1

How to identify the different streams of funds received Schools receive funding or income into SAP by several different means:

• Budget Adjustments

• Journals

• Sundry Tax Invoices

• Sales Orders/Billing Plans

• Ebs Cash Desk

The following steps below will assist schools in identifying how and where money

has been allocated in your schools SAP BW reporting.

Budget Adjustment The eFPT Allocation Detail Report displays all allocations and budget adjustments.

Within this report, the ‘Adjustment Reason’ column provides details of the funds by

allocation reason. There is also a ‘Contact’ column populated with the email address or

telephone number of the relevant area/person that have approved and provided the

funding to the school. Any questions relating to a specific adjustment should be directed

to the relevant team using these contact details. An email notification will be sent each

month from donotreply@det.nsw.edu.au to individual schools who have received

budget adjustments as a prompt to check the eFPT Allocation Detail Report.

A Budget Adjustment must not be journaled. If a school wishes to track or monitor the

adjustment amount you are required to input an expenditure plan within the eFPT. Here

you are able to align the plan to either an Internal Order or WBS.

Some examples of Budget Adjustments are SFLM reimbursement, School to

Work, Premier Sports Challenge.

2

To access the eFPT Allocation Detail Report in SAP go to the Reports tab – School

Management Reporting – and select the eFPT Allocation Detail Report.

Example of the April 2019 Budget Adjustment displayed in the eFPT Allocation Detail Report

• You also have the option to access the eFPT Allocation Detail Report through

the Schools Overview Report.

• In the Summary by Fund View – Funds Allocation (Column B) Overall Result

figure – right click – Goto – eFPT Allocation Detail Report.

3

Journals Schools receive income through either an:

• Intercompany journal – a journal processed by Corporate to reimburse or

recoup funds from schools or

• Interschool journal – a journal processed by schools transferring money

between schools

4

Intercompany Journals - examples include - DET International Students, Immigration

Detainee Students, Professional Learning Road Safety Education and Itinerant Travel.

• In the Schools Overview Report, right click on the Overall Result figure, on

either the Funds Received or Funds Consumed column in the Summary by

Fund view – Goto – Intercompany Journal Report.

• The Intercompany Journal Report will open up in a new tab.

• The Item Text column within the report provides details of the funds allocated.

• The Document Header Text field contains details of the Business unit provider.

• Reference and Line Item (GL view) fields may be added to the report from

the ‘Filters’ option to assist the Business Unit with a school enquiry if

required.

• Document Numbers for all Intercompany journals begin with ‘26’.

Interschool Journals - examples include – staff training expenses, sharing of a bus hire for

a sports event. Schools may receive a credit amount against an expense GL as a

reimbursement of these expenses. This value is displayed in the Funds Consumed

column as a credit. For example where the school has held a Professional Learning day

for a network of schools an interschool journal credit is posted to the General Staff

Training GL 522874.

• In the Schools Overview Report, right click on the Overall Result figure, on either the Funds Received or Funds Consumed column in the Summary by Fund view – Goto – Actual Detail

Report.

5

• The Actual Detail Report will open up in a new tab. Drag and drop the Document

Type Filter into the report, ensuring you get the full black vertical line, then

release.

6

• Select Edit on the Document type in the Filters

• The Select values for Document type box will appear.

• Select IS Inter Entity Doc, select Add, then OK.

Note: The Document Type can assist in determining other transaction type as listed below.

7

Document Type and Document Number

Schools are also able to determine a transaction type by the SAP Document Prefix Number. These are identified as the Doc.No. (GL View) within the report header. Details are listed below.

8

Sundry Tax Invoice Schools may receive a credit applied to their Sundry Tax Invoice/RCTI for a

reimbursement of a grant, salary reimbursement or AMU reimbursement for a capital

project. When this occurs, a credit line will need to be posted as part of the STI/RCTI

journal process. You must use the appropriate GL dependent on the source. (Please see

below). An internal order may be included in the journal process to track these grant

funds.

• In the example above the school has received a credit through the Sundry Tax

Invoice for casual salary reimbursement. The GL 500079 is to be used for this

salary reimbursement in the journal process.

9

Sales Orders/Billing Plans Schools create Sales Orders and/or Billing Plans when there is a need to issue a

tax invoice to a customer. School revenue is recognised immediately within the

schools reporting at the time of approval regardless of whether payment has been

received.

By using the Schools Overview Report you are able to identify these

transactions received by the school.

• Right click on the Overall Result figure, on either the Funds Received or

Funds Consumed column in the Summary by Fund view – Goto – Actual

Detail Report.

• Open the Filters in the Actual Detail Report.

• Drag and drop Document Type Filter into the report, ensuring you get the full

black vertical line, then release.

• Select Edit on Document Type.

10

• Select RV – Billing Doc Transfer, click on Add and select OK. You are able to

identify a Sales Order and/or Billing Plan by the Document Number beginning

with a ‘9’.

• Drag and drop Customer Filter, as the leading column, into the report, ensuring

you get the full black vertical line, then release.

11

• You are now able to see revenue received from specific customers for Sales

Orders and Billing Contracts.

• You are able to edit on the customer filter to select an individual customer

for review.

Ebs Cash Desk All monies receipted through the ebs Cash desk are visible in the Schools Overview

Report. These transactions are visible in the Actual Detail Report with a Document Type

‘XO‘ and a Document No. ’50’ or ‘51’ (only 8 characters).

The account assigning used in the Fee Value allocates the posting into SAP. Schools

are reminded that when an Internal Order is used in the Fee set up the Fund Code

allocated to the Internal Order will override any Fund Code manually entered in the Fee

Value.

• In the Schools Overview Report, right click on the Overall Result figure, on

either the Funds Received or Funds Consumed column in the Summary by

Fund view – Goto – Actual Detail Report.

12

• Open the Filters in the Actual Detail Report.

• Drag and drop Document Type Filter into the report, ensuring you get the full

black vertical line, then release.

• Select Edit on Document Type.

13

• Select XO – SALM Receipts, click on Add and select OK.

• Further filtering on the Item Text column may assist in identifying receipted

values for individual activities.