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The Non-Sponsored Summary report is a high-level overview by commitment item class, which includes any prior year balance, as well as totals for monthly activity and year-to-date balances.

The Quick Reference Box is found on the first page of the report in the top right corner. This is based on actual revenue and expenditures (commitments are not included). A deficit value will be in parenthesis.

• Prior year balance - Reflects the ending balance at the close of the previous fiscal year. A prior year deficit balance will be in parenthesis
• YTD (Year-to-Date) revenue - Fiscal year to date revenue. If the amount is in parenthesis, it is decrease in revenue
• YTD expenditure - Fiscal year to date expenditures. If the amount is in parenthesis, it is a decrease in expense
• Month-end balance - This is the ending balance for the period reported in the heading. A deficit balance will be in parenthesis. This is not a budget balance and does not include commitments

The Month-End Balance is calculated by taking the Prior Year Balance adding YTD Revenues and subtracting YTD Expenditures. The example; the Month-End Balance is a negative number meaning the account has a deficit balance, a positive number would mean the account had a surplus.

In the example:
	$11,509.09 (Prior Year Balance)
+	$20,000.00 (YTD Revenue)
-	$36,644.69 (YTD Expenditures)
	========================
=	$(5,135.60) (Month-End Balance) *This is a Deficit Balance*

The Header Section provides identifying information about the non-sponsored cost object from SAP Master Data such as:

• Fund Center
• Funded Program
• PI for Funded Program (this is the name of the Faculty member that receives the report, this is updated by fqchelp@jhu.edu)
• Responsible Person (this data is based on SAP Master Data and must be updated using the Master Data Request Tool, it is not related to the report distribution)
• Business Area
• Fund
• Fund Type
• Function Group
• Financial Function

Updates to a more meaningful name are allowed as it pertains to the fund center or funded programs. The department should use the Master Data Request Tool in SAP to initiate the change process.

If an update is approved all SAP applications using this data will also be updated.

Click on letter of column you wish to review:

A. Revenue & Expense Type  top

• First column on the Summary report
• Description of revenue/expense type
• 
• 

B. Budget  top

• Second column on the Summary report
• Not all schools use this column.
• A decrease in budgeted revenue will be in parenthesis
• A decrease in budgeted expenditures will be in parenthesis
• 

C. Current period activity  top

• Third column on the Summary report
• Revenue and expense activity for the current period
• The column heading will have the month the activity was run (e.g. December 2016)
• In our Example:
  Total Expenses for the month were $4,344.54 which included Salaries of $635.84, Supplies & Materials of $3,189.04 and Service Center of $519.66.
• 

D. Total received / Total spent  top

• Fourth column on the Summary report
• Fiscal year-to-date actual revenue and expense
• These are the values that populate the top right corner on the Summary Page in the header
• A decrease in revenue will be displayed in parenthesis
• A decrease in expense will be displayed in parenthesis
• 
• 

E. Total expected / Total committed  top

• Fifth column on the Summary report
• A decrease in revenue will be displayed in parenthesis
• A decrease in expense will be displayed in parenthesis
• In the below example there are no revenue commitments
• In the below example there are expense commitments totaling $5,163.54, with outstanding commitments for Salaries & Wages, Supplies & Materials and Animal Charges.
• 
• The open commitments are based on the time the report was run (not the period end). This report was generated on January 10, 2017 so the open commitments are updated as of that date
• 

F. Total received & expected / Total spent & committed  top

• Sixth column on the Summary report
• Calculated field, sum of "total spent" plus "total committed" (or in the case of revenue "total received" plus "total expected")
• A decrease in revenue will be displayed in parenthesis
• A decrease in expense will be displayed in parenthesis
• 

G. Budget Balance  top

• Seventh column of the Summary report
• Calculated field, difference between the "budget" column and "total spent and committed" (or in the case of revenue "budget" column and "total received and expected")
• Not all departments use the budget column, please check with your business office if you do not see budget data. If there is no data in the budget column, the budget balance column will always appear to be in deficit
• The remaining budget balance is found in the last line of the last column in the Summary section. A remaining budget balance in parenthesis is a deficit or indicates you have spent more than the budget. The below remaining budget of $27,941.77 is a surplus
• 

An amount entered in parenthesis is a reduction in revenue. This area also shows Revenue in either Contributions, which add to Revenue, or Transfers, which subtract from Revenue.

An amount entered in parenthesis is a reduction in expense. This area also shows all categories of spending by Commitment Item Class as positive numbers.

The transaction detail section provides the detail by item for the expenses on the summary page for the current period. The current reporting period (period/fiscal year) can always be found in the right page footer.

What is included?

• Expense related detail

What is excluded?

• Revenue detail
• Payroll detail
• Commitment detail

The Header Section provides identifying information about the non-sponsored cost object from SAP Master Data such as:

• Fund Center
• Funded Program
• PI for Funded Program (this is the name of the Faculty member that receives the report, this is updated by fqchelp@jhu.edu)
• Responsible Person (this data is based on SAP Master Data and must be updated using the Master Data Request Tool, it is not related to the report distribution)
• Business Area
• Fund
• Fund Type
• Function Group
• Financial Function

Updates to a more meaningful name are allowed as it pertains to the fund center or funded programs. The department should use the Master Data Request Tool in SAP to initiate the change process.

If an update is approved all SAP applications using this data will also be updated.

Click on letter of column you wish to review:

A. Class  top

• First column on the transaction detail report
• Field shows Text only
• High level group combines similar G/L accounts together (for example: Contractual Services)
• Total for "class" will tie in with the summary page "current period" column

B. GL Account  top

• Second column on the transaction detail report
• Field shows Text only
• Like GL Accounts are grouped together as a "class" (For example: Equipment Lease, General Contractual Services, Waste Removal and Exchange Services are all part of the Contractual Services class)

C. Item Text  top

• Third column on the transaction detail report
• Provides detailed text concerning transaction
• Field shows Key only

D. Vendor  top

• Fourth column on the transaction detail report
• Field shows Text only
• Field is populated only when applicable

E. Reference Doc # (SAP document number)  top

• Fifth column on the transaction detail report
• Field shows Key only
• FI Document # | Type Reference sheet

F. Posting date  top

• Sixth column on the transaction detail report
• Field shows Key only
• This field will only contain 'Current Period' dates

G. 'Current Period' Amount  top

• Seventh column on the transaction detail report
• In this example: the report was run for Period/FY: 06/2017 (December, 2016)

The example below reconciles the summary page with the transaction detail and provides detail for each expense

This report has omitted several items so it provides the user with only pertinent data elements to properly reconcile the account.

Sub-report Exclusions

• Revenue detail
• Payroll detail
• Commitments

The outstanding commitment section provides the commitment detail by Reference Doc # for the current period.

The Header Section provides identifying information about the non-sponsored cost object from SAP Master Data such as:

• Fund Center
• Funded Program
• PI for Funded Program (this is the name of the Faculty member that receives the report, this is updated by fqchelp@jhu.edu)
• Responsible Person (this data is based on SAP Master Data and must be updated using the Master Data Request Tool, it is not related to the report distribution)
• Business Area
• Fund
• Fund Type
• Function Group
• Financial Function

Updates to a more meaningful name are allowed as it pertains to the fund center or funded programs. The department should use the Master Data Request Tool in SAP to initiate the change process.

If an update is approved all SAP applications using this data will also be updated.

Click on letter of column you wish to review:

A. Class  top

• First column on the Outstanding Commitment report
• Field shows Text only
• High level group combines similar G/L accounts together (for example: Contractual Services)
• Total for "class" will tie in with the summary page "current period" column

B. GL Account  top

• Second column on the Outstanding Commitment report
• Field shows Text only
• Like GL Accounts are grouped together as a "class" (For example: Equipment Lease, General Contractual Services, Waste Removal and Exchange Services are all part of the Contractual Services class)

C. Reference Doc #  top

• Third column on the Outstanding Commitment report
• Field shows Text only

D. Item Text  top

• Fourth column on the Outstanding Commitment report
• Provides detailed text concerning transaction
• Field shows Key only

E. Posting Date top

• Fifth column on the Outstanding Commitment report
• Field shows Key only
• Use this column to look for commitments from a previous fiscal year, for example if you see a commitment from Fiscal Year 2010 then further investigation is needed

F. Commitment Amount  top

• Sixth column on the Outstanding Commitment report
• This field will contain commitment balances by reference doc # as of the date the report was generated. In the example, we see outstanding commitments of $675.00 for Supplies and Materials, and $673.50 for Animal Services. Most of these commitments are for Purchase Orders (reference docs beginning with 20x).

Screen shot below, reconciles the summary page with the commitment detail and provides detail for each non-payroll commitment.

Check the posting date. If you see any item over a year old verify it is still a valid commitment, see below 9/15/2015 (this report was run December 2016, so it is just over a year old as of this document).

This report has omitted several items so it provides the user with only pertinent data elements to properly reconcile the account.

Sub-report Exclusions

• Revenue detail
• Payroll detail
• Actual expense
• Indirect commitments