Detail Transaction Report Quick Reference Card

1. SAP

DETAIL TRANSACTION REPORT QUICK REFERENCE CARD

1. Detail Transaction Report Filter Options

Fiscal Period from and to (required) the default is the current period. The periods are represented by months of the year with a fiscal year that begins July 1. For example first period of 2012 would be July 2011 or 1 2011.

Month Starting / Month Ending (display only) This field is automatically filled in by SAP based on the fiscal period.

Cost Element Group (required). The default cost element group, CEMIT-0, will display the standard Summary Statement. To use other cost element groups, see Reporting Fundamentals: Selection Options for Cost Element Groups.

Cost El (optional) Individual Cost Element. To run the DTR for individual cost elements within the cost element group, enter the Cost Element Group field and type in or select the individual cost elements. Note: Running the DTR for one or all cost elements takes about the same amount of time.

Company Code (required). CUR is the default code for MIT’s books. At least one profit center group, profit center, project, or Cost Object (WBS element, internal order, or Cost Center) is required.

Profit Center Group Profit center grouping is an SAP feature that offers flexibility in categorizing individual profit centers into groups. For example, if you run the report by profit center group, the report will be grouped by Cost Objects of the same type (Cost Centers, internal orders, and WBS elements) for all profit centers.

Profit Center. Your profit center number is your department number prefaced by the letter "P" for a consolidated or full department report.

Project - Project number for a consolidated project (parent/child WBS elements) report.

WBS Element Enter an individual WBS element, two or more nonconsecutive WBS elements, or a range of WBS elements.

Include lower level WBS's (optional) Check this box to display all the lower level WBS elements associated with the higher level WBS element, usually the project number. Be sure to enter a WBS element. You first need authorization for the Cost Object to see the WBS element levels.

WBS Level (optional) Use this field to limit the display of lower WBS levels; for example if you want to see only one level, type in the level number (such as 2 or 3) of the lower WBS elements. You can display more than one level by filling in the To field on the right, such as 2 to 5. Be sure to complete the WBS Element and the Include lower level WBS's fields. Note: Only WBS element numbers with data will be displayed on the report.

Order Enter an individual internal order, two or more nonconsecutive internal orders, or a range of internal orders.

Cost Center Enter an individual Cost Center, two or more nonconsecutive Cost Centers, or a range of Cost Centers.

Cost Object (unknown type) (optional) Use this field if you don't know whether the Cost Object is a Cost Center, WBS element, or internal order. Type in the Cost Object and press the Enter/Return key. The numbers appears in the correct Cost Object field above. Continue completing the rest of the screen.

Term Code (optional) 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

Open = displays only open cost objects.

1 = Closed. Pre-end date charges are allowed

2 = Suspended. Charges are not allowed.

3 = completely closed, and no charges are allowed

Supervisor MIT ID (optional) Rather than using the cost object selection criteria, you can select cost objects by Supervisor. Enter the MIT ID of the Cost Object's supervisor. To find the supervisor's ID number, use the MatchCode button to search for the supervisor's name. Double-click on one of the resulting ID numbers to select it. All Cost Objects for the supervisor for which you have authorization will be displayed when you run the report.

Exclude commitments (optional) If checked, the Commitment Listing will be excluded from the DTR.

Exclude Blanket Orders (optional) If unchecked, all open blanket POs will appear in the Commitment Listing. If checked, blanket POs will be excluded from the Commitment Listing.

Multiple Selection button allows you to enter a range of an item or nonconsecutive items. For more details see the section on reporting in the SAP Basics course.

DTR Buttons Change Sort Order changes the order the report is sorted by and you can sort up to 3 columns. Sort choices include all elements of the DTR.

Change Layout changes spacing of report by column size.

Download will download the report to an Excel spreadsheet.

DTR Columns Type stands for the type of SAP document; for example a Request for Payment (RP) or Travel Auto posting (TR). For a full listing of types see the document.

Document Number is the key the system uses to access the record of the transaction.

Trans Date or transaction date is the posting date of the original transaction.

Description provides identifying information such as PO number and a description of the charge.

Amount is the amount of the transaction. On the DTR, debits are shown as positive, and credits are shown as negative.

Check number is the number of the check that paid the invoice. If a check number is indicated, this provides confirmation that the invoice has been paid by MIT.