QUICK GUIDE for the Summary Statement

Financial Operations
Summary Statement
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

Go to Initial Screen
Step 1: Complete the Selection Criteria Entry Screen
Step 2: Complete the Print Options Entry Screen
Step 3: Complete the Column Option Entry Screen
Review Transaction Totals (Level 1)
Drill Down to Budget Listing (Level 2)
Drill Down to Detail Transaction Report (Level 2)
Drill Down to Source Document (Level 3)

Go to Initial Screen

From the SAP User Menu screen:

Navigation Path:

- User Menu
- Role ZMIT
- Reports
- Summary Statement

Transaction Code :

/nzstm

Result: Three tabbed screens are displayed for you to enter all the selection criteria for running the Summary Statement. Complete the Selection Criteria screen first before moving to the next one. Move between the screens by clicking on the tab.

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Step 1: Complete the Selection Criteria Entry Screen

Required fields
1)

Type in the fiscal period and year.

2)

Enter or select the cost element group. CEMIT-0 is the standard Summary Statement.

3)

Enter or select the company code.


Enter either a Profit Center Group (4a), Profit Center (4b), Project (4c), or Cost Object (4d) as described below.
 

4a)

Profit center group number. 

4b)

Department number preceded by a "P." 

4c)
Project number for parent/child WBS elements.
4d)
Enter individual cost objects or any combination (WBS element, internal order, cost center).
5)
Enter departmental budget plan or keep plan version 0 (Institute budget).
6)
Select the type of report:
Individual
Lists information for each cost object on separate pages.
By Project
Rolls up information for all WBS elements within the project and reports on the project rather than on individual WBS elements.
Consolidated
Combines information for multiple cost objects into one report.
14)
Click the Print Options tab when you are finished with the screen.
Optional fields
7)

Check this box to see all lower WBS's under the WBS element that you entered.

8)

To limit the WBS levels for the WBS element you entered, type in the level no. (2-5).

9)

Type in the cost object if you don't know the cost object type and press the Enter/Return key. The numbers appear in the correct cost object field above.
10)
Click to include cost objects by term code; deselect to omit them:
open
open for charges between start and end dates of cost object
1
active but in the closing period
2
no longer in use
3
completely closed; charges not allowed
11)
Enter the MIT ID of the cost object's supervisor. All cost objects for the supervisor for which you have authorization will be displayed on the report.
12)
Check to exclude blanket orders from the Commitment column.
13)
Type in a title for a consolidated report.

screen capture:  Summary Statement entry screen

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Step 2: Complete the Print Options Entry Screen

Use this screen if you are printing immediately.

2a)
Check this field only if you want your report executed and printed immediately but not displayed on the screen. Type in the printer name you want the report sent to.


2b)

Summary only or
  Prints only the Summary Statement.
Summary and DTR   Prints the Summary Statement and the Detail Transaction Report at the same time.
2c)
Summary Printing Options

 

Landscape or Prints the report horizontally (11 x 8 1/2).
Portrait Prints the report vertically (8 1/2 x 11).

If you select five or more columns on the Column Options screen (next tab), the Summary Statement columns will be printed on two pages. The first page will contain the Description column first, which is the column listing the cost elements, and then the four columns you selected. The rest of the columns will be on the second page with the Description column again as the first column.
Simplex or Prints the report single-sided.
Duplex or Prints the report double-sided (only on duplex printers).
Printer Default Prints the report single or double-sided according to the printer's default.
2d)
DTR Printing Options
  Same as for the Summary Statement (2c).
2e)
Click the Column Options tab.

screen capture:  SS Print Options entry screen

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Step 3: Complete the Column Options Entry Screen

3a)

Type over the default numbers to the right of the columns in the order that you want the columns to appear on the report. Leave a field blank to exclude that column from the report.

3b)

Click the Execute button to run the report.

screen capture:  SS column options entry screen

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Review Transaction Totals: (Level 1)

The main report screen shows totals for all transactions posted against the cost element group, cost object, project, or profit center that you selected on the entry screen.

Report Buttons

Expand All:

Displays the most detailed view of the cost element group, showing a breakdown of transactions by cost elements.

Expand:

Shows incrementally the more detailed levels of the cost element hierarchy.

Collapse:
Shows incrementally the less detailed view of the cost element hierarchy.
Collapse All:
Shows the most compressed view of the report with the least amount of detail.
DTR:
Displays the Detail Transaction Report.

Download:

Allows you to download the report to a spreadsheet.

Header Fields

Cost Object:

Click on the highlighted cost object to display Master Data about it.

Costing Sheet:

Used to calculate F&A (formerly overhead) and employee benefits.

Report Columns

Column 1

List of cost elements for the cost object activity.

Principal: For endowment internal orders
Expenses: For all cost objects
Revenue: For internal orders, WBS elements, and some cost centers
Settlement:

Usually for internal orders and WBS elements (this section is not displayed for the CEMIT-0 cost element group)

Column 2

Default budget values (or departmental plan):

Cost centers: Office of Budget and Financial Planning for the current year
Internal orders: No budget, except for Dept. of Facilities
WBS elements: Authorized total specified by the sponsor; appears in cost element 400000
 

Cl ick on an amount to drill down to the budget listing.

Column 3

Current month's actual expense.

  Click on an amount in the Current column (3) to drill down to the Detail Transaction Report, a list of individual transactions that make up the transaction total.
Column 4

All activity on a cost object by cost element for the fiscal year-to-date. The Fiscal YTD column shows amounts up to the current fiscal period vs. the Commitment column which shows amounts as of the run date of the report.

Click on an amount in the Fiscal YTD column (4) to drill down to the Detail Transaction Report.

screen capture:  SS cols 1-4

Scroll right to see more columns, if necessary.

Report Columns (continued)
   

Column 5

Sum of cumulative expenses to date by cost element. For cost centers, this sum matches the fiscal year activity. For internal orders and WBS elements, it is from the inception of the cost object.

  Click on an amount in the Cumulative column (5) to drill down to the Detail Transaction Report.

Column 6

Difference between the Budget and Cumulative columns.

Column 7

All open commitments (as of the run date of the report) against the cost object. Current commitments are shown regardless of the month and year selected.
  Click on the Commitment column (7) to view a list of commitments on the Detail Transaction Report.
Column 8
Difference between the Unexpended and Commitment columns.

screen capture: SS cols. 5-8

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Drill Down to Budget Listing (Level 2)

Click on an amount under the Budget column (2) to see the budget listing for the fiscal year (shown below).

screen captue:  SS Budget Listing

Budget Listing

Cost El:

Cost element number

Period:

Fiscal month and fiscal year

Budget:
Amount budgeted for the fiscal period
Cost Object:
(not shown)
Shows the cost object number reported on

Click the Cancel button Cancel button to return to the Transaction Total (Level 1).

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Drill Down to Detail Transaction Report (Level 2)

This level shows the detailed list of transactions (DTR) used to calculate the totals on the main screen of the Summary Statement.

  • Click on an amount under the Current, Fiscal YTD, and Cumulative columns (3,4,5) to drill down to the transaction detail section on the Detail Transaction Report.
  • Click on the Commitment column (7) to view a list of commitments on the Detail Transaction Report.

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Drill Down to Source Document (Level 3)

The source document shows information on the original SAP document for each transaction such as a requisition or a journal voucher.

  • Click on an item listed under the Type, Document Number, Trans Date, Description, Amount, and Check Number columns on the Detail Transaction Report to see the source document for that transaction .

screen capture:  DTR source doc

  • Click the Back button Back button to return to the DTR (Level 2).

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