SAP Financial Reporting

Aims & Objectives

Introduction to SAP financial modules Understanding of SAP cost objects Overview of University accounting structure Outline of available reports Confidence in using reports

SAP Help
Documentation

ISS website http://www.leeds.ac.uk/iss/infosystems/

SAP on-line help Superusers Helpdesk 33333

What is SAP?

Enterprise Resource Planning system SAP worlds largest ERP software supplier Based in Walldorf, Germany Implemented at Leeds in April 1999 Continuing programme of development

Components of SAP
Finance

Logistics Purchasing Sales Production Project System

Human Resources Personnel Management Payroll

Reporting Requirements
Financial Accounting

Income & Expenditure Balance Sheet Cash Flow

Management Accounting

Department Costs Project costs Costs v plan

SAP Finance Modules

FI

Financial Accounting
External Accounting Financial Statements Legal Requirements Standards

CO

Controlling
Internal Accounting Cost Reporting Management Accounting Flexible

Components of Controlling
CO OM

Overhead Cost Controlling How high are the costs of organisational activities? Are they within budget?

CO CEL

Cost & Revenue Element Accounting What costs occur within our organisation?

EC PCA

Profit Centre Accounting How profitable are the enterprise areas?

SAP Cost Objects

Used to track where costs occur within the organisation

CO & PS
Controlling & Project System

Balance Sheet Cost Objects

Internal Orders

Cost Centres

Project System WBS Elements

Profit Centres

Cost Centres
An organisational unit within SAP to which costs (and income) can be assigned
Six digit number e.g. 252000 Used to track costs of departments/major activities

Cost Elements
Used to collect and summarise costs according to classification
Five digit number e.g 50010 Main ranges: 40000 to 49999 External Income

50000 to 69999
70000 to 74999 75000 to 75999 80000 to 89999

External Costs
Internal Income Internal Costs Secondary Transfers

Cost Element Groups

Cost elements can be combined into groups of the same type
Used to create reports Standard reporting group REP_01 Displays costs within main University budget headings

Example KAH3 - Display cost element group

Cost Centre Structures (1)

Standard hierarchy

Tree structure containing all cost centres Reflects University accounting structure

Core activities - DC
Other services - DS Restricted funds - OR Endowment funds - EN Research awards - RG

Cost Centre Structures (2)

Department Codes

AUVI - Media Services CSER - Careers

INSS - ISS
LACE - Language Centre LIBR Library Example: DC-RC-LIBR Library core activities

Cost Centre Structures (3)

Alternative cost centre groups

Academic Services

Library

ISS

Careers

381513 SAP Support

381652 SAP Projects

Can report on individual cost centres or groups of cost centres

Cost Centre Structures (4)

Examples

OKENN - Display cost centre standard hierarchy

KSH3

- Display cost centre group

Internal Orders
Cost object used to monitor costs at a detailed level
Eight digit number e.g. 95000001 Linked to cost centre provides sub-analysis Simplifies cost centre structure

Used to track costs of individual activities e.g. projects, short courses

The Internal Order/ Cost Centre relationship

78500001
Internal Order

78500002
Internal Order

278520 COST CENTRE

78500003
Internal Order

Many to One Relationship

Internal Order Groups

Orders can be grouped into a structure
Many levels as required Maintained by departments no standard hierarchy Used for planning and reporting

Internal Orders
RC_HECS

Internal Order

TEACHING

RESEARCH

OTHER

Groups

TEACHING DIRECT

TEACHING OTHER

78515000

78515001

78515002

Internal Orders

Internal Orders
Examples

KO03 - Display internal order master data KOH3 - Display internal order group

Reports

Cost

centre reports

Internal order reports Report navigation Printing reports

Exporting to Excel