Recapitulation of Expense Report

Recapitulation of Expense Report

Displaying the Recapitulation of Expense Report
Entering the Fields on the Report
Executing the Report
Reading the Recapitulation of Expense Report
Drill Down to the Summary Statement
Using the SAP Report Buttons
Printing the Report
Save the Report as a Variant


The Recapitulation of Expense Report lists expenses for cost objects on a monthly, cumulative, and fiscal year-to-date basis for a specified fiscal period. Unexpended amounts are also displayed and can be calculated on authorized totals, financial plans, actual cumulative income, or funds available.


You must have authorization to view specific cost objects or profit centers in order to run this report.


Displaying the Recapitulation of Expense Report

Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen:

Navigation Path:

- User Menu
- Role ZMIT
- Reports
- Profit Ctr Reports
- Recapitulation GL44

Transaction Code :


Result: The "Recapitulation of Expense" screen is displayed so that you can enter selection criteria for the report.

screen capture:  Recapitulation of Expense entry screen


Entering the Fields on the Report

Type in or select one or more of the fields listed in the following table. Remember, more precisely defined reports generally take less time to run.
In some fields, you can use the Matchcode Matchcode button (Mac) (PC: Matchcode button (PC) ) search function to find the data you want. (See Getting Started: Matchcodes .) Many fields offer Multiple Selections Multiple Selection button for entering nonconsecutive numbers or multiple ranges of data. (See Reporting Fundamentals: Selection Options for Setting Report Parameters .)

Field Name


Fiscal period

The current fiscal period and year is the default. Type over the default to enter another fiscal period and year.

As of
(display only)

The default is the ending month, day, and year for the current fiscal period. The month, day, and year for the fiscal period that you selected is displayed after you execute the report or after you complete the fields and click the Enter button Enter button . This is not an entry field.

Recapitulation of Expense for

Type in the text that you want displayed on the report after the title "Recapitulation of Expense for." It is recommended that you type in your parent cost object number or a description. The title will be displayed on the top of the screen after the report is executed.


Supervisor's last name followed by an asterisk (*); for example, Petrov* . Be sure to leave an asterisk in this field even if you don't enter a supervisor.


You must enter a cost object in order to use the supervisor search field. Only the cost objects for which you have authorizations will be displayed.

Profit Center Group

Profit Center
(Profit Center or
Cost Object is required)

Type in or select the profit center (your department number prefaced by the letter "P" ) or a range of profit centers.

Cost Objects
(at least one profit center or
cost object is required)

Type in or select individual cost objects or any combination (projects, cost centers, internal orders, WBS elements).

Term codes

Click in the box to include the cost objects by status on the report. Values are:



open for charges between start and end dates



active, but in the closing period



no longer in use



completely closed, and no charges are allowed

Unexpended Balance is Calculated on

You can select Authorized Total (OR Budget) , Cumulative Actual Income , or Funds Available to calculate the unexpended balance in the cost object.

Authorized Total (OR Budget)

If you select Authorized Total and enter 0 (zero) in the Budget version field (the default), your report will display authorized totals for active WBS elements and internal orders and the official budget of record totals for active cost centers in the Auth total ( OR Budget ) column.

Alternatively, if you select Authorized Total and select your departmental budget version number from the Matchcode on the Budget version field, your report will display and calculate unexpended totals on your departmental budget plans in the Auth total (OR Budget) column. If no department-generated plan version exists, that column will show no values.


Cumulative Actual Income

Selects the total amount of actual income in the cost object as of the fiscal period for which the report is being run. If you select this field, it replaces the default Auth total field and is used to calculate the Unexpended Balance column.


Funds Available

Funds Available is calculated and compared to cumulative expenditures and current commitments. If you select Funds Available , the following information for the cost objects will be displayed:

For cost centers: MIT budget
For internal orders: Total Cumulative Revenue
For WBS elements: Authorized Total (Summary postings G/L account 400000)

Budget version
(required if you select Authorized Total)  

Defaults to the current Institute budget, version 0. If a departmental budget plan exists, enter the plan number to view the actuals against the department plan figures.

Exclude Blanket Orders from Commitments

Unchecked, all open blanket POs will appear in the Commitment Listing. If checked, blanket POs will be excluded from the Commitment Listing.


Executing the Report

Click the Execute button Execute button (F8) to run the report.


Reading the Recapitulation of Expense Report

Recapitulation of Expense Report screen ( SEE FULL SCREEN )

screen capture:  Recapitulation of Expense report

Scroll right on the bottom to see all the columns. The Cost Obj and Cost Obj Description columns do not move as you scroll.

Column Name



Lists the cost objects or the cost objects in the profit center that you entered. If there is no data for the cost object numbers that you selected, they will not appear in the COST OBJ columns.


The name of the cost object.


The profit center number of the cost object you selected.


The profit center name of the cost object you selected.


The supervisor responsible for the cost object.


Displays the authorized total, the official budget, the departmental plan budget,the cumulative actual income, or funds available for the cost object, depending upon what you selected on the entry screen.


An authorized total is the amount of funding available to be spent on a particular cost object. This may be funding from a research sponsor (WBS elements) or discretionary money from other sources (internal orders).

The authorized total does not represent actual income to the Institute, but rather a promise from a sponsor or donor to support a particular project at an agreed-upon level of funding. As expenses occur on the project, the sponsor or donor is billed and income is received to offset the project expenses. Eventually, this revenue will equal the agreed-upon authorized total for the project.

The authorized totals for consortium accounts are currently updated manually. The Plan Zero Summary Postings are not updated manually but are updated by a program that is run every other day which brings the summary posting into sync with the authorized total on any account that is manually entered into SAP.


The current monthly expenses for each cost object from the beginning of the selected fiscal period to the end of the selected fiscal period.


Lists the fiscal year-to-date expenses for each cost object from the beginning of the fiscal year to the end of the selected fiscal period.


Lists the cumulative expenses for each cost object incurred since the beginning of the cost object.


This field is calculated differently depending upon the field you selected to run the report:

Authorized Total (OR Budget) minus Cumulative Expense
- if you selected the Authorized Total (OR Budget) option-


Cumulative Actual Income minus Cumulative Expense
-if you selected the Cumulative Actual income option-


Reflects all open commitments made as of the run date of the report against the cost object with or without blanket orders, depending upon what you selected on the report entry screen.


The last row provides the totals for each column containing financial information.


Difference between the Unexpended and Commitment columns.


Drill Down to the Summary Statement

You can drill down to the corresponding Summary Statement on cost objects displayed in the report.

1. Click on an item under any column to see the Summary Statement for that cost object.

Result: The Summary Statement for the item for the fiscal period that you selected is displayed.

2. Click on the Back arrow Back button to return to the Recapitulation Report.


Using the SAP Report Buttons

Button Name


Subtotal button

Subtotals each column. First click on the column heading, then on the Subtotal button.
To remove the subtotals, use the Sort  button button. You can also click on the Back arrow Back button , but you will return to the report entry screen.

Sort  button

Sorts the column you selected in ascending order. First click on the column heading, then on the Sort button.

Change layout button

Rearranges the order of the columns on the report or hides them.

For projects and WBS elements you can also display End date (or expiration date), Project Description , and Project (number) as optional columns on the report.

1. Click the Change Layout button on the Function bar.

Result: A window displays the fields and columns on the report, plus End date , Project Description , and Project which are blank.

2. Change the numbers in the order that you want them to appear on the report.

3. Enter a number in the End date , Project Description , and Project columns, if you want them displayed for Projects and WBS elements.

4. To hide the columns, delete the number using the Backspace key, Delete key, or space bar.

5. Click on the Continue button.

Download button

Allows you to download the report to a spreadsheet. For instructions on using the Download button, see Reporting Fundamentals: Downloading Reports .


Printing the Report

1. Click the Print button Print button on the Toolbar.

Result: The "Print:" window appears.

For more information on printing, see Reporting Fundamentals: Printing Reports .


Saving the Report as a Variant

You can save the values that you entered in the report entry screen as a report variant. For more information, see Reporting Fundamentals: Report Variants .