BCS Reporting Manual Table of Contents

Transcription

1 BCS Reporting Manual Table of Contents INTRODUCTION TO THE BUDGET CONTROL SYSTEM AND REPORTING... 1 BCS AVAILABLE BALANCE... 2 DRILL-DOWN FUNCTIONALITY... 9 BCS NET BALANCE REPORT BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER BCS FISCAL BUDGET ADJUSTMENTS BCS FISCAL YEAR BUDGET COMPARISON BCS ACTUALS BY PERIOD BCS BUDGET VERSION COMPARISONS BCS PLAN VS. ACTUALS BY PERIOD VIEWING BCS REPORTS WITH EXCEL... 55

2 INTRODUCTION TO THE BUDGET CONTROL SYSTEM AND REPORTING CMU has implemented the Budget Control System (BCS), a new module of SAP that is used for entering budgetary information for department s funds center(s). The Budget Control System replaces the former processes used for budgeting and became operational as of July 1, BCS will continue to be used in the future for processing budget related entries in SAP. With the continued improvements and developments of the SAP system, the University decided to implement the SAP Grants Management module (GM). This new functionality within SAP will offer many improvements to the grants management process. As a first step to the successful implementation of the GM module, the Budget Control System had to be implemented because BCS will be an integral part of the grant budgeting process. Implementation of the GM module was completed in November of With the implementation of BCS, the budget data entered into the BCS module is stored in its own set of tables. In order to retrieve this data, reports were written to pull data from the specific tables where the information is stored. Since reports are table specific, new reports had to be created to access the budget documents generated by BCS. The new BCS reports have replaced the previous reports (i.e. Available Balance by Fiscal Year report) which pulled budgetary information posted within SAP via former budgeting functions. All of the old reports that were used in the past have been recreated to pull information from the BCS tables. Eventually, the old reports will be removed from the departmental report tree, leaving only the BCS reports to be used for reporting purposes. Several improvements have come from implementing BCS. One improvement is that BCS provides more detailed reporting of the budgetary documents entered into the system. BCS also allows for an increased number of variables that can be budgeted and reported against. An additional benefit of implementing BCS is that if the University chooses to implement the Budget Prep (Develop Net) module, BCS integrates with Budget Prep for uploading the budget information. Therefore, when / if the decision is made to implement the Budget Prep module, CMU will be in a position to successfully implement the new module. As the new BCS reports are utilized, you will see the many improvements that the implementation of the Budget Control System has to offer. 1

3 BCS AVAILABLE BALANCE Overview The BCS Available Balance report is used to compare a funds center(s) fiscal year plan data against the actual expenditures and encumbrances (commitments) incurred to date for the fiscal year. This report can also be used to calculate the remaining amount of plan available for a funds center to utilize for expenditures and commitments during a specific fiscal year. Users can also drill-down into individual budget entry documents, as well as actual and encumbered posting documents. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 2

4 3. Double-click on BCS AVAILABLE BALANCE. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 3

5 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments 99 Departmental Planning Period From Beginning reporting period. Required Enter reporting period (1-12). 1 July, 2 August, etc. Entering a value of 1 into this field will provide year to date information through the selected Period To value. Period To Ending reporting period. Required Enter reporting period (1-12). 1 July, 2 August, etc. The period through which reporting information is to be requested. Fiscal Year Funds Center Represents the reporting year of the University. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Enter the fiscal year to be reported against. Insert the department(s) 5-digit identification (cost center) number. CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field is very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. Note: To run this report on a year to date basis through September, enter periods 1 through 3 for the appropriate fiscal year. To run a month to date report for September, enter periods 3 through 3. The following screen is a completed example for cost center 26430, for periods 1-12 of fiscal year 2005: 4

6 5. Press the Execute button. Once the report has finished executing, the BCS Available Balance report will appear as seen below: Column Explanations: Column: CUR PLAN ACTUAL COMMITMENT PLAN/ACT % VAR Description: Projected (planned) revenue and expenses for the funds center(s) (department). Does not represent the amount to spend. Actual revenue and expenses incurred by this funds center(s) that have been posted within SAP. Open encumbrances (commitments) from purchase orders, staff/faculty salary, benefits etc. (Cur Plan less Actual less Commitment) Represents how well the funds center(s) (department) is doing compared to its plan. No longer the amount to spend. Percentage representation of the PLAN/ACT column. 5

7 Note: Revenues are represented as negative amounts while expenses are positive amounts. Therefore, a negative balance indicates a surplus and a positive balance indicates a deficit. 6. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. The following shows the above report completely expanded, which displays the lowest level of detail contained in this report without drilling-down into the individual entry level documents: As can be seen in the above report, a hierarchical structure exists where the lowest level of reporting rolls up to the next higher level. For example, commitments items , 6

8 and roll up to Staff Salaries, which then roll up to Regular Compensation, and up to Total Expenses. In continuing with the column explanations, the following report represents an academic funds center (department). The previous reports have pertained to a service center (department). 7

9 The table below provides greater detail as to the items represented in the Cur Plan and Actual columns of the BCS Available Balance report for both an academic and a service center. Academic Funds Center Revenues Expenses Column Tuition Enroll Fee Provost Other Rev Wages Fringes S / E Plan Based on enrollment projections by credit hour. Based on a per credit hour rate. Represents allocated funding provided from the Provost. Not included in Plan. Based on last year s S / E budget. Actual Distributed 2x per semester. 1 st After Phase II registration is complete. 2 nd Approx. one month after each semester ends. Same as Tuition. Posted at the beginning of the fiscal year. Posted as revenue is received. Based on the nonvacant positions at the beginning of the year, plus an average for vacant positions. Posted as expenses are incurred. Based on actual benefit selections for filled positions, plus an average for vacant positions. Posted as expenses are incurred. Posted as expenses are incurred. Service Funds Center Revenues Expenses Column Appropriations Other Revenue Wages Fringes S / E Plan Projected from the prior year s expenditures. Based on last year s S / E budget. Actual Posted at the beginning of the fiscal year. If received by the department, collaboration with Budget & Planning is required to determine the appropriate plan amount. Posted as revenue is received. Based on the non-vacant positions at the beginning of the year, plus an average for vacant positions. Posted as expenses are incurred. Based on actual benefit selections for filled positions, plus an average for vacant positions. Posted as expenses are incurred. Posted as expenses are incurred. 8

10 DRILL-DOWN FUNCTIONALITY The functionality exists for the user to drill-down into a specific dollar amount presented on the BCS Available Balance report. Since not all amounts presented on the report are comprised of a single posted amount, drilling-down allows the user to see in greater detail, the actual line items that make up the dollar amount presented on the report. For example, when drilling-down into the Actual office supplies posted to a department, the amount reported on the BCS Available Balance report may be a single dollar amount, or possibly the summation of multiple postings related to office supplies. The following provides an example of drilling-down into an Actual dollar amount represented on the BCS Available Balance report presented below. 7. Drill-down into the Actual amount(s) posted to Purchasing MasterCard line item of the report by double-clicking on the specific dollar amount ($310.37) highlighted above. The following screen will appear: 9

11 8. Choose Actual/Commitment Line Item Detail to view the individual dollar amounts that make up the total Actual represented on the BCS Available Balance report for Purchasing MasterCard. After selecting the Actual/Commit option above, the following report will appear showing the individual line items that comprise the $ located on the above report. Sort and Filter Subtotal Change Layout and Select / Save Layout Within the above screen, various sorting, filtering, summations, etc. can take place to change the layout of the report so the data can be presented in the needed format. Once the layout is changed and is representative of how you feel, the line item report should appear on a regular basis, the layout can be saved as a user specific layout which can then be retrieved to change the layout according to the changes made previously to meet your specifications. The buttons highlighted above are some of the commonly used functions utilized with this report. 9. Press the green back arrow to return to the BCS Available Balance report. 10

12 The following provides an example of drilling-down into a Commitment dollar amount represented on the BCS Available Balance report presented below. 10. Drill-down into the commitment (encumbered) amount(s) posted to Prof/Admin Salary line item of the report by double-clicking on the specific dollar amount ($192,044.41) highlighted above. The following screen will appear: 11

13 11. Choose Actual/Commitment Line Item Detail to view the individual dollar amounts that make up the total Commitment represented on the BCS Available Balance report for Prof / Admin Salary. After selecting the Actual/Commit option above, the following report will appear showing the individual line item that comprises the $192, located on the above report. Note: The same functionality for sorting, filtering, etc. presented earlier for the Actual line items also exists for the Commitment line items report above. 12

14 The following provides an example of drilling-down into a Cur Plan dollar amount represented on the BCS Available Balance report presented below. 12. Drill-down into the Cur Plan amount(s) posted to State Appropriations line item of the report by double-clicking on the specific dollar amount ($475,174.00) highlighted above. The following screen will appear: 13

15 13. Choose BCS Budget Entry Documents to view the individual dollar amounts that make up the total Cur Plan represented on the BCS Available Balance report for State Appropriations. After selecting the BCS Budget option above, the following report will appear showing the individual line items that comprise the $475, located on the above report. Note: The same functionality for sorting, filtering, etc. presented earlier for the actual and commitment line items also exists for the budget line items report above. 14

16 BCS NET BALANCE REPORT Overview The BCS Net Balance report is used to show the actual surplus/deficit for the revenues, expenses and encumbrances (commitments) incurred to date for the fiscal year. This report does not contain any plan data. Users can also drill-down into individual entry documents to view the activity related to each amount presented on this report. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 15

17 3. Double-click on BCS NET BALANCE REPORT. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 16

18 Field Name Description R/O/C User Action and Value Comments Period From Beginning reporting period. Required Enter reporting period (1-12). 1 July, 2 August, etc. Entering a value of 1 into this field will provide year to date information through the selected Period To value. Period To Ending reporting period. Required Enter reporting period (1-12). 1 July, 2 August, etc. The period through which reporting information is to be requested. Fiscal Year Funds Center Represents the reporting year of the University. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Enter the fiscal year to be reported against. Insert the department(s) 5-digit identification (cost center) number. CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. 17

19 The following screen is a completed example for cost center 26430, version 0, periods 1 12 for fiscal year 2005: 5. Press the Execute button. Once the report has finished executing, the BCS Net Balance report will appear as seen below: Column Explanations: Column: REVENUES/ACTUALS COMMITMENT NET BALANCE Description: Actual revenue and expenses incurred by this funds center that have been posted within SAP. Open encumbrances (commitments) from purchase orders, staff/faculty salary, benefits etc. (Revenues/Actuals less Commitments) Represents how well the funds center (department) is doing compared to its actual revenues & expenses incurred to date. 18

20 6. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. The following shows the above report completely expanded, which shows the lowest level of detail contained in this report without drilling-down into the individual entry level documents: Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Net Balance report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual actual or commitment item entry line items. After drilling-down into the individual line items, the capabilities for 19

21 sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual) also exists for line item detail report. 20

22 BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER Overview The BCS Budget Line Items by Documents Number report is used to view the budgetary line items that have been posted to fund center(s) as part of the funds center(s) overall budget. Users can also drill-down into individual budget entry documents to view the activity related to each budget category. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 21

23 3. Double-click on BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 22

24 Field Name Description R/O/C User Action and Value Comments Created Date The date of which the budget Optional Insert date. entry document was created. Created By The person who entered the budget entry document into SAP. Optional Insert global id of person who entered the document into SAP. Document Document date assigned to Optional Insert date. Date Budget Document Type Budgeting Process Person Responsible Budget Version Budget Type Commitment Item Budget Document Number the budget entry document. Characteristic used within the document header to classify budget entry documents. Characteristic used to classify the basic process used to post budget entry documents. The person who is responsible for the budget entry document. Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Defines the type of budget entry. Characteristic used for budgeting. The number automatically assigned to a budget entry document. Optional Enter document type. Use the pull-down functionality to select from the following document types: ZO Original Budget ZR Budget Return ZS Budget Supplement ZT Budget Transfer Optional Enter budget process. Use the pull-down functionality to select from the following budgeting processes: COVR Carry Over ENTR Enter RBBP Reverse/Increase Budget RETN Return SUPL Supplement Optional Required Insert global id of person responsible for the budget document. TRAN Transfer 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments 99 Departmental Planning Optional Leave this field blank. Leave this field blank. Optional Enter commitment item. Leave this field blank to see all commitment item postings. Optional Insert document number. SAP automatically assigns a document number to a budget entry document depending upon the type of entry being made. Original, Supplement, Return and Transfer entries have different number ranges assigned to them. 23

25 Field Name Description R/O/C User Action and Value Comments Fiscal Year Represents the reporting year of the University. Required Enter the fiscal year to be reported against. CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first Fund Utilized for accounting / reporting purposes. Funds Center The 5-digit organizational unit used for reporting purposes. 6 months of the fiscal year. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. Required Insert the department(s) 5-digit identification (cost center) number. 4. Populate the selection screen based on the reporting requirements you need to meet. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. The following screen is a completed example for cost center 26430, budget version 0, for fiscal year 2005: 24

26 5. Press the Execute button. Once the report has finished executing, the BCS Budget Line Items by Document Number report will appear as seen below: Note: The same functionality for sorting, filtering, subtotaling, etc. explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual also exists for the line item detail report. Column Explanations: (See table above for description of the fields represented on the BCS Budget Line Items by Document Number report.) 25

27 BCS FISCAL BUDGET ADJUSTMENTS Overview The BCS Fiscal Budget Adjustments report is used to view the various categories of budget entry transactions of original, return, supplement, and transfers that have been posted to a fund center(s) during a fiscal year. Users can also drill-down into individual budget entry documents to view the activity related to each budget category. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 26

28 3. Double-click on BCS FISCAL BUDGET ADJUSTMENTS. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 27

29 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments Fiscal Year Budget Type Funds Center Represents the reporting year of the University. Used to identify various budgetary transactions for greater reporting capabilities. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Enter the fiscal year to be reported against. 99 Departmental Planning CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Optional Defaults to blank. Leave the field blank to view all budget entries. If a more specific search is desired, use the pull-down functionality to select a specific budget type from the list of values. Required Insert the department(s) 5-digit identification (cost center) number. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. 28

30 The following screen is a completed example for cost center 26430, version 0, for fiscal year 2005: 5. Press the Execute button. Once the report has finished executing, the BCS Fiscal Budget Adjustments report will appear as seen below: 29

31 Column Explanations: Column: Description: Budget Process: Current Budget The present budget, which includes all budget processes, for the version and time period reported. All budget processes. Original Budget The initial budget for the version and time period reported. Enter = ENTR Returns Supplements Transfer Sender Transfer Receiver Represents a reduction of funding for the version and time period reported. Reduces overall budget due to decrease in funding. Return = RETN Additional funding received for the version and time period reported. Increases overall budget due to new funding. Supplement = SUPL Funding transferred from the funds center(s) to another funds center(s). Does not change overall budget. No overall addition/reduction of funding. Sender = SEND Funding transferred to the funds center(s) from another funds center(s). Does not change overall budget. No overall addition/reduction of funding. Receiver = RECV 6. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. 30

32 The following shows the above report completely expanded, which displays the lowest level of detail contained in this report without drilling down into the individual entry level documents: Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Fiscal Budget Adjustments report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual budget entry line items. After drilling-down into the individual line items, the capabilities for sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual) also exists for the line item detail report. 31

33 BCS FISCAL YEAR BUDGET COMPARISON Overview The BCS Fiscal Year Budget Comparison report is used to view the funds center(s) fiscal year budget by version. This report displays a funds center(s) budgetary information for three consecutive fiscal years, along with the budgeted amounts posted by commitment item for the fiscal years. Users can also drill down into individual budget entry documents to view the activity related to each budget category by fiscal year. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 32

34 3. Double-click on BCS FISCAL YEAR BUDGET COMPARISON. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 33

35 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments Fiscal Year Funds Center Represents the reporting year of the University. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Enter the fiscal year to be reported against. Insert the department(s) 5-digit identification (cost center) number. 99 Departmental Planning CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. 34

36 The following screen is a completed example for cost center 26430, version 0, for fiscal year 2005: 5. Press the Execute button. Once the report has finished executing, the BCS Fiscal Year Budget Comparison report will appear as seen below: 35

37 Column Explanations: Column: F/Y 2005 F/Y 2004 F/Y 2003 COLUMN 1-2 COLUMN 2-3 Description: Current budget of the funds center(s) for the version and fiscal year being reported. Represents the fiscal year entered as part of the selection criteria for this report. Current budget of the funds center(s) for the version and fiscal year being reported. This fiscal year is one year less the fiscal year entered as part of the selection criteria for this report. Current budget of the funds center(s) for the version and fiscal year being reported. This fiscal year is two years less the fiscal year entered as part of the selection criteria for this report. Column 1 less Column 2. This example would be F/Y 2005 less F/Y Column 2 less Column 3. This example would be F/Y 2004 less F/Y Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. The following shows the above report completely expanded, which displays the lowest level of detail contained in this report without drilling down into the individual entry level documents: 36

38 Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Fiscal Year Budget Comparison report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual budget entry line items. After drilling-down into the individual line items, the capabilities for sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual) also exists for the line item detail report. 37

39 BCS ACTUALS BY PERIOD Overview The BCS Actuals by Period report is used to view a funds center(s) fiscal year plan data against the actual monthly revenues / expenses and outstanding encumbrances that have occurred thru the fiscal year. This report provides the same information as the BCS Available Balance report, with the added benefit of displaying the monthly revenues and expenses for the funds center(s). Users can also drill-down into individual entry documents to view the activity related to each amount presented on this report. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 38

40 3. Double-click on BCS ACTUALS BY PERIOD. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 39

41 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments Fiscal Year Funds Center Represents the reporting year of the University. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Enter the fiscal year to be reported against. Insert the department(s) 5-digit identification (cost center) number. 99 Departmental Planning CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. The following screen is a completed example for cost center 26430, version 0, for fiscal year 2005: 5. Press the Execute button. Once the report has finished executing, the BCS Actuals by Period report will appear as seen below: 40

42 (1 st Page) Note: The BCS Actuals by Period report is very wide due to the number of columns represented. In order to view all of the columns on the report, use the scroll bar at the bottom of your SAP screen. Once you have scrolled completely to the right, use the icon to move to the next page of the report. To move back to the first page, use the button. (Above Report Continued. 2 nd Page) 41

43 Column Explanations: Column: CUR PLAN MONTH TOTAL ACTUALS Description: Projected Actual revenue Total of the (planned) and expenses monthly actual revenue and incurred by revenue and expenses for the this funds expenses incurred funds center(s) center(s) for by this funds (department). the month that center(s) that have Does not have been been posted within represent the posted within SAP. amount to SAP. spend. (i.e. June, July August, ) PLAN/ACT (Cur Plan less Actual less Commitment) Represents how well the funds center(s) (department) is doing compared to its plan. % VAR Percentage representation of the PLAN/ACT column. 6. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. 42

44 The following shows the above report completely expanded, which displays the lowest level of detail contained in this report without drilling-down into the individual entry level documents: Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Actuals by Period report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual budget entry line items. After drilling-down into the individual line items, the capabilities for sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual) also exists for the line item detail report. 43

45 BCS BUDGET VERSION COMPARISONS Overview The BCS Budget Version Comparison report is used to compare two versions of a fund center(s) fiscal year plan data. Users can also drill-down into individual budget entry documents to view the activity related to each budget amount presented on the report. 1. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 2. Press the beside SUMMARY REPORTS (BCS) to open this node of the Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then open to display the reports contained within this node of the report tree as seen below. 44

46 3. Double-click on BCS BUDGET VERSION COMPARISON. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 45

47 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments With Version Fiscal Year Budget Type Funds Center Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Represents the reporting year of the University. Used to identify various budgetary transactions for greater reporting capabilities. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Defaults to 1 for original unadjusted budget. Enter the fiscal year to be reported against. 99 Departmental Planning Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments 99 Departmental Planning CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Optional Defaults to blank. Leave the field blank to view all budget entries. If a more specific search is desired, use the pull-down functionality to select a specific budget type from the list of values. Required Insert the department(s) 5-digit identification (cost center) number. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 4. Populate the selection screen based on the reporting requirements you need to meet. 46

48 The following screen is a completed example for cost center 26430, versions 0 and 1, for fiscal year 2005: 5. Press the Execute button. Once the report has finished executing, the BCS Budget Version Comparisons report will appear as seen below: 6. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. 47

49 Column Explanations: Column: Version 0 Version 1 Description: Represents the budget version information for the value entered in the Version field as part of the selection criteria for this report. Note: Will always represent the value entered in the Version field; therefore, will not necessarily be version 0 information reported in this column unless specified in the selection criteria. Represents the budget version information for the value entered in the With Version field as part of the selection criteria for this report. Note: Will always represent the value entered in the With Version field; therefore, will not necessarily be version 1 information reported in this column unless specified in the selection criteria. The following shows the above report completely expanded, which displays the lowest level of detail contained in this report without drilling down into the individual entry level documents: Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Budget Version Comparisons report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual budget entry line items. After drilling-down into the individual line items, the capabilities for sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of this manual) also exists for the line item detail report. 48

50 BCS PLAN VS. ACTUALS BY PERIOD Overview The BCS Plan vs. Actuals by Period report is used to view the monthly variance of plan verses actual postings throughout the fiscal year. The report also shows the variance of plan verses actual postings for the entire fiscal year. The true benefactor of this report is the department that utilizes budget version 99 to allocate the department s budgetary information on a monthly basis. This report will not display the initial budgetary information posted by Budget and Planning on a monthly basis, since the University s initial budgetary information is not posted to SAP in a monthly format. For example, academic departments will not see the initial tuition and fees budgetary information, which is provided to Budget and Planning at the beginning of a fiscal year, posted in correspondence with the months that these revenues are actually received. But, if Budget and Planning makes adjustments to a department s University budget, these adjustments will appear in the month the adjustment occurred. Examples include original budget corrections, supplements, transfers, and returns. Users can also drill-down into individual entry documents to view the activity related to each amount presented on this report. 7. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA The following screen will appear: 49

51 8. Press the beside OTHER to open this node of the Departmental Reporting Tree. The OTHER node will then open to display the reports contained within this node of the report tree as seen below. 9. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen for the report will appear. See the table below for a description of each field located on the above selection screen. 50

52 Field Name Description R/O/C User Action and Value Comments Version Used in conjunction with budgetary (planning) data. Allows for multiple versions of planning data to be utilized and reported against. Required Defaults to 0 for current adjusted budget. Use the pull-down functionality to select from the following versions: 0 Adjusted Budget 1 Original (Unadjusted) Budget 2 - Original Budget + Base Adjustments Fiscal Year Funds Center Represents the reporting year of the University. The 5-digit organizational unit used for reporting purposes. Fund Utilized for accounting / reporting purposes. Required Required Enter the fiscal year to be reported against. Insert the department(s) 5-digit identification (cost center) number. 99 Departmental Planning CMU s fiscal year runs from July 1 through June 30; this field does not correspond to the calendar year for the first 6 months of the fiscal year. Do NOT leave this field blank. Leaving the field blank will bring up the entire CMU hierarchy of funds centers. Optional Leave blank. This field very seldom utilized for departmental reporting purposes. 10. Populate the selection screen based on the reporting requirements you need to meet. The following screen is a completed example for cost center 21810, version 99, for fiscal year 2005: 11. Press the Execute button. Once the report has finished executing, the BCS Plan vs. Actuals by Period report will appear as seen below: 51

53 Column Explanations: Column: PLAN ACTUALS VARIANCE Description: Plan (budget) data for revenue and expenses which has been posted within SAP. (Originates in CO Planning transaction KP06 and is transferred to BCS using transaction FMCYCOPI_CO.) Actual revenue and expenses incurred by this funds center that have been posted within SAP. Represents how well the funds center (department) is doing compared to its actual revenues & expenses incurred to date. 12. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. The following shows the above report completely expanded, which shows the lowest level of detail contained in this report without drilling-down into the individual entry level documents: 52

54 Note: The same functionality for drilling-down into specific dollar amounts also exists for the BCS Plan vs. Actuals by Period report. By double-clicking on the dollar amount in question, you will be brought into a report which shows the individual actual line items. After drilling-down into the individual line items, the capabilities for sorting, filtering, subtotaling, etc. (explained in detail in the BCS AVAILABLE BALANCE, Drill-Down Functionality section of the BCS Reporting Manual) also exists for line item detail report. 53

55 Navigation: Since this report displays each period of the fiscal year, as well as the fiscal year totals for all of the months added together, this report has multiple pages. Thus the use of the buttons is necessary to navigate through the entire report. The The The The button is used to move to the first page of the report. button is used to move to the back one page at a time through the report. button is used to move forward one page at a time through the report. button is used to move to the last page of the report. 54

56 VIEWING BCS REPORTS WITH EXCEL Overview With the new BCS reports, the capability exists to automatically view BCS reports as an Excel spreadsheet using Excel functionality instead of viewing the report as traditionally done through SAP. The Excel version of a BCS report can then be saved as an Excel file. This viewing option could be useful for analyzing the report data with Excel functionality that possibly exceeds the current functionality available within SAP. The BCS report saved as an Excel file could also be used for linking to other Excel files. The decision to use this viewing functionality is completely up to the user. If the decision is made to utilize the Excel viewing capabilities, all BCS reports will continue to be viewed in Excel (as a default setting) until this setting is reversed, which the user can do at any time while in any BCS report. This example will utilize the BCS PLAN VS. ACTUALS BY PERIOD report to demonstrate how Excel viewing functionality operates. Important: Before attempting to view a BCS report as an Excel spreadsheet, the macro security within Excel must be updated. Updating the macro security will establish a default setting, which only needs to be set once. After updating the macro security, all Excel files will be affected by this default setting. This setting can also be reversed at any time while a user is within Excel. To update the macros security, open Excel and follow menu path Tools Macro Security. Choose Medium and press Enter. After updating and saving the security settings, the default settings for Excel will now be set at Medium for all Excel spreadsheets. 13. Access the transaction via: Transaction Code It is recommended that transaction code FMRA be included with your Favorites for easy access to the report tree. FMRA 55

57 The following screen will appear: 14. Press the beside OTHER to open this node of the Departmental Reporting Tree. The OTHER node will then open to display the reports contained within this node of the report tree as seen below. 15. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen for the report will appear. 56

58 16. Populate the selection screen based on the reporting requirements you need to meet. The following screen is a completed example for cost center 21810, version 99, for fiscal year 2005: 17. Press the Execute button. Once the report has finished executing, the BCS Plan vs. Actuals by Period report will appear as seen below: 18. Follow SAP menu path View Expand Report Fully to see further detail pertaining to the funds center. Before expanding the report fully, the report is presenting a high overview summary of the funds center s activity. By expanding the report, more detail is provided to show what items comprise the higher level summation levels. 57

59 The following shows the above report completely expanded, which shows the lowest level of detail contained in this report without drilling-down into the individual entry level documents: Note: Explode the report to the lowest level of detail that you would want to view in the Excel spreadsheet. If the report is not exploded to your lowest level of detail for reporting, the detail information will be unavailable within the Excel spreadsheet. 58

60 19. Follow menu path Settings Options. The Options screen will appear. 20. Choose Microsoft Excel. 21. Uncheck the Worksheet protection box, which will become available for selection after choosing Microsoft Excel in the step above. For added security and preservation of SAP report information (as displayed in Excel), leave the Worksheet protection box checked if changes to the Excel report are not to be allowed. Leaving the box checked establishes a protected worksheet default for this individual Excel report only. 22. Press the Enter button to continue. If the Worksheet protection box is unchecked the following Warning message will appear. 59

61 23. Press the Enter button to continue through the Warning message. The following screen will appear: This screen is actually an Excel warning message and appears as a result of the macro security setting that was set earlier in Excel. 12. Press the Enable Macros button. The report will appear in an Excel format as seen in the following screen: 60

62 13. Save a copy of the report by following menu path File Save Copy As and provide the report with a file name as though saving an Excel file. 14. Return to viewing the report through SAP by following SAP menu path Settings Options and returning the Microsoft Excel setting established in Step 8. to Inactive. Then, press the Enter button on the Options screen to accept the Inactive setting. The report will now appear as a SAP report, as will all other BCS reports. 15. Open the Excel file saved in Step 13 to view the report information generated from the SAP BCS report. Upon opening the Excel file, the Security Warning message will appear. Choose Enable Macros to enter the file. The BCS report is now available for use as an Excel file and provides the same functionality as any other Excel file. Note: Please remember that any changes made only to the Excel file version of the BCS report will not be reflected in SAP. Only postings that actually occur in SAP will be reflected in SAP. 61