COPA Assessments Explained

COPA is a very useful tool in SAP for monitoring financial performance.  One component that can help an entity properly assign results is the Assessment Cycle.  In this document I will cover how a COPA Assessment works when using the Record Type as the Receiver Tracing Factor. I will be focusing on one specific field.

In order to display a cycle use t-code KEU5.

Then you follow this menu selection from the Extras menu choice to get to KEU3.

Enter a Cycle and the start date and hit enter.

Key fields to know on this first page

  1. Operating concern
  2. Cycle name
  3. Date range cycle is active
  4. Text
  5. Sender Select Type
    1. Unsplit Costs(Overall Costs)
    2. Split Costs(separated in fixed and variable costs)
  6. CO Area, Costing Based or Account Based PA
  7. Transfer Basis(Costing Based/Account Based which is how you set your COPA during start up)

This is a cycle that already existed so click on “First Segment” to view how the segment works.

  1. This is the cost element the amounts will post to.
  2. This is the field used to determine proportional receipt amount
  3. This states that 100% for the posted amount will be assessed.
  4. Variable portions will be distributed to the various receivers.
  5. This number relates to the Value Field in 2. See the pop up below
  6. Negative Tracing Factors to zero means that anytime the value field VVXAD = zero it will be ignored.

In order to understand how the data is being accumulated and allocated one must understand the table being used in the process.  In this case the table is CE1OC01.  It’s standard that the COPA table be CE1XXXX where the XXXX equals the Operating Concern.

For Table CE1OC01 just select the fields at the top of the selection screen and then select VVXAD.

This is a split screen of the selection screen for COPA Table CE1OC01.I’m selecting only three record types:

B  –  COPA postings from FI Documents

F  –  COPA details from Billing Documents

M  –  M COPA data from Manual Entries.

I’m selecting YTD data and I’m only going to show the VVXAD column  after the header columns.

I filtered this table to ignore any Zero amounts in the VVXAD column.  In this case and example there are no B or M Record Types that had any amounts in the VVXAD field.

I’ve shown you this table so that you know what is being used to determine the portions to be received when you allocate the Assessment.  The column on the right is totaled and then a ratio is determined based on the Profit Segment totals.   Now lets look at the Sender/Receiver   and   Receiver Tracing Factor tabs.

In this case the Sender is one Cost Center(70411031) and 100% of posted amounts to one cost element(724814)

The receivers will be profit segments linked to the combination of the fields populated with Zs in the To field.

Now lets view Receiver Tracing Factor tab on the next page.

The receiving Profit Segments will receive amounts based on the respective proportions calculated by viewing Record Types F, B and M amounts in key figure field 31-VVXAD.

Now we look at Receiver Weighting Factors

I’m selecting Profit Center to demonstrate how it looks when you are distributing equally over the select group.

Notice the factor states that any dollars assigned to the profit centers based on the breakdown in the cycle will be post.

I hope this helps in understanding how you can you use COPA Assessment Cycles at month end to allocate costs based on the specific business requirements.