FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation February 7th, 2008

2. Today’s Topic • We’ll be taking a look at… • How to check the status of Online Payment Requests (Check Requests)

3. Today’s Presenter • Bob SicoliSAP Trainer for the Johns Hopkins Health System

4. Session Segments • Presentation • Bob will show you how to investigate the status of your check requests. • During Bob’s presentation, your phone will be muted. • Q&A • After the presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Bob will answer as many of your questions as time allows.

5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At the end of this FastFacts session, we’ll ask you to complete a short survey. • Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Checking the status of Online Payment Requests (Check Requests)

8. Agenda As an Overview, Online Payment Requests are used to pay Non-Purchase Order related invoices. What will be discussed in this session happens after a document has been entered into SAP. Today we will cover how to… • View unpaid check request documents • View workflow and attachments • View payment information on paid check requests • Locate lost document numbers via the Vendor Line Items report

9. What Won’t Be Covered • How to enter check requests • How to edit and resubmit check requests • R/3 Inbox • Special situations

10. Screen Shots in this Document • There are two ways to access the Online Payment Request (Check Request) module in SAP: WebGUI and WinGUI • Since the majority of users access the Online Payment Request (Check Request) module via the Web interface (WebGUI), the majority of screen shots in this document represent the Web interface of Online Payment Requests. • The SAP Windows application (WinGUI), accessed via the R/3 Enterprise or R/3 Enterprise EPR Users tab, has the same functionality with some variation in button style and location. The processing differences will be noted if necessary.

11. Viewing Unpaid Documents

12. Using the Document Number • In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal Year can be left blank. • Then press the Enter key. 1. Click here to access. 2. Click here to display a document. 3. Type in the Doc. Number and press Enter.

13. Using the Document Number • In the WinGUI - Access the Display Parked Document: Initial screen by using the AP Electronic Check Request folder in the menu. 1. Open the folder. 2. Double click here to access.

14. If the Display Parked Vendor Invoice screen displays, the document has NOT been paid. Using the Document Number This is the original entry screen. The document has NOT been paid.

15. If the Display Document: Overview screen displays, the document has been released for PAYMENT. Viewing the Accounting Documents with the Document Number This is the accounting screen. The document has been released for payment.

16. Access the Display Parked Document: Initial Screen and click the Document list button. Using the Document List 1. Click here to display a document. 2. Click the Document list button.

17. Using the Document List • The List of Parked Documents report screen will appear. No changes are necessary. Click Execute to run the report. Click Execute to run the report.

18. Using the Document List • A Display Parked Documents: List will appear. If your document is in this list, it has NOT been paid. • Double-click on the document to view it in the Parked Document screen. A list of documents will display.

19. Access the Park Incoming Invoices (Check Request) screen and click the Tree On button. Using the Tree Click here to turn the Tree On.

20. A List of folders will display to the left. Open the folders by clicking on the arrows to the left. Using the Tree Click the arrows to open the folders.

21. If your document appears in the Completed or Parked documents folders, it has NOT been paid. Completed documents are in Workflow, Parked documents are not in Workflow. Using the Tree Double-click the reference number to display.

22. To Summarize: • If your document displays on the original entry screen, it has NOT been paid. You can access an unpaid document by using: • The Display Parked Document screen • The Display List report • The Tree • OK, my documents have not been paid, how do I find out what is happening with them? • Display the document • Check Workflow • Check the Attachment List

23. Viewing Workflow and Attachments

24. Web Services for Object Icon • To view Workflow in the SAP WebGUI interface, use the Services for Object icon, which appears on the upper-right corner of the screen after the document displays. Services for Object icon.

25. Win Services for Object Icon • To view Workflow in the SAP WinGUI interface, use the Services for Object icon, which appears on the upper-left corner of the screen after the document displays. Services for Object icon.

26. Click the Paper in the icon. Select Workflow  Workflow overview. Researching the Status of a Check Request 1. Click the Paper. 2. Click Workflow  Workflow overview.

27. A new box will appear displaying the Submitted Workflows at the top and the Workflow Data for the document at the bottom. Researching the Status of a Check Request Submitted Workflows. Workflow Data.

28. Make sure you double-click the latest Workflow to view the most current activity. It is usually the last one at the top of the screen. Researching the Status of a Check Request Double-click the line for the most recent submission. The data will display below.

29. The data shows the Process Step, Status, Result, Time stamp and Agent. If you see Information in the Agent field, click it to show who has the document in their Inbox. Researching the Status of a Check Request Click the Information link.

30. A new box will appear displaying the name or names of the Approvers who have the document in their Inbox. Researching the Status of a Check Request Approvers.

31. Close both boxes to exit and return to the document by clicking the X in the upper-right corner. Researching the Status of a Check Request Click here to Exit.

32. Researching the Status of a Check Request • If the document has been RELEASED by the DEPT APPR, it will go to CENTRAL Accounts Payable. If you see an Information link, click it to show a list of Accounts Payable associates. Click the Information link.

33. A new box will appear displaying the name or names of the Accounts Payable associates who have access to the document. Researching the Status of a Check Request Accounts Payable associates.

34. If a document has been REFUSED or REJECTED and there is no further information in Results on the Workflow screen, check the Attachment List. To do this, use the Services for Object icon. Click the Paper, and then select Attachment List. Viewing the Attachment List 1. Click the Paper. 2. Click Attachment List.

35. The Attachment List box will display. If there is a NOTE by the Department Approver or Accounts Payable associate, Double-Click it. Viewing the Attachment List Double-click the note.

36. The Display Note screen will display. Follow the directions in the note to correct and resubmit the document. Viewing the Attachment List Click here to Exit. NOTE text.

37. Workflow Statuses and Actions

38. To Summarize: • To determine the status of an Unpaid document: 1. Display the document You can display a document by using the Display Parked Document, the Display List, and the Tree functions. 2. Check Workflow This will show the number and date of submissions and the workflow data. 3. Check the Attachment list if there is not enough information in Workflow. The Attachment list will show notes and attached documents.

39. Viewing Payment Information on Paid Check Requests

40. Information on Paid Check Requests How do I know if my document has been paid? This is determined by: • Accessing the accounting screens • Viewing the payment method • Viewing the check information

41. Using the Document Number • In the WebGUI - Access the Online Payment Request tab, then Display Parked Document. Type in the Doc. Number. Fiscal Year can be left blank. • Then press the Enter key. 1. Click here to access. 2. Click here to display a document. 3. Type in the Doc. Number and press Enter.

42. If the Display Parked Vendor Invoice screen displays, the document has NOT been paid. Using the Document Number This is the original entry screen. The document has NOT been paid.

43. If the Display Document: Overview screen displays (NOT the original document), the document has been released for PAYMENT. Viewing the Accounting Documents with the Document Number Accounting Information.

44. Double-click on the Vendor payment line to get more information. Viewing the Accounting Documents with the Document Number Double-click.

45. The Display Document: Line Item 001 screen will open. Click inside the Pmt Method field and then click the Search button next to it to find the method of payment. Viewing the Accounting Documents with the Document Number Click inside the field, and then click the Search button (papers).

46. This will open the Payment Method search screen, where the meaning of the different values is displayed. Viewing the Accounting Documents with the Document Number Click here to close. Payment Methods.

47. If the Payment Method was NOT a check, the Payment Method and Clearing information is what you need to give the Vendor, if they inquire. Viewing the Accounting Documents with the Document Number If payment was not a check, give the clearing date and number to the vendor.

48. Viewing the Accounting Documents with the Document Number • If the Payment Method was a check, in the WebGUI you can click Menu  Environment Check Information to get the check information. 1. Menu 2. Environment 3. Check Information

49. If the Payment Method was a check, in the Win you can click go to the menu at the top and click Environment  Check Information to get the check information. Viewing the Accounting Documents with the Document Number 2. Check Information 1. Environment

50. In both applications, the Display Check Information screen will appear. The check information is in the middle section of the screen. Viewing the Accounting Documents with the Document Number Check Information.