Researching Non-Payroll Expenses in R3 - Fast Facts 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 January 17th, 2008

2. Today’s Topic • We’ll be taking a look at… • How to research expenses in R3

3. Today’s Presenter • Shannon TownerFinancial Manager, School of Public Health

4. Session Segments • Presentation • Shannon will show us how to research non-payroll expenses in R3. • During her presentation, your phone will be muted. • Q&A • After her presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Shannon 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. ResearchingNon-Payroll Expenses in R3

8. Agenda • FS911 Template • Researching Missing Documents

9. What Won’t Be Covered • Payroll • Revenue • Special/unusual situations

10. FS911 Templates Sponsored Accounts School of Public Heath Sponsored Financial Detail (FS911) Non-Sponsored Accounts School of Public Heath Non-Sponsored Financial Detail (FS911) Go to: http://www.controller.jhu.edu/H1/bw_report_formats.html Note: These reports will work for any accounts, not just Public Health accounts.

12. Input Your IO and the Month Input your IO number. Input fiscal period.

13. Convert to Excel if Desired Click on “Printing.”

14. Convert to Excel if Desired Select “Print to Excel.”

15. Screenshot FS911- Sponsored #

16. Life Cycle of Purchase Order Order Doc Type Status 1st Shopping Cart Commitment 2nd Purchase Order Commitment 3rd Goods Receipt or Expense Invoice Receipt

17. Screenshot FS911 Goods Receipt Purchase Order Shopping Cart

18. Screenshot FS911

20. FB03

21. Screenshot FS911 1900196291

23. FB03

24. Input FI Document Number… Input Fiscal Year Posted… And then hit the Green Check at the top. FB03-Input Screen

25. FB03 Useful Tools The Hat tells you who initiated the document. (Document Header) This drop-down can get you a copy of the scanned invoice. Double-clicking the expense leads to more info.

26. FB03 Document Overview Click on the Hat (Header) to find out who initiated the transaction.

27. FB03-Document Header

28. JHED Lookup of SAP ID’s Type the SAP user ID at the search line to find JHED info on that person. Example: stowner1

29. FB03 Document Overview Click on the drop-down to get a copy of the scanned invoice (possibly).

30. FB03 Drop-Down Select “Attachment list.”

31. FB03-Attachment List Double-click on the file listed. Note: If no PDFs are available, this area will be empty.

32. FB03-Document Viewer Use these buttons to scroll through all pages.

33. Screenshot FS911 5000118948 2000120196

35. Input FI Document Number… Input Fiscal Year Posted… And then hit the Green Check at the top. FB03

36. FB03 Document Overview Double-click on expense to get more info. Hint: You can identify the expense because the GL account will be the same as the GL on your FS911.

37. FB03 Line Item Information Double-click on the Purchasing Doc (PO Number) to go to the PO information (ME23N).

38. FB03 Link to ME23N

39. ME23NPurchase Orders

40. Screenshot FS911 5000118948 2000120196

42. ME23N

43. ME23N

44. ME23N The PO pulled up will be the last PO you were looking at. Change PO number to the one you are seeking.

45. ME23N PO Info

46. FMX3 –Researching Funds Reservations

47. Funds Reservations

49. FMX3

50. FMX3