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:

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

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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 TownerFinancial Manager, 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.

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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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: [email protected] can also send us an instant message!

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

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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.

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ResearchingNon-Payroll Expenses in R3

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Agenda

FS911 TemplateResearching Missing Documents

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What Won’t Be Covered

PayrollRevenueSpecial/unusual situations

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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

Input your IO number.

Input fiscal period.

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Convert to Excel if Desired

Click on “Printing.”

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Convert to Excel if Desired

Select “Print to Excel.”

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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

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

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FB03

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Screenshot FS911

1900196291














Purchase Order


FMX3

FMX3




Funds Reservation



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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

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

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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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Screenshot FS911

50001189482000120196














Purchase Order


FMX3

FMX3




Funds Reservation



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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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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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Screenshot FS911

50001189482000120196














Purchase Order


FMX3

FMX3




Funds Reservation



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ME23N

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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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FMX3 –Researching Funds

Reservations

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Funds Reservations














Purchase Order


FMX3

FMX3




Funds Reservation



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FMX3

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FMX3

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Journal Transfer Number

Find the Journal Transfer number and write it down. You’ll be inputting it in another transaction.

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GL Non Payroll Cost Transfer Screen

Go to your GL Non Payroll Cost Transfer screen.

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ZSGM_Cost_Transfer

Input the Journal Transfer number you wrote down earlier.

And then click on “Display Request.”

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KSB5

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Screenshot FS911

1400048991














Purchase Order


FMX3

FMX3




Funds Reservation



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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: [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!

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:

Documents

fb03 slide

r3 slide

kb15 slide

screenshot fs911 slide

digits payroll

digits payments

digits intra

school of public health