Slippery Rock University

1. Slippery Rock University Budget Look-up Using SAP

2. FUND in S A P

3. Fund Center in S A P

4. Commitment Item in S A P

5. SAP Logon • Click the SAP logon icon on your desktop • Click the Logon button in the SAP Logon 620 screen • User is 70{first initial last name} no spaces • You password is the 8+ digits chosen in setup • Click the green check in the upper left corner

6. Helpful Hints • FM Area is SSHE • State System of Higher Education • Business Area is 70 • Slippery Rock University of SSHE • Fiscal Year begins July 1 and ends next June 30 • Fiscal Year 2007 • July 1, 2006 – June 30, 2007 • SAP remembers frequently used information and offers suggestions in a scroll down menu • Always choose “Classic Drilldown” • Clicking the green arrow button takes you back one screen • Clicking the red X button will take you back to the SAP Easy Access screen

7. SAP Easy Access • SAP Easy Access is the porthole to Reports and Transaction Input screens • Create FAVORITES for the Reports and Input screens you use most in SAP • See next screen

8. FAVORITES 1 1 3 • Create FAVORITES • At the Menu bar click Favorites • Then click Insert Transactions • In the White Text Box below the Menu bar type ZBUDSOURCE_NOCF and click the green checkmark • The Favorite Shortcut will appear highlighted in Orange • Click the Pencil Icon {just under the S in Access} and re-name the report text Budget Look-up • click the green checkmark • As you find Transaction Codes useful to you such as ZBUDSTAT_NOCF, add them to your Favorites 3 3 2 2

9. Budget Sources Summary • ZBUDSOURCE_NOCF • After entering the Fund, Fund Center (or WBS Element for grants), Fiscal Year, and choosing Classic Drilldown • Click the clock icon {execute} • The Report in Summary format will display

10. Budget Sources Detail • In the Navigation area is a drill down icon that looks like a mountain. Click the drill down icon • The Navigation Menu will be highlighted in Orange • Click Commitment Item in the Navigation Menu

11. Budget Sources Detail • A screen will appear with your Fund Center’s Budget Sources by Commitment Item Information • Click to highlight a dollar amount. In the main menu click Extras > Line Items OR hold the Alt key and ‘a’ together then the ‘i’ key • The documents that make up the dollar amount will display

12. Budget Sources Detail • Clicking the document number will provide the detail of that document

13. Budget Look-up Input Screen • ZBUDSTAT_NOCF • Enter the Fund • General Fund is 7011001000 • Enter the Fund Center (or WBS Element for grants) • General is 7011XXXX00 • XXXX is your organization • Fiscal Year • 2005 – 07/01/04 to 06/30/05 • 2006 – 07/01/05 to 06/30/06 • Choose Classic Drilldown

14. Budget Look-up Summary • After entering the Fund, Fund Center (or WBS Element for grants, Fiscal Year, and choosing Classic Drilldown • Click the clock with the green checkmark below the S in Selection • The Report in Summary format will display

15. Budget Look-up Detail • Below the word “Fund” in the Navigation area is a drill down icon that looks like a mountain • Click the drill down icon • The Navigation Menu will be highlighted in Orange • Click Funds Center in the Navigation Menu

16. Budget Look-up Detail • A hierarchy screen will appear with your Fund Center Summary Information • Click on your Fund Center Name located in the blue area to highlight in darker blue • Double Click and the detail of your Fund Center will display

17. Budget Look-up Detail • Using the scroll bar on the right of the screen, scroll down through the Personnel line items until you reach Non-Personnel • You will find five columns of data • Budget • Commitment • Actuals • Total Com/Act • Available • Notice that Commitment and Actuals are expensed at the line item and the Total rolls up to the Total Com/Act line at the Budget Level revealing the remaining Budget Available

18. Budget Look-up Detail > Line Item • You can drill down on the Dollar Amounts in Columns Budget, Commitment or Actuals • Highlight the dollar amount in the column OR • Highlight the column header for all transactions this year • At the top menu choose Extras then click Line Items • This will produce a list of line items that make up the dollar amount

19. Budget Look-up Detail > Line Item > Document Detail • To drill down to the Document, Double Click on Document # • The detail lines of the Document will be displayed • To go back, click the green back arrow button

20. Budget Look-up: Reserves • In addition to current fiscal year budget available, some organizations have reserves • There are two types of Reserves: • 902 is the accumulation of unused prior year budget dollars • These dollars can be transferred to Non-Personnel as required • 903 is Capital Reserves • These dollars are to be used for 1-time purchases including equipment • Click the Red X above the word “Carryforwards” to return to the SAP Easy Access screen

21. Printing a Report • Basic • When all the information you need is on the screen • Click the last icon to the right then click Hardcopy • Complete Budget Report • Click Printer Icon • Click “All Columns” • In Printer Parameters • Output = locl • Spool Options • Check Print Immediately • Check Delete After Output • Verify New Spool Request is checked • Click Continue • Check Green Checkmark

22. Need Additional Information • Contact the Budget Office at Ext. 2024 • Email the Budget Office linda.moore@sru.edu • Visit the Budget Office at 203 Old Main