Summary Reports BCS Manual

Accounting Services Training Manual
BCS Reporting Manual
Accounting Services
Training Manual
(BCS) Budget Control System

Reporting Manual
Table of Contents
Introduction to the Budget Control System and Reporting ......................................................... 1
Glossary of BCS Reports ............................................................................................................. 2
BCS Available Balance Report ................................................................................................... 4
Drill Down Functionality ............................................................................................................ 11
Viewing BCS Reports With Excel .............................................................................................. 17
Additional BCS Reports

BCS Net Balance Report ............................................................................................................. 22
BCS Budget Line Items By Document Number Report .............................................................. 26
BCS Fiscal Budget Adjustments Report...................................................................................... 31
BCS Fiscal Year Budget Comparison Report.............................................................................. 36
BCS Actuals By Period Report.................................................................................................... 40
BCS Budget Version Comparisons Report.................................................................................. 45
BCS Plan Vs. Actuals By Period Report ..................................................................................... 50
Version: February 2010

Introduction to the Budget Control System and

Reporting
CMU has implemented the Budget Control System (BCS), a new module of SAP that is
used for entering budgetary information for department’s funds center(s). The Budget
Control System replaces the former processes used for budgeting and became operational
as of July 1, 2004. BCS will continue to be used in the future for processing budget
related entries in SAP.
With the continued improvements and developments of the SAP system, the University
decided to implement the SAP Grants Management module (GM). This new
functionality within SAP will offer many improvements to the grants management
process. As a first step to the successful implementation of the GM module, the Budget
Control System had to be implemented because BCS will be an integral part of the grant
budgeting process.
With the implementation of BCS, the budget data entered into the BCS module is stored
in its own set of tables. In order to retrieve this data, reports were written to pull data
from the specific tables where the information is stored. Since reports are table specific,
new reports had to be created to access the budget documents generated by BCS. The
new BCS reports have replaced the previous reports (i.e. Available Balance by Fiscal
Year report) which pulled budgetary information posted within SAP via former
budgeting functions. All of the “old” reports that were used in the past have been
recreated to pull information from the BCS tables. Eventually, the “old” reports will be
removed from the departmental report tree, leaving only the BCS reports to be used for
reporting purposes.
Several improvements have come from implementing BCS. One improvement is that
BCS provides more detailed reporting of the budgetary documents entered into the
system. BCS also allows for an increased number of variables that can be budgeted and
reported against. An additional benefit of implementing BCS is that if the University
chooses to implement the Budget Prep (Develop Net) module, BCS integrates with
Budget Prep for uploading the budget information. Therefore, when / if the decision is
made to implement the Budget Prep module, CMU will be in a position to successfully
implement the new module.
As the new BCS reports are utilized, you will see the many improvements that the
implementation of the Budget Control System has to offer.
1
Glossary of BCS Reports

BCS Available Balance Report
The BCS Available Balance Report is used to compare a funds center(s) fiscal year plan
data against the actual expenditures and encumbrances (commitments) incurred to date
for the fiscal year. This report can also be used to calculate the remaining amount of plan
available for a funds center to utilize for expenditures and commitments during a specific
fiscal year. Users can also drill-down into individual budget entry documents, as well as
actual and encumbered posting documents.
BCS Net Balance Report

The BCS Net Balance Report is used to show the actual surplus/deficit for the revenues,
expenses and encumbrances (commitments) incurred to date for the fiscal year. This
report does not contain any plan data. Users can also drill-down into individual entry
documents to view the activity related to each amount presented on this report.
BCS Budget Line Items By Document Number Report

The BCS Budget Line Items by Documents Number Report is used to view the budgetary
line items that have been posted to fund center(s) as part of the funds center(s) overall
budget. Users can also drill-down into individual budget entry documents to view the
activity related to each budget category.
BCS Fiscal Budget Adjustments Report

The BCS Fiscal Budget Adjustments Report is used to view the various categories of
budget entry transactions of original, return, supplement, and transfers that have been
posted to a fund center(s) during a fiscal year. Users can also drill-down into individual
budget entry documents to view the activity related to each budget category.
BCS Fiscal Year Budget Comparison Report

The BCS Fiscal Year Budget Comparison Report is used to view the funds center(s)
fiscal year budget by version. This report displays a funds center(s) budgetary
information for three consecutive fiscal years, along with the budgeted amounts posted
by commitment item for the fiscal years. Users can also drill down into individual budget
entry documents to view the activity related to each budget category by fiscal year.
BCS Actuals by Period Report

The BCS Actuals by Period Report is used to view a funds center(s) fiscal year plan data
against the actual monthly revenues / expenses and outstanding encumbrances that have
occurred thru the fiscal year. This report provides the same information as the BCS
Available Balance report, with the added benefit of displaying the monthly revenues and
expenses for the funds center(s). Users can also drill-down into individual entry
documents to view the activity related to each amount presented on this report.
2
BCS Budget Version Comparisons Report

The BCS Budget Version Comparisons Report is used to compare two versions of a fund
center(s) fiscal year plan data. Users can also drill-down into individual budget entry
documents to view the activity related to each budget amount presented on the report.
BCS Plan Vs. Actuals by Period Report

The BCS Plan vs. Actuals by Period Report is used to view the monthly variance of plan
verses actual postings throughout the fiscal year. The report also shows the variance of
plan verses actual postings for the entire fiscal year.
The true benefactor of this report is the department that utilizes budget version 99 to
allocate the department’s budgetary information on a monthly basis. This report will not
display the initial budgetary information posted by Budget and Planning on a monthly
basis, since the University’s initial budgetary information is not posted to SAP in a
monthly format. For example, academic departments will not see the initial tuition and
fees budgetary information, which is provided to Budget and Planning at the beginning of
a fiscal year, posted in correspondence with the months that these revenues are actually
received. But, if Budget and Planning makes adjustments to a department’s University
budget, these adjustments will appear in the month the adjustment occurred. Examples
include original budget corrections, supplements, transfers, and returns.
Users can also drill-down into individual entry documents to view the activity related to
each amount presented on this report.
3
BCS Available Balance Report

Overview
The BCS Available Balance Report is used to compare a funds center(s) fiscal year plan data
against the actual expenditures and encumbrances (commitments) incurred to date for the fiscal
year. This report can also be used to calculate the remaining amount of plan available for a
funds center to utilize for expenditures and commitments during a specific fiscal year. Users can
also drill-down into individual budget entry documents, as well as actual and encumbered
posting documents.
1. Access the transaction via transaction code FMRA.

Note: It is recommended that transaction code FMRA be included with your
Favorites for easy access to the report tree.
The following screen will appear:
2. Press the beside SUMMARY REPORTS (BCS) to open this node of the
Departmental Reporting Tree. The SUMMARY REPORTS (BCS) node will then
open to display the reports contained within this node of the report tree as seen below.
4
3. Double-click on BCS AVAILABLE BALANCE. The selection screen for the report
will appear.
See the table below for a description of each field located on the above selection
screen.
5
Field Name Description R/O/C User Action and Value Comments

Version Used in conjunction with Required Defaults to 0 for current Use the pull-down
budgetary (planning) data. adjusted budget. functionality to select from
Allows for multiple versions the following versions:
of planning data to be utilized 0 – Adjusted Budget
and reported against. 1 – Original (Unadjusted)
Budget
2 - Original Budget + Base
Adjustments
99 – Departmental Planning
Period From Beginning reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.
Entering a value of 1 into this
field will provide year to date
information through the
selected Period To value.
Period To Ending reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.
The period through which
reporting information is to be
requested.
Fiscal Year Represents the reporting year Required Enter the fiscal year to be CMU’s fiscal year runs from
of the University. reported against. July 1 through June 30; this
field does not correspond to
the calendar year for the first
6 months of the fiscal year.
Funds Center The 5-digit organizational Required Insert the department(s) Do NOT leave this field
unit used for reporting 5-digit identification blank. Leaving the field
purposes. (cost center) number. blank will bring up the entire
CMU hierarchy of funds
centers.
Fund Utilized for accounting / Optional Leave blank. This field is very seldom
reporting purposes. utilized for departmental
reporting purposes.
4. Populate the selection screen based on the reporting requirements you need to
meet.
Note: To run this report on a year to date basis through September, enter periods
1 through 3 for the appropriate fiscal year. To run a month to date report for
September, enter periods 3 through 3.
The following screen is a completed example for cost center 26430, for periods 1-12 of
fiscal year 2008:
6
5. Press the Execute button. Once the report has finished executing, the BCS
Available Balance report will appear as seen below:
Column Explanations:
Column: CUR PLAN ACTUAL COMMITMENT PLAN/ACT % VAR

Description: Projected Actual revenue Open (Cur Plan less Percentage
(planned) and expenses encumbrances Actual less representation
revenue and incurred by (commitments) Commitment) of the
expenses for the this funds from purchase Represents how PLAN/ACT
funds center(s) center(s) that orders, well the funds column.
(department). have been staff/faculty center(s)
Does not posted within salary, benefits (department) is
represent the SAP. etc. doing compared
amount to to its plan. No
spend. longer the
amount to
spend.
7
Note: In the Cur Plan & Actual columns, revenues are represented as negative
amounts while expenses are positive amounts. Therefore, a negative balance
indicates a surplus and a positive balance indicates a deficit. Note that this may not
be true for the Plan/Act column since that is the calculated difference between Actual
& Cur Plan.
6. Follow SAP menu path ViewExpand Report Fully to see further detail
pertaining to the funds center. Before expanding the report fully, the report is
presenting a high overview summary of the funds center’s activity. By expanding the
report, more detail is provided to show what items comprise the higher level
summation levels.
The following shows the above report completely expanded, which displays the lowest
level of detail contained in this report without drilling-down into the individual entry
level documents:
As can be seen in the above report, a hierarchical structure exists where the lowest level
of reporting rolls up to the next higher level. For example, commitments items 6110003,
8
611000 and 611200 roll up to 6110003 Staff Salaries, which then roll up to 6100002
Regular Compensation, and up to Total Expenses.
In continuing with the column explanations, the following report represents an academic
funds center (department). The previous reports have pertained to a service center
(department).
9
The table below provides greater detail as to the items represented in the Cur Plan and
Actual columns of the BCS Available Balance report for both an academic and a service
center.
Academic Funds Center

Revenues Expenses
Column Tuition Enroll Fee Provost Other Rev Wages Fringes S/E
Plan Based on Based on a Represents Not Based on Based on Based on
enrollment per credit allocated included the non- actual last year’s
projections hour rate. funding in Plan. vacant benefit S/E
by credit provided positions selections budget.
hour. from the at the for filled
Provost. beginning positions,
of the plus an
year, plus average
an average for vacant
for vacant positions.
positions.
Actual Distributed Same as Posted at Posted as Posted as Posted as Posted as
2x per Tuition. the revenue is expenses expenses expenses
semester. beginning received. are are are
1st – After of the incurred. incurred. incurred.
Phase II fiscal year.
registration
is
complete.
2nd –
Approx.
one month
after each
semester
ends.
Service Funds Center

Revenues Expenses
Column Appropriations Other Revenue Wages Fringes S/E
Plan Projected from If received by Based on the Based on Based on last
the prior year’s the department, non-vacant actual benefit year’s S / E
expenditures. collaboration positions at the selections for budget.
with Budget & beginning of filled positions,
Planning is the year, plus plus an average
required to an average for for vacant
determine the vacant positions.
appropriate positions.
plan amount.
Actual Posted at the Posted as Posted as Posted as Posted as
beginning of revenue is expenses are expenses are expenses are
the fiscal year. received. incurred. incurred. incurred.
10
Drill Down Functionality

The functionality exists for the user to “drill-down” into a specific dollar amount
presented on the BCS Available Balance report. Since not all amounts presented on the
report are comprised of a single posted amount, drilling-down allows the user to see in
greater detail, the actual line items that make up the dollar amount presented on the
report. For example, when drilling-down into the Actual office supplies posted to a
department, the amount reported on the BCS Available Balance report may be a single
dollar amount, or possibly the summation of multiple postings related to office supplies.
The following provides an example of drilling-down into an Actual dollar amount

represented on the BCS Available Balance report presented below.
1. Drill-down into the Actual amount(s) posted to 693000 Purchasing MasterCard

line item of the report by double-clicking on the specific dollar amount ($55.21)
highlighted above. The following screen will appear:
11
2. Choose Actual/Commitment Line Item Detail to view the individual dollar

amounts that make up the total Actual represented on the BCS Available Balance
report for 693000 Purchasing MasterCard. After selecting the Actual/Commit…
option above, the following report will appear showing the individual line items
that comprise the $55.21 located on the above report.
Sort and Subtotal

Filter Change Layout and
Select / Save Layout
Variants
Within the above screen, various sorting, filtering, summations, etc. can take place to
change the layout of the report so the data can be presented in the needed format.
Once the layout is changed and is representative of how you feel, the line item report
should appear on a regular basis, the layout can be saved as a user specific layout
which can then be retrieved to change the layout according to the changes made
previously to meet your specifications. The buttons highlighted above are some of
the commonly used functions utilized with this report.
3. Press the green back arrow to return to the BCS Available Balance report.
12
The following provides an example of drilling-down into a Commitment dollar amount

4. Drill-down into the commitment (encumbered) amount(s) posted to 611000

Prof/Admin Salary line item of the report by double-clicking on the specific dollar
amount ($93,812.39) highlighted above. The following screen will appear:
13
5. Choose Actual/Commitment Line Item Detail to view the individual dollar

amounts that make up the total Commitment represented on the BCS Available
Balance report for 611000 Prof / Admin Salary. After selecting the
Actual/Commit… option above, the following report will appear showing the
individual line item that comprises the $93,812.39 located on the above report.
Note: The same functionality for sorting, filtering, etc. presented earlier for the Actual
line items also exists for the Commitment line items report above.
14
The following provides an example of drilling-down into a Cur Plan dollar amount
6. Drill-down into the Cur Plan amount(s) posted to 6000001 Total Exp line item of
the report by double-clicking on the specific dollar amount ($587,867.00)
highlighted above. The following screen will appear:
15
7. Choose BCS Budget Entry Documents to view the individual dollar amounts that
make up the total Cur Plan represented on the BCS Available Balance report for
6000001 Total Exp. After selecting the BCS Budget … option above, the
following report will appear showing the individual line items that comprise the
$587,867.00 located on the above report.
Note: The same functionality for sorting, filtering, etc. presented earlier for the actual
and commitment line items also exists for the budget line items report above.
16
Viewing BCS Reports With Excel

Overview
The capability exists to automatically view BCS reports as an Excel spreadsheet using Excel
functionality instead of viewing the report as traditionally done through SAP. The Excel version
of a BCS report can then be saved as an Excel file. This viewing option could be useful for
analyzing the report data with Excel functionality that possibly exceeds the current functionality
available within SAP. The BCS report saved as an Excel file could also be used for linking to
other Excel files.
The decision to use this viewing functionality is completely up to the user. If the decision is
made to utilize the Excel viewing capabilities, all BCS reports will continue to be viewed in
Excel (as a default setting) until this setting is reversed, which the user can do at any time while
in any BCS report.
This example will utilize the BCS Plan Vs. Actuals by Period Report to demonstrate how Excel
viewing functionality operates.
2. Press the beside OTHER to open this node of the Departmental Reporting
Tree. The OTHER node will then open to display the reports contained within
this node of the report tree as seen below.
17
3. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen

for the report will appear.
meet.
The following screen is a completed example for cost center 21810, version 99, for fiscal
year 2008:
5. Press the Execute button. Once the report has finished executing, the BCS Plan
vs. Actuals by Period report will appear as seen below:
18
summation levels.
The following shows the above report completely expanded, which shows the lowest
level documents:
19
Note: Explode the report to the lowest level of detail that you would want to view in the
Excel spreadsheet. If the report is not exploded to your lowest level of detail for
reporting, the detail information will be unavailable within the Excel spreadsheet.
7. Follow menu path SettingsOptions. The Options screen will appear.
8. Choose Microsoft Excel.
9. Uncheck the Worksheet protection box, which will become available for
selection after choosing Microsoft Excel in the step above. For added security and
preservation of SAP report information (as displayed in Excel), leave the Worksheet
protection box checked if changes to the Excel report are not to be allowed. Leaving
the box checked establishes a protected worksheet default for this individual Excel
report only.
10. Press the Enter button to continue. If the Worksheet protection box is
unchecked the following Warning message will appear.
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11. Press the Enter button to continue through the Warning message. The following
screen will appear:
12. Save a copy of the report by following menu path Windows buttonSave Copy
As… and provide the report with a file name as though saving an Excel file.
13. Return to viewing the report through SAP by following SAP menu path
SettingsOptions and returning the Microsoft Excel setting established in Step 8.
to Inactive. Then, press the Enter button on the Options screen to accept the
Inactive setting. The report will now appear as a SAP report, as will all other
BCS reports.
14. Open the Excel file saved in Step 12 to view the report information generated
from the SAP BCS report. The BCS report is now available for use as an Excel
file and provides the same functionality as any other Excel file.
Note: Any changes made only to the Excel file version of the BCS report will not be
reflected in SAP. Only postings that actually occur in SAP will be reflected in SAP.
21
BCS Net Balance Report

Overview
The BCS Net Balance Report is used to show the actual surplus/deficit for the revenues,
expenses and encumbrances (commitments) incurred to date for the fiscal year. This report does
not contain any plan data. Users can also drill-down into individual entry documents to view the
activity related to each amount presented on this report.
Departmental Reporting Tree. The SUMMARY REPORTS (BCS)… node will then
3. Double-click on BCS NET BALANCE REPORT. The selection screen for the
report will appear.
22
screen.

Period From Beginning reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.
Entering a value of 1 into this
field will provide year to date
information through the
selected Period To value.
Period To Ending reporting period. Required Enter reporting period (1-12). 1 – July, 2 – August, etc.
The period through which
reporting information is to be
requested.
centers.
Fund Utilized for accounting / Optional Leave blank. This field very seldom
reporting purposes.
meet.
23
The following screen is a completed example for cost center 26430, version 0, periods
1 – 12 for fiscal year 2008:
5. Press the Execute button. Once the report has finished executing, the BCS Net
Balance report will appear as seen below:
Column: REVENUES/ACTUALS COMMITMENT NET BALANCE
Description: Actual revenue and Open encumbrances (Revenues/Actuals
expenses incurred by (commitments) from less Commitments)
this funds center that purchase orders, Represents how well
have been posted within staff/faculty salary, the funds center
SAP. benefits etc. (department) is doing
compared to its actual
revenues & expenses
incurred to date.
24
summation levels.
level documents:
25
BCS Budget Line Items By Document Number

Report
Overview
The BCS Budget Line Items by Documents Number Report is used to view the budgetary line
items that have been posted to fund center(s) as part of the funds center(s) overall budget. Users
can also drill-down into individual budget entry documents to view the activity related to each
budget category.
26
3. Double-click on BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER. The

selection screen for the report will appear.
screen.
27

Created Date The date of which the budget Optional Insert date.
entry document was created.
Created By The person who entered the Optional Insert global id of person who
budget entry document into entered the document into
SAP. SAP.
Document Document date assigned to Optional Insert date.
Date the budget entry document.
Budget Characteristic used within the Optional Enter document type. Use the pull-down
Document document header to classify functionality to select from
Type budget entry documents. the following document
types:
ZO – Original Budget
ZR – Budget Return
ZS – Budget Supplement
ZT – Budget Transfer
Budgeting Characteristic used to classify Optional Enter budget process. Use the pull-down
Process the basic process used to post functionality to select from
budget entry documents. the following budgeting
processes:
COVR – Carry Over
ENTR – Enter
RBBP – Reverse/Increase
Budget
RETN – Return
SUPL – Supplement
TRAN – Transfer
Person The person who is Optional Insert global id of person
Responsible responsible for the budget responsible for the budget
entry document. document.
Budget Used in conjunction with Required 0 – Adjusted Budget
Version budgetary (planning) data. 1 – Original (Unadjusted)
Allows for multiple versions Budget
of planning data to be utilized 2 - Original Budget + Base
and reported against. Adjustments
Budget Type Defines the type of budget Optional Leave this field blank. Leave this field blank.
entry.
Commitment Characteristic used for Optional Enter commitment item. Leave this field blank to see
Item budgeting. all commitment item
postings.
Budget The number automatically Optional Insert document number. SAP automatically assigns a
Document assigned to a budget entry document number to a budget
Number document. entry document depending
upon the type of entry being
made. Original, Supplement,
Return and Transfer entries
have different number ranges
assigned to them.
28

reporting purposes.
centers.
meet.
The following screen is a completed example for cost center 26430, budget version 0, for
fiscal year 2008:
29
5. Press the Execute button. Once the report has finished executing, the BCS
Budget Line Items by Document Number report will appear as seen below:
Column Explanations: See table above for description of the fields represented on
the BCS Budget Line Items by Document Number report.)
30
BCS Fiscal Budget Adjustments Report

Overview
The BCS Fiscal Budget Adjustments Report is used to view the various categories of budget
entry transactions of original, return, supplement, and transfers that have been posted to a fund
center(s) during a fiscal year. Users can also drill-down into individual budget entry documents
to view the activity related to each budget category.
Departmental Reporting Tree. The SUMMARY REPORTS (BCS) … node will then
3. Double-click on BCS FISCAL BUDGET ADJUSTMENTS. The selection screen

31
screen.

Budget
Adjustments
Budget Type Used to identify various Optional Defaults to blank. Leave the field blank to view
budgetary transactions for all budget entries. If a more
greater reporting capabilities. specific search is desired, use
the pull-down functionality to
select a specific budget type
from the list of values.
centers.
reporting purposes.
meet.
32
year 2008:
5. Press the Execute button. Once the report has finished executing, the BCS Fiscal
Budget Adjustments report will appear as seen below:
33
Column: Current Original Returns Supplements Transfer Sender Transfer Receiver

Budget Budget
Description: The present The initial Represents a Additional Funding Funding
budget, which budget for the reduction of funding transferred from transferred to the
includes all version and funding for received for the funds funds center(s)
budget time period the version the version center(s) to from another
processes, for reported. and time and time another funds funds center(s).
the version period period center(s). Does not change
and time reported. reported. Does not change overall budget.
period Reduces Increases overall budget. No overall
reported. overall budget overall budget No overall addition/reduction
due to due to new addition/reduction of funding.
decrease in funding. of funding.
funding.
Budget All budget Enter = Return = Supplement = Sender = SEND Receiver = RECV
Process: processes. ENTR RETN SUPL
summation levels.
34
level of detail contained in this report without drilling down into the individual entry
level documents:
35
BCS Fiscal Year Budget Comparison Report

Overview
The BCS Fiscal Year Budget Comparison Report is used to view the funds center(s) fiscal year
budget by version. This report displays a funds center(s) budgetary information for three
consecutive fiscal years, along with the budgeted amounts posted by commitment item for the
fiscal years. Users can also drill down into individual budget entry documents to view the
activity related to each budget category by fiscal year.
36
3. Double-click on BCS FISCAL YEAR BUDGET COMPARISON. The selection

screen for the report will appear.
screen.

Budget
Adjustments
centers.
reporting purposes.
meet.
37
year 2008:
5. Press the Execute button. Once the report has finished executing, the BCS Fiscal
Year Budget Comparison report will appear as seen below:
38
Column: F/Y 2008 F/Y 2007 F/Y 2006 COLUMN 1-2 COLUMN 2-3
Description: Current budget Current budget Current budget Column 1 less Column 2 less
of the funds of the funds of the funds Column 2. Column 3.
center(s) for center(s) for center(s) for This example This example
the version and the version and the version and would be F/Y would be F/Y
fiscal year fiscal year fiscal year 2008 less F/Y 2007 less F/Y
being reported. being reported. being reported. 2007. 2006.
Represents the This fiscal year This fiscal year
fiscal year is one year less is two years
entered as part the fiscal year less the fiscal
of the selection entered as part year entered as
criteria for this of the selection part of the
report. criteria for this selection
report. criteria for this
report.
summation levels.
level documents:
39
BCS Actuals By Period Report

Overview
The BCS Actuals by Period Report is used to view a funds center(s) fiscal year plan data against
the actual monthly revenues / expenses and outstanding encumbrances that have occurred thru
the fiscal year. This report provides the same information as the BCS Available Balance report,
with the added benefit of displaying the monthly revenues and expenses for the funds center(s).
Users can also drill-down into individual entry documents to view the activity related to each
amount presented on this report.
40
3. Double-click on BCS ACTUALS BY PERIOD. The selection screen for the

report will appear.
screen.

Budget
Adjustments
centers.
reporting purposes.
meet.
year 2008:
41
5. Press the Execute button. Once the report has finished executing, the BCS Actuals
by Period report will appear as seen below:
(1st Page)
Note: The BCS Actuals by Period report is very wide due to the number of columns
represented. In order to view all of the columns on the report, use the scroll bar at the
bottom of your SAP screen. Once you have scrolled completely to the right, use the
icon to move to the next page of the report. To move back to the first page, use the
button.
(Above Report Continued. 2nd Page)
42
Column: CUR PLAN “MONTH” TOTAL PLAN/ACT % VAR

ACTUALS
Description: Projected Actual revenue Total of the (Cur Plan less Percentage
(planned) and expenses monthly actual Actual less representation
revenue and incurred by revenue and Commitment) of the
expenses for the this funds expenses incurred Represents how PLAN/ACT
funds center(s) center(s) for by this funds well the funds column.
(department). the month that center(s) that have center(s)
Does not have been been posted within (department) is
represent the posted within SAP. doing compared
amount to SAP. to its plan.
spend. (i.e. June, July
August,…)
summation levels.
43
level documents:
44
BCS Budget Version Comparisons Report

Overview
The BCS Budget Version Comparison Report is used to compare two versions of a fund
center(s) fiscal year plan data. Users can also drill-down into individual budget entry documents
to view the activity related to each budget amount presented on the report.
3. Double-click on BCS BUDGET VERSION COMPARISON. The selection screen

45
screen.
46

Budget
Adjustments
With Version Used in conjunction with Required Defaults to 1 for original Use the pull-down
budgetary (planning) data. unadjusted budget. functionality to select from
Budget
Adjustments
Budget Type Used to identify various Optional Defaults to blank. Leave the field blank to view
budgetary transactions for all budget entries. If a more
greater reporting capabilities. specific search is desired, use
the pull-down functionality to
select a specific budget type
from the list of values.
centers.
reporting purposes.
meet.
The following screen is a completed example for cost center 26430, versions 0 and 1, for
fiscal year 2008:
47
5. Press the Execute button. Once the report has finished executing, the BCS Budget
Version Comparisons report will appear as seen below:
summation levels.
48
Column: Version 0 Version 1

Description: Represents the budget version Represents the budget version
information for the value entered information for the value entered
in the Version field as part of the in the With Version field as part
selection criteria for this report. of the selection criteria for this
Note: Will always represent the report.
value entered in the Version field; Note: Will always represent the
therefore, will not necessarily be value entered in the With Version
version 0 information reported in field; therefore, will not
this column unless specified in necessarily be version 1
the selection criteria. information reported in this
column unless specified in the
selection criteria.
level documents:
49
BCS Plan Vs. Actuals by Period Report

Overview
The BCS Plan Vs. Actuals by Period Report is used to view the monthly variance of plan verses
actual postings throughout the fiscal year. The report also shows the variance of plan verses
actual postings for the entire fiscal year.
The true benefactor of this report is the department that utilizes budget version 99 to allocate the
department’s budgetary information on a monthly basis. This report will not display the initial
budgetary information posted by Budget and Planning on a monthly basis, since the University’s
initial budgetary information is not posted to SAP in a monthly format. For example, academic
departments will not see the initial tuition and fees budgetary information, which is provided to
Budget and Planning at the beginning of a fiscal year, posted in correspondence with the months
that these revenues are actually received. But, if Budget and Planning makes adjustments to a
department’s University budget, these adjustments will appear in the month the adjustment
occurred. Examples include original budget corrections, supplements, transfers, and returns.
Users can also drill-down into individual entry documents to view the activity related to each
amount presented on this report.
2. Press the beside OTHER to open this node of the Departmental Reporting Tree.
The OTHER node will then open to display the reports contained within this node of
the report tree as seen below.
50
3. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen

screen.

Budget
Adjustments
centers.
reporting purposes.
51
meet.
year 2008:
5. Press the Execute button. Once the report has finished executing, the BCS Plan
vs. Actuals by Period report will appear as seen below:
52
Column: PLAN ACTUALS VARIANCE

Description: Plan (budget) data for Actual revenue and Represents how well
revenue and expenses expenses incurred the funds center
which has been posted by this funds center (department) is doing
within SAP. that have been compared to its actual
(Originates in CO posted within SAP. revenues & expenses
Planning transaction incurred to date.
KP06 and is transferred
to BCS using transaction
FMCYCOPI_CO.)
summation levels.
level documents:
53
54
Navigation:
Since this report displays each period of the fiscal year, as well as the fiscal year totals for
all of the months added together, this report has multiple pages. Thus the use of the
buttons is necessary to navigate through the entire report.
The button is used to move to the first page of the report.

The button is used to move to the back one page at a time through the report.
The button is used to move forward one page at a time through the report.
The button is used to move to the last page of the report.
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56

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Accounting Services Training Manual

BCS Reporting Manual

(BCS) Budget Control System

Additional BCS Reports

Version: February 2010

Introduction to the Budget Control System and

Glossary of BCS Reports

BCS Net Balance Report

BCS Budget Line Items By Document Number Report

BCS Fiscal Budget Adjustments Report

BCS Fiscal Year Budget Comparison Report

BCS Actuals by Period Report

BCS Budget Version Comparisons Report

BCS Plan Vs. Actuals by Period Report

BCS Available Balance Report

1. Access the transaction via transaction code FMRA.

The following screen will appear:

Field Name Description R/O/C User Action and Value Comments

Column: CUR PLAN ACTUAL COMMITMENT PLAN/ACT % VAR

Academic Funds Center

Service Funds Center

Drill Down Functionality

The following provides an example of drilling-down into an Actual dollar amount

1. Drill-down into the Actual amount(s) posted to 693000 Purchasing MasterCard

2. Choose Actual/Commitment Line Item Detail to view the individual dollar

Sort and Subtotal

The following provides an example of drilling-down into a Commitment dollar amount

4. Drill-down into the commitment (encumbered) amount(s) posted to 611000

5. Choose Actual/Commitment Line Item Detail to view the individual dollar

Viewing BCS Reports With Excel

1. Access the transaction via transaction code FMRA.

The following screen will appear:

3. Double-click on BCS PLAN VS. ACTUALS BY PERIOD. The selection screen

7. Follow menu path SettingsOptions. The Options screen will appear.

8. Choose Microsoft Excel.

BCS Net Balance Report

1. Access the transaction via transaction code FMRA.

The following screen will appear:

Field Name Description R/O/C User Action and Value Comments

BCS Budget Line Items By Document Number

1. Access the transaction via transaction code FMRA.

The following screen will appear:

3. Double-click on BCS BUDGET LINE ITEMS BY DOCUMENT NUMBER. The

Field Name Description R/O/C User Action and Value Comments

Field Name Description R/O/C User Action and Value Comments

BCS Fiscal Budget Adjustments Report

1. Access the transaction via transaction code FMRA.

The following screen will appear:

3. Double-click on BCS FISCAL BUDGET ADJUSTMENTS. The selection screen

Field Name Description R/O/C User Action and Value Comments

Column: Current Original Returns Supplements Transfer Sender Transfer Receiver

BCS Fiscal Year Budget Comparison Report

1. Access the transaction via transaction code FMRA.

The following screen will appear:

3. Double-click on BCS FISCAL YEAR BUDGET COMPARISON. The selection

Field Name Description R/O/C User Action and Value Comments

BCS Actuals By Period Report

1. Access the transaction via transaction code FMRA.

The following screen will appear:

3. Double-click on BCS ACTUALS BY PERIOD. The selection screen for the

Field Name Description R/O/C User Action and Value Comments

(Above Report Continued. 2nd Page)

Column: CUR PLAN “MONTH” TOTAL PLAN/ACT % VAR

BCS Budget Version Comparisons Report