FINANCIAL INFORMATION
SYSTEM
FIS Standard Curriculum:
Basic Controlling Reporting
Course Objectives
This course will help you:
• Understand the purpose and components of
Controlling
• Distinguish the features and functionalities of
common Controlling reports
• Access and generate common Controlling reports
• Determine which department/project incurred an
activity
2
Course Map
• Overview of Controlling (CO)
• Purpose of Controlling Reporting:
o Three Key Questions to be Answered
• Controlling Reports used to Answer Key Questions
o Cost Center (CC) Funding
CC Funding by Allocation
CC Funding by User
o Cost Center w/o IO: Plan & Actuals
o Cost Center with IO: Plan & Actuals
o Cost Centers: Actual Line Items
• Report Features
3
Overview of Controlling
FIS Components
On what were the $ spent?
FIS
Which department or
project spent the $? What is the
FI source of
FINANCIAL $?
CO ACCOUNTING FM
CONTROLLING FUNDS
MANAGEMENT
BA
CC Business Area FC
Cost
Funds
Center
Center
General
IO Ledger
Internal Chart of Accounts Fund
Order (numeric code)
CE CI
A/R A/P
Cost Commitment
Element
Accounts Accounts
Item
(numeric code) Receivable Payable (alphabetic code) 5
Overview of Controlling (CO)
Controlling enables you to report on planned spending, and compare it to actual
revenue and expense postings for a specific department, program or project at the
general ledger level of detail.
It is similar to FM, but with an important difference – no spending control
(i.e., Funds Availability Checking).
The purpose of Controlling is to answer the question:
Which department/project incurred the activity?
6
Controlling – Account Codes
There are two main account codes used in CO:
• Cost Centers (CC)
• Internal Orders (IO)
Cost Center Internal Order
Brief description • five digit number starting with a 1 or 2 • a six digit number
(departmental) or six digit number starting
with a 2 (Principal Investigator) • May represent an organizational unit or
program that initiated a financial
• Represents the organizational unit or transaction
program that initiated a financial transaction
Periodic Reporting • Fiscal year based (May 1 thru April 30) • Non-Fiscal year based (any start or end
date, annual or "life to date“)
Hierarchy • grouped to reflect the organizational • no hierarchy of its own, is linked to an
structure at U of T organizational unit through its settlement
to a Cost Center
Planning • fiscal year basis • fiscal year basis or overall
Note: Cost Centers are structured in a hierarchy of Nodes and Groups that are similar to the
department’s Funds Center hierarchy (FM).
7
Reflecting the Organizational Structure :
Cost Centers
To facilitate planning and reporting, Cost Centers are grouped using CC Nodes
and CC Groups.
CC Node:
• reflect the organizational structure at U of T
(similar to FM hierarchy)
CC Group:
• assigned to each CC Node, and allows an organizational unit to arrange its
Cost Centers to meet departmental planning and reporting
requirements
The Cost Center hierarchy is organized according to reporting and planning
requirements of individual units.
8
Reflecting the Organizational Structure :
Cost Centers (cont’d)
Example
Cost Center Hierarchy
(Academic)
Cost Center
Node
Cost Center
Group
Individual Cost
Centers
9
Cost Elements (CE)
A Cost Element (CE) is a numeric code representing the G/L
number within Controlling.
Characteristics of a CE:
• same account numbers as G/L numbers (six digit number)
• exists for revenue and expense items
• grouped into Cost Element Groups similar to the CI hierarchy
• enables planning at the Cost Element level so planned and
actual expenses can be compared
10
Controlling Reporting
Purpose of Controlling Reporting
Controlling Reports answer the following questions:
• Which budget (FC or FC/Fund) was the financial transaction
posted to?
• How does the plan compare to actual financial activity?
• What financial transactions have been recorded against the
Cost Center / Internal Order?
12
Common Controlling Reports Used to Answer Key
Questions
• CC Funding • CC w/o IO: Plans & • CC: Actual Line Items
• CC Funding by Actuals • IO: Actual Line Items
Allocation • CC with IO: Plans &
• CC Funding by User Actuals
To which budget (FC or
FC/Fund) was the financial
transaction posted?
How does the plan compare
to the actual financial
activity?
What financial transactions
have been recorded against
the CC / IO?
13
Cost Center Funding Report
Used to:
• view all postings to Cost Centers or Internal Orders by Cost Element
and FM account
Provides:
• subtotals by Cost Element or FM account
Can be run:
• for a single or a range of periods within a fiscal year
• for one or more:
• Cost Centers
• Internal Orders
• Cost Elements
• Funds Centers
• by exception (i.e., can omit individual or a range of accounts)
14
Cost Center Funding Report (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports
for Cost Center Accounting Cost Center Accounting (UofT) Cost Center Funding
Transaction Code: ZF06
Select the Cost
Element Sub
Totals Enter Fiscal Year and Period range
checkbox to Note: If running report for one period,
subtotal by enter the same period in the
Cost Element. “From” and “To” fields.
(e.g., From Period = 3, To Period = 3).
It is required to
enter Cost Enter Cost Element(s) and/or
Center or Fund Center to expand or
Internal Order narrow report output
15
Cost Center Funding Report
Output
Screen:
Subtotals will
appear here if
“Cost Element
Sub Totals”
checkbox was
selected in
previous screen
subtotal by
FM account
double click on any document line to drill down
to the Document Overview 16
Cost Center Funding by Allocation Report
Used to:
• organize all postings to Cost Centers or Internal Orders by Allocation
(a.k.a., Assignment)
Provides:
• subtotals by Allocation/Assignment
Can be run:
• using the same criteria as Cost Center Funding Report, with the
addition of:
o a single allocation
o a range of allocations
o multiple allocations
Notes:
• Allocation/Assignment field is case and space sensitive, and is only
useful if meaningful text or codes are used
• All other features and report layouts are similar to the Cost Center
Funding report with the exception of subtotaling by Allocation 17
Cost Center Funding by Allocation Report (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System
Reports for Cost Center Accounting Cost Center Accounting (UofT) -> Cost Center Funding by
Allocation
Transaction Code: ZF07
Same Enter fiscal year and period
range
selection
criteria as
the Cost
Center
Funding
Report
Enter Allocation/Assignment criteria in this
field. You can enter:
• single allocation
• range of allocations OR
• multiple allocations 18
Cost Center Funding by Allocation Report (cont’d)
Output Screen:
Subtotaled by
Allocation
double click anywhere on document line to drilldown to Document Overview 19
Cost Center User Report
Used to:
• organize all postings to Cost Centers or Internal Orders by the AMS
User ID of the individual who processed the transaction
Provides:
• subtotals by Fund Center or Fund Center/Fund
Can be run:
• using the same criteria as the Cost Center Funding Report, with
the addition of:
o single, range or multiple User IDs
Note:
• All other features and report layouts are similar to the Cost Center
Funding report with the addition of the User ID column
20
Cost Center User Report (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports
for Cost Center Accounting Cost Center Accounting (UofT) Cost Center User
Transaction Code: ZF08
Same
selection
Enter fiscal year and period
criteria as
range
the Cost
Center
Funding
Report
Enter user criteria in these fields.
You can enter:
• a single User ID
• range of User IDs, and/or
• multiple Users IDs
21
Cost Center User Report (cont’d)
Output Screen:
Subtotals by
FC or FC/F
combo
double click on a document line to drilldown to Document Overview
22
Questions Answered by Common
Controlling Reports
• CC Funding
• CC Funding by Allocation
• CC Funding by User
Which budget (FC or FC/Fund)
was the financial transaction
posted to?
How does the plan compare to the
actual financial activity recorded on
a summary and detailed level?
What financial transactions have
been recorded against the CC /
IO?
23
Cost Center Without Internal Orders:
Plan & Actuals Report
Used to:
• compare Cost Center plans to actual revenues and expenses
(both summary and detailed view)
Provides:
• summary totals by Cost Element and Cost Center
• variance between plan and actuals in absolute value and as a
percentage
Can be run:
• for single or range of periods
• by Cost Center Group or Node
• for single, range or multiple CCs
• for specific plan versions
(i.e., “0” = Current plan or “1” = Original plan)
Enables:
• Excel view using Office Integration
24
Cost Center Without Internal Orders:
Plan & Actuals Report (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports for
Cost Center Accounting Cost Center Accounting (UofT) UofT: CC w/o IO: Plan & Actuals
Transaction Code: ZSO3
• “0” = Current Plan
(default)
• “1” = Original plan
Enter fiscal year and period
range
Expand or narrow
desired output by
selecting:
• CC Groups
• CC values
• range of CCs
• multiple CCs
and/or Cost
Elements
25
Cost Center Without Internal Orders:
Plan & Actuals Report (cont’d)
Output Screen: data can be viewed in Excel via SAP Office Integration
Select columns and
default view is
Plan / Act /
sort data ascending or
Variance by descending
Cost Element
& Cost Center
select to
display
alternate view Expand or
of Summary collapse each
Totals by group of Cost
Cost Elements
Element for
the entire
range of Cost
Centers
selected.
QRG: Office Integration Excel Settings double click on any Cost Element item to
[Link]
drilldown to the detailed line item reports
26
Cost Center With Internal Orders:
Plan & Actuals Report
Used to:
• compare CO Plan and Actual revenues and expenses in a summary or detailed
view
Provides:
• summary totals by Cost Element, Cost Center and Internal Order
• variance between plan and actuals in absolute value and as a percentage
Can be run by:
• single or range of periods
• Cost Center Group or Node
• single, range or multiple CCs
• Cost Element Group
• single Internal Order
• Order Group
• for specific plan versions (i.e., “0” = current plan, “1” = original plan)
Notes:
• If the Selection Criteria is not correctly defined, all UofT Cost Centers or Internal
Orders will be included in the report
o To avoid this, enter an Internal Order (or Internal Order Group) as well as
the corresponding Cost Center (or Cost Center Group).
27
Cost Center With Internal Orders:
Plan & Actuals Report (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports
for Cost Center Accounting Cost Center Accounting (UofT) UofT: CC with IO: Plan & Actuals
Transaction Code: ZSO1
Identical to the Cost
Center w/o Internal
Orders: Plans &
Actuals Report
MUST specify:
CC Group or
CC value(s)
AND
Order Group or Order
value(s)
28
Cost Center With Internal Orders:
Plan & Actuals Report (cont’d)
Output Screen: data can be viewed in Excel via
SAP Office Integration
provides plan/actual
costs and variance data
for Cost Center
provides plan/actuals
and variance data for
Internal Orders
QRG: Office Integration Excel Settings
• [Link]
double click any Cost Element item to
with-sap/ drilldown to detailed line item reports
29
Questions Answered by Common
Controlling Reports
• CC Funding • CC w/o IO: Plans &
• CC Funding by Actuals
Allocation • CC with IO: Plans
• CC Funding by User & Actuals
Which budget (FC or
FC/Fund) was the financial
transaction posted to?
How does the plan compare
to the actual financial activity
recorded?
What financial transactions
have been recorded against
the CC / IO?
30
Cost Centers: Actual Line Items
Used to:
• show all actual transaction line items posted to a Cost Center
Provides:
• a detailed list of line items sorted by Fund Centers
Can be run:
• for single, range or multiple Cost Centers
• for Cost Center Groups or Nodes
• for a single, range or multiple Cost Elements
• by Cost Element Group
• for multiple fiscal years
31
Cost Centers: Actual Line Items (cont’d)
SAP Menu Path: Accounting Controlling Cost Center Accounting Information System Reports
for Cost Center Accounting Line Items Cost Centers: Actual Line Items
Transaction Code: KSB1
Expand or narrow
output by:
• Cost Center/CC
Group
• Cost
Element/Cost
Element Group
Generate report
output for single
posting date or over
multiple years
Internal Order version of this line item report:
SAP Menu Path: Accounting Controlling Internal Order Information Systems
Reports for Internal Orders Line Items Orders: Actual Line Items
Transaction Code: KOB1
32
Cost Centers: Actual Line Items (cont’d)
Output Screen:
Sort, Filter or Subtotal data download output to Excel
QRG: Line Item Functionality
• [Link]
double click anywhere on a line item to
content/uploads/2015/11/[Link] drilldown to Document Overview
33
Questions Answered by Common
Controlling Reports
• CC Funding • CC w/o IO: Plans & • CC: Actual Line Items (and
• CC Funding by Allocation Actuals IO: Actual Line Items)
• CC Funding by User • CC with IO: Plans &
Actuals
Which budget (FC or
FC/Fund) was the financial
transaction posted to?
How does the plan
compare to the actual
financial activity recorded?
What financial transactions
have been recorded against
the CC / IO?
34
Course Objectives
Review:
• Understand the purpose and components of
Controlling
• Distinguish the features and functionalities of
common Controlling reports
• Access and generate common Controlling reports
• Determine which department/project incurred an
activity
35
Web Documentation
• Reference Guides:
[Link]
– Set-up Excel Settings for Office Integration
[Link]
content/uploads/2015/09/[Link]
• FAQs:
[Link]
• Financial Forms:
[Link]
• Policy & Documentation:
[Link]
36
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[Link]
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(e.g., FIS: FAST Team)
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9:00 a.m. - 5:00 p.m.
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FAST Team Contacts
Manager Lorena Gaudio 978-2802
[Link]@[Link]
Assistant Manager Chris Dimitriadis 946-3153
[Link]@[Link]
Business Analyst Cheryl Rhind 946-3373
[Link]@[Link]
Business Analyst Maryanne McCormick 946-3291
[Link]@[Link]
Business Analyst Nusrath Mohiuddin 978-4042
[Link]@[Link]
Business Analyst Rames Paramsothy 978-4675
(Training Coordinator) [Link]@[Link]
FIS Standard Curriculum Evaluation:
[Link]
FAST website:
[Link] 38