QUICK GUIDE for the Account Managers Report

Financial Operations
24 Column Account Managers Report
QUICK GUIDE

NOTE: For best printed quality, get the paper Quick Reference Card from the Paper Documents web page.

MIT personnel can order free copies from Copy Technology Centers or download the PDF files directly.

Contents

Overview
Go to Initial Screen
Complete the Selection Criteria Screen
Complete the Options Screen
Review Report Summary (Cost Object View)
Review Report Summary (Cost Element View)
Drill Down: Review Budget Listing
Drill Down: Review Detail Listing
Drill Down: Review Source Document

Overview

The 24 Column Account Managers Report (AMR) can be used to monitor activity on individual or groups of related cost objects; for example, parent and children WBS elements or a multi-sponsored project. A major benefit is that you can access financial data that spans across fiscal years. For non-LDS users, budget items for salaries are copied over to commitments.

The Account Managers Report is composed of three levels of financial details; the Summary level, the Detail and Budget Listing level, and the SAP source document level.

  1. Summary level
    The main report screen lists the selected cost objects subtotaled by cost element group. This level is comprised of 24 columns, six for each reporting period. The Summary level can be viewed by cost object or by cost element.
  2. Detail and Budget Listing level
    The Detail Listing screen shows actual committed expenditures and actual income received. The Budget Listing screen shows the budget for each cost element for the fiscal period and year.
  3. SAP Source Document level
    The last level of detail shows individual source documents for a transaction listed on the Detail Listing screen.

You can move to each level of detail by clicking on an amount or an item listed under some of the columns on the report.

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Go to Initial Screen

From the SAP User Menu screen:

Navigation Path:

- User Menu
- Role ZMIT
- Reports
- Account Mgr Report

Transaction Code: /nz a24

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Complete the Selection Criteria Screen

Required

1)

Departmental budget or keep 0 (Institute budget)

2)

Beginning calendar month and year

3)

Ending calendar month and year

4 )

Any month and year that falls within the From and To dates

5)

Enter either a profit center (dept. # preceded by a "P"), project, or cost object(s)--WBS element, internal order, or cost center.  

6)

Cost element group; CEMIT-EA (revenue and expenses) is the standard AMR report.

13)

Click the Options tab.

Optional

7)

Enter 12-16 for June only. Use the same closing period for all fiscal periods in June.

8)

Check to report on all lower WBS's under the WBS you entered.

9)

Type in the level nos. 2-5 to limit the WBS levels for the WBS you entered.

10)

Enter the cost object if you don't know whether it is a cost center, WBS, or internal order and press the Enter/Return key.

11)

Click to include cost objects by term code; deselect to omit them:
Open = fully active
1 = active but in the closing period
2 = no longer in use
3 = completely closed; charges not allowed

12)

Enter individual cost elements from the cost element group you selected to restrict the report to specific cost elements. Otherwise, all cost elements in the group will be included.

screen capture:  Selection Criteria screen

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Complete the Options Screen

Required

1)

Click in the box to select the Part(s) or fiscal periods you want to report on.

6)

Click the Execute button to run the report.


Optional

2)

Type in a title for the report.

3)

Check to exclude blanket POs from the Commit column.

4)

Check to print each cost object on a separate page if the report is sorted by cost object.

5)

Click in the radio button to sort the report by cost object or by cost element.

screen capture:  Options screen

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Review Report Summary (Cost Object View)

The main report screen shows expenses for all transactions posted against the cost element group, cost object, project, or profit center that you selected on the entry screen. The data on the Account Managers Report can be displayed either by cost object or cost element.

The cost object view displays revenues and expenses broken down by cost object. The cost element view displays revenues and expenses for all cost objects summarized by cost element. Use the last button on the right to switch between cost object and cost element views. For instructions on using the report buttons, see Reports: 24 Column Account Managers Report (AMR): Summary Level.

Report Header

Shows the report run date, title (if entered), report period, current month, profit center, cost objects, cost element group, and cost elements if selected.


Columns 1-4
Activity / Function Lists the cost objects, if data is available, for each cost element
Budget Numbers for the budget version that you selected 
Actual Revenue + Expenses - Any item posted to the account in the selected month
Variance 1 The net amount of Budget minus Actuals 

screen capture:  AMR cost object view (cols. 1-4)

Scroll right to see more columns, if necessary.

Columns 5 - 7

Commit

All POs, manual reservations, requisitions, and salary for the column period. Overhead is calculated and included in the commitment amounts. For non-LDS users, the budget salary items are copied over to the commitments. 

Actual + Commitment

Actuals plus Commitments

Variance 2

Budget minus (Actuals plus Commitments)

screen capture:  AMR cost object view (cols. 5-7)

1. Click on an amount under the Budget column to drill down to the Budget Listing screen.

2. Click on an amount under the Actual, Commit and Actual+Commit columns to drill down to the Detail Listing screen.

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Review Report Summary (Cost Element View)

The cost element view displays revenues and expenses for all cost objects summarized by cost element. Use the last button on the right to switch between cost object and cost element views.

screen capture:  AMR cost element view

The report header, columns, and drill downs are the same as on the cost object view, but there are four additional report buttons for the cost element view. For instructions on using these buttons, see Reports: 24 Column Account Managers Report (AMR): Summary Level.

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Drill Down: Review Budget Listing

Columns 1-7

Cost Object

Cost object number and name reported on

Cost El

Cost element number

Cost El Description

Description of cost element

Period

Monthly fiscal period

Month End

Last day of the fiscal period

Budget

Amount budgeted for the fiscal period

Text
Click on icon, if present, to view comments by person who created the budget plan

screen capture:  Budget Listing

1. Click on an item listed under any column except Month End to drill down to more detailed information.

Note

For instructions on using the report buttons, see Reports: 24 Column Account Managers Report (AMR): Detail and Budget Listing Levels .

2. Click the Back button Back button on the Budget Listing screen to return to the Summary level.

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Drill Down: Review Detail Listing

The sample shown below is the drill down from the Acutal + Commit column.

Columns 1- 7

ABCO
(Type Indicator)

A - Actual
B - Budgeted
C - Commitment
O - Calculated overhead

CostObj

Cost object number

Cost El

Cost element number

Type

Type of document
See Doc Types on SAP DTR's for a list and description of document types used in SAP.

Document Number

SAP document number

Trans Date

Date transaction was entered into SAP

Description

Information about the document type

screen capture:  Detail Listing (cols. 1-8)

Columns 8- 10
Post Mo

Date transaction posted in SAP

Amount

Dollar amount of the transaction

Check

Check number for transactions paid by check

screen capture:  Detail Listing (cols. 9-13)

1. To drill down to the SAP source document, click on an item under Type, Document Number, Item, the first three parts of Description, the Amount, and Check. ( You cannot display the source documents for items listed under the Type Indicator (ABCO), Trans Date, Post Month, and Month End columns.)

2. Click the Back button Back button on the Detail Listing screen to return to the Summary level.

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Drill Down: Review Source Document

The SAP source document screen provides detailed information for a transaction such as a purchase order, requisition, journal voucher, or check.

screen capture:  Display Document:  Overview screen

1. If the Document Header screen appears first, click the Enter button Enter button to see the Display Document: Overview screen.

2. Click the Back button Back button on the SAP source document screen to return to the Detail Listing screen.

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