Slide 1 FastFacts Feature Presentation December 13 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

December 13th, 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…

Enhancements that have been made to the Non-Payroll Cost Transfer transaction

Enhanced query functionalityEnhanced “Prior Transfer Error” messageEnhanced upload functionality

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Today’s Presenter

Ron BrasefieldHopkinsOne, SPC Ledger Team Lead

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Session Segments

PresentationRon will demonstrate certain enhancements that have been made to the Non-Payroll Cost Transfer transaction.During his presentation, your phone will be muted.If you would like to submit a question during the presentation, you can email it to: [email protected]

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. Ron 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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Non-Payroll Cost TransferEnhancements

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Agenda

Today, we’ll be taking a closer look at three enhancements that have been made to the Non-Payroll Cost Transfer transaction:

Enhanced query functionality Enhanced “Prior Transfer Error” message Enhanced upload functionality

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Enhanced Query Functionality

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Query FunctionalityFunctionality has been added within the Non-Payroll Cost Transfer transaction. This new functionality allows you to search on prior cost transfers using a variety of selection criteria.For example, you can conduct a search and identify all cost transfers that hit a certain cost center within a specified time period.You can search for all cost transfers completed by a particular JHED user ID.You can also obtain details on a particular cost transfer number, including:

The statusWho initiated it The FM funds reservation document numbers associated with the transfer

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On the first screen of the Non-Payroll Cost Transfer transaction, you will see three icons: Cost Transfer Header, Cost Transfer Items, and Cost Transfer Log.To initiate a query, you must click one of these icons.

Initiating a Query

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Query on the HeaderThe custom Non-Payroll Cost Transfer transaction contains three sections. There is a Header Section (top), a Line Item Section (middle) and a Log section (bottom).If you would like to query on the Header Section, then you should click the Cost Transfer Header icon.

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Changing Your Search Screen

If your search screen looks like this, follow these instructions to change it.

First, hit F6 (or Settings User Parameters) to bring up the User Parameters screen, shown on the next slide.

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Changing Your Search Screen

2. Under “Keyword,” change the radio button from “Field name” to “Field Label.”

3. Then click the green checkmark or hit enter. This will save your settings.

1. Under “Output List,” select ALV list.

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Enter Your Selection CriteriaNow, enter your selection criteria…

I entered my JHED user ID and a document date range.

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Execute the ReportAnd then click the Execute icon.

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Query Results Screen

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Query Results Screen

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Query Results Screen

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Sorting by StatusWithin the query results screen, you can sort the information by cost transfer status.

And then click the Sort in Ascending Order icon.

To do so, click the Cost Transfer Status column heading…

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Data Sorted by Status

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Limiting Your Search ResultsTo limit the search results, green arrow back…

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Limiting Your Search ResultsUse the same selection criteria but select a particular status.

In this example, I’ve selected a status of “Completed.”

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Limiting Your Search Results

And now your search results are more refined.

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Query on Line ItemNow let’s jump back to the first screen of the Non-Payroll Cost Transfer transaction and talk about queries on line items.A query on the Line Item section of the cost transfer will be based on the data entered in that section (i.e.; Business Area, Cost Objects, G/L Accounts, Cost Elements, Original SAP Transactions).To query on this section, click the Cost Transfer Items icon.

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Selection Screen

You’ll arrive at the Selection Screen where you’ll see a list of query options.

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Enter Your Selection CriteriaWith any of these query options, you can query on specific cost transfer numbers.

If you don’t know the cost transfer number, but want to see all cost transfers that hit your cost center, query on the cost center number and then click the Execute icon.

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Query Results Screen

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Query Results Screen

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Query on Log SectionNow let’s jump back to the first screen of the Non-Payroll Cost Transfer transaction one last time and talk about queries on the Log section (or the bottom) of the cost transfer. To query on the information contained on the bottom section of the cost transfer (including User Name, Date, and Status) click the Cost Transfer Log icon.

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Enter Your Selection CriteriaEnter your selection criteria and click the Execute icon.

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Query Results Screen

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Enhanced “Prior Transfer Error” Message

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Prior to the Enhancement…

Prior to the enhancement, this error message provided limited information.

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With the Enhanced Functionality…

With the enhanced functionality, the error message will display information on all of the prior transfers that referenced the same SAP original document number.

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Additional InformationClick the Continue button on the error message to see the prior cost transfer numbers, amounts, dates, and initiator IDs of those that have referenced the same SAP Original Document number.

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Returning to Cost Transfer Entry

Click the red “X” to close this prior history window…

…and you will see this message. Press enter to return to the Cost Transfer entry.

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Enhanced Upload Functionality

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Upload Functionality

New functionality has been added that will enable users to first enter the cost transfer data into Excel, and then upload it into SAP.The number of default entry lines has been increased to 20 with these enhancements.Excel upload spreadsheets that contain more than 20 default lines will automatically increase the number of lines needed in the cost transfer. Thus, an upload file containing 50 lines of transfer data would automatically upload and automatically increase the number of lines available in the cost transfer.An example of an upload file for an Expense cost transfer follows.

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Excel Template

The data entered in Excel is done via the use of a template file created for this purpose.

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Enter the DataOnce data is entered, save the file as an Excel file.

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Save as .Txt FileThen delete the column header row, so all you are left with is transfer data, and save the file as a .txt file.

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Enter Parameters

Now in the Expense option of the Non-Payroll Cost Transfer, select a reason code, document date, posting date and posting period.

Then enter text in the explanation section at the bottom of the transfer.

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Upload Expense Items

Finally, click the Upload Expense Items icon.

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Select Your .Txt File

From the Windows file directory, select the .txt file that you created.

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Data Is Pulled In

Data is pulled in from the .txt file and the number of lines automatically increases from the default (20) to the number of lines needed for the file data (30).

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“SAP Doc?” Column

Although the raw data is pulled in, the checkboxes in the “SAP Doc?” column are not automatically checked. This is because checking this column invokes a validation in SAP and must be done manually.

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Click the Check icon and then click each of the checkboxes in the “SAP doc?” column.

“SAP Doc?” Column

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Proceed with the Cost Transfer

Proceed as usual with the cost transfer.

Note that the prior transfer validation is still in place.

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Prior History

Here is the prior history on the referenced SAP original document.

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Conclusion

We examined three enhancements that have been made to the Non-Payroll Cost Transfer transaction:

Enhanced query functionalityEnhanced “Prior Transfer Error” messageEnhanced upload functionality

Hopefully these enhancements will make the Non-Payroll Cost Transfer transaction easier to manage and use.

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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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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!