BRITE AP Processing Super User Training November 19, 2007

1. BRITE AP ProcessingSuper User TrainingNovember 19, 2007

2. 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 Welcome and Ground Rules

3. Logistics Before we get started ...

4. Classroom Materials Exercises BRITE (Let Me) Concepts (Tell Me) Demonstrations (Show Me)

5. 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. Course Objectives

6. SAP Basic Navigation and Fundamentals:Getting Into SAP

7. 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.

8. 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

9. Logging Into the BRITE Portal • User Login ID • Entry format = P00012345 • 8 digits starting with the letter p • Personnel Number 12345 • If personnel number is less than • 8 characters, then add leading zero(s) • Password (first time users only) • Entry format= JA021956 • MM = first 2 letters of birth month (JA) • DD = 2-digit birth day (02) • YYYY = 4-digit year of birth (1956)

10. Initial Password Selection You will click here to change your password

11. Portal Assistance If you have trouble logging into the Portal, select “Get Support”. Select “Get Support” to Request a New Password

12. 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

13. SAP Access via the BRITE Portal You will select this tab

14. AP Objectives • Master Data – Coding String, Vendor Series, PO Series • Display vendor master (XK03) • Enter & Edit Purchase Order Invoices: • PO invoice (MIR0) • Standard (4508) , Framework (7508) • Park PO Invoice (MIR7) • Invoice Overview (MIR6) • Cancel Invoice (MR8M) • Enter & Edit Non-PO Invoices (FB60) • Non-po credit memo (FB65) • Park Non-PO Invoice (FV60) • Non-po credit memo (FV65) • Display/Change Parked Document (FBV3) • Post Parked Documents (FBV0)

15. AP Objectives • Invoice Upload (Non-PO invoices) • Display AP information • Vendor Line Items (FBL1N) • Display your invoices (ZFAP_APDOCLIST) • Display Check Register (FCHN) • Display Purchase Order (ME23N) • Display Purchase Order by Vendor (ME2L) • Specialized AP Transactions • Vendor Clear (F-44) • Post with Clearing – Retainage (F-51)

16. Navigation Tools in SAP

17. FI - Master Data

18. Quick Reference Sheet (page 1)

19. Quick Reference Sheet page 2

20. Vendor Series TYPE OF VENDOR Prime Vendors Ordering Address Alt Payee &Permitted Payees Employees Students NUMBER RANGE 100000 200000 300000 400000 700000

21. Display Vendor – XK03 Vendor 100024, Company Code SBBC, Purchasing Area SBBC

22. TYPES of PO’s • Standard (online receipt - contracted items) • 450800001X • Framework (open/blanket po) • 750800001x • Emergency po (used for hurricanes, etc.) • 410800001X

23. Document Numbers in SAP

24. Payment Terms & Payment Methods

25. Demonstration & Exercises

26. Processing PO Invoices

27. Demonstration and Exercise Scenario: Enter an Invoice for a Standard PO Transaction Code: MIRO

28. Incoming Invoice for a Standard PO - MIRO 1

29. Incoming Invoice for a Standard PO - MIRO 2 3

30. PO Invoice Entry Screen - MIRO 4 5 6 7 Items are automatically populated when a standard PO # is entered above

31. Demonstration and Exercise Scenario: Enter an Invoice for a Framework Invoice Transaction Code: MIRO

32. Enter Framework PO Invoice - MIRO

33. Framework cost allocation screen

34. Framework Invoice Ready for Posting

35. Parking PO Invoices

36. Demonstration and Exercise Scenario: Park an Incoming Invoice for a Standard PO Transaction Code: MIR7

37. Park Incoming Invoice for a Standard PO 4 5 6 7

38. Park Incoming Invoice for a Standard PO 8 9

39. Park Incoming Invoice for a Standard PO 11 12 10

40. Park Incoming Invoice for a Standard PO 13 14

41. Park Incoming Invoice for a Standard PO 15 16

42. Completing a PO Invoice *Document number must be printed on the upper right hand corner of the document.

43. Demonstration and Exercise Scenario: Park an Incoming Invoice for a Framework PO Transaction Code: MIR7

44. Park an Incoming Invoice (Framework PO) 1 2 3 4 5

45. Park an Incoming Invoice (Framework PO) 6 7

46. Park an Incoming Invoice (Framework PO) 8 9 10

47. Park an Incoming Invoice (Framework PO) 11

48. Park an Incoming Invoice (Framework PO) 12

49. Completing a PO Invoice *Document number must be printed on the upper right hand corner of the document.

50. Display & Change PO Invoices