Basic CO Reporting - Home - Financial Services

FINANCIAL INFORMATIONSYSTEMFIS Standard Curriculum:Basic Controlling Reporting

Course ObjectivesThis course will help you: Understand the purpose and components ofControlling Distinguish the features and functionalities ofcommon Controlling reports Access and generate common Controlling reports Determine which department/project incurred anactivity2

Course Map Overview of Controlling (CO) Purpose of Controlling Reporting:o Three Key Questions to be Answered Controlling Reports used to Answer Key Questionso Cost Center (CC) Funding CC Funding by Allocation CC Funding by Usero Cost Center w/o IO: Plan & Actualso Cost Center with IO: Plan & Actualso Cost Centers: Actual Line Items Report Features3

Overview of Controlling

FIS ComponentsOn what were the spent?Which department orproject spent the ric code)What is thesource of ?BABusiness AreaGeneralLedgerChart of Accounts(numeric sCenterFundCICommitmentItem(alphabetic code)5

Overview of Controlling (CO)Controlling enables you to report on planned spending, and compare it to actualrevenue and expense postings for a specific department, program or project at thegeneral ledger level of detail.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?6

Controlling – Account CodesThere are two main account codes used in CO: Cost Centers (CC) Internal Orders (IO)Brief descriptionCost CenterInternal Order five digit number starting with a 1 or 2(departmental) or six digit number startingwith a 2 (Principal Investigator) a six digit number Represents the organizational unit orprogram that initiated a financial transaction May represent an organizational unit orprogram that initiated a financialtransactionPeriodic Reporting Fiscal year based (May 1 thru April 30) Non-Fiscal year based (any start or enddate, annual or "life to date“)Hierarchy grouped to reflect the organizationalstructure at U of T no hierarchy of its own, is linked to anorganizational unit through its settlementto a Cost CenterPlanning fiscal year basis fiscal year basis or overallNote: Cost Centers are structured in a hierarchy of Nodes and Groups that are similar to thedepartment’s Funds Center hierarchy (FM).7

Reflecting the Organizational Structure :Cost CentersTo facilitate planning and reporting, Cost Centers are grouped using CC Nodesand CC Groups.CC Node: reflect the organizational structure at U of T(similar to FM hierarchy)CC Group: assigned to each CC Node, and allows an organizational unit to arrange itsCost Centers to meet departmental planning and reportingrequirementsThe Cost Center hierarchy is organized according to reporting and planningrequirements of individual units.8

Reflecting the Organizational Structure :Cost Centers (cont’d)ExampleCost Center Hierarchy(Academic)Cost CenterNodeCost CenterGroupIndividual CostCenters9

Cost Elements (CE)A Cost Element (CE) is a numeric code representing the G/Lnumber within Controlling.Characteristics of a CE: same account numbers as G/L numbers (six digit number) exists for revenue and expense items grouped into Cost Element Groups similar to the CIhierarchy enables planning at the Cost Element level so plannedand actual expenses can be compared10

Controlling Reporting

Purpose of Controlling ReportingControlling Reports answer the following questions: Which budget (FC or FC/Fund) was the financial transactionposted to? How does the plan compare to actual financial activity? What financial transactions have been recorded against theCost Center / Internal Order?12

Common Controlling Reports Used to Answer KeyQuestions ZF06 - CC Funding ZF07 - CC Funding byAllocation ZF08 - CC Funding byUser ZSO3 - CC w/o IO:Plans & Actuals ZSO1 - CC with IO:Plans & Actuals KSB1 - CC: Actual LineItems KOB1 - IO: Actual LineItemsTo which budget (FC orFC/Fund) was the financialtransaction posted?How does the plan compareto the actual financialactivity?What financial transactionshave been recorded againstthe CC / IO?13

Cost Center Funding ReportUsed to: view all postings to Cost Centers or Internal Orders by Cost Elementand FM accountProvides: subtotals by Cost Element or FM accountCan be run: for a single 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., can omit individual or a range of accounts)14

Cost Center Funding Report (cont’d)SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reportsfor Cost Center Accounting Cost Center Accounting (UofT) Cost Center FundingTransaction Code: ZF06Select the CostElement SubTotalscheckbox tosubtotal byCost Element.Enter Fiscal Year and Period rangeNote: If running report for one period,enter the same period in the“From” and “To” fields.(e.g., From Period 3, To Period 3).It is required toenter CostCenter orInternal OrderEnter Cost Element(s) and/orFund Center to expand ornarrow report output15

Cost Center Funding ReportOutputScreen:Subtotals willappear here if“Cost ElementSub Totals”checkbox wasselected inprevious screensubtotal byFM accountdouble click on any document line to drill downto the Document Overview16

Cost Center Funding by Allocation ReportUsed to: organize all postings to Cost Centers or Internal Orders by Allocation(a.k.a., Assignment)Provides: subtotals by Allocation/AssignmentCan be run: using the same criteria as Cost Center Funding Report, with theaddition of:o a single allocationo a range of allocationso multiple allocationsNotes: Allocation/Assignment field is case and space sensitive, and is onlyuseful if meaningful text or codes are used All other features and report layouts are similar to the Cost CenterFunding report with the exception of subtotaling by Allocation17

Cost Center Funding by Allocation Report (cont’d)SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for Cost Center Accounting Cost Center Accounting (UofT) - Cost Center Funding byAllocationTransaction Code: ZF07Sameselectioncriteria asthe CostCenterFundingReportEnter fiscal year and periodrangeEnter Allocation/Assignment criteria in thisfield. You can enter: single allocation range of allocations OR multiple allocations18

Cost Center Funding by Allocation Report (cont’d)Output Screen:Subtotaled byAllocationdouble click anywhere on document line to drilldown to Document Overview19

Cost Center User ReportUsed to: organize all postings to Cost Centers or Internal Orders by the AMSUser ID of the individual who processed the transactionProvides: subtotals by Fund Center or Fund Center/FundCan be run: using the same criteria as the Cost Center Funding Report, withthe addition of:o single, range or multiple User IDsNote: All other features and report layouts are similar to the Cost CenterFunding report with the addition of the User ID column20

Cost Center User Report (cont’d)SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reportsfor Cost Center Accounting Cost Center Accounting (UofT) Cost Center UserTransaction Code: ZF08Sameselectioncriteria asthe CostCenterFundingReportEnter fiscal year and periodrangeEnter user criteria in these fields.You can enter: a single User ID range of User IDs, and/or multiple Users IDs21

Cost Center User Report (cont’d)Output Screen:Subtotals byFC or FC/Fcombodouble click on a document line to drilldown to Document Overview22

Questions Answered by CommonControlling Reports ZF06 - CC Funding ZF07 - CC Funding by Allocation ZF08 - CC Funding by UserWhich budget (FC or FC/Fund)was the financial transactionposted to? How does the plan compare to theactual financial activity recorded ona summary and detailed level?What financial transactions havebeen recorded against the CC /IO? 23

Cost Center Without Internal Orders:Plan & Actuals ReportUsed to: compare Cost Center plans to actual revenues and expenses(both summary and detailed view)Provides: summary totals by Cost Element and Cost Center variance between plan and actuals in absolute value and as apercentageCan be run: for single or range of periodsby Cost Center Group or Nodefor single, range or multiple CCsfor specific plan versions(i.e., “0” Current plan or “1” Original plan)Enables: Excel view using Office Integration24

Cost Center Without Internal Orders:Plan & Actuals Report (cont’d)SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports forCost Center Accounting Cost Center Accounting (UofT) UofT: CC w/o IO: Plan & ActualsTransaction Code: ZSO3 “0” Current Plan(default) “1” Original planExpand or narrowdesired output byselecting: CC Groups CC values range of CCs multiple CCsand/or CostElementsEnter fiscal year and periodrange25

Cost Center Without Internal Orders:Plan & Actuals Report (cont’d)Output Screen:data can be viewed in Excel via SAP Office IntegrationSelect columns andsort data ascending ordescendingdefault view isPlan / Act /Variance byCost Element& Cost Centerselect todisplayalternate viewof SummaryTotals byCostElement forthe entirerange of CostCentersselected.Expand orcollapse eachgroup of CostElementsTroubleshooting Excel with AMS/SAPdouble click on any Cost Element item todrilldown to the detailed line item reports26

Cost Center With Internal Orders:Plan & Actuals ReportUsed to: compare CO Plan and Actual revenues and expenses in a summary or detailedviewProvides: summary totals by Cost Element, Cost Center and Internal Order variance between plan and actuals in absolute value and as a percentageCan be run by: single or range of periods Cost Center Group or Node single, range or multiple CCs Cost Element Group single Internal Order Order Group for specific plan versions (i.e., “0” current plan, “1” original plan)Notes: If the Selection Criteria is not correctly defined, all UofT Cost Centers or InternalOrders will be included in the reporto To avoid this, enter an Internal Order (or Internal Order Group) as well asthe corresponding Cost Center (or Cost Center Group).27

Cost Center With Internal Orders:Plan & Actuals Report (cont’d)SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reportsfor Cost Center Accounting Cost Center Accounting (UofT) UofT: CC with IO: Plan & ActualsTransaction Code: ZSO1Identical to the CostCenter w/o InternalOrders: Plans &Actuals ReportMUST specify:CC Group orCC value(s)ANDOrder Group or Ordervalue(s)28

Cost Center With Internal Orders:Plan & Actuals Report (cont’d)Output Screen:data can be viewed in Excel viaSAP Office Integrationprovides plan/actualcosts and variance datafor Cost Centerprovides plan/actualsand variance data forInternal OrdersTroubleshooting Excel with AMS/SAPdouble click any Cost Element item todrilldown to detailed line item reports29

Questions Answered by CommonControlling Reports ZF06 - CC Funding ZF07 - CC Funding byAllocation ZF08 - CC Funding byUserWhich budget (FC or FC/Fund)was the financial transactionposted to? How does the plan compare tothe actual financial activityrecorded?What financial transactions havebeen recorded against the CC /IO? ZSO3 - CC w/o IO:Plans & Actuals ZSO1 - CC with IO:Plans & Actuals 30

Cost Centers: Actual Line ItemsUsed to: show all actual transaction line items posted to a Cost CenterProvides: a detailed list of line items sorted by Fund CentersCan be run: for single, range or multiple Cost Centers for Cost Center Groups or Nodes for a single, range or multiple Cost Elements by Cost Element Group for multiple fiscal years31