Sap financial reporting
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This document provides an overview of SAP financial modules and reporting at the University. It describes the objectives of SAP financial reporting which are to introduce users to SAP cost objects, accounting structure, available reports, and how to use reports with confidence. It then explains key components and concepts in SAP controlling including cost centers, cost elements, internal orders, and cost center structures which are used to track costs. Finally, it outlines the types of financial reports available in SAP including income/expenditure, balance sheet, cash flow, department costs, and project costs.
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Sap financial reporting
- 1. SAP Financial Reporting • Aims & Objectives – Introduction to SAP financial modules – Understanding of SAP cost objects – Overview of University accounting structure – Outline of available reports – Confidence in using reports
- 2. SAP Help • Documentation • ISS website http://www.leeds.ac.uk/iss/infosystems/ • SAP on-line help • Superusers • Helpdesk 33333
- 3. What is SAP? • Enterprise Resource Planning system • SAP world’s largest ERP software supplier • Based in Walldorf, Germany • Implemented at Leeds in April 1999 • Continuing programme of development
- 4. Components of SAP Finance Logistics • Purchasing Human Resources • Sales • Personnel Management • Production • Payroll • Project System
- 5. Reporting Requirements Financial • Income & Expenditure Financial Accounting Accounting • Balance Sheet • Cash Flow • Department Costs Management Management • Project costs Accounting Accounting • Costs v plan
- 6. SAP Finance Modules FI FI Financial Accounting • External Accounting • Financial Statements • Legal Requirements • Standards CO CO Controlling • Internal Accounting • Cost Reporting • Management Accounting • Flexible
- 7. Components of Controlling CO CO Overhead Cost Controlling OM OM • How high are the costs of organisational activities? • Are they within budget? CO CO Cost & Revenue Element Accounting CEL CEL • What costs occur within our organisation? EC EC Profit Centre Accounting PCA PCA • How profitable are the enterprise areas?
- 8. SAP Cost Objects • Used to track where costs occur within the organisation CO & PS Controlling & Project System Balance Sheet Cost Objects Internal Orders Cost Centres Project System WBS Elements } Profit Centres
- 9. Cost Centres • An organisational unit within SAP to which costs (and income) can be assigned • Six digit number e.g. 252000 • Used to track costs of departments/major activities
- 10. Cost Elements • Used to collect and summarise costs according to classification • Five digit number e.g 50010 • Main ranges: • 40000 to 49999 External Income • 50000 to 69999 External Costs • 70000 to 74999 Internal Income • 75000 to 75999 Internal Costs • 80000 to 89999 Secondary Transfers
- 11. Cost Element Groups • Cost elements can be combined into groups of the same type • Used to create reports • Standard reporting group REP_01 • Displays costs within main University budget headings Example • KAH3 - Display cost element group
- 12. Cost Centre Structures (1) Standard hierarchy • Tree structure containing all cost centres • Reflects University accounting structure • Core activities - DC • Other services - DS • Restricted funds - OR • Endowment funds - EN • Research awards - RG
- 13. Cost Centre Structures (2) Department Codes • AUVI - Media Services • CSER - Careers • INSS - ISS • LACE - Language Centre • LIBR – Library Example: DC-RC-LIBR – Library core activities
- 14. Cost Centre Structures (3) Alternative cost centre groups Academic Services Library ISS Careers 381513 381652 SAP Support SAP Projects • Can report on individual cost centres or groups of cost centres
- 15. Cost Centre Structures (4) Examples • OKENN - Display cost centre standard hierarchy • KSH3 - Display cost centre group
- 16. Internal Orders • Cost object used to monitor costs at a detailed level • Eight digit number e.g. 95000001 • Linked to cost centre – provides sub-analysis • Simplifies cost centre structure • Used to track costs of individual activities e.g. projects, short courses
- 17. The Internal Order/ Cost Centre relationship 78500001 Internal Order 278520 78500002 Internal Order COST CENTRE 78500003 Internal Order Many to One Relationship
- 18. Internal Order Groups • Orders can be grouped into a structure • Many levels as required • Maintained by departments – no standard hierarchy • Used for planning and reporting
- 19. Internal Orders RC_HECS Internal Order TEACHING RESEARCH OTHER Groups TEACHING TEACHING DIRECT OTHER Internal 78515000 78515001 78515002 Orders
- 20. Internal Orders Examples • KO03 - Display internal order master data • KOH3 - Display internal order group
- 21. Reports • Cost centre reports • Internal order reports • Report navigation • Printing reports • Exporting to Excel
Editor's Notes
- We saw earlier when you post to a cost center, the system generates a statistical posting into a profit center, there’s relationship between the two areas. In the same way, there is a relationship between internal orders and cost centers. Each time a transaction is posted to an internal order, the sap system creates two entries to the management accounting information system.It posts a statistical entry to the order and an actual entry to the cost center. Once again there is the potential to have a many to one relationship between the order and the cost center.
- The University uses internal orders in order to provide more detailed analysis of expenditure at resource center level. Once again, it is possible to set up internal order groups in order to facilitate reporting and there are no constraints as to the combination of order groups you can create.