Enhanced Financial Reports Showcase

February 20, 2008 & March 7, 2008

© 2007 Purdue University – OnePurdue Project

Course Content

• Report Distribution—Universal Work List (uwl)

• General Reporting Notes

• Standard Monthly User Reports

• Account Balance Listing

• Real Internal Order Reports

• GM Reports

• Management Balances

• Which Data on Reports Should Match?

• Common Report Usage

• General SAP Tips

• Resources

• Questions

Roles

Role--Table—FM_800_000 (FM Reporting & Display) View Report Distribution Maintenance Run enhanced financial

Most Business Office users should already have this role. You can use t-code SU01D to validate whether the user has

the appropriate role assigned.

Report Distribution—Universal Work List (uwl)

Comparison of UWL reports vs. Running Reports in R3

UWL reports

• Static month end reports

• Automatically generated SMUR, RIO, Acct List via

Report Distribution Maintenance Table, FSSRs via GM Aims logic

Running Reports in R3

• Can be run at any time

• Can produce month end data

• Can produce real time data

Report Distribution—Universal Work List (uwl)

Report Distribution—Universal Work List (uwl)—GM Reports

• PI's, CoPI's and individuals listed as Responsible Parties on the Responsibilities tab will receive reports based on GM Aims logic. PI’s will receive the Project Financial Report for each award

where they are the PI. This will include the Grant View (consolidated) and the Sponsored Program View (minor).

Co-PI’s will receive the Sponsored Program view of the Project Financial Report, Monthly Transaction List and Budget Changes reports.

• Also note that if a faculty member is both a PI and a CoPI, the subject line on their Project Financial Reports will not differentiate between the two reports. If they open the file and the first report is a GRANT VIEW, then that is their PI file. If the first page is a SPONSORED PROGRAM VIEW, then that is their CoPI file.

Report Distribution—Universal Work List (uwl)

• BO Process for Distributing Monthly Financial Reports Determine who should receive monthly reports. Look up alias in InfoType 105 for recipient column. Enter in all

caps. Use t-code listed on report grid to set up variant for each report.

Follow standard naming convention. There are 14 characters available For characters 1-7, enter the first 7 numbers of the cost center. The next 7 characters may be alpha or numeric and are available to

the department to use to meet their needs.

Complete report distribution template. Print hardcopy of spreadsheet and secure appropriate fiscal

approval. (As determined by your college/area.) Forward signed copy to Master Data Team. File copy for

retention purposes. Include prepare name on signed copy. Forward electronic spreadsheet to Master Data Team

cmdt-all@purdue.edu

Report Distribution—Universal Work List (uwl)

• Master Data Team Process Receives template and matches up to paper document. Scans template for duplicates or errors. Uploads template. CMDT checks error log.

If SMUR, RIO or Acct List error, Master Data team contacts BO.

FSSR errors will show up on the production report log and Hans Sigg reviews these errors.

Each submitted template is uploaded separately. If there is an error, the entire file is rejected until the error is

resolved.

The frequency of uploads is still being reviewed by the CMDT. Currently, they plan to process them as received.

Report Distribution—Universal Work List (uwl)

• Report Distribution Maintenance Table Use t-code Zfi_dis to see if your template has been uploaded. Use selection criteria to filter data. Sorting can occur within results. Use “number of entries” button on selection criteria Use Edit>Download to export to Excel

General Reporting Notes

If the current date is in the period entered here, you will receive real-time data. If the period entered here is closed, you will receive month-end data.

If selection criteria produces more than one report (more than one account), each new account will have its own report starting with a new page.

• Reports can be real-time or month end.

Standard Monthly User Reports—Income Statement

zsmur_income_stmt Most useful for budgeted funds (general funds) Contains Budget less Actual: Reserves, S&W, Fringe Benefits,

S&E, and Commitments with ending available budget balance. Revenue is not included in ending balance. Budget Changes listed on report are for the reporting period

only, unless marked GM01. GM01 items are for the full fiscal year.

Standard Monthly User Reports—Monthly Transaction Listing

zsmur_monthly_trans Use this report on any non gm fund to look at detailed

transaction listing which includes vendor name and product description.

By using the From Period and To Period selection criteria, you can get more than one month of data at a time

Standard Monthly User Reports—Budget Changes Listing

zsmur_bud_changes This report is most useful when looking at budgeted funds

(general funds) and contains a detailed listing of budget transactions. This report is currently ALWAYS based on the ENTIRE FISCAL YEAR.

From Period and To Period are ignored. This report is always for the full fiscal year.

Standard Monthly User Reports—Operating Statement

• zfi_smur_oper_stmt

• Use on any non gm fund for a summary report of revenue and expense by commitment item with month vs. previous year month and year to date vs. previous year to date variance comparison.

Standard Monthly User Reports—Balance Sheet

zfi_smur_balsheet This report is most useful for those funds where cash is

held at the fund level and contains cash balance as well as management balance.

Account Balance Listing

zsmur_acct_balance List of all accounts within a unit with detail on PI, CoPI,

management balance, cash balance (if applicable), title and project period.

This report can be run so that RIO’s are listed. This report can take a long time to run. Users may want

to set it up via the UWL report delivery. Cash balance is not valid on budgeted or gm funds.

These will be shown as $0. Non budgeted funds will be shown if user field 2 lists the

fund center entered in the selection criteria. When trying to print report, users will receive error

“system cannot print the last fifteen columns of the report”. Click the green check and report will print.

Account Balance Listing-continued

To ensure your listing includes all of your sub general funds, use a fund center group here. (Remember these begin with BP)

Use the check boxes to include/exclude $0 balances and Real Internal Orders.

Real Internal Order Reports

Reports are similar to Standard Monthly User Reports only at a lower level. Operating Statement Income Statement Monthly Transaction Listing Budget Changes

GM Reports

Project Financial Reports—zfi_fssr_projfin Includes header data about the grant, budget, current month

expenses, life to date expenses, commitments and available balance for a grant or sponsored program.

Monthly Transaction Listing—zfi_fssr_monthly_trns Listing of all transaction for the current month with detail

including payroll details, vendor name and product description by grant or sponsored program

Budget Changes Listing—zfi_fssr_mnthlybud A listing of all budget transactions including original,

changes, carry forward and cost share items for a specified fiscal year.

GM Reports--continued

Report Views Grant View

Consolidated view from the grant perspective. Includes summarized data from all sponsored programs associated with this grant.

Sponsored Program View Contains data for just the sponsored program listed in the selection

criteria. If there is more than one sponsored program listed, a separate report

for each sponsored program would appear. Both Views

This will produce both the Grant View and Sponsored Program View for each selected grant/sponsored program. The order will be Grant 1, Sponsored Program 1, Sponsored Program 2, Grant 2, Sponsored Program 3, Sponsored Program 4, etc

Tip—If you run report by Co-PI, always choose the Sponsored Program View.

GM Reports--continued

If you want to see reports where the faculty member is either the PI or the Co-PI, use their user name here. The responsible cost center (RCC) and

report views work together to determine what reports will be produced. If you choose Grant View, the program will look at the Grant RCC. If you choose Sponsored Program View, the program will look at the Sponsored Program RCC. Avoid using Both Views when running on RCC—you will get more than just your data.

Use these check boxes if you want to see cancelled or closed grants.

Management Balances

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.

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 or Project Financial Report (Sponsored Program View) Total Grant Costs

Available 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

Monthly Transaction Listing (GM)= Project Financial Report (Month name) Expenses

Budget Transactions (SMUR or RIO)= Income Statement Total Adjusted Budget Changes**

**GM01 transactions on Income Statement will always be for entire fiscal year.

Common Report Usage

General Fund Projections

Data Report T-Code

Original Budget, Carry forward & Budget Changes SMUR Monthly Budget Changes Listing zsmur_bud_changes

Expenses (grouped by S&W, S&E)

SMUR Income Statement or SMUR Operating Statement

zsmur_income_stmtzfi_smur_oper_stmt

Commitments (Encumbrances) SMUR Income Statement zsmur_income_stmt

Expense, Commitment Details SMUR Monthly Transaction Listing zsmur_monthly_trans

Statement BalanceSMUR Income Statement orAccount Balance Listing

zsmur_income_stmtzsmur_acct_balance

Other Funds

Data Report T-Code

Account Balances (Cash Balance and Management Balance)

Account Balance Listingor SMUR Balance Sheet

zsmur_acct_balancezfi_smur_balsheet

Expenses (grouped by S&W, S&E) SMUR Operating Statement zfi_smur_oper_stmt

Commitments (Encumbrances) SMUR Income Statement zsmur_income_stmt

Expense, Commitment Details SMUR Monthly Transaction Listing zsmur_monthly_trans

General SAP Tips

User Menu One SAPGUI menu, click Extras, then Settings. Check the “Show First Level” option. Click the green check mark button.

Use Caution when Saving Layouts Control F in SAP Control Y in SAP FM_SETS_FICTR3-Display Fund Center Group FM_SETS_FUND3-Display Fund Group

Resources

Report QRC’s & Processes http://www.purdue.edu/onepurdue/resources/reporting/mofinreports.shtml

Report Grid http://www.purdue.edu/onepurdue/resources/reporting/documents/report_usage_grid.pdf

Saving Variants http://www2.itap.purdue.edu/BS/BusMgrs/Tips/Saving%20Variants.pdf

Fund Center Groups http://www2.itap.purdue.edu/BS/BusMgrs/Tips/Reporting%20by%20Funds%20Center%20Groups.pdf

Questions?