Cost Center Actual Line Items Report

Month End Cost Analysis

Cost Center Actual Line Items Report

Version Number: 1.0

Effective Date: 09 February 2016

1
 Cost Center Actual Line Items Report

Table of Contents

1 INTRODUCTION ......................................................................................................... 4
1.1 Background .................................................................................................................................. 4
1.2 Purpose ........................................................................................................................................ 4
2 USER GUIDE............................................................................................................... 5
2.1 Report Overview ........................................................................................................................... 5
2.2 Run the Report ............................................................................................................................. 5
2.3 Report Output............................................................................................................................... 6
2.4 User Tips ...................................................................................................................................... 7

2
 Cost Center Actual Line Items Report

Document Control
Authors and Participants

Role Name

FICO Consultant Marius Vorster

Revision History

Version Author Role Date Revision

V1.0 Gloria Chibwe FICO Consultant 09/02/2016

This document has been reviewed by:

Name Role Date Reviewed

XXXXXXX Finance, Controlling BPO

3
 Cost Center Actual Line Items Report

1 INTRODUCTION

1.1 Background

Transnet has the requirement to understand the nature of their expenditure on a more detailed level
and General Ledger reports does not always provide the insight required. Alternative reports is
required to address this gap.

1.2 Purpose

The Cost Center Actual Line Item Report, KSB1, has been identified and contains much more relevant
information to enable the management accountants to delve deeper into the nature of expenses of a
particular GL account.

This guide is to create awareness of the report and how to manipulate the report input and output
for purposes of month end analysis.

4
 Cost Center Actual Line Items Report

2 USER GUIDE

2.1 Report Overview

The Cost Center Actual Line Item Report displays the cost center line items for actual costs. These line items
correspond to the document rows, which are generated by the system for all postings of costs to cost centers.

The report makes use of Cost Elements, the SAP Controlling Module equivalent of a General Ledger account.
Each income statement account has a corresponding cost element, which also keeps record of postings made
to the GL. This simultaneous posting to both, the GL accounts in FI and the cost element in CO, ensures that
both are always in balance.

The report output has the ability to pull in information from the Purchase Order, Material Document and
Accounting Document, which will assist in analysing the nature of the expenses.

2.2 Run the Report

Transaction Code KSB1

Asset Master Data Cockpit SAP menu  Accounting  Controlling  Cost Center Accounting
Path Information System  Reports for Cost Center Accounting  Line items 
KSB1 - Cost Centers: Actual Line Items
(ZFAS_ASSET_COCKPIT)

Procedure

1. Access transaction KSB1

2. Complete the selection screen for the cost centers, cost element (equivalent to GL account) and date
range to be analysed. You can make selections in 3 different ways:
a. Entering single values
b. Entering a range of cost centers or cost elements
c. Entering a list of cost centers or cost elements.

i. This is done by click on the Multiple Selection button

ii. A secondary screen will pop-up and you can enter you selection here.

iii. To remove a single items from the list, place the cursor on the appropriate entry and click
on the Delete Selection Row button
iv. To remove all the items in the list, click on the Delete Entire Selection Line button
v. To paste a list of values from an Excel Workbook, click on the Upload From Clipboard
button

3. After the selection screen has been completed, click on the Execute button

5
 Cost Center Actual Line Items Report

2.3 Report Output

Overview

Depending on the layout selected on the initial screen, the output could contain any number of columns with
relevant information regarding the line item posted.

Since the accounting postings are generated through various transaction, in various modules, detailed
information would be captured in different fields, depending on where the transaction originated from. For
example, a journal entry will not contain any purchase order information.

Changing the Report Output

As mentioned, the initial report output is determined by the layout chosen on the initial screen, but the layout
can be changed after the report has been exeuted.

To do this, follow these steps:

1. Click on the Change Layout button
2. On the subsequent pop-up screen, you will see the fields currently displayed, in the output, on the left
and the available fields, which can be added to the report, on the right.

3. To add or remove a field from the report output layout, simply select the field and click on either the
left arrow to add or right arrow to remove.

4. You can also arrange the field sequence for the output layout, by selecting the field that needs to be
moved lower or higher in the sequence and then clicking on the up or down arrows.
5. Once satisfied with the layout, click on the Transfer button to apply the new layout.

6
 Cost Center Actual Line Items Report

2.4 User Tips

Saving the Report Output

You can save a layout you intend to use again in the future. To do this:
 Click on the Save Layout button
 On the subsequent pop-up window enter the name of your layout and a desciption
 Ensure User-Specific tick box is selected
 If you would like to make this your default layout, select the Default Setting tick box

Field Suggestions for Analysis

Valuable fields to add to any layout would be:

 Purchase Order Text
 Material Description
 Document Header Text
 Offsetting Account Name
 The Document Numbers for various entries, to assist further tracking