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Slide 1 FastFacts Feature Presentation January 17 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation January 17 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation January 17 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2 Slide 2 Todays Topic Well be taking a look at… How to research expenses in R3

3 Slide 3 Todays Presenter Shannon Towner Financial Manager, School of Public Health

4 Slide 4 Session Segments Presentation Shannon will show us how to research non-payroll expenses in R3. During her presentation, your phone will be muted. Q&A After her presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Shannon will answer as many of your questions as time allows.

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

6 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.

7 Slide 7 Researching Non-Payroll Expenses in R3

8 Slide 8 Agenda FS911 Template Researching Missing Documents

9 Slide 9 What Wont Be Covered Payroll Revenue Special/unusual situations

10 Slide 10 FS911 Templates Sponsored Accounts School of Public Heath Sponsored Financial Detail (FS911) Non-Sponsored Accounts School of Public Heath Non-Sponsored Financial Detail (FS911) Go to: http://www.controller.jhu.edu/H1/bw_report_formats.html Note: These reports will work for any accounts, not just Public Health accounts.

11 Slide 11

12 Slide 12 Input Your IO and the Month Input your IO number. Input fiscal period.

13 Slide 13 Convert to Excel if Desired Click on Printing.

14 Slide 14 Convert to Excel if Desired Select Print to Excel.

15 Slide 15 Screenshot FS911- Sponsored #

16 Slide 16 Life Cycle of Purchase Order OrderDoc TypeStatus 1 st Shopping CartCommitment 2 nd Purchase OrderCommitment 3 rd Goods Receipt orExpense Invoice Receipt

17 Slide 17 Screenshot FS911 Shopping Cart Purchase Order Goods Receipt

18 Slide 18 Screenshot FS911

19 Slide 19 Where to look in R3FI Document Number Document Type FB031xxxxxxxx (9 digits) Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits) Recurring payment (such as a lease) 16xxxxxxxx (10 digits) Accounts Receivable posting 17xxxxxxxx (10 digits) Prepayments/ Vendor Credits 19xxxxxxxx (10 digits) Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits) Payroll 49xxxxxxxx (10 digits) Supply Store 50xxxxxxxx (10 digits) Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits) Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits) Credit Card Receipts Where to look in R3Reference Document Number Document Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits) PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges, KB15

20 Slide 20 FB03

21 Slide 21 Screenshot FS911 1900196291

22 Slide 22 Where to look in R3FI Document Number Document Type FB031xxxxxxxx (9 digits) Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits) Recurring payment (such as a lease) 16xxxxxxxx (10 digits) Accounts Receivable posting 17xxxxxxxx (10 digits) Prepayments/ Vendor Credits 19xxxxxxxx (10 digits) Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits) Payroll 49xxxxxxxx (10 digits) Supply Store 50xxxxxxxx (10 digits) Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits) Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits) Credit Card Receipts Where to look in R3Reference Document Number Document Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits) PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges, KB15

23 Slide 23 FB03

24 Slide 24 FB03-Input Screen Input FI Document Number…Input Fiscal Year Posted…And then hit the Green Check at the top.

25 Slide 25 FB03 Useful Tools The Hat tells you who initiated the document. (Document Header) This drop-down can get you a copy of the scanned invoice. Double-clicking the expense leads to more info.

26 Slide 26 FB03 Document Overview Click on the Hat (Header) to find out who initiated the transaction.

27 Slide 27 FB03-Document Header

28 Slide 28 JHED Lookup of SAP IDs Type the SAP user ID at the search line to find JHED info on that person. Example: stowner1

29 Slide 29 FB03 Document Overview Click on the drop-down to get a copy of the scanned invoice (possibly).

30 Slide 30 FB03 Drop-Down Select Attachment list.

31 Slide 31 FB03-Attachment List Double-click on the file listed. Note: If no PDFs are available, this area will be empty.

32 Slide 32 FB03-Document Viewer Use these buttons to scroll through all pages.

33 Slide 33 Screenshot FS911 5000118948 2000120196

34 Slide 34 Where to look in R3FI Document Number Document Type FB031xxxxxxxx (9 digits) Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits) Recurring payment (such as a lease) 16xxxxxxxx (10 digits) Accounts Receivable posting 17xxxxxxxx (10 digits) Prepayments/ Vendor Credits 19xxxxxxxx (10 digits) Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits) Payroll 49xxxxxxxx (10 digits) Supply Store 50xxxxxxxx (10 digits) Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits) Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits) Credit Card Receipts Where to look in R3Reference Document Number Document Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits) PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges, KB15

35 Slide 35 FB03 Input FI Document Number…Input Fiscal Year Posted…And then hit the Green Check at the top.

36 Slide 36 FB03 Document Overview Double-click on expense to get more info. Hint: You can identify the expense because the GL account will be the same as the GL on your FS911.

37 Slide 37 FB03 Line Item Information Double-click on the Purchasing Doc (PO Number) to go to the PO information (ME23N).

38 Slide 38 FB03 Link to ME23N

39 Slide 39 ME23N Purchase Orders

40 Slide 40 Screenshot FS911 5000118948 2000120196

41 Slide 41 Where to look in R3FI Document Number Document Type FB031xxxxxxxx (9 digits) Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits) Recurring payment (such as a lease) 16xxxxxxxx (10 digits) Accounts Receivable posting 17xxxxxxxx (10 digits) Prepayments/ Vendor Credits 19xxxxxxxx (10 digits) Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits) Payroll 49xxxxxxxx (10 digits) Supply Store 50xxxxxxxx (10 digits) Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits) Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits) Credit Card Receipts Where to look in R3Reference Document Number Document Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits) PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges, KB15

42 Slide 42 ME23N

43 Slide 43 ME23N

44 Slide 44 ME23N The PO pulled up will be the last PO you were looking at. Change PO number to the one you are seeking.

45 Slide 45 ME23N PO Info

46 Slide 46 FMX3 – Researching Funds Reservations

47 Slide 47 Funds Reservations

48 Slide 48 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits)Recurring payment (such as a lease) 16xxxxxxxx (10 digits)Accounts Receivable posting 17xxxxxxxx (10 digits)Prepayments/ Vendor Credits 19xxxxxxxx (10 digits)Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits)Payroll 49xxxxxxxx (10 digits)Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits)Credit Card Receipts Where to look in R3Reference Document NumberDocument Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits)Intra or Inter Entity transfers, Service Center charges, KB15

49 Slide 49 FMX3

50 Slide 50 FMX3

51 Slide 51 Journal Transfer Number Find the Journal Transfer number and write it down. Youll be inputting it in another transaction.

52 Slide 52 GL Non Payroll Cost Transfer Screen Go to your GL Non Payroll Cost Transfer screen.

53 Slide 53 ZSGM_Cost_Transfer Input the Journal Transfer number you wrote down earlier. And then click on Display Request.

54 Slide 54

55 Slide 55 KSB5

56 Slide 56 Screenshot FS911 1400048991

57 Slide 57 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits) Journal Upload, Pcard, Cost Transfer (primary GL's), Travel Adjustment, Year End Adjustment 15xxxxxxxx (10 digits) Recurring payment (such as a lease) 16xxxxxxxx (10 digits) Accounts Receivable posting 17xxxxxxxx (10 digits) Prepayments/ Vendor Credits 19xxxxxxxx (10 digits) Payments to vendors, travel, refunds, check requests 48xxxxxxxx (10 digits) Payroll 49xxxxxxxx (10 digits) Supply Store 50xxxxxxxx (10 digits) Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits) Cash Journal (petty cash or deposits) 89xxxxxxxx (10 digits) Credit Card Receipts Where to look in R3Reference Document Number Document Type ME23N20xxxxxxxx (10 digits), PO Requisitioner is populated Purchase Order 51xxxxxxxx (10 digits) PO Invoice Receipt FMX3 20xxxxxxxx (10 digits), Created by is populated 70xxxxxxxx (10 digits) Funds Reservation If the text says "Journal #..xxxx", go to ZSGM_COST_TRANSFER and put in your journal # and press "display request Funds Reservation KSB5 or from Service Center Emails 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges, KB15

58 Slide 58 KSB5

59 Slide 59 KSB5-Document Selection Input Document Number… And then click the green check with the timer.

60 Slide 60 KB5N-Transfer Detail

61 Slide 61 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 emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

62 Slide 62 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 email us at: fastfacts@jhu.edu

63 Slide 63 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… http://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!

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