Sap Helpful Reports List

BUSINESS WAREHOUSE WEB DOCUMENT
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SAP Helpful Reports List
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List.DOC
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Control Number: Responsibility: BW Team
Description Overvie
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.
eports and displays are provided from two SAP sources, those being the !" transaction system
and the #usiness $arehouse %#$& system.
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T!"le o# Contents
Clicking on a hyperlink below will take you directly to the section indicated.
)unds *anagement eports + ,isplays
-rants eports + ,isplays
Accounts Payable eports + ,isplays
Accounts eceivable eports + ,isplays
Cash *anagement eports + ,isplays
Cost Allocation eports + ,isplays
)i.ed Assets eports + ,isplays
-eneral /edger eports + ,isplays
Pro0ect Systems eports + ,isplays
1nventory *anagement eports + ,isplays
Purchase 2rders eports + ,isplays
Contracts eports + ,isplays
)3 eports + ,isplays
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Financial Reporting
Funds Management Reports & Displays
T$pe ID Description
!" 56,C'6"47774"( )* #udgetary eview.
A real-time version of budgetary balances similar to the #$ )*
#alances workbook, but without parked budget documents.
!" )*P6))*8P'A9 Commitment!Actual /ine 1tems by ,ocument :o
This " report displays Posted Commitment and Actual line items
by ,ocument :umber for all ;alue Types within )unds
*anagement %)*&. 1nput parameters such as )und, )unds Center,
and Commitment item are available to narrow the display. 1t is
suggested that
is selected to optimi<e the data base access.
!" )*P6))*8P')9 )1 Postings = /ine 1tems by ,ocument :umber
This " report displays actual line items by ,ocument :umber
posted in )1 and )*. 1nput parameters such as )und, )unds
Center, and Commitment item are available to narrow the display.
1t is suggested that
is selected to optimi<e the data base access.
!" )*P6))*8P'#9 Annual #udget - /ine 1tems by ,oc :o
This display lists all budget documents %hierarchy& based upon the
selection criteria.
!" )*P6))*8P"79 P#8T - Annual #udget vs Commitments!Actuals /ine 1tems
!" )*P6))*T2"79 P#8T - Annual #udget vs Commitments!Actuals Totals
!" )*9" ,isplay of )unds eservation ,ocument
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This display can be used to verify the funds reservation itself along
with all the detailed information associated with the funds
reservation
!" )*5" ,isplay of )unds Precommitment ,ocument
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. :o other documents
%e.g. ** and )1& can reference to a funds pre-commitment
document.
The Commonwealth will use the funds pre-commitment
functionality for #udgetary eserve. This functionality will
allow us to post the budget to the )* 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
e.penditures, but do not want other transaction documents to
be able to >use? %reference& the pre-commitment amount@ think
of the *8As in the current 1CS system.
!" )*B" ,isplay of )unds Commitment ,ocument
This display is used to view a funds commitment document.
#$ )unds *anagement #alances
%#udget 8.ecution role&
This workbook report displays the following balancesC
Availability Control #alance, Potential Available #alance,
#udgetary #alance #ased on Actual evenue and Anticipated
Treasury #alance by SAP fund and the Commitment 1tem
hierarchy. Amounts are fiscal year to date based on the input
business area, posting period and fiscal year. ;arious
characteristics are available for drilldown.
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#$ Commitments and Actual
8.penditures = *ultiple
Periods!)iscal 5ears
This workbook report displays Purchase eEuisitions, Pre-
commitments, Commitments, Actual 8.penditures and a Total.
Amounts are based on the input #usiness Area%s& and range of
fiscal periods. *ultiple 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. ;arious optional inputs
and characteristics for drilldown purposes are also available.
#$ Period and 5T, 8.penditures
This workbook report displays e.penditures and fiscal year to date
e.penditures based on the input posting period and fiscal year.
;arious optional inputs are available in addition to various
characteristics for drilldown purposes.
#$ 2pen Commitments by
,ocument :umber = Current
)iscal 5ear
This report identifies all commitment documentsC Purchase
2rders, )unds Pre-commitments, )unds Commitments, )unds
eservations, #usiness Trip Commitments and Purchase
eEuisitions that have an available balance not eEual to 7.
Amounts are based on postings in the current fiscal year only. The
initial view of the report is by eference ,ocument :umber
%commitment document number&. The 2riginal and!or Carry
)orward Amount, Total Amount, Activity Amount, and Available
#alance are shown for each open document.
#$ Status of Appropriations
This workbook report displays an Available #alance, #udget
#alance, Anticipated Treasury #alance and Anticipated Treasury
#alance = #udgetary eserve by #usiness Area and Approp Fey.
The balances are based upon #udget ;ersion GGG. Amounts are
fiscal year to date based on the input business area, fiscal period
and fiscal year. ;arious characteristics are also available for
drilldown purposes.
#$ Commitment and Actual
,etail = " )unds!*ultiple
Periods
This workbook report displays commitment and actual detail line
item data for up to " funds across multiple fiscal periods. The key
figures displayed on the report are purchase reEuisitions, pre-
commitments, commitments, e.penditures, actual augmentations
and non-augmenting revenues. Hser must enter a #usiness Area,
)iscal 5ear and at least ' fund. Hser has the option of entering
multiple fiscal periods and!or multiple )* posting dates. *any
characteristics are available for drilldown.
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Grants Reports & Displays
T$pe ID Description
!" S6A/6(J7'"7'G /istC #udget!Actuals!Commitments
This report displays internal order budget values with assigned
costs %actuals and commitments& and displays a remaining
balance by order and order group.
!" S6A/6(J7'"KDI Statistical Fey )iguresC Period #reakdown
!" F2#' 2rdersC Actual /ine 1tems
This report is used to display actual line items for an internal
order or order group.
!" F2#4 2rdersC Commitment /ine 1tems
This report is used to display commitment line items for an
internal order or order group.
!" F2#D 2rdersC #udget /ine 1tems
!" F2FI *aster ,ata /ist 1nternal 2rders
This internal order list provides an overview of selected internal
orders. ;arious master data fields are presented.
!" 56,C'6"477774G SAP to C,S econciliation eport
#$ -rant!2rder -roup Status
eport
%-rant Accounting role&
The workbook report displays Available #alances and Potential
Available #alances. Amounts are life-to-date based on the input
business area and fiscal period!fiscal year. The Available
#alance and Potential Available #alance can be displayed by
either grant number or order group number by drilling down on
either characteristic once the initial view is displayed. ;arious
optional inputs and characteristics for drilldown purposes are
also available.
The available balance is calculated by taking the #udget Amount
= Precommitments = Commitments = Actual 8.penditures =
Purchase eEuisitions. The potential available balance is
calculated by taking the Available #alance - Parked )1
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,ocuments - Parked 8armarked ,ocuments =Shopping Cart
2pen ;alue. evenues are also displayed but not included in
either of the balances.
#$ -rant!2rder -roup ,ata for
)ederal eporting
The workbook report displays the following key figures. #udget
Amount, Pre-Commitments, Commitments, Actual 8.penditures
%includes local match e.penditures&, Parked )1 ,ocuments,
Purchase eEuisitions, evenues, Accounts eceivable %Actual
8.penditures L evenues&, /ocal *atch 8.penditures,
Statistical Fey )igure 3uantity, Parked 8armarked ,ocuments
and Shopping Cart 2pen ;alue.
Amounts are presented for the input business area and fiscal
period!year%s& only. #udget amounts are not posted to a fiscal
period!year so these amounts are current totals.
#$ -rant!)unding Source
Accounts eceivable
The workbook report displays a federal accounts receivable
amount. Amounts are based on the specified M#usiness AreaA
and MPeriod!)iscal 5earA date range input.
The federal accounts receivable amount can be displayed by
either -rant :umber or )unding Source :umber by drilling
down on either characteristic once the initial view is displayed.
;arious optional inputs and characteristics for drilldown
purposes are also available.
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Accounts Payable Reports & Displays
T$pe ID Description
!" )#/': ;endor /ine 1tem ,isplay
Hsed 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 customi<e the payment information for a
group of vendors.
Hpon generating the report, the user also has the ability to
see additional information such as check details and can
customi<e 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.
!" B)#/': 2ne-Time-;endor /ine 1tem ,isplay
!" )*B" )unds Commitment ,isplay 1nitial Screen
!" ).'I ecurring 8ntry ,ocument ,isplay
After ecurring ,ocuments are entered in SAP, the user
will have occasion to view them to see the details that are
associated with them. 1ncluded 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
ecurring ,ocument. The report can be customi<ed to
show only the recurring ,ocuments that the user wants to
see. The report is read only@ there are no drill down
capabilities.
!" )#7" ,isplay ,ocuments
This transaction will display a previously created
accounting document. To display a specific document,
enter document number, company code and fiscal year
%optional&.
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!" )F7" ;endor *aster ,ata
;endor master data is the data reEuired to conduct
business relationships with your vendors. The ;endor
master includes -eneral ,ata %address, control, and
payment transactions& and Company Code ,ata
%accounting 1nfo, payment transactions, Correspondence,
withholding ta. = :oteC can not perform display for
withholding ta..&
This transaction e.plains how to access and display the
vendor master data. Authori<ation must e.ist in the
system to allow ;endor *asters to be displayed
!" S6PGG6D'7777GG Payment /ist
!" S6A/6(J7'47(K ;endor /ist
C2PA employee receives inEuiry on vendor listing based
on certain criteria like #ank ,ata, $ithholding ta.
indicators etc. SAP eport S6A/6(J7'47(K provides
listing of vendor information based on pre-selected
criteria.
!" B-6;AC ;alid Accounts Codes with ,escriptions
#$ AP - 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. 1t 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 %BP& document. Additional payment
information such as check number and warrant number are
available by drilling down on N1tem Te.t.N See the notes
page on the workbook for important information.
#$ AP - Treasury Payments by Pay
,ate
This report has the same information as above e.cept 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.
#$ APC Total 8.penditures This report lists vendors and total dollar amounts by
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;endor /evel
Euarter. ,ocument Types that are included in this
workbook are the followingC 1nvoice - :et, evenue
,ocument, Adv Acct 1nvoice, Payroll Accrual, ;end Ad0
1nvoice, 8mpl Travel ;end 1nv, ;end 1nv 1nterface...
Accounts Receivable Reports & Displays
T$pe ID Description
!" S6A/6(J7'4'J" /ist of Customer 2pen 1tems 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. 1t can be
utili<ed for various types of analysis related to a
customerAs account. The report output can be printed,
sent to other users via SAP e-mail, or saved as a
$ord 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.
!" S6A/6(J7'4'KG Transaction )iguresC Acct #alance
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
)iscal 5ear %or range of )iscal 5ears&. The user can
designate the report parameters to select only the
information desired, %e.g., a specific customer and
)iscal 5ear&.
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
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year, customer, and company code levels. Summary
breakdowns by Target = open items, Credit = open
items, #alance, and Accumulated #alance for each
level are provided. ;ia the :avigation 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 utili<ed for various types of
analysis related to a customerAs account. This online
report is generated on demand. Additionally it can be
e.ported to 8.cel or as an OT*/ document.
!" )#/I:
P This display is very popular
and heavily used. Provides the
most overall information by
customer.
Customer /ine 1tem ,isplay P
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.
)or e.ample, only open items or only cleared items.
1n 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.
!" )17" ,isplay #ank
An open invoice has been dunned according to the
dunning schedule and the billing agency has decided
to submit the invoice or customerAs account to the
Attorney -eneral %A-& for collection. Per
*anagement ,irective "'7.'7 %Collection, eEuests
for Compromise, and $rite-2ff of ,elinEuent
Claims& the open receivable is moved from a standard
reconciliation account to a doubtful account. 8ach
Comptroller office will analy<e the open receivables
that have reached a final dunning level. The
receivable could be written off by the agency. 1n this
case, the open item is cleared and posted against a
write off account. 2r the open item could be
submitted to A- for collection. Specific
reEuirements for submitting open invoices to A- for
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collection can also be found in *anagement
,irective "'7.'7. 1f the open item is submitted to A-
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
-eneralAs 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 -!/ account %reconciliation account&.
Specifically, the program reads all open items in a
customer account, and if an itemQs balance is greater
than <ero and the transfer-posting deadline is reached
%days in arrears defined in customi<ing&, it clears the
item and posts a new item with the specified special
-!/ indicator. :ote, 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 customerAs account and can still be
cleared from the customerAs account via standard
payment methods %lock bo., manual payments, etc.&.
Oowever, 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 te.t of the
new document will state the programAs name. The
cleared original invoice will have the new re-posted
invoices as a cross-reference number. Hpon
e.ecution, 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.
#$ AC Aging Schedule
%Accounts eceivable role&
This report ages open accounts receivable accounts in
increments of "7 days to greater than '47 days.
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:egative 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 :otes page on the
workbook for additional information.
Cash Management Reports & Displays
T$pe ID Description
!" )#7" ,isplay ,ocuments
This transaction will display a previously created accounting
document. To display a specific document, enter document
number, company code and fiscal year %optional&.
!" ))JA Cash *anagement and )orecast
The purpose of the transaction is to display the daily,
weekly or monthly cash position of an advancement
account. The cash position supplies information on the
current financial situation in the advancement account
bank accounts. The cash position reproduces the activity
in these accounts and is derived from the prompt entry of
all payments made within a short period of time. The
cash position consists of two elementsC the balance in the
bank account minus the outstanding checks eEuals the
cash position.
The cash position transaction provides the following
benefitsC '& #ank balances by value date %bank transaction
date&@ 4& cash position covering the ne.t few days@ and "&
control over outstanding %open items& checks.
!" )#/": -/ Account /ine 1tem ,isplay
!" )).K ,isplay 8lectronic #ank Statement
!" )).' -/ Account #alance
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Cost Allocation Reports & Displays
T$pe ID Description
!" F#'K: ,isplay *anual Cost Allocation
!" FS#' ,isplay Actual Cost /ine 1tems 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.
!" F2#' ,isplay Actual Cost /ine 1tems for 2rders
!" FS#I ,isplay Actual Cost ,ocuments
Fixed Assets Reports & Displays
T$pe ID Description
!" S6A/6(J7''GKI Asset #alances by #usiness Area
!" S6A/6(J7''GJG Physical 1nventory /ist by Cost Center
!" S6A/6(J7''G(' Physical 1nventory /ist by Asset Class
!" S6A/6(J7'47JI Asset Oistory
General Ledger Reports & Displays
T$pe ID Description
!" S6A/6(J7'4"4K Chart of Accounts
!" S6A/6(J7'4"4( -!/ Account /ist
!" B*2:8C2: *onthly SAP to TA#S econciliation $orksheet and
8.ception eport
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Proect !ystems Reports & Displays
T$pe ID Description
!" )#7" ,isplay ,ocument
!" F#'K: ,isplay *anual Cost Allocation
!" CR'" Actual Costs!evenues %accrual-based line item report&
!" )*8* A877D = Pro0ect Status of Appropriations eport
#$ /ife to ,ate Commitments and
Actuals by
Pro0ect
%Pro0ect Systems role&
This workbook displays Pre-Commitments, Commitments,
Actual 8.penditures, Purchase eEuisitions, Actual
Augmentations and :on-Augmenting evenues by Pro0ect
,efinition. Amounts are life to date based on the input
fiscal period and fiscal year. This workbook includes the
different breakdowns of the pro0ect definition and $#S
element, i.e. phase, part, activity, point. This report
e.cludes #usiness Area J( %Penn,ot&. ;arious optional
inputs and characteristics for drilldown purposes are also
available.
#$ Penn,ot /ife to ,ate
Commitments
and Actuals by
Pro0ect
%Pro0ect Systems role&
This workbook displays Pre-Commitments, Commitments,
Actual 8.penditures, Purchase eEuisitions, Actual
Augmentations and :on-Augmenting evenues by Pro0ect
,efinition. Amounts are life to date based on the input
fiscal period and fiscal year. This workbook includes the
different breakdowns of the pro0ect definition and $#S
element %Pro0ect Fey, oadway Sys, State + /ocal oute,
Phase, Section, 2rgani<ation, Program, Part Code& for
P,2T only. ;arious optional inputs and characteristics for
drilldown purposes are also available.
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Procurement Reporting
"nventory Management Reports & Displays
T$pe ID Description
#$ 1nventory 2n-hand eports
%1nventory *anagement role&
eports show the inventory on-hand at Plant, #usiness Area
and 8nterprise level. 8ach of the levels will show valuated
stock Euantity and valuated stock value. This will allow
inventory and purchasing personnel to evaluate where stock
is located and assist in finding needed material.
!" **#8 Stock 2verview - view inventory status of one material at
all organi<ational levels.
This transaction is based on the need to review only one
material, if the need e.ists to check status of several
materials use transactions *#I" = Plant Stock Availability
or *#I4 = $arehouse stock.
!" **K7 *aterials /ist - list material information by material, plant,
material group or type.
Purchase #rders Reports & Displays
T$pe ID Description
#$ Purchasing -roup Analysis =
;alues
%Purchase 2rders role&
This report provides an analysis for the distribution of
purchasing activities per purchasing group with regard to
the dollar amount of each process. *andatory selections
of Calendar 5ear!*onth and Purchasing 2rgani<ation
must be made when this report is initiali<ed.
#$ Purchasing -roup Analysis =
;olume
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. *andatory selections of
Calendar 5ear!*onth and Purchasing 2rgani<ation must
be made when this report is initiali<ed.
#$ P2 Summary by #usiness
Area
This report shows the open P2 ;alue and number of P2
line items by #usiness Area %Agency& and ,ate ange
selected. This Euery enables you to analy<e Purchase
2rder information. Stock Transport 2rders are e.cluded
from this report. A mandatory selection of Calendar
5ear!month must be made when this report is initiali<ed.
This report also provides a 0ump to P2 detail data.
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!" *8(': Analyses of order values - un totals analysis, A#C
analysis, analysis using comparison periods, or freEuency
analysis. Hse one of the four options, combine several or
use all options in one analysis.
!" *8(7): -eneral Analyses for Purchase 2rders - un analyses and
create various sum totals.
,etermine order value for a single material over a certain
period, or which purchasing organi<ation is responsible for
the largest portion of the total order value for all materials.
Compare several plants, purchasing groups, or vendors.
!" Purchase 2rders ,isplayC
*84C
*84F
*84/
*84*
*84:
/ist ,isplay - Purchase 2rders byC
*aterial -roup
Account Assignment
;endor
*aterial
Purchase 2rder :umber
Contracts Reports & Displays
T$pe ID Description
!" *84": ,isplay of Standard Purchase 2rder ,ocument
!" *8I": ,isplay of Purchase eEuisition ,ocument
!" *8(7: -eneral Analyses for Contracts
Same as *8(7):.
!" Contract ,isplayC
*8"C
*8"F
*8"/
*8"*
*8":
/ist ,isplay - Purchase 2rders byC
*aterial -roup
Account Assignment
;endor
*aterial
Agreement :umber
#$ 8.piring Contracts
%S* eporting role&
This report allows a user to Euery based on 8.piration
,ate, Contract 1,, or ;endor to identify contracts reaching
their ;alidity end date. The report also provides drills for
product information included in the contract.
RF$ Reports & Displays
T$pe ID Description
!" )3 ,isplayC /ist ,isplay = reEuests for 3uote byC
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*8D/
*8D*
*8DS
*8DC
*8D:
;endor
*aterial
Collective :umber
*aterial -roup
)3 :umber
#$ )3 Analysis
%Sourcing role&
This report shows the Total )3 1tems, #ids :ot
eceived, #ids eceived, and S of #ids eceived for the
,ate ange Selected. A mandatory selection of Calendar
5ear!*onth must be made when this report is initiali<ed.
This report provides information on )3Qs issued to
certified *$#8 by indicator and race.
ED OF DOC!"E#

9//!"" #$ Bartron '( of '(

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