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Reporting: Print All Reporting Help

Print All Reporting Help

Cost Collector Lookup

The Cost Collector Lookup is a Data Warehouse web function. See the Data Warehouse web site for more information.

GL Account Lookup

The GL Account Lookup is a Data Warehouse web function. See the Data Warehouse web site for more information.

Cumulative Account Balance Report

This report displays the available balances on student group main/operating, reserve, or endowment cost objects for the month and year you select. For student fund accounts, use the Fund Account Balance Report.

Entering the Report Request Screen

Note: Depending upon your specific authorizations, you will either have a drop-down list OR an input field with a Searchhelp button (binoculars) for the Cost Object field.

1. Select the cost object if you have the drop-down list. Otherwise, you can enter it yourself or use the Searchhelp button to find it.

Using Searchhelp

  1. Click on the Searchhelp button.
  2. To search by cost object name, type in part of the name (ALL CAPS) in the Short text field with a wildcard character (*) either before and/or after the name. Examples are *STUDENT, STUDENT,* and *STUDENT.*
    Important: The search will not work without CAPS.
  3. Click the Search button.
  4. Click on the Type for the cost object to select it from the resulting list. You return to the report request screen.

2. Select the Month End month and year using the drop-down arrow on the right.

Note: If you run the report for a previous month, the balance will be month-end for the selected month. If the report is run during the current month, the balance will be up to and including the current run date.

3. Click Run Report.

Reading the Report Screen

Note: For revenue, principal, and transfer transactions, credits are displayed as positive numbers; debits are negative numbers (-). For expenses, debits are positive and credits are negative (-).

Report Fields

Category Unexpended Commitments Available Balance
Type of cumulative balance for the account.

Note: Principal balances are for student endowment accounts only.		 Cumulative revenue and transfers minus cumulative expenses. Total amount of all open commitments on the cost object up to the selected month and year. Total amount available for the cost object up to the selected month and year.

4. (optional) To change the page orientation and font size before printing:

  1. From the browser menu, choose Page Setup and select the desired page orientation.
  2. Adjust the Scale to change the font size.

5. Click Print to obtain a hard copy of the report.

6. When you finish, click Back to return to the report entry screen.

7. Click the Home link (upper right) to exit the report.

Funding Account Balance Report

This report displays balances for Student Group Funds only. For all other student group accounts, use the Cumulative Account Balance Report.

Entering the Report Request Screen

Note: Depending upon your specific authorizations, you will either have a drop-down list OR an input field with a Searchhelp button (binoculars) for the Cost Object field.

1. Select the cost object if you have the drop-down list. Otherwise, you can enter it yourself or use the Searchhelp button to find it.

Using Searchhelp

  1. Click on the Searchhelp button.
  2. To search by cost object name, type in part of the name (ALL CAPS) in the Short text field with a wildcard character (*) either before and/or after the name. Examples are *STUDENT, STUDENT,* and *STUDENT.*
    Important: The search will not work without CAPS.
  3. Click the Search button.
  4. Click on the Type for the cost object to select it from the resulting list. You return to the report request screen.

2. Select the Month End month and year using the drop-down arrow on the right.

Note: If you run the report for a previous month, the balance will be month-end for the selected month. If the report is run during the current month, the balance will be up to and including the current run date.

3. Click Run Report.

Reading the Report Screen

Note: For revenue, principal, and transfer transactions, credits are displayed as positive numbers; debits are negative numbers (-). For expenses, debits are positive and credits are negative (-).

Report Fields

(1st column) Cost element group and subgroup names.
Budget Budget amounts from SAP plan version U000 for the selected reporting period.
Actual Total expenses for the expense type. Click on the amount for a list of transactions comprising the expense type.
Unexpended Difference between the Budget and Actual columns.
Commitment All open commitments made against the cost object. Click on the amount to display a detailed list of commitments.
Uncommitted Difference between the Unexpended and Commitment columns.

4. (optional) To change the page orientation and font size before printing:

  1. From the browser menu, choose Page Setup and select the desired page orientation.
  2. Adjust the Scale to change the font size.

5. Click Print to obtain a hard copy of the report.

6. Click Back to return to the report entry screen.

7. Click the Home link (upper right) to exit the report.

Commitment Report

This report shows all the commitments on the cost object up to and including the report run date.

Entering the Report Request Screen

Note: Depending upon your specific authorizations, you will either have a drop-down list OR an input field with a Searchhelp button (binoculars) for the Cost Object field.

1. Select the cost object if you have the drop-down list. Otherwise, you can enter it yourself or use the Searchhelp button to find it.

Using Searchhelp

  1. Click on the Searchhelp button.
  2. To search by cost object name, type in part of the name (ALL CAPS) in the Short text field with a wildcard character (*) either before and/or after the name. Examples are *STUDENT, STUDENT,* and *STUDENT.*
    Important: The search will not work without CAPS.
  3. Click the Search button.
  4. Click on the Type for the cost object to select it from the resulting list. You return to the report request screen.

Note: If you run the report for a previous month, the balance will be month-end for the selected month. If the report is run during the current month, the balance will be up to and including the current run date.

2. Click Run Report.

Reading the Report Screen

Report Fields

Commitment Category Type of commitment; purchase order or requisition.
Vendor Name Supplier of the goods or services.
Expense Type Expense categorized under the name of the cost element group or GL account.
Document Number SAP posting document number of the transaction.
Document Date Date expense was posted to the cost object.
Amount Commitment amount.

3. (optional) To change the page orientation and font size before printing:

  1. From the browser menu, choose Page Setup and select the desired page orientation.
  2. Adjust the Scale to change the font size.

4. Click Print to obtain a hard copy of the report.

5. When you finish, click Back to return to the report entry screen.

6. Click the Home link (upper right) to exit the report.

Transaction Report

Use this report to find all transactions charged to the cost object for the reporting period selected. You can choose to display transactions sorted by date or expense type.

Entering the Report Request Screen

Note: Depending upon your specific authorizations, you will either have a drop-down list OR an input field with a Searchhelp button (binoculars) for the Cost Object field.

1. Select the cost object if you have the drop-down list. Otherwise, you can enter it yourself or use the Searchhelp button to find it.

Using Searchhelp

  1. Click on the Searchhelp button.
  2. To search by cost object name, type in part of the name (ALL CAPS) in the Short text field with a wildcard character (*) either before and/or after the name. Examples are *STUDENT, STUDENT,* and *STUDENT.*
    Important: The search will not work without CAPS.
  3. Click the Search button.
  4. Click on the Type for the cost object to select it from the resulting list. You return to the report request screen.

2. Select the Begin and End Month and year using the drop-down arrow on the right.

Note: If you run the report for a previous month, the balance will be month-end for the selected month. If the report is run during the current month, the balance will be up to and including the current run date.

3. Select the type of transaction report for the cost object:

  • Transaction List -- Lists all transactions sorted by date
  • Transaction List by Expense Type -- Groups the transactions by expense type

4. Click Run Report.

Read the Transaction List Report

Transaction Date Description Document Number Revenue Amount Expense Amount
Date the transaction occurred. Description of the transaction. SAP posting document number of the transaction. Amount of revenue generated for the cost object. Amount charged to the cost object.

Read the Transaction List by Expense Type Report

(Type of expense) Transaction Date Description Document Number Amount
Cost element group name such as "Salaries and Benefits." Date the transaction was posted to the cost object. Description of the transaction. SAP posting document number of the transaction. Amount of the transaction.

5. (optional) To change the page orientation and font size before printing:

  1. From the browser menu, choose Page Setup and select the desired page orientation.
  2. Adjust the Scale to change the font size.

6. Click Print to obtain a hard copy of the report.

7. Click Back to return to the report entry screen.

8. Click the Home link (upper right) to exit the report.

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