Transaction Total Level

Reports
Summary Statement
Transaction Total Level


Contents
Reading the Summary Statement: Transaction Total Level
Report Header
Report Columns 1-4
Report Columns 5-8
Report Rows
Using the SAP Report Buttons
Downloading the Report
Printing the Report
Reviewing Individual Transactions


Reading the Summary Statement: Transaction Total Level

Report Header [top of report]

There are three types of headers: individual, project, or consolidated depending upon what type of report you chose on the report entry screen.

The individual header displays the title of the cost object, company name, begin and end date of the cost object, supervisor, costing sheet information, and fiscal period.

  • You can click on the cost object highlighted in yellow to display Master Data information about the cost object including its profit center number.
    .
  • The Costing Sheet name describes the base used for the calculation of F&A charges (MTDC, for example), whether the F&A calculation is for a general cost object (cost center), a fund (orders and WBS elements between 2000000 and 4999999) or a research project (WBS elements between 5000000 and 9999999), and whether the project is on or off campus.
  • When you print out the online Summary Statement, WBS elements and internal orders display the Over Expended amount. WBS elements also display the Agreement Type. Cost centers show the Funds Available.

The project header contains the title of the project, the company name, and fiscal period. You can click on the project highlighted in yellow to display the levels of WBS elements within the project.

The consolidated header displays the title "Consolidated Report," the optional title you entered, and the ending date of the fiscal period.

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Report Columns (1-4)

screen capture:  SS cols. 1-4

1) Description (Cost Elements) [not labeled on report]

List of cost elements for the cost object activity. Cost elements classify the expense or revenue charged to the cost object. Cost elements range from 400000 to 890100. Cost elements are also referred to as G/L accounts in SAP. For a list of classic system object codes & their SAP equivalents, see Object Codes & G/L Account or Cost Element Equivalents.

2) Budget (version 0)

The default budget values in version 0 are as follows:

  • For cost centers: this is the Office of Budget and Financial Planning version for the current year.
    .
  • For internal orders: no budget is displayed, except for internal orders (or work orders) from the Department of Facilities which may have a budget such as Construction.
    .
  • For WBS elements: the budget is the authorized total specified by the sponsor. This amount is reflected in the Budget column under the cost element 400000 which appears as an expense category. For WBS elements, the Budget is a cumulative amount; the amount available to spend from the begin date to the current end date of the WBS element.
Note

For the centrally printed Summary Statement, the default budget is version 0.

3) Current

All activity on this cost object by cost element for the fiscal period on which the report was run. This column shows actual expenses.

4) Fiscal YTD

Lists the sum of the fiscal year's activity to date by cost element. This column shows actual expenses.

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Report Columns (5-8)

screen capture:  SS col. 5-8

5) Cumulative

The sum of cumulative expenses to date by cost element.

  • For cost centers, this column matches the fiscal year activity as cost centers are closed each year.
    .
  • For internal orders and WBS elements, this amount will be accumulated from the inception of the cost object.

6) Unexpended

Calculated as the difference between the Budget (column 2) and the Cumulative actual amounts (column 5). Since not all budgets are specified by cost element, the most meaningful comparison is often between total budgeted expenses and cumulative actual expenses.

If this column contains negative figures, the most meaningful number is the total unexpended amount. Negative numbers indicate that you have expended more than your budget for this line item. If there is no budget at all for the line item, the amount in the unexpended column will be the negative of the actual.

7) Commitment column (blanket orders excluded)

Reflects all open commitments made against the cost object as of the run date of the report, including manual reservations, purchasing commitments, blanket orders (if not excluded), and labor distribution commitments (when available).

Commitments are shown with attributable employee benefits, overhead, and allocations. Commitment information is dynamic in SAP and the amounts reflected on the Summary Statement are from the date the statement was produced and not necessarily month-end.

Therefore, information about commitments on the centrally printed statement may not be current if commitments have been liquidated or added to cost object expenses between month end and the run date of the statement. To assist the user in evaluating the commitment information provided, each centrally printed statement, including those printed by users, shows the run date and time at the bottom.

8) Uncommitted column

Calculated as the difference between the Unexpended column (column 5) and the Commitment column (column 6).

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Report Rows [look for this information under the first column]

Information in the rows varies depending upon the type of cost object run.

Row

Description

Principal
(for internal orders and some WBS elements)

Shown for internal orders with principal amounts (amounts that are part of MIT's permanent endowment). This section shows the activity and balances for the principal portion of the internal order.

screen capture:  SS principal section

Expenses

Expenses charged against the cost object.

screen capture:  SS Expense section

Calculated expenses include Employee Benefits, Overhead, and Allocation and are based upon the Costing Sheets maintained by CAO.

Work order charges

These are from the Department of Facilities (formerly Physical Plant). They appear as the last line item in the Materials and Services section under Facilities Charges. More information on these charges is available on the DTR.

screen capture:  SS Work Order Charges

Total Expenses
(for WBS elements)

For WBS elements, the most important line to monitor under Expenses is "Total Expenses" which shows a comparison between amounts authorized by the sponsor (the budget) and amounts actually spent and committed.

screen capture:  SS Total Expenses

Revenue
(for cost centers)

Revenue earned, including investment revenue. Many cost centers do not reflect revenue. For those that do, it is shown after expenses.

screen capture:  SS revenue for cost centers

Total Net Expenses
(for cost centers)

This line appears below the revenue for cost centers and is the difference between the expenses and revenue. For most cost centers, expenses exceed revenue, but the difference between expenses and revenue should not exceed the total amount budgeted for the cost center.

screen capture:  SS Total Net Expenses

Revenue
(for WBS elements)

For most WBS elements, this section consists of billings to the sponsor and is monitored centrally by CAO's sponsored billing area.

screen capture:  SS Revenue for WBS

Total Expense Net of Revenue
(for WBS elements)

Shown below the Revenue section, this line reflects the unbilled expenses or amount by which the expenses exceed the billings.

screen capture:  SS Total Expense Net Revenue

Revenue
(for internal orders)
screen capture:  SS Revenue for internal orders

Total Net Available Expendable Funds
(for internal orders)

This line appears below the revenue for internal orders and reflects the amount available for future expenditures.

screen capture:  SS Total Net Available Expendable Funds

Settlement
(usually for WBS elements internal orders beginning with "1" )

For WBS elements, settlements are used by CAO's sponsored billing area to account for contracts in process; they do not need to be monitored by the department user.

screen capture:  SS Settlement

For internal orders beginning with a "1," CAO uses settlement transactions to summarize and group certain types of activities; at this time, department users do not need to monitor these transactions. However, settlement transactions provide a useful tool for transferring costs between cost objects, and in the future they will be used more frequently.

Note : CEMIT-0 cost element group does not have a settlement section.

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Using the SAP Report Buttons

Button

What it does

Expanl All Levels button

Displays the most detailed view of the cost element group, showing a breakdown of transactions by cost elements. This is the same screen as the initial "Summary Statement" screen.

Expand Level button

Displays cost element levels incrementally. From the most compressed ( Collapse All ) view:

1. Click once to show just the total income, total expense, and net report lines.
2. Click twice to include direct and indirect expenses, and income/revenue broken down by type.
3. Click three times to display expense and revenue subtotals for each cost element type (for example; Salaries & Wages, Employee Benefits, Travel Expenses) as well as total direct expenses and total income.
4. Click four times to display the most detailed ( Expand All ) level of the cost element group.

Collapse Level button

Moves up to the next higher level or less detailed view of the cost element hierarchy.

Collapse All Levels

Displays the most compressed version of the Summary Report with the least amount of detail. Shown is the total income and total direct and indirect expenses, as well as a Settlement section for WBS elements and internal orders beginning with "1."

DTR button

Displays the Detail Transaction Report with all transactions posted to a cost object for the selected fiscal period.

Download button

Downloads the report to a spreadsheet. For instructions, see Downloading the Report .

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Downloading the Report

1. Click the Download button. (If you download the Summary Statement, the spreadsheet will not have the column headings.)
2. Choose a location for your file in the upper left corner of the box.
3. Type a name in the Name or the File Name field.
4. Click the Save button.

Result : A message that your file has been downloaded appears at the left bottom of the screen.

5. Open your file in the spreadsheet application such as Excel.

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Printing the Report

1. Click the Print button Print button.

Result: The "Print Options" dialogue box appears. The Summary Statement is automatically selected. You can also print the DTR at the same time.

screen capture:  Print Options box

2. Select Landscape (11 x 8 1/2) or Portrait (8 1/2 x 11).

  • For Portrait style on the Summary Statement, if you selected five or more columns on the Column Options screen, the columns on the Summary Statement 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.

3. Choose single-sided, double-sided, or printer default:

  • Simplex -- single-sided
  • Duplex -- double-sided, but only on duplex printers
  • Printer default -- single or double-sided depending upon what the printer's default is

4. (optional) Click in the box to print the DTR.

5. (optional) Follow Steps 2 and 3 to select the printing options for the DTR. They don't have to be the same ones as the Summary Statement.
6. Click the Enter button Enter button.

Result : The "Print:" screen is displayed. For further instructions on printing see Reports: Reporting Fundamentals: Printing Reports .

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Reviewing Individual Transactions

You can view more detailed information on individual transactions that make up the transaction totals and the fiscal periods in the budget by clicking on amounts under some of the columns on this report.

>>Go to Summary Statement: Transaction Listing Level.

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