How to Replay Results of Your CO Allocations and Enhance CO Reporting with Extract Management

  • by Sivaprasad Ramachendruni, Solution Architect, SAP S/4 HANA, SAP (Financials)
  • November 8, 2017
This quick tip shows you how to use extract management to replay the results of your Controlling (CO) period-end allocations such as assesment and distribution cycles and how to improve execution performance of CO reports.
Learning Objectives

Reading this article, you will learn to:

  • Create an extract for Controlling (CO) assessment and distribution cycles
  • Replay extracts for post-execution review and audit purposes
  • Create an extract for a sample CO report
  • Manage extracts
  • Limit extracts
Key Concept
Extract management refers to the creation, change, and deletion of extracts created in an SAP system. An extract contains a dataset with output values for a specific set of input criteria selected at the run time of a transaction (for example, allocation cycles and reports). Once an extract is created, it is valid for the specific selection condition and for reuse until its validity is expired or deleted.

With the advent of SAP S/4HANA, the focus has shifted to agility, a simpler data model, and an improved user interface. The  simpler data model and efficient user interface may require a platform change. However, there are many options available in SAP ERP Central Component (ECC) for improving system performance. I describe one such option that helps users quickly review the Controlling (CO) allocation results and promptly execute CO reports. Welcome to the world of extract management.

Extracts are the datasets with output results created for a specific selection input. For example, if you execute an allocation cycle with cycle AB001 for period September 2017 (plan or actual), the output results along with their navigation and formatting options (i.e., segments data, senders, and receivers) all are saved in an extract. The extract can be retrieved or replayed to view the allocation results later for any purpose. This is particularly important within an update run, as you can view the results in a snapshot along with navigation, as was possible with the output results of the allocation cycle.

Similarly, you can execute a report for say September 2017 for company code AB01. The system initially retrieves the data from the database. Afterward when you store the results in an extract, the output result is saved in an extract. The extract is specific to the input September 2017 for company code AB01 only. When the user executes the report for the same input selections again, the system displays the output from the most current extract directly instead of retrieving the records again from database. Due to this, report performance is improved drastically.

One of the major limitations of the extract is that changes to customization to the report structure or a release upgrade invalidate the extracts created prior to the customization changes or release upgrade.

First, I focus on storing the allocation results in an extract and replaying it later. Next, I demonstrate the use of extracts for speedy execution of CO Report Painter/Writer reports.

Part 1: Use of Extracts for Replay of CO Allocation Results

In this example, I demonstrate the use of extracts for a CO actual distribution cycle. The same setup is applicable to a plan distribution cycle, actual periodic repostings, assessments (plan and actual), and indirect activity allocation (plan and actual). An initial setup is required to enable the system to create and retrieve allocation results.

Step 1. Execute transaction KSV5. This transaction takes you to actual distribution as shown in Figure 1.

Figure 1
The initial screen of CO Actual Distribution

Step 2. Click the Settings button to go to the screen in Figure 2. Select the Save Extracts Under: check box and enter the extract name in the field to the right of this check box. (The Layout and Database Selection fields are not relevant for this article.) Press F8 to copy the values in Figure 2 and save them.

Figure 2
Setting for extract management

After you press F8 to copy and save the values in Figure 2, you are now ready to create an extract for later retrieval.

Step 3. Execute the distribution cycle by providing the input values period, fiscal year, and the allocation cycle in update run. The output values are displayed with all the details of segments/senders/receivers/receiver tracing factor (not shown here). Click the back icon (not shown) to reach the initial screen of the actual distribution cycle as shown in Figure 3.  Navigate to Extract Management from the menu path as shown in Figure 3.

Figure 3
Navigation to view the extracts under Extract Management

Sivaprasad Ramachendruni

Sivaprasad Ramachendruni is a solution architect (SAP Financials and SAP S4/HANA Finance) with SAP professional certification. He is currently working for a multinational corporation in the IT sector. He has more than 17 years of functional and SAP system experience spanning across several industries. He has expertise with various modules, including FI, Controlling (CO), Funds Management (FM), Flexible Real Estate Management (RE-FX), Financial Supply Chain Management (FSCM), and SAP S4/HANA Finance. He helps companies design, implement, deploy, and streamline business processes and gain efficiency. He is an Indian cost and management accountant and has a master’s degree in financial management. 

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