Budget Control System (Current Budget, Commitments, Expenditures, Available Balances) SAP Screen Shots The University of Mississippi 1/2012
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1 Budget Control System SAP Support: / NOTE: You need to know your Fund & Fund Center combination. If you do not, you need to follow the steps on the Fund & Fund Center handout. TRANSACTION: Y_DEV_ SAP menu path: UM Report Tree by Area (470)> Funds Management > BCS Reports > Budget by Fund/FundsCenter/Commitment Item[double-click]. 1
2 Budget Control System End User Documentation 4.70X220 SAP Support: /2008 SAP Web Site NOTE: To run this report you need to know your Fund and Fund Center, if you need help looking up that information or verifying that information, see Fund & Fund Center handout. Step 1 Enter the version and fiscal year that you wish to display. NOTE: This report is only valid for fiscal years 2006 and forward. Step 2 Enter the VALUE(S) of the fund(s) and fund center(s) that you wish to display. Step 4 Execute Step 3 Enter the correct commitment item for the fund: ZCOMMITMENTITEM - Funds 10-23, 30 and 60 ZCOMMITMENTITEM_TTL - Funds 25 and 70 2
3 Budget Control System End User Documentation 4.70X220 SAP Support: /2008 SAP Web Site Actuals = expenditures Commitments = encumbrances Available Budget = Free budget balance = Current budget less Commitments and Actuals 3
4 You may look at the detail transactions that make up any one of the report columns by placing the cursor on the amount you wish to view and left clicking the mouse twice. This will display a box giving you the following options. 1. Search actuals line items document Choose this option to look at the detail transactions in the Commitments or Actuals columns. 2. Search Change Document Choose this option to look at the detail transactions in the Current Budget column. 4
5 Example of a drilldown report on commitments Brief explanation of categories: Invoices actual expenses paid to vendors Parked FI documents funds encumbered for expenses on the University/Departmental procurement card. Will change to the category Invoices when posted. Profit transfer postings interdepartmental charges. Purchase orders outstanding purchase orders Actual postings in CO charges from work orders processed by Telecommunications and/or Physical Plant Purchase requisitions outstanding purchase requisitions which have not yet been turned into purchase orders. Funds commitments commitments (encumbrance) of personnel costs. Business trip commitments commitment (encumbrance) of travel funds. Contract Account Posting charges from Campus Management 5
6 Budget Control System Creating a Variant End User Documentation 4.7X220 SAP Support: sap@olemiss.edu 2/2008 SAP Web Site Variant To create your own variant (Layout of Report). You can determine the format of the report and what information you actually view. Settings > Layout > Change Currently included in Report -The box on the left contains the current format of the report. Hidden Fields The box on the right contains all the possible information you can include within your report and view on your screen other than what is already included on the left side. Select Copy to display your report Remove If you want to remove an item from Current Report - Select the item you want to remove from your report by clicking on the item. Move it to hidden fields by selecting the single arrow pointing to the hidden fields. Add - Select items to place in your report by selecting them from the hidden fields in the same manner and then sending them to the display fields. 6
7 SAVE Variant If you wish to save this variant. Settings > Layout > Save [Left click] Name your variant - SAVE The next time you want to use this variant it should be in the Layout box. NOTE: The forward slash in front of the Layout name indicates that all SAP users can use this variant. No forward slash is user-specific. 7
8 Funds Management Delete a Variant End User Documentation 4.70X220 SAP Support: sap@olemiss.edu 2/2008 SAP Web Site To delete a variant that you created Settings > Layout > Manage Select the Layout you wish to delete, Left click on the Delete Icon (Trash can). SAVE (Left click on diskette). 8
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