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SAP Financial Reporting Aims & Objectives –Introduction to SAP financial modules –Understanding of SAP cost objects –Overview of University accounting structure –Outline of available reports –Confidence in using reports
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SAP Help Documentation ISS website http://www.leeds.ac.uk/iss/infosystems/ SAP on-line help Superusers Helpdesk 33333
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What is SAP? Enterprise Resource Planning system SAP world’s largest ERP software supplier Based in Walldorf, Germany Implemented at Leeds in April 1999 Continuing programme of development
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Components of SAP
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Reporting Requirements Income & Expenditure Balance Sheet Cash Flow Department Costs Project costs Costs v plan Financial Accounting Financial Accounting Management Accounting Management Accounting
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SAP Finance Modules Financial Accounting External Accounting Financial Statements Legal Requirements Standards Controlling Internal Accounting Cost Reporting Management Accounting Flexible FI CO
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Components of Controlling Overhead Cost Controlling How high are the costs of organisational activities? Are they within budget? CO OM CO OM Cost & Revenue Element Accounting What costs occur within our organisation? CO CEL CO CEL Profit Centre Accounting How profitable are the enterprise areas? EC PCA EC PCA
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SAP Cost Objects Used to track where costs occur within the organisation Cost Centres Internal Orders Project System WBS Elements CO & PS Controlling & Project System Cost Objects } Balance Sheet Profit Centres
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Cost Centres An organisational unit within SAP to which costs (and income) can be assigned Six digit number e.g. 252000 Used to track costs of departments/major activities
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Cost Elements Used to collect and summarise costs according to classification Five digit number e.g 50010 Main ranges: 40000 to 49999External Income 50000 to 69999External Costs 70000 to 74999Internal Income 75000 to 75999Internal Costs 80000 to 89999Secondary Transfers
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Cost Element Groups Cost elements can be combined into groups of the same type Used to create reports Standard reporting group REP_01 Displays costs within main University budget headings Example KAH3 - Display cost element group
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Cost Centre Structures (1) Standard hierarchy Tree structure containing all cost centres Reflects University accounting structure Core activities - DC Other services - DS Restricted funds - OR Endowment funds - EN Research awards - RG
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Cost Centre Structures (2) Department Codes AUVI - Media Services CSER - Careers INSS - ISS LACE - Language Centre LIBR – Library Example: DC-RC-LIBR – Library core activities
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Cost Centre Structures (3) Academic Services LibraryISS 381513 SAP Support 381652 SAP Projects Careers Can report on individual cost centres or groups of cost centres Alternative cost centre groups
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Cost Centre Structures (4) Examples OKENN - Display cost centre standard hierarchy KSH3 - Display cost centre group
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Internal Orders Cost object used to monitor costs at a detailed level Eight digit number e.g. 95000001 Linked to cost centre – provides sub-analysis Simplifies cost centre structure Used to track costs of individual activities e.g. projects, short courses
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The Internal Order/ Cost Centre relationship 78500001 Internal Order 78500002 Internal Order 78500003 Internal Order 278520 COST CENTRE Many to One Relationship
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Internal Order Groups Orders can be grouped into a structure Many levels as required Maintained by departments – no standard hierarchy Used for planning and reporting
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Internal Orders RC_HECS TEACHINGRESEARCH OTHER 78515000 7851500178515002 Internal Orders Internal Order Groups TEACHING DIRECT TEACHING OTHER
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Internal Orders Examples KO03 - Display internal order master data KOH3 - Display internal order group
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Reports Cost centre reports Internal order reports Report navigation Printing reports Exporting to Excel
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