Lock Haven University of Pennsylvania SAP Budget User Manual

1
Lock Haven University of PennsylvaniaSAP Budget
User Manual

• Designed for Accounting, Purchasing and Grant
  Directors
• Last Updated April 14, 2005

2
SAP Budget User Manual Purpose and Requirements

• SAP is the administrative system implemented by
  the State System of Higher Education (SSHE).
• LHUP converted finance and purchasing/materials
  management functions in the SAP system in
  November 2003.
• Cost Center budget and accounting information
  previously available in the CARS system is now
  available in the SAP system.
• This manual is designed to enable budget users to
  access budget and accounting information in SAP.
• Budget User Training Requirements
• Budget users must be responsible for a cost
  center or grant or have received authorization
  from an individual responsible for a cost center
  or grant.
• Obtain a valid SAP user account.
• Complete SAP Logon and Navigation training.
• SAP information on LHUP website
• http//www.lhup.edu/SAPinfo

3
SAP Budget User Manual Terminology

• CARS SAP
• Cost Center Fund Center
• Object Commitment Item
• Fund/Subfund Fund
• Fiscal Year
• 0304 7/1/03 to 6/30/04 2004
• 0405 7/1/04 to 6/30/05 2005
• Other SAP Terms
• FM Area means Funds Management Area, which equals
  SSHE
• Business Area for LHUP equals 50

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SAP Budget User ManualSAP Cost Center Format

• CARS cost center
• Four-digit format
• Example 1300 Business Office
• SAP Cost Center Format
• SAP uses the terms Fund Center and Cost Center
  interchangeably
• SAP requires a ten-digit format
• CARS to SAP Cross-Reference Table
• http//www.lhup.edu/adminrpt/ccenterxref.htm
• Each SAP Cost Center has an assigned Fund. The
  SAP Fund is listed on the CARS to SAP
  Cross-Reference Table.
• Please note that Operating Budget Cost Centers
  and Student Employment Cost Centers are different.

5
SAP Budget User ManualSAP Cost Center Format

• SAP Cost/Fund Center Format
• Begin using the SAP format for Cost Center (Fund
  Center) on all accounting/purchasing documents
  including
• APR
• Service Contract Request
• Travel Authorization
• Duplicating
• Storeroom
• Mailroom

6
SAP Budget User ManualViewing Budget and Expense
Information

• To view Budget and Expense Information, Budget
  Users are assigned Roles in SAP
• A Role in SAP permits the use of transactions.
• Budget Users have been assigned an SAP Role which
  will allow use of the following transactions
• Assigned Funds S_ALR_87012620
• Most Departments are currently using this
  transaction
• Budget Status Y_DV2_04000008
• Grant Directors use this transaction in order to
  display revenues
• Accounting and Purchasing should use this
  transaction
• Shows revenue
• Breaks Commitments and Actual Expenses into
  separate columns
• Report parameters including Variant option are
  essentially the same.
• Both of these transactions will allow Budget
  Users to view Budget and Expense Information for
  Operating Budget and Student Employment Cost
  Centers
• These SAP Transactions will provide the
  accounting and budget information available in
  CARS Budget Review.

7
SAP Budget User ManualViewing Fund/Cost Center
Information

• Select Transaction
• Type Transaction
• fastpath/menu bar
• Y_DV2_04000008
• S_ALR_87012620
• Create Favorite
• Select Favorite in blue menu bar
• Select Insert Transaction
• Enter Transaction
• S_ALR_87012620
• Y_DV2_04000008
• You can now select Transaction from the Favorite
  Folder

8
SAP Budget User ManualReport for Accounting,
Purchasing and Grants

• Transaction
• Reason for this report
• Shows grant revenues
• Breaks Commitments and Actual Expenses into
  separate columns
• Select SAP Transaction
• Budget Status with Carry Forwards Y_DV2_04000008
• Carry Forwards are budget balances available at
  the end of a fiscal year which are carried
  forward to be available in the next fiscal year.
• i.e. Open purchase orders with an available
  balance at 6/30/XX, but the invoice will be paid
  in the next fiscal year.
• Since SAP will default the most recent values
  entered into various fields, blank/delete
  defaulted values in
• Fund
• Fund Center
• Commitment Item
• Enter Parameters
• Operating Budgets
• Enter
• Fund
• Fund Center

9
SAP Budget User ManualReport for Accounting,
Purchasing and Grants contd

• Select SAP Transaction
• Y_DV2_04000008
• Since SAP will default the most recent values
  entered into various fields, always blank/delete
  defaulted values in
• Fund
• Fund Center
• Commitment Item

10
SAP Budget User ManualReport for Accounting,
Purchasing and Grants contd

• Enter Parameters or Select Variant
• Parameters include
• Fund, Fund Center, Commitment Item
• If unknown, SAP conversion from CARS coding is
  available at
• http//www.lhup.edu/adminrpt/ccenterxref.htm
• http//www.lhup.edu/adminrpt/objxref.htm
• Enter Parameters
• Operating Budgets
• Enter
• Fund
• Fund Center
• Budget Version 0
• Fiscal Year 2004
• Select Output Type
• Classic Drilldown

11
SAP Budget User ManualReport for Accounting,
Purchasing and Grants contd

• Enter Parameters or Select Variant
• Parameters include
• Fund, Fund Center, Commitment Item
• If unknown, SAP conversion from CARS coding is
  available at
• http//www.lhup.edu/adminrpt/ccenterxref.htm
• http//www.lhup.edu/adminrpt/objxref.htm

12
SAP Budget User ManualReport for Accounting,
Purchasing and Grants contd

• After Selecting Parameters
• Click the Execute Icon (Clock with green check
  mark)
• Report format
• Defaults to Totals only
• Use Navigation Menu or mountain icon, then
  select an option from the navigation menu
• i.e. Fund Center or Commitment Item
• Columns provided
• Budget
• Commitments Encumbered Funds
• Actual Invoices, Payments
• Total Commitments/Actual
• Available remaining balance

13
SAP Budget User ManualReport for Accounting,
Purchasing and Grants contd

• Detail
• To view Detail of specific Commitment Item
• Select dollar amount in Commitment or Actual
  column
• Select Extras in the top menu bar
• Select Line Items
• This shows
• Invoices actual payments
• Purchase Orders Original total amount of
  payments to be made in fiscal year
• Purchase Orders Reductions amount of payments
  made related to invoices

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SAP Budget User ManualVariants

• Variants are saved versions of parameter
  selections
• Save a Variant
• Remove/delete defaulted values in Fund, Fund
  Center and Commitment Item
• Enter Parameters
• See Operating or Student Employment in
  instructions
• Click on Save Icon (diskette)
• Variant Name
• Single Fund Center use 50XXXXXXXX
• Numerical value of Fund Center
• Multiple Fund Center use 50 and department name
• Variant Description
• 50 and department name

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SAP Budget User ManualVariants

• Select Variant
• Remove/delete Fund, Fund Center and Commitment
  Item defaulted values
• Select Get Variant Icon which is the icon to
  the right of the Clock with green check mark
• Enter Variant Name (if known)
• To search for Variant
• Enter 50 in Variant Name
• Select desired variant name
• Click green checkmark in lower left corner
• Execute Report by selecting Clock with green
  check mark

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SAP Budget User ManualVariants

• Please note that the naming and defining/variants
  is extremely important.
• LHU Variant Names and Descriptions should all
  begin with 50, our Business Area
• Please access only your variants, in an effort to
  respect the data of others on LHU campus
• Variants are saved by transaction separately
• i.e. Assigned Funds and Budget Status

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SAP Budget User ManualMultiple Fund Centers

• Reports can be run for multiple Fund Centers
• Select the yellow arrow to the right of Fund
  Center
• Enter Fund Centers to be included
• Select green checkmark
• Resume other report parameters

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SAP Budget User ManualDetail Multiple Cost
Centers

• Detail for multiple fund centers
• Select an Assigned Value line item
• Click on Extras
• Click on Line Items
• Provides a screen for each fund center and
  commitment item with the activity in each
• Click on Document for further detail

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SAP Budget User ManualPrinting

• Printing any report selection
• Select Printer Icon
• Select All Columns option
• Select printer
• Select a network printer
• Enter 50- and network printer name
• To find Network printer
• Select box at right of printer device
• Enter 50
• Select an available network printer
• If your network printer is not listed, contact
  Computing Center
• Printing to desktop printer
• Enter LOCL in printer device
• Problems with printing
• Contact Computing Center X2286

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SAP Budget User ManualDownloading to Excel

• SAP Reports can be downloaded into Microsoft
  Excel.
• While a report is displayed on the screen
• Select
• System
• List
• Save
• Local
• Select a directory where you save your files,
  either C or H
• Name the file with a .dat extension
• Select Transfer
• Open file in Excel
• File opens with a window showing where the
  columns will be
• Select Next and Finish
• If wishing to keep the file, save in your desired
  directory as an Excel file, by changing the file
  type

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SAP Budget User ManualDepartment Fund Center
Report

• Select SAP Transaction
• S_ALR_87012620
• Since SAP will default the most recent values
  entered into various fields, always blank/delete
  defaulted values in
• Fund
• Fund Center
• Commitment Item

22
SAP Budget User ManualDepartment Fund Center
Report contd

• Enter Parameters or Select Variant
• Parameters include
• Fund, Fund Center, Commitment Item
• If unknown, SAP conversion from CARS coding is
  available at
• http//www.lhup.edu/adminrpt/ccenterxref.htm
• http//www.lhup.edu/adminrpt/objxref.htm
• Enter Parameters
• Operating Budgets
• Enter
• Fund
• Fund Center
• Budget Version 0
• Fiscal Year 2004
• Select Output Type
• Classic Drilldown

23
SAP Budget User ManualDepartment Fund Center
Report contd

• Enter Parameters or Select Variant
• Parameters include
• Fund, Fund Center, Commitment Item
• If unknown, SAP conversion from CARS coding is
  available at
• http//www.lhup.edu/adminrpt/ccenterxref.htm
• http//www.lhup.edu/adminrpt/objxref.htm

24
SAP Budget User ManualDepartment Fund Center
Report contd

• Enter Parameters
• Operating Budgets
• Enter
• Fund
• Fund Center
• FM Area SSHE
• Fiscal Year 2004
• Select Output Type
• Classic Drilldown
• Student Employment
• Enter
• Fund
• Fund Center
• Commitment Items
• 510580 to 510591
• FM Area SSHE
• Fiscal Year 2004

25
SAP Budget User ManualDepartment Fund Center
Report contd

• After Selecting Parameters
• Click the Execute Icon (Clock with green check
  mark)
• Report format
• Displays Commitment Items (Expense)
• Columns provided
• Budget
• Commitments Encumbered Funds
• Actual Invoices, Payments
• Total Commitments/Actual
• Available remaining balance
• Select option from Navigation Menu to change
  report format
• Fund Center
• Commitment Item

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SAP Budget User ManualDepartment Fund Center
Report contd

• Detail
• To view Detail of specific Commitment Item
• Select dollar amount in Commitment/Actual column
• Select Extras in the top menu bar
• Select Line Items
• This shows
• Invoices actual payments
• Purchase Orders Original total amount of
  payments to be made in fiscal year
• Purchase Orders Reductions amount of payments
  made related to invoices

27
SAP Budget User ManualDepartment Fund Center
Report contd

• Miscellaneous Functions
• Other functions follow similar steps as the
  Assigned Funds S_ALR_87012620 report
• Variants
• Viewing Multiple Fund/Cost Centers
• Summary and Line Item Detail
• Printing
• Download to Excel

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SAP Budget User ManualReferences

• http//www.lhup.edu/SAPinfo/training/index.htm
• From this site obtain
• Training Information
• Budget User Manual
• CARS Cost Center to SAP Fund Center Crosswalk
• Cars Object to SAP Commitment Item Crosswalk
• Updates
• Contact Information
• Randy Brown, Budget Manager
• LHU Business Office
• [phone]
• rbrown_at_lhup.edu