Recapitulation of Expense Report

Note

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

Navigation Path:

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

Transaction Code :

/nzrcp

Field Name

Description

Fiscal period
(required)

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 . This is not an entry field.

Recapitulation of Expense for
(optional)

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
(optional)

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.

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:

Unexpended Balance is Calculated on
(required)

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

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
(required)

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

Column Name

Description

COST OBJ

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.

COST OBJ DESCRIPTION

The name of the cost object.

PR/CTR

The profit center number of the cost object you selected.

PR/CTR DESCRIPTION

The profit center name of the cost object you selected.

SUPERVISOR NAME

The supervisor responsible for the cost object.

AUTH TOTAL (OR BUDGET)
or
CUMULATIVE ACTUAL INCOME
or
FUNDS AVAILABLE

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.

CURRENT MONTH EXPENSE

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

FISCAL YTD EXPENSE

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.

CUMULATIVE EXPENSE

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

UNEXPENDED BALANCE

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-

or

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

COMMITMENT

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.

UNCOMMITTED

Difference between the Unexpended and Commitment columns.

Button Name

Function

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

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

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