Reports The Recapitulation of Expense Report
lists expenses for cost objects on a
monthly, cumulative, and fiscal
year-to-date basis for a specified fiscal
period. Unexpended amounts are also
displayed and can be calculated on
authorized totals, financial plans, actual
cumulative income, or funds available. Note
You
must have authorization
to view specific cost
objects or profit
centers in order to run
this report. Displaying
the Recapitulation of Expense
Report Use the following navigation path from the SAP User Menu
screen or type in the transaction code from any screen:
Navigation
Path: - User Menu Transaction
Code : /nzrcp Result: The "Recapitulation of
Expense" screen is displayed so that you
can enter selection criteria for the
report. Entering
the Fields on the Report Type in or select one or more of the fields listed in the
following table. Remember, more precisely defined reports
generally take less time to run. Field
Name Description Fiscal
period The current fiscal period and
year is the default. Type over
the default to enter another
fiscal period and year. As of The default is the ending month, day, and year for
the current fiscal period. The month, day, and year
for the fiscal period that you selected is displayed
after you execute the report or after you complete
the fields and click the Enter button Recapitulation
of Expense for Type in the text that you want
displayed on the report after the
title "Recapitulation of Expense
for." It is recommended that you
type in your parent cost object
number or a description. The
title will be displayed on the
top of the screen after the
report is executed. Supervisor Supervisor's last name followed by an asterisk (*);
for example, Petrov*. Be sure to leave an asterisk
in this field even if you don't enter a supervisor.
Note
You
must enter a cost object in order to use
the supervisor search field. Only the cost
objects for which you have authorizations
will be displayed. Profit
Center Type in or select the profit center (your department
number prefaced by the letter "P" ) or a range of profit
centers. Cost
Objects Type in or select individual cost objects or any combination
(projects, cost centers, internal orders, WBS elements).
Term
codes Click in the box to include the cost objects by status
on the report. Values are: blank = open for charges between start and end dates 1 = active, but in the closing period 2 = no longer in use 3 = completely closed, and no charges are allowed Unexpended
Balance is Calculated on You can select Authorized
Total (OR Budget),
Cumulative Actual Income,
or Funds Available to
calculate the unexpended balance
in the cost object. Authorized Total
(OR Budget) If you select
Authorized Total
and enter 0 (zero) in
the Budget
version field (the
default), your report
will display authorized
totals for active WBS
elements and internal
orders and the official
budget of record totals
for active cost centers
in the Auth total
(OR Budget)
column. Alternatively, if you
select Authorized
Total and select
your departmental budget
version number from the
Matchcode on the
Budget version
field, your report will
display and calculate
unexpended totals on
your departmental budget
plans in the Auth
total (OR Budget)
column. If no
department-generated
plan version exists,
that column will show no
values. Cumulative Actual
Income Selects the total
amount of actual income
in the cost object as of
the fiscal period for
which the report is
being run. If you select
this field, it replaces
the default Auth total
field and is used to
calculate the
Unexpended
Balance column. Funds
Available Funds Available is
calculated and compared
to cumulative
expenditures and current
commitments. If you
select Funds
Available, the
following information
for the cost objects
will be displayed: For cost centers: MIT
budget Budget
version Defaults to the current Institute budget, version 0.
If a departmental budget plan exists, enter the plan
number to view the actuals against the department plan
figures. Exclude Blanket
Orders from Commitments Unchecked, all open blanket POs will appear in the
Commitment Listing. If checked, blanket POs will be
excluded from the Commitment Listing. Click the Execute button Reading
the Recapitulation of Expense Report Recapitulation
of Expense Report screen (SEE
FULL SCREEN) Scroll
right on the bottom to see all the columns. The Cost Obj and
Cost Obj Description columns do not move as you scroll.
Column Name Description COST OBJ Lists the cost objects or the cost objects in the profit
center that you entered. If there is no data for the
cost object numbers that you selected, they will not
appear in the COST OBJ columns. COST OBJ DESCRIPTION The name of the cost object. PR/CTR The profit center number of the cost object you selected. PR/CTR DESCRIPTION The profit center name of the cost object you selected. SUPERVISOR NAME
The supervisor responsible for the cost object. AUTH TOTAL (OR BUDGET) Displays the authorized total, the official budget,
the departmental plan budget,the cumulative actual income,
or funds available for the cost object, depending upon
what you selected on the entry screen.
Note
An
authorized total is the amount of funding
available to be spent on a particular cost
object. This may be funding from a research
sponsor (WBS elements) or discretionary
money from other sources (internal orders).
The
authorized total does not represent actual
income to the Institute, but rather a promise
from a sponsor or donor to support a particular
project at an agreed-upon level of funding.
As expenses occur on the project, the sponsor
or donor is billed and income is received
to offset the project expenses. Eventually,
this revenue will equal the agreed-upon
authorized total for the project. The
authorized totals for consortium accounts
are currently updated manually. The Plan
Zero Summary Postings are not updated manually
but are updated by a program that is run
every other day which brings the summary
posting into sync with the authorized total
on any account that is manually entered
into SAP. CURRENT MONTH EXPENSE The current monthly expenses for each cost object from
the beginning of the selected fiscal period to the end
of the selected fiscal period. FISCAL YTD EXPENSE Lists the fiscal year-to-date expenses for each cost
object from the beginning of the fiscal year to the
end of the selected fiscal period. CUMULATIVE EXPENSE Lists the cumulative expenses for each cost object
incurred since the beginning of the cost object. UNEXPENDED BALANCE This field is calculated differently depending upon
the field you selected to run the report: Authorized Total (OR Budget) minus Cumulative
Expense or Cumulative Actual Income minus Cumulative
Expense COMMITMENT Reflects all open commitments made as of the run date
of the report against the cost object with or without
blanket orders, depending upon what you selected on
the report entry screen.
Note
The
last row provides the totals for each column
containing financial information. UNCOMMITTED Difference between the Unexpended and Commitment columns.
Drill
Down to the Summary
Statement You can drill down to the corresponding
Summary Statement on cost objects
displayed in the report. 1. Click on an item under any column to
see the Summary Statement for that cost
object. Result: The Summary Statement
for the item for the fiscal period that
you selected is displayed. 2. Click on the Back arrow Button
Name Function Subtotals each column. First click on the column heading,
then on the Subtotal button. Sorts the column you selected
in ascending order. First click
on the column heading, then on
the Sort button. Rearranges the order of the
columns on the report or hides
them. For projects and WBS elements
you can also display End
date (or expiration date),
Project Description, and
Project (number) as
optional columns on the
report. 1. Click the Change Layout
button on the Function bar. Result: A window
displays the fields and columns
on the report, plus End
date, Project
Description, and
Project which are
blank. 2. Change the numbers in the
order that you want them to
appear on the report. 3. Enter a number in the
End date, Project
Description, and
Project columns, if you
want them displayed for Projects
and WBS elements. 4. To hide the columns, delete
the number using the Backspace
key, Delete key, or space
bar. 5. Click on the Continue
button. Allows you to download the
report to a spreadsheet. For
instructions on using the
Download button, see
Reporting Fundamentals:
Downloading Reports. 1. Click the Print button Result: The "Print:" window appears. For more information on printing, see
Reporting Fundamentals: Printing Reports. Saving
the Report as a Variant You can save the values that you
entered in the report entry screen as a
report variant. For more information, see
Reporting Fundamentals: Report
Variants.
..
Recapitulation
of Expense Report
- Role ZMIT
- Reports
- Profit Ctr Reports
- Recapitulation GL44
In some fields, you can use the Matchcode 
(PC: 
)
search function to find the data you want. (See Getting
Started: Matchcodes.) Many fields offer Multiple Selections
for entering nonconsecutive numbers or multiple ranges of
data. (See Reporting
Fundamentals: Selection Options for Setting Report Parameters.)
(required)
(display
only)
. This is not an entry field.
(optional)
(optional)
(Profit
Center or
Cost Object is
required)
(at
least one profit center or
cost object is
required)
(required)
For internal orders:
Total Cumulative
Revenue
For WBS elements:
Authorized Total
(Summary postings G/L
account 400000)
(required
if you select Authorized
Total)
(required)
(F8) to run the report.
or
CUMULATIVE ACTUAL INCOME
or
FUNDS AVAILABLE
-if you selected the Authorized Total (OR Budget)
option-
-if you selected the Cumulative Actual income option-
to return to the Recapitulation Report.
To remove the subtotals, use the 
button. You can also click on the Back arrow ,
but you will return to the report entry screen.
on the Toolbar.
SAP for MIT Documentation on the Web
Valid From: 02/13/2001