very useful topic internal order

1. SELF-PACED USER GUIDE
Internal Orders
Project IRIS
Change Management Team
Revised February 2008

2. Internal Orders
Table of Contents
1.0
2.0
Internal Orders ................................................................................. 2
Creating, Changing and Displaying Internal Orders..................... 3
2.1 Create Internal Order ............................................................................................ 3
2.1
Change and Display Internal Orders ................................................................ 7
3.0
Posting to Internal Orders ............................................................... 9
3.1
Internal Orders on a Requisition (ME51N)........................................................ 9
3.2
Internal Orders on Non-PO Invoices (FB60), Internal Transfers (FB50) and
Cash Deposits (ZFB50ZK2) ...................................................................................... 10
Internal Orders on Procurement Cards ..................................................................... 11
3.3.1
Changing the Fast entry screen template................................................ 12
3.3.2
Setting a Fast entry default template ....................................................... 13
3.3
Internal Orders with Payroll and Assets.......................................................... 14
4.0
Planning for Internal Orders.......................................................... 15
4.1
Overall Plans .................................................................................................. 15
4.1.1
Creating and Changing an Overall Plan .................................................. 15
4.1.2
Displaying the Overall Plan ..................................................................... 16
5.0
Redistributing Costs and Revenues to Internal Orders. ............ 17
5.1
Manual Reposting of Costs............................................................................. 17
5.1.1
Enter the Reposting Document ............................................................... 17
5.1.2
Display the Reposting Document ............................................................ 21
5.1.3
Reverse the Reposting ............................................................................ 21
5.2
Manual Reposting of Revenues...................................................................... 23
5.3
Interpreting the Reposting on Reports............................................................ 23
6.0
6.1
6.2
7.0
7.1
7.2
7.3
7.4
7.5
7.6
Internal Order Groups.................................................................... 24
Creating Order Groups ................................................................................... 25
Changing and Displaying Internal Order Groups ............................................ 27
Reporting on Internal Orders ........................................................ 28
Z_IO_MASTERDATA_LIST – Int Order Master Data List............................... 29
ZIO_002 - IO Cost Element List...................................................................... 30
ZIO_003 - IO Overall Plan vs Actuals and Encum.......................................... 32
KOB1 - Orders: Actual Line Items .................................................................. 34
KOB2 - Orders: Commitment Line Items ........................................................ 36
Other internal order reports ............................................................................ 37
8. Adding Internal Order Numbers During Workflow ........................... 37
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3. Internal Orders
1.0 Internal Orders
Internal orders can be used to create a subset of costs and/or revenues within a cost
center or WBS element. The subsets can be reported upon separately from the main
cost center or WBS element. They can be used to track faculty startup costs, individual
staff expenditures, discrete projects within a larger overall project or anything that you
need to track separately but do not want to have as a separate cost center or WBS
element.
In IRIS the Internal Order (IO) is completely within the discretion of the individual fund
centers or departments. Departments can create them as needed.
Each major organizational unit is assigned a specific order type and number range for
the orders. Security for the orders is based on major organizational unit as determined
by order type, which means that it is based at the major organizational unit level. All
users within the organizational unit can see (and potentially post against) all Internal
Orders within the same organizational unit.
With the exception of payroll and requisitions purchasing assets, all expenditure and
revenue document entry screens will allow for the entry of an internal order number at
the same time you are creating the document for the cost center or WBS element so
that duplicate entry will not be needed.
For payroll transactions and the purchase of assets it will be necessary to use a
separate transaction to cause those expenses to be distributed to an IO.
Although budgeting is not possible in Internal Orders, a function called Planning is
available. You can plan over multiple years for an overall amount.
It is possible to create Internal Order groups and hierarchies that allow editing and
reporting for multiple IOs that you wish to see together.
Internal orders exist only in the Controlling/Project Systems module within IRIS. This
means that you will not see internal orders on any reports in either the Financial or the
Funds Management module.
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4. Internal Orders
2.0 Creating, Changing and Displaying Internal Orders
All of the transactions for creating, changing and displaying Internal Orders can be
found following the menu path Accounting >> Controlling >> Internal Orders >>
Master data >> Special Functions >>Order.
2.1 Create Internal Order
Following the menu path above, under Order, the transaction KO01 – Create is
used to create internal orders.
The initial screen is shown below.
The security for Internal Orders is based on the Major Organizational Unit. Each Unit
has been assigned a separate order type. You can search for it by clicking on the
matchcode box in the Order type field. You should choose the order type for your
Major Organizational Unit. For example, everyone at the Martin campus would
choose MART as the Internal Order type. The list is shown below.
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5. Internal Orders
Choose the type for your major organizational unit by double clicking on the correct
line. It will be transferred to the Order type field.
The Order field in the Reference portion of the screen may be used if there is an
existing order that is similar to the one you wish to create. If you enter an order
number here, the information for that order will be transferred to the creation screens
to be used or changed as you please. In the screens shown below, this field was left
blank so that all fields needed to be entered.
After entering the Order type, and the Order if desired, you can press Enter or click
, or the Master data button,
on either the Enter icon,
actions will take you to the Master data screen as shown below.
. Any of these
(In the training and testing clients, you may see a screen asking for the Controlling
area. If this happens, type UT as the controlling area. This should not happen in the
production client.)
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6. Internal Orders
This screen requires only two fields of data, the Short text and the Business area.
The remaining items are informational only and have no impact upon how the order
is used.
Short text – up to 40 characters of free form text to describe the purpose of the
order. If a more detailed description is needed you may enter it using the Create
. You cannot use the long text until you also enter the
long text icon,
required Business area.
Business area – The cost centers or WBS elements used with the Internal Order
must have the same business area as the IO. In other words, an IO with a
business area of 1107 (Unrestricted E & G for Memphis) could not be used with a
WBS element with a business area of 2107 (Restricted for Memphis).
To find the business area for a fund, use transaction FM5S. When the basic
information is displayed, click on the Classification button, business area is found
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7. Internal Orders
on that screen. But generally, if the cost centers to be used with the IO begin
with an E or I, the business are will begin with 11 (unrestricted) or 13 (auxiliary)
and end with the 2nd and 3rd digits of the cost center. If a WBS element is to be
used, business area begins with 21 and ends with the 2nd and 3rd digits of the
WBS element:
Fields 1 & 2
Fields 3 & 4
nd
Cost center 11 or 13 (auxiliary) The 2 and 3rd fields of cost center or
WBS element (E05xxxx would be 05)
WBS element 21
External order number – you may wish to enter your department’s primary cost
center here. It is possible to obtain a list for all internal orders with the same
external order number. By entering the department’s primary cost center for all of
your internal orders, you will be able to obtain a list of all of the orders for your
department. This field is for informational purposes only. It will not limit the use of
the order to only the cost center or WBS element entered.
NOTE: you would only enter either a WBS element or a cost center, not both.
The items below are optional information, but it is STRONGLY recommended that
you complete at least the information for the department, person and phone number
so that if there is a problem with an order, the proper department can be located.
Person responsible – you may wish to note who is responsible for this Internal
Order. This could be the departmental bookkeeper or the staff member for whom
the order was created. The choice is yours (20 character field).
Telephone – the telephone number for the person responsible if you wish to record it
(20 character field).
Estimated costs – if you know what the total expected costs are to be, you may enter
it here (11 place numerical field formatted like 123,456,789.01).
Department – you may enter the name of the department using this IO (15 character
field).
Start of work – you may enter a date for when this order will start. Date can be
entered in the format MM/DD/YY or YYYY (YY will be converted to YYYY by the
system so that all four digits of the year will be stored).
Date work ends – you may enter a date for when this order will end. Date can be
entered in the format MM/DD/YY or YYYY (YY will be converted to YYYY by the
system so that all four digits of the year will be stored).
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8. Internal Orders
The cost and date fields are informational only and do not restrict the actual use of
the order.
The Control data tab should be ignored. It allows the types of transactions posted to
internal orders to be restricted according to various predefined lists. The default
is set to REL and should be left as that.
Click on the Save icon,
, to save the information.
The screen will return to the initial screen and the message at the bottom of the
screen will give you the number for your order as shown below.
Be sure to record the number of the order for future reference! Unless fields
like department or external order no. are entered consistently, there isn’t a way to list
the orders in a department. The lowest level error free field is business area
(although orders can be listed by the username of the person that created it).
2.1
Change and Display Internal Orders
The transactions KO02 and KO03 are used to change and display existing internal
orders.
The screen below is for the change transaction, but the display transaction initial
screen is similar.
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9. Internal Orders
Type the number of the order you wish to change or display in the Order field and
press Enter or click on either the Enter icon,
button,
, or the Master data
. The information for the order will be displayed.
The screens look exactly as they do for the create screen except for the ‘Services for
Object’ icon, which has the functions shown below. The icon will show on the
Change and Display screens but the work will only be saved on the Change screen.
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10. Internal Orders
The only difference between the change and display screens is that you may not
change the information in the display transaction. The display screen is useful when
you need information on an order to use in another IRIS session, like copying an
order number to input on a transaction such as a cash deposit. If the change screen
were used instead, the cash deposit will not post with the order while the change
screen is displayed.
You are now ready to use Internal Orders. You can post transactions to them, plan
for them (a form of budgeting) and/or combine them into groups for ease in reposting
and editing.
3.0 Posting to Internal Orders
For most transactions you will post to the Internal Order at the same time you post to
the cost center or WBS element for a document. The two exceptions to this rule are the
posting of payroll charges and the posting of financial transactions involving an asset.
3.1
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Internal Orders on a Requisition (ME51N)
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11. Internal Orders
For non-asset requisitions there is an additional field on the Account Assignment
screen titled Order as shown in the example below.
Internal order number goes in the Order
column on the Acct Assignment screen
Type the order number(s) in that field. When you save the requisition it will be saved
for the Internal Order(s) and the cost center(s) and/or WBS element(s) involved.
The IO number will follow the requisition through the purchase order to the invoice
against the purchase order. It will not follow to the check, but remember in IRIS it is
the invoice that is expensed to your cost center or WBS element, not the check
(checks are written from a central fund).
For requisitions involving an asset you will need to use the manual reposting of cost
transaction discussed in section 5 of this document. In this case there is no
automatic transfer from requisition to PO to invoice. The reason for this is that IRIS
does not allow the direct posting of expenditures against cost elements used for
assets. The posting must be done via the asset.
3.2
Internal Orders on Non-PO Invoices (FB60), Internal Transfers
(FB50) and Cash Deposits (ZFB50ZK2)
For all of these transactions, the same procedure is used to enter the IO number.
The example used below is for an internal transfer in FB50, but the same variant is
available for non-PO invoices (FB60) and for cash deposits in FB50. Be sure to
have the tree structure on to view the screen variants available. Double click on the
UT Standard Variant with IO.
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12. Internal Orders
Tree On/Off button.
Variant to
show IO field.
The standard detail entry section of the screen will now show a field labeled Order to
the immediate right of the Cost Center field as shown below.
Entry field for IO
Type the internal order number on any line that is to be charged to an IO. If the cost
of a single item is to be split between multiple IO’s, you may split the item into
multiple lines in the original transaction or you may enter a single line here and use
the manual reposting of costs/revenues described in section 5 to redistribute to
multiple internal orders.
When you have finished, park the document as you would any document without an
IO. The document will impact both the cost center/WBS element and the Internal
Order.
Internal Orders on Procurement Cards
If you are reconciling a procurement card, on the Fast Entry screen there will be a
column for Order as shown in the sample screen below.
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13. Internal Orders
If your fast entry screen does not display an Order column, you can set your screen
to use the screen template Z003 so it will appear. You can also set your default
screen display to Z003 so the Order column will automatically appear when you go
to the fast entry screen. The steps below demonstrate how to accomplish this.
3.3.1 Changing the Fast entry screen template
On the main menu bar, click on Settings > Screen template as shown below.
In the window that will appear, double click on Z003 – Std ut-parkd w/internal
order as shown below.
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14. Internal Orders
1.0
Select Z003
Your screen layout will now include the internal order column.
3.3.2 Setting a Fast entry default template
If you want this screen layout to be your default so it will appear whenever you
select the fast entry option, leave the change screen and return to the SAP Easy
Access menu. Type FB00 in the command field as shown below and press Enter.
1.0
Command line
On the Document entry tab, type Z003 in the Park Document field as shown
below.
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15. Internal Orders
Be sure to save the change before you leave the screen or the default will not
be changed.
1.0
2. Save to change defaults
1. Z003 in Park document
3.3
Internal Orders with Payroll and Assets
IRIS does not allow the direct posting of financial information to salary or asset cost
elements, GL accounts or commitment items. In order to post these types of
information to an Internal Order you will need to use the manual reposting of cost
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16. Internal Orders
and revenue transactions described in section 5, Manual Reposting, later in this
manual. These transactions allow charges and revenues to be moved to and from
Internal Orders without impacting the cost center or WBS element balances.
4.0 Planning for Internal Orders
Internal orders do not have official budgets, but they can have plans that can function in
much the same way. An overall plan (just a total amount) is currently the only way to
plan on internal orders.
Only one of the reports for Internal Orders shows the values for the overall plans. The
other reports show the values for the detail plan. It is not necessary to enter an overall
plan in order to have a detailed plan.
4.1
Overall Plans
The overall plan transactions can be found under the menu path Accounting >>
Controlling >> Internal Orders >> Planning >> Overall values.
This is a good choice if you wish to track the total amount of expenditure/revenue
involved. It may also be useful if you wish to establish a multi-year plan and want to
have an overview of the time periods.
4.1.1 Creating and Changing an Overall Plan
The same transaction, KO12, is used to both create and change an overall plan.
The initial screen is shown below.
You must enter either an order number or order group (not both). You must also
enter a plan version. Zero, 0, is the default version for the plan.
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17. Internal Orders
After you have entered the required information, either press Enter or click on the
Overall planning button,
, to go to the entry screen. If you are
creating a plan the screen will not have any data in the fields. If you are changing
an existing plan there will already be data in the fields as shown in the screen
below.
Overall – this is the entire amount to be planned.
Individual fiscal years – the fiscal years shown on the screen will change as time
passes. You may enter the total planned expenditures for each year. In the
example above, expenditures are planned for fiscal 2001, 2002 and 2003. The
sum of the entries for the years should not exceed the overall amount that is
entered.
Warning: The sum of the years is not checked against the overall amount when
you save the plan. To check for possible problems, click on the Check icon,
.
When the overall plan is the way you want it to be, click on the Save icon.
4.1.2 Displaying the Overall Plan
Transaction KO13 functions in the same manner as the create/change
transaction described above, but allows only the display of the information.
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18. Internal Orders
5.0 Redistributing Costs and Revenues to Internal
Orders.
Payroll charges and charges against assets (requisitions, purchase order and invoices
against purchase orders) cannot be posted to an Internal Order during the initial posting
of the documents. Therefore they must be manually reposted to the IO after they have
been posted to the cost center or WBS element.
In addition to these types of documents, there are internal transfers that are
automatically posted to your balances (motor pool changes, graphic arts, postage, etc)
that do not reference an IO but that you wish to have on an IO. (You may also add an
internal order to these types of transactions during the workflow review/approval
process. Please see section 10 for more details.)
In other cases you may find it necessary to transfer charges/revenues from one IO to
another.
When you repost costs or revenues, a new document is created. Therefore your line
item reports in Controlling will show both the original document and the reposted
document.
Please note, separate transactions must be used for costs and for revenues.
All of these tasks are done using the Manual Reposting transactions. These
transactions are found under the menu path Accounting >> Controlling >> Internal
Orders >> Actual Postings.
5.1
Manual Reposting of Costs
These transactions are found under Accounting >> Controlling >> Internal
Orders >> Actual Postings >> Manual Reposting of Costs.
5.1.1 Enter the Reposting Document
The transaction to enter the reposting of costs is KB11N - Enter. The entry
screen is shown below.
The screen variant should be UT INTERNAL ORDER variant. If it is not, change
it using the matchcode box.
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19. Internal Orders
You may decide which type of entry screen to use. The screen defaults to the
recommended screen for data entry, which is List entry, but you may also choose
the individual entry screen if you wish. Click on the matchcode box in the field to
see the choices and select one as shown in the screen below.
You can now enter data. The list entry type screen is shown below.
Doc. date – the date on the document you are reposting
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20. Internal Orders
Postg date - this date will control the fiscal year and period the reposting will be
posted to. It must be for an open period.
Period – this is the default posting period based on the current date, but it may
be changed to any other OPEN period. The period in this field must match the
period for the posting date entered.
Ref. Doc. - if there is a prior manual reposting document that you wish to use
as a template, you may enter that document number here. This is a useful
feature if you will regularly repost lengthy transactions.
- if you have entered a reference document, you can display the
document using this icon to verify that it is the correct reference.
- if you have entered a reference document, you should click this
icon to transfer the information from that document to the entry screen.
Doc. text - a description of the overall document. This is an optional field, but it
is strongly recommended that a useful description be entered.
The list entry columns:
CCtr (old) – the original cost center charged (if it was a cost center).
Order (old) – the original Internal Order charged. This may be left blank if the
original charge did not have an IO number.
WBS element (old) – the original WBS element charged (if it was a WBS
element).
Cost element –
the original cost element and the cost element for the
reposting MUST be the same. Transfers between cost elements require an
official internal transfer to be posted. Only expenditure cost elements may be
used for reposting costs.
Amount -
the amount to be reposted
CCtr (new)- this must be the same as the CCtr (old). Transfers between cost
centers require an official internal transfer to be posted using the FB50
transaction, document type ZD.
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21. Internal Orders
Order (new) - the new Internal Order number to be charged. This may be left
blank if the recharge does not have an IO number.
WBS element (new)- this must be the same as the WBS element (old). Transfers
between WBS elements require an official internal transfer to be posted using
the FB50 transaction, document type ZD.
Text –
you may enter a description for the line item. The description may
be up to 50 characters long.
The result of the reposting is to move money between or to an Internal Order
without impacting the balances for the cost center or WBS element or impacting
the university wide G/L account balances. A new document will be created within
the Controlling module to hold the reposting. Be sure to copy the new document
number on the original document if you are keeping that information for your
records.
At the bottom of the screen, in addition to the icons that allow for easy editing of
the entry screen, there are two buttons labeled Fill Column,
and Reset column,
,
.
Complete the first line of the list entry portion of the screen. Choose a column by
clicking on the column heading. Then click on the Fill column button. The column
will be filled in with the value on the first line as shown in the example below for
the CCtr (old) column.
The Reset column button will remove the filled information for all lines that have
not been completed.
To save your work and post to the corrected internal order(s), click on the
Save icon, . If there are no errors, the document number will be display at the
bottom of the screen. If there are errors, acknowledge and correct them before
saving the document.
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5.1.2 Display the Reposting Document
To display a manual reposting document you may use the transaction KB13N.
The screen is shown below. Be sure UT INTERNAL ORDER is the screen
variant. If not, change the variant to that choice.
You must type the DocumentNo and press or click Enter to display the desired
document. The screen is identical to the screen discussed above in the Entering
the Reposting Document section.
5.1.3 Reverse the Reposting
If you need to reverse a reposting document, it can be quickly and easily done
using the transaction KB14N – Reverse. The screen is shown below.
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23. Internal Orders
The screen variant must be UT INTERNAL ORDER variant. If it is not, change it
to that selection.
You must enter the Doc. date, Postg date, Period and ReverseDoc. The
ReverseDoc is the document number for the manual reposting document that
you wish to reverse. Doc. date, Postg date, & Period are for the new document
being created, not from the document being reversed. You should also type a
description in the Doc. text field to explain the reversal, but this field is not
required.
After completing the above fields, press or click Enter. The requested transaction
will be displayed. You will not be able to change any of the information on the
original document. The entire document must be reversed.
If it is the correct document, click on the save icon,
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24. Internal Orders
5.2
Manual Reposting of Revenues
The manual reposting of revenue transactions, KB41N – Enter, KB43N – Display
and KB44N – Reverse look and function in nearly the same way as the manual
reposting of cost transactions described in the previous section.
The only difference in the two sets of transactions is that the manual reposting of
revenue screens allows for only the entry of recovery and revenue cost elements. In
other words, 439900 (supply recoveries) is allowed, but 439100 (supply
expenditures) is not allowed.
Remember, recoveries cannot be posted to WBS elements.
5.3
Interpreting the Reposting on Reports
Section 8 of this manual documents how to display the internal number on line item
reports for cost centers and for WBS elements. If you have used the manual
reposting feature to redistribute costs or revenues among internal orders, you need
to be aware of how these will appear on the line item reports.
The screen below shows a simple example to clarify what will appear.
1. Original posting, no IO
2. Reposting, split to 2 IOs
IO numbers appear in
this column
3. Posting to IOs
Item 1 points to the original posting of invoice 100006303 with no internal order
numbers assigned. (Note that the Controlling module assigns its own document
number to the invoice that differs from the invoice number assigned when the
invoice was created in the Financial module.)
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25. Internal Orders
Item 2 points to two lines showing the manual reposting document 200001101
relieving the invoice when it is reposted to two internal orders. These are credits that
result in zeroing the original $1,500 posting on this report.
Item 3 points to the two lines showing the debits to the internal orders caused by the
reposting document 200001101.
If all of the entries to a cost center or WBS element are assigned to internal orders,
then the total of the first section of the report that displays documents without an IO
number will be zero when all costs/revenues are properly assigned. In the example
shown, an invoice for $1,948 has still not been assigned to any internal order(s).
6.0 Internal Order Groups
You may create groups of internal orders so that you can edit, plan and/or report on all
of the orders in a group together.
If you use several internal orders within a specific cost center or WBS element, IT IS
STRONGLY RECOMMENDED, that you have Internal Orders for all income and
expenditures (creating a miscellaneous IO if necessary) of the specific cost center or
WBS element. You should create at least one IO group containing all of the Internal
Orders for that cost center or WBS element. You can then report on the total of all of the
orders in the group and reconcile back to the total for the cost center or WBS element to
be certain that all costs and revenues are accounted for in the Internal Orders.
Internal Order groups can also be used to combine IO’s with similar purposes for
summary reporting. Or they can be used simply to make it easy to request reports for all
IO’s without needing to request each one separately.
All of the transactions dealing with creating, changing and displaying Internal Order
Groups can be found under the menu path Accounting >> Controlling >> Internal
Orders >> Master data >>Order group.
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26. Internal Orders
6.1
Creating Order Groups
The transaction KOH1 is used to create order groups. The initial screen is shown
below.
You must enter an Order group name. It can be a maximum of 15 characters long,
but if you use more than 10, the eleventh character must be a period (.) as in the
example screen above.
Since all order group names can be viewed by all IRIS users, it is strongly
recommended that you follow the naming convention below to help locate and
identify your order groups:
First character – the code for your major organizational unit as shown below:
A – Institute of Agriculture
H – Memphis
M – Martin
S – System-wide Administration
V – Veterinary Medicine
C – Chattanooga
K – Knoxville
N – Nashville
T – Tullahoma
X – Non-University of Tennessee
Next five characters - the last five numbers of the fund center for the department
using the order.
Next four characters – free form
Last five characters – must be .xxxx where the xxxx is free form. A period (.)
must separate the last four characters from the first ten characters of the name.
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27. Internal Orders
If you wish to use a prior order group as a template for the new one, you may type
the name of the existing group in the Order group field.
Press or click Enter to create the group. The create screen is shown below.
This initial screen allows only a description for the group to be entered. To have
additional options available you must use the buttons on the application tool bar.
, the screen will expand to provide fields to
If you click on the Order button,
enter order numbers as shown below. To list individual orders, type the numbers
only in the left-hand column as shown on the first line. To list a range of orders, type
the beginning order number in the left column and the ending order number in the
right column as shown on the second line. The second line adds all orders from
4000005 through 4000008 to the group.
BE VERY CAREFUL using the range feature since it is possible that another
department could have an IO number within any range.
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You can also add other order groups to the new order group. If you wish to do this,
you need to determine the level of the order group in relation to the group you are
creating. The level determines how totals are summed.
, will allow a group to be added at the same
The Same level button,
level as the group you are creating.
, will insert a group underneath the group you
The Lower level button,
are creating. The screen above shows a group that has been added at a lower level.
Type the IO numbers and/or IO groups you wish to be part of your new group. When
all of the entries are completed, click the Save icon,
6.2
, to save your new group.
Changing and Displaying Internal Order Groups
The transaction KOH2 is used to change an Internal Order group. KOH3 is used to
display an order group.
The screens are similar in appearance and function to the create screens described
above. The display transaction does not allow any information to be changed.
You can add orders and order groups on the basic change screen. To delete orders
and/or order groups, you need to access another screen.
To delete either, highlight the order or order group by clicking on it. Then click on the
Select icon,
. The application tool bar on the screen will change to resemble the
one shown on the screen below.
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29. Internal Orders
To remove the highlighted item, click on the Remove icon,
select and remove items as needed.
. You may continue to
To return to the basic change screen, click on the Deselect all button,
.
To delete the entire order group, highlight the order group name, and click select,
. A new application tool bar will appear. Click on the delete icon,
confirmation window will appear as shown below.
.A
Click Yes to delete the group. Click No if you do not wish to delete the group.
Remember to save any changes that you make.
7.0 Reporting on Internal Orders
The main reports for internal orders are under the path IRIS Reporting >> Financial
>> Internal Orders.
 Z_IO_MASTERDATA_LIST – ‘Int Order Master Data List’ displays all the data
aspects of an internal order.
 ZIO_002 – ‘IO Cost Element List’ displays summary actuals and encumbrances
information and can drill down to the line item and document levels.
 ZIO_003 – ‘IO Overall Plan vs Actuals and Encum’ displays plan data in addition
to actuals and encumbrances.
 KOB1 – ‘Orders: Actual Line Items’ displays actuals and parked documents.
 KOB2 – ‘Orders: Commitment Line Items’ displays commitments
(encumbrances).
Both KOB1 and KOB2 display the cost center and WBS element (for data from
3/28/2004 to present), along with the internal order data.
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30. Internal Orders
The IO reports show all commitments (encumbrances) EXCEPT for trip commitments.
While this may not make a major difference in many cases, it will in others.
7.1
Z_IO_MASTERDATA_LIST – Int Order Master Data List
This report shows all the fields of data associated with internal orders. The initial
selection is shown below.
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31. Internal Orders
Any field can be filled in to narrow the results. In the example below, Order type
MART was selected.
7.2
ZIO_002 - IO Cost Element List
This report has expenses and revenues posted to IOs, displayed in department
ledger format and BCS report format, with and without benefits. Trip encumbrances
are not available on this report.
ZIO_002 has data by fund (cost center and WBS element) from fiscal year 2005
through the present. It is important to remember that only data that has been posted
to an internal order will be displayed when fund is selected.
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32. Internal Orders
The initial selection screen is shown below.
The Fiscal year, From period, and To period must all be entered. The fields default
to the current fiscal year and periods 1 – 16.
Enter either an order group in the Order group field or a single IO number in the or
value(s) field. Note that you may list multiple IO numbers if desired. However, if
there are multiple IOs that you want to see together on a regular basis, it would be
more convenient to create an order group containing them. If fund is to be used, the
internal order fields can be empty.
Fund is an optional field. Remember that if it is used in combination with the internal
order field, the report will be limited to data that has only the internal order and fund
combinations selected.
When you have entered all of the information required, click on the Execute icon,
. The report will be compiled.
If an order group has been requested, the first report screen shown will give the
summary total for the group. A hierarchy of groups will be shown to the left of the
screen as shown in the screen below. You may select the order to be displayed by
clicking on the order in the list.
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33. Internal Orders
To see the detail transactions that make up the balances, double click on the line.
The box below will appear.
If the amount you double clicked on is under the Actuals or Parked Docs. columns,
choose ‘Actual & Parked Doc. Line Items’. If the amount is under the ‘Enc. (no trips)’
column, choose ‘Enc. (no trips) Line Items’.
7.3
ZIO_003 - IO Overall Plan vs Actuals and Encum
This report displays overall plan amounts and postings. Since overall plan is at the
IO level, only IOs are listed; cost element display is not available. Also, all fiscal
years that have a plan will be shown. Individual fiscal years can be selected within
the report. Trip encumbrances are not available on this report.
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34. Internal Orders
The initial selection screen is shown below.
Enter either an order group name in the Order group field or an Internal Order
number in the or value(s) field. Note that you may enter multiple IO numbers.
However, if there are multiple IOs that you want to see together on a regular basis, it
would be more convenient to create an order group containing them.
Click on the Execute icon,
, to compile the report.
A partial sample report screen is shown below.
You can drill down to the detailed actual and encumbrance transactions by double
clicking on the line you wish to view. The box below will appear.
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35. Internal Orders
If the amount you double clicked on is under the Actuals or Parked Docs. columns,
choose ‘Actual & Parked Doc. Line Items’. If the amount is under the ‘Enc. (no trips)’
column, choose ‘Enc. (no trips) Line Items’.
7.4
KOB1 - Orders: Actual Line Items
KOB1 is the first of two line item reports for internal orders. It shows actual expense
and revenue, and parked documents. While it would be more convenient to have one
report for all internal order reports for all line items, IRIS uses two reports (UT regards
parked documents as encumbrances, but reports delivered with IRIS group them with
actuals).
The initial selection screen is shown below.
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36. Internal Orders
Enter either a single IO number in the or Order field or an order group in the Order
group field. Again, you may list multiple IO numbers if desired. However, if there are
multiple IOs that you want to see together on a regular basis, it would be more
convenient to create an order group containing them.
The Posting Date and to fields must be filled in. The fields default to the current month.
When you have entered all of the information required, click on the Execute icon,
The report will be compiled.
.
Note that with the default report layout, the fund used with the internal order is
displayed.
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37. Internal Orders
7.5
KOB2 - Orders: Commitment Line Items
KOB2 is the line item report for commitments (encumbrances), except for parked
documents, which are in KOB1, and TRIP encumbrances, which do not show at all in
internal order reports.
The initial selection screen is shown below.
As with KOB1, enter either a single IO number in the or Order field or an order group in
the Order group field. Again, you may list multiple IO numbers if desired. However, if
there are multiple IOs that you want to see together on a regular basis, it would be more
convenient to create an order group containing them.
The Posting Date and to fields must be filled in. The fields default to the current month.
When you have entered all of the information required, click on the Execute icon,
The report will be compiled.
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38. Internal Orders
Note that with the default report layout, the fund used with the internal order is
displayed.
7.6
Other internal order reports
There also are numerous reports available for internal orders that were delivered as part
of IRIS and can be found under the menu path: Accounting >> Controlling >>
Internal Orders >> Information System >> Reports for Internal Orders. Running
them against your own data can determine which, if any, will prove useful. Since they
were written prior to UT’s unique application of IRIS, some aspects of the reports can be
of less value than others.
8. Adding Internal Order Numbers During Workflow
If you are a reviewer or approver of documents using IRIS Workflow, you can add
internal order numbers during the review/approval process. You cannot do it on the
same screen that is used to release (approve) or reject the document, but you can do it
within the workflow inbox.
In your workflow inbox, single click on the document to highlight it. In the Objects and
attachments section of the screen, click on the parked document line as shown below.
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39. Internal Orders
1.0
1. Single click on work item to highlight
2. click on Parked document to display
The document will display on the screen. To make it possible to change information in
the document: on the menu bar click on Document > Change as shown below.
You can now change information on the document, including adding internal order
numbers.
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40. Internal Orders
To move to a screen where the order number(s) can be quickly entered, click on the
Fast entry button as shown below.
1.0
Fast entry button
If you have your default screen template set to Z003, your screen will already have the
order number column on it as shown below. You can now add, delete or change the
internal order number as needed.
1.0
Internal order column
If you do not have your default screen template set to Z003, follow the steps in section
3.3.2 to set your default view to include the Order column.
When you return to your workplace inbox, you can now either display and change the
item or execute the work item as you normally would. In either case, the internal order
column will be displayed.
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