BRITE Implementation
School Board of
Broward County
Budget, Finance, and Operations
General Display Transactions
General View
Page 1
BRITE Implementation
School Board of
Broward County
Display Transactions
Click on the selection to go directly to the directions for that transaction.
Note: You will only be able to run transactions for which you have security access.
Budget
ƒ FMEDDW: View Budget
Document List
ƒ FMEDD: View Budget
Document
ƒ FMX3: Display Funds
Reservation
ƒ FMRP_RW_BUDCON:
Overview of Budget Usage
ƒ FMRP_RFFMEP1AX:
Overview of All Postings
Finance
Accounts Payable
ƒ FBL1N: Display Vendor
Line Item
ƒ FB04: Display Changes
(AP Document)
ƒ FCH1: Display Check
Information
ƒ FCH2: Display Payment
Document Checks
ƒ S_ALR_87012085: Vendor
Payment History
Finance con’t
Controlling
ƒ KO03: Display Internal
Order
ƒ S_ALR_87013611: Cost
Centers
(Actual/Plan/Variance)
ƒ KS03: Display Cost Center
ƒ KB16N: Display Manual
Allocations
ƒ KSB1: Display Cost
Centers: Actual Line Items
ƒ KB23N: Display Activity
Allocation
General Ledger
ƒ FB03: Display Document
(GL)
ƒ FAGLL03: Display Line
Items
ƒ FB04: Document Changes
(GL Document)
ƒ S_ALR_87012326: Chart
of Accounts
General Display
Finance con’t
Grants
ƒ GMGRANTD: GM Master
Data
ƒ S_ALN_01000079: Display
Grants Master Data
ƒ S_ALN_01000059:
Sponsored Programs
Report
ƒ S_ALN_01000161: Grant
Sponsors Master Data
Report
ƒ S_ALN_01000160: Grant
Sponsored Classes Master
Data
ƒ S_ALN_01000534: GM
Billing Report
Operations
ƒ MM03: Display Material
Master Record
ƒ XK03: Display Vendor
(centrally)
ƒ ME53N: Display a
Purchase Requisition
ƒ ME5A: Display Purchase
Requisition List
ƒ ME23N: Display Purchase
Order
ƒ ME2L: Display Purchase
Order by Vendor
ƒ ME80FN: Purchasing
Reporting
Project Systems
ƒ CN43N: WBS Elements
Overview
ƒ CJI3: PS Line Item Report
ƒ CJI5: PS Line Item Report:
Commitments
ƒ S_ALR_87013533: PS
Hierarchical Report
2
SAP Acronyms
SAP Acronym
Name
GL
General Ledger
GM
Grants Management
FM
Funds Management
MM
Material Management
HR
Human Resources
FI
Financial
BI
Business Intelligence
IP
Integrated Planning
PS
Project Systems
ECC
Enterprise Central
Component
WBS
Work Breakdown
Structure
CO
Controlling
General Display
General View
Page 2
BRITE Implementation
School Board of
Broward County
FMEDDW: View Budget Document List
1
General Display
3
1. Enter FMEDDW in the Fast Path field.
2. Click the Enter key on your keyboard.
General View
Page 3
BRITE Implementation
School Board of
Broward County
FMEDDW: View Budget Document List
7
3
4
5
6
General Display
4
Enter filter criteria:
3. Fill in the Budget Category field or use the matchcode to look one up.
4. Fill in the Fund field (for example, 1000).
5. Fill in the Funds Center field (for example, 2220097030).
6 Enter the Functional Area (for example, 720000000000000000, 72 followed by 14 zeros).
7. Click the Execute button.
General View
Page 4
BRITE Implementation
School Board of
Broward County
FMEDDW: View Budget Document List
8
General Display
5
8. Double click to select a document for review, such as 2000000007.
General View
Page 5
BRITE Implementation
School Board of
Broward County
FMEDDW: View Budget Document List
9
General Display
6
9. Click the Back button to return to the previous screens.
10. You have successfully viewed a budget document.
General View
Page 6
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
1
General Display
7
1. Enter FMEDD in the Fast Path field.
2. Click the Enter key on your keyboard.
General View
Page 7
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
If the Enter FM Area pop-up box Appears:
3
3. Enter “SBBC” in the FM Area box.
4. Click .
4
6
5
General Display
7
8
5. Enter the Document year, 2008.
6. Click in the Entry Document Number field.
7. Click the Entry Document Number matchcode icon.
General View
Page 8
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
11
10
9
8
General Display
9
8. Fill in the Budget Process field (TRAN).
9. Fill in the Document Number (2000000283).
10. Fill in the to field if needed (2000000400).
11. Click the Execute button.
General View
Page 9
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
13
12
General Display
10
12. Select a Document to view more details (2000000287).
13. Click the More… button.
14. Choose Details.
General View
Page 10
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
15
General Display
11
15. Review the information displayed in the Details tab then click the green check.
General View
Page 11
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
16
General Display
12
16. Double click to select another document (2000000287).
General View
Page 12
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
17
General Display
13
17. Click the Execute button.
General View
Page 13
BRITE Implementation
School Board of
Broward County
FMEDD: View Budget Document
18
General Display
14
18. Click the Back button.
19. You have successfully viewed a budget document.
General View
Page 14
BRITE Implementation
School Board of
Broward County
FMX3: Display Funds Reservation
1
General Display
15
1. Enter FMX3 in the Fast Path.
2. Click the Enter key on your keyboard.
General View
Page 15
BRITE Implementation
School Board of
Broward County
FMX3: Display Funds Reservation
3
General Display
16
3. Enter the Document number. If not known, use the matchcode icon.
4. Click the Enter key on your keyboard.
General View
Page 16
BRITE Implementation
School Board of
Broward County
FMX3: Display Funds Reservation
4
If the Consumption button is not displayed
click the More… button and select
Consumption from the dropdown list.
General Display
17
4. Click the Consumption button.
Note: If the Consumption button is not displayed click the More… button and select Consumption from the
dropdown list.
General View
Page 17
BRITE Implementation
School Board of
Broward County
FMX3: Display Funds Reservation
5
General Display
18
5. Review the information then click the Back button to return to the previous screen.
6. You have successfully displayed a funds reservation.
General View
Page 18
BRITE Implementation
School Board of
Broward County
FMRP_RW_BUDCON: Overview of Budget Usage
1
General Display
19
1. Enter FMRP_RW_BUDCON the Fast Path field.
2. Click the Enter key on your keyboard.
General View
Page 19
BRITE Implementation
School Board of
Broward County
FMRP_RW_BUDCON: Overview of Budget Usage
9
3
4
5
6
7
8
General Display
20
3. The FM Area box may appear. If the FM Area box appears enter SBBC in the FM Area field and click the Enter
button (green check) located at the bottom of the pop-up box.
4. Fill in the Financial Management Area field with SBBC.
5. Fill in the Budget Version field (9F).
6. Fill in the Version field (0).
7. Fill in the Fiscal Year field (2008).
8. Fill in the Funds center field (2220097030).
9. Click the Execute button.
General View
Page 20
BRITE Implementation
School Board of
Broward County
FMRP_RW_BUDCON: Overview of Budget Usage
10
General Display
21
10. Review the information then click the Back button to return to the previous screen.
11. You have successfully displayed an overview of budget usage.
General View
Page 21
BRITE Implementation
School Board of
Broward County
FMRP_RFFMEP1AX: Overview of All Postings
1
General Display
22
1. Enter FMRP_RFFMEP1A the Fast Path.
2. Click the Enter key on the keyboard.
General View
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BRITE Implementation
School Board of
Broward County
FMRP_RFFMEP1AX: Overview of All Postings
7
3
4
5
6
Notice the Maximum No.
of Hits = 500
General Display
23
3. Fill in the FM Area field with SBBC.
4. Fill in the Funds Center (2220097030).
5. Fill in the beginning fiscal year in in the Fiscal Year period (from) field (2008).
6. Enter ending fiscal year in in the Fiscal Year period (to) field (2008).
7. Click the Execute button.
General View
Page 23
BRITE Implementation
School Board of
Broward County
FMRP_RFFMEP1AX: Overview of All Postings
8
General Display
24
10. Review the information then click the green check.
General View
Page 24
BRITE Implementation
School Board of
Broward County
FMRP_RFFMEP1AX: Overview of All Postings
9
General Display
25
9. Review the information then click the Back button.
10. You have successfully displayed an overview of all postings.
General View
Page 25
BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
1
General Display
26
1. Enter the transaction code FBL1N.
2. Press Enter on the keyboard.
General View
Page 26
BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
2
3
4.1
4.2
4.3
General Display
27
2. Fill in Vendor Account. Use the matchcode icon to search for vendors if necessary.
3. Fill in Company Code, which is always SBBC.
4. There are three display options. Choose either Substep 4.1, 4.2, or 4.3 for display option
instructions:
4.1 In the Line Item Selection section, under Status, click Open items if it is not already
clicked to view “only’ open items and then fill in the Open at key date field.
4.2 Click Cleared Items to view cleared items, which include paid items and reversed items.
4.3 Click All Items to view all items (cleared and open). Enter a date range to narrow the
volume of line item detail.
General View
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BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
8
5-7
General Display
28
5. Scroll down and under Type, click Normal Items to display “regular” invoices/credit
memos and payment documents.
6. Click Special G/L transactions to display retainage documents.
7. Click Parked items to display “parked” documents.
8. Click the Get Variant… button to select predefined variants from a drop down menu.
General View
Page 28
BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
9
10
General Display
29
9. Select variant by clicking the variant name or click the cancel button to close dialog box
without selecting a variant.
10. Once all the search criteria are chosen On the Vendor Line Item Display screen, select
Execute.
General View
Page 29
BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
General Display
30
11. Double click on any line item to see details.
General View
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BRITE Implementation
School Board of
Broward County
FBL1N: Display Vendor Line Item
12
General Display
31
12. Under the More… button are options to view the next line item, display document
header, and more.
General View
Page 31
BRITE Implementation
School Board of
Broward County
FB04: Display Changes (AP Document)
1
General Display
32
1. Enter the transaction code FB04.
2. Press Enter on the keyboard.
General View
Page 32
BRITE Implementation
School Board of
Broward County
FB04: Display Changes (AP Document)
3
5
General Display
4
33
3. Fill in Company Code, which is always SBBC.
4. Fill in Document Number.
5. Fill in Fiscal Year.
6. Press Enter when finished.
General View
Page 33
BRITE Implementation
School Board of
Broward County
FB04: Display Changes (AP Document)
7
General Display
34
7. Click the All Changes button.
General View
Page 34
BRITE Implementation
School Board of
Broward County
FB04: Display Changes (AP Document)
8
9
General Display
35
8. Double-click on any items to view the details. In the screen above Payment Method is
double clicked to display date, time, and User who made the changes to the method of
payment for this document.
9. Once viewed, the box can be closed by clicking on the X in the upper right corner.
General View
Page 35
BRITE Implementation
School Board of
Broward County
FCH1: Display Check Information
1
General Display
36
1. Enter the transaction code FCH1.
2. Press Enter on the keyboard.
General View
Page 36
BRITE Implementation
School Board of
Broward County
FCH1: Display Check Information
3
4
6
General Display
5
37
Fill in the following fields:
3. Paying company code, which will always be SBBC
4. House Bank
5. Account ID
6. Check number
7. Press Enter.
General View
Page 37
BRITE Implementation
School Board of
Broward County
FCH1: Display Check Information
8
General Display
9
10
11
38
This display screen will provide:
ƒ
Bank Details: Specific bank, account number, and ABA#
ƒ
Check Information: Check#, date of check, amount paid, and date cashed
ƒ
Check Recipient: Vendor receiving the check
8. Click Check Recipient to obtain vendor address information. Click the green check at the
bottom of the screen that pops up to return to the screen above.
9. Click Check Issuer to view the payment method, User, and date printed. Click the green
check at the bottom of the screen that pops up to return to the screen above.
10. Click Payment Document to view the accounting payment document that cleared the
vendor open items. Click the green check at the bottom of the screen that pops up to
return to the screen above.
11. Click Accompanying Docs to view the various documents paid on the check. Click the
green check at the bottom of the screen that pops up to return to the screen above.
12. You have successfully displayed check information.
General View
Page 38
BRITE Implementation
School Board of
Broward County
FCH2: Display Payment Document Checks
1
General Display
39
1. Enter the transaction code FCH2.
2. Press Enter on the keyboard.
General View
Page 39
BRITE Implementation
School Board of
Broward County
FCH2: Display Payment Document Checks
3
5
4
7
8
General Display
40
3. Fill in the Payment document number.
4. Fill in Company Code, which is always SBBC.
5. Fill in Fiscal Year.
6. Press Enter when finished filling in the fields.
7. Select the check to display (this example uses 000001000002).
8. Click the green check.
General View
Page 40
BRITE Implementation
School Board of
Broward County
FCH2: Display Payment Document Checks
9
11
13
14
10
12
General Display
41
This display screen will provide:
ƒ
Bank Details: Specific bank, account number, and ABA#
ƒ
Check Information: Check#, date of check, amount paid, and date cashed
ƒ
Check Recipient: Vendor receiving the check
9. Click Check Recipient to obtain vendor address information.
10. When finished viewing click the green check.
11. Click Check Issuer to view the payment method, User, and date printed.
12. When finished viewing click the green check.
13. Click Accompanying docs to view the various documents paid on the check. Click the
Back button when finished.
14. Click the Payment document to view the accounting payment document that cleared
the vendor open items. Click the Back button when finished.
15. You have successfully displayed payment document checks.
General View
Page 41
BRITE Implementation
School Board of
Broward County
S_ALR_87012085: Vendor Payment History
1
General Display
42
1. Enter the transaction code S_ALR_87018025.
2. Press Enter on the keyboard.
General View
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BRITE Implementation
School Board of
Broward County
S_ALR_87012085: Vendor Payment History
8
3
4
5
6
7
General Display
43
3. If known, fill in Vendor account or find it using the matchcode icon. Leave this blank to
obtain payment history of all vendors or enter a range of vendor account numbers to run
a specific vendor history.
4. Fill in Company Code, which is always SBBC.
5. Fill in the Fiscal Year.
6. Fill in Open items at key date, which defaults to today’s date, but can be changed to a
previous date.
7. Click Standard Documents to uncheck that feature.
8. Click Execute.
General View
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BRITE Implementation
School Board of
Broward County
S_ALR_87012085: Vendor Payment History
General Display
44
9. If needed, scroll down to see additional information.
10. You have successfully displayed the payment history for a vendor.
General View
Page 44
BRITE Implementation
School Board of
Broward County
KO03: Display Internal Order
1
General Display
45
1. Enter the transaction code KO03.
2. Press Enter on the keyboard.
General View
Page 45
BRITE Implementation
School Board of
Broward County
KO03: Display Internal Order
3
General Display
46
3. Enter the nine-digit Internal Order number or use the matchcode icon to search for a
number if it is not known.
4. Press Enter on the keyboard.
General View
Page 46
BRITE Implementation
School Board of
Broward County
KO03: Display Internal Order
5
6
General Display
47
5. If additional information exists, click the long text icon of the order description. When
finished click the back button.
6. Click on the Control data tab.
General View
Page 47
BRITE Implementation
School Board of
Broward County
KO03: Display Internal Order
9
7
8
General Display
48
7. Click the Allowed transactions to display the transactions allowed under the current
system status.
8. When finished viewing click the check mark or X in the corner to close the pop-up screen.
9. Click the Settlement Rule button to see the settlement rule.
10. You have successfully displayed an internal order.
General View
Page 48
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
1
General Display
49
1. Enter the transaction code S_ALR_87013611.
2. Press Enter on the keyboard.
General View
Page 49
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
14 13
3
5
7
8
10
4
6
12
9
11
General Display
50
3. Fill in the Controlling Area.
4. Fill in the Fiscal Year.
5. Fill in the From Period.
6. Fill in the To Period.
7. Fill in the Plan Version, which will always be “0” at SBBC for the version that has both
Actual/Plan values.
The following fields are optional to narrow down the selection to display:
8. Cost Center Group, for which you can use the matchcode icon to look one up.
9. Or value(s) to select a range of Cost Centers.
10. Cost Element Group.
11. Or value(s).
12. Certain fields, such as the Cost Center(s) and Cost Element(s), offer an additional
selection icon if multiple single values or multiple ranges need to be reported.
13. You can also search using an existing variant by clicking Get Variant….
14. Click Execute to execute the report.
General View
Page 50
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
15
16
General Display
51
15. Click the arrow to view all of the cost centers within the group in the right-hand column.
To view the individual report for one Cost Center in the group, you must click on it.
16. In this example, the report for Deerfield Beach Elementary is being selected by clicking
it.
General View
Page 51
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
17
18
General Display
52
17. Double-click a Cost Element (in this example 55220000 Supplies x). This will display a
collection of additional reports.
18. Click on the desired report and then click the green check, in this example Cost Centers:
Actual Line Items is chosen.
General View
Page 52
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
19
20
21
General Display
53
19. You may change the layout of the screen to view the results differently. To change the
layout to available layouts, click the More… button and select Select Layout.
20. In this example Z3ZAP will be chosen. Click on the layout.
21. Click the green check.
General View
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BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
22
22
23
General Display
54
22. Double click on a document to view the details or single click on the document and click
the Document button.
23. Click the Back button once finished viewing the details.
24. You have successfully displayed a report for Plan/Actual/Variance for Cost Centers.
General View
Page 54
BRITE Implementation
School Board of
Broward County
S_ALR_87013611: Cost Centers (Actual/Plan/Variance)
24
25
General Display
55
24. To view master data details, select the record by clicking on it and then click on More…
and select Master Record.
25. When finished viewing, click the Back button.
General View
Page 55
BRITE Implementation
School Board of
Broward County
KS03: Display Cost Center
1
General Display
56
1. Enter the transaction code KS03.
2. Press Enter on the keyboard.
General View
Page 56
BRITE Implementation
School Board of
Broward County
KS03: Display Cost Center
6
4
General Display
57
3. The first time this transaction is run a screen may pop up asking for the Company Code,
which is always SBBC.
4. Fill in the Cost Center, or use the matchcode icon to look one up.
5. Press Enter on the keyboard.
6. You have successfully displayed a Cost Center Master data record.
General View
Page 57
BRITE Implementation
School Board of
Broward County
KB16N: Display Manual Allocations
1
General Display
58
1. Enter the transaction code KB16N.
2. Press Enter on the keyboard.
General View
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BRITE Implementation
School Board of
Broward County
KB16N: Display Manual Allocations
3
General Display
59
3. Fill out the DocumentNo field or use the matchcode icon to look up the number.
4. Click Enter.
General View
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BRITE Implementation
School Board of
Broward County
KB16N: Display Manual Allocations
5
General Display
60
5. Click the Additional Info tab to view additional header information.
General View
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BRITE Implementation
School Board of
Broward County
KB16N: Display Manual Allocations
6
7
General Display
61
6. Click Menu > Goto > Overview List to view.
7. Click Back to return to the previous screen.
8. You have successfully displayed a manual cost allocation document.
General View
Page 61
BRITE Implementation
School Board of
Broward County
KSB1: Display Cost Centers: Actual Line Items
1
General Display
62
1. Enter KSB1 the Fast Path field.
2. Click the Enter key on your keyboard.
General View
Page 62
BRITE Implementation
School Board of
Broward County
KSB1: Display Cost Centers: Actual Line Items
3
4
5
General Display
63
Note: The FM Area box may appear. If the FM box appears enter SBBC in the FM Area field then click
the enter icon (green check).
3. Click the Cost Center field and enter the Cost Center (3484522210).
4. Enter a date in the Posting Date (from) field (07/01/2007).
Enter a date in the Posting Date (to) field (11/30/2007).
5. Click the Layout field matchcode icon.
General View
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BRITE Implementation
School Board of
Broward County
KSB1: Display Cost Centers: Actual Line Items
6
7
General Display
64
6. Double click to select variant SAP 4 Purchase Orders from the list.
7. Click the Execute icon.
General View
Page 64
BRITE Implementation
School Board of
Broward County
KSB1: Display Cost Centers: Actual Line Items
8
General Display
65
8. Click the Back button to return to the previous screen
9. You have successfully displayed a cost center actual line item.
General View
Page 65
BRITE Implementation
School Board of
Broward County
KB23N: Display Activity Allocation
1
General Display
66
1. Enter KB23N the Fast Path field.
2. Click the Enter key on your keyboard.
General View
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BRITE Implementation
School Board of
Broward County
KB23N: Display Activity Allocation
3
4
5
Press Enter key on
the keyboard.
General Display
67
Note: Display Direct Activity Allocation screen appears.
3. Enter SBBC in the Controlling Area field and click the green check icon.
4. Click the DocumentNo. Field and enter the document number to be viewed (8000000505).
5. Click the Enter key on the keyboard.
General View
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School Board of
Broward County
KB23N: Display Activity Allocation
6
7
General Display
68
6. Click the Scrn variant possible entries icon.
7. Select All from the dropdown list.
General View
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BRITE Implementation
School Board of
Broward County
KB23N: Display Activity Allocation
8
General Display
69
8. Click the Collapse icon.
General View
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BRITE Implementation
School Board of
Broward County
KB23N: Display Activity Allocation
9
General Display
70
9. Review the displayed information then drag the horizontal scroll bar to the right.
General View
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BRITE Implementation
School Board of
Broward County
KB23N: Display Activity Allocation
10
General Display
71
10. Review the displayed information then click the Back button when finished.
11. You have successfully viewed a display activity allocation.
General View
Page 71
BRITE Implementation
School Board of
Broward County
FB03: Display Document (GL)
1
General Display
72
1. Enter the transaction code FB03.
2. Press Enter on the keyboard.
General View
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BRITE Implementation
School Board of
Broward County
FB03: Display Document (GL)
3
4
6
5
General Display
73
3. If the document number is not known, click on the Document List button to display
parameters to get a document list.
4. Fill in the Document Number.
5. Fill in the Company Code, which is always SBBC.
6. Fill in the Fiscal Year.
7. Press Enter on the keyboard.
General View
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BRITE Implementation
School Board of
Broward County
FB03: Display Document (GL)
8
General Display
74
8. Click More… and select General Ledger View to view the Display Document: General
Ledger View screen.
General View
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BRITE Implementation
School Board of
Broward County
FB03: Display Document (GL)
9
10
General Display
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Note: The General Ledger view displays the document with the split processor information
between the different funds and Business Areas and balances the entries across Funds
and Business Areas by using the G/L Account number.
9. Double click on any line item to display specifics in regards to the transaction.
10. When finished, click the green check in the pop-up box.
11. You have successfully viewed a display document.
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FAGLL03: Display Line Items
1
General Display
76
1. Enter the transaction code FAGLL03.
2. Press Enter on the keyboard.
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FAGLL03: Display Line Items
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3
4
5
6
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3. Fill out the G/L account.
4. Fill out the Company code, which is always SBBC.
5. Click on the choice for the status you which to view, which in this example will be All
Items. All Items will display all items posted to the specified GL account. The other
options available are to view all Open items or all Cleared items. (You may need to
scroll down to see all of the options on the screen).
6. If desired, choose a date range of documents to view. For items to be posted in a future of
past period, you must enter the posting date.
7. Click on Custom Selections to display additional election items for the report
parameters.
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9
10
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8. Click General Ledger Line Items to display the GL line items available.
9. Double-click Fund.
10. The fund selection will appear and the Fund can be filled in.
11. Click Save to save criteria selected and return to the previous screen. If additional
selection is necessary, select field name from the list and input the specific parameters
needed to meet your report request.
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12. Click Execute.
13. You have successfully displayed a G/L Line Item report.
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FB04: Document Changes (GL Document)
1
General Display
80
1. Enter the transaction code FB04.
2. Press Enter on the keyboard.
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FB04: Document Changes (GL Document)
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5
4
6
General Display
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3. Fill out Company Code, which is always SBBC.
4. Enter the Document number.
5. Enter the Fiscal Year.
6. If needed, enter specific time and date parameters in the Period of change section.
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FB04: Document Changes (GL Document)
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3
8
9
General Display
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7. Click All Changes to view all changes that have been made to the document.
8. Double click on Changed on to view details of the change such as date, time, and user
who made the changes.
9. When finished viewing the detail screen, click on the x in the corner to close the screen.
10. You have successfully displayed changes to a financial document.
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S_ALR_87012326: Chart of Accounts
1
General Display
83
1. Enter the transaction code S_ALR_87012326.
2. Press Enter on the keyboard.
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3
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The following are required fields:
3. Fill in G/L account.
4. Fill in Chart of accounts, which will always be SBBC.
The rest of the fields on this screen can be filled in to change the parameters of the search.
5. Click Dynamic selections to display additional fields for filtering the search.
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6
General Display
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85
6. Click on any additional fields for filtering and then click the arrow next to the trash can to
choose it.
7. Once chosen the fields will appear in the Dynamic selections box and additional
parameters can be defined.
8. To execute the search, click Execute.
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10
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86
9. Double-click the “INVENTORY-SUPPLIES/EQUIP” line to drill down into the G/L Account
Master record.
10. Click on the Key work/translation tab to review additional information such as the
language, short text, and long text for the account selected.
11. Click on the Information tab to review additional information such as when the account
was created and who created it.
12. You have successfully generated a Chart of Accounts list.
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GMGRANTD: GM Master Data
1
General Display
87
Enter GMGRANTD in the Fast Path field.
2. Press Enter on the keyboard.
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GMGRANTD: GM Master Data
3
Short name
Dollar value
Start date
End date
General Display
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The Display Grant Initial screen will appear.
3. Enter Grant number to be viewed.
4. Press Enter on the keyboard.
Grant - A Grant in SAP is defined as any external reimbursement and is used to represent a specific
award/agreement with a Sponsor.
The grant field is on the coding block for all SAP modules (FI, HR, MM) so that costs can be directly assigned to a
grant.
Example: C97840001.0708 (Carl Perkins – Tech Prep Education 2007 -08)
Grant (see Master Data section of this presentation)
ƒ Review the following fields:
– Basic Data (screen section)
– Sponsor - The external person or organization providing funding to the grantee to accomplish specific
activities, projects or programs. A Sponsor is also known as Business Partner or Grantor, e.g., 200000002
(FL DEPT OF EDUCATION).
– Authorization Group – Group code which can be assigned to user roles to permit actions against master data
records.
Note: A list of the Authorization Groups available in the system found on Addendum 2 (Grant Authorization
Groups).
– Award Type – Award Type number. The numbering convention for SAP is a consecutive 3 digit numbering
system.
Make sure to use leading zeros.
Examples: 001 Formula Grant
Note: A list of the different Award Types available in the system found on Addendum 3 (Grant Award Type).
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GMGRANTD: GM Master Data
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5. Click the Reference tab.
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The Reference tab contains:
ƒ External Reference - A number assigned by the Sponsor for tracking purposes.
• Example: 04CH0314/31, If there is no External Number, type N/A.
ƒ CFDA Number - Grant’s Catalog of Federal Domestic Assistance (CFDA) number. Number used
for reporting on Federal Revenues. A CFDA# needs to be included for any federal monies
received directly by the State.
• Example: 93.600
– If funding is not received from the federal government, then use 00.0000 for Non-Federal
Grant.
ƒ Internal Reference - A number assigned for internal purposes for tracking.
• For DOE grants, use the TAPS number on the award letter. If not FL Dept. of ED. use
“NA”.
ƒ Funding Origin - The original source of the funds received. (see dropdown example above)
This field will be used to report costs to the State.
• Example: 40009
6. Click the Posting tab.
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GMGRANTD: GM Master Data
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General Display
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7. Click the Budget tab.
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The Budget tab contains:
Grant FY Variant - The fiscal year of the Sponsor.
Note: A more detailed description of the Funding Origin can be found on Addendum 5 (Grant Fiscal
Year Variant).
8. Click the Billing tab.
FY Variant
Note
V6
July – June
Oct – Sept
Jan-Dec
Year may not be the same as the grant start & end date.
V9
K0
Note: Within Grants management (GM), grant budgets are controlled by “time-slices”
known as validity periods. When the start/end dates of a grant overlap fiscal years or
multiple fiscal years, the budget period is subdivided between each fiscal year periods.
ƒ Company Code FY Variant - Always use V6 July – Jun.
ƒ Splitting Rule - This Rule is how the budget validity periods are created (i.e. budget periods).
ƒ Example:
0002 Grant Award/Rel Fund/by Grant Validity
ƒ Budget Layout (defaults)
ƒ The Budget Version will default to “0” for Grants.
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GMGRANTD: GM Master Data
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Will always be 1002 SBBCExpenses and Accruals
Will always be Z100 AVC BUDGET
CONTROL AT GRANT LEVEL
Information
will default
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The Billing tab contains:
ƒ Billing Rule – Will always be 1002 SBBC- Expenses and Accruals.
ƒ Letter of Credit - Used for setting the control for the level of budgeting. Control can be set up at
the Grant, Program or Class level.
Note: The Letter of Credit will always be set at Z100 AVC BUDGET CONTROL AT GRANT LEVEL.
ƒ SD Order (screen section)
Note: Do not edit information contained in the SD (Sales Document) field. The billing rule will
determine whether billing is automatic (RRB) or manual and based on what stage expenses are
billed at (e.g. when incurred, when paid or cash basis).
9. Click the Dimensions tab.
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GMGRANTD: GM Master Data
10
Fund:
External
1000 1DC Recovery
1010 Matching Funds
General Display
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The Dimensions tab contains:
ƒ Financing Sources (screen section)
ƒ The Grant’s External Fund, Sponsored Programs and Sponsored Classes defaulted from the
Sponsor’s Master Record
(200000002 FL DEPT OF EDUCATION).
• Note: In order for this information to default to the Grant Master, Sponsored Programs and
Sponsored Classes must be marked as “Default to Grant” on the Sponsor’s Master Record.
Notice on the screen shot above how the Sponsored Program and Sponsored Classes are
marked as “Default” – meaning they have been defaulted on the Grant Master Record from the
Sponsor’s Master Record (200000002 FL DEPT OF EDUCATION).
ƒ There must always be at least one Sponsored Program and one Sponsored Class established for a
Grant. If a new Sponsored Program or Sponsor Class is needed, it must be added to the Sponsor
master data record prior to Grant creation first.
ƒ Sponsored Programs (screen section)
ƒ The Sponsored Programs will default to the existing programs for the sponsor.
ƒ Sponsored Classes (screen section)
ƒ Sponsored Classes will default from the Sponsor. Remove any classes not applicable to this grant.
Check Sponsor Classes that are IDC Relevant. Check all classes to default to the grant.
10. Click the Supported Objects tab.
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The Supported Objects tab contains:
ƒ A better explanation of how Funds have changed can be found by reviewing information contained
in addendum 1 of this presentation.
ƒ Fund - A fiscal and accounting entity having a self-balancing set of accounts, recording cash and
other financial resources together with all related liabilities and residual equities or balances, which
are segregated for the purpose of carrying out specific activities in accordance with specific
regulations, restrictions or limitations.
ƒ The Planning Allowed column should be unselected. GM planning will be done in the IP module.
ƒ If the posting of budget and actuals values is unwanted the check box located under both the
Budgeting Allowed and Actuals Allowed should not be selected. As a general rule, when cost
sharing is applicable, the Budgeting Allowed and Actuals Allowed boxes would be unchecked for
the external revenue Sponsored Classes. SBBC will uncheck the Planning Allowed column.
Note: For fund 1000, only IDC Recovery in Budgeting Allowed and Actuals Allowed should be
checked.
For fund 1010 Check all except 1DC Recovery & Revenue.
For fund 42XX Check all except 1DC Recovery & GM Cost Rev
10. Click the Cost Sharing tab.
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The Cost Sharing tab contains:
ƒ
Cost Sharing Rule - Rule used as basis for matching fund Total Direct Costs.
ƒ
Cost Share Rate - The percent or dollar amount required by the Sponsor to be matched.
•
Example: 0
ƒ
Cost Sharing (screen section)
ƒ
Sponsored Program/Sponsored Class/Fund - The combination of program, class and fund
subject to cost sharing.
•
ƒ
Percentage - The percent required for cost sharing by Sponsor.
•
ƒ
Note: For the Sponsored Program/Classes to populate, an internal fund must be
identified under the Dimension Tab (section: Finance Sources). Furthermore, the cost
sharing column must be checked.
Note: This field is defaulted from the cost sharing rate identified above. Different
percentages can be assigned to specific lines according to Grant requirements. The
combination of Sponsor Program/Class/Fund not subject to indirect cost can be changed
by entering “0”.
Note: The cost share percentage entered here will be applied only against the Grant’s
BUDGETED COSTS and thus determine the budgeted cost share Broward Public Schools needs
to contribute to the Grant. However, when expenses occur the IPC rate will post at actual.
12. Click the Back button to return to the previous screen.
13. You have successfully viewed GM master data.
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S_ALN_01000079: Display Grants Master Data
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1. Enter S_ALN_01000079 the Fast Path field.
2. Click the Enter key on your keyboard.
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General Display
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3. Click the Execute button.
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General Display
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4. Click the Back button to return to the previous screen.
5. You have successfully displayed grants master data.
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S_ALN_01000059: Sponsored Programs Report
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General Display
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1. Enter S_ALN_01000059 the Fast Path field.
2. Click the Enter key on your keyboard.
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S_ALN_01000059: Sponsored Programs Report
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3
General Display
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3. Enter a grant number in Grant fields (C97800004.0708).
4. Click the Execute button.
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S_ALN_01000059: Sponsored Programs Report
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General Display
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5. Click the Back button to return to the previous screen.
6. You have successfully displayed a sponsored programs report.
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S_ALN_01000161: Grant Sponsors Master Data Report
Report
1
General Display
103
1. Enter S_ALN_01000161 the Fast Path field.
2. Click the Enter key on your keyboard.
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S_ALN_01000161: Grant Sponsors Master Data Report
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General Display
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3. Click the Execute button.
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S_ALN_01000161: Grant Sponsors Master Data Report
Report
4
General Display
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4. Click the Back button to return to the previous screen.
5. You have successfully displayed a grant sponsor master data report.
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S_ALN_01000160: Grant Sponsored Classes Master Data
1
General Display
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1. Enter S_ALN_01000160 the Fast Path field.
2. Click the Enter key on your keyboard.
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S_ALN_01000160: Grant Sponsored Classes Master Data
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General Display
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3. Click the Execute button.
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General Display
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4. Click the Back button to return to the previous screen.
5. You have successfully viewed a grant sponsored classes master data.
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S_ALN_01000534: GM Billing Report
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General Display
109
1. Enter S_ALN_01000534 the Fast Path field.
2. Click the Enter key on your keyboard.
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3
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3. Check the Open Check box to view opened items.
Check the Partially Billed box to view partially billed items.
Check the Not Allowed box to view items not allowed for billing.
Check the Over-billed box to view over-billed items.
Check the Billed box to view billed items.
Check the Include IDC postings to view indirect cost posted.
Check the Summarized by Grant to summarize by Grant.
Click the Summarized by Sponsored Program to summarize by Sponsored
Check the Summarize by Sponsored Class check box.
4. Click the Execute icon.
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5. Click the Back button to return to the previous screen.
6. You have successfully viewed a GM billing report.
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CN43N: WBS Elements Overview
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General Display
112
1. Enter the transaction code CN43N.
2. Press Enter on the keyboard.
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CN43N: WBS Elements Overview
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4
5
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3. Enter the Database profile or use the matchcode icon to find one. This example will use
000000000001, Standard selection (structure). This screen will only appear the first time
you use this transaction. Subsequent use of this transaction will default to the last profile
used.
4. Click the green check.
5. To change the Database profile again, click More… and select DB profile.
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6
General Display
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6. Enter a Project range.
7. Click Execute.
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CN43N: WBS Elements Overview
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General Display
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8. Double click on a WBS Element to display its details.
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9
General Display
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9. The various tabs display specific information about this WBS Element.
10. Click Back to return to the previous screen.
11. You have successfully displayed a WBS element overview.
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CJI3: PS Line Item Report
1
General Display
117
1. Enter the transaction code CJI3.
2. Press Enter on the keyboard.
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5
6
10
7
8
9
General Display
118
3. The first time this transaction is used, the system will ask for a Controlling Area. Enter
SBBC and click the green check.
4. The first time this transaction is used it will ask for the Database profile. Fill in the profile
number or use the matchcode icon to find one. This example will use 000000000001,
Standard selection (structure). This screen will only appear the first time you use this
transaction. Subsequent use of this transaction will default to the last profile used.
5. Click the green check.
6. To change the Database profile again, click More… and select DB profile.
7. Fill in a Project number if looking for a specific one or a range. Use the matchcode icon to
find a listing of them.
8. Fill in the WBS Element to search by WBS Element.
9. You can fill in a Posting date if it is something other than the default, today’s date.
10. Click Execute when all the fields are filled in.
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12
General Display
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11. Double click on an Object to display its details.
12. Click Back to return to the previous screen.
13. You have successfully displayed a line item report.
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CJI5: PS Line Item Report: Commitments
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General Display
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1. Enter CJI5 the Fast Path field.
2. Click the Enter key on your keyboard.
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4
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3. If the Set Controlling Area box appears enter SBBC in the Controlling Area field then click the
continue icon (green check).
4. If the Enter Profile screen appears click the Database Prof matchcode icon to search for a profile.
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6
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5. The Profile for logical database screen appears. Double-click to select a profile from the list, e.g.,
000000000001 Standard selection (structure).
6. The Enter Profile screen appears. Click the green check.
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7. Click to matchcode icon for the Project number.
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10
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8. The Project definition box appears. Enter search value in the Project definition field, e.g., P*.
9. Click the Start Search button.
10. The Project Definition list screen appears. Double-click to select a Project definition from the list,
e.g., P.0000001.
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11. Click to Execute icon.
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12. Double-click on any of the detail line item fields to display specific document detail for the line. In this
example the document detail for WBS element P.00001.05.01 cost element 56810000 is to be
displayed.
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General Display
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13. Review the displayed information then click the Back button.
14. You have successfully generated a PS line item report.
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14. Review the displayed information then click the Back button.
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S_ALR_87013533: PS Hierarchical Report
1
General Display
129
1. Enter the transaction code S_ALR_87013533.
2. Press Enter on the keyboard.
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S_ALR_87013533: PS Hierarchical Report
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General Display
130
1. Enter the transaction code S_ALR_87013533.
2. Press Enter on the keyboard.
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5
6
9
7
8
General Display
131
3. The first time this transaction is used, the system will ask for a Controlling Area. Enter
SBBC and click the green check.
4. The first time this transaction is used it will ask for the Database profile. Fill in the profile
number or use the matchcode icon to find one. This example will use 000000000001,
Standard selection (structure). This screen will only appear the first time you use this
transaction. Subsequent use of this transaction will default to the last profile used.
5. Click the green check.
6. To change the Database profile again, click More… and select DB profile.
7. Fill in a Project number if looking for a specific one or a range. Use the matchcode icon to
find a listing of them.
8. Fill in the WBS Element to search by WBS Element.
9. Click Execute when all the fields are filled in.
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This report allows you to view summarized and detail level of the Actuals and Commitment
amounts in various stages and for different fiscal periods.
Column widths can be adjusted by dragging the crossbar between column headings. Also
scrolling to the right will display more informational columns as displayed in this screen shot.
The lower portion of the screen displays a summary of the Plan, Actual and Commitment
information for this project. Dragging the separator between the upper portion of the screen
and this summary display will allow you to expand this section for ease of viewing.
10. You have successfully generated a report to view actual expense and commitments for a
specific capital project.
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MM03: Display Material Master Record
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General Display
133
1. Enter the transaction code MM03.
2. Press Enter on the keyboard.
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MM03: Display Material Master Record
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3. Click the Material fields matchcode icon.
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5
6
General Display
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4. Click the Material description field.
5. Enter *Keyboard* in the Material description field, which will pull up all descriptions with
the word “Keyboard” anywhere in it.
6. Click the Start Search button.
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7. Double click to select a material from the list for review, e.g., 6000015.
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8. Click the Select view(s) button.
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10
11
12
General Display
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9. Select views Basic Data 1, Sales: General/Plant Data.
10. Click the green check.
The Organizational Levels box appears.
11. Enter the Plant (1000).
12. Click the green check.
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14
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13. Click the Tab Selection icon.
14. Select Sales: General/Plant from the dropdown list.
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15. Click the Back button.
16. You have successfully displayed a material master record.
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XK03: Display Vendor (centrally)
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General Display
141
1. Enter the transaction code XK03.
2. Press Enter on the keyboard.
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3
6
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3. Click the Vendor field and enter Vendor number, e.g., 100021.
4. Click the Company Code field and enter SBBC.
5. Click the Purchasing Organization field and enter SBBC.
6. Click the Address check box to display fields such as vendor’s tax identification or
social security number.
Click the Control check box to display fields such as bank details, alternate payee, and
permitted payee.
Click the Payment transactions check box to display fields such as name and number
of vendor main contact.
Click the Contact Persons check box to display fields such as payment method and
payment terms.
Click the Account info to show such fields as bank account and account holder.
Click the Correspondence check box to display fields such as vendor’s email address.
Click the Purchasing data check box to display fields such as ABC indicator and
currency.
Click the Partner functions check box to display fields such as various ordering
addresses.
7. Click the Enter key on the keyboard.
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8. Review the displayed vendor record then click the Back button.
9. You have successfully displayed a vendor.
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1. Enter the transaction code ME53N.
2. Press Enter on the keyboard.
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3. Click the Close button to close the EnjoySAP section.
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4. Click the Other Purchase Requisition button.
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5. In the Purchase Requisition field, enter the appropriate purchase requisition number.
For this exercise, use requisition number 10001840.
6. Click the Other Document button.
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7. Note the three sections of the requisition: Header, Item Overview, and Item Details.
Practice expanding and collapsing these sections using the buttons indicated above.
8. Click the Valuation tab for line item 1.
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9. The valuation tab shows the dollar value for the selected line item as well as the dollar
value for the entire requisition. In this example, the value of line item 1 is $14.99, and the
total requisition value is $149.90.
10. To view the Item Details for line item 2, click the Next Item arrow.
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11. Note that you are now viewing the Item Details for line item 2.
12. Click the Account Assignment tab.
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Note: The Account Assignment tab shows the SAP accounting string as described earlier
in this training manual.
13. Click the Status tab.
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Note: The Status tab shows what transactions have been executed against this line item
since the requisition was created. In this example, the purchase order has been created, the
goods receipt has been completed, and a vendor invoice has been received.
14. Click the Contact Person tab.
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Note: The Contact Person tab shows who created the requisition, when it was last
changed, the name of the Requisitioner, and the buyer name and contact information.
15. Click the Release Strategy tab.
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Note: The Release Strategy tab shows how many approvals are required for this line item.
In this example, only the principal’s approval is required, and that has already taken place as
evidenced by the green check shown above.
16. Click the Previous Item arrow.
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Note: You are now reviewing the release strategy for line item 1. Note that there are two
approvals required in this example. The Principal has already approved it, but the
Technology group still needs to approve it as indicated by the yellow triangle.
17. Click the Tabs button on the right side of the screen.
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Note: This pop-up allows you to navigate among all of the tabs in the Item Details section.
18. Click the Texts tab.
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19. If necessary, scroll to the bottom of the screen.
20. Note the various types of notes and text available in a purchase requisition. As a
requisitioner, you can enter information in these sections when you are creating or
changing requisitions.
Notes:
–
Material Master Specs default from the material master.
–
Item Notes are internal. They can only be seen by people who have access to
display purchase requisitions.
–
Item Text is information that will print on the purchase order. The buyer, of
course, has the option of removing this information.
21. Click the Delivery Address tab.
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Note: The Delivery Address tab shows where the material ordered on this line item will be
delivered. When you are creating a requisition, you can enter an alternate address if you
need to.
22. Take a few minutes to click around the requisition and review all of the information.
23. When you have finished reviewing the requisition, click the Back button.
24. You have successfully displayed a purchase requisition.
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1. Enter the transaction code ME5A.
2. Press Enter on the keyboard.
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3. Enter ALV in the Scope of List field.
4. Enter the Plant (1000).
5. Click the Execute icon.
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6. Double click to select PR 10001840 from the list.
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7. Click the Account Assignment tab.
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8. Click the Back button to return to the previous screens.
9. You have successfully displayed a purchase requisition list.
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1. Enter the transaction code ME23N.
2. Press Enter on the keyboard.
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3. Click the Other Purchase Order button.
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4. Click the Pur order field.
5. Enter the Purchase order to be displayed, e.g., 7508000080.
6. Click the Other Documents button.
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7. Drag the scroll bar to the right.
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8. Click the Account Assignment tab.
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9. Click the Back button.
10. You have successfully displayed a purchase order.
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1. Enter the transaction code ME2L.
2. Press Enter on the keyboard.
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3. Click the Vendor field.
4. Enter Vendor number, e.g., 100013.
5. Click the Execution button.
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6. Locate and double click Purchasing Document line item, e.g., 4508000581 line item 1.
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7. Review the displayed purchase order then click the Back button.
8. You have successfully displayed a purchase order by vendor.
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1. Enter the transaction code ME80FN.
2. Press Enter on the keyboard.
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3. Click the Storage Location field.
4. Enter Storage Location number (legacy location number), e.g., 0101.
5. Click the Execute button.
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6. Locate and double click Purchasing Document line item, e.g., 4508000005 line item 1.
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7. Review the displayed purchase order then click the Back button.
8. You have successfully generated a purchasing report.
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