budget control system...numbering of sap funds/cost center costs center/funds center numbers have a...

Budget Control System

Bloomsburg University SAP/BCS Training Manual

Revised January 2019

Budget Control System BCS Training Manual

Table of Contents Getting Started .......................................................................................................................................................................... 3

Numbering of SAP Funds/Cost Center ........................................................................................................................... 5

Availability Control ................................................................................................................................................................. 6

Reports ................................................................................................................................................................ ......................... 7

Budget Reports - Generation ......................................................................................................................................... 7

To View Operating Expense Only ................................................................................................................................. 8

To View ALL Commitment Items for Revenue and Expense ............................................................................ 9

Report Navigation (For Both Reports) .................................................................................................................... 10

Drilldown to Documents ................................................................................................................................................ 11

Printing Reports ................................................................................................................................................................ 12

Budget Transfers ................................................................................................................................................................ ... 14

To Print the Document for Back Up .......................................................................................................................... 15

Display an Entry Document – FMEDD .......................................................................................................................... 16

APPENDIX A ............................................................................................................................................................................ 17

Availability Control (AVC) ............................................................................................................................................. 17

APPENDIX B ............................................................................................................................................................................. 19

Additional Information on Pre-Posting a Budget Transfer-FMBB ............................................................... 19

APPENDIX C ............................................................................................................................................................................. 20

Error Messages .................................................................................................................................................................. 20

APPENDIX D ............................................................................................................................................................................. 22

Icons ....................................................................................................................................................................................... 22

APPENDIX E ............................................................................................................................................................................. 24

Report Tips ................................................................................................................................................................ .......... 24

APPENDIX F ............................................................................................................................................................................. 26

Periods, Terminology, Abbreviations ....................................................................................................................... 26

APPENDIX G ............................................................................................................................................................................. 27

Number Ranges for Various Types of Documents .............................................................................................. 27

APPENDIX H............................................................................................................................................................................. 28

Frequently Asked Questions Regarding Transactions ...................................................................................... 28


Getting Started Logging On/Off

1. Log on to 00) Core-Prd (SSHE-PRD) using 10first initial, last name and your password.

2. Use the starburst icon to access another SAP screen. You can have up to 6 screens open at one time.

3. To Log off, click the X on each open screen, the last one will ask if you want to log off, click yes.

Icons See Appendix D for explanation of icons. Training Website Please refer to the SAP Website for all training materials: http://bloomu.edu/technology/sap

Go to Faculty & Staff

Scroll down to SAP Resources

See outlined information

http://bloomu.edu/technology/sap


Setup/Managing Folders/Additional SAP Screen Saving Favorites You should have a budget folder under your favorites. Any Budget reports or budget transactions can be saved in this folder. If you would rather create a separate folder for reports, follow the instructions below. Opening a New Folder under Favorites Right Click on ‘Favorites” – when the drop down menu appears, click on ‘insert folder’ – when the pop-up box appears, name your “new folder’. Hit “Enter” on your keyboard or click the green checkmark. Adding Transactions to a Folder You can add reports or transaction codes in the following way. Right click on the desired folder and then click on ‘Insert Transaction.” When the pop-up box appears, type in the name of your report or transaction code, ex.

ZFM02, and hit Enter or green checkmark.

Deleting a Transaction from Folder You can delete reports or transaction codes in the following way. Click once on report to highlight it Hit your delete key on keyboard.

Revise Name of Transaction (to be more recognizable) You can revise the name of reports or transactions in the following way. Right click on transaction to be changed (Ex. ZFM02) Choose “change favorite” You can add wording to the report name to help identify it. (Ex. ZFM02 Rev & Exp

Report or ZFM02_EXP Expenses only) Note: Don’t delete the report name. Navigation: In SAP there are multiple ways to access a screen. From the SAP Easy Access Main Menu, input the transaction code into the command

field (blank box at top left side of screen). Example: FMBB If you are not at the Easy Access Main Menu, (if you are in a report) you can input /n

and the transaction desired Example: /nFMBB in the command field. Hit enter or the green checkmark.

Use the starburst icon to access another SAP screen. You can have up to 6 screens open at one time.

Review of Pre-Posted Transfers The Budget Office staff will review Pre-Posted Transfers three times a day: Posting times are : 9:00 AM - 1:00 PM - 3:00 PM If you need a transfer updated before the scheduled time, call or email Audra H. #4700 or Barb M. #4029. Transactions update real-time. This means when your transfer is posted by the Budget Office, it will occur immediately.


Numbering of SAP Funds/Cost Center Costs center/funds center numbers have a different name within the SAP Funds Management and

Materials Management modules, but equal the same 10 numeric characters, with the 3rd

and 4th

characters equal to the fund indicator. Funds Center = Cost Center or WBS element

Funds Centers are used to look at Budget information, transfers and reports Cost Centers are used on your purchase requisition. WBS Elements are for grants and projects and have a .1 or .2 etc. at the end NUMBERING METHODOLOGY FOR E&G (EDUCATION AND GENERAL) FUNDS CENTERS.

10 11 02 05 16

Business Area - Bloomsburg University – will always be 10. Fund – Fund Code. Uses character’s 3 and 4 of the fund “10” character field. Division - Below are the different levels within the university.

01 President (101101xxxx) 02 VP, Academic Affairs (101102xxxx) 03 VP, Administration & Finance (101103xxxx) 04 VP, Student Affairs (101104xxxx) 05 VP, University Advancement (101105xxxx)

06 VP, Student Success Division (101106xxxx) Deans/Directors - Within each division are the Deans/Directors. *Please note: As of FY 2013 if a funds center moves between VP’s, the number doesn’t change so the VP number will not always match exactly. Departments/Cost Centers – The final level has all the departments or cost centers under the Deans/Directors. Commitment Item Numbering Methodology 4xxxxxx – Revenue 5xxxxxx – Salary & Benefits 6xxxxxx – Operating 7xxxxxx – Capital 8xxxxxx – Transfers/Chargebacks

Business Area (University)

Fund (E&G)

Division (Acad. Affairs)

Deans/Dir (Lib Arts)

Department (English)


Availability Control

Please reference APPENDIX A for specific commitment item number relationships.

Rule 1 AVC checking will occur at the “summary” levels within the EXPENSE commitment item hierarchy for UTILITIES, LEASES, OTHER EXPENSES and at the specific 6 digit commitment item number for commitments 700000-799999, 801000-813530 for funds centers within:

Fund 1011000000 E&G Funds – all funds centers Funds 1012000000 to 1016000000 Designated for E&G activities

Funds 1021000000 to 1024000000 Auxiliary Funds Funds 1061000000 to 1071000000 Plant Funds

Rule 2 AVC checking will occur at the 6 digit commitment item where budget is loaded for funds centers within:

Funds 1031000000 to 1031600000 Restricted Funds

Rule 3 AVC checking will occur at the 3 digit “summary” levels within the EXPENSE commitment item hierarchy for OTHER EXPENSES and at the specific 6 digit commitment item number for commitments 700000-799999, 801000-821000 for funds centers within:

Funds 1032000000 to 1033800000 Restricted Funds – Grants


Reports

Budget Reports - Generation USE These transactions will be used to provide your basic reporting requirements for monitoring your budget such as displaying your total budget, actual expenditures, open commitments, and budget balance available for your selected funds center(s). In addition, it will be used to drill down into the line item details of all postings to the selected fund center. It can also provide a report to detail the sources of your budget balance. PROCEDURE • Logon to the SAP system. • Open your Favorites – BCS Transactions folder and click on the ZFM02_Exp transaction. TRANSACTION CODES ZFM02- BCS Reports – Rev & Exp Includes ALL commitment items for revenues and expenses ZFM02_EXP - BCS Reports – Exp Only Includes commitment items for expenses only. Does not include revenue or transfers in (CI 813xxx). Selection Values (Selection Values are the same for both Reports) The information in the “Selection Values” area will default. 1. Financial Management Area: Will always be SSHE 2. Budget Category: Will always be 9F 3. Version: Will always be 0 4. Fiscal Year: Enter the fiscal year on which you are reporting – can run for multiple years.

Note: Fiscal year is end year. Example: FY 18/19 is FY 2019

2

1

3

4

Note: Must populate both fields With current FY!


To View Operating Expense Only ZFM02_EXP - BCS Reports – Expense Only You will use Variants set up by the Budget Office to obtain data for the commitment items (CI) you need to view. The following variants are available. Follow the instructions below to select the appropriate variant. Variant Name Variant Description 10NONPERSONNEL Operating area only (non-personnel) CI range 600-899 10STUDENTWAGES Student wages only CI 510585 10NONPER_STUDW Operating area and student wages CI range 600-899 & 51058

1. Click on “Get Variant” icon 2. Take your user id out of “Created by”

3. Insert 10* in “Created by”

4. Click on clock

5. Go to bottom of list and choose Variant from Listing Note: *Use “history” feature to choose 10nonpersonnel after initial report execution.

6. Enter your funds center (s) in the Funds Center Value field and click to execute the report. *Note: Use history feature to avoid typos.


To View ALL Commitment Items for Revenue and Expense ZFM02 - BCS Reports – Revenue & Expense Selection Groups 1. Fund Value: Enter the fund or range of funds on which you would like to report. This field is

not required if you are entering a funds center. 2. Funds Center Value: Enter the funds center or range of funds centers on which you would like to report. This field is not required if you are entering a fund number. 3. Commitment Item: There are commitment item groups established to pull revenue and

expense commitment items.

SSHE_2A – Includes all commitment items for revenue and expenses (including salaries and benefits)

4. Click on to execute the report

1

2 3


Click on the funds center you want to view

Report Navigation (For Both Reports)

This transaction contains six different reports. Navigate to the various reports by simply clicking on the appropriate report in the navigation pane.

w/CF = With Carryforward w/oCF = Without Carryforward

Note: Always use the w/CF (with Carryforward) except when you need to see the ending available balance for the prior fiscal year. Then use w/oCF (without Carryforward). This is helpful after balances carryforward at fiscal year-end. Do not use this feature until notified by Budget Office.

Navigate to the various funds centers by simply clicking on

“Funds Center” and then the FC #


Drilldown to Documents Drilling Down • Blue lines represent where postings take place (budget, commitment, actual). Yellow lines

represent totals.

• To drill down to the line item detail, double click on the dollar amount.

• To see all transactions in a specific column, double click on the total line. A Text box will pop up:

• After making a selection click . The detail will appear as shown below: Selection List for “actual line items” in Commitment or Actual Column Notes: You can click anywhere on a specific line and it will take you into the documents which may provide more details-example: in “actual” column you can go to PR or funds reservation or direct chargeback.

You can sort any column by clicking on the grey column title and sorting with icons .

See Appendix D for Icon Descriptions.

To get back to your report, click the

If looking at Actuals or Commitment columns amount, make this selection

If looking at Budget column amount, make this selection


Printing Reports To print a report, click on the type of report you want to print.

1. Choose “Settings” 2. Choose “Print page format” 3. Change Length & Width to:

58 & 170 for BUDSTAT report 65 & 200 for SOURCES

Then click on the print icon 1st window

3rd window 2nd window

The format is filled in for you as long as the report is open. This is very helpful if printing several funds center reports at one time. You only have to do the format once.

OR version #2 printing …

If you don’t want to go to “settings each time, just click on the print icon in the report view, then click the check on 1st and 2nd window. On third window input 58 x 170 in Report field and input format field as X_58_170 (or 65 x 200/ x_65 x 200 for Source report) and then click green check. Report Tips-See Appendix E.

To print one funds center, select this option

To print all funds centers, select this option


If you do not see the report format in the 3rd print window, follow these instructions.

Click on “Properties”

Double click on “Format”

You need to change the print size in the “Other Properties Format” prior to printing report.

For BUDSTAT report, change Rows to “58” and Columns to “170” as shown.

For Sources report, Rows will default to “65”. Change Columns to “200”.

Enter a in “Display selected parameter on initial screen.


Budget Transfers How to Pre-Post a Budget Transfer - FMBB Transaction: FMBB

1. Click on transaction FMBB under BCS Transaction Folder 2. If you get a pop-up box to enter FM area, enter SSHE 3. Choose Transfer from the Process menu (see instructions below) 4. Input Data

Click +

Click

Enter Text (Required)

5. Click on to check for errors. (located at very top of transaction-this fills in fund and BDGT)

6. When you have verified that you have no errors, click on located towards top of screen. Do not click on

7. You will receive a document number at the bottom grey area. See example.

Reference Appendices B-D for additional information on pre-posting documents.

Always NREC

Always NREC

Click for dropdown, to choose +

Insert Funds Center and Comm. Item Insert Amount and Text

There should be NO BLANK areas-all info. is required


To Print the Document for Back Up

1. When you are in the document you want to print a. Click Document b. Choose Preview SAP List Viewer

2. Click on Printer Icon 3. Click on green check - (your printer should be listed)


Display an Entry Document – FMEDD 1. Choose FMEDD from your Budget Folder 2. Input FM Area as SSHE, Document Year (These should default after first use) 3. Input the document number if you know it. If you don’t know it, skip to step #5 4. Click on execute

5. Click on dropdown menu a. “Created by”-insert your user ID b. “Document Date”-enter range of time such as a week or month when you think the

document occurred. Click on execute

c. Double Click on the document you want to see (It will take you back to Display Entry Document window)

d. Click on execute


APPENDIX A

Availability Control (AVC) Rule 1 Fund 1011000000, 1024000000 and 1061000000-1071000000 These funds will check AVC at the level listed below, different from where the budget is placed.

Budget Placed At AVC Checked At

From To Commitment Item Commitment Item Commitment Item

640100 646125 UTILITIES 651000 651000 LEASES-REAL ESTATE 695000 698500 all 6 digits 605100 690125 OTHER EXPENSES 690130 690130 690130 690135 690140 OTHER EXPENSES 696000 696000 OTHER EXPENSES 699000 699000 699000 700000 770000 all 6 digits 799000 799999 all 6 digits 801000 801200 all 6 digits 802000 802220 all 6 digits 803000 803530 all 6 digits 811000 811200 all 6 digits 812000 812220 all 6 digits 813000 813530 all 6 digits 820100 820100 610100 820200 820200 605110 820300 820300 606100 820400 820400 615100 820405 820410 660430 820500 820500 610100 820600 820600 660100 820700 820705 630100 820800 820800 646100 820805 820805 640100 820810 820810 641100 820815 820815 643100 820900 820905 625300 820950 920950 690130 821000 821000 690125


APPENDIX A (cont.) Availability Control (AVC)

Rule 2 Funds 1031000000-10316000000 Restricted Funds These funds will check AVC at the same 6 digit commitment item number which we budget.

From To Commitment Item Commitment Item Commitment Item

all 6 digits all 6 digits all 6 digits

Rule 3 Funds - 1032000000 to 1033800000 - Restricted Grants Funds 1032000000 to 1033800000 will check AVC at the level listed below.

Budget Placed At AVC Checked At From To

Commitment Item Commitment Item Commitment Item all 6 digit in OTHER EXPENSES all 6 digit in OTHER EXPENSES all 3 digit in OTHER EXPENSES

700000 770000 all 6 digits 799000 799999 all 6 digits 801000 801200 all 6 digits 802000 802220 all 6 digits 803000 803530 all 6 digits 811000 811200 all 6 digits 812000 812220 all 6 digits 813000 813530 all 6 digits 820100 821000 all 6 digits


APPENDIX B

Additional Information on Pre-Posting a Budget Transfer-FMBB

Split Screen – This gives a different view of the input line for a transfer. On this view you don’t have to input – and + and the sum icon is easier to use if you need to sum your sender or receiver lines. See below.

Hint: Turn off Document header with , then click at top of this view and drag it UP. It will give you more line items for both Senders and Receivers.

Use to bring header data back into view.

Use if you want to go back to view as “non-split”

This shows your documents in folders. Click on icon to turn Doc Overview on/off.

1. Click on folder to open it and show documents. See example 2. Double Click on document number to open it. **Your pre-posted documents show in your “Preposted” folder until they are approved by the Budget Office. Once approved they will move to your “Posted” folder. Note: The document overview will keep the last 20 documents for each folder.


APPENDIX C

Error Messages

Error: Unauthorized to Save a transfer

If you receive an email saying you are unauthorized to perform the entry it is because you

clicked on instead of Error: Extra line generated

If you don’t click on the + for your receiver line before you check the document, an additional line will be created and errors will be received.

1. Click on Green check

2. Click on gray box prior to line 3 3. Click on to delete the row 4. Input the + on the receiver line 5. Recheck the document

Note: If you use the split screen view you won’t have to input the + sign. See page 19 for details.


Error: Payment Budget Almost Exhausted Message

SAP gives a warning message when you are at 90% of your budget. This notifies you that your funds are low. To get rid of the warning, there are four steps described below.

If you get this message…

1. Click the green check on the bottom left side of the error box 2. Click your back arrow A window will appear asking if you want to save the document 3. Choose Yes 4. An error window will appear again, click the green check You will receive your document number at the bottom left side of the screen. Error: Annual Budget Exceeded Message

If the last line of the message has a red square, it is telling you that you don’t have enough money to complete the transfer. This is a hard stop and you must correct any errors and/or recheck your budget availability. If you don’t have available funds, you will have to move funds from a different area. Note: If it is a RED box, it is a hard stop-it means insufficient funds Error: Warning Messages: Check Environment/Check Messages You will receive this message when saving a Funds Reservation entry if you are at 90% of your budget. This message tells you where to look

1. Click on Environment – it is at the very top of the screen in dark blue

2. Choose Check Messages

3. Click on the green check.

4. Click the back arrow- A window will appear asking if you want to save the document

5. Choose Yes

6. If the error reappears, click the green check.

You will receive your document number at the bottom left side of the screen.


APPENDIX D

Icons Icons on FMBB - Budget Transfers, Supplements, Returns

If you are in the middle of inputting information for a transfer and you get interrupted or you have to leave the office, you can HOLD your transfer and you won’t lose your input. You will have to assign a held document number; you can use the date if you wish to. If you get an error message, just click the green check. The “held” document will show under your “Held” folder in the Document Overview shown above. To re-access the document, choose it from your held folder, finish your input, check your input and then click prepost.

Duplicate Row- Click on first row after you input information on FMBB and this will duplicate that information to the row below. Then you can just change the information that needs to be changed example: commitment item or funds center. This feature saves input time!

This is what you will use to prepost transfers.

If you want to input a longer explanation or copy an email into document, use this icon. Copy the information, go into long text and click on the paste icon. Click save and click back arrow.

Use if you have to go into pre-posted document and add text. Only text can be changed.

Insert Row- Click anywhere on entry line, click insert row and it will add a row above the line you clicked on.

Delete Row-Click anywhere on entry line, click delete row and it will be deleted.

Icons on Report Sort Ascending – Click on grey area at top of column and this icon sorts rows in ascending

order.

Sort Descending –Click on grey area at top of column and this icon sorts rows in descending order.

Find – On large document, you can sort a column to look for information like commitment item, specific dollar amount.

Sum – Adds a total for the amount column. Useful on large documents to add – or + amounts.


Subtotals. When in drilldown on reports, click on a column and then subtotals. You can subtotal by comm. item, or text to find items easier.

Layout. You can customize the drilldown layout with this icon. When window comes up-What you have is on the left, what you CAN have is on the right.

Click on anything in the left box that you don’t need and then click the right arrow. Click on anything in the right box that you want to see and click on the left arrow to move to the left.

To save your view, click on save icon.

Then save layout as A10 and your user id

Name: your initials and Office Name

Click on User-Specific and Default setting.

Hat icon shows who entered document in some areas.

Icons on Funds Reservations

Shows detail line item information

Select All-Selects all lines-to view consumption or set to complete.

Deselect All

Copy items-Click on grey at start of line and click copy items and it will copy to next row.

Document header long text. You can copy reference information here if needed.

Delete-Click on grey at start of line you want to delete and click on delete icon.

Set Completion indicator. Click on the row you want to set to complete (close) and then this icon.

Repeat entry. Click on row you want to repeat and then this icon.

Click on grey area at beginning of line and then consumption to view payments.


APPENDIX E

Report Tips

History Feature When you type information in reports and documents, there is a “history” feature that remembers it. Use this feature to access information easily instead of re-typing it.

• To re-execute/refresh a report, click on the green “back” arrow . This will take you back to the selection screen for the transaction. If you are not changing the parameters, just click the Execute icon.

• To turn off the Navigation pane, click on the Navigation On/Off icon . This displays more of the report on the screen without scrolling across.

Navigation On

Navigation Off


• To decrease the font size so that the entire report displays on the screen without scrolling across.

- Click on “Customizing of Local Layout” icon

- Drop down box will appear – click on “New Visual Design” - Under Font Size – slide the bar to the left to 91%. Click ok. - Log out of SAP and then log back in for the change to take effect. - The entire report will now appear on the screen when the Navigation is turned off. - Note: All SAP screens will now have this smaller font size.

• To view miscellaneous revenue or salaries and benefits in E&G Fund 1011000000 - Funds

Center 1011xxxxxx, use transaction ZFM02 and enter SSHE_2A in the Commitment Item field as shown below.


APPENDIX F Periods, Terminology, Abbreviations

Posting Period Month 1 July 2 August 3 September 4 October 5 November 6 December 7 January 8 February 9 March 10 April 11 May 12 June 13 Closing period 1 14 Closing period 2 15 Closing period 3 16 Closing period 4

SAP Terminology Budget Return – Decrease to a budget allotment. Budget Supplement – Increase to a budget allotment. Business Area – Each University is called a Business Area. Each University is assigned a 2 digit numeric Business Area. The business area for Bloomsburg University is 10. Commitment Item –For Funds Management the terminology is Commitment Item, for Materials Management the terminology is G/L Account Number. This is a 6 digit number defined specifically to identify type of revenues, expenses, transfers out, transfers in, chargeback expense, chargeback revenues. For commitment item listings reference the following sources: Commonly Used Abbreviations The following abbreviations are often used to shorten text. CB-Charge Back CF-Carry forward CI- Commitment Item FC-Funds Center FR-Funds Reservation FY-Fiscal Year PO-Purchase Order PR-Purchase Request


APPENDIX G

Number Ranges for Various Types of Documents Funds Management (9 digits) Funds reservations 2XXXXXXXX Budget documents 5XXXXXXXX Material Management Purchase Orders (10 digits) (except RO and SPR = 10 characters) Document type = CC Construction contract 39XXXXXXXX NB Standard purchase order 45XXXXXXXX SP Service purchase contract 40XXXXXXXX RO Rush order (emergency) ROXXXXXXXX Purchase Requisitions (8 digits) Document type = NB Purchase requisition 1XXXXXXX Travel Management (10 digits) Business Trip Commitments 1xxxxxxxxx


APPENDIX H

Frequently Asked Questions Regarding Transactions Q: How do I enter text after I’ve preposted a transfer and receive a message that text is missing? A: Choose the appropriate document from your “preposted” file. Add the text and then click on

. Q: When will I be able to spend the money that was transferred? A: The funds will not show up until the Budget Department posts your document. When the document number appears in your “posted” folder in Document Overview, it is available. Q: I entered a preposted document and it isn’t in my preposted folder? A: Check in your “posted” folder. It may have been posted by the Budget Department. Once posted the document moves to the appropriate folder. Q: I receive an error, how can I tell what is wrong? A: If it is not stated in the error, click on See Appendix C for common errors Q: I received an error that I am unauthorized to enter a transfer, what is wrong?

A: You clicked on the post icon instead of the icon. Click out of error and click Q. How do I find my document number if it isn’t in the posted folder on document overview? A: If you are in FMBB, go to Edit and choose “Search Effective”. This takes you to a search screen. You can search by entering your user id in “Created by” and a date range in “Document Date” then click execute. Q: Can I transfer money between funds? A: Yes, most funds are okay. We will contact you if the transfer is inappropriate. Q: How do I know if my transfer is “between” funds? A. The first four numbers in a fund center indicate the fund. Example: E&G is 1011000000. If the other fund center starts with anything other than 1011, it is a different fund. Example: 1012, 1013, 1033, etc. Q: What is the difference between a transfer and a charge back? A. A charge back is the reimbursement of an expense. Expense is moved rather than moving budget. Charge Back Example: Some position advertisements are paid by Human Resources when the ad is placed. Then the department is sent a note explaining how much they owe for the ad. This is a true charge back. Human Resources paid for something that is really an expense for your department not Human Resources. Transfer Example: A dean area wants to give a department funds to help them cover an expense. That expense truly belongs to the department not to the dean area. This is a transfer of funds. If you’re not sure whether it is a charge back or a transfer, contact the Budget Office (#4700 or #4029).


Q: What if I forgot to write down my document # when I park a budget transfer? A: Open FMBB, Open “Document Overview” Look in preposted file, if not there, check posted file. Q: Is it possible to have more than one SAP session open at a time? A: Yes, you can have up to six sessions open at one time. Click on the starburst icon to open another session. Q: Please explain the report column titles on the Source report. Original budget- These are the original approved budgets posted from the download. This is your original (or base) budget. Carryforward – This is the approved available balance at the end of a fiscal year that is “carried forward” to the new year. Note: Some reports show both CF from LY and CF to NY. LY is last year, NY is new year. Supplements- Increases to a commitment item. This can also be entries to record revenue or transfers between funds etc. Returns – Decreases to a commitment item. This is usually related to revenue not received. Transfers-You will see both sender and receiver entries listed. These are commitment item to commitment item transfers within your fund center or transfers into or out of your fund center. Q: I am expecting another department to transfer money to my Funds Center. What report can I use to verify that the money has been transferred? A: Use the ZFM02-Rev & Exp report, click on “Budget” column and drill down (search entry document (Page 10 to see the details). Q: What is 803000 Transfers Out and 813000 Transfers In? A: When money is transferred between funds, it is processed through “transfers out” in the “sender” funds center and “transfers in” in the “receiver” funds center. Q: Where do I find my original budget and carry forward amounts? A: On ZFM02 report, open “navigation” on left and choose Sources_w/CF report

Q: Why do I have to scroll right to see the rest of my report? A: Close the Navigation area Your can change your font size. Go to Customize local layout icon

, choose “new visual design” and move slide to lower percentage. Click apply and then OK. This new font will not be visible until you log off SAP and log back on. Adjust to your preference.