FAQs
  • To gain authorization to use CMU's SAP System, please fill out the SAP User Request Form.
  • To have SAP installed on your computer, or for hardware problems, call the IT Help Desk at ext. 3662
  • To reset your SAP or Windows password, call the IT Help Desk at ext. 3662
  1. What is the difference between a Development Request and a Peregrine Help Desk ticket? Answer
  2. What are Enhancement Packs? Answer
  3. What are Service Packs? Answer
  4. What is the difference between Master Data and the Student File? Answer

 

  1. When I print my travel expense report, it cuts off part of the detail so I can not see the entire report. What can I do? Answer
  2. How can I make the reports more reader friendly once printed? The reports I receive are tiny and hard to read, plus they have columns of information that I will never use? Answer
  3. How is the check distribution assignment determined? Could authorizations be put in place to allow access to check distribution assignments? Answer
  4. Can the cost center the student is being paid from appear on the remuneration statement or check? Answer
  5. How do I get rid of the SAP cover sheet on the front of reports when I print? Answer
  6. Why is it that sometimes a check is not produced even though time was submitted? What is the easiest way for a student to get his money when this happens? Can a list of employees who have submitted time but no check issued be made available? Answer
  7. Occasionally payroll information may get lost in the mail. It is possible to reprint a remuneration statement or an expense distribution report? Answer
  8. How can you download a report from Managers Desktop to Excel if no icon exists on the screen? Answer
  9. Is there a way to set my Managers Desktop so I can print reports directly to my own printer? I have always had to save the file to my hard drive and convert it to a spreadsheet before being able to print it out. Answer
  10. In Managers Desktop, if employees no longer working in my department show up on my reports or on my timesheets, how can they be removed? Answer

 

  1. When reconciling a department's budget, which reports are most beneficial? Answer
  2. How can I determine the available balance for my account using the Plan/Actual Variance Report? Answer
  3. I work with grant accounts. How can I get detailed line item information from the Inception to Date Report, under Inception to Date (Grants)? Answer
  4. I get a message that "no records were selected" when I look for the available balance. What does this mean? How do I find the balance for this account? Answer
  5. Which reports should I use for endowment accounts? Answer
  6. How do we properly access funds in the "Net Balance Report" to view activity? Answer
  7. As I'm running my line item detail reports, some of the reports have the following in the header: "August 2002 Contractual Expenditures, General Ledgers 750600, 820300". What causes this? Answer
  8. When pulling up the Cost Center: Actual Line Item Report, how do I request multiple fund centers that are not within a sequential range? Answer
  9. How can I run a report for a particular G/L account for a specific time frame? Answer
  10. What is the most reliable way to check open encumbrances and feel comfortable that they are right? The "Open Encumbrance Report" does not always reflect all (or even correct) open encumbrances. Answer
  11. In the "University Stores Goods Issue Report" what do movement types 201, 202, 261, 262, 901, and 902 mean? Answer
  12. Can account names be included with account numbers on reports? Answer
  13. What is a variant and how is it used? Answer
  14. I would like more information on viewing complete purchase order information when reconciling a budget. Where should I look for more information? Answer
  15. Why does each line item of a PO show up on SAP instead of just the total of the PO, plus shipping and handling charges? Answer
  16. Why can't there be more information keyed in when goods are received through Central Receiving (e.g. PO # and Line item # would be helpful)? Answer
  17. How do I view last year's data detail in the "Available Balance by Fiscal Year" report when I drill down? Answer
  18. With the budget restructuring, what suggestions do you have regarding how departments are to review their salary and benefit expenses? Answer
  19. Can you tell me how I can eliminate the extra page after the totals that prints out when I print reports in SAP? Answer
  20. Whom do I contact if I have questions regarding fringe benefit charges to my account(s)? Answer
  21. How do the year end open commitment rolls work and how will it effect my fund center in the old FY & new FY? Answer
  22. How can I make the reports more reader friendly once printed? The reports I receive are tiny and hard to read, plus they have columns of information that I will never use. Answer
  23. Is there a way to view information on work orders? Answer
  24. How do I get rid of the SAP cover sheet on the front of reports when I print? Answer

 

  1. Q:What is the difference between a Development Request and a Peregrine Help Desk ticket?
    • A: A Peregrine ticket is created by the Help Desk (x.3662) for a "bug" in SAP. Example: A report is giving bad data or missing students. Back to SLCM FAQs
    • A: A Development request is a change in specifications or functionality of an existing report or transaction. Example: Adding a new column to a report. Back to SLCM FAQs
  2. Q: What are Enhancement Packs?
    • A: These are groups of new functionality offered by SAP. The concept behind these Enhancements is that they can be installed in the system with little to no effect to existing functionality because the code is "turned off" by default. We can then "flip a switch", so to speak, for pieces of new functionality we want to use and test. Back to SLCM FAQs
  3. Q: What are Service Packs?
    • A.  Service Packs are performed twice a year (Spring & Fall) to install groups of SAP fixes and tax related information. We follow a process where fixes are installed in separate SAP systems for user testing. A Production "freeze" is implemented at that time where no new changes are implemented until all sign-offs are performed for Service Pack testing. Back to SLCM FAQs
    • Q:  What is Mercury? (HP Quality Center)
    • A. User departments are heavily involved in testing service pack changes. Mercury is the tracking tool we use to monitor department test cases and any bugs discovered during testing. http://it-mercqc:8080/qcbin/// 
    • Q:  What is QTP? (Quick Test Professional)
    • A:  QTP is a testing tool that staff can use to automate testing scenarios. Staff members can record a manual test that can later be run on its own. This can speed up testing tremendously during Service Pack changes.
  4. Q: What is the difference between Master Data and the Student File?
    • A: Master Data makes up the student's information they bring with them to CMU. (name, address, background, transcripts, etc...) Back to SLCM FAQs
    •  A:The Student File is the information a student accumulates from their time here at CMU. (admission, bookings, grades, graduation, etc...) Back to SLCM FAQs
  1. Q: When I print my travel expense report, it cuts off part of the detail so I can not see the entire report. What can I do?
    • A: In the print properties FORMAT box (after you click on the print icon), change the FORMAT to utilize option x_90_120. The "90" of this format signifies the number of lines to print on a page. Typically, the default for this report is x_65_120, so that it was only printing 65 lines per page. x_90_120 should satisfy most, if not all travel expense reports Back to HR FAQs
  2. Q: How can I make the reports more reader friendly once printed? The reports I receive are tiny and hard to read, plus they have columns of information that I will never use?
    • A: In the print properties FORMAT folder (after you click on the print icon), change the FORMAT to utilize the format that best meets your needs. You may need to test a few formats to determine which works best for you within a specific report. For example, format x_65_255 means that 65 lines will print on a page, while the 255 represents the number of characters to print across the page. Therefore, if a lower number format is used for lines and characters then the printing gets larger. Also, once you have determined the format that works best for you, these can be saved for the report by choosing the "settings" button from within the "properties" in your print parameters. Under the "Default for field" area , select the field to be set as a default and the "default field value", then in the validity area, choose "Valid for this report only" (if that is what you want), and then select the "Copy Settings" button. Back to HR FAQs
  3. Q: How is the check distribution assignment determined? Could authorizations be put in place to allow access to check distribution assignments?
    • A: The check distribution code prints at the top of each paycheck so each employee can determine where their check will be distributed each payday. Once a distribution code is set up for a student it should stay the same throughout the semester. Therefore, if a student is not listed on the Check Distribution Report delivered to the departments with the paychecks every payday, then the students check is at their other job location. It will continue to go to the same location for that semester unless a change is requested through Student Employment. Please keep in mind there is only one (at most) check distributed each payday for each employee. If a student's check normally is distributed to your department and does not show up for a particular pay, then you need to call the Payroll office. Back to HR FAQs
  4. Q: Can the cost center the student is being paid from appear on the remuneration statement or check?
    • A: The purpose of the Remuneration Statement is to give employees a breakdown of their earnings, taxes, reductions, deductions, etc. It is not intended to give departments accounting information. Displaying the "home" cost center could assist us in sorting, but the plan is to change the sorting to campus address/distribution code. We believe this is a better way to improve the sorting and distribution process. Back to HR FAQs
  5. Q: How do I get rid of the SAP cover sheet on the front of reports when I print?
    • A: Select the printer icon to print a report, then go into "Properties" and open the "cover sheets" folder. Double click on the "SAP Cover Sheet" field and from the drop down, select "Do not Print". Back to HR FAQs
  6. Q: Why is it that sometimes a check is not produced even though time was submitted? What is the easiest way for a student to get his money when this happens? Can a list of employees who have submitted time but no check issued be made available?
    • We have taken some steps to help part of this situation. In certain instances when an employee was re-hired, the bank details information was not updated properly. No check (or a zero check) was produced for those employees. A consultant created an edit check that will now catch this error. We are correcting these before checks are run. The process has been changed regarding cash advances. Currently, the payroll office cuts a manual check to replace those which should have come out but did not due to system issues. This does reduce the amount of legwork the employee needs to complete to receive a check. The departments can refer to the Check Distribution listing for their area to determine if a check has been produced for the employee in question. If they do appear on their report (and the employee has their Check Distribution code assigned to this department, then they need to contact payroll for a manual check (unless the employee opts to wait for the next pay cycle). Back to HR FAQs
  7. Q: Occasionally payroll information may get lost in the mail. It is possible to reprint a remuneration statement or an expense distribution report?
    • A: It is a simple process to reprint a remuneration statement for a ny period which has not been voided in the system. It's also possible to reprint sections of the Expense Distribution reports. Call the Payroll Department with these requests. Back to HR FAQs
  8. How can you download a report from Managers Desktop to Excel if no icon exists on the screen?
    • You can either print directly from MDT, or download it to your PC as a spreadsheet file and open it with Excel if you'd like to sort the report differently than it appears on your screen. To download the report to your PC, use the following menu path: System --> List --> Save --> Local File Next, select the spreadsheet option and click on the green check mark. After you select the location, click on the Transfer Button and the report will be downloaded to your PC. You can now open Excel and open your report from the saved location. This procedure works for ALL reports throughout SAP that does not have an Excel icon available to it. Back to HR FAQs
  9. Q: Is there a way to set my Managers Desktop so I can print reports directly to my own printer? I have always had to save the file to my hard drive and convert it to a spreadsheet before being able to print it out.
    • A: Yes there is! On the top of all MDT reports, you'll see a print icon (it looks like a little printer). All you have to do is click on this icon, and you'll see another popup screen come up. This is the screen where you tell the system where to print your report. The first line on the box is Output device. To print to your local printer (not a SAP designated printer), type FWIN in the output device, select the Print immed check box in the Spool control section, then hit the print icon at the bottom of the screen, and your report will print automatically to your local printer. If you normally print other SAP reports on a SAP Network Printer, all you need to do is put in your printer name in the output device rather than FWIN, select the Print immed in the spool control, then hit the printer icon at the bottom. Of course, you always have the option to save it to your hard drive to manipulate further in Word or Excel if you'd like. To do this, rather hitting the print icon, you have two options. If there is an icon that looks like a calculator on your screen, you can hit that icon, and you'll branch directly into Excel, or if you do not have that icon on your report, select the System from your toolbar at the top of your screen, then select List, Save, Local file, and you can save it directly to your hard drive. Back to HR FAQs
  10. In Managers Desktop, if employees no longer working in my department show up on my reports or on my timesheets, how can they be removed?
    • In the system, specifically in MDT for these programs, the system looks at the employee's Organizational Assignment to display employees in the reports. Depending on the type of employee you have (student, staff or faculty), you will need to contact the correct department (Student Employment, HR/Staff Employment, or Faculty Personnel) to change the employees Organizational Assignment screen to point to the department the employee works in now. They will require a P-3 (or other similar) form to be filled out in order to make the change. Another possibility is that the dates you have selected at the top of the MDT screen are too broad. Click on the calendar icon at the top of the screen and select a different period of time. Back to HR FAQs

 

 

  1. Q: When reconciling a department's budget, which reports are most beneficial?
    • A: BCS Available Balance - under Summary Reports (BCS). This report is useful for cost/fund centers that have planned revenue and/or expenses. It displays the cost/fund center's projected plan, actual activity, commitments, and a comparison of actual to plan.
    • Grant summary report - under Inception to Date (Grants) then Grant AFTER 11/01/05 (WBS). This report is useful for Grants. It displays the grants current budget, actual activity, commitments and available balance.
    • Net Balance Report - under Summary Reports (BCS). This report is useful for cost/fund centers that receive revenue. It displays the cost/fund center's revenue, actual expenses, commitments, and available balance.
    • Cost Center: Actual Line Items Report - under Reconciliation (Detail). This report is useful for all cost/Fund centers. This report displays all actual transactions (expenses/revenues).
    • Plant Maintenance, Actual Cost On Work Orders- under Reconciliation (Detail). This report in combination with the Actual Line Item Report provides you with a listing of all detailed transactions in Plant Maintenance. Back to Finance FAQs
  2. Q: How can I determine the available balance for my account using the BCS Available Balance Report?
  3. Q: I work with grant accounts. How can I get detailed line item information?
    • A: Using transaction code FMRA open the Inception to Date folder (Grants) and then the Grant after 11/1/05 WBS folder. Next you will see the Grant Management Line item display. Back to Finance FAQs
  4. Q: I get a message that "no records were selected" when I look for the BCS Available Balance report. What does this mean? How do I find the balance for this account?
    • A: This message means that the cost/fund center has no budget and has had no activity (no expenses, revenues or commitments). The balance for the cost/fund center would be zero. Verify that the following are correct: "to and from" periods and the fiscal year. Back to Finance FAQs
  5. Q: Which reports should I use for endowment accounts?
    • A: The BCS Net Balance report should be used for endowment accounts. The Inception To Date reports are only used for those fund centers that have a fund attached to them (i.e., Grants and Projects). Back to Finance FAQs
  6. Q: As I'm running my line item detail reports, some of the reports have the following in the header: "August 2002 Contractual Expenditures, General Ledgers 750600, 820300". What causes this?
    • A: Within the "Cost Center: Actual Line Items" report, once the report has been executed and has returned data (the "Display Actual Cost Line Items for Cost Centers" screen will appear) use menu path "Settings =>Layout =>Current Header Rows". Text can be entered here by selecting the "Insert line (F8)" icon which will then appear on all reports unless a user specific layout is created. Please create your own "user specific" layout by choosing the "Save Layout" icon, enter a name and description for the layout (if you would like this for your default setting). By creating the layout as "user-specific" only you will be able to see that layout. Back to Finance FAQs
  7. Q: When pulling up the Cost Center: Actual Line Item Report, how do I request multiple fund centers that are not within a sequential range?
    • A: You can select multiple fund centers that are not within a sequential range by clicking on the white arrow button to the right of the fund center fields. This will bring up a window called "Multiple Selection for Fund Center". Enter the individual fund centers in the single value selection fields then click the copy button. Now execute the Cost Center: Actual Line Item Report as normal. The report will bring in only those fund centers you selected. Back to Finance FAQs
  8. Q: How can I run a report for a particular G/L account for a specific time frame?
    • A: Go into the "Cost Center: Actual Line Item Report" and put a specified time frame in the "document posting date" field(s). Enter the appropriate G/L# in the "Cost Element" field. This report will show actual activity for the specified G/L and time period. Back to Finance FAQs
  9. Q: What is the most reliable way to check open encumbrances and feel comfortable that they are right? The "Open Encumbrance Report" does not always reflect all (or even correct) open encumbrances.
    • A: The "Open Encumbrances Report" has been replaced by the "Cost Center: Commitment Line Item" report. This report will show the correct open commitments when the "open items only" box is selected. It should be noted that discrepancies may appear with commitments because commitments are relieved continuously and cannot be tied to an accounting period (whereas expenses/credit can). For example, the April accounting close happens May 8th. There are 8 days in which an invoice or goods receipt can be posted to either April or May but the commitment is automatically relieved irregardless of the posting date. The only way that it would truly be "clean" is if the month actually closed at the end of each month (no dual months open at the same time). Although, it should be noted that typically, invoices and goods receipts are not backdated. See "Display Commitment Line Items for Cost Centers" on the Training Guides area of our website. Back to Finance FAQs
  10. Q: In the "University Stores Goods Issue Report" what do movement types 201, 202, 221, 222, 261, 262, 901, and 902 mean?
    • A: Both 201 and 901 represent goods issues to cost centers. The difference is that 901 represents an item that was backordered and once the material came in, was then issued to the cost center. University Stores uses movement type 901 to monitor backorders. 261 represents a goods issue to a work order, 221 represents a goods issue to a WBS element (Grant) and 202, 222, 262 all represent goods returned or cancelled goods issues. Back to Finance FAQs
  11. Q: Can account names be included with account numbers on reports?
    • A: Yes. To display the fund center name and the long text description of the commitment items on a report, do the following:
      After executing a report, the Available Balance report for example, select Settings => Characteristics Display. The display characteristics window will appear with four options for displaying the fund center and commitment item descriptions within the report. The options will display the information in the following ways:
    • Key and Name = Fund center number followed by the name; commitment item followed by the long description of the commitment item. If this option is selected from within the Available Balance report, the Available Balance column will be "pushed" off the right of the screen. To display the Available Balance column, click the Next Column button on the tool bar.
    • Name = Fund center name and commitment item long description only. All the columns on the Available Balance report will display on the screen with this option.
    • Key = Fund center number and commitment item short description only. This is the default for the reports where these options are available.
    • Name and Key = Fund center name followed by the fund center number; commitment item long description followed by the commitment "short description". This option affects the Available Balance column like the Key and Name option above. The above options work for the following FM reports: Available Balance by Fiscal Year & Inception to Date Reports Back to Finance FAQs
  12. Q: What is a variant and how is it used?
    • A: A variant is a way to save criteria in a report so that each time the report is requested. The criteria can automatically be pulled into the report thus saving the time of re-entering the criteria. Variants have been created in both the "BCS Available Balance" & "Cost Center" Actual Line Item" reports.  Back to Finance FAQs
  13. Q: I would like more information on viewing complete purchase order information when reconciling a budget. Where should I look for more information?
    • A: We would suggest using the PO list display (Logistics => Materials Management => Purchasing => Purchase Order => List display => By account assignment transaction code ME2K) by account assignment. When the PO list is generated, put your cursor on the PO line item # and hit the "PO History" button. The PO history will show the complete history of GR (goods receipts) and IR (invoice receipts) for the item. Back to Finance FAQs
  14. Q: Why does each line item of a PO show up on SAP instead of just the total of the PO, plus shipping and handling charges?
    • A: SAP looks at individual line items because PO line items can be set up in three different ways: 1) GR (good receipts) for the item is turned ON (this is the standard setting) - this means that Central Receiving can receive the items and cost centers are charged on receipt of these items into the system. 2) GR for the item is turned OFF (e.g. services) - this means that Central Receiving cannot receive the items and cost centers are charged upon invoicing. 3) GR non-valuated (multiple cost centers to be charged on one line item) - this means Central Receiving can receive the items on the system, but cost centers are charged upon invoicing. If the shipping and handling charges are known up front, they will show up as a separate line item on the PO (with GR turned off). Back to Finance FAQs
  15. Q: Why can't there be more information keyed in when goods are received through Central Receiving (e.g. PO # and Line item # would be helpful)?
    • A: Since the PO #s and line numbers are available by using Cost Center: Actual Line Item report (see note below) this information is not necessary due to the duplication. Also, there may be some information provided in the text that is helpful to Central Receiving (e.g. number of packages etc). If there are requests for more information, contact Central Receiving at ext. 6535. Central receiving will consider each request but will weigh their benefits according to workload constraints. Back to Finance FAQs
  16. Q: How do I view last year's data detail in the "BCS Available Balance" report when I drill down?
    • A: If the "Call up report" icon is used to drill down to the detail, the default filter value is set to the current fiscal year. Therefore, in order to drill into any other FY detail, once the drill down report has returned no detail & the "Commitment/Actual Line Items by Document Number" screen appears, select the "Select Layout" icon. You will see layouts created to represent FYs or ALL (all postings). Select the layout for the applicable year and detail will then appear when the correct layout is used. Please note: As of December 7, 2003, the "Extra => Line Items" drill down can be used in place of the "Call up report" icon. SAP has corrected this drill down report so that it no longer takes an extended period to return detail data. Back to Finance FAQs
  17. Q: With the budget restructuring, what suggestions do you have regarding how departments are to review their salary and benefit expenses?
    • A: The summarized expense charges can be viewed on-line via the FM standard reports (e.g. BCS available balance, cost center: actual line item, etc) under commitment items RCOMP (Regular Compensation - e.g. salary and benefits) and OCOMP (Other Compensation - e.g. temp salary). For detailed information, review your payroll expense distribution reports. Also, please remember that all staff & faculty salaries appear as commitments until the actual payroll expense occurs. Back to Finance FAQs
  18. Q: Can you tell me how I can eliminate the extra page after the totals that prints out when I print reports in SAP?
    • A: In the "Cost Centers: Actual Line Items" report, once the report has been executed and had returned data (the "Display Actual Cost Line Items for Cost Centers" screen will appear) use menu path "List => Print Preview => Edit => Subtotals". The "Define sort order" screen will appear. In the "Sort Fields" area, you will see the "Cost Center" field in the "Column content" area and just to the right is a column labeled "NG". In this field "*" asterisk represents that the report will page after each cost center whereas "UL" represents that the report will Underline after each cost center. If the "UL" selection is used, there will not be an extra page after the totals. Back to Finance FAQs
  19. Q: Whom do I contact if I have questions regarding fringe benefit charges to my account(s)?
    • A: Contact the Payroll office at x3481 if you have questions pertaining to benefit charges. Back to Finance FAQs
  20. Q: How do the year end open commitment rolls work and how will it effect my fund center in the old FY & new FY?
    • A: The year end commitment roll process takes the balance of the open commitments for supplies and equipment on 6/30/XX and puts them into the new FY (thus-if you looked at the commitments in FY-XX, there would not be any open commitments since they are now in FY YY). If the fund center is a general fund account (20000-29999) the budget amount equal to the open commitment balance is reduced in FY XX and added to budget in FY YY. Thus, the net effect to the available balance for general fund centers is zero. Back to Finance FAQs
  21. Q: How can I make the reports more reader friendly once printed? The reports I receive are tiny and hard to read, plus they have columns of information that I will never use.
    • A: In the print properties FORMAT folder (after you click on the print icon), change the FORMAT to utilize the format that best meets your needs. You may need to test a few formats to determine which works best for you within a specific report. For example, format "X_65_255" means that 65 lines will print on a page, while the "255" represents the number of characters to print across the page. Therefore, if a lower number format is used for lines & characters then the printing gets larger. Also, once you have determined the format that works best for you, these can be saved for the report by choosing the "settings" button from within the "properties" in your print parameters. Under the "Default for field" area, select the field to be set as a default and the "default field value", then in the validity area, choose "Valid for this report only" (if that's what you want) and then select the "Copy Settings" button. Back to Finance FAQs
  22. Q: Is there a way to view information on work orders?
    • A: A department can display activity for work orders by running the Plant Maintenance: Actual Cost on Work Orders on the FM report tree or use the "Display PO Work Order" if specific information is required for a work order. Back to Finance FAQs
  23. Q: How do I get rid of the SAP cover sheet on the front of reports when I print?
    • A: Select the printer icon to print a report, then go into "Properties" and open the "cover sheets" folder. Double click on the "SAP Cover Sheet" field. From the drop down, select "Do Not Print". This can be set as a default as described in question #22 above. Back to Finance FAQs

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