Reporting, Reconciliation, & Corrections Part 3

Reporting, Reconciliation, & Corrections 3b. Display a parked document Within SAP Easy Access system, type transaction code FBV3 (or search within your menu for FBV3- Display Parked Document) to view a parked document. Complete the following fields and press Enter   Doc. Number Fiscal Year (In this example Doc. Number 1000055439 & Fiscal Year 2012 was used.) Note - If you do not remember the document number, click Document List and then Execute. Reporting, Reconciliation, & Corrections 3c. Attaching supporting documentation As part of the School of Public Health’s Best Practice, every journal entry should have supporting documentation attached. In order to attach documentation, you need to follow the steps of displaying a parked document in Section 3b. Once FBV3 (SAP transaction code) is accessed, enter the document number that needs supporting documentation. In this example Document Number 1000013554 is being used. Click on the Services for Objects button, from the drop-down list, select Attachment list. TIP - If the Services for Objects icon is not displayed, click the Menu button, and from the dropdown list, select System, than select Services for Objects. Reporting, Reconciliation, & Corrections 3c. Attaching supporting documentation (continued) Once the Attachment list is selected, the following window will appear. Click on the New button from the drop-down list and select Create Attachment. Once the Create Attachment button has been pressed, an Import file window will appear. This will allow you to select a saved document, pdf, etc. to add to your journal entry. For this example, the download.XLS file will be selected for attachment. Once either the Open button is pressed (or the document is double clicked) the Import file window will disappear and the previous Attachment list window will open showing the document selected. Click on the Continue button and the attachment will be saved with the entry. Reporting, Reconciliation, & Corrections 3d. Tracking a journal entry Within SAP Easy Access system, type transaction code FBV3 (or search within your menu for FBV3- Display Parked Document) to view a parked document. Not only can you view parked documents and attach supporting documentation, you can also view the workflow status of your entry Complete the following fields and press Enter   Doc. Number Fiscal Year (In this example Doc. Number 1000013554 & Fiscal Year 2012 was used.) There are two ways to access workflow status within the FBV3 screen. 1. Click the Menu button, from the drop-down list and select System -> Services for Objects. Click the Workflow button (blue arrow) and select Workflow overview Click the Service for Objects button in the top right side of the screen, click the icon, from the dropdown list, select Workflow -> Workflow overview Tip - If you do not remember the document number, click Document List and then Execute. Reporting, Reconciliation, & Corrections 3d. Tracking a journal entry (continued) Once you click the Workflow overview button, the following window will appear Scroll down the screen to view where the Journal Entry is in the approval process (look at time stamp if unsure) Click the link displayed in the Agent column to display all the Recipients of the Journal Entry The link will open the Recipients window showing the name of the approvers Reporting, Reconciliation, & Corrections 3e. Journal entry preferences Within SAP Easy Access system, type transaction code FV50 (or search within your menu for FV50-Park G/L Account Items). 1 1. Once the above screen appears, select Processing Options. This will open the Accounting Editing Options window (shown on the right-hand side) 2. Within this window, select Display periods. This will allow you to see the period the entry is posted in (appears next to the posting date) 3. In addition, in the Doc. Type option, select Document type ready for input 4. To complete the preference, click Change user master 4 To ensure the changes have occurred, exit out of FV50 (go to main SAP Easy Access Screen) and enter back in. When you enter back into FV50, the Period and Document type should be seen and able to change. 3 2 Reporting, Reconciliation, & Corrections 3f. Changing a journal entry Within SAP Easy Access system, type transaction code FBV2 (or search within your menu for FBV2- Change Parked Document) to view a parked document. Complete the following fields and press Enter   Doc. Number Fiscal Year (In this example Doc. Number 1000538472 & Fiscal Year 2013 was used.) Note - If you do not remember the document number, click Document List and then Execute Reporting, Reconciliation, & Corrections 3f. Changing a journal entry (continued) 4 5 6 4 Optional Changes 5 Optional Save parked Document Dates, Reference, Doc Header Text, Document Type, and GL detail (G/L acct, D/C, amount, etc.) can all be changed Click on Save Parked Document – to park journal entry and/or 6 Optional Save as complete Click on Save as completed – to save and initiate workflow process Reporting, Reconciliation, & Corrections 3g. Delegating a journal entry Within SAP Easy Access system, type transaction code FBV2 (or search within your menu for FBV2- Change Parked Document) to view a parked document. Complete the following fields and press Enter   Doc. Number Fiscal Year (In this example Doc. Number 1000538472 & Fiscal Year 2013 was used.) Note - If you do not remember the document number, click Document List and then Execute. Reporting, Reconciliation, & Corrections 3g. Delegating a journal entry (continued) Once you enter the Document screen (where you are able to edit the entry), click Menu in the left hand corner (1). In the drop down menu, select Document (2). This will open another drop down menu. Select Delete parked document (3). See visual aid below. 1 2 3 Reporting, Reconciliation, & Corrections Appendix A – Transaction detail’s characteristics and descriptions Characteristics Funds Center Funded Program GL/Commitment item Posting date Text Document type FI doc. Number FSR/ISR Number Vendor Vendor Invoice PO Number SC Number Doc Control No. Business Area Calendar year Customer Department Activity Description An organizational unit within a Financial Management area to which budget can be assigned. They are used to collect costs in an organizational unit (e.g., a Boston University department) and support budgeting at the department level. A data element used to record budget, track postings of revenue and expense, control postings and monitor the performance of internal projects. In most cases, Funded Program will be linked one to one with Internal Orders. Includes revenues (lab fees, gifts, etc.) and expenses (salaries for full or part-time faculty or staff, etc.); initially presented in this report as a compressed hierarchy. For purposes of this report, GL accounts and Commitment Items are treated as being identical. Date that the transaction was posted to the system. Note - this date does not always correlate to the date the vendor or employee was paid. Details inputted when entering transaction. Classification of type of activity that generated the revenue/expense posting. Some of the more commonly used Document Types at BU are - Student Accounts, Payroll, P. Card, Invoice – Gross, and G/L Account Document. SAP generated number in the Finance module for a transaction. Column on the Transactional Detail reports that lists the FSR or ISR number if the transaction is the result of service request submitted to an Internal Service Provider (ISP). Name of organization purchased goods or services from. Number of the invoice generated by the vendor. Number of the Purchase Order generated once the Shopping Cart has completed workflow. The number is automatically assigned by SAP. There is a syntax in the first two digits of PO - 85 = regular Purchase Order and 86 = Limit Order. Shopping Cart Number automatically created by SAP once a shopping cart enters Workflow. Unique key that connects the document outside of SAP to an SAP document. i.e. Concur, Disbursement Forms, Cash Credit Voucher. This is separate from the SAP Document Number. Represents separate operational or geographic areas of the organization. The most commonly used Business Areas are - 1CRC (Charles River Campus), 2MED (Medical Campus), and 3NBL (NEIDL). The first digit in Cost/Funds Center matches the first digit of the Business Area that the Cost/Funds Center belongs to. The calendar year in which the transaction was made An entity who orders goods and/or services from Boston University displayed as a six digit code within SAP. The last two digits on a Cost/Funds Center. Typically used when the activity occurring within the Cost/Funds Center is associated in some manner with the Cost/Funds Center ending in ’00’. A common example is an academic program occurring in the academic year is assigned Cost/Funds Center 1xxyyy0000 and the same program occurring in the summer is assigned Cost/Funds Center 1xxyyy00001. Fiscal Period/Year Fiscal year FM Document Number Functional area Fund Fiscal month and year. The BU Fiscal Year runs from July 1 through June 30. Thus, July is the first fiscal period and is represented as period 001 in SAP. August is period 002, and so forth. This identifies the accounting year in which the original transaction was posted. Boston University’s fiscal year is from July 1 through June 30. SAP module Funds Management system-assigned transaction number Classifies financial activity for the University’s external financial reporting requirements. This includes the University’s annual financial statements and the cyclical Facilities & Administrative Proposal Monies which are managed separately for specific purposes. See Fund Type for further examples. Funded Program The type of Funded Program in SAP, such as General, Designated, Gift. Type Used to categorize Funds, primarily to facilitate easier reporting. Fund types include, but are Fund Type not limited to - General University; Sponsored Funds; and Gift and Endowment Funds. A Grant is used to maintain details describing the terms and conditions of the funding and administration of a sponsored award along with related cost sharing. Grant numbers are used to report on and invoice to external sponsors. A Grant includes all pertinent data associated with the grant or contract for financial purposes; tracks the status of the award or project; Grant corresponds with an awarding document from a sponsor; and groups detailed revenue and expenditure accounts (sponsored programs), including cost share. The Grant is the ‘Parent’ account, formatted as either 50xxxxxx (representing Federal or Federal Pass-Thru money); 55xxxxxx (representing non-Federal money); 94xxxxxx (representing BMC sponsored research awards); or 95xxxxxx (representing Memorandum Of Agreement). Classifies the type of activity for which the Internal Order is created. Each Funded Program Int. Order Type has its own set of Internal Order (IO) Categories. Some of the more common IO Category Categories are - Scholarship, Professorship/Chair, Faculty Start-Up, and Research. P-Card Holder Name of employee that made purchase on the University’s purchasing card. Name User Name User ID for employee that entered the transaction. Account type used to identify and track capital projects. Each WBS Element is 10 characters long, beginning with an alpha character followed by a ‘.’ then the remaining 8 characters WBS Element (example - R.000093.1). The alpha character denotes type of project being completed (A = Acquisition, C = New Construction, I = IS&T System, R = Renovation / Repair, S = Space Change). Reporting, Reconciliation, & Corrections Appendix B – Unrestricted budget to actual by FC-GL/CI detail’s characteristics and descriptions Characteristics Amount Type Description Type of transaction, such as original, change, reduction Commt/Actual Detail Categories of commitments and actuals transactions, such as purchase orders and invoices. Cmmts/actuals trans. Type of commitment and actuals transactions, such as FI Posting, HR payroll accounting. Includes revenues (lab fees, gifts, etc.) and expenses (salaries for full or part-time faculty or staff, etc.); initially presented in this report as a compressed hierarchy. For purposes of this report, GL accounts and Commitment Items are treated as being identical. GL/Commitment item FM Document Number Funds Center (Cost Center) Funded Program (Internal Order) SAP module Funds Management system-assigned transaction number An organizational unit within a Financial Management area to which budget can be assigned. They are used to collect costs in an organizational unit (e.g., a Boston University department) and support budgeting at the department level. A data element used to record budget, track postings of revenue and expense, control postings and monitor the performance of internal projects. In most cases, Funded Program will be linked one to one with Internal Orders. Funded Program Type The type of Funded Program in SAP, such as General, Designated, Gift. Fiscal Period/Year Fiscal month and year. The BU Fiscal Year runs from July 1 through June 30. Thus, July is the first fiscal period and is represented as period 001 in SAP. August is period 002, and so forth. Revenue/Expense Indicates activity related to income or expenses. Reporting, Reconciliation, & Corrections Appendix C – Unrestricted budget to actual by FC-GL/CI key figures and descriptions Key Figures FY 20xx Budget Per. 01-XX Recurring Budget Per. 01-XX Non-recurring Budget Per. 01-XX Actuals Per. 01-XX Actuals Per. XX Commitments Per. 01-XX Commitments Per. XX (prior FY) Final Budget (prior FY) Final Actuals (prior FY) Actuals Per. 01-XX Description Total budget amount as of the period specified. Recurring Budget includes items that repeat from year to year; the operational budget. Non-Recurring budget items are those that are one-time allocations or adjustments for current year, e.g., special events. Cumulative expense and revenue Fiscal Year activity from period 01 through the specified period Expenses/revenue recorded during the period selected. Cumulative commitments for the Fiscal Year from period 01 through the specified period. Commitments recorded during the fiscal period selected. The budget for a given Funds Center as of the end of the prior Fiscal year. Prior Fiscal Year total for all actual activity Activity only for the specified period during the prior Fiscal Year Reporting, Reconciliation, & Corrections Appendix D – Designated/restricted budget to actual by FC-GL/CI detail’s characteristics and descriptions Characteristics Commt/Actual Detail Fund Description Categories of commitments and actuals transactions, such as purchase orders and invoices. Source of funding. A data element used to record budget, track postings of revenue and expense, control Funded Program postings and monitor the performance of internal projects. In most cases, Funded Program (Internal Order) will be linked one to one with Internal Orders. Funded Program The type of Funded Program in SAP, such as General, Designated, Gift. Type Includes revenues (lab fees, gifts, etc.) and expenses (salaries for full or part-time faculty or GL/Commitment staff, etc.); initially presented in this report as a compressed hierarchy. For purposes of this item report, GL accounts and Commitment Items are treated as being identical. Internal Order Category into which an Internal Order is placed, e.g., Designated – Journals/Publications, Category Designated – Internal Awards, Gift – Research. Period/Fiscal Fiscal month and year. The BU Fiscal Year runs from July 1 through June 30. Thus, July is the Period first fiscal period and is represented as period 001 in SAP. August is period 002, and so forth. Reporting, Reconciliation, & Corrections Appendix E – Designated/restricted budget to actual by FC-GL/CI detail’s key figures and descriptions Key Figures FY 20xx Beginning Balance FY 20xx Revenue Per. 01-XX FY 20xx Revenue Per. XX FY 20xx Expenses Per. 01-XX FY 20xx Expenses Per. XX FY 20xx Ending Balance as of Per. XX FY 20XX Commitments Per. 01-XX Commitments Per. XX FY 20XX Net w/ Commitments as of Per. XX % Balance Expended Description Carry-forward balance for each Funded Program listed. Current fiscal year-to-date revenue postings for each Funded Program listed. Revenues posted during the specified fiscal period for each Funded Program listed. Cumulative fiscal year-to-date expense postings for each Funded Program listed. Expenses posted during the specified fiscal period for each Funded Program listed Calculation - Beginning Balance plus cumulative Revenue minus cumulative Expenses Cumulative commitments for the Fiscal Year from period 01 through the specified period. Commitments recorded during the fiscal period selected. Calculation - Beginning Balance minus cumulative Commitments. Calculation - Net with Commitments as a percentage of Beginning Balance