] COREY PEARSON [ ASUG INSTALLATION MEMBER MEMBER SINCE: 2008 CHAVONE JACOBS [ ASUG INSTALLATION MEMBER MEMBER SINCE: 2003 ALLAN FISHER [ ASUG INSTALLATION MEMBER MEMBER SINCE: 2008 Automate What You Hate Raechal Martin, FI Data Analyst – Powell Electronics Jim Halepaska, VP of Sales – Z Option

Real Experience. Real Advantage. [ 2 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 3 About Powell Electronics  62-year old privately-held Wholesale Distributor specializing in electronic connectors, sensors, switches, and heat-shrinkable products  Family owned business, headquartered in Swedesboro, NJ  12 branches in North America, Europe and China  SME – $100 Million sales, 225+ employees, 172 users  SAP Landscape Enterprise 4.7 release SD, MM, PP, FI, CO, PA, QM Winner of 2007 ASUG Impact Award

Real Experience. Real Advantage. [ 4 Powell Electronics At a Glance

Real Experience. Real Advantage. [ 5 Located in Lewisville, Texas (Near Dallas) Formed in 1998 by accountants and programmers SAP Software Partner World-class products and support for customers of all sizes and industries Z Option At a Glance

Real Experience. Real Advantage. [ 6 Z Option Customers

Real Experience. Real Advantage. [ 7 General Product Overview

Real Experience. Real Advantage. [ 8 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 9 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited?

Real Experience. Real Advantage. [ 10 The Problem: Why did we do this? Fill out paper form in triplicate 1 Hour Attach receipts using stapler Send Expense report & receipts to Bob for approval (via snail mail 2- 3 days) Bob misplaces expense report for several days (2-3 days) Raechal nags Bob (Did you get it? Did you approve it? Did you send it to Corp) Bob approves and sends to Accounts Payable (via snail mail 2-3 days) Streamline Employee Expense Reimbursement Process

Real Experience. Real Advantage. [ 11 Bob approves and sends to Accounts Payable (via snail mail 2-3 days) Accounts Payable makes manual entry Accounts Payable files paper and receipts Check is snail mailed (2-3 days snail mail) Checks are processed Estimated time of processing was 2 + weeks plus costs of snail mail Streamline Employee Expense Reimbursement Process The Problem: Why did we do this?

Real Experience. Real Advantage. [ 12 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited?

Real Experience. Real Advantage. [ 13  No Manual Calculations  Less errors  Reimbursed Faster  Keep sales people happy – sell more  No Hardcopies  How many people are filing copies of this? Streamline Employee Expense Reimbursement Process The Goals

Real Experience. Real Advantage. [ 14 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited?

Real Experience. Real Advantage. [ 15 Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 16 Contains 4 Worksheets Expenses Receipts Audit Trail GLSU Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 17 Expenses Worksheet Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 18 Receipts Worksheet Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 19 Audit Trail Worksheet Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 20 GLSU Worksheet Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 21 Drop-Down list is created to choose names. Amounts from Expense sheet are brought into the amounts for the GLSU entry. Lookup table inserts the text, Vendor number, Profit and Cost centers. IF Statement comments out unnecessary lines. Worksheet Automation Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 22 Attach Document In SAP Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 23 View Document In SAP Streamline Employee Expense Reimbursement Process The Solution

Real Experience. Real Advantage. [ 24 Fill out Expense Worksheet (1 Hr) Attach scanned receipts (minute) Expense report to Bob for approval (minute) Bob approves and s to Accounts Payable (minute) Accounts Payable posts using GLSU and attaches document in SAP (10 Minutes) Process Direct Deposit Scan Receipts (10 Minutes) Estimated time of processing is cut from 2+ weeks to less than 2 Hours Streamline Employee Expense Reimbursement Process The Solution: What Did We Do?

Real Experience. Real Advantage. [ 25 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited?

Real Experience. Real Advantage. [ 26  IT  Little IT support  No consulting  Auditors  Ability to view Expense Report File in SAP  Comprehensive audit trail  Managers  Less nagging  No paper backup Streamline Employee Expense Reimbursement Process Who Benefited

Real Experience. Real Advantage. [ 27  Accounts Payable  Automatic Posting  No filing  No printing checks  Field Sales  Faster processing  Direct Deposit  Trees  No paper filing  No paper cuts Streamline Employee Expense Reimbursement Process Who Benefited

Real Experience. Real Advantage. [ 28 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 29 Tips and Tricks Lookup Tables IF Statements Dropdown Lists Password Protection Macros

Real Experience. Real Advantage. [ 30  LOOKUP TABLES (Not as hard as it sounds)  Vertical lookup =vlookup(what,from:to,where,false)  =VLOOKUP(B69,GLSU!B31:G114,6,FALSE)  Horizontal lookup =hlookup(what,from:to,where,false)  =HLOOKUP(B69,GLSU!B31:G114,6,FALSE) Tips and Tricks Lookup Tables

Real Experience. Real Advantage. [ 31  IF STATEMENTS  =IF(a=b,true,false)  =IF($D16 = 0,”COMMENT”,” ”) Tips and Tricks IF Statements

Real Experience. Real Advantage. [ 32 1.Create a list. 2.Choose the cell your drop- down will appear in. 3.On the settings tab make sure it states list and designate where your list is located. In this example the list is located on the GLSU worksheet cells B29:B30  DROP-DOWN LISTS  Click on: Data, Data Validation Tips and Tricks Drop-Down Lists

Real Experience. Real Advantage. [ 33 You may choose to have a message appear when the cell is chosen. You may choose an error message when erroneous information is typed in. DROP-DOWN LISTS Tips and Tricks Drop-Down Lists

Real Experience. Real Advantage. [ 34  PASSWORD PROTECTION  Unlock cells  Choose cells to unlock  Excel 2007 = Home, Format, Format Cells  Excel 2003 = Format, Cells Tips and Tricks Password Protection

Real Experience. Real Advantage. [ 35  PASSWORD PROTECTION  Unlock cells  On the protection tab remove the checkmark from “Locked” Tips and Tricks Password Protection

Real Experience. Real Advantage. [ 36  PASSWORD PROTECTION  Password protect worksheet  2007 Review, Protect Sheet, enter and confirm a password you will remember  2003 Tools, Protection, Protect Sheet Tips and Tricks Password Protection

Real Experience. Real Advantage. [ 37  MACROS Macros are great tools for those actions you repeat redundantly:  Do you always format headers the same?  Do you always format total lines the same?  Do you have a file that comes from a vendor that you always need to input or remove columns and input formulas into columns? A Macro can be set up to do all of these with a single button. The steps are:  Record Macro  Perform Task  Stop Recording  Run Macro Tips and Tricks Macros

Real Experience. Real Advantage. [ 38  MACROS - RECORD  Excel 2007 click on: Developer, Record Macro, Name Macro  Earlier versions of Excel click on: Tools, Macro, Record new Macro, Name Macro Tips and Tricks Macros

Real Experience. Real Advantage. [ 39  MACROS - PERFORM TASK  Complete the task you want the button to perform  Start with something simple like choosing a set of cells  Change the Fill Color to yellow  Change the font to Bold  Put a box around the cells  Change the font size in the cells to 16 Tips and Tricks Macros

Real Experience. Real Advantage. [ 40  MACROS – STOP RECORDING  Excel 2007 click on: Developer, Stop Recording  Earlier versions of Excel click on: Tools, Macro, Stop Recording Tips and Tricks Macros

Real Experience. Real Advantage. [ 41  MACROS – RUN  Excel 2007 click on: Developer, Macros  Earlier versions of Excel click on: Tools, Macro, Macros Tips and Tricks Macros

Real Experience. Real Advantage. [ 42 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 43 Problem Resolution: Z Option Response Time

Real Experience. Real Advantage. [ 44 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 45 Ideas For Automating Standard Journal Entries Inter/Intra – copy/paste directly from SAP & use lookup table to fill in GLSU template SAP GLSU Template Standard Journal Entries

Real Experience. Real Advantage. [ 46 Standard Journal Entries Freight Re-classes – Template used every week to break out freight charges. Ideas For Automating Standard Journal Entries

Real Experience. Real Advantage. [ 47 Standard Journal Entries Variance Re-classes – copy/paste from SAP & fill in GLSU template Ideas For Automating Standard Journal Entries

Real Experience. Real Advantage. [ 48 Monthly Allocations Depreciation Schedules – use a lookup table and change current month Ideas For Automating Monthly Allocations

Real Experience. Real Advantage. [ 49 Monthly Accruals Template for Accruals or any entries that the amount is redundant can be built and only change the posting date each month Ideas For Automating Monthly Accruals

Real Experience. Real Advantage. [ 50 What We’ll Cover …  Powell Electronics and Z Option Information  Streamline Employee Expense Reimbursement Process  Tips and Tricks to Make Your Spreadsheet Template Work for You  Demonstration of GLSU  Ideas for Automating Other Accounting Processes  Wrap-Up

Real Experience. Real Advantage. [ 51 7 Key Points to Take Home 1. Use Excel and Z Option’s GLSU to automate manual accounting processes. 2. Streamline Employee Expense Reimbursement process. Does your process take weeks or hours? 3. Not all high ROI projects require a huge budget. 4. Improve your audit trail by automatically attaching source documents. 5. Make Excel work for you by using standard functionality. 6. Increase Accuracy, reduce time and effort, shorten month-end close cycle. 7. Save trees and aggravation with paperless processes.

Real Experience. Real Advantage. [ 52 Your Turn – Questions! How to Contact: Raechal Martin How to Contact: Jim Halepaska Booth #532

Real Experience. Real Advantage. [ 53 [ ]  Thank you for participating. SESSION CODE: 4207 Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at