SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions When to Use the Budget Status Report with Carryforward The Budget Status Report with Carryforward can be used to view an approved annual budget for a given cost center, as well as commitments, actual expenses to date, and current available budget balance. The report shows the budget and actual activity for all revenues, expenses, and transfers and offers the capability to view details of each account balance via the “drilldown” option. To see the details for each general ledger account line item without drilling down, use the General Ledger Report. (Note: The General Ledger Report does not contain budget information—only actual revenue, expense, and transfer amounts.) Generating the Budget Status Report with Carryforward 1. Log into SAP. 2. The SAP Easy Access Session Manager screen will appear. 3. Type ZBUDSTAT_CF in the white Command Field Box in the upper left hand corner of the screen.
4. Press the Enter key or click the Enter icon
.
5. The Selection: Budget Status wCfrwd to Next Yr screen will appear. 6. Populate the following fields on the Selection: Budget Status w/Cfrwd to Next Yr: a. Enter Fund. b. Funds Center. Enter the ten-digit cost center or WBS in the Funds Center field. (Note: The funds center is the same as either your cost center or WBS element.) c. Do not enter anything in the “or Group” fields. d. Fiscal Year. Enter the four-digit year in which the fiscal year ends. For example, to view the report for the 7/1/05 through 6/30/06 fiscal year, enter 2006. To view the report for one fiscal year, enter the same year in the To Fiscal Year field. To view the report for multiple fiscal years, enter a range of years in the year fields. (Note: This report can be run only as of the current date.)
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions e. In the Output Type section, select the Classic drilldown report button.
7. Click the Execute icon
to run the report.
8. The Execute Budget Status wCfrwd to Next Yr: Overview screen shown below should appear. If not, go to the next step.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions If the Execute Budget Status wCfrwd to Next Yr: Detail screen shown below appears instead, perform the following steps to view the expanded report.
a. In the area marked Navigation, scroll down until the Funds Center box appears. Single click on the Funds Center box. b. The Funds Center box will appear by itself to the right of the Navigation area. Single click on this item to highlight the words Funds Center.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions
c. Click on the Drilldown List icon
.
d. This will change the view of the budget status area. Click on the small plus sign to the left of SSHE/90 and continue single clicking on the plus sign that appears in the row below until there are no more plus signs, and your funds center is visible.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions e. Double click on the funds center number.
f.
The entire report will expand to show specific line items.
Understanding the Budget Status Report with Carryforward Column 1—Commitment Item (with description): Revenue and Expenses are known as commitment items on this report. Column 2—Budget: This column contains the approved budget for the funds center and fiscal year(s) selected for the report. (Note: For operating expenses, funds are typically budgeted at the six-digit
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions commitment item level. For personnel expenses, funds are typically budgeted at a higher level, i.e., at the four-digit level.) Column 3—Commitment: This column represents items that have been encumbered through a purchase requisition or purchase order, but have not yet been paid. Column 4—Actuals: Actual revenues, expenditures, and transfers appear in this column. Column 5—Tot ComAct: This column sums the amounts in columns 3 and 4 and places the result on the line where the funds are budgeted as described in column 2. Column 6—Available: This column represents the remaining budget available for expenditures. It is the difference between columns 2 and 5. Viewing Details for the Commitment/Actuals Line Items Details for the commitment/actual line items can be viewed from the Budget Status Report with Carryforward. a. To view the line item detail for a commitment or actual line item, single click on the desired item dollar amount in the Commitment or Actuals columns. The selected amount will be highlighted.
b. From the menu bar, select Extras and then Line Items. c. The Document Journal will appear providing a description of each amount that comprises the selected line item. (Note: Items may appear to be recorded and reversed several times due to multiple underlying steps in the SAP process.) d. To return to the main report, click the Back icon .
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions
Printing the Budget Status Report with Carryforward Note: If you have not done so already, please follow the instructions for setting a default printer in the Additional Resources document before performing the steps below. 1. With the Execute Budget Status wCfrwd to Next Yr: Overview screen displayed, select either the Print icon from the standard tool bar, or Report and then Print from the menu bar. The Print dialog box will appear. Click the All Columns button.
2. The Print Screen List dialog box will appear. If the name of your Windows printer appears in the Windows printer field, click the Continue icon to print the report. If the name of your Windows printer is not displayed here, follow the instructions for Setting a Default Printer in the Additional Resources document before attempting to print the report again.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions
Note: If you receive a lot of unnecessary pages when printing this report, follow these steps to change your printer options settings. a. From the Print Screen List dialog box, click the Properties button.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions
b. The Spool Request Attributes dialog box will appear. Open the Cover Sheets folder by clicking on the arrow to the left of this folder.
c. Double click on ALV Selections.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions d. An ALV Selections check box will appear. Uncheck this box.
e. Click the Specifications button.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions f. The Maintain Settings dialog box will appear. Click the Copy settings button. Click the Continue icon .
g. The Spool Request Attributes dialog box will appear again. Click the Continue icon dialog box. h. The Print Screen List dialog box will appear again. Click the Continue icon box to print the report.
on this
on this dialog
Downloading the Budget Status Report with Carryforward to Microsoft Excel (Note: This format is not user-friendly and will need to be manipulated to achieve a readable, printable format.) 1. With the expanded report displayed, from the menu bar, select System followed by List, Save, and Local File. 2. A small dialog box will appear. Select the spreadsheet button. 3. Click on the Continue icon .
4. The Execute Budget Status w/Cfrwd to Next Yr: Overview box will appear. Select the Directory where you want to save the spreadsheet by clicking on the Dropdown box and click the Save button.
. Enter a File Name
5. Click the Generate button, and the Excel spreadsheet will be created. (Note: The Excel document will not open automatically.) 6. Once the document is created, open the file in Excel. The Excel Text Import Wizard will automatically execute; follow the instructions to open the file.
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SAP Budget Status Report with Carryforward (ZBUDSTAT_CF) Instructions
Exiting the Budget Status Report with Carryforward 1. Click on the Cancel icon 2. Click the Yes button. .
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