SAP Grants Management (GM) T-code Basic Instructions

Table of Contents

NAV 100 – SAP Basics & Navigation Objectives 4

Project Financial Report (FSSR)- Z_FSSR_PROJFIN 5

Report Views 5

Project Financial Report Selection Criteria Screen 6

Sample Report - Project Financial Report Sample 7

Master Data Index for Grant—S_ALN_01000079 9

Selection Criteria for Master Data Index for Grant 9

Sample Report - Master Data Index for Grant 11

Grants Management Line-item Display—S_PLN_16000269 12

Grants Management Line-item Display Selection Criteria 12

Sample Filters and Layouts 13

Sample 1 - Grants Management Line-item Display Report - Summarized 15

Sample 2 - Grants Management Line-item Display Report - Detailed 16

FBL5N – Customer Line-Item Display 17

FBL5N Selection Criteria 18

FBL5N Report 19

GR55 Z500 – Grant Cash 20

GR55 Report Group Selection 20

GR55 Z500 Selection Criteria 20

GR55 Z500 Grant Cash Report 21

Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotaling 22

Menu Icons 22

Menu Icon Details 22

Select Layout Screen 23

Change Layout Functionality 24

Change Layout > Sort Order Example 1 – Master Data Indexes 25

Change Layout > Sort Order Example 2 – Line-item Display 26

Set Filters 26

Export Data 28

Microsoft Excel 28

Appendix B – Common Fields Glossary 29

‌NAV 100 – SAP Basics & Navigation Objectives

Before using this Grants Management t-code guide, users should review SAP Basics and Navigation (NAV 100) to understand the basics of navigating in SAP. The NAV 100 course covers the items listed below which may be useful with the t-codes covered in this document. Some of the functionality from NAV 100 will be covered within this document, but for full details please take the course.

• Basic SAP Concepts

• Selection Criteria

  • Dynamic Selection

• Variants

• Layouts

  • Editing and creating

• Running reports or lists in the background

• Output Options

Other navigation basics can be found in Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotaling.

Introduction to Grants Management Master Data

Users may also benefit from taking Introduction to Grants Management Master Data course before reviewing this document.

‌Project Financial Report (FSSR)-Z_FSSR_PROJFIN

The Project Financial Report, frequently referred to as the FSSR, t-code (Z_FSSR_PROJFIN) is a custom transaction code created for Purdue University that provides data in real time (if current fiscal year period is chosen).

Different views (listed below) are available. This report provides information like the Aims Account Summary report in Cognos.

‌Report Views

‌Project Financial Report Selection Criteria Screen

‌Sample Report - Project Financial Report Sample

‌Master Data Index for Grant—S_ALN_01000079

The Master Data Index for Grants (S_ALN_01000079) is a standard SAP transaction code available within SAP. This t-code allows users to create a list of grants based on basic Grant master data such as Grant number, Grant Group, External Reference (Sponsor Award #), or PI. You can double click on Grant field in the report to go to GMGRANTD to see full details.

‌Selection Criteria for Master Data Index for Grant

The Dynamic Selections icon  can be used to limit on Responsible Cost Center. Expand the Grant master folder. Scroll down near bottom of list and double-click on Responsible Cost-Center. It should appear on the right, enter the cost-centers you want to filter on (e.g. 40XX00XXXX).

Click the ‘Save’ Icon  . You should revert to the original t-code screen, but now the ‘Dynamic Selections’ Icon should read ‘1 Active’ .

Different layouts can be selected such as /BASIC – Basic Grant or /Memo Match. Use the Change Layout  icon to add or remove fields. See Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotalingfor details on using the Change Layout icon.

‌Sample Report - Master Data Index for Grant

‌Grants Management Line-item Display—S_PLN_16000269

Grants Management Line-item Display (S_PLN_16000269) is a standard SAP transaction code that provides transaction details from the Grants Management module.

‌Grants Management Line-item Display Selection Criteria

Users may choose to create a layout with all the fields they would like to include and set filters based on the question they are working on at the time. Users can also set up totals and subtotals within layouts. See Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotaling for details on how to manipulate SAP layouts and data. 

The information below can be used to filter the data to desired transactions. Field details can be found in Appendix B - Common Transaction Fields Glossary.

‌Sample Filters and Layouts

Users can also select from many layouts using the Select Layout  icon. You can use User Specific layouts to save your own layouts and filters. These layouts DO NOT have the “/” symbol in front of them and will show at the bottom of the list. Be careful about saving over current layouts that you have not created or changing the default layout on a non-user specific layout. This affects many users, not just your own.

To ensure your filters are accurate, compare totals to the Project Financial Report or AIMS Account Summary. Keep in mind AIMS data is as of the previous day. Remember that non user specific layouts can be changed by others without your knowledge. It’s always good to validate before using. Review items below when troubleshooting differences.

• Value Types – are there any value types that should be filtered out, or added back into your layout? See Appendix B - Common Transaction Fields Glossary for details.

• Should a filter be set on the Statistical Indicator? See Appendix B - Common Transaction Fields Glossary for details.

• Review the Posting Date vs the Entry Date. These can sometimes be in different fiscal year periods.

• Review the GL Account vs the Commitment Item. In select cases such as assets, the GL can differ from the Commitment Item.

Users can click on the RefDocument (Reference Document) field and the Display Document (FB03) will open. See FB03 Display Document for more details on using FB03.

When reviewing Commitments on Ariba Orders, RefDocument will be the PO# from Ariba.

‌Sample 1 - Grants Management Line-item Display Report - Summarized

‌Sample 2 - Grants Management Line-item Display Report - Detailed

See Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotaling for more details on how to manipulate results in this t-code.

‌FBL5N – Customer Line-Item Display

FBL5N Customer Line-Item Display t-code is a standard SAP transaction that allows users to view open (unpaid) receivables by customer.

On the Finance Training website, see the Invoicing Department Reference Section and FBL5N – Display Customer Line-items for detailed QRG with step by step instructions for running the t-code.

‌FBL5N Selection Criteria

‌FBL5N Report

‌GR55 Z500 – Grant Cash

The Grant Cash variant for GR55 is a custom layout for Purdue University designed to display cash values at the grant level. This view is from the Finance (FI) module in SAP. See SAP Ledgers – Differences Between on the Accounting Services General Ledger website for details on the differences between modules.

See page 2 of SPS_Grant _Closing_Guide for details on running GR55 Z500 – Grant Cash.

‌GR55 Report Group Selection

‌GR55 Z500 Selection Criteria

Be sure to remove the 1 from the From Period and enter the grant number in the Or value(s) field.

‌GR55 Z500 Grant Cash Report

Cash balance should be zero to close a grant.

To review if there is a cash balance you can follow the steps below:

Click next to Liabilities to expand section.

• Review Vendor Pay – Recon: if there is a balance then Purdue has received a vendor invoice that is due but has not been paid. This will be zero once the receivable is reconcilled.

• Review Vendor Pay – GR/IR: if there is a balance then goods have been received and expensed to the grant but an invoice hasn’t been received or the invoice received had a difference from what was ordered and is unresolved. This will be zero once receivable is reconcilled.

  Click next to Other Assets to expand section.

• FI-AR Recon: This should be zero before changing grant to closed/closed. This reflects any outstanding accounts receivable on the grant. This will be zero once receivable is reconcilled.

• Other Equipment: There can be a balance in Other Equipment. No action needed

‌Appendix A – SAP Icons, Layouts, Filters, Totaling and Subtotaling

Before using this t-code guide, users should review SAP Basics and Navigation (NAV 100) to understand the basics of navigating in SAP.

‌Menu Icons

Menu icons will show based on the t-code being used. The screenshots below are from the Grant Master Data Index as well as Line-Item Display t-codes.

‌Menu Icon Details

‌Select Layout Screen

‌Change Layout Functionality

The Change Layout > Column Selection tab allows users to add or delete fields from the layout. By clicking on the Column Name in the Column Set section (right) the fields will be put into alphabetical order. Note that some blank fields may appear, so scroll up and down to see all fields. The green check mark will execute your changes. The disk will save your layout changes. The red X will cancel changes.

The Change Layout Sort Order tab allows users to sort by any columns they wish. Use the pyramid icons to select ascending or descending.

‌Change Layout > Sort Order Example 2 – Line-item Display

The Change Layout > Sort Order tab allows users to manage sorting by adding fields to sort by. If totals were included on the layout, users could also manage subtotals on this tab.

‌Set Filters

To check filters that have been set, or set your own, highlight the column you wish to filter and click on the filter tool  .

NOTE—the small black funnel beside the column title indicates that a filter has already been set on this field.

Grants Line-item Display Filter Icons

Click on the yellow arrow with green box to see the filters set on your column (GM Value Type for this sample). This will allow you to Select Single Values, Select Ranges, Exclude Single Values or Exclude Ranges.

Determine Values for Filter Criteria

Multiple Selection for GM Value Type

‌Export Data‌

Standard SAP transaction codes come with multiple ways to export data.

‌Microsoft Excel 

This icon is the same as using the menu List > Export > Spreadsheet. This method will keep totals and subtotals and include multiple tabs of data including a pivot table of the data and a RawData tab. Delete any unwanted tabs.

‌Appendix B – Common Fields Glossary

See Grants Management Master Data (Coming Soon!) for more details on Grant, Sponsored Program and Sponsored Class Fields.