Budget Balance Reports

IntroductionsInstructors:

Tracy Ryan, Assistant DirectorCynthia Ledesma, Budget Analyst

Crystal Schaffer, Sr. Administrative Assistant

Housekeeping

Class Duration: Scheduled for 3 hours. Breaks:

– We will take a couple of quick 5-minute breaks at some point during class.

Hands on participation:– Please feel free to follow along as we go.– We will provide time to practice using the reports during

activity sessions and allow for questions and screen sharing.– If you get lost, please just watch the instructor until the next

activity session. Please use chat or raise you hand to ask questions as we move

through class. The other instructor(s) will be monitoring the chats and answering questions throughout the class.

Think about your accounts during class, ask questions!

Presentation Overview

Two Transactions:• ZBUDGETBALANCE• ZBUDACT-Budget to Actual

Goals:• Understand how to generate data with each

transaction.• Understand how to interpret the data generated.• Understand the various uses of each transaction and

when to use them. • Using the Funds Crosswalk with these transactions

to pull in the correct data set.• Learn some basic terminology connected to budget

reporting.

Activity

Access SAP Business Client

Access SAP Transactions

Let’s save these transactions to your favorites now!

T-CODE(S):• ZBUDGETBALANCE• ZBUDACT

Budget Terminology

Commitment Items:• Budgetary commitment items are the control lines for budget. • Posting commitment items are general ledger (GL’s) that

“rollup” to budgetary commitment items.• Some budget commitment items can also “rollup” to other

budget commitment items. • Budget reporting shows the controls by subtotaling at each

commitment item in the Budget to Actual and the Budget Balance Report.

Budget RollupExamples

Budget Terminology

Budgetary Commitment Item Rollup for Operating:

We will see how this looks in reporting as we explore each report.

Funds Crosswalk

Located on the “How-To & Reference Documents” page of the Budget Office website under “Budget Related” documents: https://www.fss.txstate.edu/budget/training/how-to-and-reference.html

Assessment Poll

ZBUDGETBALANCE

Highlights:• Developed for the account manager who just needs to

access basic balances.• High-level report for quick view of current available

balance.• Simple entry screen.• Runs quickly.• No drill-down activity available.• Default layout sorts/subtotals by account combination.• Report crosses fiscal years which means you can run this

report for multiple years.

ZBUDGETBALANCE

Front Entry Screen:• Fund (Required)• Fund Center or Funded

Program (required)• Layout: Choose according

to Funds Crosswalk• Default layout is

00BUDALL

ZBUDGETBALANCEFront Entry Screen:• Fund: can use wild cards or ranges• Fund Center or Funded Program: can use wild cards or ranges• Layout: choose according to Funds Crosswalk

ZBUDGETBALANCE

Output:• Sorts by account automatically.• High-level detail. Commitment items are shown at the

subtotal level, not the detail level.

ZBUDGETBALANCE

Output:• One account showing multiple years.• Notice prior years the balance is zero. That is due to year-end

processes to close and return budgets.

Activity

Let’s run the report and discuss the output!

T-CODE(S):• ZBUDGETBALANCE

Assessment Poll

ZBUDACT

Highlights:• ZBUDACT-called Budget to Actual• Most widely used report on campus• Fiscal year driven

o Designed to show balances for accounts one fiscal year at a time

• Simple entry screen but more options than the Budget Balance Report

• Default layout sorts/subtotals by commitment item group (control lines)

• May take some time to run

ZBUDACTGoals For Training Today:• Understand selection choices on front screen.• Understand report output organization and calculated fields.• Getting the details!

o Learn about drill down ability within the report.• Running the report based on fund type:

o Centrally funded accountso Income generating accountso Multi-year funds

• Multiple uses of this report:o Reconciling my budget by period/year.o Using the two-year comparison feature to compare expenses

across years.o How to look up reserves for fund managers managing an

income fund.• Understanding the key differences between ZBUDACT and

ZBUDGETBALANCE.

ZBUDACT

Front Screen Parameters:

ZBUDACTFront Screen Parameters:• Fiscal Year: (required)• Period From/To: (required)• Fund: (not required but

recommended, no wildcards)• Fund Center or Funded

Program: (One or the other is required).

• Commitment Item: (usually left blank)

• Commitment Item Group: (use funds crosswalk to determine correct selection)

• Functional Area: (leave blank)• Layout: (may leave blank or can

use specific layouts)

ZBUDACTFront Screen Parameters:

Basic centrally funded account example. Use the funds crosswalk to get the right commitment item group.

Activity

Let’s run the report and discuss the output

T-CODE(S):• ZBUDACT

ZBUDACT

Columns Defined-Default Layout:• Fund: 10-digit fund number• Fund Name: name of the fund• Fund Center: 10-digit fund center• Fund Center Name: name of fund center• Funded Program Number: 10-digit funded program number or

NR if no funded program• Commitment Item Group: identifies type of budget/expenses and

is subtotaled at the budgetary control line levelo Example: Staff salaries vs. faculty salaries

• Commitment Item Name: name of commitment item

ZBUDACT

Columns Defined-Default Layout:• Original Budget: permanent budget set during budget

development and beginning budget for a given year• Drill down ability

• Budget Adjustments: budget changes processed during the yearo Perm or tempo Drill down ability

• Total Budget: calculated fieldo Original budget + Adjustments + APY budget=Total Budget

• Current Period Actuals: only populated if there are any postings in the “to” period of the selection criteria

• Current YTD Actuals: actual expenses posting in current year at the GL level

ZBUDACT

Columns Defined-Default Layout:• Reserved: the total of encumbered documents from either vacant

positions or from purchase requisitions o Drilldown ability

• Encumbrances: the total of encumbered documents from filled positions, purchase orders, or funds commitmentso Drilldown ability

• Total Encumbrances: calculated columno Reserved Column + Encumbrance Column = Total

Encumbrances• Available Balance: calculated column

o Total Budget-APY Actuals-Current YTD actuals-Total Encumbrances=Available Balance

ZBUDACT

Budgetary Control Lines:• Report is subtotaled by commitment item group by default.• This allows the user to analyze the report by the budgetary control

lines.o Example: Staff salary vs. Graduate Salary

• Overbudgets are sent out by control line. • Total Operating budget is displayed with the subtotal lines visible

for Student Wages, Travel, Capital, and M&O, however the budgetary control is actually at 67000-Total Operating.

ZBUDACT

Drilldown Ability:• Drilldown to source documents is available on

the following columns:o Original Budgeto Budget Adjustmentso Current Period Actualso Current YTD Actualso Reservedo Encumbrances

Activity

Let’s look at some drilldown data!

T-CODE(S):• ZBUDACT

ZBUDACTReading Output Based on Fund Type:• Central Funded Accounts:

• Run with appropriate commitment item group to control your expenses.

• No revenue necessary.• Income Generating Accounts:

• May run with or without revenue.• Important takeaway is to understand what is happening in

the Current YTD column to see current year’s net loss/profit.

• Multi-Year Funds:• Run with special multi-year layout.• Allows for additional columns to be pulled in so

calculations read correctly going across the report.• Overall available balance (bottom right corner) will be the

same regardless of layout used.

Centrally Funded Account

How to read your account balance:

Estimated Income Accounts

Estimated Budget in B2A:

Revenue = 905,000Expenses budgets:Are in many expense lines

but equal to a total of 905,000.

Overall balance at bottom is zero.

-905,000.00905,000.00

-0-Expense budgets can also be

spread across fund centers.

Estimated Income Accounts

Reading Revenue in B2A: Use Commitment Item Group 28 Revenue

Estimated Income AccountsReading Expenses in B2A:• Use appropriate Commitment Item group

Estimated Income Accounts

Budget vs. Actuals- what’s important to knowCommitment item group: 00BUDREVEX

• Revenue vs. Expense

Activity

Let’s run an estimated income account and analyze the output!

T-CODE(S):• ZBUDACT

Multi-Year Accounts

How do I read my budget in B2A?

Choose the Commitment Item Group that works for your type of fund.

Choose the multi-year layout for RIB funds.

Multi-Year Accounts

How to read Revenue:• To look at revenue: 28REVENUE• Or use 00BUDREVEX

o shows revenue and expenses

Multi-Year Accounts

How to read Expenses:• To look at expenses: 00BUDALL• Use Multi-year layout

Activity

Let’s run the report for a multi-year fund and look at the output!

T-CODE(S):• ZBUDACT

ZBUDACT

Using Budget To Actual To Reconcile By Period:• This report can be run by period or across periods.• Periods are tied to our fiscal year.

o Period 1 is September, period 2 is October etc.• Budget is not broken up by period. Budget is for the entire

fiscal year.• The report output therefore will always be showing you the

entire annual budget regardless of the period(s) put into the selection criteria.

• Expenses are posted by period and the report will alter the output based on the selection criteria.o Example: Running the report from period 1 to 1 will bring

in the entire annual budget but only the expenses for period 1.

Activity

Let’s run the report for period 1 and analyze the output!

T-CODE(S):• ZBUDACT

ZBUDACT

Using Budget to Actual Two Year Compare Feature:• Can run for an entire year or by period.• Report output does not include budget, it compares

actuals only.• Current YTD column will be the fiscal year you put on

the selection screen. • Prior Year Actuals will be the prior years expenses.• Ability to run for two years at a time and can look at

older years by choosing an older fiscal year in the selection screen.

• Layout: need to use the /00TWOYRCOM layout.• Functionality only works for fiscal year funds

Activity

Let’s run the report for an account using the two year compare layout!

T-CODE(S):• ZBUDACT

Reserve BalancesHow To Look At My Reserves:• Need security for fund center 1040999999• Not all users will be given access, usually fund manager and admin/budget specialist

will have access. • Special B2A layout (directions on Budget Office website, How to & Reference Docs)

Reserve Balances

Drill down and you can see detail:

How To Look At My Reserves:Execute report and you get this:

Assessment Poll

ZBUDGETBALANCE vs ZBUDACTReporting Differences:

Report Layout: • ZBUDGETBALANCE: subtotals at the account level• ZBUDACT: subtotals at the budgetary control lines

Viewing Of The Budgetary Control Lines:• ZBUDGETBALANCE: rolls up the detail and only shows the

subtotal lines collapsed into a single line for each budgetary control line

• ZBUDACT shows all the detail of each control line including a budget line, expense detail lines, and a subtotal line

Running Report For Multiple Fiscal Years:• ZBUDGETBALANCE: allows for multiple years• ZBUDACT: can only run one year at a time due to front selection

screen limitations

Activity

Let’s look at the reporting differences!

T-CODE(S):• ZBUDACT• ZBUDGETBALANCE

Assessment Poll

Activity

Open Discussion!

Budgeting Classes

Classes:• Budgeting with Funds 101• Report Fundamentals• Budget Balance Reports• Budget Related Reports • Academic Dept Salary Related Reports• Non-academic Dept Salary Related Reports

Sign up for classes via the training tab in your SAP Portal.

Budget Related Reports• ZBUDACT - Budget To Actual – ALV• FMBB - Budgeting Workbench• FMEDDW - Drilldown for Budget Entry Documents• ZBUDGETBALANCE - Budget Balance Report• ZOVERBUDGET-Overbudget Report• ZOPEN_ENCUMBRANCE - Open Encumbrance Report • ZFMRP_RFFMEP1AX - All postings

Salary Budget Related Reports• ZFIPOSBUD – Annual Position Budget Report• ZFISALFRINGE - Salary/Fringe Report• ZFM_SAL_RECON - Recon. for Salary Encumbrances• PA20 - Personnel Management -> Administration -> HR Master

Data -> Display• PO13D - Display Position• BEx Analyzer (HR queries)

Class Evaluations

Please take a few minutes to let us know how we did by filling out the following survey:

https://www.fss.txstate.edu/budget/forms/Budget-Balance-Reports

All responses are anonymous and will be considered as we prepare for future trainings.

We greatly appreciate your feedback!

Congratulations!!

You have successfully completed Budget Balance Reports Training through

Texas State University.