ECC Finance Reports. Table of Contents

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1 ECC Finance Reports Table of Contents Objective...5 Dynamic Selection vs. Filtering...5 When do I Use the Change Layout Icon?...5 To Add Columns to Your Report...5 To Remove Columns from Your Report...6 To Reorder Columns on Your Report...7 What are Open vs. Closed Items?...8 What are Normal vs. Special GL Transactions?...9 List of Special GL Transactions...9 Fields Most Commonly Added to Reports...10 How to I add the GL Account Name?...11 How do I add the Customer or Vendor Name to ZAPFBL1N and ZARFBL5N?...11 Appendix A - List of Special GL Transactions...12 Appendix B List of Document Types...14 Page 1 of 15

2 ...14 Page 2 of 15

3 ...15 Page 3 of 15

4 Revision History Version Date Revised By Comments November 2013 Claire Goulet Initial version Page 4 of 15

5 Objective This user aid will explain how you can get the most out of your ECC Finance reports. Dynamic Selection vs. Filtering Dynamic Selections are additional selections a user can make over and above the selections made in the main selection screen. Dynamic selections are made before executing the report. As a result of a dynamic selection, the system will only retrieve line items that meet the selection. Unlike filters, dynamic selections cannot be removed after the report has executed. To remove a dynamic selection, the user must return to the selection screen, remove the dynamic selection and re-execute the report. On the other hand, the filtering function will look at lines retrieved and apply a filter to only see lines meeting our criteria. Filtering in SAP is similar to filtering in Excel. A filter can be inserted and removed without re-executing the report. When do I Use the Change Layout Icon? After the report has executed, you can add, remove or reorder columns on your report without re-executing your report. You can use the change layout icon to access the Change Layout box. To Add Columns to Your Report 1. Press the Sort button. This will sort the hidden fields in ascending order 2. Scroll down and find the hidden field you want to add to your report 3. Highlight a displayed field to indicate where you want the hidden field to be added 4. Click the arrow to add the field Page 5 of 15

6 To Remove Columns from Your Report Highlight the displayed field you want to remove from your report Click the arrow Page 6 of 15

7 To Reorder Columns on Your Report To reorder columns on your report, enter the new position number for the column that you want to change and click Enter. In the example below we want to move the Assignment column to the 23 rd position to the 5 th position on the report. Page 7 of 15

8 What are Open vs. Closed Items? Open Items have not been cleared yet and remain in the open item table. At the time we prepare a supporting schedule for the Auditors at year-end, all open items will need to be explained. Examples of Open Items: Account payable not yet paid Vendor credit memo not yet offset against an invoice Advances Account receivable Customer credit memo not yet paid Deposits Debits and Credits to the same GL account can be cleared together. Cleared items have been moved to the cleared item table by the system. Certain items are cleared automatically: For Accounts Payable, when a payment is made to the vendor the system clears the payable with the payment on the vendor s account Recommendations: When reviewing a Vendor s history you would select All Items to see both open and cleared items. When reviewing which payments will be due this week, you would select only open items. Page 8 of 15

9 What are Normal vs. Special GL Transactions? Support documents needed to request replenishment of the cash journal need to be scanned and attached to the appropriate individual cash disbursement or cash receipt transactions in the Cash Journal. A separate User Aid for Document Attachment has been provided by Umoja and can be found on iseek under the Umoja link. This document explains: the naming convention for scanned documents the procedure to attach documents the procedure to close records List of Special GL Transactions Page 9 of 15

10 Fields Most Commonly Added to Reports ZAPFBL1N Accounts Payable Report and ZARFBL5N Accounts Receivable Report Fund Bus Area Document Type SPGL Payment Method Payment Block Due Date (this is a calculated field that adds the payment baseline date and the payment terms) Payment Terms Assignment Amount in Document Currency (original currency) Document Currency Amount in Local Currency (USD) Local Currency Clearing Document Clearing Date Page 10 of 15

11 FAGLL03 GL Account Line Item Display Document Type Fund Bus Area Trading Partner BA (used when looking at the IOV account ) Partner Fund (used when want to identify interfund transactions) Assignment Cost Center Tax Code Plant (when reviewing the GR-IR account ) How to I add the GL Account Name? Using the Menu, navigate to Settings -> Switch List. You can change back and forth between the report formats without re-executing the report. How do I add the Customer or Vendor Name to ZAPFBL1N and ZARFBL5N? Using the Menu, navigate to Settings -> Switch List. You can change back and forth between the report formats without re-executing the report. At the time this User Aid was written, a defect has been logged because using Switch List doesn t add the Customer/Vendor Name. Page 11 of 15

12 Appendix A - List of Special GL Transactions Page 12 of 15

13 Page 13 of 15

14 Appendix B List of Document Types Page 14 of 15

15 *** End *** Page 15 of 15

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