SAP: Adding Past Validity Dates to Existing Cost Centers

Here’s a situation that we FICO types occassionally run into, particularly those of us doing FICO development and technical support. You may come across the need to create effective dates for existing cost centers that are in the past, meaning “Valid from” dates that are prior to the existing “Valid from”. The bad news is that you cannot just go into transaction KS02 (Change Cost Center: Basic Screen) and press a “Change Validity Period” button like you can for profit centers in KE52. So, how do you do it?

The trick is that you have to Create a new version of the cost center. Here are the steps (as if you really needed them 😉 ):

Creating a New Version of Cost Center with New Vailidity Dates

  1. Go to t-code: KS01
  2. Enter the old cost center # in the Cost Center field
  3. Enter the new Valid from & Valid To dates. Note: these dates cannot overlap with the existing dates
  4. You probably want to create with Reference, so enter the same cost center # in the Reference section.
  5. Hit the Master data button and tweak to taste…you’re done!

7 Responses to SAP: Adding Past Validity Dates to Existing Cost Centers

  1. Nits July 15, 2008 at 10:32 pm #

    I tried doing this and put a past date in the from Validity tab but it says that cost centre already exists from that date to 12/31/9999 . Any clue why ?

  2. byron July 16, 2008 at 7:54 am #

    Hi Nits,

    The ending Validity date (the “To” date) of your new copy of the cost center will need to be the day before the Beginning date of the earliest existing version. So if you only have one existing version of the cost center and its validity dates are: 01/01/2008 To 12/31/9999; and you want a version that starts in 01/01/2007, you will make your new version’s validity dates: 01/01/2007 To 12/31/2007.

    Hope that helps!
    Byron

  3. Andras Papp November 25, 2008 at 8:59 am #

    I want to create a cost center with refence. I give in the reference cost center and push Master Data. Then I receive a table from which I can choose. The table has entries with different date range. When I choose the first line, SAP stil gives back the first.

    Any idea, please?

    Thanks, Andras Papp

  4. Byron Bennett November 25, 2008 at 9:36 am #

    Hi Andras,

    You should be given the Create Cost Center: Basic Screen with all of the info from the Cost Center you selected as your reference. The exceptions should be:

    1) The new cost center number…this will be the cost center number you entered on the first screen. It could be the same as your reference number if that’s what you entered. If you entered the same number, you’d have to give it an unused validity date.

    2) The validity date…again, this will be the validity date that you entered on the first screen. It may or may not match that of your reference cost center.

    Let me know if that doesn’t answer your question.

    Cheers!
    Byron

  5. Linda Lappine December 29, 2008 at 9:43 am #

    Hi Byron:

    Since you’re in the “cost center” world of SAP I have an issue in which you may be able to provide some guidance. Normally we do exactly what you are suggesting above when extending the validity dates of our cost centers, however, our FI person used the change hierarchy function (TC OKEON). She successfully extended the dates for all cost centers under a specific hierarchy except one. She changed to valid to date to 12/31/2009. It is now inactive. The active version is 12/28/1998 to 12/31/2008. We cannot activate the new version. We cannot change the dates at all. When I do a check on the cost center we get a message that deletion is not possbible (dependent record exists in table).

    Any assistance would be greatly appreciated.

    Thanks,
    Linda

  6. Byron Bennett December 29, 2008 at 9:40 pm #

    Hi Linda,

    Getting that cost center active is going to be the key, I think. I wouldn’t think that you have to be within the activity dates for it to be active….I don’t have an idea right yet. I’ll keep thinking…If you could give a few more details on what’s happening, that may help.

    For one thing, we don’t really use Cost Center hierarchies a lot (mostly profit center hierarchies). So, when you’re saying that cost centers are extended under a specific hierarchy, I’m not sure what that indicates. I wouldn’t think that the hierarchy has any impact on the cost center validity dates. So you may try using KS01 or KS02 instead of OKEON to go about that….just a thought.

    Byron

  7. Linda Lappine December 30, 2008 at 2:17 pm #

    Hey Bryon:

    Well, I’ve done everything I could think of. I have searched OSS and the web and have found very little. In the IMG under cost center accounting and cost center master data you can delete inactive master data and inactive cost centers. I hesitate to use any delete function as I’m not sure what would be deleted. The information I’ve obtained does not clearly detail the process. Currently I have an active version of cost center S0820 in an analysis time frame of 01/01/1994 to 12/31/2008. When I use the icon “display mode active/inactive” I get an inactive: change status with the time frame of 12/28/1998 to 12/31/2009. I have to activate this cost center for 2009. The heirarchy falls as follows in TC OKEON (again, I’ve always used KS01 to create the cost center with reference so that I can extend a new validity period, but the company I work for now has been using the hierarchy method. I’ve never come up against this issue in the past 14 years. The heirarchy starts with “LMW Standard Hierarchy”, then it is broken down into different nodes. This one falls under S0800 “Finance & Admin” with lower four lower nodes, S0820, S0830, S0838 and S0840. The only one that was not activated for 2009 is S0820. The others are active for 2009.

    I’ve used KS01 to try to create with reference and I receive the same error message “Inactive master data exists; Active maintenance is not possible” and I can’t go any further. Same error message when you attempt KS02.

    My only option may be to delete the inactive master data. I’ll try to recreate the problem in our test environment to try it out before I attempt it.

    Thanks for your input….much appreciated.

    HAPPY NEW YEAR

    Linda

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