Slide 1 FastFacts Feature Presentation June 19 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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FastFactsFeature Presentation

June 19th, 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 Topic

We’ll be taking a look at…Some Tips and Tricks in the SAP R/3 system

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Today’s PresenterGlenn Small

Business Solution Manager, Project Manager, HopkinsOne

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Session Segments

PresentationGlenn will review a few advanced moves in R/3—some tips and tricks to help use SAP R/3 more efficiently.During the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We 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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Agenda

Today, we’ll be taking a look at:Session AssumptionsWhat is R/3 and what is the R/3 ClubThe SAP R/3 Easy Access MenuWeb Favorites and FoldersStopping a TransactionSearching for a payment and exporting from Cash JournalFinding Vendor Check Payment DetailQuestions & Answers

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Assumptions

Participants have access to R/3Participants are beginning or intermediate users of SAP R/3

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What is R/3?

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R/3 Club•Group of JH employees who use R/3•The SAP R/3 system is powerful and complex•Our instance of R/3 is unique•No one person can know the whole system•Opportunity to teach and learn from each other

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Some Basics

•The SAP R/3 Easy Access Menu•Web Favorites and Folders•Stopping a Transaction

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In SAP R/3, you can access transactions via the drop-down SAP Easy Access menu or by typing the transaction code (or T-code) into the command field, or T-code window. But what if you log in and don’t see the T-code window, like in the screen shot below?

Solution: Click on the arrow to display the command field or T-code window.

Menu Basics

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Menu BasicsNow the T-code window (command field) is displayed.

Notice the bottom right hand portion of the screen.

Nothing there but a grey arrow. Click the arrow to view further information.

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Now some cryptic-seeming information has appeared; however, if you right-click on the icon, you’ll get a drop-down menu of choices.

The default is “System” but most users prefer “Transaction,” which will tell you at any moment what SAP transaction you’re working with. But try others depending on what you find useful.

Menu Basics

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Displaying T-codes in the Easy Access MenuSome users have found they like being able to see not only the short description of a transaction, but the T-code itself. Below is the default SAP view that shows the menu of transaction names.

Displaying T-Codes

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To change the setting, click Extras, and then select Settings—or hit Shift+F9.

The Settings box appears. The default is “Show first level,” but by checking the box next to “Display technical names,” and then clicking on the green checkmark, your Easy Access menu will now display T-codes, as seen on the next slide.

Displaying T-Codes

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Displaying T-Codes

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Adding an Important Web Site Link to your SAP R/3 menuYou might find it helpful to have a key web site, or web sites, easily clickable from within R/3. For example, you may want to have links to the Shared Services web site, HopkinsOne Support, or the Controller’s office. Here’s how you do it…

First, open your Favorites folder by clicking on the arrow to the left of the Favorites folder.

Adding a Link to Your Menu

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Next, right-click on any of your existing Favorites and you’ll get a drop-down menu. Select “Add other objects.”


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The drop-down should default to “Web address or file” – so just click the green checkmark to continue.

An option window will appear. Give the new Favorite a name in the “Text” field, and enter the exact URL in the “Web address or file” field, and then click the green checkmark.


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The web address is now saved in your Favorites folder. Double-click it to access the web site. The web site will open in a new browser window, not inside your R/3 session.


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Another option you have is to create new subfolders within your Favorites folder to better organize your Favorite web links or Favorite SAP Transaction codes. Begin by right-clicking on your Favorites folder; from the drop-down, select “Insert folder.”

Creating a New Folder

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Give the Favorite folder a name and click the green checkmark.

Here’s the new folder that was created. If you click and hold on an existing Favorite, you can drag it into the new folder.

Creating a New Folder

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Stopping an R/3 TransactionSometimes we might run a transaction too wide open – in other words, requesting too much information from the system, which will cause it to take a long time. If a transaction is taking a particularly long time to execute, you might consider stopping the transaction and re-doing it with more specific search parameters. Here’s how.

If a transaction seems to be stuck, click the icon at the top left of the R/3 screen. That will open a drop-down window as seen on the next slide.

Stopping a Transaction

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Stopping a Transaction

Select “Stop Transaction” to stop your current transaction and start over.

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R/3 Finance—Cash Journal tips

•Searching for a payment•Exporting from Cash Journal

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Searching for a Payment in Cash JournalSome users deposit payment checks and later need to track the transaction. Here’s one way to do that in R/3. The transaction is FBCJ. Once you’ve entered it, you see the cash journal screen.

First, you’ll want to adjust the “Display Period” to ensure the deposit you’re looking for will turn up in the result. Do that by changing the date here.Note, once you’ve changed the date manually, either click the green check or click your mouse into the journal below. It may take a minute to populate the journal with the new information.

Using the Cash Journal

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We’re going to export the journal to Excel, where it can more easily be searched or manipulated. Click on the Print Cash Journal button, hit F7, or select from the dropdown, Extras > Print cash journal.


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Now the journal results are on the screen and could be printed to a local printer. You could also search the journal from this screen by clicking on the binoculars.

However, we want to export the journal to Excel. So click the “Local File…” icon . This will give you an export menu option.

Make sure you’ve selected the file type you want to export – in this case, Spreadsheet.


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Another Cash Journal TipYou can quickly click through to see the accounting documents for any of the entries in the main cash journal screen.


To do so, double-click on the Doc.stat field in the particular transaction you want to see accounting documents for.

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The related Account Documents will appear in a pop-up window. You can get more information by double-clicking on any of the items on the list.


This gives you more detail; you can also double-click one of the transaction lines shown below and see more detail, as seen on the next slide.

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Resulting Line Item detail for the Cash Journal transaction.


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R/3 Supply Chain

Finding Vendor Check Payment Detail

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FB03—Finding out about a payment that was part of a larger paymentIt’s not uncommon for a vendor to call and say, I got a check for $4,000 and I don’t know what it’s for. All checks to vendors have a stub with detail about what payments are covered by the check, but sometimes this information is not noticed or not available to the person you’re working with. Sometimes a vendor is claiming they have not been paid. Here’s how you can research this. Start by entering FB03 in the command line.

Investigating a Payment

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Enter a document number for an online payment. In this case, the bill was paid, but the vendor said they weren’t paid. Hit enter or click the green checkmark.

Document Number


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Double-click on the Vendor Name to advance to the next screen. Note this is for $179.00.

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There’s a lot of information on this screen, including Vendor Number, G/L, and the Document Number. We’re interested in finding out more detailed check information.


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To get to more detailed check information, click on Environment and then Check information.


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Ah ha! We’ve found not one, but two checks for this transaction. Note the numbers and that one is a lower digit value than the other. This usually means it came first. So let’s select that one and hit Enter.


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Voided Check. Below we can see that this first check was voided, because there is a Voided check tab that contains details about the void, including the date, who voided it, and why. But we want to see the actual check. We can get there several ways – we could click the Back button within R/3 and select the higher number check, or we could simply click the Replacement check button on this screen.


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Replacement Check. We’ve found the right check, but notice that the Amount paid is $580 and not the $179 we were expecting. This means our $179 payment was included in a larger combined check to the vendor.


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Investigating a PaymentWhat else was included in this payment?

To find out, begin by clicking the Accompanying docs button.

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In this results screen, we can see the other payment that makes up the $580 total for the check. It’s $401. You can also tell this is a different payment because it has a different Reference Number, which is the same as the Invoice Number. Double-click on the line to find out more information.


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In this final scenario, we’re looking to see if a vendor was paid, but we don’t have the Document Number. We do have the Invoice Number. Here’s how to get to the same information using the Vendor Invoice Number. Start with the FB03 transaction.

Click Document list.


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Second, click the green checkmark/clock icon to execute.


First, enter the Invoice Number here.

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From this screen, double-click on the line item to go to the Document Overview page.


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We are back to the same screen as we were on Slide 36. To get more detail, again, double-click the Vendor Name.

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Conclusion

You should know a little bit more about some basic shortcuts and tips in R/3.But this is just the beginning: the group responsible for generating these tips and tricks are SAP users like you.How you can get involved—join the R/3 [email protected]

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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://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!