Transcript Understanding SAP Modules (Microsoft

Understanding The Differences between
the Financial Ledgers
for Reporting
Welcome!
• Introductions
• What do you want to learn from this workshop?
Agenda
•
Financial Ledgers
•
Master Data Elements
•
Groups – Master Data
•
Value Types / Document Types
•
Layouts
SAP Modules
• Financial Accounting (FI)
• Controlling (CO)
• Funds Management (FM)
• Grants Management (GM)
Financial Accounting
• General Ledger
• Special Purpose Ledger
FI
• Subsidiary Ledgers
• Fixed Assets
• Accounts Receivable
• Accounts Payable
Financial Accounting (FI)
• General Ledger (GL)
• A component in SAP that provides high level external
reporting
• i.e. Annual Audited Financial Statements
• Reporting from the FI ledger is used for high level
management. The master data elements that are
typically used: business area, fund and g/l
• Example: GR55 / Z100 report data comes from FI Execute the report with BA or Fund level and it pulls
data in at the g/l level.
Controlling
• Cost Center Accounting
• Cost Element Accounting
CO
• Internal Orders
Controlling (CO)
• In the CO module, only revenues and
expenses post.
• There is no Balance Sheet activity to the
CO Ledger
• Suggested Reports to use in CO.
• K0B1 Line Item Report for IO (functionality to
display cost center)
• KSB1 Line Item Report for Cost Center
(functionality to display IO)
• S_ALR_87013018 Total Plan / Actual for SIO’s
• S_ALR_87013611 Total Plan / Actual for Cost
Centers
Funds Management
• Fund Accounting
• Budgetary Controls
FM
• Budget Execution
• Budgetary Basis Reporting
• Commitment Accounting
Funds Management (FM)
• Funds Management module provides reporting on the
following:
• Budget (FM module is the only ledger that contains budget).
• Income (4xxxxx type commitment items)
• Earmarked – Funds Reservations
• Commitments – Purchase Requisitions, Purchase Orders,
Business Trip Requests and Funds Commitments (contractual
agreements).
• Expense (5xxxxx, 8xxxxx type commitment items)
Funds Management (FM)
•Suggested Reports to Use in Funds Management
•fmrp_rw_budget Budget Overview
•fmeddw Display Budget Entry Documents
•fmedd Display Budget Entry Documents (one )
•fmrp_rffmep1ax All Postings – Document Journal
•S_P99_41000147 Earmarked Funds
FI, CO and FM
G/L’s , Commitment Items and Cost
Elements
•
•
•
•
•
•
•
1xxxxx
2xxxxx
3xxxxx
4xxxxx
5xxxxx
6xxxxx
8xxxxx
Orders)
Assets
Liabilities
Net Assets
Revenues
Expenses
Expenses (Settlement PF crosses BA)
Expenses (Settlements / Work
FI, CO and FM
 When reporting out of the FI ledger you
should use g/l’s. The types of g/l’s that post
in FI ledger: 1xxxxx, 2xxxxx, 3xxxxx,
4xxxxx, 5xxxxx, and 6xxxxx.
 When reporting out of the CO ledger you
should use cost elements. The types of Cost
Elements that post in the CO ledger: 4xxxxx,
5xxxxx, and 8xxxxx.
 When reporting out of the FM ledger you
should use commitment items. The types of
CI’s that post in the FM ledger and consume
budget: 4xxxxx, 5xxxxx and 8xxxxx.
FI, CO and FM
 Exceptions in the Funds Management Module
for Commitment Items. Some Commitment
Items in the range of 1xxxxx, 2xxxxx and
3xxxxx can appear in FM reporting.
 These commitment items have been coded as
“statistical” which means they do not
consume budget, but will appear in FM
reporting.
 To exclude these commitment items – you
should pull in the field “statistical indicator”
and filter to exclude “x”.
Financial Master Data
FI
SPL
CO
FM
Company Code
Company Code
Controlling Area
Financial Mgmt
Area
Business Area
Business Area
Business Area
G/L Account
G/L Account
Cost Element
Fund
Commitment Item
Fund
Cost Center
Fund Center
Cost Center
Fund Center
Internal Order
WBS Element
Funded Program
Internal Order
WBS Element
Funded Program
Grant
Grant
Functional Area
Functional Area
Groups
 Groups are created to “combine” a range of master
data elements for reporting.
 Groups are created by the Master Data Team in
Accounting Services. Except for SIO groups.
 When executing various reports you have an option
to enter in “group” or actual value for master data.
 If Departments request “groups” to be established –
they have to remember to update and maintain those
groups when new master data elements are created.
Groups
 To display groups – execute the following tcodes.
•
•
•
•
FM_SETS_FIPEX3 - Display / Commitment Items
FM_SETS_FICTR3 - Display / Funds Centers
FM_SETS_FUND3 - Display / Funds
KOH3 - Display - Orders
How to Display Groups
How to Display Groups
How to Display Groups
How to Display Group
How to Display Group
Nodes
Nodes
Nodes
Groups
Groups
Report View
Test
Data
Common Groups Available
Funds Centers:
• BP40XX = XX College/School/ Major Area
• BP40XXXXX = XX College/School/Major Area, XXX
Department
Commitment Items:
• PURCIGRPS
Purdue Commitment Item Groups
Funds:
• FUNDGRPFM Purdue Fund Group
What is the equivalent to entry
code from the legacy system?
 The codes are different for each financial
ledger.
•
•
•
•
FM = Value Types
GM = Value Types
CO = Value Types
FI = Document Types
NOTE: FM, GM and CO are all called “value types” –
but the actual value type characters are different.
FM Value Types
GM Value Types
 50Purchase Requisitions
 51Purchase Orders
 52Business Trip Commitments
 54Liabilities
 55Assets (SD/AR)
 57Payments
 60Parked Documents
 61Down Payments
 64Funds Transfers
GM Value Types
 65Funds Commitment
 66Transfer Postings
 80Funds Block
 81Funds Reservation
 82Funds Precommitment
 83Forecast of Revenue
 95Secondary Cost Postings (CO)
 99Expenses / Revenues (Grant)
GM Value Types
 B1Budget
 R1Released Budget
 Z1Fixed Assets
 Z2Payroll - ActualsZ3Payroll – Accruals
 Z4F&A
CO Value Types
Value type 4=real posting
Value type 11=statistical posting.
FI Document Types
FI Document Types
FI Document Types
Helpful Information
 Accounting Services has information on FI
Document Types and equivalent legacy entry
code
• http://www.purdue.edu/account/ERP_Account_Info/
FMRP_RFFMEP1AX - All
Postings

Doc. Type
Value Type
Value Type Text

SA
66
Profit transfer postings

DZ
66
Profit transfer postings

ZP
66
Profit transfer postings

ZA
66
Profit transfer postings

SA
66
Profit transfer postings

SA
60
Parked Documents

SA
60
Parked Documents

SA
66
Profit transfer postings

DZ
66
Profit transfer postings

DZ
66
Profit transfer postings

ZP
66
Profit transfer postings

ZP
66
Profit transfer postings

ZA
66
Profit transfer postings

ZA
66
Profit transfer postings

LD
81
Funds Reservation

LD
81
Funds Reservation

WA
54
Invoices

ZF
54
Invoices
Report View
Test
Data
FMBB
Budget
Process =
ENTR
Value Type =
81
FMBB
Budget
Process =
CORV,
TRAN,
SUPL
Value
Types=
50, 51,
52 and
65
Value
Types =
54,60,66
and 95
Financial Report Layouts
 Central Offices have created “layouts” that
can be used by end users.
 FM
• Commitments and Expenses
» /BM AIMS FM (Use this layout when trying to reconcile Budget
Overview report with AIMS-FM) NOTE: 1 day diff. is possible
» /PURCOMMIT (Commitments = Open Purchase Orders)
» /PURTABLE1
» /PURTABLE1CS
» /PURTABLE1FS
Layout of /BM AIMS FM
By clicking on the printer icon –
you can collapse the data.
Layouts – Adding Subtotals
Review our Take Away List