University of Leeds

SAP Training

University of Leeds

Introduction to Finance Reporting

Contents

Reporting 5

Guide to Reports 5

University Financial Procedures 6

Profit Centre Reports 8

Profit Centre Actual vs Plan 8

Profit Centre Department Summary 11

Cost Centre Reports 14

Cost Centre Department Summary 14

Cost Centre Actual vs Plan 17

Cost Centre Actual Line Items 20

Internal Order Reports 24

Internal Order Actual/Plan/Commitment 24

Report Navigation 28

Navigating within a report 28

Printing Reports 33

Printing Reports 34

Exporting Reports to Excel 36

Office Integration 36

Exporting to an external file 39

Appendix 1: Finance Terms 41

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:

Ø Execute and display reports for profit centres, cost centres and internal orders

Ø Navigate within a report and between different reports

Ø Drill down from a report to a source document

Ø Print a report

Ø Display a report within Excel

Ø 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.8
Month-end report (summary list) / Profit Centre Department Summary p.11
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.20
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.

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 SAP-Finance (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.”

24-May-04 Reporting ½ 5

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

Follow the menu path or use the transaction code Y_DEV_60000003 to display the selection screen.

24-May-04 Exporting Reports to Excel½ 39

2. Enter the following information into the selection screen:

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.

Press <F8> or click on to execute the report.

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 to return to the selection screen.
6. Click on to confirm.
7. Click on to return to the SAP menu.

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.8).
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

Follow the menu path or use the transaction code Y_DEV_60000003 to display the selection screen.

2. Enter the following information into the selection screen:

Field / Description
Fiscal year / Enter the fiscal year from which the report is to be run.
(Defaults to the current financial year)
Example: 2003
From period / Enter the period from which the report is to run.
Example: 1
To period / Enter the period to which the report is to run.
Example: 9
Profit centre group / Enter the profit centre group or choose from the matchcode list.
Example: RC-ENGL-01
Or value(s) / 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.

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 to return to the selection screen.
5. Click on to confirm.
6. Click on to return to the SAP menu.

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

Follow the menu path or use the transaction code Y_DEV_60000019 to display the selection screen.

Enter the following information into the selection screen:

Field / Description
Fiscal year / Enter the fiscal year from which the report is to be run.
(Defaults to the current financial year)
Example: 2003
Period / Enter the period to which the report is to run.
Example: 9
Cost centre group / Enter the cost centre group or choose from the matchcode list.
Example: DC-RC-SLAW
Or value(s) / 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.

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.

Exiting the report

4. To exit the report click on to return to the selection screen.

5. Click on to confirm.

Click on to return to the SAP menu.

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

Follow the menu path or use the transaction code Y_DEV_60000008 to display the selection screen.

Enter the following information into the selection screen:

Field / Description
Fiscal year / Enter the fiscal year from which the report is to be run.
(Defaults to the current financial year)
Example: 2004
Period / Enter the period to which the report is to run.
Example: 9
Cost centre group / Enter the cost centre group or choose from the matchcode list.
Example: DC-RC-SLAW
Or value(s) / 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.

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 to move horizontally across pages.

Exiting the report

4. To exit the report click on to return to the selection screen.

5. Click on to confirm.

Click on to return to the SAP menu.

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.36)
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

Follow the menu path or use the transaction code KSB1 to display the selection screen.

Enter the following information into the selection screen:

Field / Description
Cost Centre / Enter a cost centre, or range of cost centres.
Example: 261000
Cost Centre Group / Or
Enter a cost centre group, or choose from the matchcode list.
Cost Element / Enter a cost element, or range of cost centres.
Example:
Cost element group / Enter a cost element group or choose from the matchcode list.
Example: DIR_OFF
Posting Date / Enter the date range for which you want to display posting information.
Example: 01.05.2003 to 31.05.2003
Layout / Accept the default layout, or select from the matchcode list
Example: /UNIV

Press <F8> or click on to execute the report.

Changing the sort order

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).

To sort in ascending order click on . The records will be displayed in date order, earliest first.

To sort in descending order click on . The records will be displayed in date order, latest first.

To return to the original display click on the cost element column header and click on .

Adding sub-totals

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 to display the Change layout dialogue box.

Click on the Cost Element tick box in the sub-total column to select sub-totalling.

Click to insert the sub-totals into the report.

Exiting the report

11. To exit the report click on to return to the selection screen.

12. Click on to confirm.

Click on to return to the SAP menu.

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

Follow the menu path or use the transaction code Y_DEV_60000033 to display the selection screen.

2. Enter the following information into the selection screen: