SAP Ledgers

Ledger Functions

SAP has four different ledgers (CO, FI, FM and GM) designed for specific purposes.

  • FI ledger
  • It was primarily designed for outside reporting. The University Financial Statements are created out of this ledger.
  • It is generally used to report data at higher levels.
  • JV, Intramural, OBC and OBD documents are some examples of entries that originate from the FI ledger.
  • CO ledger
  • It is similar to the FI ledger except that it only shows income and expense information and it allows for reporting in more detail.
  • This is also the ledger where WIP entries originate from.
  • FM ledger
  • It is used for management reports and budget data.
  • It only reports on income and expenditure amounts but it also allows you to get data on Fund Centers, Orders and WBS elements.
  • FMBB documents originate from this ledger.
  • GM ledger
  • It is used for grant management.
  • It is similar to the FM ledger but it is life to date.

Ledger Differences

Since all of the ledgers have different purposes, they won’t always show the data in the same manner.

  • FI ledger
  • It reports on assets, liabilities, fund balance, income and expense.
  • It reflects moveable capital asset purchases on asset GL accounts. Depreciation expense posts on a monthly basis.
  • Documents are not reflected in reports until they actually post.
  • Reports are generally limited to showing GL accounts and funds.
  • WIP adjustments are reflected in account 699999.
  • General GRIR differences
  • Nothing posts when the PO is created.
  • Expense and GRIR payable created once the goods receipt occurs.
  • GRIR payable is moved to Accounts payable when invoice is received.
  • Accounts payable and cash decrease once invoice is paid and any discount earned is reflected in 546460.
  • CO ledger
  • It reports on income and expense information.
  • Moveable capital asset purchases are not reflected in CO. Depreciation expense posts on a monthly basis.
  • Documents are not reflected in reports until they actually post.
  • Reports can display cost elements, funds, cost centers, internal orders, grants and WBS elements.
  • WIP adjustments are reflected in 8XXXXX cost elements.
  • General GRIR differences
  • Nothing posts when the PO is created.
  • Expense is created once the goods receipt occurs.
  • There is no entry when the invoice is received.
  • Once the invoice is paid and any discount earned is reflected in 546460.
  • FM ledger
  • It reports on income and expenditures.
  • It reflects moveable capital asset purchases on an expenditure commitment item. Depreciation is a statistical posting for FM so it doesn’t show on the reports.
  • Parked documents show as expenditures in reports prior to actually posting.
  • Reports can display commitment items, fund centers, funded programs and grants.
  • WIP adjustments are reflected in 8XXXXX commitment items.
  • General GRIR differences
  • A commitment is created once the PO is created.
  • The commitment is relieved and it shows an expenditure when either the goods receipt or invoice receipt occurs.
  • When payment is made, any discount earned credits 546460.
  • GM ledger
  • It is similar to the FM ledger except that it is life to date.
  • It reflects moveable capital asset purchases on an expenditure commitment item. Depreciation is a statistical posting for GM so it doesn’t show on the reports.
  • Parked documents show as expenditures in reports prior to actually posting.
  • Reports can display commitment items, fund centers, funded programs, grants, sponsor class and grant status.
  • WIP adjustments are reflected in 8XXXXX commitment items.
  • General GRIR differences
  • A commitment is created once the PO is created.
  • The commitment is relieved and it shows an expenditure when the goods receipt occurs.
  • When payment is made, any discount earned credits 546460.