Situation Handling in Allocation Run
Situation Handling helps you increase the quality and efficiency of business processes. It automatically detects, tracks, and informs proactively the right users about exceptional circumstances and issues that require their attention.
In management accounting, when you and your colleagues perform allocation runs, it is important to be aware of any warnings and errors that occur as soon as possible.
With SAP's default Errors and Warnings in Allocation Runs situation template, notifications can be set up to automatically send to the overhead accountants responsible. It is one of the situation templates delivered by SAP for standard object-based use cases, available in the Manage Situation Types app.
Main settings
This template is designed to notify targeted users of completed allocation runs and any issues that arose during the process. It allows them to take corrective action and assists them in analyzing and resolving complex allocation issues.
The situation is triggered when the status of an allocation run indicates warnings or errors, such as if there was no data for the sender for a specific cycle, in a specific segment. Once run, the assigned persons will receive a notification either through a notification on the SAP Fiori Launchpad or in-app situation messages. The user can then directly navigate from the notification to the business app or the situation page, where the situation is displayed together with related information and actions for resolving it.
The same kind of situation handling can be activated for cost center, profit center, and profitability analysis run.
To use the features and for more details and fine-tuning, you need to activate the scope item 31N Situation Handling and to assign the SAP business roles SAP_BR_BPC_EXPERT or SAP_BR_ADMINISTRATOR . You can use the following tiles:
When To Use Which App?
| Action | App to Be Used |
|---|---|
| Monitor the handling of standard object-based situations, including the occurrence and the life cycle of situation instances with respect to their status and related business objects. | Monitor situations |
| Maintain situation types that represent real business situations requiring attention. You can define trigger conditions, messages, who receives notifications about these situations. | Manage situation types |
| Manage teams, responsibility definitions, and team member functions. Define who is responsible for a type of situation and for the correction of the underlying problem | Manage team and responsibilities |
For further details: Errors and Warnings in Allocation Runs | SAP Help Portal
Note
Details on how to manage Situation types
You can even use customized situation monitoring (not activated by default). If you want to keep track of changes to situation instances, you can copy existing templates (for example, here, the FIN_ALLOCATION_RUN_WARNING_ERROR template). Then you must set it up so that it can filter errors and warnings and inform the responsible persons. You need to:
- Define the criteria that trigger notifications
- Write an In-app message
- Write a generic notification (For example: Check results of allocation run {UNIVERSALALLOCATIONRUNNAME})
- Define situation responsibility (teams and responsibilities management)
- Define notification recipients (selection by function or responsibility)
It will then capture data for this situation type and will be able to identify situation changes (from in error to solved status for example).
Details on how to manage team and responsibilities
You can assign team members with functions (User 1 and User 2, responsible for cost center runs) to team categories that you have already defined (for example, a specific Universal Allocations Team with a specific assigned team owner). You also specify that they will receive notifications for messages relating to allocation runs. This information is then associated with the template.