Differences Ledgers

Understanding The Differences between the Financial Ledgersfor Reporting

Welcome!Introductions What do you want to learn from this workshop?

AgendaFinancial LedgersMaster Data ElementsGroups Master DataValue Types / Document TypesLayouts

SAP Modules Financial Accounting (FI)Controlling (CO)Funds Management (FM)Grants Management (GM)

Financial AccountingGeneral LedgerSpecial Purpose LedgerSubsidiary LedgersFixed AssetsAccounts ReceivableAccounts Payable

Financial Accounting (FI)General Ledger (GL)A component in SAP that provides high level external reportingi.e. Annual Audited Financial StatementsReporting 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.

ControllingCost 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 LedgerSuggested 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 SIOsS_ALR_87013611 Total Plan / Actual for Cost Centers

Funds ManagementFund AccountingBudgetary ControlsBudget ExecutionBudgetary Basis ReportingCommitment 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 ReservationsCommitments 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 Managementfmrp_rw_budget Budget Overviewfmeddw Display Budget Entry Documentsfmedd Display Budget Entry Documents (one )fmrp_rffmep1ax All Postings Document JournalS_P99_41000147 Earmarked Funds

G/Ls , Commitment Items and Cost Elements

1xxxxx Assets2xxxxx Liabilities3xxxxx Net Assets4xxxxx Revenues5xxxxx Expenses6xxxxx Expenses (Settlement PF crosses BA)8xxxxx Expenses (Settlements / Work Orders)FI, CO and FM

FI, CO and FM

When reporting out of the FI ledger you should use g/ls. The types of g/ls 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 CIs 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

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 ItemsFM_SETS_FICTR3 - Display / Funds CentersFM_SETS_FUND3 - Display / FundsKOH3 - Display - Orders

How to Display Groups

How to Display Group

How to Display GroupNodes

Groups

Report ViewTest Data

Common Groups Available

Funds Centers: BP40XX = XX College/School/ Major AreaBP40XXXXX = XX College/School/Major Area, XXX Department

Commitment Items:PURCIGRPSPurdue Commitment Item Groups

Funds:FUNDGRPFMPurdue Fund Group

What is the equivalent to entry code from the legacy system?The codes are different for each financial ledger. FM = Value TypesGM = Value TypesCO = Value TypesFI = 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 Requisitions51Purchase Orders52Business Trip Commitments54Liabilities55Assets (SD/AR)57Payments60Parked Documents61Down Payments64Funds Transfers

GM Value Types

65Funds Commitment66Transfer Postings80Funds Block81Funds Reservation82Funds Precommitment83Forecast of Revenue95Secondary Cost Postings (CO)99Expenses / Revenues (Grant)

GM Value TypesB1BudgetR1Released BudgetZ1Fixed AssetsZ2Payroll - ActualsZ3Payroll AccrualsZ4F&A

CO Value Types Value type 4=real posting

Value type 11=statistical posting.

FI Document Types

Helpful InformationAccounting 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. TypeValue Type Value Type TextSA66Profit transfer postingsDZ66Profit transfer postingsZP66Profit transfer postingsZA66Profit transfer postingsSA66Profit transfer postingsSA60Parked DocumentsSA60Parked DocumentsSA66Profit transfer postingsDZ66Profit transfer postingsDZ66Profit transfer postingsZP66Profit transfer postingsZP66Profit transfer postingsZA66Profit transfer postingsZA66Profit transfer postingsLD81Funds ReservationLD81Funds ReservationWA54InvoicesZF54Invoices

Report ViewTest DataFMBBBudget Process = ENTRFMBBBudget Process = CORV, TRAN, SUPL Value Type = 81Value Types= 50, 51, 52 and 65Value 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 FMBy clicking on the printer icon you can collapse the data.

Layouts Adding Subtotals

Review our Take Away List

Good morning! Introduce myselfWhat do you want to take away from this workshop today? Ask the group and note on whiteboard.

Financial Modules / Ledgers FICO, FM vs GMMaster Data elements understanding of what master data elements come from which module.Reports- When your executing reports how to have a general idea of which ledger the report is pulling the data from and to understand what reports contain certain data.To validate the data which report do I use and what master data elements

Slide:Today we will be covering the following 3 SAP modules:

Financial Accounting (FI) which is used for high- level external reporting Controlling (CO) which is the module for meeting a lot of internal management needs.Funds Management (FM) module used for reporting on a budgetary basis.

There are many other modules in SAP like MM and GM but our focus today is on these 3.

***************************************************CO one module where revenues and expense activity is captured.

There are others, that we will not discuss today. These are the ones we will concentrate on todayThe financial accounting module, or FI module holds the

GENERAL LEDGER

SPECIAL PURPOSE LEDGERAND VARIOUS SUBSIDIARY LEDGERS SUCH ASFIXED ASSET (ledger)AR(subsid ledger) and the APThe GL is A component, or ledger, in SAP that provides data for high level external reporting needs. For example, data need for the Annual Financial Statements

This module, the FI module, is also holds or is where SOME of the month-end and year end activities take place.

Controlling module is used for

Cost Center Accounting Cost Element Accounting and,Internal Order tracking.

basically this is the module, or ledger, where transactions are captured at a cost-center or more detailed level.

CO is Used for some internal reporting VS. the

FI module where costs are captured at a higher level and is used for external reporting.

This module, contains the accounting functions for internal management of accounts

There are isnt any BS activity recorded in the CO module, only REVENUES and EXPENSES hit the CO module.

FM Module is whereFund Accounting information is held

where Budgetary Control activities take place

where Budget Execution, such as budget changes, happen

where budget Reporting is done

and where Commitment or ENCUMBRANCE as we know it Accounting happens.

(Commitments as we know them are called funds reservation in SAP)

For Budget what you dont see on this list is the BUDGET PLANNING AND DEVELOPMENT ACTIVITYTHIS WILL BE DONE IN THE SEM MODULE, STRATEGIC ENTERPRISE MANAGEMENT MODULE. A SEPARATE MODULE THAT EXTRACTS DATA FROM THE MAIN SAP SYSTEM AND FEEDS BACK INFORMATION, DATA TO THE MAIN SAP SYSTEM.

Reiterating a little bit on what we just covered, this slides highlights some of the main activities that happen in the FM module, such as

Available Fund Control, Budget Changes, Carry Forward activity, budget reporting.

And, it is worth highlighting that the FM module was created to meet the budgetary requirements of higher ed.

All this information will be presented in the future FM sessions.

ANY QUESTIONS..INTRO KRISTIAs we go through the workshop, we will try to show you an example of the planned structure.

This is very high level numbering structure for our GL accounts

This requirement was necessary to Integrate with PSCD and FI modules correctly. TA DA.

Our matrix is complete

Weve added Functional Area to the FM module and Special Purpose ledger

OKWeve thrown a lot at you any final questions on enterprise structure or the master data?

Accounting Services has set up structure for departments and funds groups to help identify your gifts, income producing, scholarship,etc. Example: This department could execute t-code GR55/Z100 and pull in all of the gift funds that are for their area.