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FastFacts Feature Presentation

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Presentation on theme: "FastFacts Feature Presentation"— Presentation transcript:

1 FastFacts Feature Presentation
September 19, 2013 To dial in, use this phone number and participant code… Phone number: Participant code: To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2012 The Johns Hopkins University. All rights reserved. 1

2 Today’s Topic We’ll be taking a look at… How to Deposit a Check 2

3 Today’s Presenter Keith Bond Treasury Manager 3

4 Session Segments Presentation
Keith Bond will address how to deposit a check. During Keith’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Keith will answer as many of your questions as time allows. 4

5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN – As noted earlier, we will be watching out for your questions and concerns through our account: We will also be monitoring three instant message services during the presentation. So you can communicate with us on GoogleTalk, AOL Instant Messenger, and Microsoft’s MSN product. For GoogleTalk, the screen name is On AOL Instant Messenger, the screen name is HopkinsFastFacts On MSN, use Remember, you can use these services for your questions and to report any difficulties you might be having with the system. 5

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

7 How To View Full Screen Click Here

8 How to Deposit a Check

9 Agenda After today’s presentation you will be able to:
Identify the process for making check and cash deposits Access SAP transaction FBL5N – Customer Line Item Display to search for the open items to be cleared Verify the posting information for the deposit to be made Complete a deposit transmittal form Complete an M&T deposit ticket Forward the completed forms and deposit backup to Cash Accounting

10 Process Flow Check Cash Journal Deposit Transmittal
Complete Deposit Ticket Complete Deposit Ticket yes Search for customer invoice in (FBL5N) no Enter information in Cash Journal (FBCJ) Verify Invoice Create Invoice (FV70) Complete Deposit Transmittal Complete Deposit Transmittal Forward to Cash Accounting Forward to Cash Accounting

11 Cash Journal vs. Deposit Transmittal
Determine whether the check should be posted using a Cash Journal or Deposit Transmittal Cash Journal payments: Are used for non-invoiced payments Examples are: parking fees, refunds, and one-time gifts to PIs that have an existing Non-Sponsored IO Deposit Transmittals: Any payment received from a current SAP customer or sponsor Separate the checks based on deposit method Create two different deposit tickets (if necessary) Before you decide which procedure to follow, you must first determine whether the check should be posted by using the Cash Journal or a Deposit Transmittal.

12 If the check is to be deposited via deposit transmittal the following Procedure is to be followed.

13 Searching for the Customer
Department receives check from sponsor or donor Identify the issuer of the check. Sinai Hospital issued this check. Verify that the check is payable to Johns Hopkins University. Take note of the issuer’s address.

14 Searching for the Customer
SAP Easy Access Menu Once you have logged into SAP, you arrive at the SAP Easy access menu. We use the FBL5N transaction to search for the customer #. There are two ways we can access this transaction, by either typing the transaction code in the command field at the top or by expanding the role menu Display AR Documents and double clicking on the transaction.

15 Searching for the Customer
Access SAP transaction FBL5N – Customer Line Item Display Click on search button next to Customer Account. Using the *wild card function, place a * in front of name and at the end of the name of the issuer of the check. Execute the search by clicking on the green check mark.

16 Searching for the Customer
Access SAP transaction FBL5N – Customer Line Item Display SAP will display customers that match your search. Please note that you are searching for a customer number that starts with a 6 or a 3. Not all checks that you receive will have a customer number in SAP. If the customer number does not exist in SAP and you expect that we will be receiving additional payments, you should contact AR and request a new customer form. Make note of the correct customer number… in this case it is Click on the correct customer.

17 Searching for the Customer
Access SAP transaction FBL5N – Customer Line Item Display Execute the transaction using the correct customer number

18 Searching for the SAP Invoice
Access SAP transaction FBL5N – Customer Line Item Display The open SAP invoices under customer are displayed. There appears to be an open invoice for the correct dollar amount- $30, SAP invoices will start with a 9, 9digits or with 18, 10 digits. If no SAP invoice is available… (next slide)

19 No SAP Invoice Available
The department creates a parked document using FV70. Document is reviewed and approved by Billings. Use this parked document number to complete the Deposit Transmittal form.

20 Verify the SAP Invoice Access SAP transaction FBL5N – Customer Line Item Display To verify the SAP Invoice… Click on the Document No to verify that the invoice is created with the correct posting information.

21 Verify the SAP Invoice Display Document: Line Item 001
Click on the mountains to display the Overview.

22 Verify the SAP Invoice Display Document: Overview
Click on the revenue GL- in this case

23 Verify the SAP Invoice Display Document: Line Item 002
Click the More button and now you can verify the posting information for this SAP invoice. Fund IO Funds Center If this was a sponsored payment the Grant number would be located here. Along with the corresponding IO.

24 Complete Deposit Transmittal Form
Form available at The deposit transmittal form is available on the Finance website in the “Forms” library. We have also provided the direct link with the reference material for this fast facts. Complete the deposit transmittal and print this form. Use the printed form as the coversheet for the deposit and include back up information: Copy of Deposit Slip Copy of Checks

25 Send Deposit Transmittal Form
completed form to Deposit Transmittal will be processed by Cash Accounting. If further information is needed, you will receive an from Cash Accounting requesting clarification. Confirmation will be sent to the department.

26 Conclusion Check Cash Journal Deposit Transmittal
Complete Deposit Ticket Complete Deposit Ticket yes Search for customer invoice in (FBL5N) no Enter information in Cash Journal (FBCJ) Verify Invoice Create Invoice (FV70) Complete Deposit Transmittal Complete Deposit Transmittal Forward to Cash Accounting Forward to Cash Accounting

27 Q&A We’re 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. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were ed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then the answer to all participants. 27

28 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: 28

29 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! 29

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