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					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/ location-
           based 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             NUMBER RANGE
       – Prime Vendors             – 100000
       – Ordering Address          – 200000
       – Alt Payee &Permitted      – 300000
         Payees
       – Employees                   – 400000
       – Students                    – 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            9

      Non PO Invoice            190000XXXX           10

      Non PO Credit Memo        170000XXXX           10

      MM                        540000XXXX           10

      PO Invoice/Credit         540000XXXX           10
      Memo
      Check Number             0000010000XX          12



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Payment Terms & Payment Methods




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                    Demonstration & Exercises




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Accounts Payable Payment Processing
     Accounts Payable – BPDDAP0020_Accounts Payable Payment Processing
         AP Specialist




                                                                                                                                                                          9. Mail
                              1a.              1b.                                          1d.                    1e.                   1f.
                                                                        1c.                                                                                            Checks With
                         BPDDAP0010       BPDDAP0010                                   BPDDAP0010              BPDDAP0010          BPDDPY0030
                                                                   BPDDAP0010                                                                                          Backup Docs,
                           _Non-PO         _Purchase                                    _Electronic             _Recurring          _Third Party
                                                                   _Credit Memo                                                                                           When
                            Invoice       Order Invoices                                 Invoices                Entries            Remittance
                                                                                                                                                                        Applicable




                                                                                                                                                     4. Print Single
                                                                                                                3. Single
                                                                                                                                       Yes               Check
                                                                                                                Check?
                                                                                                                                                          F-58
                                                                                   Check
                                           2. Check/
         AP Supervisor




                                          ACH or Wire?                                                             No

                                Wire                                                   ACH
                                                                                                                                                                                                   8. Display Check
                                                                                                           5. Execute AP                                               6. Print Checks             Register (Check
                                                                                                          Payment Program                    Check                           F110                  Register Updated
                                                                                                               F110                                                                                 Automatically)
                                                                                                                                                                                                         FCHN
                               2a. Send                     2d. Post Wire
                                 Wire                        Payment of
                               Payment                     Vendor Invoice
                                Form to                         F-53
                               Treasury
                                                                                             5b. Automatic Email
                                                                                              ACH Remittance
                                                                                                 Information
                                                                                                    SCOT
      Treasury
       Analyst




                                 2b.
                               Process
                                                             2c. Send
                                 Wire
                                                           Confirmation of
                               Payment
                                                             Payment
      Data Strategy
       Specialist




                                                                                                                                                                                           5g.
                                                                                                                               5e.                         5f.
                                                                                                                                                                                         Forward
                                                                                                    5c.                      Contact                 BPDDMM0020 -
                                                                                  No                               Yes                                                                    Email/
                                                           5d. No Action                        Undelivered?                   the                      Managing
                                                                                                                                                                                          Fax to
                                                             Required                                                        Vendor                   Vendor Master
                                                                                                                                                                                         Vendor




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Escheated Checks
     Accounts Payable - BPDDAP0020_Escheated Checks
      AP Supervisor




                                                                                     5.
                                                                                BPDDAP0020 -
                                                                                 Payment and              7. Void Check
                                                                                    Check                  Information
                                                                                 Management                   FCH9
                                                                                    F110
      AP Specialist




                                                                                                                                     8.
                                                                                                                              BPDDAP0010 –
                                                                                                                               Invoices and
                                                                                                                               Credit Memos
                                                                                                                              PO and Non-PO




                             1. Run Report of
                               Outstanding
                                 Checks
                                  FCHN
      Journal Entry Clerk




                                                                               4. Compile List of
                             2. Send Letter to
                                                                                Vendors/Checks/
                            Affected Vendors     3. Response
                                                                    Yes        Amounts to be Re-
                            Requesting Timely     Received?
                                                                                printed and send
                                Response
                                                                                      to AP




                                                                                                         6. Compile List of
                                                                                                         Vendors/Checks/
                                                                          No
                                                                                                          Amounts to be
                                                                                                              Voided




                                                               No                                           6a. Check
                                                                                                         Request Payable
                                                                                                           to the State




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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
                       1a. Check Lost in                                   Encashment Data *                                          3c. Valid                    3d.
                      the Mail – Need to                                     File Uploaded               3b. Errors?        Yes        Check/           No       Contact
                        Reissue Check                                            in SAP                                               Amount?                     Bank
                                                                          Custom Tcode (TBD)


                      1b. Verify in SAP                                                                                                  Yes
                      and the Bank that
                       Check Has Not
                        Been Cashed                                                                          No                   3e. Update Check
                            FCH1                                                                                                  Information - Enter
                                                                                                                                        Check
                                                                                                                                     Encashment
                                                                                                                                        FCH6
      AP Supervisor




                                                                           1f. Re-Print Check         1g/ 2f/ 3f. Display
                                                        1e. Stop Check     (Voids Old Check           Check Register -
                          1c. Check
                                                   No   Payment (Bank)       and Issue New             Check Register
                          Cashed?
                                                        Contact Payroll     Check Number)                  Updated
                                                                                 FCH7                   Automatically


                             Yes


                             1d.
                          Commu
                          nicate to
                          Vendor



                                                                                                     2b. Cancel Payment                                             2e.
                                                                                                                                    2c. Invoice/
                                                                                                     (Void the Check and                                       BPDDAP0020
                                                                                                                                    Credit Memo
                      2a. Check Payment Made                                                         Re-open Items Paid                                 No     - Payment and
                                                                                                                                     Entered in
                      Incorrectly (Wrong Vendor/                                                        by the Check)                                              Check
                                                                                                                                       Error?
                         Duplicate Payment)                                                                  FCH8                                               Management



                                                                                                                                         Yes
      AP Specialist




                                                                                                                                    2d. Reverse
                                                                                                                                   Vendor Invoice/
                                                                                                                                    Credit Memo
                                                                                                                                    FB08/MR8M




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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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 Follow-Up                    ESS Appraisal
                              Blackboard




                             HELP DESK 754-321-8120
User Support Options         BRITE Website:

                               web/erp -or-
                               http://www.broward.k12.fl.us/erp/
                             e-Learning
                             Context Sensitive Help
                             CAB Conference
                             BRITE LITES (By Role)


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