Finance/Controlling Questionnaire
Finance/Controlling Questionnaire
Instructions
This questionnaire is a tool you can use to collect information about your business
that will be useful for tailoring the R/3 System to your business needs. You will need
Microsoft Word for Windows to work with this document. Enter your answers in the
fields after the questions, using the TAB key to move from field to field. You may
save and later change your answers in this questionnaire just as you would with
any other Word document.
1 Organization Structure
1.1 Company Codes
A company code is an independent accounting unit for which a balanced set
of books is produced. It is a legal entity. Balance sheets and Profit and
Loss statements are required at the company code level.
What are the legal entities that
constitute
your business?
Do you produce a Profit and Loss
Statement and a complete Balance
Sheet
with retained earnings for each legal
entity? (If a complete balance sheet
including equity section is not
produced,
then it is not a company.)
Does each legal entity have a
separate
Federal tax ID Number?
Which of these entities are true
operating
companies that transact business at
arms
length with vendors and customers?
Which of these entities are holding
companies?
Yes
N
o
Yes
N
o
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Finance/Controlling Questionnaire
What is your percentage of ownership for
each legal entity?
Does one entity supply customers with
products valued as inventory under
another entity so revenue is reported in
the selling entity though the cost
(inventory) resides in elsewhere?
In which currency does each legal entity
operate?
In which currency does each legal entity
report?
When does each legal entitys fiscal year
begin?
For each legal entity, list the number of
periods (both accounting and special
periods) used. Include the beginning and
ending dates for each period.
1.2 Business Areas
A business area is a special economic unit within a company code for
which internal balance sheet and profit and loss statements can be
created.
Are you subject to segment reporting
in
accordance with FAS14?
If your answer is yes, identify your
industry
segments.
If not, do you generate a Profit and
Loss
Statement including Earnings before
Taxes, and a complete balance sheet
(exclusive of Retained Earnings) for
any
component of your company(for
example, division)?.
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Finance/Controlling Questionnaire
1.3 Chart of Accounts
Does each company code have its own
operating chart of accounts with a unique
numbering convention, or do all
companies use a common chart of
accounts with a consistent numbering
scheme?
If each company has its own operating
chart of accounts, are you interested in
standardizing the charts into a common
numbering scheme?
If each company has its own operating
chart of accounts, are they mapped to a
consolidation/corporate chart of accounts
for reporting?
Are any of the companies required to
report in a statutory chart of accounts?
(For example, France, Germany, etc.)
Do these companies use the statutory
chart of accounts as their primary
operating chart of accounts (i.e., all
posting and account analysis is made using
the statutory account code), or do they
use the statutory chart for reporting only?
Identify the different levels of
Consolidation (e.g., by Country, by Region,
etc.):
Please list the external financial views of
your organization by which you would
expect to produce complete Profit and
Loss Statements and Balance Sheets.
(Legal entity, country, regions, continents,
etc.)
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Finance/Controlling Questionnaire
How many general ledger accounts do you
currently have?
Describe your current general ledger
account number (for example, division,
cost center, natural account, expense
code).
In R/3, the FI general ledger account number consists only of the natural
account. Other information resides in different modules. For example, cost
centers are defined in CO and are not part of the FI account number.
For each company, how detailed is its
operating chart of accounts? Is it
optimized so that detail data (for example,
sub-ledger reconciliation account data) is
captured via control accounts?
If not, please explain why detail
information is being captured with the
chart of accounts instead of the
operational sub modules. (Assumption is
that there may be no integration between
modules.)
1.4 Consolidation
Identify the current system used to
generate consolidated financial
statements (e.g., Excel, Hyperion).
If you plan to replace the current system
with SAP, please complete questions
below.
Which of your legal entities represent a
minority interest?
How many monthly elimination entries do
you have?
Identify any situations where inventory is
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Finance/Controlling Questionnaire
transferred between companies,
such that profit/loss in inventory
that has to be eliminated on the
consolidated books.
2 Financial Application
2.1 Master Records - GL Accounts
Do your general ledger accounts fall into
discrete number ranges (for example, cash
accounts are 1000 - 1999)?
Can you define groups of general ledger
accounts that require similar information
on the master record?
How do you wish to control general ledger
account creation and maintenance? Will it
be done at the company level or the
corporate level?
Do you currently use templates or
prototypes to create general ledger
accounts?
How many retained earnings accounts do
you maintain per company code?
How many reconciliation (control)
accounts do you need for each sub-ledger?
Example: Accounts Payable must have at
least one reconciliation account in
general ledger, but some
companies might choose to have
more (domestic payables, foreign
payables).
Do you wish to retain line item detail
(open item managed)
for every general
ledger account? If not, what are the
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Finance/Controlling Questionnaire
exceptions?
Please examine the attached Frame Chart
of Accounts. Can this frame be used as a
starting point to build your chart of
accounts? (The advantage in using the
Frame Chart of Accounts is that you will
need to make only minor changes to the
Automatic Account Determination.)
2.2 General Ledger Transaction Processing
General Journals
What types of general ledger
transactions do you process?
Recurring
Journals
Accruals/Deferral
s
Inter-company
transactions
Other s:
What is the current structure of your
general ledger transaction number?
How is the number assigned by your
Externally
current system?
Are your transaction numbers specific to
fiscal year, or do they flow from year to
year?
Do you have a need for repetitive or
model journal entries?
What types of reversing journal entries do
you have?
Do you calculate interest on any general
ledger accounts?
Do journal entries require any type of
approval before they are posted to the
Internally
Incoming
payments
Outgoing
payments
Down Payments
Bills of
exchange
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Finance/Controlling Questionnaire
general ledger?
Describe your current process for
reconciling sub-ledgers (accounts
receivable, accounts payable, fixed
assets)
with your general ledger.
Describe any special requirements
to
posting to particular general ledger
accounts (for example, expense
accounts
require an associated cost center).
Is there information that you wish to
require for certain types of journal
entries
or general ledger accounts?
Is there certain information that you
wish
to be able to display when you view
journal entries online?
Describe your period-end closing
process.
What types of daily, weekly,
periodic, and
ad hoc transaction reports do you
need for
general ledger?
2.2.1 Closing Operations
How do you carry out reconciliationin
Manually
Weekly
accounting?
Automatically
Monthly
Daily
When do you close current posting
Always on same
Date for
AR
period?
date
accounti
ng
Date for
AP
accounti
ng
When required
On certain day of
next month
Date for GL
accounting
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Finance/Controlling Questionnaire
Which evaluations belong to
month-end
Balance audit
trail
Balance Sheet
closing?
Open item list
Profit and Loss
Balance List
statement
When do you close current fiscal
year?
Advance return
for
tax on sales and
purchases
Always on
same
Date for AR
date
When required
accounting
Date for AP
On certain
month
Date for GL
accounting
accounting
Which evaluations belong to yearend
closing?
Balance audit
trail
Open item list
Balance List
Advance return
for
tax on sales and
purchases
2.3 Master Records - Customers (AR)
How many customer master records do
you currently have?
Balance
Sheet
Profit and
Loss
statement
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Finance/Controlling Questionnaire
What is the current structure of your
customer number?
Is the number internally assigned by
your
current system or externally
assigned by a
user?
Do you intend to keep your existing
number structure?
Are there classifications or
groupings
currently assigned to your
customers (for
example, grouping by local
customers,
foreign customers, government
customers)?
If there are currently no
classifications or
groupings for your customers, could
you
create them? If so, what would they
be?
What types of customer master
Domestic Goods
records
&
are there?
Invoice recipients
Abroad Goods &
Invoice recipients
Branches / Head
Offices
Is there any information that you
wish to
require for certain customers?
Do you have any customers who are
also
vendors?
Do you have one-time customers
(customers with whom you expect
to do
business only once)?
List the payment terms that you
offer your
customers (for example, 2%
Agents / Sales
Reps
Commission
Recipients
One-Time
Customers
Employees
discount if
paid within 10 days, net amount due
in 30
days).
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Finance/Controlling Questionnaire
Do you have holdback/retainage
agreements with your customers?
Do you have agreements with customers
which call for installment payments?
Have you defined acceptable ranges
(tolerances) within which your customer
payments can deviate from the amount
billed to them?
Does your company perform credit
management on customers? If so, please
describe the credit management process
in detail.
Do you wish to perform dunning (reminder
letters for overdue amounts)
for your
customers? If so, please list your dunning
requirements.
Are any security access
authorizations needed?
Company Related
Department
Field Related
Field-Group
Related
Related
Personnel
Related
Master Record
What criteria are there for
deleting a customer master?
Related
No open items
No transactions
for
more than 1 year
No transactions
for
2 years
2.4 Customer Transaction Processing
What types of customer transactions do you
process (for example, customer
No transactions
for 3
years
Balance is less
than:
Other:
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Finance/Controlling Questionnaire
invoices, credit memos, customer
payments)?
What is the current structure of your
transaction numbering?
Are your transaction numbers
specific to
fiscal year, or do they flow from year
to
year?
Are there foreign currency
transactions?
Do you receive down payments
(advance
payments)from your customers?
Do you charge customers interest
on
overdue amounts?
If yes, is interest calculated on
balances or
days overdue?
Do customer invoices require any
type of
approval before they are posted to
the
general ledger?
Describe any taxes which must be
calculated on customer
transactions.
Describe your cash receipts process
(for
example, manual, lock box).
Do you receive a single payment for
multiple invoices from your
customers?
How are payments matched to
customer
invoices?
What types of adjustments do you
perform on customer invoices (for
example, adjustments for defective
material, shipping damage)?
Is there certain information that you
wish
Manually
Assigned
Automatically
Generated
to be able to display when you view
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Finance/Controlling Questionnaire
customer entries online?
What types of daily, weekly, periodic, and
ad hoc transaction reports do you need for
accounts receivable?
2.4.1 Outgoing Invoices
How do you compare documents with
Sales & Distribution?
Number of
documents
Other:
Total amounts
What information do you
include in outgoing
invoices?
Foreign
Currency
Payment Terms
Tax on sales
and
purchases
Texts
Invoice Number
Cost Center
How do you make account
assignments when manually
entering invoices or credit
memos?
2.4.2 Incoming Payments
How do you process incoming
payments?
PO number
Project
Personnel
number
Asset number
Tax ID number
Dunning
indicator
Other:
Account
assignment
stamp
Local
Account
assignment
Central
Account
assignment
in
Manually
accountin
g in sales
Both
Automatically
What types of payment do you
process?
Cash
payments
Bank
Transfers
Bills of
exchange
Other:
How do you process payment
differences?
1996 SAP America Inc.
Difference is charged up to specific
amount
Residual amount is carried forward
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Finance/Controlling Questionnaire
Grace period for cash discount
deduction in days
2.4.3 Dunning
What types of dunning notices
do you use?
Notices as payment
reminders notices with
dunning levels account
What is dunning frequency?
statements
Weekly
Other
Bi-weekly
Do you dun various customer
groups at different intervals?
Yes
When do you dun an account?
N
o
By due date for net
payment when grace
How many dunning levels do you
have?
period is exceeded
Do you calculate dunning
charges or interest?
Dunning fees at
Do you vary the text on dunning
notices?
dunning level Interest
at dunning level
by dunning
level by
customer
groups Both
2.5 Master Records - Vendors (AP)
How many vendor master records do you
currently have?
What is the current structure of your
vendor number? Is it internally assigned by
your current system or externally assigned
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Finance/Controlling Questionnaire
by a user?
Do you intend to keep your existing
numbering structure?
Are there classifications or groupings
currently assigned to your vendors (for
example, grouping by local vendors,
foreign vendors, 1099 vendors)?
If there are no classifications or groupings
for your vendors, could you define some?
If so, what would they be?
Is there any information that you wish to
require for certain vendors?
Do you have any vendors who are also
customers?
Do you have one-time vendors (vendors
with whom you expect to do business only
once)?
List the payment terms that you offer your
vendors (for example, 2% discount if paid
within 10 days, net amount due in 30
days).
Do you have holdback/retainage
agreements with your vendors?
Do you have agreements with vendors
that call for installment payments?
Have you defined acceptable ranges
(tolerances) within which your vendor
payments can deviate from the amount
billed to you?
Do you always want to take any discounts
offered by your vendors?
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Finance/Controlling Questionnaire
2.6 Vendor Transaction Processing
What types of vendor transactions are
currently being processed (for example,
vendor invoices, credit memos, vendor
payments).
What is the current structure of the
transaction number?
Is the number internally assigned by your
current system, or externally assigned by
the user?
Are your current transaction numbers
specific to fiscal year, or do they flow from
year to year?
Are there foreign currency vendor
transactions?
Do you make down payments (advance
payments) to your vendors?
Do vendor invoices require any type of
approval before they are posted to the
general ledger?
Do your vendors charge interest on
overdue payments?
If yes, is interest calculated on balances or
days overdue?
Describe any taxes that must be calculated
on vendor transactions.
Do you issue a single payment for multiple
invoices from your vendors?
How are payments matched to vendor
invoices?
Is there certain information that you wish
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Finance/Controlling Questionnaire
Checks/bills
of Exchange
Bank
Transfers
Abroad
Other:
week
to be able to display when
you view vendor entries
online?
What types of daily, weekly, periodic, and
ad hoc transaction reports do you need for
accounts payable?
2.6.1 Outgoing Payments
How do you pay vendors?
Manually
Automatically
Both
Please describe the process:
How do you post outgoing
payments?
To an outgoing payments clearing
account per payment method
per bank
per payment method & bank
Checks
What types of automatic
payment do you process?
Bank Transfers
Postal Transfers
Bills of Exchange
Elimination
w/ affiliated
companies
How often do you make payments?
Daily
Once a week
Twice a week
Three
Times a
Other:
How is the payment method
determined
Indicator in Vendor
Master
for automatic payments?
Indicator in Open Item document
Depending on Payment
Amt.
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Finance/Controlling Questionnaire
How do you process cash
discounts
received?
Depending on number of items to be
paid
Manual Posting
Automatic Posting
Additional account assignment to
Cost Center
of Products
How do you post exchange rate
differences in foreign currency
payments?
Manual Posting
Automatic Posting
Additional account assignment to
cost center or products
When payment is made
In bank debit entry of payment
How do you plan funds?
In each payment run
by a single bank
by several banks
Do you optimize payment
methods?
Optimization in bank
transfers
Optimization in checks
No Optimization
How do you process vendor
credit memos?
Are Due immediately
The value date is set as the
due date Can be invoicerelated
How are payment media created?
Are down payments paid
automatically?
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Yes
N
o
Finance/Controlling Questionnaire
Are receivables from a vendor who is
also
Manual Check
a customer considered during
payment?
Automatic
Clearing
Which evaluations do you have for
Vendor List
Due Date List
accounts payable accounting?
List of Account
Line Item List
Balances
Open Item List
2.7Master Records - Banks
Please list the banks with which your
company has bank accounts
(checking
accounts, payroll accounts, lockbox).
Please list the bank accounts within
each
of the above banks.
Are any of these accounts held in a
foreign
currency?
Do you perform electronic funds
transfers
with your customers or vendors such
that
you need to maintain their bank
information?
2.8Taxes
Do you currently have an interface
to any
third-party tax packages (for
example,
Vertex or Taxware)?
Do you charge sales tax on your
sales?
If yes, on what types of sales?
Please list the States, Counties,
Cities
and/or Jurisdictions to which you
remit
sales tax:
No Clearing
Account
Statement
Do you have any international tax
issues
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Finance/Controlling Questionnaire
on your sales?
Are you charged taxes on:
Inventory
Items
Assets
Expense items
Do you pay use tax?
If yes, please list the states to which
you
remit use taxes:
Do you withhold taxes from your
vendor
payments?
Do you receive Exemption
Certificates
from your vendors for Withholding
Taxes?
Do you have 1099 or 1042 Reporting
requirements for vendor Withholding
Taxes?
2.9 Currencies
List the local currency (operating
currency)
for each of your company codes:
Do you report in currencies other
than the
operating currencies of your
companies?
Do you perform consolidated
reporting
(grouping more than one companys
results) in a different currency?
How do you currently maintain your
exchange rates? For example, are
they
manually entered into a table or
downloaded from a service such as
Dow
Jones?
Services
Any others?
Please
specify:
What types of exchange rates do
you
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Finance/Controlling Questionnaire
maintain (for example, average
rate, bank buying rate, bank
selling rate)?
Do you enter customer or vendor invoices
in foreign currency?
If yes, how is the foreign currency rate
determined?
Do you perform foreign currency revaluations on either account balances (for
example, a bank account held in a foreign
currency) or open items (unpaid items for
customers or vendors)?
Describe your foreign currency revaluation
process and which valuation methods you
use:
2.10 Planning/Budgeting
What type of financial planning/budgeting
is currently performed (for example, by
company, by cost center, by product line)?
Please describe your planning process:
Do you plan on a monthly, quarterly, halfyearly, or annual basis?
How do you distribute planned amounts to
individual planning periods (for example,
equal distribution among periods, seasonal
distribution)?
Does your planning take into consideration
non-financial (statistical) data?
2.11 Reporting
List the management reports that are
currently used:
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Finance/Controlling Questionnaire
By which organizational units are
management reporting functions
structured (for example, company,
division, product line)?
Do you require internal balance sheet
or
profit & loss reporting (Business Area
by
regions or branches)?
Do you want to report daily or weekly
balances?If yes, then you need Special
Ledger.
2.12 Consolidation
Do you require group consolidation
across
Yes
N
o
Yes
N
o
companies?
Is consolidation performed in steps?
Please describe the consolidation
process.
Do you require consolidation by
Business
Area?
2.13 Correspondence
Please list the types of
correspondence
that are currently produced for
Accounts
Receivable and Accounts Payable (for
example, dunning letters, account
balance
statements, checks, payment advice).
Will you need additional types of
correspondence to meet your future
needs?
3 Frame Chart of Accounts
Assets
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Finance/Controlling Questionnaire
1000
Petty cash
1050
Cash in Bank
1100
Deposits
1200
Accounts receivable
1201
Accounts receivable clearing
1220
Allowance doubtful accounts
1300
Raw material inventory
1301
Clearing account stock take results
1305
Trading goods inventory
1310
Packaging material inventory
1315
Semi finished goods inventory
1320
Finished goods inventory
1325
Spare parts inventory
1390
Reserve for obsolete inventory
1700
Assets
1710
Machinery & equipment
1720
Furniture & Fixtures
1800
Accumulated depreciation Assets
1810
Accumulated depreciation machinery & equipment
1820
Accumulated depreciation Furniture & fixtures
Liability
2000
Accounts payable
2001
AP clearing
2010
Clearing supplier discounts (Net method)
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Finance/Controlling Questionnaire
2050
Goods received invoice received clearing
2100
Sales tax accrued
2110
Use tax accrued
2200
Employee tax withheld FICA
2210
Employee tax withheld federal
2300
Accrued salary payroll
2310
Accrued hourly payroll
2400
Accrued sales rebate
2500
Freight clearing
2510
Freight provisions
2520
Customs duty clearing
2530
Freight other
Capital/Equity
3000
Capital stock
3010
Paid in capital
3990
Retained earnings
Revenues
4000
Sales revenues domestic
4100
Sales revenues export
4200
Freight revenues
4500
Discounts
4510
Price discounts
4520
Volume rebate
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Finance/Controlling Questionnaire
Cost of Sales
5000
Cost of goods sold finished goods
5010
Cost of sales other Materials
5100
Consumption raw material
5110
Consumption spare parts
5120
Consumption packaging material
5200
Inventory change finished goods
5210
Inventory change other
5300
Scrap
5310
Sample
5400
Gain/Loss inventory transfer
5410
Freight inventory transfer
5500
Gain/Loss inventory revaluation
5550
Gain/Loss inventory other
5600
Freight in
5700
Purchase discount
5710
Purchase price variance
5720
Small price difference variance
5999
Cost of goods sold miscellaneous
6020Indirect labor
Admin Expenses
6000Salaries and wages
6010Direct labor
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Finance/Controlling Questionnaire
6030
Maintenance Labor
6040
Purchased labor
6050
Outside consultants
6100
Freight out
7000
Air transportation
7010
Rental car (travel)
7020
Training seminars
7030
Office supplies
7040
Telephone
7050
Insurance vehicle and equipment
7060
Depreciation
7070
Miscellaneous expense
8499
Miscellaneous expense
9000Interest Income
Other Income and Expenses
4 Cost Center Accounting (CO)
4.1 Organization Structures
List the legally independent
organizational
units that are to be illustrated in cost
accounting.
Are allocations within cost accounting
required between these units?
Is an overall view of all units desired
in
Yes
N
o
Yes
N
o
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Finance/Controlling Questionnaire
cost accounting?
Will access to cost center reports be
Yes
No
regulated through security
authorizations?
If yes, describe
4.2 Master Data in Cost Accounting
How are the cost accounting
objects organized?
by Cost Centers
Projects
by Orders
please
by
If other,
describe:
Estimate the number of objects
that exist for each object type.
Indicate whether a manual data
transfer is possible or practical.
When should the transfer
of cost accounting data
take place?
At the change of the
fiscal year During the
fiscal year
How many cost elements from
financial
accounting
are
processed
further
in
cost
accounting.
Which costing-based elements do
you
have?
depreciation
interest
employee
benefit cost
Please list all
others:
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Finance/Controlling Questionnaire
4.3 Actual Postings to Cost Accounting
4.3.1 Billings, Cash Receipts, Posting Documents
How will on-periodically occurring
costs be
direct transfer
from
treated?
financial
accounting
imputed costs in
imputed costs in
cost accounting
financial
accounting
How does reconciliation of
imputed costs between financial
accounting and cost accounting
take place?
At which intervals?
Manually
Via a standard
order
Via an
allocation
cost center
4.3.2 Actual Activity Allocation
Do you execute direct actual
activity allocations between cost
centers? This means activity
allocations made on the basis of
hours or other activity units.
YesNo
direct transfer
from
imputed
costs in
4.3.3 Personnel Costs
How do you treat employee benefit
costs?
financial
accounting
imputed costs in
cost
accounting
financial
accounting
How does reconciliation of imputed
costs
between financial accounting and
cost
accounting take place?
Manually
Via an allocation
Via a standard
order
cost center
At which intervals?
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4.3.4 Capital Costs
Is cost accounting depreciation
divided
into proportional and fixed
elements?
Is interest calculated on fixed
assets?
How do you treat non-periodically
occurring costs for Capital Costs?
4.3.5 Periodic Tasks in Actual
carry out in actual? Prepare a list of
assessments you carry out in cost
accounting.
Describe the basis for the
assessment of
the individual costs (such as
number of
employees, water usage, etc.).
Do these assessments occur as
conceived
in planning?
4.4 Planning in Cost Accounting
4.4.1 Cost Element Planning
In what level of detail does your cost
element planning take place?
In which periods does your cost element
planning occur?
Are the cost elements divided into
proportional and fixed elements?
No
Yes
No
direct transfer
from
financial
accounting
imputed costs
in
financial
accounting
What assessments or distributions
do you
How are revenues planned?
Yes
imputed costs in
cost accounting
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Finance/Controlling Questionnaire
4.4.2 Periodic Allocations in Plan
Prepare a list of the individual
assessments
you carry out in cost
accounting.Describe
the basis for the assessments of the
individual costs.
Do you execute direct plan activity
allocations between cost centers?
This
means activity allocations made on
the
basis of hours or other activity units.
Do you carry out plan imputed cost
in cost
accounting?
Costs falling outside periods are
often
rounded off in cost accounting (such
as
vacation bonus, contributions,
etc.).List
the cost elements you treat in this
manner
and whether they occur as
conceived in
planning.
Yes
No
Yes
No
Yes
No
4.5 Reporting
What management reports do you
require?
Do you have Balance Sheet and
Profit Loss
reporting on cost centers
How do you report on current actual
costs?
Do you perform a comparison of the
above
actual costs to planned costs?
by Cost Centers
by Product
by Business
Areas
by Cost
elements
Others please
describe:
Yes
No
Which types of profit do you display
in
cost accounting?
1996 SAP America Inc.
Cost Center
Profit
Profit Center
Profit
Operating
Profit
Other:
29
Finance/Controlling Questionnaire
Cost Object Profit
1996 SAP America Inc.
30
