SAP Hands-on Training—Finance Review

Document located at

  • Resources
  • OnePurdue Financial Reporting
  • B@P > Business Systems Reporting >Financial Reports
  • Business Manager>Training>SAP Hands-on Training
  • Accounting Services> General Ledger >Document Type
  • OnePurdue Tips (Business Managers website)
  • Commonly Used T-Codes List
  • Enhanced Reporting Showcase
  • Review of SAP Ledgers
  • Understanding the Differences Between the Financial Ledgers for Reporting
  • Purchasing>SRM Instructions>Procure –to- Pay Postings (Section 15)
  • Modules
  • Finance (FI)—high level external reporting
  • Typical master data elements used—business area, fund and g/l
  • Reports—GR55/Z100
  • When reporting, use g/l’s
  • G/L’s that post 1XXXXX, 2XXXXX, 3XXXXX,4XXXXX, 5XXXXX, and 6XXXXX
  • Entry code equivalent=Document Type
  • Controlling (CO)—only revenue and expense post
  • No balance sheet activity
  • Reports—K0B1, KSB1, S_ALR_87013018, S_ALR_87013611
  • When reporting, use cost elements
  • Cost elements that post in CO 4XXXXX, 5XXXXX, 8XXXXX
  • Entry code equivalent = Value Type
  • Funds Management (FM)—reports on budget, income, earmarked, commitments and expense
  • Reports—SMUR, RIO, FMEDDW
  • When reporting use commitment items
  • Commitment items that post in FM and consume budget 4XXXXX, 5XXXXX, 8XXXXX
  • Exception—some 1XXXXX, 2XXXXX, & 3XXXXX can appear. These are coded as statistical which means they do not consume budget but appear in FM reporting. Exclude by pulling field “statistical indicator” and filter to exclude “X”
  • Entry code equivalent = Value Type
  • Actual postings VT=54, 66, 95
  • Commitments VT=50, 51, 52, 60, 65 & 81
  • Standard Monthly User Reports (SMUR)—
  • These reports were created as enhanced reports to better serve the needs of business management staff. These reports should be considered “the source of truth” for funds management reporting. Data should continue to be validated, but time should not be spent trying to validate data between ledgers.
  • Report Usage Grid—lists all enhanced reports. Includes Report Distribution Report Number, t-code, descriptions, type of fund useful for and data included.
  • Income Statement—ZSMUR_INCOME_STMT
  • Used for budgeted funds
  • Can use for revenue funds, but revenue is NOT included in Grand Total Balance/Budget
  • Budget Changes—budget changes dealing with GM transactions are for entire fiscal year. All other budget changes are ONLY through the period used in selection criteria.
  • This is a good report to get outstanding commitment balance on any non GM funds
  • Budget Changes—ZSMUR_BUD_CHANGES
  • This report includes data from FMEDDW, but is a static report. It lists subtotals for Carryforward, Original, Changes. It is also subtotaled by S&W, Fringe Benefits and S&E.
  • This report will pull budget changes for the entire fiscal year, regardless of what To Period is used in the selection criteria.
  • Operating Statement—ZFI_SMUR_OPER_STMT
  • This report can be used on any non GM funds, but is most useful for income producing funds
  • Report shows this year current month vs. last year current month as well as current year to date vs. previous year to date numbers
  • Includes subtotals for revenue, salary and wages, fringe benefits and s&e
  • Does not include carry forward balance or commitments
  • Lists cash balance at end of report
  • Monthly Transaction Listing—ZSMUR_MONTHLY_TRANS
  • SMUR monthly transaction report does not include detailed payroll.
  • Can be delivered in format easily exported to excel by selecting the Spreadsheet Output radio button.
  • Balance Sheet—ZFI_SMUR_BALSHEET
  • This report is similar to GR55 data, but is summarized. This report includes asset and liability balances as well as cash and management balances.
  • Management Balance
  • Other Funds: Assets (100000-199999) excluding Invested TIF (101700) and Capital Equipment (155000-156999) PLUS Liabilities (200000-299999) ** LESS Commitments (Value Types=50, 51, 52, 60, 65, 81)
  • Budgeted Funds: Adjusted Budget LESS Expenses LESS Commitments
  • GM Accounts: Adjusted Budget LESS Expenses LESS Commitments
  • **Liabilities are stored as a negative number.
  • Checklist
  • To-Period—do you want data as of today (use 12) or as of a specific month end (use month period number)
  • Can my report be more efficient by using fund or fund center groups?
  • Can I create a variable to make running this report easier?
  • Do I want to receive this report automatically on a monthly basis? (See Report Distribution below.)
  • Do I need to share this report with anyone automatically on a monthly basis?
  • If it’s a transaction list, do I want my data to be easily exported to excel?
  • Account Balance Listing—zsmur_acct_balance
  • Use FUND CENTER GROUPS to get all fund/fund center combinations in your area (example = BP40XX)
  • Use t-code FM_SETS_FICTR3 to find fund center groups in your area.
  • This report can be run showing RIO balances by removing the checkmark by Exclude Real Internal Orders on the selection Screen
  • This report can take a large amount of time to run, or can time out. You can send it to yourself monthly via report distribution, or it can be run via the background. See instructions for running reports in the background. Substitute account balance listing t-code for zhr_pay_posting in instructions.
  • If you have funds that you think should show up on your account balance listing, but aren’t, use t-code FM5S to look at User Field 2. Your fund center should show here for the fund to show up on your account balance listing. For sponsored programs, use t-code KO03. Your fund center should be listed in the Responsible Ctr field.
  • See checklist above.
  • RIO Reports
  • Comparing Real Internal Orders/Funded Programs to Statistical Internal Orders
  • These reports are the same as the SMUR reports except that they are produced at the RIO level (not SIO).
  • KOK5—for list of RIO’s in your area.
  • A separate report will be produced for every fund/fund center/RIO combination used.
  • Income Statement—zrio_income_stmt
  • Operating Statement—zfi_rio_oper_stmt
  • Monthly Transaction Listing—zrio_monthly_trans
  • Budget Changes—zrio_bud_changes
  • Which Data on Reports Should Match?
  • Account Balance Listing Management Balance =
  • Income Statement (SMUR or RIO) (budgeted funds) Grand Total Balance/Budget
  • or Balance Sheet (non budgeted funds) Management Balance
  • Account Balance Listing Cash Balance (non budgeted funds)=
  • Operating Statement (SMUR or RIO) Cash Balance to Date
  • or Balance Sheet Operating Cash
  • Monthly Transaction Listing (SMUR or RIO)=
  • Income Statement (SMUR or RIO) Current Month Transactions
  • Or Operating Statement (SMUR or RIO) Current Month This Year
  • Budget Transactions (SMUR or RIO)=
  • Income Statement Total Adjusted Budget Changes**
  • **GM01 transactions on Income Statement will always be for entire fiscal year.
  • Report Distribution
  • Report Driver Table Display—Zfi_Dis (Report Distribution)
  • Use this report to manage reports you have set up to be distributed via the UWL in your area.
  • B@P Processes
  • Report Usage Grid
  • B@P News Article on Errors

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