Understanding the Differences Between Financial Ledgers for Reporting

1. Understanding The Differences between the Financial Ledgersfor Reporting

2. Welcome! • Introductions • What do you want to learn from this workshop?

3. Agenda • Financial Ledgers • Master Data Elements • Groups – Master Data • Value Types / Document Types • Layouts

4. SAP Modules • Financial Accounting (FI) • Controlling (CO) • Funds Management (FM) • Grants Management (GM)

5. FI Financial Accounting • General Ledger • Special Purpose Ledger • Subsidiary Ledgers • Fixed Assets • Accounts Receivable • Accounts Payable

6. 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.

7. CO Controlling • Cost Center Accounting • Cost Element Accounting • Internal Orders

8. 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

9. FM Funds Management • Fund Accounting • Budgetary Controls • Budget Execution • Budgetary Basis Reporting • Commitment Accounting

10. 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)

11. 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

12. G/L’s , Commitment Items and Cost Elements FI, CO and FM • 1xxxxx Assets • 2xxxxx Liabilities • 3xxxxx Net Assets • 4xxxxx Revenues • 5xxxxx Expenses • 6xxxxx Expenses (Settlement PF crosses BA) • 8xxxxx Expenses (Settlements / Work Orders)

13. 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.

14. 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”.

15. Financial Master Data

16. 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.

17. Groups • To display groups – execute the following t-codes. • FM_SETS_FIPEX3 - Display / Commitment Items • FM_SETS_FICTR3 - Display / Funds Centers • FM_SETS_FUND3 - Display / Funds • KOH3 - Display - Orders

18. How to Display Groups

19. How to Display Groups

20. How to Display Groups

21. How to Display Group

22. How to Display Group Nodes

23. Nodes

24. Nodes

25. Groups

26. Groups

27. Report View Test Data

28. 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

29. 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.

30. FM Value Types

31. GM Value Types • 50Purchase Requisitions • 51Purchase Orders • 52Business Trip Commitments • 54Liabilities • 55Assets (SD/AR) • 57Payments • 60Parked Documents • 61Down Payments • 64Funds Transfers

32. GM Value Types • 65Funds Commitment • 66Transfer Postings • 80Funds Block • 81Funds Reservation • 82Funds Precommitment • 83Forecast of Revenue • 95Secondary Cost Postings (CO) • 99Expenses / Revenues (Grant)

33. GM Value Types • B1Budget • R1Released Budget • Z1Fixed Assets • Z2Payroll - ActualsZ3Payroll – Accruals • Z4F&A

34. CO Value Types Value type 4=real posting Value type 11=statistical posting.

35. FI Document Types

36. FI Document Types

37. FI Document Types

38. Helpful Information • Accounting Services has information on FI Document Types and equivalent legacy entry code • http://www.purdue.edu/account/ERP_Account_Info/

39. 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

40. Report View Test Data Value Types = 54,60,66 and 95 Value Type = 81 FMBB Budget Process = ENTR Value Types= 50, 51, 52 and 65 FMBB Budget Process = CORV, TRAN, SUPL

41. 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

42. Layout of /BM AIMS FM By clicking on the printer icon – you can collapse the data.

43. Layouts – Adding Subtotals

44. Review our Take Away List