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Reports Reading
the Summary Statement: Transaction Total Level There are three types of headers: individual,
project, or consolidated depending upon what type of report
you chose on the report entry screen. The individual header displays
the title of the cost object,
company name, begin and end date of the cost object, supervisor,
costing sheet information, and fiscal period. The project header contains the title of the
project, the company name, and fiscal period. You
can click on the project highlighted in yellow to display
the levels of WBS elements within the project. The consolidated header displays
the title "Consolidated Report," the optional title you entered,
and the ending date of the fiscal period. 1) Description (Cost Elements) [not
labeled on report] List of cost elements for the cost object activity. Cost
elements classify the expense or revenue charged to the cost
object. Cost elements range from 400000 to 890100. Cost elements
are also referred to as G/L accounts in SAP. For a list of
classic system object codes & their SAP equivalents, see
Object Codes
& G/L Account or Cost Element Equivalents. 2) Budget (version 0) The default budget values in version 0 are as follows:
Note
For
the centrally printed Summary Statement, the
default budget is version 0. 3) Current All activity on this cost object by cost element for the
fiscal period on which the report was run. This column shows
actual expenses. 4) Fiscal YTD Lists the sum of the fiscal year's activity to date by cost
element. This column shows actual expenses. 5) Cumulative The sum of cumulative expenses to date by cost element. 6) Unexpended Calculated as the difference between the Budget (column 2)
and the Cumulative actual amounts (column 5). Since not all
budgets are specified by cost element, the most meaningful
comparison is often between total budgeted expenses and cumulative
actual expenses. If this column contains negative figures, the most meaningful
number is the total unexpended amount. Negative numbers indicate
that you have expended more than your budget for this line
item. If there is no budget at all for the line item, the
amount in the unexpended column will be the negative of the
actual. 7) Commitment column (blanket orders excluded) Reflects all open commitments made against the cost object
as of the run date of the report, including manual reservations,
purchasing commitments, blanket orders (if not excluded),
and labor distribution commitments (when available). Commitments are shown with attributable employee benefits,
overhead, and allocations. Commitment information is dynamic
in SAP and the amounts reflected on the Summary Statement
are from the date the statement was produced and not necessarily
month-end. Therefore, information about commitments on the centrally
printed statement may not be current if commitments have been
liquidated or added to cost object expenses between month
end and the run date of the statement. To assist the user
in evaluating the commitment information provided, each centrally
printed statement, including those printed by users, shows
the run date and time at the bottom. 8) Uncommitted column
Calculated as the difference between the Unexpended column
(column 5) and the Commitment column (column 6). Report
Rows [look for this
information under the first column] Information in the rows varies depending
upon the type of cost object run.
Row Description Principal Shown for internal orders with principal amounts (amounts
that are part of MIT's permanent endowment). This section
shows the activity and balances for the principal portion
of the internal order. Expenses Calculated expenses include Employee Benefits, Overhead,
and Allocation and are based upon the Costing Sheets
maintained by CAO. These are from the Department of Facilities (formerly
Physical Plant). They appear as the last line item in
the Materials and Services section under Facilities
Charges. More information on these charges is available
on the DTR. Total Expenses For WBS elements, the most important line to monitor
under Expenses is "Total Expenses" which shows a comparison
between amounts authorized by the sponsor (the budget)
and amounts actually spent and committed. Revenue Revenue earned, including investment revenue. Many
cost centers do not reflect revenue. For those that
do, it is shown after expenses. Total Net Expenses This line appears below the revenue for cost centers
and is the difference between the expenses and revenue.
For most cost centers, expenses exceed revenue, but
the difference between expenses and revenue should not
exceed the total amount budgeted for the cost center. Revenue For most WBS elements, this section consists of billings
to the sponsor and is monitored centrally by CAO's sponsored
billing area. Total Expense Net of Revenue Shown below the Revenue section, this line reflects
the unbilled expenses or amount by which the expenses
exceed the billings. Total Net Available Expendable Funds This line appears below the revenue for internal orders
and reflects the amount available for future expenditures. Settlement For WBS elements, settlements are used by CAO's sponsored
billing area to account for contracts in process; they
do not need to be monitored by the department user. For internal orders beginning with a "1," CAO uses
settlement transactions to summarize and group certain
types of activities; at this time, department users
do not need to monitor these transactions. However,
settlement transactions provide a useful tool for transferring
costs between cost objects, and in the future they will
be used more frequently. Note: CEMIT-0 cost element group does not have
a settlement section. Button What it does Displays the most detailed view of the cost element
group, showing a breakdown of transactions by cost elements.
This is the same screen as the initial "Summary Statement"
screen. Displays cost element levels incrementally. From the
most compressed (Collapse All) view: 1. Click once to show just the total income, total
expense, and net report lines. Moves up to the next higher level or less detailed
view of the cost element hierarchy. Displays the most compressed version of the Summary
Report with the least amount of detail. Shown is the
total income and total direct and indirect expenses,
as well as a Settlement section for WBS elements and
internal orders beginning with "1." Displays the Detail Transaction Report with
all transactions posted to a cost object for the selected
fiscal period. Downloads the report to a spreadsheet. For instructions,
see Downloading the Report. 1. Click the Download button. (If you download the Summary
Statement, the spreadsheet will not have the column headings.) Result: A message that your file has been downloaded
appears at the left bottom of the screen. 5. Open your file in the spreadsheet application such as
Excel. 1. Click the Print button Result: The "Print Options" dialogue box
appears. The Summary Statement is automatically selected.
You can also print the DTR at the same time. 2. Select Landscape (11 x 8
1/2) or Portrait (8 1/2
x 11). 3. Choose single-sided, double-sided,
or printer default: 4. (optional) Click in the box
to print the DTR. 5. (optional) Follow Steps 2
and 3 to select the printing options for the DTR. They don't
have to be the same ones as the Summary Statement. Result: The "Print:" screen is displayed.
For further instructions on printing
see Reports: Reporting
Fundamentals: Printing Reports. Reviewing
Individual Transactions You can view more detailed information
on individual transactions that make up the transaction totals
and the fiscal periods in the budget by clicking on amounts
under some of the columns on this report. |
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