Display Commitment Actual Line Items by Document Number

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Title: Display Commitment/Actual Line Items by Document Number

Process : Budget Sub_Process : Budget Execution

End User Procedure (EUP)

Display Commitment/Actual Line Items by Document Number FMRP_RFFME

P1AX

Purpose

Use this procedure to display line item postings of one or more funds based on selected criteria.

Trigger

Perform this procedure when an agency’s fiscal officer or comptroller office personnel have aneed to display line item posting of one or more funds for analysis. This transaction enables theuser to view the actual activities posted against commitment documents (both FM andProcurement Documents) and actual expenditure and revenue postings.

Prerequisites

Before beginning this task, obtain the following information:

• Fund or range of funds

• Fiscal year or range of fiscal years

• Posting period or range of posting periods

Menu Path

Use the following menu path(s) to begin this transaction:

• Select Information Systems General Report Selection Financial AccountingReports for Funds Management Line Items Commitments/Actuals All Postings

to go to the Commitments/Actuals Line Items by Document Number screen• Select Accounting Financial Accounting Funds Management Information

System Line Items Commitments/Actuals All Postings to go to theCommitments/Actuals Line Items by Document Number screen

Transaction Code

FMRP_RFFMEP1AX

Helpful Hints

Review the following:

• On the initial selection screen it is recommended that the user use as much information aspossible when generating a report

• R/O/C/D indicates a field is required, optional, conditional (dependent upon another selection) or the information defaults (based on previously entered information or systemconfiguration)

File name: 88637932.docReference Number: BUBE0002

Version: Rev 1Last Modified: 8/20/2008 7:49 a8/p8

End User Procedure (EUP) / 18





Procedure0

1. Start the transaction using the menu path or transaction code.

Commitment/Actual Line Items by Document Number

2.0 As required, complete/review the following fields:

Field Name R/O/C/D Description

FM area R Funds Management Area. The organizational unit withinwhich funds and commitment budgets are planned, controlled,and monitored. Always "COPA".

Example: COPA

to O Upper limit of the range to be selected from a list.

Functional area O A responsible program dimension of a governmentalorganization. Field length 4 digits.









Fund R Represents the lowest level source of funding required for budgeting and monitoring. First 7 positions equates to an

appropriation level (includes ledger, appropriation,appropriation fiscal year). Last 3 positions are agency definedwhich would be a lower level of an appropriation.

Example: 7005902000


Funds center O Represents the organizational areas of responsibility for budgetary monitoring and reporting. Field length 10 digits.


Commitment item O Represents classifications of general ledger accounts; usedfor revenues and expenditures.


Variant C A selection of potential options when running a report whichcan be saved and reused.

Superior FMAAs O If user sets this indicator, the hierarchically superior FMaccount assignments for all FM account assignments thatmeet the specified selections criteria are determined andprocessed by the logical database.

Subord. acct assgmts C If user sets this indicator, the hierarchically subordinate FMaccount assignments are determined for each FM accountassignments which correspond to the specified selections

criteria and processed by the logical database.

Report currency O All amounts in the FM area currency are displayed in the herespecified currency.

Translation date O The program determines the translation rate between the FMarea currency and the report currency for the date enteredhere. If not entering a date, the translation is automaticallybased on the current date.

Exchange rate type O Exchange rate type. Key representing a type of exchangerate in the system. For example, you can define a buying rate,bank selling rate, or average rate as a particular exchangerate type. This is then used when translating or convertingcurrency amounts in the system.

Master data isselective

O If user sets this indicator, all funds, funds centers andcommitment items of the current FM area are imported to anFM area. Once the FM account assignment is determinedaccording to the selection criteria, translation dates (Budgetvalues and commitments and actual values) is selected for it.









Transaction data isselective

O If user selects this indicator, all transaction data for an FMarea is selected first. The master data is then selected in line

with the selection criteria, but only for the relevant FM accountassignments.

Recommend selecting this indicator as it generatesthe report faster than Master data is selective option.

Fiscal year R The fiscal period for which this transaction is relevant. In mostcases, the fiscal year corresponds to the calendar year.

Example: 2003


Period O Unit that subdivides a fiscal year.

Example: 1


3.0 Select the EXECUTE icon.









Report was generated. User may want to change the layout for this report. Please refer to the Layout document for additional information regarding layout processing. To sort areport select one of the sort icons provided.

The SORT ASCENDING icon will sort items from lowest to highest value. The

SORT DESCENDING icon will sort items from highest to lowest value.

4.0 Select the SORT ASCENDING icon.








Define sort order

5.0 Select G/L account from the Field list column.

6.0 Select the SHOW HIDDEN FIELD icon.

7.0 Select the button.









The system displays the message, “List has been sorted”. The report has now beensorted by the G/L account number from lowest to highest value. User may further

define the report based on certain items by selecting the FILTER icon as shown inthe following steps.

8.0 Select the FILTER icon.








Define filter criteria

9.0 Select Value Type Text from the Field list column

10.0 Select the SHOW HIDDEN FIELD icon.

11.0 Select the COPY button.








Filter criteria



Value type text R Technical classifying attribute for individual document types:The value type has two functions; to classify the transfer of posting data from other modules, such as Procurement andTravel, into Funds Management and; as a selection criterion inreporting.

Example: *Invoices*

To O Upper limit of the range to be selected from a list.

13.0 Select the EXECUTE icon.









The system displays the message, “Filter set.”

14.0 Select the SCROLL BAR to view additional report details and to view the report total.









Report has been totaled.

15.0 Select the SUBTOTAL icon to subtotal report by certain items.








Define sort order

User may want to subtotal by items not listed in the Sort fields screen section of theDefine Sort order screen but they may do so by selecting the line item from the Field

list0, selecting the SHOW HIDDEN FIELD icon0 and then selecting the COPY

button.

16.0 Select the appropriate CHECKBOX (ES) for subtotaling the report.

Example: Select the G/L account checkbox.

17.0 Select the COPY button.









The system displays the message, “List has been sorted.” Report has been subtotaledby G/L account.

18.0 Select a RefDocNo (document) number to view line item details.








Document Overview

19.0 To view additional entry information, select the DOCUMENT HEADER icon.








Document Header: Company Code COPA



Document type D Key that identifies which group of documents this documentwill be assigned. Documents of the same type containcommon information which is relevant to posting and updateof the value fields in the data base. Select the MATCHCODE

icon for possible entries.

Doc.header text D Free form text that contains explanations or notes which applyto the document as a whole, that is, not only for certain lineitems.

Lot No. D Lot number for documents.

Reference D Allows for further clarification of an entry by reference to other sources of information, either internal or external to SAP. AnySAP-posted document number can be used as a "reference"when entering a new document.

Document date D Date which appears in the document header and can be usedfor any defined purpose.









Posting date D The date on which a transaction in SAP will be posted to theappropriate accounts. SAP will default this field to be the

current date, but changes are allowed. For items to be postedin a future or past period, you must enter the posting date.

Currency D Medium of exchange (i.e. USD = US Dollars). Select the

MATCHCODE icon for possible entries.

Posting period D The fiscal period in which a transaction in SAP will be postedto the appropriate accounts. The period is determined fromthe posting date.

Fiscal year D The fiscal period for which this transaction is relevant. In mostcases, the fiscal year corresponds to the calendar year.

Reference procedure D Name of Object type such as type of an account assignmentobject. If an accounting document is posted via the interfacein Accounting, the sending application transfers a uniquereference. It consists of object key and object type. Theobject key consists of a reference document number and areference organizational unit.

Reference key D Reference organizational unit document no. client and fiscalyear. The object type contains a note on storing the originaldocument.

Log.System D System in which integrated applications are running on acommon data basis. Commonwealth of PA SAP systemclient: Production, Client 110.

Entered by D Person entering the information.

Transaction D Computerized task or set of tasks performed using SAP.(Transactions allow associates to select, display, search for,and change records in the database.)

Entry date D Date when the information was entered.

Time of entry D Time that document was entered.

Changed on D Date the change was made.

Last update D Date that a document was changed or updated.

Parked by D Identifies the individual that parked the document.

21.0 Select the CONTINUE icon.








Document Overview

22.0 Select the BACK icon.









23.0 Select the EXIT icon until the SAP Easy Access screen appears.

24. You have completed this transaction.

Result

You have successfully completed the transaction Commitment/Actual Line Items by DocumentNumber (FMRP_RFFMEP1AX All Postings).

Comments

Congratulations!




Display Commitment Actual Line Items by Document Number

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