SAP in Schools Public document

Section 9: KSB1 Reporting on Line Items V2 April 2017

Section 9: Reporting on Line Items

Transaction KSB1 – Display Actual Cost Line Items for Cost Centres

These instructions advise you how to produce a finance line item report (postings) for your
cost centre. Audit require you to check the postings (KSB1 report) on a monthly basis.
It is advisable to print the complete report on or after the 8th of each month, for the previous
month. When the report has been checked, it should be initialled by the person checking the
report and also the approver.
You can change the layout of the KSB1 report and/or apply filters (search criteria) to meet
your individual monitoring needs.

9.1 Reporting on Postings

 Log into SAP

 Type in KSB1 in the transaction field and click Enter on your keyboard or double
click on the transaction if it is in your Favorites
 The screen below appears. Enter the following:
o Cost Centre
o Posting Date – from and to – with the timescale you wish to report on.
(The default period is the current month).
o Layout is set initially at Default – Primary cost posting

 Click Execute to view all postings for the specified time period

 The report is generated. Use the vertical and horizontal scroll bars to view all details

 The KSB1 Default layout is sorted in posting date order (the small red triangle in the
PostgDate column heading signifies the sort)

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Note:

 To change the order of columns, see Section 9.4.4

 To save the changed layout, see Section 9.5.1
 To increase the number of results shown eg if you are a large school and searching
over a long timescale see Section 9.6

9.1.1 Running the Report on a single or range of GL codes:

 The report can be run on a single GL code:

o In the first screen, type the GL code into the first Cost Element field

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Or

 It can be run for a range of GL codes eg all teaching assistant salary costs
o In Cost Element, click on the yellow arrow

 Click on the Select Ranges tab

 Type in the lowest GL code in Lower limit and the highest GL code in Upper limit

 Click on the Copy button

 Click Execute to run the report

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Section 9: KSB1 Reporting on Line Items V2 April 2017

9.2 Drill down into Postings

9.2.1 Viewing a VIM Invoice (KR Document Type)

 A VIM invoice is identified by Document Type KR in the posting line of data. The
DocTyp column shows the document types:

 To view more information about the line item, double click anywhere along the line
(See next section for how to check if a vendor has been paid).

9.2.1.1 Checking if the Vendor has been Paid

When a VIM invoice is approved, it immediately appears in the postings of your cost centre
but the payment will go to the vendor when the payment terms are met (usually 30 days
from the date of the invoice).

To check if the payment has been made to the vendor:

 Double click on the posting line

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 If there is a clearing document number in the Clrng doc. field, payment has been
made

To see the clearing date (the date money was transferred to the vendor’s bank),
double click on the clearing document number

 To see the total payment made to the vendor on that day, double click on the
clearing document number (next to the clearing date). Your payment could be part
of a larger payment to the vendor.

 Click Back to return to the postings report

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9.2.1.2 Viewing the copy of a VIM Invoice

 Double click on the posting line

 Click on the Services for Object icon at the top right, then click
Attachment list

 A pop up window appears. Double click on the attachment to view a copy of the
invoice

 When you have viewed the invoice, click on the Back button, click on the X in the
attachment screen, click Back to go back to the report

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9.2.2 Viewing the Copy of an OrderPoint Invoice (WE / RE Document Types)

OrderPoint orders can show as 2 different document types on the KSB1 report, WE and RE.
WE document type: as each line is goods receipted within OrderPoint, the line amount
appears as an actual expenditure.
RE document type: if there is a variation in price in the order.

Invoices relating to the Purchase order can be viewed by drilling down into these
documents.

If the document type is WE:

 Double click on the posting line

 In the next screen, click on the Scroll icon next to the Purchase Order number

 In the next screen double click on the 51xxxxxxxx number

 In the next screen, click on Services for Object, then on Attachment List

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 In the pop up window, click on the listed attachment, to view

 When you have viewed the invoice, click on the Back button, click on the X in the
attachment screen, click Back to go back to the report

If the document type is RE:

 Double click on the posting line

 Click on Services for Object, then click on Attachment list

 A pop up window appears. Double click on the attachment to view a copy of the
invoice

 When you have viewed the invoice, click on the Back button, click on the X in the
attachment screen, click Back to go back to the report

9.2.3 Adding Additional Attachments

You can add an additional attachment to an invoice posting eg excel spreadsheets, word
documents, scanned images or emails. Documents should first be saved to your desktop
added and then deleted from the desktop.
Notes can also be added eg a Governors minute number.
Adding notes or attachments creates a useful Audit trail.

 Double click into the posting line required

 Click on the Services for Object button, then click on Create, then
Create Attachment1 or Create note2
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1. Click Create attachment: 2. Click Create note:

 A browse screen appears – Click  A note window appears

on import from native file system
(green icon) then search for  Type in the Title of your note
document required.
 In the Text area, type the details.
You can copy and paste into
there, using Ctrl C and Ctrl V

 Click the green tick

 Double click on the attachment or

highlight the attachment and click
Open

 A message at the bottom left of the screen indicates your attachment or note has
been successfully added/created

 Click Back to return to the postings

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9.2.4 Drill down into Payroll Postings (AB Document Type)

Payroll postings show as document type AB in KSB1 and you can drill down into them.

(This information displays more easily in transaction PC00_M08_DRL_COSTOBJ which is

a specific payroll report. Audit require this report to be checked monthly).

 In your KSB1 report

 Double click on the payroll posting line you wish to view

 Tick the code you wish to view and click on Display Revision information

 The screen shows the payroll numbers and names of the individuals who make up
the posting and also the type of payment in Wage Type Long Text

9.2.5 Drill down into Cash Postings (SK and T3 Document Types)

 In your KSB1 report

 Double click on the Cash posting required – Document type SK or T3

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If the posting is an SK posting:

 You are taken into the Cash journal input screen

If it is a T3 cashless transaction
 You are taken into the Display Document screen

The income received with the reason is shown for each code used.
The charge for the transaction shows on GL code 146200.

9.3 Filtering

Filtering (searching) can be applied to any of the columns and a few examples are shown
within this section. Before starting the search, ensure the cost centre, general ledger code
(if appropriate) period required is selected on the initial KSB1 entry screen and Execute.

9.3.1 By Document Type

To search for a document type eg VIM invoices

 Left click on the Doc Type column heading to highlight the column

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 Right click on the column heading to show the menu

 Click on Set Filter

 Type in the required Document Type or click on the search square to select, click on
green tick

See Appendix A at the end of this guidance for a list of document types.

9.3.2 By Amount

To search for an Individual Amount or Amounts Greater than or Less than

 Left click on the Val/COArea Crcy column heading

 Right click on the column heading to show the menu

 Click on Set Filter

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 If searching for an exact amount:

 Type this figure in the Val/COArea Crcy field, then click the green tick

If searching for greater than or less than:

 Type in the amount as above, then click on the Selection Options button

 Click on the required parameter and click on the green tick in this screen

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 Then click on the green tick in the previous screen

 All items for that value range and period will show in the report

9.3.3 By Vendor

 Left click on the Name of offsetting account column heading

 Right click on the column heading to show the menu, then click on Set Filter

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 Click on the search squares to view the vendors

 From the vendor list, either double click on the required vendor name, click the
green tick
or
 Type the vendor name in the search field, click on binoculars (at the top of the
screen)

 With that vendor’s name highlighted, click on the green tick, then click on the green
tick again in the previous screen

 All items for the selected vendor will show on screen

9.4 Changing the Layout of KSB1

You can make changes to the layout of the KSB1 report and these changes can be saved
for future use if you wish.
Note: the monthly KSB1 report for Audit can be in any layout but should include all
codes and postings for the period selected.
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9.4.1 Subtotal

 Left click on the heading of the column you wish to subtotal eg Cost Element

 Right click on the column heading to show the menu, then click on Subtotals

 Data shows, subtotalled by your selected column eg Cost Element

9.4.2 Subtotal Summary

If you require a summary of the posting totals for each GL code:

 Scroll down to the end of the report

 Double click on the double squares next to the total amount

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 This lists the individual GL codes with their current totals

 To open a single GL code and view its individual posting lines, click on the single
square by its total

 To clear the subtotal summary, double click again on the double squares

9.4.3 Ascending or Descending order

 In your report, left click on the column heading you want to sort by

 Click on Sort in Ascending Order – or Sort in Descending Order

9.4.4 Hiding / Adding / Changing the Order of Columns

To hide a column:

 Left click on the column heading, then right click

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 Select Hide from the menu

 The columns will reappear when you exit the report. To make the hidden columns
show again whilst still in the report, do the following:

To add a column:

 To make the columns show again (without leaving the report), left click on any
column, then right click

 In the Column list on the right hand side, highlight the column to add back in, then
click on the left facing arrow in the centre

 This moves the column to the Displayed Columns list. Click the green tick

9.5 Personalising the Report Layout

The layout of the KSB1 report can be tailored to meet your own needs and this altered
layout can be saved to become your default layout, or to select as required.
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 In the report, left click on any column heading, then right click to view the menu,
click Show

 The Change Layout window appears:

o Displayed Columns shows the columns currently showing in the report, listed
in the order they appear
o Column Set shows the columns not showing, and which can be added

 To add a column into the report, highlight this in Column Set and click on the left
facing black arrow (in the centre of the screen)

 To remove a column from the report, highlight this in Displayed Columns and
click on the right facing black arrow

 To change the order of the columns in the report, click on the column in
Displayed Columns and use the up and down arrows to move it to your required
place

9.5.1 Saving a Layout

 With your tailored report on screen, click Save Layout, (you may need to click on the
pair of right facing arrows to view this option)

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 Type a name for your report in the Save Layout field eg /Northwood

 Type a description of your report in the Name field eg Postings PO

 If you want the report to be your default, click Default setting

 Click the green tick

9.5.2 Changing a Layout

 To make changes to your saved tailored report; with the report on screen, click
Change Layout

 Make the changes as shown in Personalising the report layout, Section 9.5

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 Click Save

 In Save Layout, click on the green tick

 Click Yes to the message to overwrite existing layout

9.6 Changing the Number of Records Displayed

The report defaults to show a maximum of 5,000 records.

If you have a large school and/or running the report for a long period of time, you may not
see all the information you expect.
To avoid this, you can increase the number of records to be displayed.

 In the report window, click on More Settings

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 Overtype the default Maximum No. of Hits field from 5,000 to 99,999,999, then click
the green tick

 Click Execute
Note: this setting cannot be saved so you will need to edit the number of records
each time, if so required.

10 Printing a Report

 In your report, click on Menu, List, then Print.

Note: For some reports eg S_ALR_87013620, click on Menu, System, List, Print

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 In the Print ALV List screen, Output Device should be populated as shown

 Ensure Print all is selected

 Click on the green tick

 A Preview screen will shortly appear, click on the Print icon and then Ok to printing

 When the report has printed successfully, exit the screens

11 Exporting a Report into a Spreadsheet

If you wish to export the report into a spreadsheet please contact the Core
Business Systems Team on 01629 538088 or email
[email protected]

Note: 1. Ensure your spreadsheet is saved to a secure location as it could contain

sensitive data.
2. If using a spreadsheet to report to Governors, ensure that you evidence that
the totals reflect the actual figures in SAP.
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