SAP Hands-on Training—GM Review
Document located at: http://www.purdue.edu/business/bs-ba/doc/GM%20Outline.doc
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Resources
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OnePurdue Financial Reporting
B@P > Business Systems Reporting > Financial Reports
Business Manager>Training>SAP Hands-on Training
Accounting Services> General Ledger>Document Type
OnePurdueTips (Business Managers)
Enhanced Reporting Showcase
Enhanced Reports—Project Financial Reports (or FSSR) (GM)
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These reports are automatically sent to PI’s, CoPI’s and Responsible Personnel based on
GM Aims logic via the ports (UWL). The reports produced are always month end reports
based on the most recent month end. There are three different views available for each
report.
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Grant View—this is a consolidated view from the grant perspective. Includes data
from all sponsored programs associated with this grant.
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Sponsored Program View—this report contains data for just the sponsored
program listed in the selection criteria. If there is more than one sponsored
program listed, a separate report for each sponsored program would appear.
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Both Views—this will produce both the Grant View and Sponsored Program View
for each selected grant/sponsored program. The order will be Grant 1, Sponsored
Program 1, Sponsored Program 2, Grant 2, Sponsored Program 3, Sponsored
Program 4, etc.
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Reports are automatically distributed as follows:
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PI’s will receive the Project Financial Report for each award where they are
the PI. This will include the Grant View (consolidated) and the Sponsored
Program View (minor).
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Co-PI’s will receive the Sponsored Program view of the Project Financial
Report, Monthly Transaction List and Budget Changes reports.
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These reports can also be produced by running the t-code in SAP. You can produce real
time or month end reports based on the To Period chosen in the selection criteria. See
below for details.
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Project Financial Report—z_fssr_projfin
5/15/2009
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Lists budget, current months expenses, life to date expenses, commitments and
available balance. Different views (listed above) are available.
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Also lists overdue reports in the header.
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Monthly Transaction Listing—zfi_fssr_mnthly_trns
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Lists all transactions for the current month with detail including personnel, vendor
name and production description by grant or sponsored program.
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Note that on the Project Financial Report Commitment Item column will NOT
equal the Monthly Transaction Listing Commitments Total. These are representing
two different things. The PRF is the outstanding balance of commitments as of a
given date. The MTL is a list of all the transactions that posted during the specified
period that affected commitments (either releasing a commitment, or setting a
commitment up.) It is not the outstanding balance.
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Export monthly transaction listings to excel—by selecting the Spreadsheet Output
radio button at the bottom of the selection criteria screen, data will be produced in
exportable format.
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Amounts stored as text—in some cases, when data is exported to excel, dollar
amounts are stored as text. Use these instructions to change format if necessary.
Monthly Budget Changes—z_fssr_monthlybud
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Lists all budget transactions including original, changes, carry forward and cost share
items for a particular grant or sponsored program.
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This t-code will pull data for the entire fiscal year regardless of the To Period
entered on the selection criteria.
Tips for running Project Financial Reports
5/15/2009
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If you run report by the Co_PI, always choose the Sponsored Program View.
Otherwise, you will get more data than needed. If you shared this data with a CoPI, you could be sharing more than just their data.
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Responsible cost center (RCC) and report views work together to determine what
reports will be produced.
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If you choose Grant View, the program will look at the Grant RCC.
Review assigned RCC on a grant with t-code GMGRANTD, General Data
Tab.
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If you choose Sponsored Program View, the program will look at the
Sponsored Program RCC. Review assigned RCC on a Sponsored Program
with t-code KO03.
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Avoid using Both Views when running on RCC—you will get more than just
your data.
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Use check boxes at bottom of selection criteria screen if you want to see
cancelled or closed grants.
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Grants Management T-codes
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Master Data Index for Grant—S_ALN_01000079
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Use the Dr. Seuss hat (Dynamic Selections)
to be able to limit on Responsible
Cost Center. Expand Grant Master selection, highlight Responsible Cost Center,
and then click Copy Selected Items. Enter fund center, click the save button and
execute.
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Different layouts can be selected.
Grants Master-Display Only—GMGRANTD
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Use the above t-code or drill into the grant from the master data index.
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Lists master data in tab format.
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General Data Tab—lists responsible cost center, Sponsor number, title, grant
value and GRANT validity dates.
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Reference Tab—lists the legacy account number if converted from legacy to SAP.
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Responsibilities Tab—this is where you would see if someone has been set up
with Aims access (other than PI or Co-PI).
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Dimensions Tab—lists the funds used as well as the sponsored programs
associated with the grant.
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Overhead Costs Tab—lists the F&A rate associated with each sponsored
program/sponsored class combination for the grant.
GM Budget Overview—GMBDGTOVIEW
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Use the above t-code or drill into the grant from the other t-codes.
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Be sure to click ALL DIMENSIONS in selection criteria
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Lists sponsored programs (by fund) with budget, actual and delta.
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Can expand and collapse data to the desired level of detail.
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External (Sponsor) funds are listed separately from Internal (Cost Sharing) funds.
You may need to expand or collapse to see details.
Master Data Index for Sponsored Prog—S_ALN_01000159
5/15/2009
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Can look at sponsored programs one at a time, for an entire grant, or reporting unit
(see notes above about Dr. Seuss hat above).
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Can drill into GMPROGRAM from this screen.
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Lists off campus flag, cost sharing flag, F&A rate, and sponsored program number.
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GM Sponsored Program Master Data—GMPROGRAM
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Use the above t-code or drill into the grant from the other t-codes.
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Basic Data Tab—lists program description, created by, created on, last modified
by and last modified on dates.
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Responsibility Tab—lists Co-PI information and Aims access information.
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Additional Data Tab—Misc Tab—Shows Valid From Date & Valid To Date for
sponsored program. This can be different than the dates for the grant.
Grants Management Line Items Display—S_PLN_16000269
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This t-code gives similar information to the All Postings report for Gm data.
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Use the information below to filter to the data to desired numbers.
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Budget—Value Type-– R1, Fund = 4* or 2*
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Expenses (actual)—Value Type not equal to 51, 52, 60, & 81; Stat Ind=R;
Sponsored Class=7*; Fund=4* or 2*
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After data is run, select layout /EXP VALID to see expense layout
with filters as indicated above.
Commitments—Value Type=51, 52, 60 & 81; Stat Ind=R; Fund=4* or 2*
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5/15/2009
After data is run, select layout /BDGT VALIDT to see budget layout
with filters as indicated above.
After data is run, select layout /COMM VALIDT to see commitment
layout with filters as indicated above.
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