1. Financial Overview FI_200 Online Course Financial Overview FI_200 Online Course

2. FI_200 Financial Overview v10 2 Financial Overview Introduction This is an online course that introduces the basic concepts of the Financial Modules in the IRIS System. This course is intended to give you a high level overall perspective of finance in the IRIS system. It is not intended to be specific in any one area. If you have this course listed on your training plan, this course is available both via the web or classroom training. A Student Guide is intended to accompany this course. It provides additional explanation and clarification to the information presented on the slides. Please refer to the Student Guide as you proceed though this course. There is also a Practice Guide available that provides all the procedures necessary to practice the demonstrations shown in this course in the IRIS Training Sandbox and the way you will get comfortable with the IRIS system is through practice… practice… practice. The following are the components of the FI_200 Financial Overview Online Training Course: FI_200 Financial Overview Online Training Course – Simulation FI_200 Financial Overview – Student Guide FI_200 Financial Overview – Practice Guide FI_200 Financial Overview – IRIS Exercises and Course Completion form FI_200 Financial Overview – Course Evaluation Important: When you have completed this course you will need to submit the completed IRIS Exercises and Course Completion form in order to get credit for the class. Please also take a moment to complete the Course Evaluation and let us know what you liked, or didn’t like, about this course. Send any comments and suggestions to IRISTraining@email.uky.edu Remember the Training Sandbox is available 24/7 for you to practice the exercises contained in the Practice Guide as many times as you like.

3. FI_200 Financial Overview v10 3 Course Content Unit 1 - UK Processes and IRIS Components Unit 2 - Financial Accounting Unit 3 – Funds Management Unit 4 – Controlling Unit 5 - Grants Management Unit 6 – Business Warehouse Reporting Course Summary

4. FI_200 Financial Overview v10 4 Learning Objectives You will understand at a high level:  UK account structure  Financial document parking (JVs) and posting (DAVs)  Funds Management  Grants Management  Cost Management You will be able to:  Display FM, CO, and GM Master Data  View Document Information  Generate FI, FM, and CO Reports

5. FI_200 Financial Overview v10 5 Prerequisites and Roles Prerequisites:  UK_100 IRIS/SAP Awareness & Navigation Roles:  Financial users of the IRIS system  Financial analysts  Financial accounting users

6. FI_200 Financial Overview v10 6 Unit 1 Unit 1 - UK Processes and IRIS Components

7. FI_200 Financial Overview v10 7 FI, FM, and CO Integration External Reporting Company Codes Business Areas General ledger accounts Statutory Reporting Cost Center, WBS Element, Internal Order FI - Finance Encumbrance Accounting Financial Mgmt Area, Functional Areas Commitment items Funds Center, Funds FM - Funds Mgmt. Track Budgets & Earmarked Funds CO - Controlling Management Reporting Cost Center Internal Order Primary Cost Elements Controlling Area Departmental Cost Reporting FM Document CO Document The FM & CO Documents are created by FI in the background.

8. FI_200 Financial Overview v10 8 Postings to General Ledger Accounts Most FI, FM, and CO documents are created automatically internally. Some FI documents such as JVs, Requisitions, DAVs, etc. are created manually. Manual Entry IRIS System Automatic postings into FI-GL FI - GL GeneralLedger HR Human Resources CM Campus Management MM Purchasing, Hosp Inventory SD Sponsor Billings FI AP/AR Payables & Receivables PM Plant Maintenance GM Grants Management Batch feeds

9. FI_200 Financial Overview v10 9 Key Terminology IRIS has different names for the same data depending on the module.

10. FI_200 Financial Overview v10 10 Numbering Scheme for Chart of Accounts

11. FI_200 Financial Overview v10 11 Unit 2 Financial Accounting

12. FI_200 Financial Overview v10 12 Financial Accounting (FI) Financial Accounting module has several sub-ledgers.  Accounts Payable and Accounts Receivable  Cost Centers, WBS Elements, Internal Orders, Grants  Vendors, Capital Projects Data flows from the sub-ledgers into the general ledger on a real time basis via a reconciliation account. Every financial based transaction entered in IRIS needs information such as a Company Code, a Business Area, Fund, and a GL Account. Some are entered directly and others are derived from Master data. Revenue and expense GL items also need a Fund, and a CO cost object (Cost Center, Internal Order or WBS Element). Business Warehouse is used to display financial ledgers by Fund and Grant.

13. FI_200 Financial Overview v10 13 General Ledger Account Transactions are posted in FI through the general ledger account. A general ledger account has a corresponding commitment item in FM and a PCE (Primary Cost Element) in CO. General ledger accounts represent the WHAT of a transaction in CO. The FM & CO Documents are created by FI in the background. Primary Cost Element GL Accounts FIFinanceCOControlling CommitmentitemCommitmentitem FMFundsManagement Office supplies = 540334 equals

14. FI_200 Financial Overview v10 14 GL Account Numbering Convention

15. FI_200 Financial Overview v10 15 GL Account Numbering Convention

16. FI_200 Financial Overview v10 16 Department Authorization Voucher (DAV) Process Form sent by department, then entered and posted by accounts payable. Vendor sends invoice for goods or services Vendor sends invoice for goods or services UK department prepares IRIS DAV Form & attaches invoice UK department prepares IRIS DAV Form & attaches invoice A/P audits and posts invoice using FB60 A/P audits and posts invoice using FB60 Payment created (Document Type KZ) Payment created (Document Type KZ) UK Department Accounts Payable Vendor UK department can verify check payments FB03 UK department can verify check payments FB03 Vendor inquires for payment information Vendor inquires for payment information Accounts Payable sends check to vendor Accounts Payable sends check to vendor

17. FI_200 Financial Overview v10 17 Journal Voucher Process Entered and parked by department then posted by accounting. UK department completes FV50 parks as complete UK department completes FV50 parks as complete G/A audits parked documents and approvals G/A audits parked documents and approvals G/A posts parked documents G/A posts parked documents UK department can verify posted document with FB03 UK department can verify posted document with FB03 UK Department General Accounting, Hosp or SPA JV document, approvals and related docs JV document, approvals and related docs Journal Voucher Journal Voucher UK department can change parked document with FBV2 UK department can change parked document with FBV2 UK department can delete parked document with FBV0 UK department can delete parked document with FBV0 Files journal vouchers Files journal vouchers

18. FI_200 Financial Overview v10 18 Procard Editing Process Procard re-charges are posted by departments. Procard bank collects and transmits charges to UK overnight Procard charges create “parked documents” using default cost center & GL account UK departments re-charge costs to correct cost center & GL account via Web portal and parked document is saved as complete UK departments, after approvals, select and post parked documents The process starts when the Procard is used to purchase goods instead of a PO UK Department “parking” Procard Bank UK Department “posting”

19. FI_200 Financial Overview v10 19 Document Types and Number Ranges Documents are uniquely identified by a document type and number. 01999999990100000000SA GL Account Document 15999999991500000000KZ Vendor Payment 19999999991900000000KR Vendor Invoice 50999999995000000000WE Goods Receipt 51999999995100000000RN Invoice - Net 51999999995100000000RE Invoice - Gross Financial Transaction Number Range From To Document Type 77999999997700000000YYProcard 49999999994900000000WA Goods Issue 01999999990100000000ZH Stock Materials (Hand fees)

20. FI_200 Financial Overview v10 20 Demonstration 2.1 Scenario You want to know the balance for operating expense accounts for a specific month and fiscal year to date.

21. From the SAP main menu use transaction code S_ALR_87012301 - GL Account Balance Display

22. Enter the Chart of Accounts, GL Accounts range, and Company code fields. For this demo we will use reporting period 2 of fiscal year 2006. Fiscal years at UK are July 1st (reporting period 1) thru June 30th (reporting period 12) and are know by the year they end. So…reporting period 2 of fiscal year 2006 is actually August 2005. After entering the information click the Execute icon.

23. This is the GL Account Balance report for reporting period 2 of fiscal year 2006. It shows: GL Accounts/names…debit/credit totals for period 2…debit/credit totals for YTD…total debit/credit balance.

24. FI_200 Financial Overview v10 24 Demonstration 2.2 Scenario You need to check the details for a particular document for your Cost Center.

25. From the SAP main menu use transaction code FBL3N – G/L Account Line Items

26. Enter the G/L account range, the Company code (if necessary), select All items, and a date range. To narrow the search to your Cost Center, click on the Dynamic Selection icon.

27. Double click Cost Center to make it available on the right side.

28. After entering the information click the Execute icon. The Cost Center is now highlighted to indicate it is available search criteria on the right side. Enter the Cost Center number.

29. In the search results, double click a line item to drilldown into document over view Use the “sun going over the view of the mountain” (overview) icon to display the document overview. View details about the line item

30. FI_200 Financial Overview v10 30 Unit 3 Funds Management

31. FI_200 Financial Overview v10 31 Funds Management (FM) – Fund Centers Funds Management is used to organize and track revenue and expense in budget format. Fund  A self-balancing set of accounts used to budget and control costs  Identifies source and use of funding Funds Center  Represents organizational area of responsibility for budgeting revenue and expenses.  Derived from Cost Center with one-to-one relationship  Example: Cost Center and Funds Center - 1012084710 – IRIS Project Both Funds and Funds Center can be grouped for reporting purposes.

32. FI_200 Financial Overview v10 32 Fund Master Data Additional UK Fund Fields

33. FI_200 Financial Overview v10 33 Funds Center Master Data Additional UK Funds Center Fields

34. FI_200 Financial Overview v10 34 FM Document Journal Report - FMRP_RFFMEP1AX Enter criteria (grant, fund, funds center, commitment item, or functional area) You can enter a combination, range, or group of the above or leave blank for all data You can further narrow the selection by date

35. FI_200 Financial Overview v10 35 Funds Management – Document Journal Report Reports can be customized as needed. They can be:  Totaled (e.g., Payment Budget field)  Subtotaled (e.g., Commitment Item field)  Sorted by any field  Exported to Excel  Emailed to someone

36. FI_200 Financial Overview v10 36 Demonstration 3.1 Scenario You need to find out what the functional area is that is associated with a particular Funds Center.

37. From the SAP main menu use transaction code FMSC - Display Funds Center

38. Enter the Funds Center number (and FM Area if necessary) and press enter.

39. FMSC displays Funds Center Master data. It has tabs of information and one pushbutton. The Functional Area is shown on this additional screen.

40. FI_200 Financial Overview v10 40 Demonstration 3.2 Scenario You would like to see the documents entered for a fund center and then manipulate the report data.

41. From the SAP main menu use transaction code FMRP_RFFMEP1AX – All Postings

42. For this demo we will use reporting periods 1 to 12 of fiscal year 2006. Reporting periods 1 to 12 of fiscal year 2006 is actually July 2005 through June 2006. After entering the information click the Execute icon. Enter the FM Area if necessary and the Funds Center number.

43. This is the Document Journal Line Item report.

44. To total the Payment Budget column, first identify the column by clicking once on the column header and then click on the Total icon.

45. Once a column is totaled the sub-total icon appears. To sub-total by GL Accounts, first identify the column by clicking once on the column header and then click on the Sub-Total icon.

46. The report is now totaled by the Payment Budget column and sub-totaled by GL Accounts.

47. To sub-total by Fund, identify the column by clicking once on the column header and then click on the Sub-Total icon.

48. The report is now totaled by the Payment Budget column and sub-totaled by Fund.

49. The report layout can be changed by clicking on the Change Layout icon.

50. In the Change Layout dialog box, the right column shows the columns that are now visible in the report and the left column shows the columns that are now hidden. By moving columns from one column to the other they will either become visible or hidden in the report view. Sort orders and filters can also be set. Many layouts can be saved for different report views. The various saved layouts can then be used when required.

51. FI_200 Financial Overview v10 51 Unit 4 ControllingControlling

52. FI_200 Financial Overview v10 52 Controlling (CO) Used primarily for internal, managerial reporting. Controlling Area is an organizational unit in which all cost centers and all internal orders are assigned.  UK has one controlling area: UK00 Most transaction processing occurs outside the CO module but integrates with CO.  Materials Management (requisitions, purchase orders)  Campus Management (student accounts)  Human Resources (payroll)  Financial Accounting (JVs, DAVs)

53. FI_200 Financial Overview v10 53 Cost Centers and Internal Orders Cost Centers are areas of responsibility in which you capture costs. For reporting purposes Cost Centers are established in a “hierarchy” called Cost Center groups or Nodes. Costs can only be posted directly to Cost Centers, not to Cost Center groups or nodes. Internal Orders  Real  Physical Plant Division  Communications  Dining Services  Statistical  Used for information reporting purposes  Postings need a real cost object, such as a Cost Center or WBS Element

54. FI_200 Financial Overview v10 54 CO Master Data – Cost Centers Cost Centers Cost Center Hierarchy

55. FI_200 Financial Overview v10 55 Demonstration 4.1 Scenario You would like to view the printing supplies GL account postings for your cost center and see the relevant documents.

56. From the SAP main menu use transaction code KSB1 – Cost Centers: Actual Line Items

57. Enter the Cost Center and Cost Element in the fields. For this demo we will use Posting Date range from 10/01/2005 to 7/31/2007. After entering the information click the Execute icon.

58. This shows the Cost Element 540337 (Printing Supplies) for the Cost Center. To view the relevant document(s) for the printing supplies account postings simply double-click on the line item.

59. Leave the Cost Center and remove the Cost Element in the fields. After entering the information click the Execute icon.

60. This shows all the Cost Elements for the Cost Center. To view the relevant document(s) for any GL account posting simply double-click on the line item.

61. FI_200 Financial Overview v10 61 Unit 5 Grants Management

62. FI_200 Financial Overview v10 62 Grants Management Used to plan and record all funding related to Sponsored projects and Federal Ag appropriations. Integrated with other modules via Master data.  Posting in the General Ledger (FI) are transferred automatically  Costs can be posted via Vendor Invoices (MM)  Budget is transferred to FM Billing and Payments  Manual invoices  Resource Related Billing – to Grant Sponsors  Milestone and Periodic Billing of Grants  Posting of incoming payments from sponsors

63. GM Master Data – Grant Master & Group

64. FI_200 Financial Overview v10 64 Demonstration 5.1 Scenario A grant award has been received from a sponsor. You need to display the grant to find information about the various master data associated with this grant

65. From the SAP main menu use transaction code GMGRANTD - Grants Master = Display Only

66. Enter the Grant number and press enter.

67. The Grant Master data contains many tabs of information. The General Data tab shows the sponsor, grant amount, and other information.

68. The F & A tab shows the validity dates, and other information.

69. The Dimensions tab shows the GM Fund Type, Sponsored Programs, Sponsored Classes, and other information. Notice that the Sponsored Class is the same number as the FI GL Account. The Sponsored Class number shows either an “E” or “R” in front of the number to indicate whether it is an expense or revenue item.

70. FI_200 Financial Overview v10 70 Unit 6 Unit 6 – Business Warehouse Reporting

71. FI_200 Financial Overview v10 71 BW Web Reporting Business Warehouse is the long-term solution for IRIS reporting. With a data warehouse as its core, Business Warehouse offers tools for data extraction, reporting, and analysis; delivered Business Content reports; and a web-based user interface called Business Explorer (BEx). As with other IRIS modules, the Business Warehouse implementation will occur in phases.

72. FI_200 Financial Overview v10 72 Business Warehouse Courses for End-users BEX_300 Business Warehouse: BEx-Web This course is intended to familiarize users with the SAP Business Information Warehouse (BW): Business Explorer Web Application (BEx-Web) environment. BEX_305 SAP BW: Business Explorer-Analyzer for Power Users This course is intended to familiarize users with the SAP Business Information Warehouse (BW): Business Explorer-Analyzer (BEx-Analyzer). After attending this class, participants should be able to create, run, modify, and save BEx Queries in the production environment. Participants must pass a skills test to obtain the Power User Role in Production. BEX_310 Advanced Power Users This course will review basic BEx reporting functions taught in BEX_305 and also cover advanced functions. Note: BEX_305 must be taken before BEX_310. CM_BEX_300, Campus Management BW Web Reporting The course will cover the same content as the regular BEX_300 course, but will be geared to CM users. Selected CM data will be used in queries in the class. This is only a partial listing…additional course are available.

73. FI_200 Financial Overview v10 73 Fund Center Balances – Budget vs Actual

74. FI_200 Financial Overview v10 74 Course Summary You understand:  FI, FM, GM, and CO Master Data  Posting to AP and GL  UK account structure You are now able to:  Display FM, CO, and GM Master Data  View Document Information  Generate FI, FM, and CO Reports Remember to submit the completed IRIS Exercises and Course Completion form in order to get credit for the class.