Understanding The Differences between the Financial Ledgersfor Reporting
Welcome! • Introductions • What do you want to learn from this workshop?
Agenda • Financial Ledgers • Master Data Elements • Groups – Master Data • Value Types / Document Types • Layouts
SAP Modules • Financial Accounting (FI) • Controlling (CO) • Funds Management (FM) • Grants Management (GM)
FI Financial Accounting • General Ledger • Special Purpose Ledger • Subsidiary Ledgers • Fixed Assets • Accounts Receivable • Accounts Payable
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.
CO Controlling • Cost Center Accounting • Cost Element Accounting • Internal Orders
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
FM Funds Management • Fund Accounting • Budgetary Controls • Budget Execution • Budgetary Basis Reporting • Commitment Accounting
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)
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
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)
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.
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”.
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.
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
How to Display Group Nodes
Report View Test Data
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
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.
GM Value Types • 50Purchase Requisitions • 51Purchase Orders • 52Business Trip Commitments • 54Liabilities • 55Assets (SD/AR) • 57Payments • 60Parked Documents • 61Down Payments • 64Funds Transfers
GM Value Types • 65Funds Commitment • 66Transfer Postings • 80Funds Block • 81Funds Reservation • 82Funds Precommitment • 83Forecast of Revenue • 95Secondary Cost Postings (CO) • 99Expenses / Revenues (Grant)
GM Value Types • B1Budget • R1Released Budget • Z1Fixed Assets • Z2Payroll - ActualsZ3Payroll – Accruals • Z4F&A
CO Value Types Value type 4=real posting Value type 11=statistical posting.
Helpful Information • Accounting Services has information on FI Document Types and equivalent legacy entry code • http://www.purdue.edu/account/ERP_Account_Info/
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
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
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
Layout of /BM AIMS FM By clicking on the printer icon – you can collapse the data.