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eChart of Accounts

eChart of Accounts. Course Objectives. Prepare yourself for your job specific SAP ECC training: Understand how SBBC will be using SAP ECC Accounting Compare the legacy accounting string (coding block) to the new SAP ECC coding block

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eChart of Accounts

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  1. eChart of Accounts

  2. Course Objectives • Prepare yourself for your job specific SAP ECC training: • Understand how SBBC will be using SAP ECC Accounting • Compare the legacy accounting string (coding block) to the new SAP ECC coding block • Understand the fields that a user sees when processing transactions in SAP ECC

  3. Agenda

  4. How SBBC will be using SAP ECC AccountingUnit Objectives • Describe the components of SAP ECC Accounting that SBBC will utilize: • Financial Accounting (FI) • Controlling (CO) • Funds Management (FM) • Grants Management (GM) • Project Systems (PS) • Understand what to fill in if prompted for • Company Code • Controlling Area • FM Area

  5. SBBC will be using these areas of SAP ECC Accounting: FI Used for external reporting; contains the SBBC Chart of Accounts, or list of General Ledger Accounts Financial Accounting FM Used to manage, control and execute budgets Funds Management CO Used to manage financial information internally; includes cost centers and internal orders; Costing Controlling PS Used to plan and manage capital expenditures such as new schools or classroom additions Project Systems GM Used to monitor and control grant funds Grants Management

  6. Why is it important to know that SAP ECC Accounting contains various parts? In some cases, the new SAP ECC Accounting String will contain the same number or code for more than one field because of the different parts of SAP accounting. Example: These three fields have the same number in SAP ECC : General Ledger Account (for FI) Commitment Item (for FM) Cost Element (for CO) This happens because each part of SAP ECC accounting requires data SAP ECC is an integrated system Action in one area creates a record in another part of SAP

  7. SBBC • Company Code • Controlling Area • FM Area What should you do if the system prompts you for:

  8. SBBC is the Answer!!! • SBBCwill be set to default for the following fields: • Company Code (needed for Financial Accounting and Grants Management) • Controlling Area (needed for Controlling) • FM Area (needed for Funds Management) • You should not have to fill in these fields • However, if the SAP system ever prompts you for one of these fields, you know what to do! • Fill in SBBC

  9. Introduction to Accounting: Student Quiz Match the part of SAP ECC Accounting to its definition

  10. Introduction to Accounting: Student Quiz Answers

  11. Agenda

  12. Upon completing this unit, you should be able to recognize the fields you will see when you process transactions in SAP ECC GL Account Business Area Cost Center Order Fund Funds Center Functional Area Funded Program Commitment Item WBS Element (Work Breakdown Structure) Grant Accounting String Unit Objectives

  13. Overview of the Legacy/SAP ECC Crosswalk Legacy Accounting String SAP ECC Accounting String • In this unit, we will discuss each of the fields in the SAP ECC Accounting String. • The Appendix contains a crosswalk table that shows you where the legacy fields will show up in SAP ECCfields.

  14. When is the SAP ECCAccounting String Used? Same as now: Requisitions Check Requests Budget Transfers Travel Vouchers Mileage Vouchers Personnel Forms Payroll Requests for Journal Entries

  15. Are all the Fields Required? No! What you need to fill in depends on what transaction you are processing in SAP ECC. Some data will default based on other data that you enter You will learn which fields are required for your work during your job specific training

  16. So where do I use these fields? • Give me a real example!!!

  17. OK…Here is what you need to complete a purchase requisition in MSA and what you will need to complete one in SAP ECC : SAP ECC Accounting String Legacy Line of Coding

  18. Purchase Requisitionfor Cost Center (sample) What you select here determines what fields appear in the Account Assignment tab below

  19. The new General Ledger Account • 8-Digit Field called “G/L Account” • Will consist of a combination of legacy fields • Can look up G/L account numbers in SAP ECC using the drop down icon

  20. G/L Expense Account: Legacy versus SAP ECC

  21. G/L Revenue or Balance Sheet Account: Legacy versus SAP ECC

  22. General Ledger Account NumberExamples 8 Digits: Begins with “Class” 1: for Assets 2: for Liabilities 3: for Equity 4: for Revenue 5: for Expenses

  23. Business Area NEW 4-digit field Each school and department will have a specific business area number, in addition to their location number, which is not changing 3252 is Coral Springs High School’s Business Area 1100 is the Office of the Superintendent’s Business Area Business areas will allow senior managers (district directors, principals) to monitor the performance of their department or school

  24. Business Area Numbers Business Areas Number Ranges: 1000-2999: Departments 3100-3299: North Area Schools 3300-3499: North Central Area Schools 3500-3699: South Area Schools 3700-3899: South Central Area Schools 6000-6400: Charter Schools, Broward Educational Foundation, Pre-K Agencies, BECON • Note: In addition to being its own 4-digit field, the 4-digit Business Area will also be the first part of the next field we will discuss, “Cost Center” • Note: Business Area is also the first part of “Funds Center,” which we will discuss later

  25. Examples of some SBBC Business Areas You can see the Business Areas in the system by selecting the drop down field

  26. Cost Center: Current SAP System versus New SAP ECC System

  27. Examples of SAP ECC Cost Centers • Note that cost centers have validity dates. • Cost Centers have the same numbering as “Funds Centers” in Funds Management. • We will discuss the “Funds Centers” field later on in this course

  28. New Field: OrderNew 10-digit alpha-numeric field • Replaces some activity numbers • Although the field is “Order”, it is often referred to as “Internal Order” • Most commonly used for a unique program at a school or department to track expenditures • Example: Hospital/Homebound program at Seagull School • Not all sites will use Internal Orders. If your site does, the internal order number will be provided to you.

  29. Order NumbersThe 10-digit number consists of: (Type of location)

  30. New Coding Block Student Quiz Match the Field to its definition

  31. New Coding Block Student Quiz Match the Field to its definition

  32. OK, I got an A+!Tell me some more!!! • Hey, budgetkeepers…pay attention! • You’re going to see these fields when you create a budget transfer in SAP ECC! • Fund • Funds Center • Functional Area • Funded Program • Commitment Item

  33. Fund Fund in SAP ECC represents the same thing as Fund in the legacy system It is a 4-digit field in SAP ECC : Example: General Fund is now 1000 instead of 100 You can look up a fund by using the drop down icon on the fund field

  34. Funds Center • Funds Centers represent budgeting organizations at SBBC • Equivalent to a school or department. • Equivalent to SBBC’s current location and type • Captures “where” the costs are incurred • The Funds Center will be 10 digits in length consisting of: • Business Area: 4 digits • Type: 1 digit • Location: 4 digits • Zero: 1 digit • There is a one-to-one relationship between a Funds Center and a Cost Center. They will have the same number! Example: 3315118510 - ROYAL PALM Elementary

  35. Functional Area Equivalent to the current function and activity Used to assign costs to a specific part of the budget 16-digit field which has a drop down icon for searching “Red Book” means DOE (Department of Education) requirement

  36. Functional Area (continued) 16-digit field Function: 4 digits Activity: 5 digits Plus 7 zeros Here are some examples using the drop down icon

  37. Funded Program

  38. Commitment Item • Equivalent to object code in MSA • 8-Digit field • (Same number as a General Ledger Account) • Examples: • 55110000 (Supplies) • 56430000 (Computer Hardware >$1000)

  39. MSA-SAP ECC Crosswalk Summary and Examples for Budgeting

  40. Funds Management New Coding Block Student Quiz Match the Field to its definition

  41. Funds Management New Coding Block Student Quiz Answers:

  42. So, what’s left??? • WBS Element • “Work Breakdown Structure” for Capital Projects and Site Acquisitions • Used by Grants Department and Project Systems • Grant

  43. Field: WBS Element • “Work Breakdown Structure” • Up to 16-digit field • Used in Grants Management, Project Systems, and in Capital Projects • Field has drop down for searching

  44. WBS Element (in Grants Management) Work Breakdown Structure (WBS) in Grants Management represents the details of who owns the grant and where the money is being spent 16-Digit Field Can begin with a letter from A-L As in the past, schools with Grant funds will be given the proper Grant coding to use

  45. WBS Element Numberin Grants ManagementReplaces MSA Fund & Activity Numbers WBS Element: 16-Digit Field • The first 9 digits (to the left of the period) represent: • Type of Grant: (C: State Grant) • Location that owns the grant (9780: ESE Department) • Grant #1 in that department (0001) • The 01 in yellow is the program in the WBS element • The 1751 to the right of the period is the location where the money is being expensed (Miramar High)

  46. Field: Grant Look Up

  47. Grant Grant Number: 14-Digit Field • The first 9 digits (to the left of the period) are always the same as the WBS element for the grant. • C: State Grant • 9780: Department (ESE) • 0001: Grant #1 in that department • The numbers to the right of the period represent the years for which the grant is active: • 0708: Fiscal years 2007 and 2008

  48. WBS Element Numberin Grants ManagementReplaces MSA Fund & Activity Numbers WBS Element: 16-Digit Field • The first 9 digits (to the left of the period) represent: • Type of Grant: (C: State Grant) • Location that owns the grant (9780: ESE Department) • Grant #1 in that department (0001) • The 01 in yellow is the program in the WBS element • The 1751 to the right of the period is the location where the money is being expensed (Miramar High)

  49. WBS Element (Project Systems) • Represents the phases and sub phases of a project • Used by Departments • Used when coding: • Capital Facilities Projects • WBS element begins with “P” • Site Acquisitions Projects • WBS element begins with “S”

  50. Facilities Projects will have the following: Alpha Character ‘P’ for Facilities Project 6-Digit Sequential Project Number 2-Digit Phase: .01 – Planning .02 – Pre-Design .03 – Design .04 – Bid and Award .05 – Construction .06 – Warranty .07 – Equipment Acquisition .08 – Technical Equipment 2-Digit Sub-Phase for each phase (16 different types of sub-phases) WBS Elements (Capital Facilities Projects)

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