section 9: reporting on line items · 9.2.1 viewing a vim invoice (kr document type) a vim invoice...

SAP in Schools Public document Section 9: KSB1 Reporting on Line Items V2 April 2017

For assistance: Call: SAP in Schools Team on 01629 538088 | Email: [email protected]

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Section 9: Reporting on Line Items

Transaction KSB1 – Display Actual Cost Line Items for Cost Centres

These instructions advise you how to produce a finance line item report (postings) for your

cost centre. Audit require you to check the postings (KSB1 report) on a monthly basis.

It is advisable to print the complete report on or after the 8th of each month, for the previous

month. When the report has been checked, it should be initialled by the person checking the

report and also the approver.

You can change the layout of the KSB1 report and/or apply filters (search criteria) to meet

your individual monitoring needs.

9.1 Reporting on Postings

Log into SAP

Type in KSB1 in the transaction field and click Enter on your keyboard or double

click on the transaction if it is in your Favorites

The screen below appears. Enter the following:

o Cost Centre

o Posting Date – from and to – with the timescale you wish to report on.

(The default period is the current month).

o Layout is set initially at Default – Primary cost posting

Click Execute to view all postings for the specified time period

The report is generated. Use the vertical and horizontal scroll bars to view all details

The KSB1 Default layout is sorted in posting date order (the small red triangle in the

PostgDate column heading signifies the sort)

mailto:[email protected]



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Note:

To change the order of columns, see Section 9.4.4

To save the changed layout, see Section 9.5.1

To increase the number of results shown eg if you are a large school and searching

over a long timescale see Section 9.6

9.1.1 Running the Report on a single or range of GL codes:

The report can be run on a single GL code:

o In the first screen, type the GL code into the first Cost Element field




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Or

It can be run for a range of GL codes eg all teaching assistant salary costs

o In Cost Element, click on the yellow arrow

Click on the Select Ranges tab

Type in the lowest GL code in Lower limit and the highest GL code in Upper limit

Click on the Copy button

Click Execute to run the report




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9.2 Drill down into Postings

9.2.1 Viewing a VIM Invoice (KR Document Type)

A VIM invoice is identified by Document Type KR in the posting line of data. The

DocTyp column shows the document types:

To view more information about the line item, double click anywhere along the line

(See next section for how to check if a vendor has been paid).

9.2.1.1 Checking if the Vendor has been Paid

When a VIM invoice is approved, it immediately appears in the postings of your cost centre

but the payment will go to the vendor when the payment terms are met (usually 30 days

from the date of the invoice).

To check if the payment has been made to the vendor:

Double click on the posting line




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If there is a clearing document number in the Clrng doc. field, payment has been made

To see the clearing date (the date money was transferred to the vendor’s bank),

double click on the clearing document number

To see the total payment made to the vendor on that day, double click on the

clearing document number (next to the clearing date). Your payment could be part

of a larger payment to the vendor.

Click Back to return to the postings report




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9.2.1.2 Viewing the copy of a VIM Invoice


Click on the Services for Object icon at the top right, then click

Attachment list

A pop up window appears. Double click on the attachment to view a copy of the

invoice

When you have viewed the invoice, click on the Back button, click on the X in the

attachment screen, click Back to go back to the report




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9.2.2 Viewing the Copy of an OrderPoint Invoice (WE / RE Document Types)

OrderPoint orders can show as 2 different document types on the KSB1 report, WE and RE.

WE document type: as each line is goods receipted within OrderPoint, the line amount

appears as an actual expenditure.

RE document type: if there is a variation in price in the order.

Invoices relating to the Purchase order can be viewed by drilling down into these

documents.

If the document type is WE:


In the next screen, click on the Scroll icon next to the Purchase Order number

In the next screen double click on the 51xxxxxxxx number

In the next screen, click on Services for Object, then on Attachment List




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In the pop up window, click on the listed attachment, to view



If the document type is RE:


Click on Services for Object, then click on Attachment list

A pop up window appears. Double click on the attachment to view a copy of the

invoice



9.2.3 Adding Additional Attachments

You can add an additional attachment to an invoice posting eg excel spreadsheets, word

documents, scanned images or emails. Documents should first be saved to your desktop

added and then deleted from the desktop.

Notes can also be added eg a Governors minute number.

Adding notes or attachments creates a useful Audit trail.

Double click into the posting line required

Click on the Services for Object button, then click on Create, then Create Attachment1 or Create note2




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1. Click Create attachment: 2. Click Create note:

A browse screen appears – Click on import from native file system (green icon) then search for document required.

Double click on the attachment or highlight the attachment and click Open

A note window appears

Type in the Title of your note

In the Text area, type the details. You can copy and paste into there, using Ctrl C and Ctrl V

Click the green tick

A message at the bottom left of the screen indicates your attachment or note has been successfully added/created

Click Back to return to the postings




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9.2.4 Drill down into Payroll Postings (AB Document Type)

Payroll postings show as document type AB in KSB1 and you can drill down into them.

(This information displays more easily in transaction PC00_M08_DRL_COSTOBJ which is

a specific payroll report. Audit require this report to be checked monthly).

In your KSB1 report

Double click on the payroll posting line you wish to view

Tick the code you wish to view and click on Display Revision information

The screen shows the payroll numbers and names of the individuals who make up

the posting and also the type of payment in Wage Type Long Text

9.2.5 Drill down into Cash Postings (SK and T3 Document Types)

In your KSB1 report

Double click on the Cash posting required – Document type SK or T3




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If the posting is an SK posting:

You are taken into the Cash journal input screen

If it is a T3 cashless transaction

You are taken into the Display Document screen

The income received with the reason is shown for each code used.

The charge for the transaction shows on GL code 146200.

9.3 Filtering

Filtering (searching) can be applied to any of the columns and a few examples are shown

within this section. Before starting the search, ensure the cost centre, general ledger code

(if appropriate) period required is selected on the initial KSB1 entry screen and Execute.

9.3.1 By Document Type

To search for a document type eg VIM invoices

Left click on the Doc Type column heading to highlight the column




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Right click on the column heading to show the menu

Click on Set Filter

Type in the required Document Type or click on the search square to select, click on

green tick

See Appendix A at the end of this guidance for a list of document types.

9.3.2 By Amount

To search for an Individual Amount or Amounts Greater than or Less than

Left click on the Val/COArea Crcy column heading

Right click on the column heading to show the menu

Click on Set Filter




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If searching for an exact amount:

Type this figure in the Val/COArea Crcy field, then click the green tick

If searching for greater than or less than:

Type in the amount as above, then click on the Selection Options button

Click on the required parameter and click on the green tick in this screen




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Then click on the green tick in the previous screen

All items for that value range and period will show in the report

9.3.3 By Vendor

Left click on the Name of offsetting account column heading

Right click on the column heading to show the menu, then click on Set Filter




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Click on the search squares to view the vendors

From the vendor list, either double click on the required vendor name, click the

green tick

or

Type the vendor name in the search field, click on binoculars (at the top of the screen)

With that vendor’s name highlighted, click on the green tick, then click on the green tick again in the previous screen

All items for the selected vendor will show on screen

9.4 Changing the Layout of KSB1

You can make changes to the layout of the KSB1 report and these changes can be saved

for future use if you wish.

Note: the monthly KSB1 report for Audit can be in any layout but should include all

codes and postings for the period selected.




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9.4.1 Subtotal

Left click on the heading of the column you wish to subtotal eg Cost Element

Right click on the column heading to show the menu, then click on Subtotals

Data shows, subtotalled by your selected column eg Cost Element

9.4.2 Subtotal Summary

If you require a summary of the posting totals for each GL code:

Scroll down to the end of the report

Double click on the double squares next to the total amount




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This lists the individual GL codes with their current totals

To open a single GL code and view its individual posting lines, click on the single square by its total

To clear the subtotal summary, double click again on the double squares

9.4.3 Ascending or Descending order

In your report, left click on the column heading you want to sort by

Click on Sort in Ascending Order – or Sort in Descending Order

9.4.4 Hiding / Adding / Changing the Order of Columns

To hide a column:

Left click on the column heading, then right click




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Select Hide from the menu

The columns will reappear when you exit the report. To make the hidden columns show again whilst still in the report, do the following:

To add a column:

To make the columns show again (without leaving the report), left click on any

column, then right click

In the Column list on the right hand side, highlight the column to add back in, then

click on the left facing arrow in the centre

This moves the column to the Displayed Columns list. Click the green tick

9.5 Personalising the Report Layout

The layout of the KSB1 report can be tailored to meet your own needs and this altered

layout can be saved to become your default layout, or to select as required.




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In the report, left click on any column heading, then right click to view the menu, click Show

The Change Layout window appears:

o Displayed Columns shows the columns currently showing in the report, listed

in the order they appear

o Column Set shows the columns not showing, and which can be added

To add a column into the report, highlight this in Column Set and click on the left

facing black arrow (in the centre of the screen)

To remove a column from the report, highlight this in Displayed Columns and

click on the right facing black arrow

To change the order of the columns in the report, click on the column in

Displayed Columns and use the up and down arrows to move it to your required

place

9.5.1 Saving a Layout

With your tailored report on screen, click Save Layout, (you may need to click on the

pair of right facing arrows to view this option)




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Type a name for your report in the Save Layout field eg /Northwood

Type a description of your report in the Name field eg Postings PO

If you want the report to be your default, click Default setting

Click the green tick

9.5.2 Changing a Layout

To make changes to your saved tailored report; with the report on screen, click Change Layout

Make the changes as shown in Personalising the report layout, Section 9.5




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Click Save

In Save Layout, click on the green tick

Click Yes to the message to overwrite existing layout

9.6 Changing the Number of Records Displayed

The report defaults to show a maximum of 5,000 records.

If you have a large school and/or running the report for a long period of time, you may not

see all the information you expect.

To avoid this, you can increase the number of records to be displayed.

In the report window, click on More Settings




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Overtype the default Maximum No. of Hits field from 5,000 to 99,999,999, then click

the green tick

Click Execute

Note: this setting cannot be saved so you will need to edit the number of records

each time, if so required.

10 Printing a Report

In your report, click on Menu, List, then Print.

Note: For some reports eg S_ALR_87013620, click on Menu, System, List, Print




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In the Print ALV List screen, Output Device should be populated as shown

Ensure Print all is selected

Click on the green tick

A Preview screen will shortly appear, click on the Print icon and then Ok to printing

When the report has printed successfully, exit the screens

11 Exporting a Report into a Spreadsheet

If you wish to export the report into a spreadsheet please contact the Core

Business Systems Team on 01629 538088 or email

[email protected]

Note: 1. Ensure your spreadsheet is saved to a secure location as it could contain

sensitive data.

2. If using a spreadsheet to report to Governors, ensure that you evidence that

the totals reflect the actual figures in SAP.





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