SAP Knowledge Base Article - Public

2019925 - Costs Without Assignment To A Sales Order Exists For Project In Revenue Recognition

Symptom

When running a revenue recognition, you receive the warning 'Costs without assignment to a sales order exists for project'.

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to the Cost and Revenue work center.
  2. Go to the Periodic Tasks - Revenue Recognition view.
  3. Click on the relevant Revenue Recognition run ID.
  4. In the run log navigate to the Messages tab.

You can see the message 'Costs Without Assignment To A Sales Order Exists For Project'.

Cause

The Revenue recognition function is based on Sales Document Items. This means, to be considered in the run the respective project expense needs to be associated with a project based Sales Order item. If this assignment has not been established the run notifies you with the said warning.

To check if all project expenses have been assigned to a Sales Order item:

  1. Go to the Project Management workcenter.
  2. Navigate to the Invoice Preparation - Not Invoiced Time and Expenses view.
  3. Find Project XYZ (XYZ represents the Project ID).
  4. In the table you can see already the number of unassigned time and expense items as well as the number of not yet invoiced project expenses.
  5. If a number is displayed* click on the Edit Time and Expenses button.
  6. For all unassigned expenses the Sales Order Item column appears in red.
  7. In the Sales Order item field click on the value help to select the respective Sales Order item.**

*Please note: If no number appears here but the revenue recognition run still reports a warning then it is possible that the Expense Assignment to Sales Document is posted in a future period whereas the actual expense is posted in the period of the run.

Resolution

If the project expenses have not been assigned:

  1. Go to the Project Management workcenter.
  2. Navigate to the Invoice Preparation - Not Invoiced Time and Expenses view.
  3. Find Project XYZ (XYZ represents the Project ID).
  4. Click on the Edit Time and Expenses button.
  5. For all unassigned expenses, for which the Sales Order Item column appears in red click on the value help to select the respective Sales Order item.**

**Please note:  The project expense will be realized depending on cost objects associated with the Sales Order item: The project task as well as profit center associated with the Sales Order item take priority and will define where the respective cost and revenue are being realized.

If no unassigned expenses appear in the Not Invoiced Time and Expenses screen the expense assignments very likely got posted in a period after the period of the Revenue recognition run. In this case execute the Revenue Recognition run according to the posting date of the Expense assignment.

To ensure that all time and expense items are assigned to a sales order item, even when the system is not able to automatically assign the correct Sales Order item it is possible to scope the Default Assignment Rule for Project-based Sales Orders:

  1. In the Business Configuration work center go to the Implementation Projects view and select the current project.
  2. Press Edit Project Scope.
  3. Continue to step 4-Questions.
  4. Under scoping element Sales select Customer Invoicing and here select Project Invoicing.
  5. Find the question Do you want to use default assignment rules for the first project based sales order item as a fallback? and select this option.
  6. Review and then finish the project scope.

It is also possible to define rules to determine the assignment of project expenses to sales order items:

  1. In the Project Management workcenter go the Invoice Preparation: Not Invoiced Time and Expenses view.
  2. Find the respective project and press Edit Time and Expense.
  3. Now click on Edit Assignment Rules and select View All Rules.
  4. In this task you can see all the rules the solution automatically creates according to the settings you made in the Sales Order. For these rules the Remove button is greyed out.
  5. Press Add Row.
  6. Maintain the respective project task in the General Parameters.
  7. In the Time and Expense Parameter you can select Product Category and maintain the relevant product category.
  8. You can also enter a source in the General Parameters and/or an employee in the Party Parameters.
  9. Now assign the respective sales order item under Assignment.
  10. At last, and most importantly, move your new rule above the default assignment rule (if in place, this rule has no definiations but the first item of the Sales Order) by clicking on the Move Up button. Only this way the manual rule will be identified before the default assignment rule.
  11. Press Close.
  12. Back in the Edit Time and Expenses screen press Save.

See Also

*2117833-Costs of Expense on a Customer Project Task Not Realised According to its Posting Date

Keywords

Project Expense Sales Order Connection, Project Expense Sales Order Assignment, Costs without assignment to a Sales Order exist for project, , KBA , project task sales order item , unassigned project expenses , costs without assignment to sales order , SRD-FIN-COR , Cost & Revenue , How To

Product

SAP Business ByDesign all versions