AssetFactory.pdf

7/29/2019 AssetFactory.pdf

1/37

Basic ControllingReporting

December 2012

FINANCIALINFORMATIONSYSTEM


2/37

2

Purpose of Controlling Reporting:

Four Key Questions to be answered

Basic Reports used to answer Key Questions

Cost Center (CC) Funding

CC Funding by Allocation

CC User

Cost Center w/o IO: Plan & Actuals

Cost Center with IO: Plan & Actuals

Cost Centers: Actual/Plan/Commitments

Internal Orders: Actual/Plan/Commitments

Cost Centers: Actual Line Items

Report Features

Course Agenda


3/37

3

Controlling(CO)Controlling is used to track and plan revenue and expense activity for a specificdepartment or project.

It is similar to FM, but with an important difference no spending control

(i.e., Funds Availability Checking).

The purpose of Controlling is to answer the question:

Which department/project incurred the activity?


4/37

4

Controlling Reports answer the following questions:

Which budget (FC or FC/Fund) was the financial transaction

posted to?

How does the plan compare to actual financial activity?

What commitments are outstanding against the Cost Center/ Internal Order?

What financial transactions have been recorded against theCost Center / Internal Order?

Purpose of Controlling Reporting


5/37

5

Basic Reports Used to Answer Questions

CC Funding CC Funding by

Allocation

CC Funding byUser

CC w/o IO:Plans & Actuals

CC with IO:Plans & Actuals

CC: Actual / Plan /Commitments

IO: Actual / Plan /Commitments

CC: Actual LineItems

IO: Actual LineItems

To which budget (FC

or FC/Fund) was thefinancial transactionposted?

How does the plan

compare to theactual financialactivity?

What commitments

are outstandingagainst the CC / IO?

What financialtransactions havebeen recorded

against the CC / IO?


6/37

6

Cost Center Funding Report

Used to: View all postings to Cost Centers or Internal Orders by Cost Element (G/L

account) and FM account (Fund Center or Fund Center/Fund)

Provides:

subtotals by Cost Element or FM account

Can be run:

for one period or a range of periods within a fiscal year for one or more:

Cost Centers Internal Orders Cost Elements

Funds Centers

by exception (i.e., allows you to indicate accounts to omit)

Enables:

Allows drilldown to document level


7/37

7

Cost Center Funding Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports

for Cost Center Accounting Cost Center Accounting (UofT) Cost Center Funding (Transaction Code:

ZF06)

A Cost Center orInternal Order is required; however, to expand or narrow thescope of report output, a Cost Element and/or CF Center may be entered.

To subtotal byCost Elementselect CostElement SubTotals option

Enter fiscal year and periodrange. If only one period isdesired, enter the same periodin the From and To fields.(e.g. From period 3, To period 3)


8/37

8

Cost Center Funding Report

Out put Screen:

If Cost ElementSub Totals option isselected, subtotalsappear here

Subtotal byFM account

Double click on any document line to drilldown to the Document Overview


9/37

9

Cost Center Funding by Allocation Report

Used to:

Organize all postings to Cost Centers or Internal Orders by Allocation(a.k.a., Assignment)

Only useful if meaningful text or codes are used in the Assignment field of

document line items*

Can be run by:

on single allocations range of allocations multiple allocations

All other features and report layouts are similar to the Cost Center Fundingreport with the exception of subtotaling by Allocation

*Note: The Allocation/Assignment field is case and space sensitive


10/37

10

Cost Center Funding by Allocation Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting InformationSystem Reports for Cost Center Accounting Cost Center Accounting (UofT) -> CostCenter Funding by Allocation (Transaction Code: ZF07)

Enter fiscal year and period rangeSame

selectioncriteria asthe Cost

CenterFunding

Report

Enter Allocation (assignment) criteria inthis field. You can enter: A single allocation

range of allocations, OR multiple allocations


11/37

11

Cost Center Funding by Allocation Report (contd)

Output Screen:

Subtotaling byallocation

Double click anywhere on document line to drilldown to Document Overview


12/37

12

Cost Center User Report

Used to: Organize all postings to Cost Centers or Internal Orders by the AMS

User ID of the person who entered the document/transaction

Can by run by: single user id range of user ids multiple user ids

Provides: subtotals by Fund Center or Fund Center/Fund (i.e., funding source)

All other features and report layouts are similar to the Cost CenterFunding report, but adds the user id column.


13/37

13

Cost Center User Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information SystemReports for Cost Center Accounting Cost Center Accounting (UofT)

Cost Center User (Transaction Code: ZF08)

Sameselectioncriteria asthe Cost

CenterFundingReport

Enter user criteria in these fields.You can enter: a single User ID range of User IDs, and/or

multiple Users IDs

Enter fiscal year and period range.


14/37

14

Cost Center User Report (contd)

Output Screen:

Subtotalsby FC orFC/Fcombo

Double click document line to drilldown to Document Overview


15/37

15

Reports Used to Answer Questions

CC Funding

CC Funding by Allocation

CC Funding by User

Which budget (FC or FC/Fund)

was the financial transactionposted to?

How does the plan compare tothe actual financial activity

recorded on a summary anddetailed level?

What commitments areoutstanding against the CC / IO?

What financial transactions havebeen recorded against the CC /IO?


16/37

16

Cost Center Without Internal Orders:Plan & Actuals Report

Used to: Compare CO Plans to Actual Revenues and Expenses (both summary

or detailed view)

Can be run by: a single period or range of periods Cost Center Group or Node single, range or multiple CCs

Specific plan versions (e.g., 0 for the current plan or 1 for the originalplan)

Enables:

drilldown to line item details download to Excel

Does not include:

Commitments


17/37

17

Cost Center Without Internal Orders:Plan & Actuals Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting InformationSystem Reports for Cost Center Accounting Cost Center Accounting (UofT)UofT: CC w/o IO: Plan & Actuals (Transaction Code: ZSO3)

Default is UofT

Enter fiscal year and period range

Expand or narrowdesired output byselecting:

Groups

single values a range of CCsand/or

multiple CCsand/or CostElements

0 for the currentplan (default)

1 for the originalplan


18/37

18

Cost Center Without Internal Orders:Plan & Actuals Report (contd)

Out put Screen:

Default view isPlan/ Act /

Variance byCost Element &Cost Center.

Click here todisplayalternate viewof summarytotals byCostElement forthe entirerange of CostCentersselected.

Double click on any Cost Element item todrill down to the Detailed Line Items

Expand orcollapse eachgroup of CostElements

Data can be sorted.

Data can be downloaded to Excel via Office Integration.


19/37

19

Cost Center With Internal Orders:Plan & Actuals Report

Used to:

compare CO Plan and Actual revenues and expenses in a summary or detailed view

Can be run by:

a single period or range of periods Cost Center Group or Node single, range or multiple CCs Cost Element Group single Internal Order Order Group

Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: Provides drilldown to line item details Download to Excel

Does not include: Commitments

IMPORTANT: ALL UofT Cost Centers or Internal Orders will be included in the report if theselection criteria is not defined correctly.


20/37

20

Cost Center With Internal Orders:Plan & Actuals Report (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) UofT: CC with IO: Plan & Actuals (Transaction Code: ZSO1)

MUST specify:CC Group or

CC value(s)

AND

Order Group orOrder value(s)

Identical to the screenfor Cost Center w/oInternal Orders:Plans & Actuals


21/37

21

Cost Center With Internal Orders:Plan & Actuals Report (contd)

Out put Screen:

Double click any Cost Element item to

drill down to detailed line items

Lists the Plan/Actual

costs and Variance datafor Cost Center

Also providesPlan/Actuals andVariance data forInternal Orders

Data can be downloaded toExcel via Office Integration.


22/37

22


CC Funding

CC Funding byAllocation

CC Funding by User



Which budget (FC or

FC/Fund) was thefinancial transactionposted to?

How does the plancompare to the

actual financialactivity recorded?

What commitmentsare outstandingagainst the CC / IO?

What financialtransactions havebeen recordedagainst the CC / IO?


23/37

23

Cost Centers: Actual/Plan/Commitments

Used to:

compare CO Plan, Commitments and Actual revenues and expenses in asummary or detailed view

Can be run by: a single period or range of periods Cost Center Group or Node single, range or multiple CCs Cost Element Group Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: View of Commitments attached to Cost Center Provides drilldown to line item details Download to Excel

Output is the same as the UofT: CC w/o IO: Plan & Actuals report with the addition ofCommitment transaction details


24/37

24

Cost Centers: Actual/Plan/Commitments (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Plan / Actual Comparisons Additional Key Figures

Cost Centers: Actual/Plan/Commitments (Transaction Code: S_ALR_87013620)

Default is UofT

Enter fiscal year and period rangeExpand or narrowdesired output byselecting:

Groups single

values

a range ofCCs and/or

multipleCCs and/orCostElements

0 for the

current plan(default)

1 for theoriginal plan


25/37

25

Cost Centers: Actual/Plan/Commitments (contd)

Out put Screen:

Double click any Cost Element item to drill down to detailed line items

Actual + Commitment = Assigned


26/37

26

Orders: Actual/Plan/Commitments

Used to:

compare CO Plan, Commitments and Actual revenues and expenses in asummary or detailed view

Can be run by: a single period or range of periods single, range or multiple Internal Orders Order Group single Cost Element Cost Element Group

Specific plan versions (e.g., 0 for the current plan or 1 for the original plan)

Enables: View of Commitments attached to Internal Order

Provides drilldown to line item details Download to Excel

Output is the same as the Cost Centers: Actual/Plan/Commitments but reports

onlyon Internal Orders


27/37

27

Orders: Actual/Plan/Commitments

SAP Menu Path: Accounting Controlling Internal Orders Information System Reportsfor Internal Orders Plan/Actual Comparisons Additional Key Figures Orders:Actual/Plan/Commitments (Transaction Code: S_ALR_87012999)

Default is UofT

Enter fiscal year and periodrangeExpand or narrow

desired output byselecting:

Order Groups Single, range

or multipleInternalOrders

Single CostElements

Cost Elements

Groups

0 for the

current plan(default)

1 for theoriginal plan


28/37

28

Orders: Actual/Plan/Commitments (contd)

Out put Screen:

Data can be downloaded to Excel via Office Integration.


29/37

29


CC Funding


CC Funding by User





Which budget (FC orFC/Fund) was thefinancial transactionposted to?

How does the plancompare to theactual financialactivity recorded?




30/37

30

Cost Centers: Actual Line Items

Used to: show all Actual transaction line items posted to Cost Center

Provides: detailed list of line items sorted by Fund Centers

Can be run on: a single Cost Center range or multiple Cost Centers Cost Center Group or Node single Cost Element range or multiple Cost Elements Cost Element Group

Multiple fiscal years

Enables: Download to Excel

Internal Order version of this line itemreport:

SAP Menu Path: AccountingControlling Internal Order Information Systems Reports forInternal Orders Line Items Orders:Actual Line Items

Transaction Code: KOB1


31/37

31

Cost Centers: Actual Line Items (contd)

SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Line Items Cost Centers: Actual Line Items (Transaction Code: KSB1)

Report singe posting

date or over multipleyears

Expand or narrowoutput by:

Cost Center/CCGroup

CostElement/CostElement Group


32/37

32

Cost Centers: Actual Line Items (contd)

Output Screen:

Double click anywhere on a line item to

drill down to Document Overview

Can be sort, filter, subtotal data

To download to Excel


33/37

33

BasicReportsUsedtoAnswerQuestions CC Funding


CC Funding by User





CC: Actual Line Items(and IO: Actual Line

Items)

Which budget (FC orFC/Fund) was thefinancial transactionposted to?

How does the plancompare to theactual financialactivity recorded?




34/37

34

WEB Documentation

Reference Guides:http://www.finance.utoronto.ca/fast/qrg.htm

Office Integration

http://www.finance.utoronto.ca/fast/qrg/nav/commonrptfcns/offint.htm

FAQs:http://www.finance.utoronto.ca/faq.htm

Financial Forms:http://www.finance.utoronto.ca/forms/processing.htm

Policy & Documentation:http://www.finance.utoronto.ca/gtfm.htm


35/37

35

NEED HELP?

http://www.utoronto.ca/ams/help.htm

Help is a facility for all AMS subsystems:

Use the WEB form found at the above address

Select the appropriate AMS module

(e.g., FIS: FAST Team)

Complete all the information required on the form Click on the Send it button

Mail box is monitored Monday to Friday9:00 a.m. - 5:00 p.m.


36/37

36

F.A.S.T. Team Contacts

F.A.S.T Web site:http://www.finance.utoronto.ca/fast.htm

Course Evaluation:

http://www.finance.utoronto.ca/fast/training/fissceval.htm

Manager Lorena Gaudio [email protected]

Assistant Manager Chris Dimitriadis [email protected]

Business Analyst Darshan Harrinanan [email protected]

Business Analyst Suzanne Macintyre [email protected]

Business Analyst Karen Jang-Leung [email protected]

Business Analyst Rames Paramsothy 978-4675(Training Coordinator) [email protected]


37/37

THEEND!

AssetFactory.pdf

Documents