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Accounting Services Training Manual

BCS Reporting Manual

Accounting Services

Training Manual

(BCS) Budget Control System

Reporting Manual



Version: February 2010

Table of Contents Introduction to the Budget Control System and Reporting ......................................................... 1

Glossary of BCS Reports ............................................................................................................. 2

BCS Available Balance Report ................................................................................................... 4

Drill Down Functionality ............................................................................................................ 11

Viewing BCS Reports With Excel .............................................................................................. 17

Additional BCS Reports BCS Net Balance Report ............................................................................................................. 22

BCS Budget Line Items By Document Number Report .............................................................. 26

BCS Fiscal Budget Adjustments Report ...................................................................................... 31

BCS Fiscal Year Budget Comparison Report.............................................................................. 36

BCS Actuals By Period Report .................................................................................................... 40

BCS Budget Version Comparisons Report .................................................................................. 45

BCS Plan Vs. Actuals By Period Report ..................................................................................... 50



1 Version: February 2010

Introduction to the Budget Control System and

Reporting

CMU has implemented the Budget Control System (BCS), a new module of SAP that is

used for entering budgetary information for department’s funds center(s). The Budget

Control System replaces the former processes used for budgeting and became operational

as of July 1, 2004. BCS will continue to be used in the future for processing budget

related entries in SAP.

With the continued improvements and developments of the SAP system, the University

decided to implement the SAP Grants Management module (GM). This new

functionality within SAP will offer many improvements to the grants management

process. As a first step to the successful implementation of the GM module, the Budget

Control System had to be implemented because BCS will be an integral part of the grant

budgeting process.

With the implementation of BCS, the budget data entered into the BCS module is stored

in its own set of tables. In order to retrieve this data, reports were written to pull data

from the specific tables where the information is stored. Since reports are table specific,

new reports had to be created to access the budget documents generated by BCS. The

new BCS reports have replaced the previous reports (i.e. Available Balance by Fiscal

Year report) which pulled budgetary information posted within SAP via former

budgeting functions. All of the “old” reports that were used in the past have been

recreated to pull information from the BCS tables. Eventually, the “old” reports will be

removed from the departmental report tree, leaving only the BCS reports to be used for

reporting purposes.

Several improvements have come from implementing BCS. One improvement is that

BCS provides more detailed reporting of the budgetary documents entered into the

system. BCS also allows for an increased number of variables that can be budgeted and

reported against. An additional benefit of implementing BCS is that if the University

chooses to implement the Budget Prep (Develop Net) module, BCS integrates with

Budget Prep for uploading the budget information. Therefore, when / if the decision is

made to implement the Budget Prep module, CMU will be in a position to successfully

implement the new module.

As the new BCS reports are utilized, you will see the many improvements that the

implementation of the Budget Control System has to offer.




Glossary of BCS Reports

BCS Available Balance Report

The BCS Available Balance Report is used to compare a funds 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.

BCS Net Balance Report

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.

BCS Budget Line Items By Document Number 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 funds center(s) overall

budget. Users can also drill-down into individual budget entry documents to view the

activity related to each budget category.

BCS Fiscal Budget Adjustments Report

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.

BCS Fiscal Year Budget Comparison Report

The BCS Fiscal Year Budget Comparison Report is used to view the funds center(s)

fiscal year budget by version. This report displays a funds 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.

BCS Actuals by Period Report

The BCS Actuals by Period Report is used to view a funds center(s) fiscal year plan data

against the actual monthly revenues / expenses and outstanding encumbrances that have

occurred thru 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 funds center(s). Users can also drill-down into individual entry

documents to view the activity related to each amount presented on this report.




BCS Budget Version Comparisons 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.

BCS Plan Vs. Actuals by Period Report

The BCS Plan vs. Actuals by Period Report is used to view the monthly variance of plan

verses actual postings throughout the fiscal year. The report also shows the variance of

plan verses actual postings for the entire fiscal year.

The true benefactor of this report is the department that utilizes budget version 99 to

allocate the department’s budgetary information on a monthly basis. This report will not

display the initial budgetary information posted by Budget and Planning on a monthly

basis, since the University’s initial budgetary information is not posted to SAP in a

monthly format. For example, academic departments will not see the initial tuition and

fees budgetary information, which is provided to Budget and Planning at the beginning of

a fiscal year, posted in correspondence with the months that these revenues are actually

received. But, if Budget and Planning makes adjustments to a department’s University

budget, these adjustments will appear in the month the adjustment occurred. Examples

include original budget corrections, supplements, transfers, and returns.

Users can also drill-down into individual entry documents to view the activity related to

each amount presented on this report.




BCS Available Balance Report

Overview

The BCS Available Balance Report is used to compare a funds 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.

1. Access the transaction via transaction code FMRA.

Note: It is recommended that transaction code FMRA be included with your

Favorites for easy access to the report tree.

The following screen will appear:

2. Press the beside SUMMARY REPORTS (BCS) to open this node of the

Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then

open to display the reports contained within this node of the report tree as seen below.




3. Double-click on BCS AVAILABLE BALANCE. The selection screen for the report

will appear.

See the table below for a description of each field located on the above selection

screen.




Field Name Description R/O/C User Action and Value Comments

Version Used in conjunction with

budgetary (planning) data.

Allows for multiple versions

of planning data to be utilized

and reported against.

Required Defaults to 0 for current

adjusted budget.

Use the pull-down

functionality to select from

the following versions:

0 – Adjusted Budget

1 – Original (Unadjusted)

Budget

2 - Original Budget + Base

Adjustments

99 – Departmental Planning

Period From Beginning reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.

Entering a value of 1 into this

field will provide year to date

information through the

selected Period To value.

Period To Ending reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.

The period through which

reporting information is to be

requested.

Fiscal Year Represents the reporting year

of the University.

Required Enter the fiscal year to be

reported against.

CMU’s fiscal year runs from

July 1 through June 30; this

field does not correspond to

the calendar year for the first

6 months of the fiscal year.

Funds Center The 5-digit organizational

unit used for reporting

purposes.

Required Insert the department(s)

5-digit identification

(cost center) number.

Do NOT leave this field blank. Leaving the field

blank will bring up the entire

CMU hierarchy of funds

centers.

Fund Utilized for accounting /

reporting purposes.

Optional Leave blank. This field is very seldom

utilized for departmental

reporting purposes.

4. Populate the selection screen based on the reporting requirements you need to

meet.

Note: To run this report on a year to date basis through September, enter periods

1 through 3 for the appropriate fiscal year. To run a month to date report for

September, enter periods 3 through 3.

The following screen is a completed example for cost center 26430, for periods 1-12 of

fiscal year 2008:




5. Press the Execute button. Once the report has finished executing, the BCS

Available Balance report will appear as seen below:

Column Explanations:

Column: CUR PLAN ACTUAL COMMITMENT PLAN/ACT % VAR

Description: Projected

(planned)

revenue and

expenses for the

funds center(s)

(department).

Does not

represent the

amount to

spend.

Actual revenue

and expenses

incurred by

this funds

center(s) that

have been

posted within

SAP.

Open

encumbrances

(commitments)

from purchase

orders,

staff/faculty

salary, benefits

etc.

(Cur Plan less

Actual less

Commitment)

Represents how

well the funds

center(s)

(department) is

doing compared

to its plan. No

longer the

amount to

spend.

Percentage

representation

of the

PLAN/ACT

column.




Note: In the Cur Plan & Actual columns, revenues are represented as negative

amounts while expenses are positive amounts. Therefore, a negative balance

indicates a surplus and a positive balance indicates a deficit. Note that this may not

be true for the Plan/Act column since that is the calculated difference between Actual

& Cur Plan.

6. Follow SAP menu path ViewExpand Report Fully to see further detail

pertaining to the funds center. Before expanding the report fully, the report is

presenting a high overview summary of the funds center’s activity. By expanding the

report, more detail is provided to show what items comprise the higher level

summation levels.

The following shows the above report completely expanded, which displays the lowest

level of detail contained in this report without drilling-down into the individual entry

level documents:

As can be seen in the above report, a hierarchical structure exists where the lowest level

of reporting rolls up to the next higher level. For example, commitments items 6110003,




611000 and 611200 roll up to 6110003 Staff Salaries, which then roll up to 6100002

Regular Compensation, and up to Total Expenses.

In continuing with the column explanations, the following report represents an academic

funds center (department). The previous reports have pertained to a service center

(department).




The table below provides greater detail as to the items represented in the Cur Plan and

Actual columns of the BCS Available Balance report for both an academic and a service

center.

Academic Funds Center Revenues Expenses

Column Tuition Enroll Fee Provost Other Rev Wages Fringes S / E

Plan Based on

enrollment

projections

by credit

hour.

Based on a

per credit

hour rate.

Represents

allocated

funding

provided

from the

Provost.

Not

included

in Plan.

Based on

the non-

vacant

positions

at the

beginning

of the

year, plus

an average

for vacant

positions.

Based on

actual

benefit

selections

for filled

positions,

plus an

average

for vacant

positions.

Based on

last year’s

S / E

budget.

Actual Distributed

2x per

semester.

1st – After

Phase II

registration

is

complete.

2nd –

Approx.

one month

after each

semester

ends.

Same as

Tuition.

Posted at

the

beginning

of the

fiscal year.

Posted as

revenue is

received.

Posted as

expenses

are

incurred.

Posted as

expenses

are

incurred.

Posted as

expenses

are

incurred.

Service Funds Center

Revenues Expenses

Column Appropriations Other Revenue Wages Fringes S / E

Plan Projected from

the prior year’s

expenditures.

If received by

the department,

collaboration

with Budget &

Planning is

required to

determine the

appropriate

plan amount.

Based on the

non-vacant

positions at the

beginning of

the year, plus

an average for

vacant

positions.

Based on

actual benefit

selections for

filled positions,

plus an average

for vacant

positions.

Based on last

year’s S / E

budget.

Actual Posted at the

beginning of

the fiscal year.

Posted as

revenue is

received.

Posted as

expenses are

incurred.

Posted as

expenses are

incurred.

Posted as

expenses are

incurred.




Drill Down Functionality

The functionality exists for the user to “drill-down” into a specific dollar amount

presented on the BCS Available Balance report. Since not all amounts presented on the

report are comprised of a single posted amount, drilling-down allows the user to see in

greater detail, the actual line items that make up the dollar amount presented on the

report. For example, when drilling-down into the Actual office supplies posted to a

department, the amount reported on the BCS Available Balance report may be a single

dollar amount, or possibly the summation of multiple postings related to office supplies.

The following provides an example of drilling-down into an Actual dollar amount

represented on the BCS Available Balance report presented below.

1. Drill-down into the Actual amount(s) posted to 693000 Purchasing MasterCard

line item of the report by double-clicking on the specific dollar amount ($55.21)

highlighted above. The following screen will appear:




2. Choose Actual/Commitment Line Item Detail to view the individual dollar

amounts that make up the total Actual represented on the BCS Available Balance

report for 693000 Purchasing MasterCard. After selecting the Actual/Commit…

option above, the following report will appear showing the individual line items

that comprise the $55.21 located on the above report.

Within the above screen, various sorting, filtering, summations, etc. can take place to

change the layout of the report so the data can be presented in the needed format.

Once the layout is changed and is representative of how you feel, the line item report

should appear on a regular basis, the layout can be saved as a user specific layout

which can then be retrieved to change the layout according to the changes made

previously to meet your specifications. The buttons highlighted above are some of

the commonly used functions utilized with this report.

3. Press the green back arrow to return to the BCS Available Balance report.

Subtotal

Change Layout and

Select / Save Layout

Variants

Sort and

Filter




The following provides an example of drilling-down into a Commitment dollar amount


4. Drill-down into the commitment (encumbered) amount(s) posted to 611000

Prof/Admin Salary line item of the report by double-clicking on the specific dollar

amount ($93,812.39) highlighted above. The following screen will appear:




5. Choose Actual/Commitment Line Item Detail to view the individual dollar

amounts that make up the total Commitment represented on the BCS Available

Balance report for 611000 Prof / Admin Salary. After selecting the

Actual/Commit… option above, the following report will appear showing the

individual line item that comprises the $93,812.39 located on the above report.

Note: The same functionality for sorting, filtering, etc. presented earlier for the Actual

line items also exists for the Commitment line items report above.




The following provides an example of drilling-down into a Cur Plan dollar amount


6. Drill-down into the Cur Plan amount(s) posted to 6000001 Total Exp line item of

the report by double-clicking on the specific dollar amount ($587,867.00)

highlighted above. The following screen will appear:




7. Choose BCS Budget Entry Documents to view the individual dollar amounts that

make up the total Cur Plan represented on the BCS Available Balance report for

6000001 Total Exp. After selecting the BCS Budget … option above, the

following report will appear showing the individual line items that comprise the

$587,867.00 located on the above report.

Note: The same functionality for sorting, filtering, etc. presented earlier for the actual

and commitment line items also exists for the budget line items report above.




Viewing BCS Reports With Excel

Overview

The capability exists to automatically view BCS reports as an Excel spreadsheet using Excel

functionality instead of viewing the report as traditionally done through SAP. The Excel version

of a BCS report can then be saved as an Excel file. This viewing option could be useful for

analyzing the report data with Excel functionality that possibly exceeds the current functionality

available within SAP. The BCS report saved as an Excel file could also be used for linking to

other Excel files.

The decision to use this viewing functionality is completely up to the user. If the decision is

made to utilize the Excel viewing capabilities, all BCS reports will continue to be viewed in

Excel (as a default setting) until this setting is reversed, which the user can do at any time while

in any BCS report.

This example will utilize the BCS Plan Vs. Actuals by Period Report to demonstrate how Excel

viewing functionality operates.



2. Press the beside OTHER to open this node of the Departmental Reporting

Tree. The OTHER node will then open to display the reports contained within

this node of the report tree as seen below.




3. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen

for the report will appear.


meet.

The following screen is a completed example for cost center 21810, version 99, for fiscal

year 2008:

5. Press the Execute button. Once the report has finished executing, the BCS Plan

vs. Actuals by Period report will appear as seen below:








summation levels.

The following shows the above report completely expanded, which shows the lowest


level documents:




Note: Explode the report to the lowest level of detail that you would want to view in the

Excel spreadsheet. If the report is not exploded to your lowest level of detail for

reporting, the detail information will be unavailable within the Excel spreadsheet.

7. Follow menu path SettingsOptions. The Options screen will appear.

8. Choose Microsoft Excel.

9. Uncheck the Worksheet protection box, which will become available for

selection after choosing Microsoft Excel in the step above. For added security and

preservation of SAP report information (as displayed in Excel), leave the Worksheet

protection box checked if changes to the Excel report are not to be allowed. Leaving

the box checked establishes a protected worksheet default for this individual Excel

report only.

10. Press the Enter button to continue. If the Worksheet protection box is

unchecked the following Warning message will appear.




11. Press the Enter button to continue through the Warning message. The following

screen will appear:

12. Save a copy of the report by following menu path Windows buttonSave Copy

As… and provide the report with a file name as though saving an Excel file.

13. Return to viewing the report through SAP by following SAP menu path

SettingsOptions and returning the Microsoft Excel setting established in Step 8.

to Inactive. Then, press the Enter button on the Options screen to accept the

Inactive setting. The report will now appear as a SAP report, as will all other

BCS reports.

14. Open the Excel file saved in Step 12 to view the report information generated

from the SAP BCS report. The BCS report is now available for use as an Excel

file and provides the same functionality as any other Excel file.

Note: Any changes made only to the Excel file version of the BCS report will not be

reflected in SAP. Only postings that actually occur in SAP will be reflected in SAP.




BCS Net Balance Report

Overview

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.




Departmental Reporting Tree. The SUMMARY REPORTS (BCS)… node will then


3. Double-click on BCS NET BALANCE REPORT. The selection screen for the

report will appear.





screen.


Period From Beginning reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.

Entering a value of 1 into this

field will provide year to date

information through the

selected Period To value.

Period To Ending reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.

The period through which

reporting information is to be

requested.


of the University.


reported against.








purposes.







centers.


reporting purposes.

Optional Leave blank. This field very seldom


reporting purposes.


meet.




The following screen is a completed example for cost center 26430, version 0, periods

1 – 12 for fiscal year 2008:

5. Press the Execute button. Once the report has finished executing, the BCS Net

Balance report will appear as seen below:


Column: REVENUES/ACTUALS COMMITMENT NET BALANCE

Description: Actual revenue and

expenses incurred by

this funds center that

have been posted within

SAP.

Open encumbrances

(commitments) from

purchase orders,

staff/faculty salary,

benefits etc.

(Revenues/Actuals

less Commitments)

Represents how well

the funds center

(department) is doing

compared to its actual

revenues & expenses

incurred to date.








summation levels.



level documents:




BCS Budget Line Items By Document Number

Report

Overview

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 funds center(s) overall budget. Users

can also drill-down into individual budget entry documents to view the activity related to each

budget category.









3. Double-click on BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER. The

selection screen for the report will appear.


screen.





Created Date The date of which the budget

entry document was created.

Optional Insert date.

Created By The person who entered the

budget entry document into

SAP.

Optional Insert global id of person who

entered the document into

SAP.

Document

Date

Document date assigned to

the budget entry document.

Optional Insert date.

Budget

Document

Type

Characteristic used within the

document header to classify

budget entry documents.

Optional Enter document type. Use the pull-down


the following document

types:

ZO – Original Budget

ZR – Budget Return

ZS – Budget Supplement

ZT – Budget Transfer

Budgeting

Process

Characteristic used to classify

the basic process used to post

budget entry documents.

Optional Enter budget process. Use the pull-down


the following budgeting

processes:

COVR – Carry Over

ENTR – Enter

RBBP – Reverse/Increase

Budget

RETN – Return

SUPL – Supplement

TRAN – Transfer

Person

Responsible

The person who is

responsible for the budget

entry document.

Optional Insert global id of person

responsible for the budget

document.

Budget

Version

Used in conjunction with





Required 0 – Adjusted Budget


Budget


Adjustments


Budget Type Defines the type of budget

entry.

Optional Leave this field blank. Leave this field blank.

Commitment

Item

Characteristic used for

budgeting.

Optional Enter commitment item. Leave this field blank to see

all commitment item

postings.

Budget

Document

Number

The number automatically

assigned to a budget entry

document.

Optional Insert document number. SAP automatically assigns a

document number to a budget

entry document depending

upon the type of entry being

made. Original, Supplement,

Return and Transfer entries

have different number ranges

assigned to them.






of the University.


reported against.







reporting purposes.



reporting purposes.



purposes.







centers.


meet.

The following screen is a completed example for cost center 26430, budget version 0, for

fiscal year 2008:




5. Press the Execute button. Once the report has finished executing, the BCS

Budget Line Items by Document Number report will appear as seen below:

Column Explanations: See table above for description of the fields represented on

the BCS Budget Line Items by Document Number report.)




BCS Fiscal Budget Adjustments Report

Overview

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.




Departmental Reporting Tree. The SUMMARY REPORTS (BCS) … node will then


3. Double-click on BCS FISCAL BUDGET ADJUSTMENTS. The selection screen






screen.








adjusted budget.

Use the pull-down





Budget


Adjustments



of the University.


reported against.






Budget Type Used to identify various

budgetary transactions for

greater reporting capabilities.

Optional Defaults to blank. Leave the field blank to view

all budget entries. If a more

specific search is desired, use

the pull-down functionality to

select a specific budget type

from the list of values.



purposes.







centers.


reporting purposes.



reporting purposes.


meet.





year 2008:

5. Press the Execute button. Once the report has finished executing, the BCS Fiscal

Budget Adjustments report will appear as seen below:





Column: Current

Budget

Original

Budget

Returns Supplements Transfer Sender Transfer Receiver

Description: The present

budget, which

includes all

budget

processes, for

the version

and time

period

reported.

The initial

budget for the

version and

time period

reported.

Represents a

reduction of

funding for

the version

and time

period

reported.

Reduces

overall budget

due to

decrease in

funding.

Additional

funding

received for

the version

and time

period

reported.

Increases

overall budget

due to new

funding.

Funding

transferred from

the funds

center(s) to

another funds

center(s).

Does not change

overall budget.

No overall

addition/reduction

of funding.

Funding

transferred to the

funds center(s)

from another

funds center(s).

Does not change

overall budget.

No overall

addition/reduction

of funding.

Budget

Process:

All budget

processes.

Enter =

ENTR

Return =

RETN

Supplement =

SUPL

Sender = SEND Receiver = RECV





summation levels.





level of detail contained in this report without drilling down into the individual entry

level documents:




BCS Fiscal Year Budget Comparison Report

Overview

The BCS Fiscal Year Budget Comparison Report is used to view the funds center(s) fiscal year

budget by version. This report displays a funds 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.









3. Double-click on BCS FISCAL YEAR BUDGET COMPARISON. The selection

screen for the report will appear.


screen.








adjusted budget.

Use the pull-down





Budget


Adjustments



of the University.


reported against.








purposes.







centers.


reporting purposes.



reporting purposes.


meet.





year 2008:

5. Press the Execute button. Once the report has finished executing, the BCS Fiscal

Year Budget Comparison report will appear as seen below:





Column: F/Y 2008 F/Y 2007 F/Y 2006 COLUMN 1-2 COLUMN 2-3

Description: Current budget

of the funds

center(s) for

the version and

fiscal year

being reported.

Represents the

fiscal year

entered as part

of the selection

criteria for this

report.

Current budget

of the funds

center(s) for

the version and

fiscal year

being reported.

This fiscal year

is one year less

the fiscal year

entered as part

of the selection

criteria for this

report.

Current budget

of the funds

center(s) for

the version and

fiscal year

being reported.

This fiscal year

is two years

less the fiscal

year entered as

part of the

selection

criteria for this

report.

Column 1 less

Column 2.

This example

would be F/Y

2008 less F/Y

2007.

Column 2 less

Column 3.

This example

would be F/Y

2007 less F/Y

2006.





summation levels.



level documents:




BCS Actuals By Period Report

Overview

The BCS Actuals by Period Report is used to view a funds center(s) fiscal year plan data against

the actual monthly revenues / expenses and outstanding encumbrances that have occurred thru

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 funds center(s).

Users can also drill-down into individual entry documents to view the activity related to each

amount presented on this report.









3. Double-click on BCS ACTUALS BY PERIOD. The selection screen for the

report will appear.


screen.








adjusted budget.

Use the pull-down





Budget


Adjustments



of the University.


reported against.








purposes.







centers.


reporting purposes.



reporting purposes.


meet.


year 2008:




5. Press the Execute button. Once the report has finished executing, the BCS Actuals

by Period report will appear as seen below:

(1st Page)

Note: The BCS Actuals by Period report is very wide due to the number of columns

represented. In order to view all of the columns on the report, use the scroll bar at the

bottom of your SAP screen. Once you have scrolled completely to the right, use the

icon to move to the next page of the report. To move back to the first page, use the

button.

(Above Report Continued. 2nd Page)





Column: CUR PLAN “MONTH” TOTAL

ACTUALS

PLAN/ACT % VAR

Description: Projected

(planned)

revenue and

expenses for the

funds center(s)

(department).

Does not

represent the

amount to

spend.

Actual revenue

and expenses

incurred by

this funds

center(s) for

the month that

have been

posted within

SAP.

(i.e. June, July

August,…)

Total of the

monthly actual

revenue and

expenses incurred

by this funds

center(s) that have

been posted within

SAP.

(Cur Plan less

Actual less

Commitment)

Represents how

well the funds

center(s)

(department) is

doing compared

to its plan.

Percentage

representation

of the

PLAN/ACT

column.





summation levels.






level documents:




BCS Budget Version Comparisons Report

Overview

The BCS Budget Version Comparison 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.






3. Double-click on BCS BUDGET VERSION COMPARISON. The selection screen






screen.











adjusted budget.

Use the pull-down





Budget


Adjustments


With Version Used in conjunction with





Required Defaults to 1 for original

unadjusted budget.

Use the pull-down





Budget


Adjustments



of the University.


reported against.






Budget Type Used to identify various

budgetary transactions for

greater reporting capabilities.

Optional Defaults to blank. Leave the field blank to view

all budget entries. If a more

specific search is desired, use

the pull-down functionality to

select a specific budget type

from the list of values.



purposes.







centers.


reporting purposes.



reporting purposes.


meet.

The following screen is a completed example for cost center 26430, versions 0 and 1, for

fiscal year 2008:




5. Press the Execute button. Once the report has finished executing, the BCS Budget

Version Comparisons report will appear as seen below:





summation levels.





Column: Version 0 Version 1

Description: Represents the budget version

information for the value entered

in the Version field as part of the

selection criteria for this report.

Note: Will always represent the

value entered in the Version field;

therefore, will not necessarily be

version 0 information reported in

this column unless specified in

the selection criteria.

Represents the budget version

information for the value entered

in the With Version field as part

of the selection criteria for this

report.

Note: Will always represent the

value entered in the With Version

field; therefore, will not

necessarily be version 1

information reported in this

column unless specified in the

selection criteria.



level documents:




BCS Plan Vs. Actuals by Period Report

Overview

The BCS Plan Vs. Actuals by Period Report is used to view the monthly variance of plan verses

actual postings throughout the fiscal year. The report also shows the variance of plan verses

actual postings for the entire fiscal year.

The true benefactor of this report is the department that utilizes budget version 99 to allocate the

department’s budgetary information on a monthly basis. This report will not display the initial

budgetary information posted by Budget and Planning on a monthly basis, since the University’s

initial budgetary information is not posted to SAP in a monthly format. For example, academic

departments will not see the initial tuition and fees budgetary information, which is provided to

Budget and Planning at the beginning of a fiscal year, posted in correspondence with the months

that these revenues are actually received. But, if Budget and Planning makes adjustments to a

department’s University budget, these adjustments will appear in the month the adjustment

occurred. Examples include original budget corrections, supplements, transfers, and returns.

Users can also drill-down into individual entry documents to view the activity related to each

amount presented on this report.



2. Press the beside OTHER to open this node of the Departmental Reporting Tree.

The OTHER node will then open to display the reports contained within this node of

the report tree as seen below.




3. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen



screen.








adjusted budget.

Use the pull-down





Budget


Adjustments



of the University.


reported against.








purposes.







centers.


reporting purposes.



reporting purposes.





meet.


year 2008:

5. Press the Execute button. Once the report has finished executing, the BCS Plan

vs. Actuals by Period report will appear as seen below:





Column: PLAN ACTUALS VARIANCE

Description: Plan (budget) data for

revenue and expenses

which has been posted

within SAP.

(Originates in CO

Planning transaction

KP06 and is transferred

to BCS using transaction

FMCYCOPI_CO.)

Actual revenue and

expenses incurred

by this funds center

that have been

posted within SAP.

Represents how well

the funds center

(department) is doing

compared to its actual

revenues & expenses

incurred to date.





summation levels.



level documents:




Navigation:

Since this report displays each period of the fiscal year, as well as the fiscal year totals for

all of the months added together, this report has multiple pages. Thus the use of the

buttons is necessary to navigate through the entire report.

The button is used to move to the first page of the report.

The button is used to move to the back one page at a time through the report.

The button is used to move forward one page at a time through the report.

The button is used to move to the last page of the report.