view, under Costing Sheets, open the desired costing sheet, or choose (Add) to
create a new one.

2. In the costing sheet, select the desired overhead row, or choose (Add) to create a new one.
3. In the overhead row, under References, select the row to which the overhead should apply. This can be a
base, sum, or overhead row. Then choose (Details).

4. In the details, choose (Add) to create an overhead rule. Then enter a Valid From and Valid To date.
5. Enter the conditions that must be true in order for the rule to apply.

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  Example

For costing sheet #COGM, enter validity dates from January 1, 2022 to January 1, 2023. For plant enter
#PT1. For costing center enter #CC2. This means that when costing sheet #COGM is selected in the
calculation version, all items from plant #PT1 in costing center #CC2, that are valid between January1,
2022 and January 1, 2023, receive the percentage or quantity-based of overhead amount that has been
entered.

6. [Optional] For more complex conditions, enter a formula.

 Note

• You can use a formula to incorporate additional, non-calculated, standard fields and custom fields
in your overhead rules.
• Formulas must result an a true or false outcome.
• If the outcome is true, the calculated amount is applied.

 Caution

Calculation performance is impacted by the number of rules you create and the complexity of the
formulas you use. The system evaluates every rule and every formula each time the calculation is
changed. Craft your rules carefully and consider using functions in the formula editor to minimize
the number of formulas and rules needed. For tips, see Optimizing Performance [page 44].

 Example

You want to consider the overhead group of a parent item in an overhead calculation. Your
calculation version contains the following:
• Parent item #100-100 Casing - Overhead group #OG1
• Subitem #100-110 Slug for Casing - Overhead group #OG2
You create an overhead rule that applies 10% overhead according to the following formula
AND(PARENT($OVERHEAD_GROUP_ID; '')='#OG1';1=1). The result of the formula is true. A 10%
overhead is applied to the subitem #100-110 Slug for Casing because the parent item belongs to
the prescribed overhead group (#OG1).

1. From the ribbon, choose (Set Formula).

2. Use the formula editor to enter a formula, then choose Set.
7. Enter the amount of overhead that should be applied.

 Note

You can enter a quantity-based amount, (for example, 5 EUR for every 10 PC), or a percentage-
based amount (for example, 10%). For percentage-based amounts, you can enter a single overhead
percentage for all items. Alternatively, you can use a custom field in the calculation version to enter
individual overhead percentages for each item.

Quantity-Based Overhead

To enter a quantity-based amount (for example, 5 EUR for every 10 PC):

1. In the overhead rule, under Overhead Cost per Cost Unit, enter the cost (for example, 5 EUR).
2. Under Cost Unit, enter the quantity on which the cost is based (for example 10 PC).

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 3. Under UoM (Cost Unit), select the unit of measure for the cost unit.

Percentage-Based Overhead

To enter one overhead percentage (for example, 10%) for all items:
1. In the costing sheet, under Overhead (%), enter the overhead amount you want to apply to all
eligible items (for example, 10).
2. Make sure the Custom Overhead (%) field is set to None. If a custom field is selected, the overhead
percentage will be taken from the selected custom field for each item that meets the conditions of
the overhead rule.
3. Save your entries.

To enter an individual overhead percentage for each item using a custom field:

1. In the Administration view, open your costing sheet and go to the overhead row (Details).
2. Create or select an overhead rule. In the side panel, under Custom Overhead (%), use the
dropdown to select a custom field.
3. In the Calculation view, open your calculation version. In the side panel, under Costing Sheet, make
sure the correct costing sheet is selected.
4. Update master data. This updates the costing sheet to include the custom field.
5. In your calculation version, open the Item Details for each applicable item. In the custom field,
manually enter the desired overhead percentage. The calculation engine automatically takes the
value from the custom field and calculates the overhead for that item.

 Tip

To quickly see all items to which the overhead rule applies, drag the custom field from the
side panel into the header of your costing structure. Items that meet the conditions in the
overhead rule are editable and you can enter an overhead percentage for each item directly in
this column. Overhead percentages are automatically calculated from this field for each item.

8. Save your entries.

Result

A new overhead rule is created. Depending on your entries, a percentage-based overhead (for example 10%) or
a quantity-based overhead (for example 5 EUR for every 10 PC) is applied. If a formula is present the overhead
is applied when all of the conditions are met and the result of the formula is true.

Related Information

Overhead Rows [page 394]

Creating Overhead Rows [page 396]
Using the Formula Editor [page 272]

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17.2.7.4 Sum Rows

As part of a costing sheet in SAP Product Lifecycle Costing, you can create sum rows.

A sum row defines intermediate sums that can be used for information only or as a reference for overheads
or final sums. You define a sum by entering a formula in the References field in a sum row in your costing
sheet (for example, BASE1+OH1+BASE3+OH3+SUM4+SUM7. The formula consists of identifiers for rows in
your costing sheet separated by a plus sign.

 Note

Only rows that are located above the sum row can be referenced in the sum row. If you enter a formula that
references rows that are located below the sum row, an error message is shown.

Prerequisites

• A costing sheet with several rows has been created.

• The rows added together to create a sum row in a costing scenario are themselves selected as part of the
costing scenario.

 Example

In an INTERCOMPANY costing scenario, the sum row SUM1= OVH1+ OVH2 can only be created if OVH1
and OVH2 are included as part of the INTERCOMPANY costing scenario.

Procedure

1. In the Administration view, choose Costing Sheets, then open the desired costing sheet.

2. Choose Add , then specify an identifier for the row.

This can be up to 5 characters long.
3. Under Row Type, select Sum, then enter a row description.
4. Under References, enter the rows you would like to add together, for example BASE1+OVH1+BASE2+OVH2.
5. Under Included In, select the total costing scenarios in which the sum row should be included.

 Restriction

A row can only reference another row in a costing scenario if they are both selected as part of the
same costing scenario. For example, sum row SUM1 can only reference overhead row OVH1 in the
INTERCOMPANY costing scenario if OVH1 is selected as part of the INTERCOMPANY costing scenario.

6. Save your entries.

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Results

In the Costing Sheets section, you can see the total cost breakdown for each costing sheet row. If more than
one costing scenario has been created for the selected costing sheet, you can select between costing scenarios
to see how the total cost breakdown changes for each row.

17.3 Logistics Master Data

You can create and manage the following master data in SAP Product Lifecycle Costing for logistics purposes:

• Plants [page 403]

• Work Centers [page 404]
• Processes [page 407]
• Material Types [page 409]
• Material Groups [page 410]
• Materials (General Data) [page 410]
• Materials (Plant-Specific Data) [page 412]
• Material Prices [page 413]
• Customers [page 418]
• Vendors [page 418]

For technical information regarding the initial setup of master data or master data replication, see the
Administrator’s Guide for SAP Product Lifeycle Costing, under Master Data Management.

17.3.1 Plants

You use the Plants area in the Administration view to manage plants used in SAP Product Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the plants in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].

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• Create, modify, and delete plant data locally in SAP Product Lifecycle Costing. You can work with this data
either directly in the fields in the table or use the fields shown in the More Information area in the side panel
at the right.
For more information, see Using Local Master Data [page 371].

 Note

Once a plant has been created and saved, the assignment to a particular company code cannot be
changed.

The following fields are available in the Plants area in the Administration view.

Field Shown What It Means

Plant Identifies a plant where items and materials are produced or

purchased.

Plant Description Shows the description of a plant in the current logon lan-
guage.

Company Code Specifies the company code to which a plant is assigned.

Company Code Description Shows the description of a company code in the current
logon language.

Country, Postal Code, Region, City Shows the country, postal code, region, and city of a plant.

Street and Number or Post-Office Box Shows the street number or post-office box of a plant.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.3.2 Work Centers

You use the Work Centers area in the Administration view to manage work centers in SAP Product Lifecycle
Costing.

Work centers are organizational units that define where and by whom an operation is performed, for example
a machine that performs work during production. You can create this data locally in SAP Product Lifecycle
Costing.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Access details for an entry by double-clicking your selection or pressing Enter . Here you can set the
general and organizational attributes for a work center. You can add processes that include process-
dependent internal activities as well as activities that can be used for any process.
For more information, see Assigning Processes and Activities to Work Centers [page 406]
• You can also can enter descriptions of the work centers in other languages if multi-language support has
been activated.

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 For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete work centers locally in SAP Product Lifecycle Costing.
For more information, see Using Local Master Data [page 371]

Things to Consider

• Work centers can be used at item level for processes, internal activities, and variable items in calculation
versions.
• You can assign processes to work centers and assign activities as necessary.
• The plant, cost center, processes, and activities for a work center must belong to the same controlling
area. If you select one of these attributes first when creating a new work center, the controlling area is
set automatically. If you select a controlling area first, this limits the plant, cost center, processes, and
activities available.
• Plants, cost centers, processes, and activities that are referenced in work centers cannot be deleted.

The following fields are available in the Work Centers area in the Administration view, including those shown in
the detailed view:

Field Shown What It Means

Work Center Organizational unit that defines where and by whom an op-
eration is performed. The activities performed at or by the
work center are valuated by charge rates, which can be de-
termined by cost centers and activity types.

Work centers can be, for example, machines, people, and

production lines.

Work Center Description Shows the description of the work center in the current
logon language.

You can change the description for a work center in the de-
tails view. To do this, double-click an entry or press Enter .

Plant The plant where the work center is located.

Plant Description Shows the description of the plant in the current logon lan-
guage.

Work Center Category Describes the category of work center used, for example,
machine, labor, or production line.

Responsible Person responsible for the work center. You can assign your-
self or assign someone else. No more than one person can
be assigned at a time.

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Field Shown What It Means

Controlling Area Specifies the controlling area to which the work center is
assigned.

For work centers, cost center and plant must belong to the
same controlling area.

Cost Center Specifies the cost center to which the work center is as-
signed.

For work centers, cost center and plant must belong to the
same controlling area.

Efficiency (%) Output efficiency in percent of the machine or activity exe-

cuted on the machine or work center. This is for information
purposes only.

Processes and Activities Enter processes and assign activities in these sections to
automatically create the activities each time the process is
selected for this work center.

Related Information

Assigning Processes and Activities to Work Centers [page 406]

Processes [page 407]
Integrating Processes, Work Centers, and Activities [page 228]

17.3.2.1 Assigning Processes and Activities to Work Centers

You can add processes to work centers and assign activities in order to automatically create the activities each
time you add the process and work center to a calculation version.

Things to Consider

• An activity can be applicable for a specific process or for any process.

• You can assign a process to multiple work centers and assign different activities as necessary.
• When an item that has a work center assigned is imported using the Excel or ERP Import, the activities are
not generated automatically.

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Prerequisites

• You have created processes as part of your master data.

• You have created activities as part of your master data.
• The plant, cost center, processes, and activities for the work center all belong to the same controlling area.

Steps

1. In the Administration view, choose Work Centers.

2. Under Process, enter each process that you want to assign to this work center. You can use auto complete
to find available processes.
3. Under Activities, add an activity. Specify a process for which the activity is relevant. If you choose the
asterisk, the activity applies to any process.
4. Use autocomplete to select an activity type.
5. To add additional processes and activities, repeat starting at Step 2.
6. Make any additional entries as necessary, and save your entries.

Result

Now, when you add this process to a calculation version and choose this work center, the activities assigned to
the process can be automatically added to the process as subitems. When you add a process item and select
No Process, the activities assigned to any (*) process for this work center can be automatically added to the
process as subitems.

Related Information

Integrating Processes, Work Centers, and Activities [page 228]

Work Centers [page 404]

17.3.3 Processes

You use the Processes area in the Administration view to manage processes in SAP Product Lifecycle Costing.

You can use processes to group together a series of continuous and connected activities in a routing. You can
also use processes to allocate indirect costs such as administrative, packaging, or human resources costs, to a
product.

You can do the following here:

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• Filter entries and sort entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Access details for an entry by double-clicking your selection or pressing Enter . Here you can set the
general attributes such as controlling area and account for a process and enter process descriptions in
other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete processes locally in SAP Product Lifecycle Costing.
For more information, see Using Local Master Data [page 371].

Things to Consider

• Processes can be used at item level for the item categories Process and Variable Item in calculation
versions.
• You can add processes to work centers in the Administration view to express that the processes are
supported by the work centers.

The following fields are available in the Processes area in the Administration view, including those shown in the
detailed view:

Field Shown What It Means

Process A logistical operation that groups a continuous and con-

nected series of activities together in a routing. A process
can be used to allocate indirect costs such as administrative,
packaging, or human resources costs to a product, and can
be executed on one or multiple work centers.

Process Description Shows the description of the process in the current logon
language.

You can change the description for a process in the details

view. To do this, double-click an entry or press Enter .

Controlling Area Organizational unit that represents a closed system used for
accounting purposes.

This is the controlling area to which the process is assigned.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Account Defines the category that the costs belong to. It can be used
as the basis for the calculation of overheads and sums de-
fined in the costing sheet and as a basis for the components
of the cost component split

Comments Add any notes about the process here. This field is for your
reference only.

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Related Information

Integrating Processes, Work Centers, and Activities [page 228]

Work Centers [page 404]
Assigning Processes and Activities to Work Centers [page 406]
Processes [page 191]

17.3.4 Material Types

You use the Material Types area in the Administration view to manage material types used in SAP Product
Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the material types in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete material type data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Material Types area in the Administration view.

Field Shown What It Means

Material Type An up to four-character identifier for a material type.

Material Type Description Shows the description of the material type in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

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17.3.5 Material Groups

You use the Material Groups area in the Administration view to manage material groups used in SAP Product
Lifecycle Costing. Material groups allow you to organize materials according to their characteristics.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the material groups in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete material groups locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Material Groups area in the Administration view.

Field Shown What It Means

Material Group Groups together materials and services according to their

characteristics, for example, office supplies or beverages.

Material Group Description Shows the description of the material group in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.3.6 Materials (General Data)

You use the Materials (General Data) area in the Administration view to manage general data about materials
used in SAP Product Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

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You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the materials in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete general data for materials locally in SAP Product Lifecycle Costing. You can work
with this data either directly in the fields in the table or use the fields shown in the More Information area in
the side panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Materials (General Data) area in the Administration view.

Field Shown What It Means

Material Identifies a material that can be used in calculation versions.

Material Description Shows the description of the material in the current logon
language.

Base Unit of Measure Specifies the base unit of measure to be used for the mate-
rial.

You can use the drop-down list to select one of the units
of measure that are available in the Global Settings in the
Administration view.

Material Group Groups together material and services according to their

characteristics, for example, office supplies or beverages.

Material Group Description Shows the description of the material group in the current
logon language.

Material Type Classifies a material based on attributes, for example, raw

materials, semi-finished products, or finished products. It
can be used for material account determination.

Material Type Description Shows the description of the material type in the current
logon language

Created Using CAD Integration Shows whether a material was created or changed in a CAD
system. This indicator cannot be set for materials created in
SAP Product Lifecycle Costing.

Phantom Material Tells you if this material is being used as a placeholder until
the physical material is actually available.

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Field Shown What It Means

Configurable Material Tells you if this is a material for which you can specify char-
acteristics during order processing in SAP ERP. The indicator
cannot be set for materials created in SAP Product Lifecycle
Costing.

17.3.7 Materials (Plant-Specific Data)

You use the Materials (Plant-Specific Data) area in the Administration view to manage plant-specific material
data used in SAP Product Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Create, modify, and delete plant-specific material data locally in SAP Product Lifecycle Costing. You can
work with this data either directly in the fields in the table or use the fields shown in the More Information
area in the side panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Materials (Plant-Specific Data) area in the Administration view.

Field Shown What It Means

Material Identifies an overhead group that allows you to apply over-

head costs in the same way for a set of materials at plant
level.

Material Description Shows the description of the material in the current logon
language.

Plant Specifies the plant to which the data contained in Overhead

Group, Valuation Class, and Material Costing Lot Size refers.

Plant Description Shows the description of the plant in the current logon lan-
guage.

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 Field Shown What It Means

Overhead Group Identifies an overhead group that allows you to apply over-
head costs in the same way for a set of materials at plant
level.

Overhead Group Description Shows the description of the overhead group in the current
logon language.

Valuation Class Identifies a valuation class that allows you to group together
materials from a financial point of view. It can be used for
material account determination.

Valuation Class Description Shows the description of the valuation class in the current
logon language.

Material Costing Lot Size Lot size that is used for costing in SAP ERP for this material
in this plant.

Unit of Measure (Material Costing Lot Size) Unit of measure for the material costing lot size.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.3.8 Material Prices

You use the Material Prices area in the Administration view to create, modify, delete, and view the material
prices used in SAP Product Lifecycle Costing. Material prices are assigned to items with the item category
Material, Document, Subcontracting and External Activity automatically, or you can assign them manually.

You can create material prices locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been
set up, ERP standard prices can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter the entries and then sort the entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Create, modify, and delete material prices data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Creating Master Data In the Administration View [page 371].
• Create price components and assign them to separate accounts and activate or deactivate a price split.
For more information see Using Price Components and Price Splits in Material Prices [page 417].

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• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.
For more information, see Autocomplete for Fields [page 14].

The following fields are available in the Material Prices area in the Administration view.

Field Shown What It Means

Price Source Specifies where the material price comes from.

Material Identifies a material that can be used in calculation versions.

Material Description Shows the description of the material in the logon language.

Plant Specifies the plant for which the material price is defined.

Note that you can only select a plant if it belongs to the

company code that is assigned to the same controlling area
as the selected project.

Plant Description Shows a description of the plant in the logon language.

Controlling Area Read-only field that tells which controlling area the plant or
account comes from.

Controlling Area Description Shows a description of the controlling area in the logon lan-
guage.

Vendor Specifies the vendor for which the material price is defined.

Vendor Name Shows the name of the vendor.

Purchasing Document Specifies the purchasing document for which the material
price is defined.

Purchasing Group Specifies the purchasing group for which the material price
is defined.

Local Content in % Describes what percentage of the materials and activities

used to create a product are provided locally or nationally.
The plant that is assigned to a calculation version is used as
a point of reference for determining what is local. However,
the size of the area that is considered local is defined by
each organization independently.

Project Specifies the project for which the material price is defined.

Note that you can only select a project if it is assigned to the

same controlling area as the company code of the selected
plant.

Project Name Shows the name of the project.

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 Field Shown What It Means

Customer Specifies the customer for whom the material price is de-
fined.

Customer Name Shows the name of the customer.

Valid From Date Specifies the date from which the price is valid.

Valid To Date Specifies the date until which the price is valid.

Price (Fixed) The fixed portion of the price per price unit. You can select
the currency in the side panel.

Price (Variable) The variable portion of the price per price unit. You can se-
lect the currency in the side panel.

Price Currency Currency of Price (Fixed) and Price (Variable).

Price Unit The quantity on which the price and its fixed and variable
portions are based.

Unit of Measure (Price Unit) The unit of measure for the price unit.

For example, if the price (variable) is 5 EUR per 10 PC, then

PC is the unit of measure.

Price Split Activate to use price components created for this material
price.

Source Source of the data. The source is set to PLC if the entry was
created locally in SAP Product Lifecycle Costing. The source
is set to ERP if the prices are replicated from SAP ERP.

17.3.8.1 Creating Material Prices in Master Data

You can create material prices in master data that are valid for specific dates or time periods. You create
material prices in order to account for market increases and decreases throughout a product’s lifecycle. Valid
material prices are found through the process of automatic price determination and are automatically applied
to the calculation. You can also set material prices manually.

You can do the following:

• Create material prices that are specific for a particular customer, vendor or project.
• Split material prices into different components and assign them to separate accounts. Accounts that are
assigned to account groups can be visualized in a cost component split.
• Activate or deactivate a price split for the material price generally or for individual items each time the
material price is used.

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Things to Consider

• The project, company code, and plant used in the material price must all have the same controlling area.
Once you enter one of the above, the others are filtered to ensure that you always select from the correct
controlling area.

Steps

To create a new material price in master data, do the following:

1. In the Administration view, choose Material Prices.

2. From the ribbon, choose Add. You can also use the context menu.
3. Complete all mandatory (*) fields.
4. [Optional] Add price components and activate the price split.

1. In the side panel, under Price Details, use and to add price components. Be sure to assign all
price components to an account.
2. Select the Price Split checkbox to use the price components everywhere the material price is used. You
can also activate or deactivate the price split for each material item in the calculation version directly.
If you do this, you will need to reselect Price Split each time you update master data in the calculation
version.

Result

The material price is now available for use in new and existing calculation versions.

 Note

To use the material price that you have just created in an existing calculation version, you must update the
master data in that calculation version. To see when the master data that you are using in your calculation
version was last updated, check the Master Data Timestamp in the side panel of the Calculation view, under
Version Header Data.

Related Information

Using Price Components and Price Splits in Material Prices [page 417]
Automatic Price Determination [page 234]
Updating Master Data in a Calculation Version [page 144]
Changing the Valuation Date in a Calculation Version [page 152]
Setting Prices Using Prices from Master Data [page 246]

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17.3.8.2 Using Price Components and Price Splits in Material
Prices

You can split material prices into different price components and assign them to separate accounts. Accounts
that are assigned to account groups can be visualized in a cost component split. By splitting costs across
account groups you increase transparency regarding cost drivers and can compare prices at a granular level for
each item in your costing structure.

You can create price components for material prices in the Administration view and then select or deselect
Price Split to compare the total cost with or without the price components. You can view the same price
components and price split information in the side panel in the Calculation view.

Things to Consider

• You can modify price components in the Administration view. You cannot change or add price components
in a calculation version.
• You can activate a price split once in the Administration view, or in the calculation version each time the
material price is used. If you activate the price split for the item in the calculation version, you must
reactivate the price split each time you update master data in the calculation version.
• If the fixed price, variable price, or price unit is calculated using a formula, no price split is possible.

Procedure

To create price components and activate a price split, do the following:

1. In the Administration view, choose Material Prices.

2. In the Material Prices list, select an existing material price or add a new one.
3. Under Item Details in the side panel, find the Price Components table.
Use and to add price components. Be sure to assign all price components to an account.
4. [Optional] Select the checkbox for Price Split to use the price components. Note, you can select or
deselect Price Split in the Administration view or in a calculation version anytime.
5. Return to the calculation version in which the material price is used and update master data.

Results

When Price Split is selected, price components are used for the material price and the total cost is affected.

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Related Information

Creating Material Prices in Master Data [page 415]

Analyzing Costs in a Calculation Version [page 138]

17.3.9 Customers

You use the Customers area in the Administration view to manage customer data used in SAP Product Lifecycle
Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Create, modify, and delete customer data locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Customers area in the Administration view.

Field Shown What It Means

Customer An up to 10-character identifier for a customer.

Customer Name Shows the name of the customer.

Country, Postal Code, Region, City Shows the country, postal code, region, and city of the cus-
tomer.

Street Number or Post-Office Box Shows the street number or post office box of the customer.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.3.10 Vendors

You use the Vendors area in the Administration view to manage vendors used in SAP Product Lifecycle Costing.
Vendors are business partners from whom materials or services can be procured.

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You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Create, modify, and delete vendor data locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Vendors area in the Administration view.

Field Shown What It Means

Vendor An up to ten-character identifier for a vendor.

Vendor Name Shows the name of the vendor.

Country, Postal Code, Region, City Shows the country, postal code, region, and city of the ven-
dor.

Street Number or Post-Office Box Shows the street number or post-office box of the vendor.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4 Finance Master Data

You can create and manage the following master data in SAP Product Lifecycle Costing for finance purposes:

• Controlling Areas [page 420]

• Company Codes [page 420]
• Profit Centers [page 421]
• Business Areas [page 422]
• Cost Centers [page 423]
• Activity Types and Account Determination [page 424]
• Activity Prices [page 425]

For technical information regarding the initial setup of master data or master data replication, see the
Administrator’s Guide for SAP Product Lifeycle Costing, under Master Data Management.

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17.4.1 Controlling Areas

You use Controlling Areas in the Administration view to manage the controlling areas used in SAP Product
Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the controlling areas in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete controlling area data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Controlling Areas area in the Administration view.

Field Shown What It Means

Controlling Area An up to four-character identifier for a controlling area.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Controlling Area Currency Specifies the currency used for the controlling area. You can
use the drop-down list to select a currency defined in the
Global Settings area.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.2 Company Codes

You use the Company Codes area in the Administration view to manage company codes used in SAP Product
Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

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  Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the company codes in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete company codes locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Company Codes area in the Administration view.

Field Shown What It Means

Company Code An up to four-character identifier for a company code.

Company Code Description Shows the description of the company code in the current
logon language.

Controlling Area Specifies the controlling area to which the company code is
assigned.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Company Code Currency Specifies the currency used for a company code.

You can use the drop-down list to select a currency defined

in the Global Settings area.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.3 Profit Centers

You use the Profit Centers area in the Administration view to manage profit centers used in SAP Product
Lifecycle Costing. You can use profit centers to structure controlling areas in a management-oriented way.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

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You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the profit centers in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete profit centers locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in Profit Centers in the Administration view.

Field Shown What It Means

Profit Center An up to ten-character identifier for a profit center.

Profit Center Description Shows the description of the profit center in the current
logon language.

Controlling Area Specifies the relevant controlling area for the profit center.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.4 Business Areas

You use Business Areas in the Administration view to manage business areas used in SAP Product Lifecycle
Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the business areas in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].

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 • Create, modify, and delete business areas locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in Business Areas in the Administration view.

Field Shown What It Means

Business Area An up to four-character identifier for a business area.

Business Area Description Shows a description of the business area in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.5 Cost Centers

You use the Cost Centers area in the Administration view to manage cost centers used in SAP Product Lifecycle
Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the cost centers in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete cost centers locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in the Cost Centers area in the Administration view.

Field Shown What It Means

Cost Center An up to ten-character identifier for a cost center.

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Field Shown What It Means

Cost Center Description Shows the description of the cost center in the current logon
language.

Controlling Area Specifies the relevant controlling area for the cost center.

Controlling Area Description Shows the description of the controlling area in the current
logon language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.6 Activity Types and Account Determination

You use the Activity Types and Account Determination area in the Administration view to manage activity types
used in SAP Product Lifecycle Costing.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the activity types in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete activity types locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.

The following fields are available in Activity Types and Account Determination in the Administration view.

Field Shown What It Means

Activity Type An up to six-character identifier for an activity type.

Activity Type Description Shows the description of the activity type in the current
logon language.

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 Field Shown What It Means

Controlling Area Specifies the relevant controlling area for the activity type.

Controlling Area Description Shows the description of a controlling area in the current
logon language.

Account Specifies the account used for costs related to this activity
type.

Account Description Shows the description of an account in the current logon

language.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.4.7 Activity Prices

You use the Activity Prices area in the Administration view to create, modify, and delete activity prices used in
SAP Product Lifecycle Costing. This is the price for an internal activity and is assigned to items with the item
category Internal Activity.

You can create activity prices data locally in SAP Product Lifecycle Costing.

You can do the following here:

• Filter the entries and sort the entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Create, modify, and delete activity prices data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Creating Master Data In the Administration View [page 371].
• Create price components and assign them to separate accounts and activate or deactivate a price split.
For more information, see Using Price Components and Price Splits in Activity Prices [page 428]
• If autocomplete is available for a field, you can enter the first few characters of an identifier. A drop-down
list then displays all entries that begin with the characters you entered.
For more information, see Autocomplete for Fields [page 14].

The following fields are available in the Activity Prices area in the Administration view.

Field Shown What It Means

Price Source Specifies where the price comes from.

Controlling Area Specifies the controlling area for which the activity price is
defined.

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Field Shown What It Means

Controlling Area Description Shows the description of the controlling area in the logon
language.

Cost Center Specifies the cost center for which the activity price is de-
fined.

Note you can only select a cost center if it is assigned to the

same controlling area as the project and/or activity type.

Cost Center Description Shows the description of the cost center in the logon lan-
guage.

Activity Type Specifies the activity type for which the activity price is de-
fined. An activity type is a unit in a controlling area that
classifies the activities performed in a cost center.

Note that you can only select an activity type if it is assigned

to the same controlling area as the project and/or cost cen-
ter.

Activity Type Description Shows the description of the activity type in the logon lan-
guage.

Project Specifies the project for which the activity price is defined.

Note that you can only select a project if it is assigned to

the same controlling area as the cost center and/or activity
type.

Project Name Shows the name of the project.

Customer Specifies the customer for whom the activity price is de-
fined.

Customer Name Shows the name of the customer.

Valid From Date Specifies the date from which the price is valid.

Valid To Date Specifies the date until which the price is valid.

Price (Fixed) The fixed portion of a price per price unit.

Price (Variable) The variable portion of a price per price unit.

Price Currency Currency of Price (Fixed) and Price (Variable).

Price Unit The quantity for which fixed and variable portions of the
price are specified.

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 Field Shown What It Means

Unit of Measure (Price Unit) The unit of measure for the price unit.

For example, if the price (variable) is 50 EUR per 1 hour, then

H is the unit of measure.

Price Split Activate to use price components created for this activity
price.

17.4.7.1 Creating Activity Prices in Master Data

You can create activity prices in master data that are valid for specific dates or time periods. You create activity
prices in order to account for market increases and decreases throughout a product’s lifecycle. Valid activity
prices are found through the process of automatic price determination and are automatically applied to the
calculation. You can also set activity prices manually.

You can do the following:

• Create activity prices that are specific for a particular customer, vendor or project.
• Split activity prices into different components and assign them to separate accounts. Accounts that are
assigned to account groups can be visualized in a cost component split.
• Activate or deactivate a price split for the activity price generally or for individual items each time the
activity price is used.

Things to Consider

• The cost center that you select must be assigned to the same controlling area as the project and/or
activity type.
• The activity type that you select must be assigned to the same controlling area as the project and/or cost
center.

Steps

To create an activity price in master data, do the following:

1. In the Administration view, choose Activity Prices.

2. From the ribbon, choose Add. You can also use the context menu.
3. Complete all mandatory (*) fields.
4. [Optional] Add price components and activate the price split.

1. In the side panel, under Price Details, use and to add price components. Be sure to assign all
price components to an account.

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 2. Select the Price Split checkbox to use the price components everywhere the activity price is used. You
can also activate or deactivate the price split for each activity item in the calculation version directly.
If you do this, you will need to reselect Price Split each time you update master data in the calculation
version.

Result

The activity price is now available for use in new and existing calculation versions.

 Note

To use the activity price that you have just created in an existing calculation version, you must update the
master data in that calculation version. To see when the master data that you are using in your calculation
version was last updated, check the Master Data Timestamp in the side panel of the Calculation view, under
Version Header Data.

Related Information

Using Price Components and Price Splits in Activity Prices [page 428]
Analyzing Costs in a Calculation Version [page 138]
Automatic Price Determination [page 234]
Updating Master Data in a Calculation Version [page 144]
Changing the Valuation Date in a Calculation Version [page 152]
Setting Prices Using Prices from Master Data [page 246]

17.4.7.2 Using Price Components and Price Splits in Activity

Prices

You can split activity prices into different price components and assign them to separate accounts. Accounts
that are assigned to account groups can be visualized in a cost component split. By splitting costs across
account groups you increase transparency regarding cost drivers and can compare prices at a granular level for
each item in your costing structure.

You can create price components for activity prices in the Administration view and then select or deselect Price
Split to compare the total coat with or without the price components. You can view the same cost component
and price split information in the side panel in the Calculation view.

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Things to Consider

• You can activate a price split once in the Administration view, or in the calculation version each time
the activity price is used. If you activate the price split for the item in the calculation version, you must
reactivate the price split each time you update master data in the calculation version.
• You can modify price components in the Administration view. You cannot change or add price components
in a calculation version.
• If the fixed price, variable price, or price unit is calculated using a formula, no price split is possible.
• You cannot split activity prices into different components if the controlling area is set to * <Any>.

Procedure

To create price components and activate a price split, do the following:

1. In the Administration view, choose Activity Prices.

2. In the Activity Prices list, select an existing activity price or add a new one.
3. Under Item Details in the side panel, find the Price Components table.
Use and to add price components. Be sure to assign all price components to an account.
4. [Optional] Select the checkbox for Price Split to use the price components. Note, you can select or
deselect Price Split in the Administration view or in a calculation version anytime.
5. Return to the calculation version in which the activity price is used and update master data.

Results

When Price Split is selected, price components are used for the activity prices and the total cost is affected.

Related Information

Creating Activity Prices in Master Data [page 427]

Analyzing Costs in a Calculation Version [page 138]

17.5 Global Settings

Global settings are default rules that you can create for the whole application in the Administration view.

You can create the following global settings in SAP Product Lifecycle Costing:

• Other Languages for Master Data Descriptions [page 430]

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• Personal Data [page 432]
• Currencies [page 436]
• Exchange Rate Types [page 437]
• Currency Exchange Rates [page 438]
• Units of Measure [page 440]
• Material Price and Activity Price Sources [page 442]
• Material Price Determination [page 444]
• Activity Price Determination [page 445]
• Global Default Values [page 446]
• User Groups [page 447]
• Statuses [page 450]
• Configuration [page 452]
• Custom Item Categories [page 458]

17.5.1 Other Languages for Master Data Descriptions

SAP Product Lifecycle Costing supports multi-language descriptions of master data. You can add a description
in another language for any master data that has a description field. For example, you can maintain material
descriptions in different languages.

If the descriptions are available in the logon language, these descriptions are then shown in both the master
data area in the Administration view and when working with calculation versions in the Calculation view.

You can choose from the list of languages provided in the Languages area in the Administration view. The field
names of languages in which you can enter descriptions are always displayed in the English language, even if
you are logged on in a different language.

 Note

• You must restart SAP Product Lifecycle Costing in order for the new settings to take effect.
• In order to use the translated versions, the language must be available as a logon language in your
installation of SAP Product Lifecycle Costing. Otherwise, the translation that you enter is visible in the
Administration view, but is not shown in the description fields used in calculation versions.

Related Information

Activating Description Languages [page 431]

Deactivating Description Languages [page 431]

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17.5.1.1 Activating Description Languages

To use an additional language for descriptions, you must activate it and enter descriptions in the corresponding
language.

Steps

1. In the Administration view under Global Settings, select Languages.

2. Select the Use for Descriptions checkbox of the language that you want to activate.
3. Save your selection and restart SAP Product Lifecycle Costing.
4. Log on again and return to the master data area in the Administration view.
For each master data object that has a description field, a field is shown at the right in the More Information
area for each language that you activated.
5. Enter descriptions for each of your new languages and save your entries.

17.5.1.2 Deactivating Description Languages

If you no longer want to use a language for descriptions, you can deactivate it.

 Note

If you deactivate a language, any descriptive texts that you have entered in the language are deleted. If you
reactivate the language, you must enter new texts.

Steps

1. In the Administration view under Global Settings, select Languages.

2. Deselect the checkbox of the language that you no longer need.
3. Save your changes.
After restarting SAP Product Lifecycle Costing, the description fields are then no longer shown in the More
Information area.

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17.5.2 Personal Data

You can use the Personal Data area in the Administration view to search for, download, and delete personal data
used in SAP Product Lifecycle Costing.

 Note

You can also automate the deletion of personal data to comply with the data retention policies of your
organization. For more information, see the Administrator's Guide for SAP Product Lifecycle Costing under
Deletion of Personal Data.

Personal data is any information relating to an identified or identifiable natural person who is the subject of the
data, such as ID, address, specific pricing, and so on. In SAP Product Lifecycle Costing, personal data applies to
user, customer, and vendor data.

You can do the following here:

• Locate user, customer, and vendor data.

• Download a CSV file containing the location, ID, and number of occurrences of the data used.
• Delete personal data for a user, customer, or vendor from the application.
• Delete personal data for users, customers, and vendors from a specific project.

Things to Consider

• You can search for data by user, customer, or vendor.

• Customer and vendor data are deleted from the system. Project-specific personal data and user data is
anonymized and replaced with placeholders throughout the system. For example, user IDs are replaced
with the word Deleted in calculation versions in which the user ID has been deleted.
• When you delete personal data, it is also removed from frozen calculation versions.
• If the user you are deleting is the sole administrator of a project, you must assign another administrator to
the project before deleting the user.

Related Information

Searching for Personal Data [page 433]

Downloading Personal Data [page 434]
Deleting Personal Data [page 435]

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17.5.2.1 Searching for Personal Data

You can search for personal data in the Administration view.

Prerequisites

You are authorized to read data and have been assigned the following role template:

Action Role Template

Read DataProtOffRead_RT

Context

You would like to know where the personal data for a user, customer, or vendor is used in SAP Product Lifecyle
Costing.

Procedure

1. Under Global Settings, go to Personal Data.

2. Enter an ID for a user, vendor, or customer.
3. Choose Search.

The following information about the personal data is displayed:

Heading What It Means

Table Name Table where the data is located

Column Name Column in the table where the data is located

Number of Rows Number of occurrences in which data is shown

Related Information

Personal Data [page 432]

Downloading Personal Data [page 434]
Deleting Personal Data [page 435]

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17.5.2.2 Downloading Personal Data

You can download personal data in the Administration view.

Prerequisites

You are authorized to download data and have been assigned the following role template:

Action Role Template

Read DataProtOffRead_RT

Context

You want to create a report that shows what, where, and how often the personal data of a user, customer, or
vendor is used in SAP Product Lifecycle Costing.

Procedure

1. Under Global Settings, go to Personal Data.

2. Enter an ID for a user, vendor, or customer.
3. Choose Search.

A table displays where the personal data for the data subject you entered is currently used in the
application:

Heading What It Means

Table Name Table where the data is located

Column Name Column in the table where the data is located

Number of Rows Number of occurrences in which data is shown

4. Choose Download to create a CSV file with this information. You can save this file to your computer.

For vendors and customers, the CSV file includes additional information:
• Current personal data: This means current information saved in the application for the data subject,
including name, ID, address, valid to and from dates, and whether the data was created in SAP Product
Lifecycle Costing or SAP ERP.
• History of personal data: This is a log of all personal data saved in SAP Product Lifecycle Costing for
the customer or vendor, including when the data was entered.

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Related Information

Personal Data [page 432]

Searching for Personal Data [page 433]
Deleting Personal Data [page 435]

17.5.2.3 Deleting Personal Data

You can delete personal data in the Administration view.

Prerequisites

You are authorized to delete data and have been assigned the following role template:

Action Role Template

Delete DataProtOffDel_RT

Context

You want to remove personal data for a particular user, customer, or vendor from the system.

You want to remove personal data for all users, customers, or vendors from a particular project.

 Note

Be sure to close all projects and calculation versions before deleting personal data.

Procedure

1. Under Global Settings, go to Personal Data.

2. Choose to open the desired section.

3. Enter the ID of a user, vendor, customer, or project.
4. Choose Delete All.

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Results

Personal data for the deleted object is removed as follows:

Personal Data What Happens

User • User ID is removed and replaced with a placeholder

throughout the application, including in frozen calcula-
tion versions.
• User ID is deleted from all user groups.
• All instance-based privileges granted to user are re-
moved.

Customer • Customer information for this customer is deleted from

the application.
• In frozen calculation versions, the customer ID is re-
placed with a placeholder and all other customer infor-
mation is deleted.
• Customer-specific material prices for this customer are
deleted.
• Customer-specific activity prices for this customer are
deleted.

Vendor • Vendor information for this vendor is deleted from the

application.
• In frozen calculation versions, the vendor ID is replaced
with a placeholder and all other vendor information is
deleted.
• Vendor-specific material prices for this vendor are de-
leted.
• Vendor-specific activity prices for this vendor are de-
leted.

Project Personal user, customer, and vendor data in the project is

removed. The IDs for all personal data are replaced with
placeholders.

17.5.3 Currencies

You use the Currencies area in the Administration view to manage the currencies used in SAP Product Lifecycle
Costing.

Sample currencies are delivered with SAP Product Lifecycle Costing. You can define additional currencies and
their conversion locally by entering them in the Administration view. Currencies can be maintained locally or
replicated from SAP ERP.

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  Note

You must restart SAP Product Lifecycle Costing in order to use any new or changed currencies.

You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of the currencies in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete currency data locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Currencies area in the Administration view.

Field Shown What it Means

Currency Identifies the medium of exchange that you are using.

Currency Code Code used to identify the currency.

The code is language-dependent. You can use the currency

codes that are delivered as part of the solution or you can
create your own currency codes in the Administration view.

Currency Description Shows the description of the currency in the current logon
language.

Related Information

Currency Exchange Rates [page 438]

Creating Currency Exchange Rates in Master Data [page 439]

17.5.4 Exchange Rate Types

You use this area in the Administration view to manage exchange rates types in SAP Product Lifecycle Costing.

You can create additional exchange rate types for different business scenarios. For example, you might have an
optimistic or pessimistic rate for the conversion of one currency into another. A standard exchange rate type
(STANDARD) is provided as part of the installation.

You can do the following here:

• Create or delete currency exchange rate types locally in SAP Product Lifecycle Costing.
For more information, see Creating Master Data In the Administration View [page 371].

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• Access details for an entry by double-clicking your selection or pressing Enter . Here you can enter
descriptions in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].

Things to Consider

• If you specify an exchange rate type for a project, it provides a default value for new calculation versions in
the project.
• If no exchange rate type is defined in a project, the standard exchange rate type is used by default for new
calculation versions in the project.
• You cannot delete the standard exchange rate type.
• You cannot delete an exchange rate type if it is or was ever used for a currency exchange rate.
Even if an exchange rate referencing a certain rate type has been deleted, you cannot delete the exchange
rate type.

Related Information

Currency Exchange Rates [page 438]

17.5.5 Currency Exchange Rates

You use the Currency Exchange Rates area in the Administration view to manage exchange rates for currencies
used in SAP Product Lifecycle Costing. These exchange rates are used, for example, when costs that are
displayed in the transaction currency are shown in a different reporting currency.

You can create this data locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been set up,
this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

You can do the following here:

• Filter the entries and sort the entries by one or more columns.
For more information, see Working with Master Data [page 369].
• Create, modify, and delete exchange rate data locally in SAP Product Lifecycle Costing. You can work with
this data either directly in the fields in the table or use the fields shown in the More Information area in the
side panel at the right.
For more information, see Using Local Master Data [page 371].

The following fields are available in the Currency Exchange Rates area in the Administration view.

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 Field Shown What It Means

Exchange Rate Type Identifies the type for an exchange rate.

You can define different exchange rate types for different

business scenarios. For example, you may have an optimistic
or pessimistic rate for the conversion of one currency into
another.

From Currency Identifies the source currency for which you are specifying
an exchange rate.

To Currency Identifies the target currency for which you are specifying an
exchange rate.

From Factor Specifies the number of currency units for the source cur-
rency (maintained in the From Currency field).

For example, when converting 100 CHF to 1 USD, the rate is

79.9. The From Factor is 100, and the To Factor is 1.

To Factor Specifies the number of currency units for the target cur-
rency (maintained in the To Currency field). For example,
when converting 100 CHF to 1 USD, the rate is 79.9. The
From Factor is 100, and the To Factor is 1.

Rate Specifies the rate used when exchanging the source cur-
rency for the target currency. For example, if 1 EUR is equal
to 1.20 USD, then the rate would be 1.20.

Valid From Date Specifies the date from which the exchange rate is valid.

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

Related Information

Exchange Rate Types [page 437]

17.5.5.1 Creating Currency Exchange Rates in Master Data

You can create currency exchange rates in master data that are valid for specific dates or time periods.
You create currency exchange rates for different time periods in order to account for expected or actual
currency exchange rate fluctuation during the planning and production of a product. The valuation date of your
calculation version determines which currency exchange rates are used for your calculation version.

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Steps

To create a new currency exchange rate in master data, do the following:

1. In the Administration view, choose Currency Exchange Rates.

2. Choose Add in the ribbon or open the context menu and choose Add Row.
3. Complete all mandatory fields.
When adding the same to and from currencies, make sure that you use different Valid From dates.
Make sure to enter a From Factor and To Factor that are equal to or greater than 1.
4. Save your entries.

Result

The currency exchange is now available for use in new and updated calculation versions.

 Note

To use the currency exchange rate that you have just created in an existing calculation version, you must
update the master data in that calculation version. To see when the master data you are using in your
calculation version was last updated, check the Master Data Timestamp in the side panel of the Calculation
view, under Version Header Data.

Related Information

Updating Master Data in a Calculation Version [page 144]

Changing the Valuation Date in a Calculation Version [page 152]

17.5.6 Units of Measure

You use the Units of Measure area in the Administration view to manage the units of measure used in SAP
Product Lifecycle Costing. Units of measure are the standard values used to describe measurements such as
length, area, volume, mass, and time.

Units of measure can be created locally in SAP Product Lifecycle Costing. If integration with SAP ERP has been
set up, this data can also be replicated from your SAP ERP system. Replicated data is display-only.

 Note

When integrating SAP Product Lifecycle Costing with other SAP software using a runtime license obtained
from SAP or its distributors, the restrictions of such runtime license apply.

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You can do the following here:

• Filter entries and sort entries by one or more columns.

For more information, see Working with Master Data [page 369].
• Enter descriptions of units of measure in other languages if multi-language support has been activated.
For more information, see Other Languages for Master Data Descriptions [page 430].
• Create, modify, and delete units of measure locally in SAP Product Lifecycle Costing. You can work with this
data either directly in the fields in the table or use the fields shown in the More Information area in the side
panel at the right.
For more information, see Creating Master Data In the Administration View [page 371].

 Note

You must restart SAP Product Lifecycle Costing in order to use any new units of measure that you have
created.

 Note

The following formula is used for converting units of measure into the base units of measures (the variables
are described in the table below):

Measurement unit = (N/D * 10^E + AC) * Base unit

The following fields are available in the Units of Measure area in the Administration view:

Field Shown What It Means

Unit of Measure ID used to identify the unit of measure.

Unit of Measure Code Code used to identify the unit of measure. The code
is language-dependent. You can define the code in the
Administration view or use the code that has been replicated
from SAP ERP.

Unit of Measure Description Shows the description of the unit of measure in the current
logon language.

Dimension Displays the dimension to which the unit of measure be-

longs. For example, you use centimeters to describe length.
You can use autocomplete in this field to find a dimension.

Dimension Description Shows the description of the selected dimension in the cur-
rent logon language.

Numerator The numerator for conversion to the base unit.

This corresponds to N in the formula:

Measurement unit = (N/D * 10^E + AC) *

Base unit

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Field Shown What It Means

Denominator The denominator for conversion to the base unit.

This corresponds to D in the formula:

Measurement unit = (N/D * 10^E + AC) *

Base unit

Exponent Base 10 Exponent used to represent very large or very small num-
bers for conversions to the base unit.

This corresponds to E in the formula:

Measurement unit = (N/D * 10^E + AC) *

Base unit

Additive Constant Additive constant for conversion to the base unit. Some-
times a constant must be added for converting a unit of
measure into the base unit of measure of a dimension (for
example, when converting a temperature from Celsius to
Kelvin, you must add the constant +273.15).

This corresponds to AC in the formula:

Measurement unit = (N/D * 10^E + AC) *

Base unit

Source Shows whether the data was created locally in SAP Product
Lifecycle Costing or replicated from SAP ERP.

17.5.7 Material Price and Activity Price Sources

You use the Material Price Sources and the Activity Price Sources areas in the Administration view to manage
sources for material prices and activity prices used in SAP Product Lifecycle Costing. A price source identifies
where a price comes from, for example, whether it is a vendor price, customer price, ERP standard price, and
so on. It also establishes a confidence level.

You can do the following here:

• Create, modify, and delete material or activity price sources.

• Select a confidence level for the price source.

Things to Consider

• If a material or activity price source is used in a price, the source cannot be deleted.

The following fields are available in the Material Price Sources and Activity Price Sources areas in the
Administration view:

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 Field Shown What It Means

Price Source Identifies a material or activity price source. For example, a

price may originate from a calculated standard price, a quo-
tation, or a purchasing info record in an SAP ERP system.

Price Source Description Shows the description of the price source in the current
logon language.

Confidence Level Sets the level of reliability for a price source. The level is
measured on a scale of one to five, with 5 expressing the
highest level of reliability.

The confidence level specified for a price source is set as the

default on item level if a price from this price source is used
for the item.

Related Information

Creating Material Price and Activity Price Sources in Master Data [page 443]
Other Languages for Master Data Descriptions [page 430]

17.5.7.1 Creating Material Price and Activity Price Sources in

Master Data

You can create and replicate material price sources and activity price sources into master data. Price sources
identify where a price comes from, for example, whether it is a vendor price, customer price, standard price
in SAP ERP, and so on. You can also establish a confidence level. You use price sources to create price
determination strategies and establish the priority in which prices are found and applied to items during
automatic price determination.

Context

You want to create a new material price source or activity price source in your master data.

Procedure

1. In the Administration view under Global Settings, choose Material Price Sources or Activity Price Sources.
2. In the ribbon, choose Add. You can also use the context menu.

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3. Enter a price source and price source description, then select a confidence level.
4. Save the price source.

Results

Your new price source is available immediately for use.

Related Information

Material Price and Activity Price Sources [page 442]

Automatic Price Determination [page 234]
Creating Price Determination Strategies [page 238]

17.5.8 Material Price Determination

You use the Material Price Determination area in the Administration view to create price determination
strategies that dictate how prices are applied in these standard item categories:

• Material
• Document
• Subcontracting
• External Activity

 Note

The strategies also apply to the custom item categories that are based on these standard item
categories.

You can do the following here:

• Create price determination strategies that can be applied to projects and selected in individual calculation
versions
• Prioritize the order in which price sources are evaluated during price determination
• Prioritize how rules within price sources are evaluated during price determination
• Change the default price determination settings for vendor prices

The following fields are available in the Material Price Determination area in the Administration view.

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 Field Shown What It Means

Price Determination Strategy User-created strategy that defines the order in which price
sources and rules within those price sources are used to
apply valid prices during automatic price determination. A
material price determination strategy and an activity price
determination strategy must be selected in every project.
This selection can be changed in individual calculation ver-
sions.

Price Determination Strategy Description Description of the price determination strategy displayed
alongside the strategy ID in the Price Determination
Strategies section in the Calculation view.

Price Source Sequence Prioritized list of price sources that are evaluated during
price determination according to the selected price determi-
nation strategy.

Price Source Rules Prioritized list of rules that are used within each price source
to find a valid price.

Settings for Vendor Prices Settings that allow you to change the default price determi-
nation behavior for vendor prices.

By default, both vendor-specific and generic (*) prices are

considered in price determination, regardless of whether a
vendor is entered for an item. You can select the first check-
box to limit price determination to vendor-specific prices
only, when a vendor is entered for an item. You can select the
second checkbox to limit price determination to generic (*)
prices only, when no vendor is entered for an item.

Related Information

Creating Price Determination Strategies [page 238]

17.5.9 Activity Price Determination

You use the Activity Price Determination area in the Administration view to prioritize how prices are
applied to internal activities and custom item categories based on internal activities during automatic price
determination.

You can do the following here:

• Create price determination strategies that can be applied to projects and selected in individual calculation
versions

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• Prioritize the order in which price sources are evaluated during price determination
• Prioritize how rules within price sources are evaluated during price determination

The following fields are available in the Activity Price Determination area in the Administration view.

Field Shown What It Means

Price Determination Strategy User-created strategy that defines the order in which price
sources and rules within those price sources are used to
apply valid prices during automatic price determination. A
material price determination strategy and an activity price
determination strategy must be selected in every project.
This selection can be changed in individual calculation ver-
sions.

Price Determination Strategy Description Description of the price determination strategy displayed
alongside the strategy ID in the Price Determination
Strategies section in the Calculation view.

Price Source Sequence Prioritized list of price sources that are evaluated during
price determination according to the selected price determi-
nation strategy.

Price Source Rules Prioritized list of rules that are used within each price source
to find a valid price.

Related Information

Creating Price Determination Strategies [page 238]

17.5.10 Global Default Values

You can set up global default values for some of the main fields used in SAP Product Lifecycle Costing. The
values specified here are used as initial values when creating new projects. You make these settings in the
Global Default Values area under Global Settings in the Administration view.

When you make entries in these fields, the system checks your values to ensure that no inconsistencies
occur. For example, if you have selected a particular controlling area, only the costing sheets defined for
this controlling area are available for selection. If you select a plant or a company code first, the matching
controlling area is entered automatically. If you then select another controlling area that does not match the
previous selection, the fields Plant and Company Code are cleared automatically. No additional checks are
performed for the Reporting Currency field.

Default values can be set here for the following fields:

• Controlling Area

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 • Company Code
• Plant
• Reporting Currency
• Cost Component Split
• Costing Sheet

 Note

If you have defined user-specific default values, these take precedence over the global default values. For
more information, see User-Specific Default Values [page 461].

You must have administrative access rights to maintain global default settings. These settings are configured
shortly after installing the solution. In contrast, each user can change any of their user-specific default settings
at any time. These defaults take effect only for the user who defines them.

17.5.11 User Groups

You use this area in the Administration view to create user groups that can be added to projects. You can create
hierarchical structures for user groups by adding subgroups.

You can add user groups to projects in the Project view under Authorizations. You can then assign
authorizations to these user groups.

Related Information

Creating a User Group [page 447]

Adding a Subgroup to a User Group [page 448]
Removing a User or Subgroup from a User Group [page 449]
Deleting a User Group [page 449]

17.5.11.1 Creating a User Group

You can create user groups to use for assigning authorizations at project level.

Procedure

1. In the Administration view under Global Settings, choose User Groups.

2. In the ribbon, choose Add.

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3. Under General, enter a user group ID and a description.
4. Under Users, enter the user IDs of all users that you want to include in the user group.
5. Save your changes.

Results

If you are authorized to administer a project, you can now assign the user group to that project and set the
desired authorizations for the user group.

Related Information

Adding a Subgroup to a User Group [page 448]

Removing a User or Subgroup from a User Group [page 449]
Deleting a User Group [page 449]

17.5.11.2 Adding a Subgroup to a User Group

You can create hierarchical structures for user groups by adding subgroups.

Prerequisites

The user group that you are adding as a subgroup already exists in your master data.

Procedure

1. In the Administration view under Global Settings, choose User Groups.

2. Choose the user group to which you would like to add a subgroup.
3. Under Subgroups, use autocomplete to add user groups that have already been created in master data.
4. Save your changes.

Related Information

Creating a User Group [page 447]

Deleting a User Group [page 449]

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Removing a User or Subgroup from a User Group [page 449]

17.5.11.3 Removing a User or Subgroup from a User Group

You can remove users or subgroups from a user group.

Procedure

1. In the Administration view under Global Settings, choose User Groups.

2. Select a user or subgroup and use the Remove command to remove any entries that are no longer needed.
3. Save your changes.

Related Information

Adding a Subgroup to a User Group [page 448]

Deleting a User Group [page 449]

17.5.11.4 Deleting a User Group

You can delete a user group if you no longer need it.

Prerequisites

The user group is not being used in a project.

Procedure

1. In the Administration view under Global Settings, choose User Groups.

2. In the ribbon, choose Delete.
3. Save your changes.

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17.5.12 Statuses

You can create statuses and assign them to calculation versions.

Statuses are an optional labeling mechanism by which to identify and or track the progress of your calculation
versions. You can assign statuses to calculation versions to organize or help with identification. You might
assign statuses to a series of calculation versions to indicate a particular workflow in a project, for example,
Draft, In Review, and Approved.

You create statuses in the Global Settings area in the Administration view. You can select active statuses from a
dropdown in the Status column in the Cockpit view. Statuses appear in the dropdown according to the display
order they were assigned.

You can set one default status for new and copied calculation versions. You can overwrite the default status for
a calculation version at anytime.

The following fields are available in the Statuses area in the Administration view.

Field Shown What It Means

Default Set a status as the default status and all new and copied
calculation versions will receive this status by default.

Exception: If you select the Copy Status to Calculation

Version checkbox when creating a new status, whenever you
create a copy of a calculation with that status, that status is
used instead of the default status.

Copy Status to Calculation Version Select this checkbox and this status will be used whenever
you create a copy of a calculation version that has this sta-
tus, even if a default status has been set.

Active Set the status to active in order make it available for use in
calculation versions. Inactive statuses remain a part of mas-
ter data but are no longer available in the Status dropdown.

Status Alphanumeric identifier for the status. If no status name is

entered, this identifier is displayed in the Status dropdown.

Status Name Name of the status as you want it to appear in the dropdown
in the Cockpit view.

Status Description Enter any additional information that the user should know
when selecting this status. This information will appear as
a tooltip when you hover over the status name in the drop-
down in the Cockpit view.

Display Order Indicates the display order in which the status you create
appears in the Status dropdown in the Cockpit view. For
example, a status with the display order 1 appears first in the
Statuses dropdown (after #No Status).

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Related Information

Creating Statuses in Master Data [page 451]

Assigning Statuses [page 30]

17.5.12.1 Creating Statuses in Master Data

You can create and maintain statuses in the Administration view, in the Global Settings area, under Statuses.

Procedure

1. In the Administration view under Global Settings, choose Statuses.

2. In the Status field, enter an alphanumeric identifier for the status.
This identifier is displayed in the dropdown if no status name is entered.
3. [Optional] Complete the following, as necessary:
1. Set as Default status.
Do this if you want all new calculation versions and copies to receive this status by default.
2. Set the status to Active .
Do this if you want the status to be displayed in the Status dropdown in the Calculation view.
3. Select Copy Status to Calculation Version.
Select this checkbox and this status will be used whenever you create a copy of a calculation version
that has this status, even if a default status has been set.
4. Enter a display order for the status.
This is the order in which the status appears in the Status dropdown in the Cockpit view. For example, enter
display order 1 for the most frequently used status so it appears at the top of the list in the dropdown.
5. Enter a status name.
This is the name of the status as you want it to appear in the dropdown.
6. Enter a status description.
This can be any additional information or directions that the user should know when selecting the status.
This information will appear as a tooltip when you hover over the status name in the dropdown.
7. Save your entries.

Result

The new status is immediately available in the Status column in the Cockpit view.

Note, if you no longer need a status you can delete it from master data. A status can only be removed if it is no
longer used for any calculation versions.

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Related Information

Statuses [page 450]

Assigning Statuses [page 30]

17.5.13 Configuration

You can configure the following settings in the SAP Product Lifecycle Costing. To configure these settings, open
the Administration view, then choose Configuration.

Setting What You Can Configure Result

General Redirect link to the Application Help You can redirect the application help
link to a new URL.

Import Set Maximum Number of Import Items You can set the maximum number of
items that can be imported at one time
using Microsoft Excel, SAP ERP, or the
add-in framework.

Collaborative Mode Set Maximum Number of Filtered Items You can set the maximum number of fil-
in Collaborative Mode tered items that can be returned when
working in collaborative mode. You can
use this setting to decrease calculation
version size and increase calculation
speed.

Variants Set Maximum Number of Variants in a You can set the maximum number of
Sum Variant variants that can be included in sum
variants. You can use this setting to op-
timize performance when working with
variants.

Integration Integrate SAP Analysis for Microsoft You can integrate SAP Analysis for Mi-
Office crosoft Office with SAP Product Lifecy-
cle Costing

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 Setting What You Can Configure Result

Tracking Remove Options to View Tracking His- You can remove the options from the
tory and Deleted Items Tracking dropdown in the Calculation
view that allow you to:

• View the tracking history

• View deleted items

 Note
This configuration is useful if you've
created your own add-in to display
tracking history, and don't want to
display the existing menu entries.

Related Information

Redirect Link to Application Help [page 453]

Set Maximum Number of Import Items [page 454]
Set Maximum Number of Filtered Items in Collaborative Mode [page 455]
Set Maximum Number of Filtered Items in Collaborative Mode [page 455]
Integrate SAP Analysis for Microsoft Office [page 456]

17.5.13.1 Redirect Link to Application Help

By default, the question mark symbol at the upper right corner of the application directs you to the most recent
version of the application help for SAP Product Lifecycle Costing on SAP Help Portal.

Context

If necessary, you can use this setting to enter a new URL and direct the help link to another location. You might
do this if your company has created customer-specific user assistance for the version and add-ins that you
have installed.

• You can link the application to any valid URL.

• Unless you enter another URL, the link directs you to the latest version of the product page for SAP Product
Lifecycle Costing on SAP Help Portal. You can always restore this link by leaving the text box empty.
• To complete the redirect, you must save your change and restart the application.

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Procedure

1. In the Administration view, choose Configuration.

2. In the Application Help Link field, enter a valid URL for the location to which you would like to redirect the
link to the application help.
3. Choose Save, then restart the application.

17.5.13.2 Set Maximum Number of Import Items

You can use this setting to set the maximum number of items that can be imported at one time from Microsoft
Excel, SAP ERP or using the add-in framework. Limiting the number of items allowed to be imported at one
time might improve performance of the application during import.

Context

 Recommendation

For optimal performance, we recommend importing no more than 30,000 items into a single costing
structure.

Procedure

1. In the Administration view, go to Configuration.

2. In the Max No. Import Items field, enter the number of items that users can import at one time.
3. Save your change.

Results

The next import will be limited to the number of items entered in this setting.

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17.5.13.3 Set Maximum Number of Filtered Items in
Collaborative Mode

You can set the maximum number of filtered items that can be returned when working in collaborative mode.

Context

You can use this setting to reduce the size of calculation versions opened in collaborative mode to decrease
calculation size and increase calculation speed.

Procedure

1. In the Administration view, under Global Settings, choose Configuration.

2. In the Collaborative Mode section, under Max No. Filtered Items, enter a value.

Note, we recommend that you set this number to no more than 10,000 filtered items.
3. Save your entries.

Results

The value entered, is the maximum number of filtered items that the system can return based on the filter
criteria entered.

Related Information

Working in Collaborative Mode [page 35]

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17.5.13.4 Set Maximum Number of Variants in Sum Variant

You can set the maximum number of variants that can be included in sum variants. You can use this setting to
optimize performance when working with variants.

Procedure

1. In the Administration view, under Global Settings, choose Configuration.

2. In the Variants section, under Max No. Variants in Sum, enter a value.

Note, to optimize performance, we recommend that you include no more than 50 variants as part of a sum
variant.
3. Save your entries.

Results

The value entered is the maximum number of variants that can be included in a sum variant in this system.

Related Information

Performance Optimization for Variants [page 227]

17.5.13.5 Integrate SAP Analysis for Microsoft Office

You can use this setting to integrate SAP Analysis for Microsoft Office with SAP Product Lifecycle Costing.

Prerequisites

You are authorized to update and delete this setting. The required role template is
FrontendSetCorpEdit_RT.

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Context

Integration allows you to access SAP Analysis for Microsoft Office from SAP Product Lifecycle Costing using
the Analyze ribbon button in the toolbar in the Calculation, Project, and Cockpit views. You no longer need to
configure and launch SAP Analysis for Microsoft Office manually.

Procedure

1. In the Administration view, go to Global Settings, then Configuration.

2. Under Integration, enter the desired JSON object for the views or reports that you want to add.

By default, integration is enabled for standard SAP PLC analytical views with custom fields.
3. [Optional] Add or remove customer-specific analytic views or SAP BusinessObjects Business Intelligence
Platform reports to the menu for the Analyze ribbon button. These entries in the menu are then available
for all users with the role Base_RT. Customer-specific views must be defined as SAP HANA calculating
views in order to access them using SAP Analysis for Microsoft Office.

Note: If you have not yet saved, you can reset the default JSON object by selecting another area in the
navigation structure and then selecting the Configuration area again. You can find an example of such a
JSON object under Settings for Integration in the relevant administration guide for SAP Product Lifecycle
Costing (on premise or cloud edition) on SAP Help Portal at https://help.sap.com/plc.
4. Choose Save, then restart the application.

17.5.13.6 Remove Viewing Options from Tracking Dropdown

You can configure SAP Product Lifecycle Costing to hide tracking options from the Tracking menu. This is
useful if you plan to create add-ins to extend how your company uses and displays the tracking history.

Context

You can remove the:

• Options to view tracking history

This includes the option to view the History of a Selected Item and the History of All Items.
• Option to view deleted items

 Note

You can use the add-in framework to create external applications that work with tracked data. For general
information about the add-in framework, see theAdd-In Developer Guide for SAP Product Lifecycle Costing.

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Procedure

1. In the Administration view, under Global Settings, open the Configuration area.
2. Under Tracking, select the options you'd like to remove.
3. Save your changes.

17.5.14 Custom Item Categories

You use the Custom Item Categories area in the Administration view to create new item categories. You can
create up to 20 custom item categories. Once created, custom item categories can be selected from the
dropdown in each item row.

Things to Consider

• Each custom item category is based on an existing standard item category. The standard item category
determines the additional data that you can enter for the item in the custom item category, as well as
which custom fields and formulas will be shown for that item category.
• A predefined list of icons can be used for your custom item categories.
• When creating costing sheets, you can apply overheads to items with custom item categories.
• You can use custom item categories in the advanced filter and for mass change operations.
• You can add custom item categories to the Microsoft Excel template and import values for these
categories.
For more information, see Importing Items with Custom Item Categories [page 333].
• Custom item categories cannot be replicated from SAP ERP.

The following fields are available in the Custom Item Categories area in the Administration view.

Field Shown What It Means

Item Category Code User-defined, unique, alphanumeric identifier for the custom
item category. If no name is entered for the custom item cat-
egory, this code is displayed in the item category dropdown.

Item Category Name Name displayed when you hover over the icon for the item
category or when you open the item category dropdown.
If no name is entered, the custom item category code is
displayed.

Custom Item Category ID Automatically generated ID for the custom item category.

You can use this ID in formulas. For example, if the custom

item category ID is 33, you can create the following formula:

(IF($CHILD_ITEM_CATEGORY_ID <> 33; 10; 20).

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 Field Shown What It Means

Standard Item Category Standard item category that is used as a template for the
custom item category being created.

When you select a standard item category, all price and

account determination logic used for the standard item cat-
egory are used or the custom item category. In addition,
all custom fields and formulas shown in the standard item
category are shown in the custom item category.

Icon Icon selected from a predefined list of icons to represent the

custom item category. An icon can only be used for one item
category at a time.

Related Information

Creating Custom Item Categories [page 459]

17.5.14.1 Creating Custom Item Categories

In addition to the standard item categories available in SAP Product lifecycle Costing, you can create up to
20 custom item categories. Custom item categories are based upon a standard item category. You can give
the custom item category a new name, description, and icon, but the standard item category determines how
fields within the custom item category are used and displayed.

You can create custom item categories in the Administration view under Global Settings.

Custom item categories are displayed in the item category dropdown in the Calculation view, below the
standard item categories.

Steps

1. In the Administration view under Global Settings, choose Custom Item Categories.

2. In the ribbon, choose (Add).

A custom item category ID is automatically generated for the new custom item category. You can use this
ID later if creating formulas.
3. Under Custom Item Category Code, enter an identifier that is unique, alphanumeric, and no more than 25
characters. You can enter spaces between characters (for example, 123 ABC). Special characters are not
allowed.

Application Help for SAP Product Lifecycle Costing

Master Data: Creating Prices, Costing Sheets, Global Settings, and More PUBLIC 459
  Note

If you plan to import items that have the custom item category, the custom item category code can be
used to add the new item category to the Microsoft Excel import template.

4. [Optional] Under Item Category Name, enter a name.

This name is displayed when you hover over the icon for the item category or when you open the item
category dropdown. If no name is entered, the custom item category code is displayed.
5. [Optional] Under Item Category Description, enter a description for the custom item category.
The description is displayed when you hover over the icon for the item category or when you open the item
category dropdown.
6. Under Standard Item Category, select the standard item category that you want to use as a template for
the custom item category. All price and account determination logic used in the standard item category
will also be used for the custom item category. Additionally, all custom fields and formulas displayed in the
standard item category, will also be displayed in the custom item category.

 Note

Once you've selected a standard item category, yon cannot change it.

7. Under Icon, select an icon to represent the custom item category.

Icons may only be used for one item category at a time. Available icons appear in blue.
8. Save your changes.

Result

The custom item category appears in the item category dropdown in the Calculation view, below the standard
item categories.

Related Information

Item Categories [page 173]

Custom Item Categories [page 458]
Importing Items with Custom Item Categories [page 333]

17.6 User-Specific Settings

User-specific settings are default values that you can define for individual users in SAP Product Lifecycle
Costing, that are then used throughout the application. You make these settings in the Administration view.

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460 PUBLIC Master Data: Creating Prices, Costing Sheets, Global Settings, and More
  Note

User-specific default values take precedence over the global default values entered in Global Default Values
under Global Settings in the Administration view. For more information, see Global Default Values [page
446].

You can make user-specific settings in SAP Product Lifecycle Costing:

• User-Specific Default Values [page 461]

17.6.1 User-Specific Default Values

You can set up user-specific default values for some of the main fields used in SAP Product Lifecycle Costing.
The values specified here are used as initial values when creating new projects. You make these settings in the
Default Values area under User-Specific Settings in the Administration view.

 Note

User-specific default values take precedence over the global default values entered in Global Default Values
under Global Settings in the Administration view. For more information, see Global Default Values [page
446].

You can create user-specific default values for the following fields:

• Controlling Area
• Company Code
• Plant
• Reporting Currency
• Cost Component Split
• Costing Sheet

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18 Navigating with Keyboard Shortcuts

You can use the following keyboard shortcuts when working in SAP Product Lifecycle Costing.

General Shortcuts

You can use the following shortcuts to move to different views:

To Do This Press

Switch from current view to the My Home view CTRL + 1

Switch from current view to the Cockpit view CTRL + 2

Switch from current view to the Project view CTRL + 3

Switch from current view to the Calculation view CTRL + 4

Switch from current view to the Variants view CTRL + 5

Switch from current view to the Administration view CTRL + 6

Search Filter

You can access the Search Filter from any view using the Search field in the ribbon.

You can use the following shortcuts here:

To Do This Press

Move from the Search field in the ribbon to the Search Filter TAB
view, then to each field inside the Search Filter view

Move back from the Search Filter view to the Search field in CTRL + F
the ribbon

Scroll up through the items in the Results list UP ARROW

Scroll down through the items in the Results list DOWN ARROW

Show the project, calculation or version, selected from the ENTER

Results list in the Cockpit view

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 To Do This Press

Close the Search Filter view ESC

My Home View

Once you have logged on, the My Home view opens. You can use the following shortcuts here:

To Do This Press

Create a new project CTRL + Q

Create a new calculation and version CTRL + N

Cockpit View

The cockpit gives you a high-level overview of folders, projects, calculations, calculation versions, and lifecycle
versions. You can move up and down the objects in the Navigation Explorer using the UP ARROW and DOWN
ARROW keys.

You can single-click on an object to see the contents, such as all calculation versions in a calculation. Contents
are displayed in the table on the right. Double-click on an object to open it in the requisite view.

You can use the following shortcuts here:

To Do This Press

Create a new folder CTRL + T

Your cursor must be focused on the root item or on another

folder for this shortcut to work.

Create a new project CTRL + Q

Open selected project, calculation version or lifecycle ver- ENTER or CTRL + O

sion

Open calculation version in collaborative mode CTRL + ALT + O

Create a new calculation and initial calculation version for CTRL + N

the selected project

Create a new calculation version from the selected version CTRL + M

Create a new calculation as a copy of the selected version CTRL + SHIFT + N

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To Do This Press

Create a new calculation version as a copy of the selected CTRL + SHIFT + M

version

Create a new variant matrix for the selected version CTRL + SHIFT + V

Open variant matrix for the selected version CTRL + SHIFT + O

Show list of calculations or versions ENTER

Your cursor must be focused on a project or calculation in

the table to display a list.

Show available lifecycle versions for this calculation version F3

Your cursor must be focused on the calculation version to

which the lifecycle versions belong in order for this shortcut
to work.

Expand calculations for a selected project in the Navigation RIGHT ARROW

Explorer or expand all projects

Collapse calculations for a selected project in the Navigation LEFT ARROW

Explorer or collapse all projects or move to the root item

Return to the root item in the Navigation Explorer HOME

Move to the last item in the Navigation Explorer END

Switch cursor focus between the Navigation Explorer and the TAB
table
You can also use CTRL + TAB

or CTRL + SHIFT + TAB

Move to the next row DOWN ARROW

Move to the previous row UP ARROW

Delete a selected project, calculation, or calculation version DEL

Rename a selected calculation F2

Delete selected folder, project, calculation, or calculation CTRL + MINUS SIGN

version

Refresh the view F5

Set a selected calculation version as the current version CTRL + SHIFT + C

Move a selected calculation version to another project CTRL + X

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Project View

If you are working anywhere in this view, you can use the following shortcuts:

To Do This Press

Move (round robin) to the right, from the navigation struc- CTRL + TAB
ture to the content area and back to the navigation structure.
Cursor focus is indicated by a dotted frame around the sec-
tion you are in.

Move (round robin) to the left, from the navigation structure CTRL + SHIFT + TAB
to the content area and back to the navigation structure.
Cursor focus is indicated by a dotted frame around the sec-
tion you are in.

When you're working with basic commands:

To Do This Press

Create a new project CTRL + Q

Close the current project CTRL + W

Save changes to the project CTRL + S

Trigger the calculation of project lifecycle costs in the Project F9

Lifecycle area

Add a new row in the Material Price Surcharges or Activity CTRL + PLUS
Price Surcharges area.
Your cursor must be focused in the Surcharge Dependencies
table for this shortcut to work.

Remove a selected row in the Material Price Surcharges or CTRL + MINUS SIGN
Activity Price Surcharges area.

When you're working in the Navigation Explorer:

To Do This Press

Move to the item above and display its content UP ARROW

Move to the item below and display its content DOWN ARROW

Collapse an item, or LEFT ARROW

Return to a parent item Your cursor must be focused on a collapsible item for this
shortcut to work.

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To Do This Press

Expand an item RIGHT ARROW

Your cursor must be focused on an expandable item for this

shortcut to work.

Move your cursor one page up and display content PAGE UP

Move your cursor one page down and display content PAGE DOWN

When you're entering project data:

To Do This Press

Confirm the modified value, and move cursor to the next TAB
field

Confirm the modified value and move cursor to the previous SHIFT + TAB
field

Edit a selected field F2

Confirm the modified value ENTER

Discard your entry and restore a field to previous value, or ESC

Close a drop-down list, if it is expanded

Move your cursor up, down, left, and right UP ARROW , DOWN ARROW , LEFT ARROW , RIGHT ARROW

Move your cursor to the first field in the selected row CTRL + LEFT ARROW

When editing a field, use this shortcut to move the cursor

to the prior special character in the input field (comma, dot,
space).

Move your cursor to the last field in the selected row CTRL + RIGHT ARROW

When editing a field, use this shortcut to move the cursor

to the prior special character in the input field (comma, dot,
space).

Move your cursor to the beginning of the field that you are CTRL + HOME
editing
Your cursor must be in an editable field to use this shortcut.

Move your cursor to the end of the field that you are editing CTRL + END

Your cursor must be in an editable field to use this shortcut.

Scroll up one page in the table PAGE UP

Scroll down one page in the table PAGE DOWN

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 To Do This Press

Open the drop-down list, when in edit mode ALT + DOWN ARROW

Calculation View

When you double-click a calculation version from the table on the right in the Cockpit view, the calculation
version opens in the Calculation view. You can use your keyboard to move up and down the costing structure,
across the calculation table, over to the side panel, and through multiple open calculation versions.

You can use the following shortcuts here:

To Do This Press

Zoom to increase and decrease view CTRL + [mouse wheel]

Move (round robin) to the right, from the table, down each CTRL + TAB
section in the side panel, back to the table.
Cursor focus is indicated by a dotted frame around the sec-
tion you are in.

Move (round robin) to the left, from the table, up each sec- CTRL + SHIFT + TAB
tion in the side panel, back to the table.
Cursor focus is indicated by a dotted frame around the sec-
tion you are in.

Move to the first item in a calculation version CTRL + UP ARROW

Move to the last item in a calculation version CTRL + DOWN ARROW

Expand an assembly by one level. You can use this shortcut CTRL + SHIFT + RIGHT ARROW
to expand one level at a time.

Collapse an assembly. You can use this shortcut to collapse CTRL + SHIFT + LEFT ARROW
one level at a time.

Activate or deactivate an item SPACEBAR

Your cursor must be in the checkbox that you want to acti-

vate or deactivate in order to use this shortcut.

Save a selected calculation version CTRL + S

Save a selected calculation version as a new version CTRL + SHIFT + S

Close a calculation version CTRL + W

Set a selected calculation version as the current version CTRL + SHIFT + C

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To Do This Press

Freeze a selected calculation version ALT + F

Unfreeze a selected calculation version ALT + U

Move to the previous open calculation version (to the left) CTRL + PAGE UP

Open calculation versions are displayed as tabs in a row at

the bottom left of the Calculation view.

Move to the next open calculation version (to the right) CTRL + PAGE DOWN

Open calculation versions are displayed as tabs in a row at

the bottom left of the Calculation view.

Move to the first column in a calculation version CTRL + LEFT ARROW

If your cursor is in an editable field, this moves your cursor to

the prior special character in that field (comma, dot, space).
For example, you can use this shortcut to jump from word to
word when editing an item description.

Move to the last column in a calculation version CTRL + RIGHT ARROW

If your cursor is in an editable field, this moves your cursor to

the next special character in that field (comma, dot, space).
For example, you can use this shortcut to jump from word to
word when editing an item description.

Move your cursor to the beginning of the field that you are CTRL + HOME
editing
Your cursor must be in an editable field to use this shortcut.

Move your cursor to the end of the field that you are editing CTRL + END

Your cursor must be in an editable field to use this shortcut.

Confirm the modified value and move your cursor to the next ENTER
editable field, or

Expand or collapse the group header in the side panel

Move your cursor one field at a time to the right TAB

You can edit as you tab from field to field. In the table, you
must first enabling editing with F2 to use the Tab key.

Move your cursor one field at a time to the left SHIFT + TAB

You can edit as you tab from field to field. In the table, you
must first enabling editing with F2 to use the Tab key.

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 To Do This Press

Open a drop-down list ALT + DOWN ARROW

In the table, you must first use F2 to enable editing in the

field with the drop-down list before using this shortcut.

Scroll through a drop-down list UP ARROW or DOWN ARROW

Edit a selected field F2

Undo your last edit ESC

The undo applies to an edit of the current field only, not to

any other operations.

Cut a selected item CTRL + X

Copy a selected item CTRL + C

Paste a selected item above CTRL + SHIFT + V

Paste a selected item below CTRL + V

Paste a selected item as a subitem CTRL + B

Set a price for an item ALT + P

Add an item above a selected item CTRL + SHIFT + PLUS SIGN

Add an item below a selected item CTRL + PLUS SIGN

Add an item as a subitem CTRL + PERIOD

Delete a selected item CTRL + MINUS SIGN

Open advanced Filter dialog CTRL + F

Clear Filter (removes an active advanced filter) CTRL + SHIFT + D

Open View Price Details dialog CTRL + D

Open Update Master Data dialog CTRL + U

Update references for all items CTRL + SHIFT + U

Open Mass Change for All Items dialog CTRL + H

Open Manage Mass Change Configurations dialog ALT + F

Open Import Structure from Microsoft Excel dialog CTRL + I

Open Import and Link Calculation Version dialog CTRL + SHIFT + I

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To Do This Press

Open Import BOM and Routing from SAP ERP dialog CTRL + J

Open Import Document Structure from SAP ERP dialog CTRL + SHIFT + J

Create link to calculation version CTRL + E

You must be working in this calculation in the Calculation

view to use this shortcut.

The link is copied to your clipboard. Use CTRL + V to paste

the link anywhere and share.

Save a layout with a new name or select an existing layout CTRL + L

Manage layouts CTRL + SHIFT + L

Activate tracking CTRL + T

Deactivate tracking CTRL + Y

View history of a selected item CTRL + SHIFT + I

View history of all items CTRL + SHIFT + T

View version history CTRL + SHIFT + Y

View deleted items CTRL + SHIFT + DEL

Show or hide the side panel F12

Variants View

Once your variant matrix is opened, you can use the following shortcuts here:

To Do This Press

Create a new variant CTRL + N

Create a new variant as a copy of the selected variant CTRL + SHIFT + N

Select variants to be displayed CTRL + L

Save the variant matrix CTRL + S

Close the variant matrix CTRL + W

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 To Do This Press

Accept changes (applies any changes made in the variant CTRL + F7

base to all variants)

Delete selected variant and all its items CTRL + MINUS SIGN

Calculate selected variant F9

Calculate displayed variants CTRL + F9

Calculate all variants CTRL + SHIFT + F9

Generate a calculation version for the selected variant F10

Generate a calculation version for displayed variants CTRL + F10

Generate a calculation version for all variants CTRL + SHIFT + F10

Move from field to field from the top to the bottom in the TAB
variant header Your cursor must be focused in the variant header for this
shortcut to work this way.

Move from field to field to the right through the table of TAB
variant items Your cursor must be focused in the table of variants items
for this shortcut to work this way.

Move to the next row in the table of variant items DOWN ARROW

Move to the previous row in the table of variant items UP ARROW

Move from the variant header to the variant items CTRL + TAB

Your cursor must be focused in the variant header for this

shortcut to work this way.

Move from the variant items to the next variant header CTRL + TAB

Your cursor must be focused in the variant items for this

shortcut to work this way.

Move from the variant items to the previous variant header CTRL + SHIFT + TAB

Your cursor must be focused in the variant items for this

shortcut to work this way.

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Administration View

If you are working anywhere in this view, you can use the following shortcuts:

To Do This Press

Move (round robin) to the right, from the navigation struc- CTRL + TAB
ture, to the filter, to the result list, to the side panel, back to
Cursor focus is indicated by a dotted frame around the sec-
the navigation structure.
tion you are in.

Move (round robin) to the left, from the navigation structure, CTRL + SHIFT + TAB
to the side panel, to the result list, to the filter, back to the
Cursor focus is indicated by a dotted frame around the sec-
navigation structure.
tion you are in.

When you're working with basic commands:

To Do This Press

Save your changes CTRL + S

Add a new item CTRL + PLUS SIGN

Delete a selected item CTRL + MINUS SIGN

Show available details for a selected item F3

When you're working in the navigation structure:

To Do This Press

Move to the item above and display content UP ARROW

Move to the item below and display content DOWN ARROW

Collapse an item or LEFT ARROW

Return to a parent item Your cursor must be focused on a collapsible item in order
for this shortcut to work.

Expand an item RIGHT ARROW

Your cursor must be focused on an expandable item in order

for this shortcut to work.

Move your cursor one page up and display content PAGE UP

Move your cursor one page down and display content PAGE DOWN

Move your cursor focus to the first item and display content HOME

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472 PUBLIC Navigating with Keyboard Shortcuts
 To Do This Press

Move your cursor focus to the last item and display content END

Move your cursor to the search box in the navigation struc- CTRL + F
ture

When you're using the breadcrumb navigation:

To Do This Press

Go to parent level ALT + LEFT ARROW

Go to highest level ALT + HOME

When you're filtering for entries in the view:

To Do This Press

Confirm your entry and move your cursor to the next field TAB

Confirm your entry and move your cursor to the previous SHIFT + TAB
field

Confirm the filter entries made or trigger a search when ENTER

focus is on the Search button

Scroll up through the items in the filter drop-down list with- UP ARROW
out opening the list

Scroll down through the items in the filter drop-down list DOWN ARROW
without opening the list

Open the drop-down list ALT + DOWN ARROW

Delete a filter row SPACE BAR or ENTER

Use TAB to highlight the icon at the end of the row that
you want to delete and press one of the above.

When you're working with entries in the table:

To Do This Press

Confirm the modified value, and move your cursor to the TAB
next field

Confirm the modified value and move your cursor to the SHIFT + TAB
previous field

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To Do This Press

Confirm the modified value, or ENTER

Open Details if applicable

Discard your entry and restore a field to its previous value, or ESC

Close a drop-down list, if it is expanded

Move your cursor up, down, left, and right UP ARROW , DOWN ARROW , LEFT ARROW , RIGHT ARROW

Move your cursor to the first field in the selected row CTRL + LEFT ARROW

When editing a field, use this shortcut to move the cursor to

the prior special character in the field (comma, dot, space).

Move your cursor to the last field in the selected row CTRL + RIGHT ARROW

When editing a field, use this shortcut to move the cursor to

the prior special character in the field (comma, dot, space).

Move your cursor to the first row of the selected column HOME + UP ARROW

Move your cursor to the last row of the selected column END + DOWN ARROW

Move your cursor to the first field of the selected row HOME

When editing a field, use this shortcut to move the cursor to

the beginning of the field.

Move your cursor to the last field of the selected row END

When editing a field, use this shortcut to move the cursor to

the end of the field.

Scroll one page up in the table PAGE UP

Scroll one page down in the table PAGE DOWN

Open a drop-down list ALT + DOWN ARROW

Open or close a drop-down list F4

When you're working in the side panel:

To Do This Press

Confirm the modified value and move your cursor to the next TAB
editable field

Confirm the modified value and move your cursor to the SHIFT + TAB
previous editable field

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 To Do This Press

Confirm the modified value and move your cursor to the next ENTER
editable field, or

Expand or collapse the group header

Discard a new value and restore the previous value ESC

Move your cursor to the previous special character in a field CTRL + LEFT ARROW
(comma, dot, space)

Move your cursor to the next special character in a field CTRL + RIGHT ARROW
(comma, dot, space)

Move your cursor to the beginning of a field CTRL + HOME

Move your cursor to the end of a field CTRL + END

Move your cursor to the search box in the side panel CTRL + F

Open a drop-down list ALT + DOWN ARROW

Open or close the drop-down list F4

Show or hide the side panel F12

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19 Troubleshooting

This section describes troubleshooting steps for common issues that may occur when using SAP Product
Lifecycle Costing.

 Tip

If you're having an issue and can't find it here, please tell us about it!

• Technical Issues - If your system administrator can't solve it, please report the incident on SAP
Support Portal at http://support.sap.com/incident . The relevant component is PLM-PLC.
• Documentation - If additional documentation is needed, please let us know under "additional
feedback." Please let us know your exact issue so we can work on solving it.

Area Problem Description Solution

Account Groups Account group not You want to assign an account Check the details of the account group
visible in list of availa- group to a cost component split that you are trying to assign to the
ble account groups in the Cost Component Split area cost component split. Account groups
of the Administration view. must have at least one account as-
signed in order to be visible in the list
The account you want to assign
of available account groups. Empty ac-
is available in master data but
count groups cannot be assigned to a
is not visible under Available
cost component split.
Account Groups.
1. To assign a single account to
an account group, see Assigning
a Single Account to an Account
Group [page 378].
2. To assign a range of accounts to
an account group, see Assigning a
Range of Accounts to an Account
Group [page 379].

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 Area Problem Description Solution

Cockpit Inactive menu items in When working on a laptop com- 1. If you have unsaved changes in
Cockpit view puter, docking and undocking the any other view, open the view and
laptop may cause menu items in save your changes.
the Cockpit view to gray and be- 2. Close and restart the application.
come inactive.

Known issues:

• the context menu and ribbon

buttons are affected in the
Cockpit view.
• You can no longer open or
perform other actions such
as close or delete calculation
versions in the Cockpit view.
Projects and calculations are
likely also affected.

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Area Problem Description Solution

Costing Sheet Cost item not consid- A cost item is not considered in 1. Check if this cost item has an ac-
ered by costing sheet the calculation. It looks like the count assigned.
cost item has been left out of the To do this, see Account in the Item
calculation defined by the costing Details side panel section .
sheet. 2. If no account is assigned:
This item might not be consid-
ered by the costing sheet (if the
costing sheet rows are defined by
account groups).
To fix the issue, go to the
Administration view and choose
Material Account Determination.
Enter values for one or more at-
tributes that you want to use for
account determination along with
an account number and save your
entry. For more information, see
Working with Attributes for Mate-
rial Account Determination [page
382].
3. If an account is assigned in the
cost item:
Check the costing sheet used
in this calculation version. Make
sure that it has a base row de-
fined with an account group that
includes the account of the cost
item. If this is not the case, edit
the costing sheet appropriately.
For more information, see Costing
Sheets [page 389].

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 Area Problem Description Solution

Custom Fields Unable to save custom ANCESTOR(expr1;expr2;expr You must change the formula so that
fields. 2) and PARENT(expr1;expr2) it can be saved. There are several pos-
functions prevent saving of cus- sible workarounds:
tom fields. As a result, calculation
• Remove the custom field
versions containing custom fields
You can remove the custom field
using formulas with these func-
or clear the formula for the cus-
tions also cannot be saved.
tom field. Then you can continue
working without the custom field
causing the issue.
• Disable rollup
Check whether rollup is activated
for the custom field. In certain
cases, the error is valid because
top-down evaluation (from ances-
tor or parent) and bottom-up
evaluation (from rollup) is not
possible. If you disable rollup, you
should be able to save the custom
field and then the affected calcu-
lation version.
• Use the MANUAL_VALUE func-
tion
If applicable, (for example, for
write-only fields), you can use
MANUAL_VALUE in the formula
for the referenced custom fields.
For example, if you’re us-
ing the PARENT function and
the formula says PARENT
(IS_MATERIAL(); $FOO;
0), then it can be written as
PARENT (IS_MATERIAL();
MANUAL_VALUE($FOO); 0).
Please note that this will always
take the manual value of $FOO.
This might not be appropriate for
specific calculations, for example,
if you need the calculated value is
needed.
• Use Shortcuts
This applies for calculation ver-
sions and the ANCESTOR function
only. For example, if the formula
says
ANCESTOR(IS_CALCULATIO

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Area Problem Description Solution

N_VERSION(); $FOO; 0),

you can use the shortcut
$version.FOO or #FOO. This
is better than using the
ANCESTOR function and has a
much better performance.
After the formula is changed
to use the shortcut, the value
of $FOO is taken directly from
the calculation version item (root
item). The ANCESTOR function is
no longer used. This allows you
to both save the custom field and
also create and save calculations.

Import SAP ERP import fails. While importing from SAP ERP Check if there are invalid document
you receive the error "Data could types in the table T_document_type
not be written to the back end. and delete them.
Please contact your system ad-
ministrator."

Memory Insufficient memory You receive an out-of-memory Adjust the maximum runtime alloca-
to complete an opera- exception when performing cer- tion in SAP HANA Studio.
tion. tain operations (such as mass
1. Open the Administration Console
change) for very large calculation
in SAP HANA Studio.
versions.
2. In the Configuration tab, open the
xsengine.ini file and do the
following:
1. Create section jsvm, if it
doesn’t already exist.
2. Add a new parameter
max_runtime_bytes with
the maximum number of
bytes.
• The default value is
268435456 bytes (256 *
1024 * 256 = 256 MB).
• The maximum value
is 4294967296 bytes
(4096 * 1024 * 1024 =
4 GB).

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 Area Problem Description Solution

Performance Application slows In certain cases, the real-time Check whether Windows Defender is
down.
protection of the Windows De- causing the performance problem. You
fender may significantly slow can do this by temporarily disabling
down the application. the Windows Defender, as follows:

1. Open the Windows Start Menu.

2. Search for Windows
Defender Settings.
3. Turn the Real-time protection set-
ting to off.

Performance Application slows The chosen power plan may also Ensure that the High Performance
down.
impact performance. power plan is selected, as follows:

1. Open the Windows Start Menu.

2. Search for Choose a power
plan.
3. Switch to the High Performance
power plan.

Project Lifecycle Lifecycle versions not You've done the following: Solution 1:
generated.
Refresh the Cockpit view. The lifecycle
• Created a project
versions should now be visible.
• Entered a start date, end
date, and lifecycle valuation Solution 2:
date
Double check that you have entered a
• Entered quantities for one or quantity for each lifecycle period you
more lifecycle periods want to include in the project lifecy-
• Distributed any one-time cle. Costs are only calculated and life-
costs and created surcharge cycle versions are only generated for
rules, if applicable lifecycle periods containing quantities

• Configured the project life- greater than zero.

cycle to include any one-

time costs and surcharges
then calculated the project
lifecycle

Problem: You expect to find life-

cycle versions in the Cockpit view
under the calculation for which
they were created. No lifecycle
versions are visible.

Application Help for SAP Product Lifecycle Costing

Troubleshooting PUBLIC 481
Area Problem Description Solution

Technical Difficulties Application crashes The application crashes with- 1. Check to see if your laptop or PC
without notice. out notice or an error dialog is touch-enabled.
Unknown Hard Error is displayed While your laptop or your PC
while navigating between con- hardware may be touch-enabled
trols or views. or have components to provide
touch input, your Microsoft Win-
dows installation and/or your Mi-
crosoft .NET Framework installa-
tion might not be complete to
support the touch features. This
might be the case if you use
a standard Windows image on
a laptop with touch devices or
if you're using an outdated .NET
Framework installation.
2. To fix the problem, stop and dis-
able the following services on
your Windows machine: Touch
Keyboard and Handwriting Panel
Service or Tablet PC Input Service.

Technical Difficulties System stops working. The server stops responding. You If the server stops responding, try de-
may wait several minutes before leting old or unwanted logs to clean up
any error message is shown. database space.

 Caution
Find out what your required reten-
tion policy is before deleting any
log files.

For more information about deleting

audit logs manually, see Data Protec-
tion and Privacy in the SAP HANA Ad-
ministration Guide on SAP Help Portal
at http://help.sap.com/hana_platform

Application Help for SAP Product Lifecycle Costing

482 PUBLIC Troubleshooting
 Area Problem Description Solution

Technical Difficulties Application fails to You start the application and re- Solution 1:
ceive the following message:
start.
Ask someone with Administrator's
The application has
rights to do the following:
failed to start
1. Go to the installation folder and
because its side-by-
open the configuration file:
side configuration
ProductLifecycleCosting.e
is incorrect. Please
xe.config.
see the application
2. Edit the configuration file and
event log or use
change the encoding in the first
the command-line
line to:
sxstrace.exe tool for
<?xml version=”1.0”
more detail.
encoding=”utf-8”?>.
Certain tools or browsers, (for ex- 3. Save your changes and restart the
ample, Microsoft Edge) may inad- application.
vertently change the encoding in
Result: The application should open.
the configuration file.
Solution 2:

Ask someone with Administrator’s

rights to do the following:

1. Uninstall and then reinstall the

application.
2. Edit the configuration file using
an editor such as Notepad, Note-
pad++ and add the systems.
3. Save your changes and restart the
application.

Result: The application should open.

Application Help for SAP Product Lifecycle Costing

Troubleshooting PUBLIC 483
Area Problem Description Solution

Technical Difficulties Black window when The content of the window be- In order to move the window success-
moving application be- comes black when moving the fully from monitor to monitor:
tween monitors. application between monitors.
Work Around:
This is known to happen when:
1. Restore the window (make it
• Certain NVIDiA graphic smaller) before dragging it to an-
cards are used. other monitor.
• The window is in full-screen Permanent Solution:
mode and is dragged to a
second monitor. 1. Go to the NVIDiA control panel.
2. Under Display, choose Adjust
desktop size and position.
3. Change the default scaling mode
from Aspect ratio to Full-screen
for all displays.
4. Select the checkbox Override the
scaling mode set by games and
programs for all displays.

Technical Difficulties Session timeout after After two minutes, your session The timeout happens because the
two minutes. times out and you receive the session timeout default value is set for
message BAD_GATEWAY. 2 minutes (120000). You can extend
the session timeout using the environ-
ment variable SAP_PLC_TIMEOUT in
the SAP HANA XS Javascript (XSJS)
application to prevent the appliaton
from timing out so quickly.

Application Help for SAP Product Lifecycle Costing

484 PUBLIC Troubleshooting
20 Glossary

The following table lists terms that are essential for working with SAP Product Lifecycle Costing:

Term Definition

account Classification of an organization's valuated consumption of pro-

duction factors within a controlling area. Every account is as-
signed to one controlling area.

account determination A procedure that automatically determines an account for an

item in a calculation version based on its attributes.

account group An organizational entity that combines accounts that belong to-
gether logically. Account groups can serve various purposes. For
example, they can be used to define the basis of a costing sheet
or the cost component of a component split.

activity price Price for an internal activity. The price in a calculation version can
either be set manually or automatically determined based on the
master data.

activity type A unit in a controlling area that classifies the activities performed
in a cost center.

Example:

Activity types in production cost centers are machine hours or

finished units.

add-in Custom code used to extend the standard functionality by further

functions that are supported by the add-in framework. For exam-
ple, add-ins can be created to perform specific plausibility checks
or display specific analyses in additional side panel sections.

assembly A set of components of a product that belong together for pro-

duction purposes.

A product that is defined as an assembly can itself be used as a

component in another assembly.

base quantity Specifies the amount used as a basis for calculating an item’s
quantity.

base version The calculation version used as the basis for generating lifecycle
versions in a project.

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 485
Term Definition

bill of materials (BOM) A complete, structured list of the components that make up an
object. The list contains the description, the quantity, and unit of
measure. The components are referred to as items.

business area An organizational unit of financial accounting that represents a

separate area of operations or responsibilities within an organiza-
tion and to which value changes recorded in Financial Accounting
can be allocated.

You can create financial statements for business areas, and you
can use these statements for various internal reporting purposes.

calculation Represents a product, a quotation, or any other entity for which

costs are to be calculated. Each calculation has at least one ver-
sion that contains the costing structure and costs. A calculation
can have an unlimited number of calculation versions. The calcu-
lation name and the controlling area are defined for the entire cal-
culation and therefore apply to all versions. All other data (such
as total quantity, costing structure, costs) can differ between cal-
culation versions.

calculation version An alternative cost calculation. Versions can represent different

drafts of a calculation or different scenarios. Each calculation
version contains a variation of the costing structure and costs.
Every calculation version belongs to exactly one calculation. Any
number of calculation versions can exist in parallel.

collaborative mode You have two options when opening and working in a calculation
version. You can open a version normally, which prevents other
users from editing the same version until you’ve closed it. You can
also open a calculation version in collaborative mode. Opening a
calculation version in collaborative mode allows multiple users to
work in the same calculation version simultaneously.

compared version The calculation version that you've selected to compare with your
working version, when initiating a comparison of two calculation
versions from the Calculation view.

comparison key Standard field that you can configure in the Administration view to
dictate how items are matched for comparison purposes.

comparison results Color-coded comparison results show you how items are com-
pared between calculation versions, based on the comparison
key that is configured in the Administration view. Items can be
identical, updated, working only, or compare only.

Application Help for SAP Product Lifecycle Costing

486 PUBLIC Glossary
 Term Definition

company code The smallest organizational unit of Financial Accounting for which
a complete self-contained set of accounts can be drawn up for
purposes of external reporting.

This includes recording of all relevant transactions and generating

all supporting documents required for financial statements.

confidence level Measures the reliability of a cost estimate for an item in a calcu-
lation version. The level is measured on a scale of 1 to 5, with 5
expressing the highest level of reliability.

configurable material A material that can have different variants.

For example, a car can have different paint, trim, and engines.

Configurable materials have a super bill of material (BOM) that

contains all the components for producing every variant of the
material. Similarly, they have a super task list that contains all the
operations. When a material is configured, only the components
and operations needed for a variant are selected.

controlling area An organizational unit within a company, used to represent a

closed system for cost accounting purposes.

A controlling area may include single or multiple company codes

that may use different currencies. These company codes must
use the same operative chart of accounts.

All internal allocations refer exclusively to objects in the same

controlling area.

cost center An organizational unit within a controlling area that represents a

defined location of cost incurrence.

The definition can be based on:

• Functional requirements
• Allocation criteria
• Physical location
• Responsibility for costs

cost component A grouping of account groups that is used to analyze the costs, to
do the following, for example:

• Make the costs of a material, an activity type, or a business

process transparent
• Group the costs of a material according to the requirements
for material valuation and profitability analysis

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 487
Term Definition

cost component split A breakdown of costs into units called cost components that pro-
vide detailed cost information. Cost component splits can, for
example, be used to break down the cost of a material, process,
or an activity.

cost rollup A process in material costing in which costs at lower production

levels are allocated to the highest level.

Costs are rolled up by cost component, assuring that the origin of

the costs remains visible after rollup. For example, labor costs in
pre-assembly are rolled up into the cost of goods manufactured
of the end product as internal labor costs rather than material
costs.

Any costs assigned to cost components that aren't rolled up are

not included in cost estimates of higher costing levels.

costing sheet Defines the rules that are used for the costing of overheads and
sums.

costing structure A hierarchical structure that forms the basis for calculating costs
in a calculation version. A costing structure consists of items to
be costed. These items can be part of different types of product-
related structures such as document structures, bills of materials
(BOMs), and routings. Defines the rules that are used for the
costing of overheads and sums.

customer A business partner from whom receivables are due for, among
other things, goods delivered, services performed and rights
transferred.

document structure A bill of material created with reference to a document info re-
cord. A document structure can contain document items and text
items.

engineering change number A number that is used to uniquely identify a change master re-
cord in SAP ERP. All changes made with reference to a change
number are controlled and logged by the change master record in
SAP ERP.

exchange rate type A key that allows you to define different exchange rates for differ-
ent business scenarios. For example, you may have an optimis-
tic or pessimistic rate for the conversion of one currency into
another.

explosion date The date that the system uses as a filter criterion when importing
from SAP ERP to find and explode a currently valid bill of materi-
als or routing.

Application Help for SAP Product Lifecycle Costing

488 PUBLIC Glossary
 Term Definition

external activity An activity for the manufacture of a product performed externally,

that is, outside your company.

fixed cost The portion of the total cost that remains constant regardless of
the operating rate and lot size.

For example, setup costs are normally a fixed cost because they
remain the same with different lot sizes.

fixed price The fixed cost portion of a price in the transaction currency for
each price unit.

folder A named container that is used to organize projects and other

folders.

internal activity An activity that is performed in your own plant.

item An element in the hierarchical costing structure of a calculation

version. An item can also have subitems.

item category An attribute that defines an item in a costing structure. Different

fields are shown depending upon the item category.

lifecycle period A period of time defined within the lifecycle of a project, for exam-
ple, a year.

lifecycle version A calculation version generated for a particular period of time

defined in the lifecycle of a project.

lifecycle valuation date The date used to determine the prices used for materials, ac-
tivities, and other item categories in the lifecycle versions in a
project. It is also used to determine which exchange rates and
overhead rules are used.

local content Describes what percentage of the materials and activities used to
create a product are provided locally or nationally. The plant that
is assigned to a calculation version is used as a point of reference
for determining what is local. However, the size of the area that is
considered local is defined by each organization independently.

lot size Number of units in a lot expressed in a discrete unit of measure,

for example, 10 screws. There are different types of lot sizes. A
production lot size, for example, determines the quantity of mate-
rial manufactured as the result of one setup.

master data Basic information about business-relevant objects that is re-

quired repeatedly in different contexts, such as materials or ac-
tivity types. This data typically remains unchanged over a longer
period of time.

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 489
Term Definition

master data category Classifies master data according to the type of information it
contains, such as cost centers or material prices.

match group Items in the working version and compared version that are
matched together by the system, according to the comparison
key, are placed into match groups for easier matching and un-
matching.

material group A grouping of materials and services according to their character-

istics.

Example:

• Ladies' wear
• Office supplies
• Beverages
• Maintenance work

material type A grouping together of materials with the same basic attributes
such as raw materials, semi-finished products, or finished prod-
ucts.

All materials must be assigned to a material type which deter-

mines:

• Whether the material is intended for a specific purpose such

as a configurable material or process material
• Whether the material number can be assigned internally or
externally
• The number range from which the material number is drawn
• Which screens appear and in what sequence
• Which user department data you may enter
• What procurement type the material has; that is, whether it's
manufactured in-house or procured externally, or both

overhead costs The costs that cannot be traced directly to a particular allocation
base (such as a product).

These include costs that could conceivably be traced directly to

cost objects or cost centers, but are allocated by means of over-
head keys instead because it's not economically feasible to trace
such costs (for example, the costs for screws and other small
parts).

overhead group A key that groups materials to which overhead is applied in the
same manner.

phantom material An item in a costing structure that can be used as a placeholder

until the physical material is actually available.

Application Help for SAP Product Lifecycle Costing

490 PUBLIC Glossary
 Term Definition

plant In Logistics, a plant is an organizational unit for dividing an enter-

prise according to production, procurement, maintenance, and
materials planning.

A place where materials are produced, or goods and services are

provided.

preliminary costing The process of determining the planned costs for a product be-
fore production begins.

price The price or cost of materials or other items. This includes, for
example, the purchase price for raw materials, the price for activi-
ties and processes, and the calculated price for assemblies.

price component A part of the overall price. Each price component is assigned
to an individual account in order to show where each portion
of the price comes from. For example, a material price might
be split into the following price components: raw material, labor,
overhead, and storage.

price determination strategy A rule that is used to find valid prices during automatic price
determination.

price per total quantity The calculated price (in the reporting currency) for the total
quantity of this item (excluding possible overhead that might oc-
cur).

price source Describes where the price used in a calculation version comes
from. For example, a price may originate from a calculated stand-
ard price or from a purchasing info record in an SAP ERP system.

price unit The quantity on which the price and its fixed and variable portions
are based. A price unit that is greater than 1 is usually used to
define a price for a large amount of (typically low-cost) materials.
A price of 2 euros for 10,000 small washers (resulting in a price
unit of 10,000) is easier to handle than a price of 0.0002 euros for
one washer (resulting in a price unit of 1).

process A logistic operation that groups a continuous and connected ser-

ies of activities together in a routing and is usually executed on
one work center.

A process can also be used to allocate indirect costs such as ad-

ministrative, packaging, or human resources costs, to a product.

product A good, material, or service that is bought, produced, and sold.

Products can be either tangible, such as physical goods, or intan-

gible, such as services.

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 491
Term Definition

profit center An organizational unit in accounting that reflects a management-

oriented structure of the organization for the purpose of internal
control.

project An object that contains any number of calculations and their

corresponding calculation versions. Using projects, you can group
together calculations and calculation versions that have been cre-
ated for a certain type of product or a customer quotation, for
example.

project lifecycle The span of time covered by the start and end dates of a project.

purchasing document A document used by the purchasing department to procure ma-

terials or services. For example, this may be a purchase order, a
purchasing info record, or a supplier contract.

purchasing group A key for a buyer or group of buyers responsible for certain pur-
chasing activities.

The purchasing group is:

• Internally responsible for the procurement of a material or a

class of materials
• The principal channel for a company's dealings with its ven-
dors

referenced calculation version A calculation version that is reused and included in any number of
other calculation versions. For example, you may reuse a part that
is used in different assemblies and products, or an assembly that
is used in different variants of the same product.

reporting currency The currency in which a calculation is performed. All calculated

values in a calculation version are displayed using this currency.

routing A description of the production process used to manufacture

plant materials or provide services in the manufacturing industry.

Application Help for SAP Product Lifecycle Costing

492 PUBLIC Glossary
 Term Definition

sales document A database document that represents a business transaction in

the sales department.

A sales document consists of a document header with data appli-

cable to the whole document, as well as any number of document
items, with data regarding goods or services required by the cus-
tomer.

Types of sales document types include:

• Inquiry
• Quotation
• Sales order
• Outline agreement (contracts and scheduling agreements)
• Complaints (returns, credit memo requests and debit memo
requests)

sales organization An organizational unit in Logistics that structures the company

according to its sales requirements.

A sales organization is responsible for selling materials and serv-

ices.

sales price The price at which you intend to sell the product calculated in a
calculation version to the customer.

SAP PLC analytic view A database view used to analyze certain use scenarios. You can
select attributes of a view to create a data cube for reporting
purposes.

 Note
SAP PLC analytic views are not SAP HANA analytic views.

status Optional, user-defined label, created and used to classify or track

the workflow of a calculation version, for example, Draft, In Re-
view, or Approved.

subcontracting The processing, by an external supplier, of materials provided by

a customer.

The result of this processing is the manufacture by the supplier

(subcontractor) of an ordered material or product, or perform-
ance by the supplier of an ordered service.

Subcontracting is therefore a form of outsourcing.

sum variant Variant in a variant matrix that aggregates the total volume and
total costs of the active items in all displayed variants.

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 493
Term Definition

surcharge An amount that is added or subtracted from a price. For example,

a surcharge may be calculated for an item to reflect an increase in
the price of a raw material. Surcharges are applied during lifecycle
calculation for a project.

tag A label added to a business object for categorizing, searching,

and filtering purposes.

target cost Target set for the cost of an item. You can compare the target cost
to the total cost to see if your target is met.

text item An item category that contains text only and doesn't include any
costs. Text items can be used to structure calculations.

total cost Contains all costs for an item (in the reporting currency), includ-
ing the direct and indirect costs as well as the overhead that is
defined in the costing sheet.

total quantity The quantity of an item that is required to produce the overall
quantity assigned to a calculation version. If an item is dependent
on quantity, the calculation of the total quantity is based on the
total quantity of the assembly to which the item belongs.

For example, if a calculation version calculates the cost for the

completion of 10 vehicles with four wheels each, then the total
quantity of the item wheel is 40.

transaction currency The currency used to display the price of an item and its fixed
and variable cost portions. Each item in a calculation can have a
different transaction currency. One material can be purchased in
euros while a different material is purchased in US dollars.

valuation class An attribute that can be assigned to a material in a specific plant.

This makes it possible to group together materials from a finan-
cial point of view.

valuation date The date used to determine the prices used for materials, activi-
ties, and other item categories in a calculation version. It is also
used to determine which exchange rates and overhead rules are
used in the calculation.

variable cost A portion of the total cost that varies with the operating rate and
the lot size.

variable price The variable cost portion of the price in the transaction currency
for each price unit.

variant One configuration of a product created by selecting items from a

maximum variant base.

Application Help for SAP Product Lifecycle Costing

494 PUBLIC Glossary
 Term Definition

variant base A costing structure that represents the maximum version of a

product. This provides the basis for creating variants in the var-
iant matrix for a calculation version.

variant matrix A set of variants created for a calculation version. The matrix
allows you to create, calculate, and maintain variants for a config-
urable product.

vendor A business partner from whom materials or services can be pro-

cured.

work center Organizational unit that defines where and by whom an operation
is performed. The activities performed at or by the work center
are valuated by charge rates, which can be determined by cost
centers and activity types.

Work centers can be:

• Machines
• People
• Production lines
• Groups of craftsmen

work center category An attribute used to describe a work center in more detail, for
example, according to the kind of machine or labor involved.

working version The open calculation version in which you're working when you
compare two calculation versions from the Calculation view.

Application Help for SAP Product Lifecycle Costing

Glossary PUBLIC 495
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