FastFacts Feature Presentation

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FastFactsFeature Presentation

February 21st, 2008

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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We’ll be taking a look at…How to research account activity in R/3

Today’s Topic

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Today’s PresenterJosh Oleszczuk

Controller’s Office Staff AccountantAccountant for JHH and BMCJHHS Business Warehouse (BW) TrainerPrior SAP experience with Diageo, FI/CO,MM Modules

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Session SegmentsPresentation

Josh will show us how to research account activity, revenue and expense in R/3.During his presentation, your phone will be muted.

Q&AAfter his presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Josh will answer as many of your questions as time allows.

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Contact UsIf you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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SurveySurvey

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.

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ResearchingAccount Activity in R/3

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AgendaR/3When and WhyFBL3N TransactionFB03

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What Won’t Be CoveredPayrollBW Reporting

For a JHHS focus on Revenue and Expense BW reporting, please sign up for a hands-on instructor led course with JHHS Training. Contact Anna Scheinberg at [email protected]

Other Transaction Codes – These were covered in detail by FastFacts in the January 15th presentation

KSB5ME32N

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Intended AudienceGeared more toward the monthly activity of JHHS or SOM financial analysts, department admins, etc.JHU can use this presentation, but may deal with examples that are unfamiliar.

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R/3R/3 stands for Real Time, Three Tiered and describes the core application supported by SAP.The term SAP describes the company that creates R/3 along with many other products. The core product from SAP, R/3, has become synonymous with the term SAP. You will hear people describe the product as R/3 or SAP.When you work in this environment, you’re in R/3.

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When to Use R/3R/3 is an excellent tool for real time data.Excellent resource for researching individual transactions.Linked to scanned documentation not available in BW.Best used to analyze month end activity.

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FBL3N

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FBL3NR/3 transaction for viewing GL Account Line Items.Real Time information.Requires GL Finance Viewer Role

Most employees that deal with financial analysis in some way have this role.Technical Role name: ZRFI_GL_REPORTV_***

*** - represents the Business Areas you want access to

This transaction is not secured at the cost center/internal order level!

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Accessing FBL3NYou access R/3 from your portal.Click on the R/3 Enterprise tab.Then click here or here to open R/3.

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Accessing FBL3N

Command Line Prompt (top left)Type: FBL3N (not case sensitive)

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Accessing FBL3NRole Menu

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Tools in FBL3NDynamic SelectionLayoutsDrill downExportingViewing documents

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Main Screen

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First Step – Select Account Number

Here you select the GL Account you want to search.Example: Delivery/Courier Service – 640282

What if I don’t know the account number? Example: I want to look at my delivery/courier expense, but do not know the account number.

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Locating an Account Number

Click on this button to bring up a search menu.

On this search menu make sure to choose this tab.

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Locating an Account NumberIn the G/L Long Text, you can type a word that is contained in the account you want.In the example below, we are looking for delivery/courier account, hence our search uses the word ‘delivery’ with an asterisk in front and behind. The asterisk is a wild card and allows SAP to find “Anything Like” or any account with that word in the name.

Click the green check mark to run the search.

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Locating an Account NumberThe search will pull a screen like this.It gives us a list of all accounts with the word ‘delivery’ in its description.Delivery/Courier Service is near the top, account 640282.You can double click on the account to select it.

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Second Step – Date RangeNow that we have our account number, we need to define a date range.

In this section you define what dates you want R/3 to search.The default looks for a single day on Open Items.

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Date Range – Open Items?The default range is for one day and will select only open items.

Open items are equivalent to unpaid invoices.

To select all revenue and expenses items use this bottom section.Check the All Items radio button and assign a date range.

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Date Range – All Items

Let’s use the range of February 1, 2008 thru February 29, 2008.

Clicking here will open a calendar for selecting dates, or you can just type the dates in.

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Step Three - TypesThe FBL3N allows the user to search different types of documents.Most useful for us are:

Normal Items (posted documents)Parked Items (parked documents)

If we ran this report on only Parked Items, we would see transactions like check requests and travel that are either saved or still in workflow.

For this example, we are selecting all Normal Items. This will reflect all posted documents for revenue and expense.

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Our Screen So Far…

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Step Four – Filter OptionsNow we want to use filter options to further refine our search results

Refining our search will result in better system performance from R/3 and smaller report volumes.

The main filter in the FBL3N is the Dynamic Selections tool.

Dynamic Selections Icon.

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Dynamic SelectionsUsing this filter, you can refine your search with useful criteria such as:

Business AreaCost CenterFundCreated ByDocument Type

Clicking the Dynamic Selection Icon will open this window.

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Dynamic SelectionsOn the left is a list of fields you can potentially search on. To use a field as search criteria you must move the field from the list of the left to the list on the right.

Fields you can use

Fields currently available to use

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Dynamic SelectionsFor our example, we will look at all posted activity for the JHHS Controller’s Office in the Delivery/Courier account.Using the Dynamic Selections we will choose the JHHS Controller’s Office Cost Center to narrow our search.The Cost Center field is not part of the right side list to start.We will add it by finding the field at the bottom of the list on the left and double clicking.

You can also move a field from left to right by highlighting the field and clicking this arrow button

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Dynamic SelectionsNow on the right hand side, I have the Cost Center field available.The JHHS Controller’s Cost Center number is 4500030180.

When we are done populating fields in the Dynamic Selections box, we can click the Icon again and close the box.

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Dynamic SelectionsWhen you close the Dynamic Selections box, the number of fields you populated will appear as ‘Active.’In our example we used one field (Cost Center) so next to the Dynamic Selection box is ‘1 Active’ for our one active criteria.

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Our Screen So Far…

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Run The Report

Let’s run our report and see what we get.Hit the execute button here.

Depending on how much data you are trying to return, the report can take a while to run.

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Query ResultsHere is the result of our query.This is the default view of the data.This view can be modified.

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Benefits of this ReportCan view Posted versus Parked.Can view Open versus Cleared (Invoice to Goods Receipts).You can drill down to the original transaction by double clicking a line.

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Other ToolsUsing the tool bar you can change the results you see.

This tool bar allows you to:Change the layout of the resultsSort Ascending/DescendingUse subtotals

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Layout

From here you can change the layout you see.You can add fields that are available from the right side to the left side.

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SortingYou can sort your results to your liking.

First, highlight the column that you want to sort.

Then click the Ascending or Descending button.

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SubtotalsYou can add different levels of subtotals.

Works well with many different documents.Subtotal by different criteria, like Document Type, Posting Date, etc.

Subtotals are done similar to sorts.Select the column you want to subtotal on.Click the Subtotal button.

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TotalsWhen you want to subtotal, make sure that there is a total in the results to begin with. Example: The amount in Yellow is a total.

If you results look like this:

Then you have to add in a total at the bottom before you can subtotal.

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TotalsTo add a total, click the column where you want a total.

You should be choosing a column with numbers in it like the Amount column.

Here you can select the Amount column.Then you click the icon to add a total.

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Exporting (1)You can export this report to Excel.Click System.

Then select List > Save > Local File

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Exporting (2)You could export in a different way.Click the List button.

Then select Export > Spreadsheet > Table

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Drill DownThe simplest thing you can do from here is drilldown to the original transaction.Here I double click on the first transaction in the list.

Double clicking takes me here.

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Drill DownThe initial view gives you some information about the transaction.

Amount

Purchase OrderCharge Cost Center (Assignment)

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Drill DownTo continue to the transaction, click this button.

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Drill DownCan view any attachments.

Here we can see this is a check request.We can also see who the vendor was.Notice the Text field is blank – In BW, there would be no descriptive text.

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Drill DownYou can get more information on this item by clicking the Header (this button).

The document header will show you:

Posting dateUser IDEntered DateParked by

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Viewing AttachmentsTo view any original paper work associated with this document, click this button.

From the drop-down box, choose Attachment List.

If there is a scanned attachment, you will see it here.

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Background Job Processing

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Background ProcessingIn some cases. you will need to run a report ‘In the Background.’

Run Time ErrorsThis may sound complicated, but it is not.

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Run Time ErrorsWe just created our search and hit Execute.The report ran and ran and all we get is this!

Run Time Errors like this are a part of the R/3. H1 has been notified and is working a solution.What does this mean for me?

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Run Time ErrorsRun Time Errors occur when R/3 cannot process your data in a timely manner.

To prevent your search from causing a problem with system resources, a time limit is placed on all queries made in R/3.Once you surpass that threshold, R/3 stops your report.

Please, be patient. Keep in mind we are competing for resources in a real time system that processes tens of thousands of transactions a day.There is a way around these time outs, however….

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Background Job Processing

Instead of clicking to run the report, I can run the report in the background.Click on Program at the top of the screen.

Then select the Execute in Background option.

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Background Job ProcessingHere you simply click the check box.

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Background Job Processing

On this screen, select Immediate and then click the floppy disk icon to start the job processing.

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Background Job ProcessingThis message will appear at the bottom of the page to notify you that the job is processing.

Now you can check your ‘Spool.’This is where the results from your report will appear similar to what we saw when the report ran properly.

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Job SpoolTo access reports run in the background, check your job spool.

Use T-code: SP02

Finished reports are listed here.To open one just check this box and click the glasses icon.

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Background Process ResultsHere are the results of the background processing.From here you can download the results to Excel.

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Download to ExcelYou can download the results into Excel.

Similar to the way we saw before.Click this button and you will see the familiar screen.

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Drilling Down - BackgroundThe one drawback to Background Processing is the inability to drill down from that screen.There is a quick workaround.With your results screen up, press Ctrl-Y.

Your mouse will become a crosshairs.You can now drag and highlight the Document Numbers. Highlight the numbers and press Ctrl-C.You can also copy these document numbers once the results are in Excel.

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Drilling Down - BackgroundNow go to the FB03 transaction.We can make FB03 display all those document numbers for us.

From the main screen, click the Document List button.

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Drilling Down - BackgroundFrom here, you type a zero here and click here.

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Drilling Down - Background

Here you can paste in all the document numbers you copied.Click here to paste those numbers in.This option will ‘Paste from Clip Board.’

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Drilling Down - BackgroundYour document numbers should populate the fields.

Then click this button.

Then execute the search with the same button again.

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Drilling Down - BackgroundHere are your results; from here you can double click and drill down on the individual documents.

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Other OptionsThe example we just used demonstrates what to do if you are looking for posted activity to your cost center.Keep in mind you can use different Dynamic Selection criteria to look for different information.

You can view parked itemsOpen items

FBL3N is great for account activity research.

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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: [email protected]

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SurveyBefore 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!