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RHXINLV0 - Internal Activity Allocation for Attendees

RHXINLV0 - Internal Activity Allocation for Attendees

Vendor Master (General Section)   CPI1466 during Backup  
This documentation is copyright by SAP AG.
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Description

This report lets you carry out internal activity allocation for business events between organizer and attendee by means of credit and debit memos.

The cost center of the cost object of the business event (sender) is credited and the cost center of the account assignment objects specified for fee assignment (receiver) is debited.

Attendance fees can be distributed on a percentage basis to account assignment objects (cost center, order, PSP element and project).

Fund Accounting objects (fund, function area, grant) can also be transferred to CO when Fund Accounting is active.

In addition, you can cancel bookings for attendees for whom costs have already been allocated. You can change price or cost center assignment data as long as costs for the attendee have not yet been allocated.

Note

You can specify the cost distribution and account assignment data in the function Book/Payment info (in the dialog box) or on the report's list screen using the function Maintain fee assignment.

Integration

You activate integration with Cost Accounting (CO) for activity allocation purposes in Customizing for Training and Event Management under Internal Activity Allocation.

Requirements

  • Attendance must be flagged as 'relevant for activity allocation'.
You make this assignment when you execute the function Book/Payment Info. If you do not use this function and book attendance without fee assignment, the settings made for the attendee type in Customizing under Specify Attendee Type Control apply.
  • The attendee may not be on the waiting list.
  • The attendee's cost center assignment must be maintained.
  • The account assignment object (cost center/order/PSP element) must be maintained.
  • The sender cost center must be maintained.
  • The sender cost center and the account assignment object must be in the same controlling area.
  • The activity type must be maintained.
Note

To be able to use the internal activity allocation functions, you must first create a network of activities. You must define planned activities and prices and the relevant activity types for the cost centers involved in the allocation process. For Trainin Specify Activity Types.

The following points regarding activity type are important:

ACTIVITY CATEGORY = 1 (manual entry and allocation) with the corresponding cost element (see point 2)
COST ELEMENT= secondary (internal allocations created by you, the customer)
cost element type = 43 (internal activity allocation)
Planning activities/activity prices
activity price = 1

Features

Selection

You can set parameters to determine the data output by the report:

Business event selection

There are a number of ways to start the report:

  1. Enter one or more business event groups. The system finds all of the business events belonging to the specified group(s) and lists the attendees.
  2. Enter one or more business event types. The system finds all of the business events and attendees belonging to the specified type(s).
  3. Enter one or more business events whose attendee fees are to be allocated.

Reporting period

Enter the exact period for which you want to determine attendees for allocation.

List output

You can specify what data the report should output, such as attendees not yet allocated, already allocated or can be allocated for the events specified.

You can select the indicator Hide non-relevant to specify that business events for which the report finds no results are not displayed in the list.

Document date

Enter a date in this field if you want to change the default date of the activity allocation. This date is used purely for information purposes. The default date is usually the current date.

Posting date

The date in this field indicates when costs are to be posted to CO, in other words, the settlement period. The default date is usually the business event start date. You can overwrite this date as required.

Example

You want to perform activity allocation for an attendee of an event that started on February 2 of this year. However, you want costs allocated in the second quarter rather than in the first quarter. In this case, you enter April 2 of this year as the posting date.

Standard selection screen

If you select this indicator and choose Execute, you access the more detailed selection screen of the main report RHINLV00 before the report is run.

Note

On the selection screen of the main report you can search for objects by 'status', for example. As a rule, it is not necessary to go to the main report since the selection screen of the pre-report offers sufficient selection options. If you do not want to access the detailed selection screen, do not activate this option before choosing Execute.

Output

The report outputs a list containing the following information per business event:

  • Business event:
  • Attendee
  • Organizational assignment
  • Sender cost center
  • Activity type
  • Activity allocation price
  • Account assignment object(s) (e.g. receiving cost center)
  • Document number

You can perform activity allocation from the list screen.

If you select attendees for activity allocation and choose Create activity allocation, all activity allocation data is transferred to CO.

The following process flow takes place:

  1. A validation check is performed on the document items.
If the items are validated, a reference document is generated with the status transfer designated.
  1. The BAPI/ALE for the activity allocation is called.
  2. The status of the reference document changes to transfer effected (yellow/amber light).
  3. Due to the fact that the systems may be decoupled (CO and PE in distributed systems), confirmation of this transaction is necessary to ensure that the transaction has actually been executed.
For this purpose, you must call the function Compare document. The system searches for the original CO document.
If it finds the original document, the status of the reference document changes to Transfer confirmed (green light).
You can display the original document by choosing View -> Ref. <-> Original document.
If the original document cannot be found, the status of the reference document changes to Transfer incorrect (red light).
For more information on the procedure when the original document cannot be found, refer to Error diagnosis.

You can execute the following functions from the list screen:

  • Display the document flow for business event, in other words, all of the relevant allocation data that exists for the business event. (The cursor must be positioned on the business event.)
  • Display the document flow for the attendee, in other words, all of the relevant allocation data that exists for the attendee. (The cursor must be positioned on the attendee.)
  • Display document (reference document)
  • Display error log (confirmations of check/execution of activity allocation)
  • Check whether the relevant data can be allocated. This function also checks whether the settlement period is closed, in which case, data transfer to CO is not allowed.
  • Cancel document: If activity allocation was incorrect, you can cancel the CO document and execute the function again. This process is equivalent to generating a new document.
  • Change the fee and assignment for not yet allocated attendees.
  • Attendance list
  • Cancellation list

Note

If you are perfoming activity allocation in distributed systems (HR und CO in different systems), please note the information contained in Set Activity Allocation for Training and Event Management.






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