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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FastFactsFeature Presentation

November 15th, 2007

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s TopicWe’ll be taking a look at…

How to research expenses in R3

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Today’s Presenter

Shannon TownerSenior Financial Analyst, School of Public Health

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Session Segments

PresentationShannon 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.edu

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.

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Session Segments – Continued

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.

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ResearchingNon-Payroll Expenses in R3

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Agenda

FS911 TemplatesResearching Expenses in R3

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What Won’t Be Covered

PayrollRevenue

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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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Input Your IO and the Month

Type your IO number.

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Save the Report to Your Favorites

Bookmark the report (save the template so you can use it in the future from your Favorites

menu).

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Name the File

Click the Save icon.

Name the file.

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Screenshot FS911- Sponsored

#

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Life Cycle of Purchase Order

Order Doc Type Status1st Shopping Cart Commitment

2nd Purchase OrderCommitment

3rd Goods Receipt or ExpenseInvoice Receipt

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Screenshot FS911

Shopping Cart

Purchase Order

Goods Receipt

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Screenshot FS911

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Where to Look Up Document in R3 Where to look in R3 FI Document Number Document Type

FB03 1xxxxxxxx (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)

PayrollSupply 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

ME23N 20xxxxxxxx (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

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Common Roles

Transaction SAP RoleFB03 SRM Requisitioner

or AP Display or Finance Report Viewer

ME23N SRM Requisitioner or AP Display

KSB5 CO Display

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FB03

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Sponsored FS911

1900196291

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Where to Look Up Document in R3 Where to look in R3 FI Document Number Document Type

FB03 1xxxxxxxx (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)

PayrollSupply 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

ME23N 20xxxxxxxx (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

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FB03

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FB03-Input Screen

Input FI Document Number…

Input Fiscal Year Posted…

And then hit the Green Check at the top.

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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.

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FB03 Document Overview

Click on the Hat (Header) to find out who initiated the

transaction.

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FB03-Document Header

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FB03 Document Overview

Click on the drop-down to get a copy of the scanned invoice

(possibly).

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FB03 Drop-Down

Select “Attachment list.”

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FB03-Attachment List

Double-click on the file listed.

Note: If no PDFs are available, this area will be empty.

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FB03-Document Viewer

Use these buttons to scroll through all pages.

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Sponsored FS911

5000118948 2000120196

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Where to Look Up Document in R3 Where to look in R3 FI Document Number Document Type

FB03 1xxxxxxxx (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)

PayrollSupply 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

ME23N 20xxxxxxxx (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

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FB03

Input FI Document Number…

Input Fiscal Year Posted…

And then hit the Green Check at the top.

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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.

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FB03 Line Item Information

Double-click on the Purchasing Doc (PO Number) to go to the PO information (ME23N).

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FB03 Link to ME23N

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ME23NPurchase Orders

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Sponsored FS911

5000118948 2000120196

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Where to Look Up Document in R3 Where to look in R3 FI Document Number Document Type

FB03 1xxxxxxxx (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)

PayrollSupply 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

ME23N 20xxxxxxxx (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

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ME23N

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ME23NThe PO pulled up will be the last PO you were looking at.

Change PO number to the one you are seeking.

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ME23N PO Info

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KSB5

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Reconciling FS911

1400048991

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Where to Look Up Document in R3 Where to look in R3 FI Document Number Document Type

FB03 1xxxxxxxx (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)

PayrollSupply 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

ME23N 20xxxxxxxx (10 digits) Purchase Order

  51xxxxxxxx (10 digits) PO Invoice Receipt

KSB5 or from Svc Center 14xxxxxxxx (10 digits) Intra or Inter Entity transfers, Service Center charges

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KSB5

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KSB5-Document Selection

Input Document Number…

And then click the green check with the

timer.

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KB5N-Transfer Detail

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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.

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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

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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!