FINANCIAL

INFORMATION SYSTEM

FIS Standard Curriculum:

Basic Funds Management

Reporting
 Course Objectives
This course will help you:
• Understand the purpose and components of Funds
Management
• Understand the features of each report and
determine the report suitable for your needs
• Generate common Funds Management reports
• Identify your source of funding and funds available
• Locate specific expenses that have been charged to
your Funds Center or Funds Center/Fund

2
 Course Map
• What is Funds Management?

• Purpose of Funds Management Reporting

• Basic Funds Management Reports

o Funding: Funds Center or Fund Report

o Total Funding Activity Report

o FI Postings Line Item Report

o Funds Center Report

• Report Features
3
What is Funds Management?
 What is Funds Management (FM)?

Funds Management (FM) is used to track and report on

funding and budgets for all university departments, divisions
and faculties.

The purpose of Funds Management (FM) is to answer the

questions:

What is the source of my funding?

AND
How much money do I have left?

5
 FM Account Codes
FM Account Codes:
• Funds Centers (FC)
• Funds Center / Fund combinations (FC/Fund)
• Commitment Items (CI)
Funds Center Fund
Brief description • a six digit code, starting with a 1 • a six digit code
(departmental) or 2 (Principal Investigator)
• used to record and report the funding and • used to record and report the funding and
spending spending
• for Operating Fund and Ancillary • for the Restricted and Capital Funds
Operations
• on a fiscal year basis • on a "life to date" basis
Periodic Reporting fiscal year (May 1 thru April 30) any start or end date

Hierarchy reflects the organizational structure at UofT no hierarchy of its own; is linked to an
organizational unit through transaction
postings; must be used in conjunction with
the appropriate Funds Center
Budgeting fiscal year basis overall basis

A Commitment Item (CI) is:

• an alphabetic code that indicates the level at which a budget is established for a Funds Center
or FC/Fund
• assigned for all expense and revenue G/L accounts
• where budget is held for Funds Availability Checking
6
 Operational Hierarchy at U of T as reflected in FIS
through the use of Funds Centers
Highest levels of the Funds Center hierarchy reflect
main operational portfolios at U of T

Individual Divisions and Departments are located within these portfolios

CFC 100546 is subordinate to

CFC 101123 and parent to
CFC 202675

Note: A Division/Department may have several

Operating Funds Centers (1xxxxx) and PI Funds
Centers (2xxxxx) under their hierarchy
7
 Purpose of Funds Management Reporting

Funds Management reports answer the following

questions:

• What is the source of my funding (budget)?

• How much funding do I have left (funds available)?

• What has been charged to my accounts?

8
 Basic Funds Management Reports

Funding: Total FI Postings Funds

FC or Fund Funding Line Item Center
(ZFM1) Activity (ZFIR079) Report
(ZFTR008) (ZFTR111)

What is the source of my

  
funding (budget)?

How much funding do I have

  
left (funds available)?

What has been charged to

   
my accounts?

9
Using Excel with SAP
 Using Excel with SAP
Methods of Using Excel with SAP:
• Download reports into Excel
• Excel Office Integration in SAP
(i.e., Excel functionality within SAP)

Prior to downloading your report to Excel or using the Office

Integration function, ensure that you setup your Excel download
settings on your computer (refer to QRGs).

QRG: SAP Office Integration Excel Settings

[Link]

QRG: Excel Download Settings

[Link]

QRG: Changing Default Excel Download Settings

[Link]
11
 Excel Integration and Download Settings
In MS Excel, proceed to:
File tab >> Options

QRG: SAP Office Integration

Excel Settings

[Link]
content/uploads/2015/09/excelsap.
pdf

STEP 1: Enable Macros

- Allows SAP to download
spreadsheets onto your local
MS Excel
- Enables SAP to perform Office
Integration (i.e., generate Excel
spreadsheets in SAP)

STEP 2: Enable “Save As” Option

- Allows you to locally save any
spreadsheets you create in
SAP using Office Integration
12
 Using Excel with SAP (cont’d)
Option 1: Downloading
to Excel
Not all reports are
downloadable to Excel.
For downloadable reports,
proceed to:
• select List dropdown
• select “Export”
• select “Spreadsheet”

Option 2: Office
Integration
Some reports enable Excel
functionality within SAP.
For Excel integration:
• click the MS Excel View
button ( )

13
Funds Management Reports
 Funding: Funds Center or Fund Report
Used to:
• check the funds available in a single Funds Center or Funds Centre/Fund
combination
• view Revenue and Expense information
Can be run:
• for a single FC or FC/Fund combination
• for the overall/total fund (i.e., start date to current date)
Provides:
• a view of budgets, actuals, commitments and funds available
• summarized view of total revenues and expenditures
When Run for FC/Fund:
• annual or overall view for Funds
• net totals
• actual and Commitment Items by period
When Run for Funds Center:
• Similar output to the Funds Center Report (ZFTR111)
• multiple report output views (i.e., fixed format and spreadsheet view)
• Detailed budget displayed for specific Commitment Items
• Drill down to detail line item reports is available on all report columns (even the
Budget columns)
• quick analysis of transactions for specific Commitment Items (e.g., EXP-UTFA)
15
 Funding: Funds Center or Fund Report –
Report Output Scenarios

The output of the Funding: Funds Center or Fund report will depend
on the FM account used to run the report.

3 Scenarios:
• Funds Center/Fund combination

• Funds Center (Operating/Ancillary Operations) with Original

Budget

• PI Funds Center

16
 Funding: Funds Center or Fund Report (cont’d)
Menu Path: Accounting >> Funds Management >> Information System >> Funds Management Section
(UofT Reports) >> Financial Summary Reports >> Funding: Funds Center or Fund
Transaction Code: ZFM1

Enter Fund (if applicable)

Enter FC (required)
Provides overall picture
(ONLY applicable for
FUNDS)
Defaults to “0”
Displays sum of total (current budget)
revenues &
expenditures
(For FCs only &
Conference
Accounts)
Enter Fiscal Year
Defaults to BCS (Defaults to current FY if left blank)
Use if run for PI
Select if reporting on
Funds Center
restricted research
funds

QRG: Funding by Fund Center or Fund Report

[Link]

GTFM Policy: Conference Accounts

[Link] 17
 Funding: Funds Center or Fund Report –
Funds Center/Fund

Excel Overview enables download to

spreadsheet and Pivot table

Periods to reveal Prev. Period and Next Period

buttons, enabling user to scroll through all FY
periods

Double click
line item to
drilldown to
G/L level
detail
(See next
slide for
screen
output)

Note:
Total
• Revenue Variance / Funds Available = Budget – (Total Commitments + Actuals) Funds
• Net totals = Sum of total revenues and total expenditures Available18
Funding: Funds Center or Fund Report (cont’d)
Drilldown view of G/L Accounts :
To drilldown to original G/L document:
1. Select a G/L account
2. Double click anywhere on line
item

Output lists all documents containing

that G/L account.

19
Funding: Funds Center or Fund Report (cont’d)
Drilldown view of all transaction document(s) within the selected G/L
account:

Double click anywhere on

document line item to
drilldown to original
transaction document

20
 Funding: Funds Center or Fund Report –
Funds Center (with Original Budget)
Double click columns to Click to Funds Available
drilldown to detailed line
display output in line reflected on
item reports::
item/spreadsheet format EXPENSE-S
• Budget
Movement Line
summary line
Item Report
• FI Postings Line
Item Report
• All Postings
Line Item Report

Original Budget and

Revised Budget
shown on same output

Detailed budget
presentation enables `
you to see the budget
to actual spending
variances

Net Totals `
21
 Funding: Funds Center or Fund Report –
PI Funds Center
Output when report is run using a PI Funds Center is the same as when run with a
Funds Center with Original Budget, with the exception of NO ORIGINAL BUDGET.
If not checked off:

NO Original Budget
Expenses shown at
detailed CI level

`
`

If checked off:

` 22
 Report Features at a Glance
Funding:
FC or Fund

Funds Center (single) 

Multiple FC reporting
Funds Center/Fund Combination
(single)


Multiple FC/Fund combinations

Funds Center Groups
Budget drilldown (FC only)
FI & Commitment drilldown 
PI Funds Center: Include/Exclude or
Run Only by PI FC
CI (single/multiple) (FC only)
Selection of multiple report output
views
(FC only)
Original & Revised budget in same
report
(FC only)

Run by Period or Multiple Fiscal Yrs

FBS or BCS 
23
 Total Funding Activity Report
Used to:
• provide an overview of the financial status of multiple FCs (within a
hierarchy) and FC/Fund combinations

Can be run:
• on all accounts within a Funds Center hierarchy
• Including/excluding Funds
• for Active Funds Only
• a single Fund or range of Funds
• for Funds Centers & Funds Center/Fund combinations

Provides:
• summarized view of Total Revenues and Total Expenditures

Enables:
• drilldown to document level

Does not provide:

• a period view (ONLY fiscal year)
• budget details

24
 Total Funding Activity Report (cont’d)
Menu Path: Accounting >> Funds Management >> Information System >> Funds Management
Section (UofT Reports) >> Financial Summary Reports >> Total Funding Activity (ZFTR008)

To view balances of all

Funds Centers in the
hierarchy Enter the Funds Center

To report on active Enter Fiscal Year

funds ONLY select
“Active Funds Only”
To include all funds,
To report on a range of select “Include Funds”
Funds

To report on specific or range of

Sponsors (e.g., NSERC, CIHR)
Can select data
QRG: Total Funding Activity from before
[Link] (BCS) or after
content/uploads/2015/11/Total_Funding October 2006
_Activity.pdf
(FBS)

QRG: FBS – BCS Radio Buttons

[Link] 25
 Total Funding Activity Report (cont’d)
Output Screen:

Total funding for the Double click line Summarized

hierarchical area item to drilldown financial activity
selected to “Commitment reported for each
Item Summary” account

Fund start & end date information

Indicates level in University’s FC hierarchy (e.g., overall UofT FC = level 1)

26
 Total Funding Activity Report (cont’d)
Commitment Item Summary:
• Provides Budget, Commitments, Actuals, and Funds Available for each
Commitment Item within a FC or FC/Fund combination
• Enables drilldown to individual Funds Center or Fund

27
 Report Features at a Glance
Total
Funding:
Funding
FC or Fund
Activity

Funds Center (single)  

Multiple FC reporting 
Funds Center/Fund Combination
(single)
 

Multiple FC/Fund combinations 

Funds Center Groups
Budget drilldown (FC only)
FI & Commitment drilldown  
PI Funds Center: Include/Exclude or
Run Only by PI FC
CI (single/multiple) (FC only)
Selection of multiple report output
views
(FC only)

Original & Revised budget in same

report
(FC only)

Run by Period or Multiple Fiscal Yrs

FBS or BCS  
28
 FI Postings Line Item Report
Used to:
• display actual transactions for the revenue and expense G/L accounts for
specified FC or FC/Fund combinations

Can be run:
• for single or multiple FCs or FC/Fund combinations
• by G/L
• by posting period
• for multiple fiscal years
• for a single or range of Commitment Items
• by User ID

Provides:
• detailed list of line items from FI documents, sorted by document number

Enables:
• drilldown to document level

Does not provide:

• total revenues or total expenditures
• total actuals, commitments or funds available
29
 FI Postings Line Item Report (cont’d)
Menu Path: Accounting >> Funds Management >> Information System >> Funds Management Section
(UofT Reports) >> Line Items >> FI Postings: Line Items by document number (ZFIR079)

Report on a single fiscal period

or across a range of fiscal years

Fund Acct: defaults with “=“ (to

restrict output to a single fund, enter
a Fund acct).
To change this symbol:
• select “=“
• left click on mouse
• select “Options”
• Choose alternate symbol
(e.g., greater than, less than)
Note: If field is left blank, funds will
NOT be included in the report output. Search by Commitment Item
hierarchy
To include Funds Center hierarchy

Restrict report output

QRG: FI Postings Report

[Link]
content/uploads/2015/10/[Link]

30
 FI Postings Line Item Report (cont’d)
Output Screen: “Change Layout” button enables
user to add or delete columns

Use
buttons
to:
-sort
-filter
-subtotal
-download
-save

Click on document number to

drilldown to document level

QRG: Line Item Functionality

• [Link]
31
 FI Postings Line Item Report (Helpful hint)
To save a changed layout, click on "Save layout" icon.

Decide whether the new variant will be:

• Global (for everyone on campus
to use)
• User Specific (only for you)

IMPORTANT:
• Always enter a new name in the
"Save layout" field to avoid
overwriting the existing variant

• Only the "/UOFT" variant can be

the Global "Default setting”

Click on to "Save" the variant.

Variant type SAVE LAYOUT field User-Specific Default setting option

(naming conventions) option
must start with " / " not applicable NEVER save as a default setting; doing
GLOBAL
so will change the setting for all users
USER- must start with a letter must have check may be saved as a default setting
SPECIFIC (A – Z) mark
32
 Report Features at a Glance
Total
Funding: FI Postings
Funding
FC or Fund Line Item
Activity

Funds Center (single)   

Multiple FC reporting  
Funds Center/Fund Combination
(single)
  

Multiple FC/Fund combinations  

Funds Center Groups
Budget drilldown (FC only)
FI & Commitment drilldown   
PI Funds Center: Include/Exclude or
Run Only by PI FC
CI (single/multiple) (FC only) 
Selection of multiple report output
views
(FC only)
Original & Revised budget in same
report
(FC only)

Run by Period or Multiple Fiscal Yrs 

FBS or BCS  
 Funds Center Report
Used to:
• provide a financial overview of individual or multiple Funds Centers
(i.e., no FC/Fund combination)

Can be run:
• for a single or multiple Fund Centers
• with/without Fund Center hierarchy
• for specific PI accounts

Provides:
• versatile reporting options using line item reports
(i.e., Budget, FI Postings, All Postings)
• multiple report output views
o Fixed format – summary view; rows can be expanded & collapsed
o Spreadsheet views – customizable view similar to line item report

• quick analysis of transactions for specific Commitment Items (e.g., EXP-UTFA)

Enables:
• drilldown to document level

Does not provide:

• reporting for Funds
34
 Funds Center Report: Selection Screen
Menu Path: Accounting >> Funds Management >> Information System >> Funds
Management Section (UofT Reports) >> Financial Summary Reports >> Funds Center Report (ZFTR111)

Include FC Hierarchy to
capture all subordinate FCs
(e.g., PI FCs)
Enter Fiscal year
(required)
Include/Exclude specific
FCs and/or range(s) of FCs Enter FC or FC Group

Include/Exclude or Only PI
accounts
Note: Defaults to “Include”

Sort by specific Commitment

Item(s) and/or range. If
applicable, include CI Hierarchy.
(e.g., "Expense-S" should "Include CI
Format defaults to Fixed
Hierarchy", whereas Commitment
Item "Services" should not). NOTE: “Fixed” format can be changed
to “Spreadsheet” format after
report is executed

QRG: Fund Center Report

[Link]
QRG: Create, Change or Display Fund Center Groups
[Link] 35
 Fixed Format View
Characteristics of Fixed Format view:
• Selection Criteria is located in header
• provides summary financial data for FC hierarchy by CI
• displays original and revised budget info
• can switch to “Spreadsheet Format”

36
Fixed Format View (cont'd)
Report Output (Fixed Format view):
• detailed Commitment Item view
• drilldown on Summary level or individual Commitment Items
(e.g., "Suppl-S" vs. “Supplies" or “Services")

• column specific drilldown is available

37
 Fixed Format View (cont'd)
All drilldown requests use
line item reports (Budget, FI
Postings, or All Postings).

Double click the following Expands view to

column headings to go to include ALL
respective line item reports: available
commitment items
• Commitments +
Actuals: All Postings
Line Item Report
• Actuals: FI Postings
Line Item Report
• Budget: Budget
Movement Line Item
Report

38
 Spreadsheet Format View
To access Spreadsheet view:
1. In the Selection Criteria screen, select the “Spreadsheet format” radio button in Layout field
OR
2. In the Fixed Format output screen, click the button

Characteristics of Spreadsheet View:

• data can be customized from the defaulted display view (e.g., hide "Original Budget" column)
• underlined fields can display appropriate line item reports with a single click on the amount
• can switch back to Fixed format via the (only if generated from Fixed format)
• download to Excel by clicking the button

39
 Spreadsheet Format View (cont'd)
The "FC Summary" view available by clicking

This view:
• provides a quick view of the “net” FC variance column
• shows the summary amount of each FC in the hierarchy
• has the same drilldown capabilities as the standard default view
• can expand to show more details
• can return to the default view via and or
can switch back to Fixed Format via
o only possible if Spreadsheet view is accessed from the Fixed Format

40
 Report Features at a Glance
Total Funds
Funding: FI Postings
Funding Center
FC or Fund Line Item
Activity Report
Funds Center (single)    
Multiple FC reporting   
Funds Center/Fund Combination
(single)
  

Multiple FC/Fund combinations  

Funds Center Groups 
Budget drilldown (FC only) 
FI & Commitment drilldown    
PI Funds Center: Include/Exclude or
Run Only by PI FC


CI (single/multiple) (FC only)  

Selection of multiple report output
views
(FC only) 

Original & Revised budget in same

report
(FC only) 

Run by Period or Multiple Fiscal Yrs 

FBS or BCS   BCS only
41
 Course Objectives
Review:
• Understand the purpose and components of Funds
Management
• Generate common Funds Management reports
• Understand the features of each report and
determine the report suitable for your needs
• Identify your source of funding and funds available
• Locate specific expenses that have been charged to
your Funds Center or Funds Center/Fund

42
 WEB Documentation
• Documentation & Support
[Link]

• GTFM Policy
[Link]

• Glossary of Terms
[Link]

43
 NEED HELP?
[Link]

Help is a facility for all AMS subsystems:

• Use the WEB form found at the above address

• Select the appropriate AMS module
(e.g., FIS: FAST Team)
• Complete all the information required on the form
• Click on the Send it! button

Mail box is monitored Monday to Friday

9:00 a.m. - 5:00 p.m.

44
 FAST Team Contacts
Manager Chris Dimitriadis 946-3153
[Link]@[Link]

Senior Business Analyst Maryanne McCormick 946-3291

[Link]@[Link]

Business Analyst Nusrath Mohiuddin 978-4042

[Link]@[Link]

Business Analyst Wah-Ming Wong 978-1151

[Link]@[Link]

Senior Business Analyst Rames Paramsothy 978-4675

(Training) [Link]@[Link]

Business Analyst Tasleem Hudani 978-1229

(Training) [Link]@[Link]

Evaluation:
[Link]
FAST website:
[Link] 45