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Slippery Rock University. Budget Look-up Using SAP. FUND in S A P. Fund Center in S A P. Commitment Item in S A P. 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

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slippery rock university

Slippery Rock University

Budget Look-up

Using

SAP

sap logon
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
helpful hints
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
sap easy access
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
favorites
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

budget sources summary
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
budget sources detail
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
budget sources detail1
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
budget sources detail2
Budget Sources Detail
  • Clicking the document number will provide the detail of that document
budget look up input screen
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
budget look up summary
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
budget look up detail
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
budget look up detail1
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
budget look up detail2
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
budget look up detail line item
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
budget look up detail line item document detail
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
budget look up reserves
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
printing a report
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
need additional information
Need Additional Information
  • Contact the Budget Office at Ext. 2024
  • Email the Budget Office

[email protected]

  • Visit the Budget Office at 203 Old Main
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