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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

      linda.moore@sru.edu

    • Visit the Budget Office at 203 Old Main