Understanding The Differences between the

Financial Ledgers
for Reporting
Welcome!
Introductions
What do you want to learn from this workshop?
Agenda
Financial Ledgers
Master Data Elements
Groups Master Data
Value Types / Document Types
Layouts

SAP Modules
Financial Accounting (FI)
Controlling (CO)
Funds Management (FM)
Grants Management (GM)

Financial Accounting
FI

General Ledger
Special Purpose Ledger
Subsidiary Ledgers
Fixed Assets
Accounts Receivable
Accounts Payable
Financial Accounting (FI)
General Ledger (GL)
A component in SAP that provides high level external
reporting
i.e. Annual Audited Financial Statements
Reporting from the FI ledger is used for high level
management. The master data elements that are
typically used: business area, fund and g/l

Example: GR55 / Z100 report data comes from FI -
Execute the report with BA or Fund level and it pulls data
in at the g/l level.

CO

Cost Center Accounting
Cost Element Accounting
Internal Orders
Controlling
In the CO module, only revenues and
expenses post.
There is no Balance Sheet activity to the CO
Ledger
Suggested Reports to use in CO.
K0B1 Line Item Report for IO (functionality to display
cost center)
KSB1 Line Item Report for Cost Center (functionality to
display IO)
S_ALR_87013018 Total Plan / Actual for SIOs
S_ALR_87013611 Total Plan / Actual for Cost Centers
Controlling (CO)
Funds Management
FM

Fund Accounting
Budgetary Controls
Budget Execution
Budgetary Basis Reporting
Commitment Accounting
Funds Management (FM)
Funds Management module provides reporting on the following:
Budget (FM module is the only ledger that contains budget).
Income (4xxxxx type commitment items)
Earmarked Funds Reservations
Commitments Purchase Requisitions, Purchase Orders, Business
Trip Requests and Funds Commitments (contractual agreements).
Expense (5xxxxx, 8xxxxx type commitment items)
Funds Management (FM)

Suggested Reports to Use in Funds Management
fmrp_rw_budget Budget Overview
fmeddw Display Budget Entry Documents
fmedd Display Budget Entry Documents (one )
fmrp_rffmep1ax All Postings Document J ournal
S_P99_41000147 Earmarked Funds
1xxxxx Assets
2xxxxx Liabilities
3xxxxx Net Assets
4xxxxx Revenues
5xxxxx Expenses
6xxxxx Expenses (Settlement PF crosses BA)
8xxxxx Expenses (Settlements / Work Orders)
FI, CO and FM
G/Ls , Commitment Items and Cost
Elements

FI, CO and FM

When reporting out of the FI ledger you should use
g/ls. The types of g/ls that post in FI ledger:
1xxxxx, 2xxxxx, 3xxxxx, 4xxxxx, 5xxxxx, and
6xxxxx.
When reporting out of the CO ledger you should
use cost elements. The types of Cost Elements
that post in the CO ledger: 4xxxxx, 5xxxxx, and
8xxxxx.
When reporting out of the FM ledger you should
use commitment items. The types of CIs that post
in the FM ledger and consume budget: 4xxxxx,
5xxxxx and 8xxxxx.

FI, CO and FM

Exceptions in the Funds Management Module for
Commitment Items. Some Commitment Items in
the range of 1xxxxx, 2xxxxx and 3xxxxx can
appear in FM reporting.
These commitment items have been coded as
statistical which means they do not consume
budget, but will appear in FM reporting.
To exclude these commitment items you should
pull in the field statistical indicator and filter to
exclude x.
Financial Master Data
FI SPL CO FM
Company Code Company Code Controlling Area Financial Mgmt Area
Business Area Business Area Business Area
G/L Account G/L Account Cost Element Commitment Item
Fund Fund
Cost Center
Fund Center
Cost Center Fund Center
Internal Order
WBS Element
Funded Program
Internal Order
WBS Element
Funded Program
Grant Grant
Functional Area Functional Area

Groups
Groups are created to combine a range of master data
elements for reporting.
Groups are created by the Master Data Team in
Accounting Services. Except for SIO groups.
When executing various reports you have an option to
enter in group or actual value for master data.
If Departments request groups to be established they
have to remember to update and maintain those groups
when new master data elements are created.


Groups

To display groups execute the following t-codes.
FM_SETS_FIPEX3 - Display / Commitment Items
FM_SETS_FICTR3 - Display / Funds Centers
FM_SETS_FUND3 - Display / Funds
KOH3 - Display - Orders
How to Display Groups
How to Display Groups
How to Display Groups
How to Display Group

How to Display Group
Nodes

Nodes
Nodes
Groups
Groups
Report View
Test
Data
Common Groups Available

Funds Centers:
BP40XX = XX College/School/ Major Area
BP40XXXXX = XX College/School/Major Area, XXX
Department

Commitment Items:
PURCIGRPS Purdue Commitment Item Groups

Funds:
FUNDGRPFM Purdue Fund Group



What is the equivalent to entry code
from the legacy system?
The codes are different for each financial ledger.
FM = Value Types
GM = Value Types
CO = Value Types
FI = Document Types

NOTE: FM, GM and CO are all called value types but
the actual value type characters are different.


FM Value Types
GM Value Types

50Purchase Requisitions
51Purchase Orders
52Business Trip Commitments
54Liabilities
55Assets (SD/AR)
57Payments
60Parked Documents
61Down Payments
64Funds Transfers
GM Value Types

65Funds Commitment
66Transfer Postings
80Funds Block
81Funds Reservation
82Funds Precommitment
83Forecast of Revenue
95Secondary Cost Postings (CO)
99Expenses / Revenues (Grant)
GM Value Types
B1Budget
R1Released Budget
Z1Fixed Assets
Z2Payroll - ActualsZ3Payroll Accruals
Z4F&A
CO Value Types
Value type 4=real posting

Value type 11=statistical posting.

FI Document Types
FI Document Types
FI Document Types

Helpful Information
Accounting Services has information on FI
Document Types and equivalent legacy entry
code
http://www.purdue.edu/account/ERP_Account_Info/



FMRP_RFFMEP1AX - All
Postings
Doc. Type Value Type Value Type Text
SA 66 Profit transfer postings
DZ 66 Profit transfer postings
ZP 66 Profit transfer postings
ZA 66 Profit transfer postings
SA 66 Profit transfer postings
SA 60 Parked Documents
SA 60 Parked Documents
SA 66 Profit transfer postings
DZ 66 Profit transfer postings
DZ 66 Profit transfer postings
ZP 66 Profit transfer postings
ZP 66 Profit transfer postings
ZA 66 Profit transfer postings
ZA 66 Profit transfer postings
LD 81 Funds Reservation
LD 81 Funds Reservation
WA 54 Invoices
ZF 54 Invoices
Report View
Test
Data
FMBB
Budget
Process =
ENTR
FMBB
Budget
Process =
CORV,
TRAN,
SUPL
Value Type = 81
Value
Types=
50, 51, 52
and 65
Value
Types =
54,60,66
and 95
Financial Report Layouts

Central Offices have created layouts that can be
used by end users.
FM
Commitments and Expenses
/BM AIMS FM (Use this layout when trying to reconcile Budget
Overview report with AIMS-FM) NOTE: 1 day diff. is possible
/PURCOMMIT (Commitments = Open Purchase Orders)
/PURTABLE1
/PURTABLE1CS
/PURTABLE1FS


Layout of /BM AIMS FM
By clicking on the printer icon
you can collapse the data.

Layouts Adding Subtotals

Review our Take Away List