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SAP Training
University of Leeds
Introduction to Finance
Reporting
Contents
Reporting
4
Guide to Reports
University Financial Procedures
4
5
Profit Centre Reports
Profit Centre Actual vs Plan
Profit Centre Department Summary
7
7
10
Cost Centre Reports
Cost Centre Department Summary
Cost Centre Actual vs Plan
Cost Centre Actual Line Items
13
13
16
19
Internal Order Reports
Internal Order Actual/Plan/Commitment
23
23
Report Navigation
Navigating within a report
27
27
Printing Reports
32
Printing Reports
33
Exporting Reports to Excel
Office Integration
Exporting to an external file
35
35
38
Appendix 1: Finance Terms
40
Conventions
On-screen information appears in bold
E: Error!
Commands, options and icons you select are italics
Save
Information you must type in is enclosed in square brackets
[Password]
Keys that you press are enclosed in angle brackets
<F2>
Icons
The following icon is used to identify helpful information:
Objectives
To be able to confidently:






Execute and display reports for profit centres, cost centres and internal orders
Navigate within a report and between different reports
Drill down from a report to a source document
Print a report
Display a report within Excel
Export a report to an external file
Reporting
This document provides an introduction to the Finance reports available with
SAP, with step-by-step guides to selected reports.
Guide to Reports
Description
SAP Report Title
Profit Centre Reports
Month-end report
(cost/revenue headings)
Profit Centre Actual vs Plan p.7
Month-end report (summary list)
Profit Centre Department Summary p.10
Cost Centre Reports
Month-end report
(Department Summary)
Cost Centre Department Summary p.14
Month-end report (cost/revenue
headings)
Cost Centre Actual vs Plan p.17
List of actual transactions (KSB1)
Cost Centre Actual Line Items p.19
Internal Order Reports
Month-end report
(cost/revenue headings)
Internal Order Actual/Plan/Commitment p.24
It’s important to remember when running month-end reports that period
close-downs will be five working days after the calendar month end.
Reporting 4
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University Financial Procedures
The following is an extract from the University of Leeds Financial Procedures,
Chapter One, Section 7 which outlines the main financial reports. It can be
accessed at http://www.leeds.ac.uk/finance/chapters/chapter1.html .
“SAP facilitates on-line reporting. Information on the available SAPFinance (Controlling) reports can be provided by MA. Documentation is
available on the ISS web-site
(http://www.leeds.ac.uk/infosystems/training/saptraining.html)”
The primary reports are:
Profit Centre Actual Versus Plan… required for monthly variance
analysis.
Profit Centre Departmental Summary…provides a summary of the
balances and in-year costs and revenues for ALL resource centre cost
objects.
Projects: Structure Reports…provide an analysis of revenues and costs
and balance on all Other Services and Research Grant WBS elements. It
also provides costs compared to budget and the available funds on
Development award WBS elements.
Cost Centre Budget Departmental Summary report…provides in-year
costs and revenues (and balances where necessary) for all Departmental
Core Cost Centres.
Cost Element Reports…provides a detailed analysis at Revenue/Cost
element level for any Cost object or range of cost objects required.
Line Item reports…provide details of transactions posted against any Cost
object or range of cost objects.
Designated finance staff within each Faculty should review cost object
summary reports and sample check line item reports. Guidelines for
transaction checking are attached as Annex 1 to this chapter. Cost Object
holders should query transactions and balances with the appropriate
member of finance in the Faculty as necessary. As the SAP information is
on-line and in real-time it is expected that much of the monthly hard-copy
reporting previously sent to cost object holders is now, or will become,
unnecessary. Profit Centre summary and actual versus plan reports should
be printed and checked for reasonableness each month.”
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Reporting  5
Reporting 6
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Profit Centre Reports
Profit Centre Actual vs Plan
Description
This report compares the actual data against the Plan by revenue/cost element
headings. It also compares the full year Forecast with the original Plan.
Run report for:
Head of School or Faculty Dean
Menu path:
Information Systems . Reports for Profit Centre Accounting >
Profit Centre Reports > Act/plan/var - per+cum+rem+yr
Transaction code: Y_DEV_60000003
Running the report
1. Follow the menu path or use the transaction code Y_DEV_60000003 to
display the selection screen.
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Profit Centre Reports 7
2. Enter the following information into the selection screen:
Field
Fiscal year
Period
Profit centre group
Or value(s)
Description
Enter the fiscal year from which the report
is to be run.
(Defaults to the current financial year)
Example:
2003
Enter the period to which the report is to
run.
Example:
9
Enter the profit centre group or choose
from the matchcode list.
Example:
DC-FA-ESSL
Alternatively enter an individual profit
centre or range of profit centre numbers.
Example:
252000
You can use multiple selection to report on more
than profit centre or range of profit centres.
Click on
to open the Multiple Selection dialogue box
and enter individual profit centres and/or ranges of profit
centres.
3. Press <F8> or click on
Profit Centre Reports 8
to execute the report.
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4. To view the revenue/cost elements relating to a particular heading, click
on
to expand the total (see below). The totals (in yellow) are
beneath the elements
Exiting the report
5.
To exit the report click on
6.
Click on
7.
Click on
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to return to the selection screen.
to confirm.
to return to the SAP menu.
Profit Centre Reports 9
Profit Centre Department Summary
Description
This is a summary report, showing actual net movement by revenue and cost
category for each profit centre in the list.
Use this report for profit centre groups, rather than individual profit centres – the
purpose is to provide a quick overview of a school’s or faculty’s finances, rather
than detailed analysis (provided by Profit Centre Actual vs Plan p.7).
Run report for:
Head of School or Faculty Dean
Menu path:
Information Systems . Reports for Profit Centre Accounting >
Profit Centre Reports >Department PCtr Summary
Transaction code: Y_DEV_60000005
Running the report
1. Follow the menu path or use the transaction code Y_DEV_60000003 to display
the selection screen.
Profit Centre Reports 10
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2. Enter the following information into the selection screen:
Field
Fiscal year
From period
To period
Profit centre group
Or value(s)
Description
Enter the fiscal year from which the report is to be
run.
(Defaults to the current financial year)
Example:
2003
Enter the period from which the report is to run.
Example:
1
Enter the period to which the report is to run.
Example:
9
Enter the profit centre group or choose from the
matchcode list.
Example:
RC-ENGL-01
Alternatively enter an individual profit centre or
range of profit centre numbers.
Example:
257000
Normally this report would be run for a group of
profit centres rather than an individual profit centre.
However, you can use Multiple Selection to report
on more than profit centre or range of profit centres.
Click on
to open the Multiple Selection dialogue box
and enter individual profit centres and/or ranges of profit
centres.
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Profit Centre Reports 11
3. Press <F8> or click on
to execute the report.
The report provides an analysis of actual costs by plan heading
(across columns) for each profit centre (by row) within the profit
centre group or range selected. As such it provides a useful
overview of a department’s finances.
Exiting the report
4. To exit the report click on
5. Click on
6. Click on
to return to the selection screen.
to confirm.
to return to the SAP menu.
Profit Centre Reports 12
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Cost Centre Reports
Cost Centre Department Summary
Description
This report provides a summary for the main income/expenditure types , e.g.,
External Income, Contracted Staff costs, and net movement for each cost centre
selected.
Run report for:
Finance Administrator or HoRC (or equivalent).
Menu path:
Information Systems > Accounting > Controlling
> Reports for cost centre accounting > Actual Revenues/Costs
> Department Cost Centre Summary
Transaction code: Y_DEV_60000019
Running the report
1. Follow the menu path or use the transaction code Y_DEV_60000019 to display
the selection screen.
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Cost Centre Reports 13
2. Enter the following information into the selection screen:
Field
Fiscal year
Period
Cost centre group
Or value(s)
Description
Enter the fiscal year from which the report is to be
run.
(Defaults to the current financial year)
Example:
2003
Enter the period to which the report is to run.
Example:
9
Enter the cost centre group or choose from the
matchcode list.
Example:
DC-RC-SLAW
Alternatively enter an individual cost centre or
range of cost centre numbers.
Example:
252000
Normally this report would be run for a group of cost
centres rather than an individual cost centre.
However, you can use Multiple Selection to report on
more than cost centre or range of cost centres.
Click on
to open the Multiple Selection dialogue box and
enter individual cost centres and/or ranges of cost centres.
3. Press <F8> or click on
to execute the report.
The report provides an analysis of actual costs by plan heading
(across columns) for each cost centre (by row) within the cost
centre group or range selected. As such it provides a useful
overview of a department’s costs and revenues.
Cost Centre Reports 14
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Exiting the report
4. To exit the report click on
5. Click on
6. Click on
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to return to the selection screen.
to confirm.
to return to the SAP menu.
Cost Centre Reports 15
Cost Centre Actual vs Plan
Description
This report is used to compare Actual income and expenditure against Plan for a cost
centre or group of cost centres. The data is provided for the period selected and
year-to-date. This report also compares the original Plan to the latest Forecast.
Run report for:
Finance Administrator or cost centre manager
Menu path:
Information Systems > Accounting > Controlling
>Reports for cost centre accounting
> CCtr:act/plan/var pr/cum/yr
Transaction code
Y_DEV_60000008
Running the report
1. Follow the menu path or use the transaction code Y_DEV_60000008 to display
the selection screen.
Cost Centre Reports 16
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2. Enter the following information into the selection screen:
Field
Fiscal year
Period
Cost centre group
Or value(s)
Description
Enter the fiscal year from which the report is to be
run.
(Defaults to the current financial year)
Example:
2004
Enter the period to which the report is to run.
Example:
9
Enter the cost centre group or choose from the
matchcode list.
Example:
DC-RC-SLAW
Alternatively enter an individual cost centre or
range of cost centre numbers.
Example:
252000
Normally this report would be run for a group of
profit centres rather than an individual profit
centre. However, you can use Multiple Selection
to report on more than profit centre or range of
profit centres.
Click on
to open the Multiple Selection dialogue box
and enter individual profit centres and/or ranges of profit
centres.
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Cost Centre Reports 17
3. Press <F8> or click on
to execute the report.
The report displays information in four horizontal pages:
 actual v plan for the period selected
 cumulative actual v. plan for the period selected
 remaining year forecast and plan
 the forecast against plan for the year
You can use the page left and right keys
horizontally across pages.
to move
Exiting the report
4. To exit the report click on
5. Click on
6. Click on
to return to the selection screen.
to confirm.
to return to the SAP menu.
Cost Centre Reports 18
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Cost Centre Actual Line Items
Description
This report produces a detailed list of cost and revenue postings by cost centre, or group
of cost centres. It can be easily exported into Excel for your own purposes (see p.35)
Run report for:
Person responsible for cost centre.
Menu path
Accounting > Controlling > Cost Centre Accounting >
Information System > Reports for Cost Centre Accounting >
Line Items > Actual Line Items
Transaction code:
KSB1
Running the report
1. Follow the menu path or use the transaction code KSB1 to display the selection
screen.
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Cost Centre Reports 19
2. Enter the following information into the selection screen:
Field
Cost Centre
Cost Centre Group
Cost Element
Cost element group
Posting Date
Layout
3. Press <F8> or click on
Cost Centre Reports 20
Description
Enter a cost centre, or range of cost centres.
Example:
261000
Or
Enter a cost centre group, or choose from the
matchcode list.
Enter a cost element, or range of cost centres.
Example:
Enter a cost element group or choose from
the matchcode list.
Example:
DIR_OFF
Enter the date range for which you want to
display posting information.
Example:
01.05.2003 to 31.05.2003
Accept the default layout, or select from the
matchcode list
Example:
/UNIV
to execute the report.
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Changing the sort order
4. The report displays a basic list of transactions for the period selected sorted by
cost element and date of transaction. To change the order in which the
transactions are sorted, click on the header of the column to be used as the sort
key (e.g. posting date).
5. To sort in ascending order click on
order, earliest first.
6. To sort in descending order click on
order, latest first.
. The records will be displayed in date
. The records will be displayed in date
7. To return to the original display click on the cost element column header and
click on
.
Adding sub-totals
8. Line items are displayed by cost element with a total posted amount at the end
of the report. In order to display sub-total by cost element, click on
display the Change layout dialogue box.
9. Click on the Cost Element tick box
totalling.
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to
in the sub-total column to select sub-
Cost Centre Reports 21
10. Click
to insert the sub-totals into the report.
Exiting the report
11. To exit the report click on
12. Click on
13. Click on
to return to the selection screen.
to confirm.
to return to the SAP menu.
Cost Centre Reports 22
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Internal Order Reports
Internal Order Actual/Plan/Commitment
Description
This report is used to compare Actual income and expenditure, together with any
outstanding commitments against Plan for an internal order, or group of internal
orders, for the period selected. Commitments relate to purchase order items which
have not yet been received. When the outstanding goods or services are received the
commitment is cancelled and the amount recorded as actual expenditure..
Run report for:
Finance Administrator or person responsible for internal order.
Menu path:
Information Systems > Accounting > Controlling
>Reports for Internal Orders> Expenditure Reports
>IOrd: Actual/Plan/Commitment
Transaction code
Y_DEV_60000033
Running the report
1. Follow the menu path or use the transaction code Y_DEV_60000033 to display
the selection screen.
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Internal Order Reports 23
2. Enter the following information into the selection screen:
Field
From fiscal year
To fiscal year
Description
Enter the fiscal year from which the report is to be
run.
Example:
2004
Enter the fiscal year to which the report is to be
run.
Example:
2004
As plans are usually entered for only one
year, the to and from years should
normally be the same.
From period
Enter the period from which the report is to run.
Example:
1
Enter the period to which the report is to run.
Example:
5
Enter a plan version .
Example:
2
Enter the internal order group or choose from the
matchcode list.
Example:
INSS-OH-SC
Alternatively enter an individual internal order or
range of internal order numbers.
Example:
90500380
To period
Plan version
Order group
Or value(s)
Normally this report would be run for a group of
profit centres rather than an individual profit
centre. However, you can use Multiple Selection
to report on more than profit centre or range of
profit centres.
Click on
to open the Multiple Selection dialogue box
and enter individual profit centres and/or ranges of profit
centres.
Internal Order Reports 24
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3. Press <F8> or click on
to execute the report.
Moving between sections in a report
This report is in two sections:
The first section (above) displays by cost element:
 actual expenditure to date
 outstanding commitments within the period selected
 total amount assigned against the budget or plan (actual
expenditure + outstanding commitments)
 the plan amount for the period selected
 the amount available (or overspent) within the plan for the
period selected.
The second section provides an analysis of commitments by type
of commitment:
 purchase requisitions
 purchase orders
 fund reservations
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Internal Order Reports 25
4. To display the next section of the report click on
5. To return to the previous section click on
.
.
Exiting the report
6. To exit the report click on
7. Click on
8. Click on
to return to the selection screen.
to confirm.
to return to the SAP menu.
Internal Order Reports 26
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Report Navigation
Navigating within a report
Navigating in Column Blocks
In large reports that contain several row and column blocks (for example the Cost
Centre Actual v Plan report on page 17) you can navigate around the report by using
Page Up/Down/Right/Left icons. You can also move between sections of a report
(where they exist) by using the Next/Previous Section icons:
1. To move up and down the pages of a report use the Page up
, First page
and Last page
, Page down
icons from the toolbar.
2. To move horizontally between blocks of columns use the Page left,
right
, Far right
, and Far left
icons.
3. To move between different sections in the report use the Next section
Previous section
Page
and
icons.
4. Alternatively, you can navigate within the report using the Goto → Position →
Pages/Sections/Columns functions from the menu bar. These allow you to locate
and display a specific report page, report section, or column block.
Report Variation
Variation enables you to create a separate report for each element of a group. For
example, when you call up a report for a cost centre the variation makes the
selection for the entire group, and reports are produced for each cost centre in the
group. The cost centre group summary report is displayed initially, and you can
then navigate within the hierarchical structure of the group to display a report for
each cost centre in the group.
You can navigate through the variation reports using the Navigation Bar
using the variation icons
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, or by
on the toolbar.
Report Navigation 27
Navigating with the Navigation Bar
The navigation bar provides an easy to use method of navigation through variation
reports (see above for a definition) via a graphical display of the report hierarchy.
The following example looks at navigation within the Internal Order
Actual/Plan/Commitment report (see page 24):
1. In the report display click on the Navigation on/off icon
navigation bar at the left hand side of the screen.
to turn on the
Reports section
windowwindow
Variation section
Data section
2. In the reports section click on the report to be displayed.
When you run a report you execute a report group which may
contain more than one report. In this example, two Internal Order reports
are generated – the standard report, and a report which is formatted for use
by departments within Central Administration who use different groups of
cost elements for expenditure planning.
3. In the variation section click on the report for the internal order or order group
required.
Report Navigation 28
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4. The selected report is displayed in the data section.
5. Click on the Navigation on/off icon
display the report full-screen.
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to turn off the navigation bar and
Report Navigation 29
Drilling down to transactions
Within SAP it is possible call up other reports from within an existing
report. For example, you may wish to view the transactional data behind a cost
figure for a particular cost element in a summary report. Within most reports you
can do this by calling up the relevant line item report (see page for details of the cost
centre line item report), and from there to the accounting source document.
The following example outlines the steps in drilling down form an internal order
cost element report to a transaction report and then to the source document:
773.56
1. To drilldown to transactions double click on the figure you wish to analyse, in
this case the £773.56 spent on computer consumables. Alternatively single click
on the figure and then click on the Call up report icon
Report Navigation 30
.
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2. Click on the appropriate report, in this case the Actual Line Items report, and
then on
to view the report.
141.00
3. To view the original document for the selected transaction, click on the line item
and then on
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.
Report Navigation 31
The source document is displayed, in this case a goods receipt note. From
here you can display master data and purchase order information.
4. Click
to return to the line item report.
5. Click
and then
Printing Reports 32
to return to the original report.
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Printing Reports
1. To print a report you can either:


Select Report  Print from the menu
Press <Ctrl> + P

Click on
.
2. Select the option you require
If you only wish to print the current (displayed) report click on
.
3. Click on
to display the Print Report dialogue box.
1. Check the report parameters and click
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Printing Reports 33
2. Enter the following information into the selection screen:
Field
Output device
Description
Defaults to your local printer.
Number of copies
Enter the number of copies of the report you wish
to print.
Example:
1
Select the pages you wish to print.
Number of pages
3. Click on
to print the report.
Printing Reports 34
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Exporting Reports to Excel
Office Integration
Office Integration allows reports to be output as an Excel document as an alternative
to the standard list output:
For Office Integration to work correctly, the security settings in Excel must
be set to allow macros to be run. To do this select open up Excel
Tools→Macro→Security from the menu. Select the Medium button in the
Security dialogue box.
1. To turn office integration on, click on
to display the Options dialogue box.
2. Click on the Microsoft Excel button in the Office integration section
3. Click on
format.
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and then on
to display the report in Excel
Exporting Reports to Excel 35
The report is displayed as an Excel worksheet embedded in the SAP
screen which allows the normal SAP drilldown functions to take
place. The report may be saved as an Excel worksheet by clicking
on the Excel toolbar.
4. To turn office integration off, click on
to display the Options dialogue box.
5. Click on the Inactive button in the Office integration section.
Exporting Reports to Excel 36
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Click on
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to return to the standard SAP display format.
Exporting Reports to Excel 37
Exporting to an external file
In addition to Office Integration you can also export a report to an external data file
which can then be imported into Excel.
1. From the report click on the Export report icon
, or choose the menu path
Report → Export to display the Export to Presentation Server dialogue box.
2. The current output medium is marked by a green traffic light. Ensure that the
pushbutton Local PC file is selected.
3. Choose Spreadsheet as the export format.
4. Enter your filename and path, and include the file extension .dat.
5. Select the Open file push button to automatically open the file in Excel.
6. Click on
.
Exporting Reports to Excel 38
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The report output file is opened automatically in Excel. Any additional
formatting, comments, etc. may be added in Excel and the file then saved as
an Excel workbook.
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Exporting Reports to Excel 39
Appendix 1: Finance Terms
Cost Element– five digit code (12345)
Provides an analysis of income and expenditure types e.g. travel costs, supplies.
Cost Centre – six digit code (123456)
Used to collect revenue and expenditure for particular activities within a
department. Balances are transferred to Profit Centres at year-end.
Profit Centre – six digit code (123456)
Used to summarise revenue and expenditure for an resource or sub-resource
centre. One or more Cost Centres can be mapped to a Profit Centre. Balances
are carried forward.
Internal Order –eight digit code (12345678)
A cost object that is linked to a cost centre and is used to track income and
expenditure for an activity at a more detailed level than provided by the cost
centre.
Posting date
Date the document was written to the ledger, which determines the accounting
period the transaction is included in. This can differ from the date a document
was entered onto the system.
Reference number
Originating document reference number, usually an external document e.g.
suppliers’ invoice number, journal reference number.
 40
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Author
John Willis
SAP Project, Information Systems Services
University of Leeds
Document
COReporting.Doc
Version
1.0