Finance Overview
Demonstrations
September 5, 2012
Department of Finance and Administration
Office of the Mississippi Management and Reporting System
1
Introduction
 Introduction of Business Owners
 Introduction of Team Members
 Introduction of Terms for Today




ECC
SRM
LIV
RICEFW
2
MAGIC Finance
3
Expectation Setting
 Demonstrations will be based on:
 Out of the box functionality
 Completed configurations and unit testing
 Demonstrations will not be based on:
 Enhancements needed for State of MS
functionality
 End to end integration between all modules, i.e.
SRM to ECC for contracts
4
Purpose of Demo
 Demonstrate the Accounts Receivable
Process





Creation of the Customer Master Data
Creation of Customer Invoice
Explain the Customer Balance View
Explain the Dunning Process
Receive and Post Customer Payments
5
Transaction Codes (T-codes)
Covered in Demo
 FD01 - Create Customer
 FB70 - Create Customer Invoice
 FD10N - Show Balance
 F150 - Run Dunning
 F28 - Receive Payment
6
Creating a Customer (FD01)
To create a customer you must have all required
fields filled out in order for the customer master
record to save. Currently required fields are:
• Account Group
• Name of Customer
• Address information
• Search terms for the customer
• Reconciliation G/L Account
• Dunning Procedure
When this information and any additional
optional fields are finished and saved, the new
Customer Master Record number will appear in
a message at the bottom of the screen.
7
8
9
Most of the customer
numbers are automatically
assigned. Only ZSAG and
ZSEE require manual
numerical entries
10
Creating Customer Invoices (FB70)
In order to enter a customer invoice, a user must have all
the necessary required fields. The required fields are the:
•
•
•
•
•
•
•
Customer number (Master record number)
Invoice and posting dates
Amount of the invoice
The related 4XXXXXXX- Revenues G/L Account
Cost Center
Fund (derived)
Functional Area (derived)
11
12
13
Posting Key
01- Invoice
50- Credit Entry
Transaction
FB70
Post Key Acct
Descr
01
8500000006 A/R-C
50
43500000
Fines and Penalties
Debit
Credit
$200
$200
Bus Area Fund
1130 2131000000
14
View of posted invoice
15
Related Documents
16
Transaction
FB70
Post Key Acct
01
700000034
Descr
A/R-C
50
Inheritance TX
40640000
Debit
Credit
$300
$300
Bus Area Fund
1130 2131000000
17
Additional Invoice and documents automatically created
Transaction
FB70
Post Key Acct
Descr
01
8500000007 A/R-C
50
43110000
Debit
Credit
$400
Victims Compensation Fees
$400
Bus Area Fund
1130 2131000000
18
Display Balances FD10N
Enter the customer who you would like to see balances for and in which fiscal
year you would like balances displayed.
19
Current Balances display for Harry Potter
20
Drilling down into the total $300 amount, we see the documents and their respective
invoice amounts. The red dot indicates these items are open.
21
Dunning F150 (Individual Notice)
22
Harry Potter is late by 153 days for invoice 1800000062 and is not dunned on
invoice 1800000063
23
24
Dunning Video
25
Dunning Customer Enhancement
26
Inside Ron’s Customer Master Record
27
Invoice documents for Ron
Transaction
FB70
Post Key Acct
Descr
01
8500000007 A/R-C
50
406250000
Tobacco TX
Debit
Credit
$500
$500
Bus Area Fund
1130 2131000000
28
Payments F-28
Required fields:
-Document date
-Bank account data
-Customer account
-Amount to be
cleared
29
The amount
paid is equal
to the balance
for this
customer
30
Clearing Document
Transaction
F-28
Incoming Payment
Post Key Acct
40 10022006
Descr
S/Tres-Oth Items
15 8500000006 A/R-C
Debit
Credit
$
300
$
Bus Area Fund
300
1130 2131000000
31
Grants Management Document
32
Now review the balance for Harry Potter
after payments
33
Cleared
34
35
Questions & Answers
Accounts Receivable Resources
Tessa Turner, SAP Consultant
Tessa.Turner@sap.com
Robbie Coleman, Accounts Receivable Team Lead
Robbie.Coleman@dfa.ms.gov
36
Purpose of Demo
 Demonstrate the Performance Based
Budgeting Functionality





Creation of the Functional Area
Creation of the Statistical Key Figures
Creation of the Plan Data
Creation of the Actual Data
Report results
37
Performance Budgeting
• Performance Measures = Statistical Key Figures
• Statistical Key Figures - represent activities or statistics
in a cost center, project, or internal order.
• They measure each of:
•
•
•
•
•
•
•
Numbers/Counts
Units of time
Quantities
Pounds
Square feet
Percentages
ETC…..
38
Statistical Key Figure Lifecycle
Create Master Data
1
Post
Actuals
• Can be tracked against many financial
dimensions
• Key figures will be agency maintained
• Full lifecycle tracking of plan to actual
• Zero cost or financial impact
• Delivered reports by key financial
dimensions
2
3
Enter
Planned Data
39
Statistical Key Figure Lifecycle
Create Master Data
1
Post
Actuals
3
• Master data will be entered and
maintained at both
• A centralized level
• And at a de-centralized level
• Critical Funds Management (FM) data
must be properly and accurately
maintained
• Agencies will manage their own stat key Enter
Planned Data
figures
2
40
Master Data
 Functional Area – 16 characters in length
 Agency Appropriation Unit
 Agency Program
 Agency Program Activity
 Functional Area Group
 Used to track state-wide programs
 Statistical Key Figures
 Statistical Key Figure Groups
41
Performance Budgeting
M100 Report
Agency
Fund
Program
Performance Measure
PERF CODE: KIDS
PERF CODE: COMM
Target Units
Actual Units
% of Target
600.00
75.00
0.00
0.00
0.00
0.00
Agency > Business Area
Fund > Fund
Program > Component of Functional Area
PERF CODE > Statistics Key Figure or Activity Type
42
Functional Area Structure
43
Functional Area Structure
44
DES – Statistical Key Figure for ‘Total Average Job Seekers’
45
DFA- Statistical Key Figure for Ongoing Construction Projects
46
Statistical Key Figure Group for Planning and Reporting
47
Statistical Key Figure Lifecycle
Create Master Data
1
Post
Actuals
3
• Flexible options for planning
• Equates to current ‘target’
• Annual and period by period
estimates
• Data can be tracked on cost
centers, internal orders, and
projects
• Reports of plan to actual with
variances
2
Enter
Planned Data
48
Planning for DFA Statistical Key Figures – KP46
49
DFA Planning
50
Period by Period Planning
51
Report showing Statistical Key Figures by Period (S_ALR_87013645)
52
Report showing Statistical Key Figures by Period (S_ALR_87013645)
53
Stat Key Figure Report S_ALR_87013618
54
DES Statistical Key Figure Planning
55
56
Period by Period Planning for a Statistical Key Figure
57
Stat Key Figure Report S_ALR_87013618
58
Actual Statistical Key Figures entered for Period 1
59
Report showing Actual to Planned Values
60
Statistical Key Figure Lifecycle
Create Master Data
1
• Updates available on any frequency
• Data can be tracked on cost centers,
internal orders, and projects
• Enhancement for upload entry
• Easy entry screens
Post
Actuals
3
2
Enter
Planned Data
61
DES Actual Statistical Key Figure Posting for Period 1
62
Report for Year of Plan to Actual Statistical Key Figures
63
S_ALR_87013645 Stat Key Figures by Period
64
Functional Area Group State-Level
65
S_ALR_87013645 Stat Key Figures by Period
66
Statistical Key Figure Lifecycle
Create Master Data
1
•
•
•
•
Post
Actuals
3
Key figures by agency
Full lifecycle tracking of plan to actual
Zero cost or financial impact
Delivered reports
2
Enter Planned
Data
67
Questions & Answers
Controlling Resources
Janice Begin, SAP Consultant, Janice.Begin@sap.com
Jessica Morris, Controlling Team Lead,
Jessica.Morris@dfa.ms.gov
Funds Management Resources
Hwee Yeo, SAP Consultant, Hwee.Yeo@sap.com
Kay Martin, Funds Management Team Lead,
Kay.Martin@dfa.ms.gov
68
Testing Scenario
 Select contract from ECC for direct payment (no PO)
 Enter LIV invoice and display vendor master
 Display open items for vendor and drilldown to
display documents
 Process payment
 Display check register
 Display vendor reports in ECC after processing
 Display contract spend
 Discuss SRM replication of contracts into ECC and
ECC payment data replicated into SRM
69
Transactions (in order of processing)
Transaction Code
Transaction Description
ME33K
Display Contract
MIRO
Enter LIV Invoice
FBL1N
Display Vendor Line Items
(Open)
F110
Automatic Payment Program
FBL1N
Display Vendor Line Items
(Cleared)
FK10N
Display Vendor Balances
ME33K
Display Contract Spend
70
ME33K - Display Contract in ECC
1. Input contract number; if unknown, click
in field to activate search help
2. Press ENTER to
display contract
71
MIRO – Enter LIV Invoice Against Contract
1. Make the following entries:
Basic data tab
•
•
•
Invoice date
Reference (Vendor’s invoice number)
Amount (total)
Contract Reference tab
•
Contract number
2. Press ENTER to retrieve contract line
item details
3. Scroll to the right and click the
‘multiple account assignment’ button
72
MIRO – Enter Multiple Account Assignments
1. Enter account assignment details for each fund (separate
lines)
•
2.
3.
4.
5.
Amount, Quantity, GL account, Cost Center, Tax Code
Press CHECK to perform edits and FM derivations
Press BACK to close account assignment pop-up box
Verify document is balanced
Press SAVE
73
MIRO – Confirm and Save
Verify the document is balanced (green light) and save.
System will issue a message with document number created.
74
FBL1N - Open Items
1. Enter vendor number and company
code. The default selection is for
open items as of current date. Leave
as is.
2. Execute (clock icon).
75
Drilldown and Display Document Overview
76
Related Documents
77
F110 – Create Parameters
78
F110 – Create Proposal
Click
to refresh
79
F110 - Schedule Payment Run
80
F110 – Schedule Print
81
F110 – Payment Run Completed
82
F110 – Payment Run Documents
83
F110 - Job Log Overview for Payment
84
Check Register (out of box)
85
FBL1N - Cleared Items
86
FK10N - Vendor Balances
87
ME33K - Contract Spend
88
Questions & Answers
Accounts Payable Resources
Lynda Kerr, SAP Consultant, Lynda.Kerr@sap.com
Nancy Jennings, Accounts Payable Team Lead,
Nancy.Jennings@dfa.ms.gov
89