Work Instruction
Functional Area: General Ledger / Create Internal Order
Purpose
Use this procedure to create an Internal Order to track expenses involving multiple cost centers, funds, fiscal years, and both salary and non-salary expenses.
Trigger
Perform this procedure when you need to track an activity which cannot be tracked using cost centers.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select Accounting Controlling Internal Orders Master Data Order Manager to go to the Order Manager screen.
Transaction Code
KO04
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • The Control data,Prd-end closing and Investments tabs will not be used.
  • Click to hide or show the worklist.
  • Each college/unit has been assigned an Internal Order number range.
  • Consult the person in your area who is responsible for the usable numbers.
  • DO NOT make up your own numbers outside the range or you will loose your Decentral Internal Order Custodian role in UC Flex.
  • Before saving the internal order number, Review it carefully, mistakes cannot be deleted.
  • If a numbering mistake is made, name the order “DO NOT USE” and close the order.
  • Funded Programs can be deleted if a numbering error is made, as long as it has not been used for an expense.

Work Instruction
Functional Area: General Ledger / Create Internal Order
Procedure
1. / Start the transaction using the menu path or transaction code.
Set Controlling Area

2. / Perform one of the following:
If / Then
The Set Controlling Area box appears / Enter UC. Click .
Order Manager

3. / Click .
Create Internal Order:

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Order Type / Required / Code which differentiates orders according to their purpose
Example:
Z001
5. / Click .
Create Internal Order: Master data (Assignments tab)

6. / As required, complete/review the following fields:
Field / R/O/C / Description
Order / Required / Sales, production, process, purchase, internal, or work order number that uniquely identifies an object
Example:
P34500
Consult the person in your area who is responsible for the usable numbers. DO NOT make up your own numbers outside the range.
Description / Required / Text description of an object limited to 40 characters
Example:
Success Challenge for Prof X
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Business Area / Required / Business Areas is the Agency to which the project is assigned.
Example:
U
FunctionaI Area / Optional / Organizational unit in Accounting that classifies the expenses of an organization by functions such as Instruction, Research, Public Service, Academic Support, Student Services, Institutional Support, Operation and Maintenance, Scholarship and Fellowship, Auxiliaries, Hospital, None
Example:
0 (Instruction)
Responsible CCtr / Optional / The cost center responsible for carrying out the order; The order is therefore organizationally assigned to the cost center
Example:
7152501000 (Asian Studies)
User Responsible / Optional / The person responsible for the Internal Order
Example:
smithxz
This is a persons UC ID. (6+2)
7. / Click the tab.
Create Internal Order: Master data (General data tab)

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Department / Required / Organizational department to which the cost center created will be assigned
Example:
Asian Studies
Person responsible / Required / Person responsible for the work center
Example:
Darlene Turner
Telephone / Optional / Telephone number, consisting of area code and number, but without the country code
Example:
556-1234
End of Work / Optional / Anticipated end date of associated activity or project
Example:
06/30/2006
Estimated costs / Optional / Estimated cost of the associated activity or project
Example:
5,000.00
This is an information field only. It does not reflect budget or activity.
9. / Click to validate entries.
10. / Click .
Display Internal Order: Master data

11. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Order was created with number XXXX."
12. / You have completed this transaction.
Result
Comments
/ In order to activate this internal order you must also create a funded program by completing transaction FMMEASURE.
/ Budgeting an internal order is optional. If you wish to budget the internal order you will need to complete transaction FMBB.
8/13/2017
Ver: / 01_GL_KO04_Crt Int Order_IntOrder_2011-2.0.udc
© University of Cincinnati / 1/9
Work Instruction
Functional Area: General Ledger / Create Internal Order
Result
xxxx
8/13/2017
Ver: / 01_GL_KO04_Crt Int Order_IntOrder_2011-2.0.udc
© University of Cincinnati / 1/9