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
General Ledger
Special Purpose Ledger

FI

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.

Controlling

Cost Center Accounting

Cost Element Accounting

CO

Internal Orders

Controlling (CO)
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

Funds Management

Fund Accounting
Budgetary Controls

FM

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 Journal
S_P99_41000147 Earmarked Funds

FI, CO and FM
G/Ls , Commitment Items and Cost
Elements

1xxxxx
2xxxxx
3xxxxx
4xxxxx
5xxxxx
6xxxxx
BA)
8xxxxx
Orders)

Assets
Liabilities
Net Assets
Revenues
Expenses
Expenses (Settlement PF crosses
Expenses (Settlements / Work

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

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

Fund

Commitment Item
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 tcodes.

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

Value Type =
81
FMBB
Budget
Process =
CORV,
TRAN,
SUPL

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