FINANCIALINFORMATION SYSTEM

Basic Controlling Reporting

December 2012

Course Agenda
Purpose of Controlling Reporting: Four Key Questions to be answered Basic Reports used to answer Key Questions Cost Center (CC) Funding CC Funding by Allocation CC User Cost Center w/o IO: Plan & Actuals Cost Center with IO: Plan & Actuals Cost Centers: Actual/Plan/Commitments Internal Orders: Actual/Plan/Commitments Cost Centers: Actual Line Items Report Features
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Controlling(CO)
Controlling is used to track and plan revenue and expense activity for a specific department or project. It is similar to FM, but with an important difference no spending control (i.e., Funds Availability Checking).

The purpose of Controlling is to answer the question:

Which department/project incurred the activity?

Purpose of Controlling Reporting

Controlling Reports answer the following questions:
Which budget (FC or FC/Fund) was the financial transaction posted to?

How does the plan compare to actual financial activity?

What commitments are outstanding against the Cost Center / Internal Order?

What financial transactions have been recorded against the Cost Center / Internal Order?
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Basic Reports Used to Answer Questions

CC Funding CC Funding by Allocation CC Funding by User CC w/o IO: Plans & Actuals CC with IO: Plans & Actuals CC: Actual / Plan / Commitments IO: Actual / Plan / Commitments CC: Actual Line Items IO: Actual Line Items

To which budget (FC or FC/Fund) was the financial transaction posted?

How does the plan compare to the actual financial activity?

What commitments are outstanding against the CC / IO? What financial transactions have been recorded against the CC / IO? 5

Cost Center Funding Report

Used to:
View all postings to Cost Centers or Internal Orders by Cost Element (G/L account) and FM account (Fund Center or Fund Center/Fund) Provides: subtotals by Cost Element or FM account Can be run: for one period or a range of periods within a fiscal year for one or more: Cost Centers Internal Orders Cost Elements Funds Centers by exception (i.e., allows you to indicate accounts to omit) Enables: Allows drilldown to document level
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Cost Center Funding Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) Cost Center Funding (Transaction Code: ZF06)

To subtotal by Cost Element select Cost Element Sub Totals option

Enter fiscal year and period range. If only one period is desired, enter the same period in the From and To fields.
(e.g. From period 3, To period 3)

A Cost Center or Internal Order is required; however, to expand or narrow the scope of report output, a Cost Element and/or CF Center may be entered.

Cost Center Funding Report

Output Screen:

If Cost Element Sub Totals option is selected, subtotals appear here

Subtotal by FM account

Double click on any document line to drill down to the Document Overview
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Cost Center Funding by Allocation Report

Used to: Organize all postings to Cost Centers or Internal Orders by Allocation (a.k.a., Assignment)

Only useful if meaningful text or codes are used in the Assignment field of document line items* Can be run by: on single allocations range of allocations multiple allocations

All other features and report layouts are similar to the Cost Center Funding report with the exception of subtotaling by Allocation

*Note: The Allocation/Assignment field is case and space sensitive

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Cost Center Funding by Allocation Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) -> Cost Center Funding by Allocation (Transaction Code: ZF07)

Same selection criteria as the Cost Center Funding Report

Enter fiscal year and period range

Enter Allocation (assignment) criteria in this field. You can enter: A single allocation range of allocations, OR multiple allocations

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Cost Center Funding by Allocation Report (contd)

Output Screen:

Subtotaling by allocation

Double click anywhere on document line to drilldown to Document Overview

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Cost Center User Report

Used to:
Organize all postings to Cost Centers or Internal Orders by the AMS User ID of the person who entered the document/transaction

Can by run by: single user id range of user ids multiple user ids

Provides:
subtotals by Fund Center or Fund Center/Fund (i.e., funding source)

All other features and report layouts are similar to the Cost Center Funding report, but adds the user id column.
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Cost Center User Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) Cost Center User (Transaction Code: ZF08)

Same selection criteria as the Cost Center Funding Report

Enter fiscal year and period range.

Enter user criteria in these fields. You can enter: a single User ID range of User IDs, and/or multiple Users IDs

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Cost Center User Report (contd)

Output Screen:

Subtotals by FC or FC/F combo

Double click document line to drilldown to Document Overview

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Reports Used to Answer Questions

CC Funding CC Funding by Allocation CC Funding by User

Which budget (FC or FC/Fund) was the financial transaction posted to?

How does the plan compare to the actual financial activity recorded on a summary and detailed level?

What commitments are outstanding against the CC / IO?

What financial transactions have been recorded against the CC / IO?

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Cost Center Without Internal Orders: Plan & Actuals Report

Used to: Compare CO Plans to Actual Revenues and Expenses (both summary or detailed view)

Can be run by: a single period or range of periods Cost Center Group or Node single, range or multiple CCs Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: drilldown to line item details download to Excel

Does not include: Commitments

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Cost Center Without Internal Orders: Plan & Actuals Report (contd)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) UofT: CC w/o IO: Plan & Actuals (Transaction Code: ZSO3)

0 for the current plan (default) 1 for the original plan

Default is UofT Enter fiscal year and period range

Expand or narrow desired output by selecting: Groups single values a range of CCs and/or multiple CCs and/or Cost Elements
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Cost Center Without Internal Orders: Plan & Actuals Report (contd)
Output Screen:
Default view is Plan/ Act / Variance by Cost Element & Cost Center.

Data can be downloaded to Excel via Office Integration. Data can be sorted.

Click here to display alternate view of summary totals by Cost Element for the entire range of Cost Centers selected.

Expand or collapse each group of Cost Elements

Double click on any Cost Element item to drill down to the Detailed Line Items

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Cost Center With Internal Orders: Plan & Actuals Report

Used to: compare CO Plan and Actual revenues and expenses in a summary or detailed view Can be run by: a single period or range of periods Cost Center Group or Node single, range or multiple CCs Cost Element Group single Internal Order Order Group Specific plan versions (e.g., 0 for the current plan or 1 for the original plan) Enables: Provides drilldown to line item details Download to Excel

Does not include: Commitments

IMPORTANT: ALL UofT Cost Centers or Internal Orders will be included in the report if the 19 selection criteria is not defined correctly.

Cost Center With Internal Orders: Plan & Actuals Report (contd)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) UofT: CC with IO: Plan & Actuals (Transaction Code: ZSO1)

Identical to the screen for Cost Center w/o Internal Orders: Plans & Actuals

MUST specify: CC Group or CC value(s)

AND
Order Group or Order value(s)

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Cost Center With Internal Orders: Plan & Actuals Report (contd)
Output Screen:
Data can be downloaded to Excel via Office Integration.

Lists the Plan/Actual costs and Variance data for Cost Center

Also provides Plan/Actuals and Variance data for Internal Orders

Double click any Cost Element item to drill down to detailed line items

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Basic Reports Used to Answer Questions

CC Funding CC Funding by Allocation CC Funding by User CC w/o IO: Plans & Actuals CC with IO: Plans & Actuals

Which budget (FC or FC/Fund) was the financial transaction posted to? How does the plan compare to the actual financial activity recorded?

What commitments are outstanding against the CC / IO? What financial transactions have been recorded against the CC / IO?

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Cost Centers: Actual/Plan/Commitments

Used to: compare CO Plan, Commitments and Actual revenues and expenses in a summary or detailed view Can be run by: a single period or range of periods Cost Center Group or Node single, range or multiple CCs Cost Element Group Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: View of Commitments attached to Cost Center Provides drilldown to line item details Download to Excel

Output is the same as the UofT: CC w/o IO: Plan & Actuals report with the addition of Commitment transaction details
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Cost Centers: Actual/Plan/Commitments (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Plan / Actual Comparisons Additional Key Figures Cost Centers: Actual/Plan/Commitments (Transaction Code: S_ALR_87013620)

0 for the current plan (default) 1 for the original plan

Default is UofT Enter fiscal year and period range

Expand or narrow desired output by selecting: Groups single values a range of CCs and/or multiple CCs and/or Cost Elements

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Cost Centers: Actual/Plan/Commitments (contd)

Output Screen:

Actual + Commitment = Assigned

Double click any Cost Element item to drill down to detailed line items
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Orders: Actual/Plan/Commitments
Used to: compare CO Plan, Commitments and Actual revenues and expenses in a summary or detailed view Can be run by: a single period or range of periods single, range or multiple Internal Orders Order Group single Cost Element Cost Element Group Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: View of Commitments attached to Internal Order Provides drilldown to line item details Download to Excel

Output is the same as the Cost Centers: Actual/Plan/Commitments but reports only on Internal Orders

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Orders: Actual/Plan/Commitments
SAP Menu Path: Accounting Controlling Internal Orders Information System Reports for Internal Orders Plan/Actual Comparisons Additional Key Figures Orders: Actual/Plan/Commitments (Transaction Code: S_ALR_87012999)

0 for the current plan (default) 1 for the original plan

Default is UofT Enter fiscal year and period range

Expand or narrow desired output by selecting: Order Groups Single, range or multiple Internal Orders Single Cost Elements Cost Elements Groups

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Orders: Actual/Plan/Commitments (contd)

Output Screen:
Data can be downloaded to Excel via Office Integration.

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Basic Reports Used to Answer Questions

CC Funding CC Funding by Allocation CC Funding by User CC w/o IO: Plans & Actuals CC with IO: Plans & Actuals CC: Actual / Plan / Commitments IO: Actual / Plan / Commitments

Which budget (FC or FC/Fund) was the financial transaction posted to? How does the plan compare to the actual financial activity recorded?

What commitments are outstanding against the CC / IO? What financial transactions have been recorded against the CC / IO?

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Cost Centers: Actual Line Items

Used to: show all Actual transaction line items posted to Cost Center Provides:
detailed list of line items sorted by Fund Centers

Can be run on:

a single Cost Center range or multiple Cost Centers Cost Center Group or Node single Cost Element range or multiple Cost Elements Cost Element Group Multiple fiscal years

Internal Order version of this line item report: SAP Menu Path: Accounting Controlling Internal Order Information Systems Reports for Internal Orders Line Items Orders: Actual Line Items Transaction Code: KOB1

Enables:
Download to Excel
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Cost Centers: Actual Line Items (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Line Items Cost Centers: Actual Line Items (Transaction Code: KSB1)

Expand or narrow output by: Cost Center/CC Group Cost Element/Cost Element Group

Report singe posting date or over multiple years

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Cost Centers: Actual Line Items (contd)

Output Screen:
To download to Excel Can be sort, filter, subtotal data

Double click anywhere on a line item to drill down to Document Overview

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BasicReportsUsedtoAnswerQuestions
CC Funding CC Funding by Allocation CC Funding by User CC w/o IO: Plans & Actuals CC with IO: Plans & Actuals CC: Actual / Plan / Commitments IO: Actual / Plan / Commitments CC: Actual Line Items (and IO: Actual Line Items)

Which budget (FC or FC/Fund) was the financial transaction posted to? How does the plan compare to the actual financial activity recorded?

What commitments are outstanding against the CC / IO? What financial transactions have been recorded against the CC / IO?

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Manager Lorena Gaudio
lorena.gaudio@utoronto.ca

978-2802 946-3153 978-4042 946-3373 946-3291 978-4675

Assistant Manager Chris Dimitriadis Business Analyst Business Analyst Business Analyst Business Analyst
(Training Coordinator)

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Darshan Harrinanan
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Suzanne Macintyre
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karenjang.leung@utoronto.ca

Rames Paramsothy
rames.paramsothy@utoronto.ca
F.A.S.T Web site: http://www.finance.utoronto.ca/fast.htm

Course Evaluation: http://www.finance.utoronto.ca/fast/training/fissceval.htm

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THE END!