Differences Ledgers
Transcript of Differences Ledgers
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Understanding The Differences between the Financial Ledgers
for Reporting
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Welcome!
• Introductions • What do you want to learn from this workshop?
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Agenda
• Financial Ledgers
• Master Data Elements
• Groups – Master Data
• Value Types / Document Types
• Layouts
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SAP Modules
• Financial Accounting (FI)
• Controlling (CO)
• Funds Management (FM)
• Grants Management (GM)
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Financial Accounting
FIFI
• General Ledger
• Special Purpose Ledger
• Subsidiary Ledgers
• Fixed Assets
• Accounts Receivable
• Accounts Payable
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Financial Accounting (FI)
• General Ledger (GL)• A component in SAP that provides high level external
reporting• i.e. Annual Audited Financial Statements
• Reporting 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.
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COCO
• Cost Center Accounting
• Cost Element Accounting
• Internal Orders
Controlling
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• In the CO module, only revenues and expenses post.
• There is no Balance Sheet activity to the CO Ledger
• Suggested 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 SIO’s
• S_ALR_87013611 Total Plan / Actual for Cost Centers
Controlling (CO)
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Funds Management
FMFM
• Fund Accounting
• Budgetary Controls
• Budget Execution
• Budgetary Basis Reporting
• Commitment Accounting
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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 Reservations
• Commitments – Purchase Requisitions, Purchase Orders, Business Trip Requests and Funds Commitments (contractual agreements).
• Expense (5xxxxx, 8xxxxx type commitment items)
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Funds Management (FM)
•Suggested Reports to Use in Funds Management
•fmrp_rw_budget Budget Overview
•fmeddw Display Budget Entry Documents
•fmedd Display Budget Entry Documents (one )
•fmrp_rffmep1ax All Postings – Document Journal
•S_P99_41000147 Earmarked Funds
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• 1xxxxx Assets• 2xxxxx Liabilities• 3xxxxx Net Assets• 4xxxxx Revenues• 5xxxxx Expenses• 6xxxxx Expenses (Settlement PF crosses
BA)• 8xxxxx Expenses (Settlements / Work
Orders)
FI, CO and FM
G/L’s , Commitment Items and Cost Elements
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FI, CO and FM When reporting out of the FI ledger you
should use g/l’s. The types of g/l’s 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 CI’s that post in the FM ledger and consume budget: 4xxxxx, 5xxxxx and 8xxxxx.
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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”.
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Financial Master Data
FI SPL CO FM
Company Code Company Code Controlling Area Financial Mgmt Area
Business Area Business Area Business Area
G/L Account G/L Account Cost Element Commitment Item
Fund Fund
Cost CenterFund Center
Cost Center Fund Center
Internal OrderWBS Element
Funded Program
Internal OrderWBS Element
Funded Program
Grant Grant
Functional Area Functional Area
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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.
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Groups
To display groups – execute the following t-codes.• FM_SETS_FIPEX3 - Display / Commitment Items• FM_SETS_FICTR3 - Display / Funds Centers• FM_SETS_FUND3 - Display / Funds• KOH3 - Display - Orders
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How to Display Groups
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How to Display Groups
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How to Display Groups
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How to Display Group
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How to Display Group
Nodes
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Nodes
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Nodes
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Groups
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Groups
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Report View
Test Data
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Common Groups Available
Funds Centers: • BP40XX = XX College/School/ Major Area• BP40XXXXX = XX College/School/Major Area,
XXX Department
Commitment Items:• PURCIGRPS Purdue Commitment Item Groups
Funds:• FUNDGRPFM Purdue Fund Group
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What is the equivalent to entry code from the legacy system?
The codes are different for each financial ledger. • FM = Value Types• GM = Value Types• CO = Value Types• FI = Document Types
NOTE: FM, GM and CO are all called “value types” – but the actual value type characters are different.
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FM Value Types
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GM Value Types
50Purchase Requisitions
51Purchase Orders
52Business Trip Commitments
54Liabilities
55Assets (SD/AR)
57Payments
60Parked Documents
61Down Payments
64Funds Transfers
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GM Value Types
65Funds Commitment
66Transfer Postings
80Funds Block
81Funds Reservation
82Funds Precommitment
83Forecast of Revenue
95Secondary Cost Postings (CO)
99Expenses / Revenues (Grant)
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GM Value Types
B1Budget
R1Released Budget
Z1Fixed Assets
Z2Payroll - ActualsZ3Payroll – Accruals
Z4F&A
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CO Value Types
Value type 4=real posting
Value type 11=statistical posting.
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FI Document Types
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FI Document Types
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FI Document Types
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Helpful Information
Accounting Services has information on FI Document Types and equivalent legacy entry code • http://www.purdue.edu/account/ERP_Account_Info/
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FMRP_RFFMEP1AX - All Postings Doc. Type Value Type Value Type Text SA 66 Profit transfer postings DZ 66 Profit transfer postings ZP 66 Profit transfer postings ZA 66 Profit transfer postings SA 66 Profit transfer postings SA 60 Parked Documents SA 60 Parked Documents SA 66 Profit transfer postings DZ 66 Profit transfer postings DZ 66 Profit transfer postings ZP 66 Profit transfer postings ZP 66 Profit transfer postings ZA 66 Profit transfer postings ZA 66 Profit transfer postings LD 81 Funds Reservation LD 81 Funds Reservation WA 54 Invoices ZF 54 Invoices
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Report View
Test Data
FMBBBudget Process = ENTR
FMBBBudget
Process = CORV, TRAN, SUPL
Value Type = 81 Value
Types= 50, 51, 52 and
65
Value Types =54,60,66 and 95
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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
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Layout of /BM AIMS FM
By clicking on the printer icon – you can collapse the data.
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Layouts – Adding Subtotals
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Review our Take Away List