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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 30-Jun-17 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.” 30-Jun-17 Reporting 5 Reporting 6 30-Jun-17 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. 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 Exiting the report 4. To exit the report click on 5. Click on 6. Click on 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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. 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 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 30-Jun-17 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 30-Jun-17 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 30-Jun-17 , 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 30-Jun-17 4. The selected report is displayed in the data section. 5. Click on the Navigation on/off icon display the report full-screen. 30-Jun-17 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 . 30-Jun-17 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 30-Jun-17 . 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. 30-Jun-17 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 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 Click on 30-Jun-17 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 30-Jun-17 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. 30-Jun-17 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 30-Jun-17 Author John Willis SAP Project, Information Systems Services University of Leeds Document COReporting.Doc Version 1.0