VIEWING YOUR COST CENTRE BUDGETS AND ACTUALS IN SAP FOR THE CURRENT FINANCIAL YEAR

The SAP Cost Centre View Report provides financial year to date information on budgets, actuals and forecasts with variances by cost centre. Information can be requested by month, fund code, WBS element and general ledger code with optional sub-totals.

Creating and editing a report in SAP cannot affect stored data. So please feel free to click on any item as no harm can be done.

Once you create the report you can save as a favourite to quickly access the next time.

Procedural Directory

Page No. Contents1-3 Logging Into SAP.4 - 15 Setting Up Your Report.

Step One – Logging into SAP

1

i) Left click on the “DoE insight staff portal login” link.

2

ii) Login with your DoE account name and password.

iii) Left click on the “New SAP” icon. If this icon doesn’t appear then left click on “Add more” and choose the “New SAP” icon.

iv) Left click on “Reports”.

3

v) Left click on “Cost Centre View”.

vi) You’re now logged into SAP!

Step Two – Setting Up Your Report

4

i) The School Operations and Performance (SOP) budget by Directorate cost centre is a default when you log in. We’ll now build our Cost Centre View report. Left click on “Filters”.

ii) Left click on “Show Variable Entry Screen.”

5

iii) The “Fiscal Period” enables you to choose the report’s month and financial year. “2017” specifies the 2016-17 financial year. The twelve monthly codes available for insertion in “Fiscal Period” range from “001” to “012” (July is “001” and June is “012”). The Budget Category is always “CB” for SOP reports. The Forecast Category is always “CF” for SOP reports. The “Budget Version” and “Forecast Version” codes need to be identical and range from “1” to “12” (July is “1” and June is “12”). The “Company Code” must always be “1010” for a SOP report.

iv) Left clicking the square shaped symbol in the “Company Code” row above will enable you to highlight the codes in blue to the left. Remove all codes other than “1010” so that corporate information is sourced from the SAP General Ledger.

6

v) Right click on “Cost Centre”.

vi) Highlight “Filter” and “Select Filter Value.” Then left click on “Select Filter Value.”

7

vii) Highlight “Single values” and left click.

viii) You can either enter a valid 8 digit code in the Cost Centre value field or highlight it in the list and left click on the “Add” button. This step provides the required cost centre detail.

8

ix) Right click on “Cost Centre”. Highlight “Hierarchy” and “Hierarchy Active”. Then left click on “Hierarchy Active”. The tick will disappear and the Hierarchy will become inactive. This is the first step in creating totals by reporting characteristic.

x) Right click on “Cost Centre”. Highlight “Properties” and “Characteristic” and left click on “Characteristic”.

9

xi) Highlight “Always”, left click on it and then left click on “OK”. This is the second step in creating totals by reporting characteristic.

xii) Right click on “Cost Centre” again. Highlight “Properties” and “Axis” then left click on “Axis”.

10

xiii) Highlight “Bottom”, left click on it and then left click on “OK”. This will ensure that the report’s totals and grand total appear underneath any figures relating to budget, actuals and forecast.

xiv) Left click on “Columns” in the top right corner under “Settings” to bring down the “Free characteristics” list. Then click on the following characteristics, hold, drag upwards and release under “Cost Centre” in the “Rows” section in the following order: “WBS Element”, “Fund” and “G/L Account”.

11

xv) Right click on “WBS Element” and highlight “Properties” and “Characteristic”. Then left click on “Characteristic”. Go to the dialogue box to the left and choose “Always” from the Display Results dropdown. Then left click on “OK”.

xvi) Right click on “Fund” and make “Hierarchy” inactive for “Fund” as per step ix) above. The result is that four digit Fund codes are showing. This is the level of detail required. Right click on “Fund” again and follow the procedure as per step xv) above for “Fund”. There are now totals by WBS Element.

12

xvii) Right click on “G/L Account” and make “Hierarchy” inactive for “G/L Account” as per step ix) above. Six digit G/L Account codes are now showing. This is the level of detail required.

xviii) Close the dark grey variables box at the indicated cross and right click on “YTD Budget”. Then highlight “Filter” and “Select Filter Value” and left click on “Select Filter Value”.

13

xix) You can highlight any report columns that you wish to either add or remove. Then left click on “OK”. The blue highlighted item shows purchase order commitments.

xx) We’ll now remove any rows from the report in which all the amounts are zero. Left click on “Settings” and then “Data Provider”. Go to the “Apply Suppression to Rows” dropdown box and select “Active: Remove Row When All Values = 0”. Check that the “Management Reporting KYF” box is ticked. Then left click on the “Apply” button. Your Cost Centre View report can now be exported to Excel.

14

xxi) Left click on “Excel” in the top right corner. Then left click on “Save” at the bottom (not any of the three dropdown options). Then left click on “Open”. Then left click on “Yes” to the question within the Microsoft Excel dialogue box below. The export report will then open. It needs to be named and then saved as an “Excel Workbook” from the options box.

xxii) We’ll now bookmark this report to Web Browser favourites. Left click on “Save view” in the top right corner. Then left click on the “Add to Favorites” button.

15

xxiii) Edit the report name. Left click on the “New folder” button to create a bookmark folder in Favourites or Favourites Bar (optional step).

xxiv) Left click on “Add” to create the bookmark. Then close the dialogue box and exit the SAP Reports module.