Slide 1 FastFacts Feature Presentation July 3, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648.

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Presentation transcript:

Slide 1 FastFacts Feature Presentation July 3, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

Slide 2 Todays Topic Well be taking a look at… R/3 Inbox tips Uploading a string of document numbers into R/3

Slide 3 Todays Presenter Glenn Small Business Solution Manager, Project Manager, HopkinsOne

Slide 4 Session Segments Presentation Glenn will review a few advanced moves in R/3some tips and tricks to help use SAP R/3 more efficiently. During the presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. We will answer as many of your questions as time allows.

Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 7 Agenda Today, well be taking a look at: Session Assumptions What is R/3 R/3 Inbox R/3 FinanceResearching Transactions by uploading a string of document numbers into R/3 Questions & Answers

Slide 8 Assumptions Participants have access to R/3 Participants are beginning or intermediate users of SAP R/3

Slide 9 What is R/3?

Slide 10 R/3 Inbox Grouping items by task Filtering items by date

Slide 11 R/3 Inbox Click on Workflow window, and it will open up items grouped. In this example, the 12 means there are 12 items in the inbox. Next, click on Grouped according to task R-3 Inbox TipsFirst, you can see your tasks grouped by clicking on the inbox and the Workflow button.

Slide 12 R/3 Inbox In this example, we click on Quantity Discrepancy… Notice the items in that work category appear to the right.

Slide 13 Double click on the divider line between subject line and status, and this expand the text display of the title line. Often this extra information is useful in analyzing the transactions. R/3 Inbox This shows the Title text with the full document number displayed.

Slide 14 Crowded Box Tip. Change selection period for outbox. Start by clicking on the Work items executed by me. R/3 Inbox Hint: Double click on the Title bar, and it will sort the items by type. (ISRs, eforms, etc.)

Slide 15 R/3 Inbox Well next click on the Change selection period icon as shown.

Slide 16 R/3 Inbox You can narrow the focus by the choices shown – today, last 7 days and last 30 days. But you can also define a period, which is what well do here.

Slide 17 R/3 Inbox The way this works is from a past date to the present, so youll enter a From Selection Date in the menu and hit the green check

Slide 18 You can narrow or expand the search. In this example, weve expanded the search range. R/3 Inbox

Slide 19 R/3 FinanceResearching Transactions Uploading a string of document numbers into R/3

Slide 20 FB03Financial Accounting Document Display This is a useful transaction to research work items, but most users use it by entering one transaction or document number at a time. Multiple Document Numbers But today…were going to show you how to get a series of transaction numbers and upload them in bulk to FB03 to make your researching easier. Please Note: This is going to be relevant for FI documents such online payment, petty cash, accounts receivable, etc.

Slide 21 In our example, were going to look at the Sponsored Revenue- Expense Detail – Single Period Report. Well use it to generate a report with document numbers that well import into FB03. Well start at the JHU Controllers web site ( and go to the H1 Knowledge Portal tab. Multiple Document Numbers Click on BW Report Formats

Slide 22 Using a booked marked formatted report. Multiple Document Numbers Click on Formatted Report

Slide 23 If youre not already logged in to SAP, youll be prompted to do so and after youve logged in, youll be taken to the variable screen for the Sponsored Revenue-Expense Detail – Single Period Report. Enter an account number (in our case, an Internal Order) and a date period. Then Check and Execute the report. Multiple Document Numbers Once youve entered an account number and period, click Execute.

Slide 24 For this tip, were interested in the FI Document numbers column. Multiple Document Numbers We want to grab a range of these numbers to import into R/3. We can do this a couple of ways. One is to highlight them in the BW results screen and do Control C to copy; another is to export the results into Excel, and then select the range from Excel.

Slide 25 Here weve exported to Excel and gone down into the rows to select a range of transaction numbers we want to research. In this example, weve selected travel transactions. Highlight the range of numbers and hit Control C to copy them to your clipboard. Multiple Document Numbers

Slide 26 Now weve opened R/3 and entered the T-code FB03. Multiple Document Numbers We could enter a single document number here to research. But we want to enter our list of multiple document numbers, so click on Document list

Slide 27 On this screen, first click the yellow arrow to the right of the Document number field. Multiple Document Numbers When you do, youll get the error message below.

Slide 28 Now enter the Fiscal Year and the Posting date range. The form needs two additional search terms and were suggesting these two for our example. You could select others, depending on your circumstances. Multiple Document Numbers

Slide 29 Weve entered the additional data search terms. Click on the green check icon. Multiple Document Numbers

Slide 30 From this screen – and knowing we have the document numbers we want to insert in our (Control C) clipboard, click on the clipboard icon below. Multiple Document Numbers

Slide 31 The numbers we copied from our Excel file are now loaded into FB03. Now click on the clock-green check. Multiple Document Numbers

Slide 32 Now click the clock-green check to run this. Multiple Document Numbers

Slide 33 Here are our transactions all loaded into FB03. From this report screen, you can click on any of the items to get more detail. Multiple Document Numbers

Slide 34 Conclusion Hopefully these tips can help some of you with your work using R/3. Any tip that saves time is valuable. Thanks for this material goes to the members of the user group known as the R/3 Club. Since our first R/3 Club FastFacts several weeks ago, weve grown from about 10 to about 60 members. If you use R/3 and would like to share what youve learned, or simply learn from your colleagues, consider joining us. To join the R/3 Club list, click on this link: Join the R/3 Club. Join the R/3 Club.

Slide 35 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

Slide 36 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

Slide 37 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey Thanks again!