Define planning layout

In this step you define the entry screens for sales and profitability planning. These definitions are referred to as "planning layouts" and represent structures of rows and columns.

Each planning layout is valid for one operating concern. If you are using the alternative period type in your operating concern, you need to decide whether you want to use the layout for weeks or for periods first thing when you create the planning layout.

Characteristics and value fields

Every field on the screen belongs to a row and a column of the planning layout. The content of the field depends on the characteristics and value fields used to define the corresponding row and column.

One characteristic you can use is the plan/actual indicator. This makes it possible to display actual values in planning for informational purposes. If you use the plan/actual indicator, you need to specify a value for it in each column. In "actual" columns, you cannot choose the characteristic "Version", whereas in "plan" columns you are required to do so.

By specifying characteristic values, you determine which data is selected and planned.

Characteristic values

When specifying characteristic values, you can choose from the following

You can enter fixed characteristic values for each element. The system uses these values as selection criteria for the structure of the planning screen.
You can also enter local variables for the characteristics. These let you use your planning layout for more profitability segments. If you use variables, you can specify fixed values when you want to enter plan data.
To enter a local variable for a characteristic value, press the pushbutton "Variable on/off" instead making an entry in the field. The system automatically adapts the size of the field and displays a checkbox to indicate that a variable is being used.
Local variables are valid only in the planning layout in which you define them. You can use the same name as many times as you wish in the layout. For example, $1 for the field "Version" is different from the variable $1 for the field "Division". It is also possible to use the same variable more than once in a planning layout (for example, $1 for the characteristic "Version" in both of the first two columns).
Text variables can be used anywhere where you would normally enter texts. To use a text variable, you need to enter "&$" followed by the name of the variable.
The function "Extras -> Variable -> Maintain text variable" lets you assign the variable to a characteristic. When you enter planning, the system automatically finds a text depending on the value selected for that characteristic. (You cannot replace text variables manually.)
If you use variables for characteristic values in the planning layout, you need to enter the values when you plan. If you use the variables in the header, however, you can indicate these as "optional", in which case they can also be left blank in planning.

Note

For variables which refer to numerical fields, you can also use addition and subtraction. The variable is extended by a "+" or "-" and a number with up to two characters.

Example

Column 1 Column 2

Period from (var. A) Period from (var. A+12)
Period to(var. A+11) Period to (var. A+24)

The variables in column 1 could be replace with 01/96 and 12/96, those in column 2 with 01/97 and 12/97.

Activities

Define elements

Except for a few minor differences, you define planning layouts the same way you define forms for the information system.

A planning layout consists of the following parts:

You define the header by choosing "Edit -> Gen. data selection" from the menu or by double-clicking on the word "Planning layout". The general data selection determines which characteristics and characteristic values appear where in the header.
Here you choose the characteristics, characteristic values and value fields you want to plan.

Define the header

In the general data selection, you specify the characteristics and characteristic values that you want to apply to all the rows and columns of the layout. For example, you should enter a version here if you want the entire layout to be for that version. The general data selection simplifies the layout and makes it easier to avoid errors when defining it.

Once you have specified a value for a characteristic in the header, that characteristic is no longer offered for selection in the rows and columns.

Under "Edit -> Gen. data selection -> Display/change" you can select as many characteristics as you like for the header of the planning layout. All these characteristics apply for all the rows and columns of the layout.

Under "Edit -> Gen. data selection -> Header layout..." you can sort the characteristics as you would like them to appear in the header. Note that the system can only display up to nine characteristics in the header.

Define lead columns

There are two ways you can define lead columns:

1. Define one or more lead columns via the column header
You define the first lead column by double-clicking on the column header. You can then add new lead columns via the menu option "Edit -> Columns -> New lead column". Note that the new lead column is always inserted in front of the existing lead columns! If you define lead columns this way, you can only choose one characteristic for each lead column.
When you choose the lead column ("Define element"), the system proposes all the characteristics which have not been used yet.
For example, if you choose the characteristic "Customer" in the first column and "Product group" in the second, the system will display those combinations of customer/product group for which plan data exists.
2. Define one lead column via the rows
If you choose to define the lead column this way, you need to define each row individually. You can specify characteristics, a value field or a formula for each row. The procedure is the same as when you define value columns.
Example for quarterly planning
Lead column 1 Value column 1
Version, Quarter Quantity
001 - 01/1997 455000
002 - 01/1997 480000
001 - 02/1997 440000
002 - 02/1997 470000

Note

Remember that you determined whether the value fields go in the rows or the columns of the planning layout when you defined the first row or column. You cannot change this decision later.

Define value columns

There are three ways to define a value column:

1. Define a normal column using characteristics or value fields
You define the first value column by double-clicking on that column's header. You can define additional columns in the free space following the first column by double-clicking in that space. After choosing the desired column, specify the desired characteristics and characteristic values.
Intervals of characteristic values in one row (for example, products A through H) are not allowed. If necessary, enter "#" for "not assigned".
It is important that you choose the same characteristics for every column, with the exception of the version, if you are using different plan/actual indicators. (The version must be specified in plan columns, and cannot be specified in actual columns.)
2. Define an attribute column
You can enter the following attributes:
The distribution key determines how cumulative values are distributed to the individual periods. This makes it possible to represent seasonal trends across periods.
If no distribution key is entered, the system distributes proportionately according to the existing data, or evenly if no data exists yet.
This attribute lets you assign a currency or quantity unit to a value field.
If you choose the attribute "Action", you can enter delta (= changed) values to help you solve calculations. For example, say you want to add USD 15,000 to the existing plan value of USD 40,000. Here you would enter "+" in the field "Action" and "15000" in the value column.
If this indicator is set, it means that a long text exists for the profitability segment in that row.
This attribute lets you display all characteristics, even those not used in the planning layout.
Again it is important that the same characteristics are chosen for every column. The only exception to this are characteristics of time, which cannot be chosen for the attributes "Distribution key", "Action" and "Unit". For the attributes "Long text indicator" and "Characteristic", neither characteristics of time nor value fields can be chosen.
The attributes "Distribution key", "Unit" and "Action" are always linked directly to one data cell. There are two ways you can define these attributes:
You can assign the attributes directly to a value column via the menu path "Edit -> Columns -> Additional fields". If you later want to changethe characteristic value in the assigned value column, the system can automatically change the attribute column accordingly, if you desire.
If you define the attribute by double-clicking in the space next to the existing value column, the system does not create a reference. In this case the system requires you to enter the characteristics and values again. If you choose the attribute "Unit", this field will contain either the quantity unit or the entry currency, depending on the corresponding value field. For more information about units and foreign currencies, see the CO-PA online manual. a fiscal year.
3. Define a formula column
To define a formula column -- a value column for which the values are calculated using a formula -- proceed as follows:
Double-click on the free space after a value column and choose the element type "Formula". In the next dialog box, you can define a formula using the value columns you have already defined.
Using the menu option "Formatting -> Ready for input y/n", you can define rows or columns of your layout as mere display rows or columns, in which no manual entry can be made. This makes sense if you want the system to display certain data, such as a different plan version than the one being planned, for purely informational purposes.
Example
Value column 1: (ready for input) Plan price (Revenue/quantity)
Value column 2: (calculated) Plan revenue
If you want to plan the price directly, you need to activate this field for input using the function "Formatting -> Ready for input y/n". The price will not be stored in the database. Therefore you need to calculate a database field from the price. In the above example, that field is the revenue. Consequently, the field "Revenue" is locked for manual entry and defined by the inverse formula "quantity * price". For another example of an inverse formula, see the standard planning layout 0-SAP05. See also the chapter "Online Planning" in the CO-PA online manual.

Default settings for decimal places and display factor

When you define the planning layout, you can set the number of decimal places you want displayed as well as a display factor (e.g. planning in 1000s) for each column. These settings can be changed at any time in planning.

Special characteristics of account-based Profitability Analysis

In account-based Profitability Analysis, the planning layout is defined for one controlling area.

Special characteristics of costing-based Profitability Analysis

If you choose the characteristic "Profit center", you must specify a single controlling area (fixed value or variable) in the General data selection.

Prerequisites

The master data for your operating concern must be maintained completely.