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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Slide 1
FastFactsFeature Presentation
January 17th, 2008
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-322-9648 Participant code: 182500
Slide 2
Today’s TopicWe’ll be taking a look at…
How to research expenses in R3
Slide 3
Today’s Presenter
Shannon TownerFinancial Manager, School of Public Health
Slide 4
Session Segments
PresentationShannon will show us how to research non-payroll expenses in R3.During her presentation, your phone will be muted.
Q&AAfter her presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Shannon 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 you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!
GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu
Slide 6
Survey
SurveyAt 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.
Slide 7
ResearchingNon-Payroll Expenses in R3
Slide 8
Agenda
FS911 TemplateResearching Missing Documents
Slide 9
What Won’t Be Covered
PayrollRevenueSpecial/unusual situations
Slide 10
FS911 TemplatesSponsored Accounts
School of Public HeathSponsored Financial Detail (FS911)
Non-Sponsored AccountsSchool of Public HeathNon-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.
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Slide 12
Input Your IO and the Month
Input your IO number.
Input fiscal period.
Slide 13
Convert to Excel if Desired
Click on “Printing.”
Slide 14
Convert to Excel if Desired
Select “Print to Excel.”
Slide 15
Screenshot FS911- Sponsored
#
Slide 16
Life Cycle of Purchase Order
Order Doc Type Status1st Shopping Cart Commitment
2nd Purchase OrderCommitment
3rd Goods Receipt or ExpenseInvoice Receipt
Slide 17
Screenshot FS911
Shopping Cart
Purchase Order
Goods Receipt
Slide 18
Screenshot FS911
Slide 19Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 20
FB03
Slide 21
Screenshot FS911
1900196291
Slide 22Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 23
FB03
Slide 24
FB03-Input Screen
Input FI Document Number…
Input Fiscal Year Posted…
And then hit the Green Check at the top.
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.
Slide 26
FB03 Document Overview
Click on the Hat (Header) to find out who initiated the
transaction.
Slide 27
FB03-Document Header
Slide 28
JHED Lookup of SAP ID’s
Type the SAP user ID at the search line to
find JHED info on that person.
Example: stowner1
Slide 29
FB03 Document Overview
Click on the drop-down to get a copy of the scanned invoice
(possibly).
Slide 30
FB03 Drop-Down
Select “Attachment list.”
Slide 31
FB03-Attachment List
Double-click on the file listed.
Note: If no PDFs are available, this area will be empty.
Slide 32
FB03-Document Viewer
Use these buttons to scroll through all pages.
Slide 33
Screenshot FS911
50001189482000120196
Slide 34Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 35
FB03
Input FI Document Number…
Input Fiscal Year Posted…
And then hit the Green Check at the top.
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.
Slide 37
FB03 Line Item Information
Double-click on the Purchasing Doc (PO Number) to go to the PO information (ME23N).
Slide 38
FB03 Link to ME23N
Slide 39
ME23NPurchase Orders
Slide 40
Screenshot FS911
50001189482000120196
Slide 41Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 42
ME23N
Slide 43
ME23N
Slide 44
ME23NThe PO pulled up will be the last PO you were looking at.
Change PO number to the one you are seeking.
Slide 45
ME23N PO Info
Slide 46
FMX3 –Researching Funds
Reservations
Slide 47
Funds Reservations
Slide 48Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 49
FMX3
Slide 50
FMX3
Slide 51
Journal Transfer Number
Find the Journal Transfer number and write it down. You’ll be inputting it in another transaction.
Slide 52
GL Non Payroll Cost Transfer Screen
Go to your GL Non Payroll Cost Transfer screen.
Slide 53
ZSGM_Cost_Transfer
Input the Journal Transfer number you wrote down earlier.
And then click on “Display Request.”
Slide 54
Slide 55
KSB5
Slide 56
Screenshot FS911
1400048991
Slide 57Where to look in R3 FI Document Number Document Type
FB03 1xxxxxxxx (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 R3 Reference Document Number Document Type
ME23N 20xxxxxxxx (10 digits), PO Requisitioner is populated
Purchase Order
51xxxxxxxx (10 digits) PO Invoice Receipt
FMX3
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
Slide 58
KSB5
Slide 59
KSB5-Document Selection
Input Document Number…
And then click the green check with the
timer.
Slide 60
KB5N-Transfer Detail
Slide 61
Q&AWe’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 emailed 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 email the answer to all participants.
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
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/
Thanks again!
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