BRITE Check Processing
Super User Training
November 26, 2007
Welcome and Ground Rules
 Have fun and enjoy the opportunities we
have to contribute to SBBC’s future success!
 Please turn off or silence cell phones and
pagers
 Please do not read or send email messages
during class time
 Respect those speaking and asking
questions by keeping side discussions to a
minimum
 Please do not interrupt the person speaking
 We will start, break, and end on time
 All unanswered questions will be placed in
the “Parking Lot” and answers will be
distributed later
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Logistics
Before we get started ...
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Classroom Materials
Exercises
BRITE
(Let Me)
Concepts
(Tell Me)
Demonstrations
(Show Me)
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Course Objectives
At the end of this course, you should be able to:
 Describe the various methods for obtaining and receiving Goods
 Create Requisitions and Transfer Postings
 Perform various SAP functions required for school/ locationbased procurement, inventory management, and invoice
processing
 Perform display and reporting transactions
 Search for information pertaining to a Project and WBS
Elements.
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SAP Basic Navigation and Fundamentals:
Getting Into SAP
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BRITE
What is BRITE?
 Broward Innovative Tool for Education, will
streamline Broward’s business systems
 It provides staff with access and real-time data in the
latest version of the SAP software.
 BRITE brings one business system to Broward Schools.
 BRITE is a project of the Enterprise Resource Planning
Department, ERP.
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SAP BRITE Website
 For end users, SAP will now be accessed through the web.
 On Windows-based computers, you will access SAP in Internet Explorer.
 There will be a button to access SAP on the ERP Department web page:
www.broward.k12.fl.us/erp
Click this
button to
Access the
BRITE Portal
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Logging Into the BRITE Portal
User Login ID
Password (first time users only)
Entry format = P00012345
Entry format= JA021956
• 8 digits starting with the letter p
• MM = first 2 letters of birth month (JA)
• Personnel Number 12345
• DD = 2-digit birth day (02)
• If personnel number is less than
• YYYY = 4-digit year of birth (1956)
8 characters, then add leading zero(s)
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Initial Password Selection
You will click here
to change your
password
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Portal Assistance
If you have trouble logging into the Portal, select “Get Support”.
Select “Get Support” to
Request a New Password
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BRITE Portal Screen
 Single sign on access to systems you need to do your work,
including SAP (that means one password!)
 Tabs in the Portal screen will be customized based on the user’s role
 All users will have access to the Home and Employee Self Service
(ESS) tabs
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SAP Access via the BRITE Portal
You will select this
tab
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AP Objectives
– Master Data – Coding, Vendor Series, PO Series
• Display vendor master (XK03)
• Display vendor history (FBL1N)
• Display entered invoices (ZFAP_APDOCLIST)
– SAP Payment Program (F110)
• Manual Checks (F-58)
• Reverse checks (FCH8)
• Reprint checks (FCH7)
• Positive Pay (ZFAP_RFCHKE00)
– Display check information
• Payment document (FCH2)
• Display Check Register (FCHN)
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Navigation Tools in SAP
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FI - Master Data
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Quick Reference Sheet (page 1)
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Quick Reference Sheet page 2
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Vendor Series
 TYPE OF VENDOR
– Prime Vendors
– Ordering Address
– Alt Payee &Permitted
Payees
– Employees
– Students
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 NUMBER RANGE
– 100000
– 200000
– 300000
– 400000
– 700000
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Display Vendor – XK03
– Vendor 100024, Company Code SBBC, Purchasing Area SBBC
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Vendor Line Item Display – FBL1N
Run the report for Vendor 100004, Company Code SBBC
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Display AP Activity by User – ZFAP_APDOCLIST
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Display AP Activity by User - Report
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TYPES of PO’s
 Standard (online receipt - contracted items)
– 450800001X
 Framework (open/blanket po)
– 750800001x
 Emergency po (used for hurricanes, etc.)
– 410800001X
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Document Numbers in SAP
Type of Document
Number begins with
Number of
digits
GL Document
010000XXXX
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Non PO Invoice
190000XXXX
10
Non PO Credit Memo
170000XXXX
10
MM
540000XXXX
10
PO Invoice/Credit
Memo
540000XXXX
10
0000010000XX
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Check Number
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Payment Terms & Payment Methods
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Demonstration & Exercises
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Accounts Payable Payment Processing
AP Specialist
Accounts Payable – BPDDAP0020_Accounts Payable Payment Processing
1a.
BPDDAP0010
_Non-PO
Invoice
1b.
BPDDAP0010
_Purchase
Order Invoices
1d.
BPDDAP0010
_Electronic
Invoices
1c.
BPDDAP0010
_Credit Memo
1e.
BPDDAP0010
_Recurring
Entries
9. Mail
Checks With
Backup Docs,
When
Applicable
1f.
BPDDPY0030
_Third Party
Remittance
3. Single
Check?
4. Print Single
Check
F-58
Yes
AP Supervisor
Check
2. Check/
ACH or Wire?
No
ACH
Wire
5. Execute AP
Payment Program
F110
2a. Send
Wire
Payment
Form to
Treasury
8. Display Check
Register (Check
Register Updated
Automatically)
FCHN
6. Print Checks
F110
Check
2d. Post Wire
Payment of
Vendor Invoice
F-53
2b.
Process
Wire
Payment
Data Strategy
Specialist
Treasury
Analyst
5b. Automatic Email
ACH Remittance
Information
SCOT
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2c. Send
Confirmation of
Payment
5d. No Action
Required
No
5c.
Undelivered?
Yes
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5e.
Contact
the
Vendor
5f.
BPDDMM0020 Managing
Vendor Master
5g.
Forward
Email/
Fax to
Vendor
Escheated Checks
AP Supervisor
Accounts Payable - BPDDAP0020_Escheated Checks
5.
BPDDAP0020 Payment and
Check
Management
F110
AP Specialist
7. Void Check
Information
FCH9
8.
BPDDAP0010 –
Invoices and
Credit Memos
PO and Non-PO
Journal Entry Clerk
1. Run Report of
Outstanding
Checks
FCHN
2. Send Letter to
Affected Vendors
Requesting Timely
Response
3. Response
Received?
4. Compile List of
Vendors/Checks/
Amounts to be Reprinted and send
to AP
Yes
6. Compile List of
Vendors/Checks/
Amounts to be
Voided
No
6a. Check
Request Payable
to the State
No
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Demonstration and Exercise
Scenario: Process the check payment program
Transaction Code: F110
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Payment Program – F110 – Enter Parameter
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Payment Program – F110 - Parameter
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Payment Program – F110 – Free Selection
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Payment Program – F110 – Additional Log
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Payment Program – F110 – Printout Medium
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Payment Program – F110 – Printout
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Output Controller – SP01
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Output Controller – SP02
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MANUAL CHECK
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Payment with Printout – F-58
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CANCEL CHECK (VOID)
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Check Management
Accounts Payable – BPDDAP0020_Check Management
* File received daily
3a. Check
Encashment Data *
File Uploaded
in SAP
Custom Tcode (TBD)
1a. Check Lost in
the Mail – Need to
Reissue Check
3b. Errors?
AP Supervisor
1b. Verify in SAP
and the Bank that
Check Has Not
Been Cashed
FCH1
1c. Check
Cashed?
Yes
3c. Valid
Check/
Amount?
No
3d.
Contact
Bank
Yes
No
No
1e. Stop Check
Payment (Bank)
Contact Payroll
1f. Re-Print Check
(Voids Old Check
and Issue New
Check Number)
FCH7
3e. Update Check
Information - Enter
Check
Encashment
FCH6
1g/ 2f/ 3f. Display
Check Register Check Register
Updated
Automatically
Yes
1d.
Commu
nicate to
Vendor
2b. Cancel Payment
(Void the Check and
Re-open Items Paid
by the Check)
FCH8
2a. Check Payment Made
Incorrectly (Wrong Vendor/
Duplicate Payment)
2c. Invoice/
Credit Memo
Entered in
Error?
AP Specialist
Yes
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2d. Reverse
Vendor Invoice/
Credit Memo
FB08/MR8M
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No
2e.
BPDDAP0020
- Payment and
Check
Management
Cancel Check Payment - FCH8
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REPRINT CHECKS
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Reprint Check – FCH7
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POSITIVE PAY
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Check Extract Creation
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DISPLAY/CHANGE CHECK INFORMATION
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Display Payment Document - FCH2
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Reset Check Information Data - FCHG
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CHECK REGISTER
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Search for check by amount - FCHN
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Check Register by Payment Run - FCHN
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Check Register Results - FCHN
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QUESTIONS
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 ESS Appraisal
Follow-Up
 Blackboard
User Support Options

HELP DESK 754-321-8120

BRITE Website:
web/erp -orhttp://www.broward.k12.fl.us/erp/
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
e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)
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