Title: Actual Settlement of Research Projects

Category 1 : Management Accounting

Category 2 : CO Postings

Work Instruction

Actual Settlement of Research Projects CJ8G

Purpose
Use this procedure to post the research project balances from the project to the balance sheet
at the period end.

Trigger
Perform this procedure at the month end once results analysis has been calculated.

Prerequisites

Results analysis must have been calculated using KKAJ.

Menu Path
Use the following menu path to begin this transaction:

Select Accounting Project System Financials Period-end closing Single

functions Settlement to go to the Actual Settlement: Project/WBS elements/Networks
initial screen.

Transaction Code
CJ8G

Additional Information
The University has a policy to report research activity as self-financing i.e. the balances on the
research projects at each period end must equal zero.
In order to achieve this in the month end accounts, it is necessary to execute three
transactions. The transactions collectively serve to identify the balances on the research
projects and then post them to the balance sheet as either WIP or deferred income (depending
on whether the balance is a debit or credit). The transactions must be run in the following
order:

KKAO sets the cut off period, which is subsequently used to calculate the period, end
balances.

KKAJ calculates the actual period end balances, which will be then be transferred to
the balance sheet. This process is known results analysis.

CJ8G posts the balances from the project to the balance sheet.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

Procedure

1. Start the transaction using the menu path or transaction code CJ8G.

Actual Settlement: Projects/WBS elements/networks

The processing option default for the Test run is ticked indicating that it is active. To
process without a test run, select the test run box to remove the tick. To display a
detailed list of the postings, select the detail list box to insert a tick. The default is set
to inactive.

2. As required, complete/review the following fields:

Field Name R/O/C Description

Selection Variant R Enter the selection variant RG RESULTS.

The multiple selection option displays further variants

which are not applicable for this procedure.
Settlement period R Enter the Settlement period.
Example: 6
Fiscal Year R Enter the Fiscal year.
Example: 2002

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

3. Click on .

Actual Settlement: Projects/WBS elements/networks Basic list

The processing mode is on test run. The processing category details the number of
records where a settlement will be executed when the test run is taken off.

4. Click on to display a list of sender values.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

Actual Settlement: Projects/WBS elements/networks Detail list

5. Click on to display the sender cost element information.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

Actual Settlement: Projects/WBS elements/networks Sender debits

6. Click on .

7. Click on to display the receiver cost element information.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

Actual Settlement: Projects/WBS elements/networks Receiver debits

8. Click on to return to the Actual Settlement: Project/WBS elements/Networks initial screen.

9. To post the transfers, select the test run box to remove the tick.

10. Click on .

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

Actual Settlement: Projects/WBS elements/networks Basic list

The processing mode has now been updated to Update run.

11. Click on to exit to the main SAP menu.

12. You have completed this transaction.

Result
You have posted the research project balances to the balance sheet.

Comments

To set the cut off period use transaction KKAO.

To calculate the balances to transfer to the balance sheet use transaction KKAJ.

Once the balances have been calculated, post the balances using transaction CJ8G.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8
 Title: Actual Settlement of Research Projects
Category 1 : Management Accounting
Category 2 : CO Postings

This page is intentionally left blank.

Filename: 369891913.doc Version: Draft A Work Instruction

Reference: CO_HM4 Last Modified: 6/6/2002 10:00 AM Page 1 / 8