Slide 1
FastFacts
Feature Presentation
September 19, 2013
To dial in, use this phone number and
participant code…
Phone number: 888-651-5908
Participant code: 182500
To participate via VoIP…
You must have a sound card
You must have headphones or
computer speakers
© 2012 The Johns Hopkins University. All rights reserved.
Slide 2
Today’s Topic
We’ll be taking a look at…
How to Deposit a Check
Slide 3
Today’s Presenter
Keith Bond
Treasury Manager
Slide 4
Session Segments
Presentation
Keith Bond will address how to deposit a check.
During Keith’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Keith will answer as many of your questions as time allows.
Slide 5
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:
fastfacts@jhu.edu
You can also send us an instant message!
GoogleTalk – HopkinsFastFacts@gmail.com
AOL Instant Messenger – HopkinsFastFacts
MSN – FastFacts@jhu.edu
Slide 6
Survey
Survey
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.
Slide 7
How To View Full Screen
Slide 8
How to Deposit a Check
Slide 9
Agenda
After today’s presentation you will be able to:
• Identify the process for making check and cash deposits
• Access SAP transaction FBL5N – Customer Line Item Display to
search for the open items to be cleared
• Verify the posting information for the deposit to be made
• Complete a deposit transmittal form
• Complete an M&T deposit ticket
• Forward the completed forms and deposit backup to Cash
Accounting
Slide 10
Process Flow
Check
Deposit
Transmittal
Cash Journal
Complete
Deposit Ticket
Complete
Deposit Ticket
yes
Enter
information in
Cash Journal
(FBCJ)
Search for
customer
invoice in
(FBL5N)
no
Verify Invoice
Create Invoice
(FV70)
Complete
Deposit
Transmittal
Complete
Deposit
Transmittal
Forward to
Cash
Accounting
Forward to
Cash
Accounting
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Cash Journal vs. Deposit Transmittal
• Determine whether the check should be posted using a Cash
Journal or Deposit Transmittal
• Cash Journal payments:
• Are used for non-invoiced payments
• Examples are: parking fees, refunds, and one-time gifts to
PIs that have an existing Non-Sponsored IO
• Deposit Transmittals:
• Any payment received from a current SAP customer or
sponsor
• Separate the checks based on deposit method
• Create two different deposit tickets (if necessary)
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Slide 13
Searching for the Customer
• Department receives check from sponsor or donor
Slide 14
Searching for the Customer
• SAP Easy Access Menu
Slide 15
Searching for the Customer
• Access SAP transaction FBL5N – Customer Line Item Display
Slide 16
Searching for the Customer
• Access SAP transaction FBL5N – Customer Line Item Display
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Searching for the Customer
• Access SAP transaction FBL5N – Customer Line Item Display
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Searching for the SAP Invoice
• Access SAP transaction FBL5N – Customer Line Item Display
Slide 19
No SAP Invoice Available
• The department creates a parked document using FV70.
http://ssc.jhmi.edu/accountsreceivable/DataFiles/How_to_Park_an
_Invoice.pdf
• Document is reviewed and approved by Billings.
• Use this parked document number to complete the Deposit
Transmittal form.
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Verify the SAP Invoice
• Access SAP transaction FBL5N – Customer Line Item Display
Slide 21
Verify the SAP Invoice
• Display Document: Line Item 001
Slide 22
Verify the SAP Invoice
• Display Document: Overview
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Verify the SAP Invoice
• Display Document: Line Item 002
Slide 24
Complete Deposit Transmittal Form
• Form available at
http://finance.jhu.edu/forms_library/forms/deposit_transmittal.pdf
Slide 25
Send Deposit Transmittal Form
• Email completed form to DepositTransmittals@jhu.edu
• Deposit Transmittal will be processed by Cash Accounting.
• If further information is needed, you will receive an email
from Cash Accounting requesting clarification.
• Confirmation email will be sent to the department.
Slide 26
Conclusion
Check
Deposit
Transmittal
Cash Journal
Complete
Deposit Ticket
Complete
Deposit Ticket
yes
Enter
information in
Cash Journal
(FBCJ)
Search for
customer
invoice in
(FBL5N)
no
Verify Invoice
Create Invoice
(FV70)
Complete
Deposit
Transmittal
Complete
Deposit
Transmittal
Forward to
Cash
Accounting
Forward to
Cash
Accounting
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Q&A
We’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.
Slide 28
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: fastfacts@jhu.edu
Slide 29
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!