Understanding The Differences between the Financial Ledgers

for 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)

Financial Accounting

FI

• 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

• Cost Center Accounting

• Cost Element Accounting

• Internal Orders

Controlling

• 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

Controlling (CO)

Funds Management

FM

• 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

• 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

G/L’s , Commitment Items and Cost Elements

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”.

Financial Master Data

FI SPL CO FMCompany Code Company Code Controlling Area Financial Mgmt

Area Business Area Business Area Business Area

G/L Account G/L Account Cost Element Commitment Item

Fund Fund

Cost CenterFund Center

Cost Center Fund Center

Internal OrderWBS Element

Funded Program

Internal OrderWBS Element

Funded Program

Grant Grant

Functional Area Functional Area

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 Groups

How to Display Groups

How to Display Groups

How to Display Group

How to Display Group

Nodes

Nodes

Nodes

Groups

Groups

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.

FM Value Types

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.

FI Document Types

FI Document Types

FI Document Types

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

FMBBBudget Process = ENTR

FMBBBudget

Process = CORV, TRAN, SUPL

Value Type = 81 Value

Types= 50, 51, 52 and

65

Value Types =54,60,66 and 95

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.

Layouts – Adding Subtotals

Review our Take Away List