Training Offered

COST CENTER SUMMARY REPORTS/BCS TRAINING - CMU has implemented the Budget Control System (BCS), a module of SAP that is used for entering budgetary information for a department’s fund center(s). The Budget Control System became operational as of July 1, 2004. BCS will continue to be used in the future for processing budget related entries in SAP.

The BCS Available Balance report is used to compare a fund center(s) fiscal year plan data against the actual expenditures and encumbrances (commitments) incurred to date for the fiscal year. This report can also be used to calculate the remaining amount of plan available for a funds center to utilize for expenditures and commitments during a specific fiscal year. Users can also drill-down into individual budget entry documents, as well as actual and encumbered posting documents.

 

The BCS Net Balance report is used to show the actual surplus/deficit for the revenues, expenses and encumbrances (commitments) incurred to date for the fiscal year. This report does not contain any plan data. Users can also drill down into individual entry documents to view the activity related to each amount presented on this report.

 

The BCS Budget Line Items by Documents Number report is used to view the budgetary line items that have been posted to fund center(s) as part of the fund center(s) overall budget. Users can also drill down into individual budget entry documents to view the activity related to each budget category.

 

The BCS Fiscal Budget Adjustments report is used to view the various categories of budget entry transactions of original, return, supplement, and transfers that have been posted to a fund center(s) during a fiscal year. Users can also drill down into individual budget entry documents to view the activity related to each budget category.

 

The BCS Fiscal Year Budget Comparison report is used to view the fund center(s) fiscal year budget by version. This report displays a fund center(s) budgetary information for three consecutive fiscal years, along with the budgeted amounts posted by commitment item for the fiscal years. Users can also drill down into individual budget entry documents to view the activity related to each budget category by fiscal year.

 

The BCS Actuals by Period report is used to view a fund center(s) fiscal year plan data against the actual monthly revenues / expenses and outstanding encumbrances that have occurred through the fiscal year. This report provides the same information as the BCS Available Balance report, with the added benefit of displaying the monthly revenues and expenses for the fund center(s). Users can also drill own into individual entry documents to view the activity related to each amount presented on this report.

 

The BCS Budget Version Comparisons report is used to compare two versions of a fund center(s) fiscal year plan data. Users can also drill down into individual budget entry documents to view the activity related to each budget amount presented on the report.

 

 

COST CENTER RECONCILIATION TRAINING – This is used as a guide for departments to reconcile their fund centers monthly and to familiarize you with the information contained on the Controller’s website. Guidelines for reconciling your department accounts are provided with an overview of the items that are needed when reconciling your accounts. The goal is to increase your comfort level in understanding the reconciliation process.

The Display Actual Cost Line Items for Cost Centers report gives you the name and number of each G/L that had activity in it, along with a brief description in the text field as to what the charge or credit is for. This report is the most helpful in reconciling your account. Any changes to the current plan (Budget) will not be reflected. Users are able to drill down to detail transactions.

 

The Plant Maintenance: Actual Costs on Work Orders report can be used to display the actual cost on work orders. Also, work orders are now settled on a monthly basis, which means any expenses incurred by the work order during the month will be charged to your department’s cost center at the end of each month.

 

The Display REPAIR/ROUTINE report can be used to display information in a number of ways by changing the information entered in the selection fields.

 

 

GRANTS MANAGEMENT TRAINING – This session provides information relating to the easy management of your grants. Topics presented include SAP reporting, which includes a new report that can be used to reconcile your grant as of a specific period and fiscal year.  Also presented are methods for reconciling your grant and the beneficial services provided by Grant Accounting.

TheCost Centers: Actual/Plan/Variance report labeled BUDGET/PLAN details the award by budget line item. The total award for the project is displayed at the bottom of this column, in the OVER/UNDER BUDGET row. The column labeled ACTUAL COSTS details the expenditures by line item. The column labeled COMMITMENTS displays future costs that have not yet been incurred (i.e. future salary obligations, unreceived merchandise). The column labeled VARIANCE details the remaining balance.

 

The Grant Summary ReportEnter Grant number: Federal = F6XXXX, State = S6XXXX, Private = P6XXXX, Internal = C6XXXX. The column labeled BUDGET details the award by budget line item. The total award for the project is displayed below the budget categories. The column labeled CURRENT PERIOD EXPENSES details the expenditures for the reporting period entered on the selection screen. The column labeled INCEPTION TO DATE details the expenditures incurred during the life of the grant. The column labeled OPEN ENCUMBRANCES displays future costs that have not yet been incurred (i.e. future salary obligations, unreceived merchandise). The column labeled AVAILABLE BALANCE details the remaining balance .

 

 

 

INTERNAL ORDERS TRAINING - Internal Orders provide a way of tracking expenses in addition to G/Ls. For example, all the expenses associated with a department project or faculty member can be assigned an Internal Order number. A report can then be executed for that Internal Order displaying all the expenses, posted to multiple G/Ls, for that project or faculty member. This alternative way of tracking expenses helps to eliminate the need for shadow systems, namely Excel spreadsheets.

The Internal Order Transaction Audit-Displays Actual Cost Line Items for Cost Centers report provides a list of transactions posted to a selected cost center (and optional cost element) along with Internal Order assignments posted at the time of entry or reposted later in Controlling by repost line item.

 

The I/O Budget/Actual report provides budget, actual and commitment information for Internal Orders. Use the Inception-to-date view for reports based on inception-to-date data such as facilities projects and grants. Use the Annual view for reports based on fiscal year data such as workshops, recruitment, or tracking carryforwards. The reports are run in the same manner and give the same information. The following example is from the Inception-to-date view.

 

The Display Actual Cost Line Items for Orders displays a detail listing of transactions that have been posted to the selected Internal Order. Double click on a specific line item to see the actual journal entry, invoice voucher or reposting.

 

The Display Commitment Line Items for Orders report displays unreceived and/or uninvoiced purchase orders and contracts.

 

The Internal Order Master Data report provides a list of Internal Orders based on specific criteria. For example, if 08 is entered in the Order type field, the report will bring up all of the Internal Orders under Order type 08. If a cost center is entered in the Responsible cost center field, the report will bring up all of the Internal Orders with that cost center entered on the master data. Consistency when entering Internal Orders determines the accuracy and usefulness of this report. For example, always use the same format for the Responsible person and be consistent when using the Department field on the General tab in Master data.

 

The List: Budget/Actual/Commitments report provides budget, actual and commitment information for the periods in the Internal Orders.

 

The List:Budget/Actual/Commitments report provides budget, actual and commitment information for Internal Orders. Use the Inception-to-date view for reports based on inception-to-date data such as facilities projects and grants. Use the Annual view for reports based on fiscal year data such as workshops, recruitment, or tracking carryforwards. The reports are run in the same manner and give the same information. The following example is from the Inception-to-date view.

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