Control:

BUSINESS WAREHOUSE WEB DOCUMENT

Title:SAP Helpful Reports List

Process:

T-Code:

File Name:SAP Helpful Reports List.DOCRelease:

Control Number:Responsibility:BW Team

Description Overview

The following compilation is a list of SAP reports and displays considered to be most helpful to date for the various financial business functional areas.

The list is not intended to be all-inclusive of available SAP reports, but is provided as a reference for Commonwealth SAP users when trying to determine what reports may be the most helpful in providing the information they seek.

Reports and displays are provided from two SAP sources, those being the R/3 transaction system and the Business Warehouse (BW) system.

Table of Contents

Clicking on a hyperlink below will take you directly to the section indicated.

Funds Management Reports & Displays

Grants Reports & Displays

Accounts Payable Reports & Displays

Accounts Receivable Reports & Displays

Cash Management Reports & Displays

Cost Allocation Reports & Displays

Fixed Assets Reports & Displays

General Ledger Reports & Displays

Project Systems Reports & Displays

Inventory Management Reports & Displays

Purchase Orders Reports & Displays

Contracts Reports & Displays

RFQ Reports & Displays

Financial Reporting

Funds Management Reports & Displays

TypeIDDescription

R/3Y_DC1_32000238FM Budgetary Review.

A real-time version of budgetary balances similar to the BW FM Balances workbook, but without parked budget documents.

R/3FMRP_RFFMEP1AXCommitment/Actual Line Items by Document No

This R3 report displays Posted Commitment and Actual line items by Document Number for all Value Types within Funds Management (FM). Input parameters such as Fund, Funds Center, and Commitment item are available to narrow the display. It is suggested that

is selected to optimize the data base access.

R/3FMRP_RFFMEP1FXFI Postings Line Items by Document Number

This R3 report displays actual line items by Document Number posted in FI and FM. Input parameters such as Fund, Funds Center, and Commitment item are available to narrow the display. It is suggested that

is selected to optimize the data base access.

R/3FMRP_RFFMEP1BX Annual Budget - Line Items by Doc No

This display lists all budget documents (hierarchy) based upon the selection criteria.

R/3FMRP_RFFMEP30XPBET - Annual Budget vs Commitments/Actuals Line Items

R/3FMRP_RFFMTO30XPBET - Annual Budget vs Commitments/Actuals Totals

R/3FMX3Display of Funds Reservation Document

This display can be used to verify the funds reservation itself along with all the detailed information associated with the funds reservation

R/3FMY3Display of Funds Precommitment Document

A funds pre-commitment allows you to pre-commit funds so you can completely block access to already allocated budget. The budget amount associated with this pre-commitment is no longer available for other business transactions. No other documents (e.g. MM and FI) can reference to a funds pre-commitment document.

The Commonwealth will use the funds pre-commitment functionality for Budgetary Reserve. This functionality will allow us to post the budget to the FM account assignment and then block the budget from spending without losing the identity of where we originally posted the budget. Thus when/if the budget is later released, we do not have to remember and re-post the budget back down to the detailed level.

The Commonwealth will also use the funds pre-commitment when agencies want to reserve funding for future anticipated expenditures, but do not want other transaction documents to be able to use (reference) the pre-commitment amount; think of the MEs in the current ICS system.

R/3FMZ3Display of Funds Commitment Document

This display is used to view a funds commitment document.

BWFunds Management Balances(Budget Execution role)This workbook report displays the following balances: Availability Control Balance, Potential Available Balance, Budgetary Balance Based on Actual Revenue and Anticipated Treasury Balance by SAP fund and the Commitment Item hierarchy. Amounts are fiscal year to date based on the input business area, posting period and fiscal year. Various characteristics are available for drilldown.

BWCommitments and Actual Expenditures Multiple Periods/Fiscal Years(Budget Execution role)This workbook report displays Purchase Requisitions, Pre-commitments, Commitments, Actual Expenditures and a Total. Amounts are based on the input Business Area(s) and range of fiscal periods. Multiple fiscal periods/years or a range of fiscal periods/years can be input. This means that you can run this workbook across fiscal years, if necessary. Various optional inputs and characteristics for drilldown purposes are also available.

BWPeriod and YTD Expenditures(Budget Execution role)This workbook report displays expenditures and fiscal year to date expenditures based on the input posting period and fiscal year. Various optional inputs are available in addition to various characteristics for drilldown purposes.

BWOpen Commitments by Document Number Current Fiscal Year(Budget Execution role)This report identifies all commitment documents: Purchase Orders, Funds Pre-commitments, Funds Commitments, Funds Reservations, Business Trip Commitments and Purchase Requisitions that have an available balance not equal to 0. Amounts are based on postings in the current fiscal year only. The initial view of the report is by Reference Document Number (commitment document number). The Original and/or Carry Forward Amount, Total Amount, Activity Amount, and Available Balance are shown for each open document.

BWStatus of Appropriations(Budget Execution role)This workbook report displays an Available Balance, Budget Balance, Anticipated Treasury Balance and Anticipated Treasury Balance Budgetary Reserve by Business Area and Approp Key. The balances are based upon Budget Version 999. Amounts are fiscal year to date based on the input business area, fiscal period and fiscal year. Various characteristics are also available for drilldown purposes.

BWCommitment and Actual Detail 3 Funds/Multiple Periods(Budget Execution role)This workbook report displays commitment and actual detail line item data for up to 3 funds across multiple fiscal periods. The key figures displayed on the report are purchase requisitions, pre-commitments, commitments, expenditures, actual augmentations and non-augmenting revenues. User must enter a Business Area, Fiscal Year and at least 1 fund. User has the option of entering multiple fiscal periods and/or multiple FM posting dates. Many characteristics are available for drilldown.

Grants Reports & Displays

TypeIDDescription

R/3S_ALR_87013019List: Budget/Actuals/Commitments

This report displays internal order budget values with assigned costs (actuals and commitments) and displays a remaining balance by order and order group.

R/3S_ALR_87013645Statistical Key Figures: Period Breakdown

R/3KOB1

Orders: Actual Line Items

This report is used to display actual line items for an internal order or order group.

R/3KOB2

Orders: Commitment Line Items

This report is used to display commitment line items for an internal order or order group.

R/3KOB4

Orders: Budget Line Items

R/3KOK5

Master Data List Internal Orders

This internal order list provides an overview of selected internal orders. Various master data fields are presented.

R/3Y_DC1_32000029SAP to CDS Reconciliation Report

BWGrant/Order Group Status Report(Grant Accounting role)The workbook report displays Available Balances and Potential Available Balances. Amounts are life-to-date based on the input business area and fiscal period/fiscal year. The Available Balance and Potential Available Balance can be displayed by either grant number or order group number by drilling down on either characteristic once the initial view is displayed. Various optional inputs and characteristics for drilldown purposes are also available.

The available balance is calculated by taking the Budget Amount Precommitments Commitments Actual Expenditures Purchase Requisitions. The potential available balance is calculated by taking the Available Balance - Parked FI Documents - Parked Earmarked Documents Shopping Cart Open Value. Revenues are also displayed but not included in either of the balances.

BWGrant/Order Group Data for Federal Reporting(Grant Accounting role)The workbook report displays the following key figures. Budget Amount, Pre-Commitments, Commitments, Actual Expenditures (includes local match expenditures), Parked FI Documents, Purchase Requisitions, Revenues, Accounts Receivable (Actual Expenditures + Revenues), Local Match Expenditures, Statistical Key Figure Quantity, Parked Earmarked Documents and Shopping Cart Open Value.

Amounts are presented for the input business area and fiscal period/year(s) only. Budget amounts are not posted to a fiscal period/year so these amounts are current totals.

BWGrant/Funding Source Accounts Receivable(Grant Accounting role)The workbook report displays a federal accounts receivable amount. Amounts are based on the specified Business Area and Period/Fiscal Year date range input.

The federal accounts receivable amount can be displayed by either Grant Number or Funding Source Number by drilling down on either characteristic once the initial view is displayed. Various optional inputs and characteristics for drilldown purposes are also available.

Accounts Payable Reports & Displays

TypeIDDescription

R/3FBL1NVendor Line Item Display

Used to display document level information particular to a vendor or a group of vendors. The information could be open, blocked or cleared items for a vendor or payments made to vendors. Selecting various parameters available to the user can customize the payment information for a group of vendors.

Upon generating the report, the user also has the ability to see additional information such as check details and can customize the reports to place the information in ascending or descending order, to filter certain vendors and to total or sub-total the payment data.

This is an on demand report that shows a snapshot of the vendor balances at a given time.

R/3ZFBL1NOne-Time-Vendor Line Item Display

R/3FMZ3

Funds Commitment Display Initial Screen

R/3F.15

Recurring Entry Document Display

After Recurring Documents are entered in SAP, the user will have occasion to view them to see the details that are associated with them. Included in the details of this report are the posting date, the document number, the vendor account number, who made changes and when changes were made, the amount and other items associated with the Recurring Document. The report can be customized to show only the recurring Documents that the user wants to see. The report is read only; there are no drill down capabilities.

R/3FB03

Display Documents

This transaction will display a previously created accounting document. To display a specific document, enter document number, company code and fiscal year (optional).

R/3FK03

Vendor Master Data

Vendor master data is the data required to conduct business relationships with your vendors. The Vendor master includes General Data (address, control, and payment transactions) and Company Code Data (accounting Info, payment transactions, Correspondence, withholding tax Note: can not perform display for withholding tax.)

This transaction explains how to access and display the vendor master data. Authorization must exist in the system to allow Vendor Masters to be displayed

R/3S_P99_41000099Payment List

R/3S_ALR_87012086Vendor List

COPA employee receives inquiry on vendor listing based on certain criteria like Bank Data, Withholding tax indicators etc. SAP Report S_ALR_87012086 provides listing of vendor information based on pre-selected criteria.

R/3ZG_VACValid Accounts Codes with Descriptions

BWAP - Treasury Payments (Accounts Payable role)The AP Treasury Payments report displays basic treasury payment information for SAP vendor invoices, which have been sent to treasury for payment. It is generally used to determine if treasury has actually paid the invoices. The originating SAP invoice document is displayed along with the treasury payment document by clearing document number. Payment is confirmed when a pay date appears in the treasury (ZP) document. Additional payment information such as check number and warrant number are available by drilling down on "Item Text." See the notes page on the workbook for important information.

BWAP - Treasury Payments by Pay Date(Accounts Payable role)This report has the same information as above except that a user can obtain the information by a specific pay date or range of pay dates. The pay date or pay date range can be entered in the input parameters.

BWAP: Total ExpendituresVendor Level

(Accounts Payable role)This report lists vendors and total dollar amounts by quarter. Document Types that are included in this workbook are the following: Invoice - Net, Revenue Document, Adv Acct Invoice, Payroll Accrual, Vend Adj Invoice, Empl Travel Vend Inv, Vend Inv Interface...

Accounts Receivable Reports & Displays

TypeIDDescription

R/3S_ALR_87012173List of Customer Open Items for Printing

This report allows a user to view open line items applicable to a given customer (or range of customers) within a given company code. The user can designate the report parameters to select only the information desired (e.g., open items as of a specific date).

This report generates a list of open line items based upon the input parameters (customer, company code, key date, etc). This list contains those customer line items open as of the specified key date. It can be utilized for various types of analysis related to a customers account. The report output can be printed, sent to other users via SAP e-mail, or saved as a Word document. The report is not a drill down type of report, nor does it allow the user to massage or manipulate the data presented thereon.

R/3S_ALR_87012169Transaction Figures: Acct Balance

This report allows a user to view account balance information applicable to a given customer (or range of customers) within a given company code and Fiscal Year (or range of Fiscal Years). The user can designate the report parameters to select only the information desired, (e.g., a specific customer and Fiscal Year).

This report generates a list of balances based upon the defined report parameters (customer, company code, fiscal year). This report presents balances at the fiscal year, customer, and company code levels. Summary breakdowns by Target open items, Credit open items, Balance, and Accumulated Balance for each level are provided. Via the Navigation option capability is provided to change the view of the data based on fiscal year, customer and company code data elements. Ability to drilldown to the source documents that make up the balances is not provided in this report. Additionally, a breakdown of the data by period is provided in the lower half of the screen. This report can be utilized for various types of analysis related to a customers account. This online report is generated on demand. Additionally it can be exported to Excel or as an HTML document.

R/3FBL5N

* This display is very popular and heavily used. Provides the most overall information by customer.Customer Line Item Display *

This display allows a user to view line items applicable to a given customer (or range of customers) within a given company code (or range of company codes). The user can designate the report parameters to select only the information he wants. For example, only open items or only cleared items. In addition the user can change a document or perform mass changes via this display. The user can drill down by double clicking on a line item to view the line item details.

R/3FI03Display Bank

An open invoice has been dunned according to the dunning schedule and the billing agency has decided to submit the invoice or customers account to the Attorney General (AG) for collection. Per Management Directive 310.10 (Collection, Requests for Compromise, and Write-Off of Delinquent Claims) the open receivable is moved from a standard reconciliation account to a doubtful account. Each Comptroller office will analyze the open receivables that have reached a final dunning level. The receivable could be written off by the agency. In this case, the open item is cleared and posted against a write off account. Or the open item could be submitted to AG for collection. Specific requirements for submitting open invoices to AG for collection can also be found in Management Directive 310.10. If the open item is submitted to AG for collection the open item is deemed a doubtful receivable. Additionally, the customer is blocked for posting (i.e. no further invoices are made against the account) and blocked from dunning. Any further communication between the customer and the Commonwealth will be done by the Attorney Generals office.

This program transfers selects past due open items according to the users selection criteria and re-posts the open receivables into a doubtful receivables special G/L account (reconciliation account). Specifically, the program reads all open items in a customer account, and if an item's balance is greater than zero and the transfer-posting deadline is reached (days in arrears defined in customizing), it clears the item and posts a new item with the specified special G/L indicator. Note, if credit memos were posted without invoice reference to the account, it also makes a transfer posting for them in order to reduce the amount of provision already made. The postings are put into a batch-input session for processing. The batch-input session can be manually processed or processed according to a batch schedule.

The re-posted documents are still considered open items on the customers account and can still be cleared from the customers account via standard payment methods (lock box, manual payments, etc.). However, once the items have been re-posted to the special reconciliation account, to view them one must use the special g/l option. The line item text of the new document will state the programs name. The cleared original invoice will have the new re-posted invoices as a cross-reference number. Upon execution, the program will list the documents that meet the search criteria and the days in arrears criteria. The documents are re-posted via batch input.

BWAR: Aging Schedule

(Accounts Receivable role)This report ages open accounts receivable accounts in increments of 30 days to greater than 120 days. Negative un-cleared balances will be shown. This report can reflect prior time periods as it accounts for the items that were open at the time but that have since been cleared. See the Notes page on the workbook for additional information.

Cash Management Reports & Displays

TypeIDDescription

R/3FB03

Display Documents

This transaction will display a previously created accounting document. To display a specific document, enter document number, company code and fiscal year (optional).

R/3FF7A

Cash Management and Forecast

The purpose of the transaction is to display the daily, weekly or monthly cash position of an advancement account. The cash position supplies information on the current financial situation in the advancement account bank accounts. The cash position reproduces the activity in these accounts and is derived from the prompt entry of all payments made within a short period of time. The cash position consists of two elements: the balance in the bank account minus the outstanding checks equals the cash position.

The cash position transaction provides the following benefits: 1) Bank balances by value date (bank transaction date); 2) cash position covering the next few days; and 3) control over outstanding (open items) checks.

R/3FBL3NGL Account Line Item Display

R/3FF.6Display Electronic Bank Statement

R/3FF.1GL Account Balance

Cost Allocation Reports & Displays

TypeIDDescription

R/3KB16NDisplay Manual Cost Allocation

R/3KSB1

Display Actual Cost Line Items for Cost Centers

This report allows the user to view line item transactions posted to a cost center, cost element, or a range of cost centers or cost elements. These selections can be time period specific or open ended.

R/3KOB1

Display Actual Cost Line Items for Orders

R/3KSB5

Display Actual Cost Documents

Fixed Assets Reports & Displays

TypeIDDescription

R/3S_ALR_87011965Asset Balances by Business Area

R/3S_ALR_87011979Physical Inventory List by Cost Center

R/3S_ALR_87011981Physical Inventory List by Asset Class

R/3S_ALR_87012075Asset History

General Ledger Reports & Displays

TypeIDDescription

R/3S_ALR_87012326Chart of Accounts

R/3S_ALR_87012328G/L Account List

R/3ZMONRECONMonthly SAP to TABS Reconciliation Worksheet and Exception Report

Project Systems Reports & Displays

TypeIDDescription

R/3FB03

Display Document

R/3KB16N

Display Manual Cost Allocation

R/3CJ13

Actual Costs/Revenues (accrual-based line item report)

R/3FMEM

AE004 Project Status of Appropriations Report

BWLife to Date Commitments and Actuals by Project

(Project Systems role)This workbook displays Pre-Commitments, Commitments, Actual Expenditures, Purchase Requisitions, Actual Augmentations and Non-Augmenting Revenues by Project Definition. Amounts are life to date based on the input fiscal period and fiscal year. This workbook includes the different breakdowns of the project definition and WBS element, i.e. phase, part, activity, point. This report excludes Business Area 78 (PennDot). Various optional inputs and characteristics for drilldown purposes are also available.

BWPennDot Life to Date Commitments and Actuals by Project

(Project Systems role)This workbook displays Pre-Commitments, Commitments, Actual Expenditures, Purchase Requisitions, Actual Augmentations and Non-Augmenting Revenues by Project Definition. Amounts are life to date based on the input fiscal period and fiscal year. This workbook includes the different breakdowns of the project definition and WBS element (Project Key, Roadway Sys, State & Local Route, Phase, Section, Organization, Program, Part Code) for PDOT only. Various optional inputs and characteristics for drilldown purposes are also available.

Procurement Reporting

Inventory Management Reports & Displays

TypeIDDescription

BWInventory On-hand Reports(Inventory Management role)Reports show the inventory on-hand at Plant, Business Area and Enterprise level. Each of the levels will show valuated stock quantity and valuated stock value. This will allow inventory and purchasing personnel to evaluate where stock is located and assist in finding needed material.

R/3MMBEStock Overview - view inventory status of one material at all organizational levels.

This transaction is based on the need to review only one material, if the need exists to check status of several materials use transactions MB53 Plant Stock Availability or MB52 Warehouse stock.

R/3MM60Materials List - list material information by material, plant, material group or type.

Purchase Orders Reports & Displays

TypeIDDescription

BWPurchasing Group Analysis Values

(Purchase Orders role)This report provides an analysis for the distribution of purchasing activities per purchasing group with regard to the dollar amount of each process. Mandatory selections of Calendar Year/Month and Purchasing Organization must be made when this report is initialized.

BWPurchasing Group Analysis Volume

(Purchase Orders role)This report provides an analysis for the purchasing activities per purchasing group with regards to the volume of work completed in all Procurement Areas such as contracts, purchase orders, etc. Mandatory selections of Calendar Year/Month and Purchasing Organization must be made when this report is initialized.

BWPO Summary by Business Area

(Purchase Orders role)This report shows the open PO Value and number of PO line items by Business Area (Agency) and Date Range selected. This query enables you to analyze Purchase Order information. Stock Transport Orders are excluded from this report. A mandatory selection of Calendar Year/month must be made when this report is initialized. This report also provides a jump to PO detail data.

R/3ME81NAnalyses of order values - Run totals analysis, ABC analysis, analysis using comparison periods, or frequency analysis. Use one of the four options, combine several or use all options in one analysis.

R/3ME80FNGeneral Analyses for Purchase Orders - Run analyses and create various sum totals.

Determine order value for a single material over a certain period, or which purchasing organization is responsible for the largest portion of the total order value for all materials.

Compare several plants, purchasing groups, or vendors.

R/3Purchase Orders Display:

ME2C

ME2K

ME2L

ME2M

ME2NList Display - Purchase Orders by:

Material Group

Account Assignment

Vendor

Material

Purchase Order Number

Contracts Reports & Displays

TypeIDDescription

R/3ME23NDisplay of Standard Purchase Order Document

R/3ME53NDisplay of Purchase Requisition Document

R/3ME80RNGeneral Analyses for Contracts

Same as ME80FN.

R/3Contract Display:

ME3C

ME3K

ME3L

ME3M

ME3NList Display - Purchase Orders by:

Material Group

Account Assignment

Vendor

Material

Agreement Number

BWExpiring Contracts(SRM Reporting role)This report allows a user to query based on Expiration Date, Contract ID, or Vendor to identify contracts reaching their Validity end date. The report also provides drills for product information included in the contract.

RFQ Reports & Displays

TypeIDDescription

R/3RFQ Display:

ME4L

ME4M

ME4S

ME4C

ME4NList Display requests for Quote by:

Vendor

Material

Collective Number

Material Group

RFQ Number

BWRFQ Analysis(Sourcing role)This report shows the Total RFQ Items, Bids Not Received, Bids Received, and % of Bids Received for the Date Range Selected. A mandatory selection of Calendar Year/Month must be made when this report is initialized. This report provides information on RFQ's issued to certified MWBE by indicator and race.

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9/7/2007A. Bartron18 of 18