Slide 1 FastFacts Feature Presentation June 19 th, 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… Some Tips and Tricks in the SAP R/3 system
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 and what is the R/3 Club The SAP R/3 Easy Access Menu Web Favorites and Folders Stopping a Transaction Searching for a payment and exporting from Cash Journal Finding Vendor Check Payment Detail 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 Club Group of JH employees who use R/3 The SAP R/3 system is powerful and complex Our instance of R/3 is unique No one person can know the whole system Opportunity to teach and learn from each other
Slide 11 Some Basics The SAP R/3 Easy Access Menu Web Favorites and Folders Stopping a Transaction
Slide 12 In SAP R/3, you can access transactions via the drop-down SAP Easy Access menu or by typing the transaction code (or T-code) into the command field, or T-code window. But what if you log in and dont see the T-code window, like in the screen shot below? Solution: Click on the arrow to display the command field or T-code window. Menu Basics
Slide 13 Menu Basics Now the T-code window (command field) is displayed. Notice the bottom right hand portion of the screen. Nothing there but a grey arrow. Click the arrow to view further information.
Slide 14 Now some cryptic-seeming information has appeared; however, if you right-click on the icon, youll get a drop-down menu of choices. The default is System but most users prefer Transaction, which will tell you at any moment what SAP transaction youre working with. But try others depending on what you find useful. Menu Basics
Slide 15 Displaying T-codes in the Easy Access Menu Some users have found they like being able to see not only the short description of a transaction, but the T-code itself. Below is the default SAP view that shows the menu of transaction names. Displaying T-Codes
Slide 16 To change the setting, click Extras, and then select Settings or hit Shift+F9. The Settings box appears. The default is Show first level, but by checking the box next to Display technical names, and then clicking on the green checkmark, your Easy Access menu will now display T-codes, as seen on the next slide. Displaying T-Codes
Slide 17 Displaying T-Codes
Slide 18 Adding an Important Web Site Link to your SAP R/3 menu You might find it helpful to have a key web site, or web sites, easily clickable from within R/3. For example, you may want to have links to the Shared Services web site, HopkinsOne Support, or the Controllers office. Heres how you do it… First, open your Favorites folder by clicking on the arrow to the left of the Favorites folder. Adding a Link to Your Menu
Slide 19 Next, right-click on any of your existing Favorites and youll get a drop-down menu. Select Add other objects. Adding a Link to Your Menu
Slide 20 The drop-down should default to Web address or file – so just click the green checkmark to continue. An option window will appear. Give the new Favorite a name in the Text field, and enter the exact URL in the Web address or file field, and then click the green checkmark. Adding a Link to Your Menu
Slide 21 The web address is now saved in your Favorites folder. Double-click it to access the web site. The web site will open in a new browser window, not inside your R/3 session. Adding a Link to Your Menu
Slide 22 Another option you have is to create new subfolders within your Favorites folder to better organize your Favorite web links or Favorite SAP Transaction codes. Begin by right-clicking on your Favorites folder; from the drop-down, select Insert folder. Creating a New Folder
Slide 23 Give the Favorite folder a name and click the green checkmark. Heres the new folder that was created. If you click and hold on an existing Favorite, you can drag it into the new folder. Creating a New Folder
Slide 24 Stopping an R/3 Transaction Sometimes we might run a transaction too wide open – in other words, requesting too much information from the system, which will cause it to take a long time. If a transaction is taking a particularly long time to execute, you might consider stopping the transaction and re-doing it with more specific search parameters. Heres how. If a transaction seems to be stuck, click the icon at the top left of the R/3 screen. That will open a drop-down window as seen on the next slide. Stopping a Transaction
Slide 25 Stopping a Transaction Select Stop Transaction to stop your current transaction and start over.
Slide 26 R/3 FinanceCash Journal tips Searching for a payment Exporting from Cash Journal
Slide 27 Searching for a Payment in Cash Journal Some users deposit payment checks and later need to track the transaction. Heres one way to do that in R/3. The transaction is FBCJ. Once youve entered it, you see the cash journal screen. First, youll want to adjust the Display Period to ensure the deposit youre looking for will turn up in the result. Do that by changing the date here. Note, once youve changed the date manually, either click the green check or click your mouse into the journal below. It may take a minute to populate the journal with the new information. Using the Cash Journal
Slide 28 Were going to export the journal to Excel, where it can more easily be searched or manipulated. Click on the Print Cash Journal button, hit F7, or select from the dropdown, Extras > Print cash journal. Using the Cash Journal
Slide 29 Now the journal results are on the screen and could be printed to a local printer. You could also search the journal from this screen by clicking on the binoculars. However, we want to export the journal to Excel. So click the Local File… icon. This will give you an export menu option. Make sure youve selected the file type you want to export – in this case, Spreadsheet. Using the Cash Journal
Slide 30 Another Cash Journal Tip You can quickly click through to see the accounting documents for any of the entries in the main cash journal screen. Using the Cash Journal To do so, double-click on the Doc.stat field in the particular transaction you want to see accounting documents for.
Slide 31 The related Account Documents will appear in a pop-up window. You can get more information by double-clicking on any of the items on the list. Using the Cash Journal This gives you more detail; you can also double-click one of the transaction lines shown below and see more detail, as seen on the next slide.
Slide 32 Resulting Line Item detail for the Cash Journal transaction. Using the Cash Journal
Slide 33 R/3 Supply Chain Finding Vendor Check Payment Detail
Slide 34 FB03Finding out about a payment that was part of a larger payment Its not uncommon for a vendor to call and say, I got a check for $4,000 and I dont know what its for. All checks to vendors have a stub with detail about what payments are covered by the check, but sometimes this information is not noticed or not available to the person youre working with. Sometimes a vendor is claiming they have not been paid. Heres how you can research this. Start by entering FB03 in the command line. Investigating a Payment
Slide 35 Enter a document number for an online payment. In this case, the bill was paid, but the vendor said they werent paid. Hit enter or click the green checkmark. Document Number Investigating a Payment
Slide 36 Investigating a Payment Double-click on the Vendor Name to advance to the next screen. Note this is for $
Slide 37 Theres a lot of information on this screen, including Vendor Number, G/L, and the Document Number. Were interested in finding out more detailed check information. Investigating a Payment
Slide 38 To get to more detailed check information, click on Environment and then Check information. Investigating a Payment
Slide 39 Ah ha! Weve found not one, but two checks for this transaction. Note the numbers and that one is a lower digit value than the other. This usually means it came first. So lets select that one and hit Enter. Investigating a Payment
Slide 40 Voided Check. Below we can see that this first check was voided, because there is a Voided check tab that contains details about the void, including the date, who voided it, and why. But we want to see the actual check. We can get there several ways – we could click the Back button within R/3 and select the higher number check, or we could simply click the Replacement check button on this screen. Investigating a Payment
Slide 41 Replacement Check. Weve found the right check, but notice that the Amount paid is $580 and not the $179 we were expecting. This means our $179 payment was included in a larger combined check to the vendor. Investigating a Payment
Slide 42 Investigating a Payment What else was included in this payment? To find out, begin by clicking the Accompanying docs button.
Slide 43 In this results screen, we can see the other payment that makes up the $580 total for the check. Its $401. You can also tell this is a different payment because it has a different Reference Number, which is the same as the Invoice Number. Double-click on the line to find out more information. Investigating a Payment
Slide 44 In this final scenario, were looking to see if a vendor was paid, but we dont have the Document Number. We do have the Invoice Number. Heres how to get to the same information using the Vendor Invoice Number. Start with the FB03 transaction. Click Document list. Investigating a Payment
Slide 45 Second, click the green checkmark/clock icon to execute. Investigating a Payment First, enter the Invoice Number here.
Slide 46 From this screen, double- click on the line item to go to the Document Overview page. Investigating a Payment
Slide 47 Investigating a Payment We are back to the same screen as we were on Slide 36. To get more detail, again, double-click the Vendor Name.
Slide 48 Conclusion You should know a little bit more about some basic shortcuts and tips in R/3. But this is just the beginning: the group responsible for generating these tips and tricks are SAP users like you. How you can get involvedjoin the R/3 Club!
Slide 49 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 50 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 51 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!