1. 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

2. SAP Help Documentation ISS website http://www.leeds.ac.uk/iss/infosystems/ SAP on-line help Superusers Helpdesk  33333

3. 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

4. Components of SAP

5. Reporting Requirements Income & Expenditure Balance Sheet Cash Flow Department Costs Project costs Costs v plan Financial Accounting Financial Accounting Management Accounting Management Accounting

6. SAP Finance Modules Financial Accounting External Accounting Financial Statements Legal Requirements Standards Controlling Internal Accounting Cost Reporting Management Accounting Flexible FI CO

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Cost Centre Structures (4) Examples OKENN - Display cost centre standard hierarchy KSH3 - Display cost centre group

16. 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

17. The Internal Order/ Cost Centre relationship 78500001 Internal Order 78500002 Internal Order 78500003 Internal Order 278520 COST CENTRE Many to One Relationship

18. 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

19. Internal Orders RC_HECS TEACHINGRESEARCH OTHER 78515000 7851500178515002 Internal Orders Internal Order Groups TEACHING DIRECT TEACHING OTHER

20. Internal Orders Examples KO03 - Display internal order master data KOH3 - Display internal order group

21. Reports Cost centre reports Internal order reports Report navigation Printing reports Exporting to Excel