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Slide 1 FastFacts Feature Presentation November 15 th, 2007 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 November 15 th, 2007 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 November 15 th, 2007 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 Senior Financial Analyst, 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. If you would like to submit a question during the presentation, you can email it to: fastfacts@jhu.edufastfacts@jhu.edu 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 Session Segments – Continued 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.

6 Slide 6 Researching Non-Payroll Expenses in R3

7 Slide 7 Agenda FS911 Templates Researching Expenses in R3

8 Slide 8 What Wont Be Covered Payroll Revenue

9 Slide 9 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.

10 Slide 10

11 Slide 11 Input Your IO and the Month Type your IO number.

12 Slide 12 Save the Report to Your Favorites Bookmark the report (save the template so you can use it in the future from your Favorites menu).

13 Slide 13 Name the File Click the Save icon. Name the file.

14 Slide 14 Screenshot FS911- Sponsored #

15 Slide 15 Life Cycle of Purchase Order OrderDoc TypeStatus 1 st Shopping CartCommitment 2 nd Purchase OrderCommitment 3 rd Goods Receipt orExpense Invoice Receipt

16 Slide 16 Screenshot FS911 Shopping Cart Purchase Order Goods Receipt

17 Slide 17 Screenshot FS911

18 Slide 18 Where to Look Up Document in R3 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer, 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) 49xxxxxxxx (10 digits) Payroll Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) Where to look in R3 89xxxxxxxx (10 digits) Reference Doc Number Credit Card Receipt Document Type ME23N20xxxxxxxx (10 digits)Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt KSB5 or from Svc Center email 14xxxxxxxx (10 digits)Intra or Inter Entity transfers, Service Center charges, KB15

19 Slide 19 Common Roles TransactionSAP Role FB03SRM Requisitioner or AP Display or Finance Report Viewer ME23NSRM Requisitioner or AP Display KSB5CO Display

20 Slide 20 FB03

21 Slide 21 Sponsored FS911 1900196291

22 Slide 22 Where to Look Up Document in R3 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer, 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) 49xxxxxxxx (10 digits) Payroll Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) Where to look in R3 89xxxxxxxx (10 digits) Reference Doc Number Credit Card Receipt Document Type ME23N20xxxxxxxx (10 digits)Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt KSB5 or from Svc Center email 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 FB03 Document Overview Click on the drop-down to get a copy of the scanned invoice (possibly).

29 Slide 29 FB03 Drop-Down Select Attachment list.

30 Slide 30 FB03-Attachment List Double-click on the file listed. Note: If no PDFs are available, this area will be empty.

31 Slide 31 FB03-Document Viewer Use these buttons to scroll through all pages.

32 Slide 32 Sponsored FS911 50001189482000120196

33 Slide 33 Where to Look Up Document in R3 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer, 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) 49xxxxxxxx (10 digits) Payroll Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) Where to look in R3 89xxxxxxxx (10 digits) Reference Doc Number Credit Card Receipt Document Type ME23N20xxxxxxxx (10 digits)Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt KSB5 or from Svc Center email 14xxxxxxxx (10 digits)Intra or Inter Entity transfers, Service Center charges

34 Slide 34 FB03 Input FI Document Number…Input Fiscal Year Posted…And then hit the Green Check at the top.

35 Slide 35 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.

36 Slide 36 FB03 Line Item Information Double-click on the Purchasing Doc (PO Number) to go to the PO information (ME23N).

37 Slide 37 FB03 Link to ME23N

38 Slide 38 ME23N Purchase Orders

39 Slide 39 Sponsored FS911 50001189482000120196

40 Slide 40 Where to Look Up Document in R3 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer, 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) 49xxxxxxxx (10 digits) Payroll Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) Where to look in R3 89xxxxxxxx (10 digits) Reference Doc Number Credit Card Receipt Document Type ME23N20xxxxxxxx (10 digits)Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt KSB5 or from Svc Center email 14xxxxxxxx (10 digits)Intra or Inter Entity transfers, Service Center charges

41 Slide 41 ME23N

42 Slide 42 ME23N The PO pulled up will be the last PO you were looking at. Change PO number to the one you are seeking.

43 Slide 43 ME23N PO Info

44 Slide 44 KSB5

45 Slide 45 Reconciling FS911 1400048991

46 Slide 46 Where to Look Up Document in R3 Where to look in R3FI Document NumberDocument Type FB031xxxxxxxx (9 digits)Journal Upload, Pcard, Cost Transfer, 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) 49xxxxxxxx (10 digits) Payroll Supply Store 50xxxxxxxx (10 digits)Goods receipt, Goods receipt for PO 87xxxxxxxx (10 digits)Cash Journal (petty cash or deposits) Where to look in R3 89xxxxxxxx (10 digits) Reference Doc Number Credit Card Receipt Document Type ME23N20xxxxxxxx (10 digits)Purchase Order 51xxxxxxxx (10 digits)PO Invoice Receipt KSB5 or from Svc Center14xxxxxxxx (10 digits)Intra or Inter Entity transfers, Service Center charges

47 Slide 47 KSB5

48 Slide 48 KSB5-Document Selection Input Document Number… And then click the green check with the timer.

49 Slide 49 KB5N-Transfer Detail

50 Slide 50 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.

51 Slide 51 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

52 Slide 52 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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