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We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500. FastFacts Feature Presentation. December 13 th , 2007. Today’s Topic. We’ll be taking a look at…
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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 December 13th, 2007
Today’s Topic • We’ll be taking a look at… • Enhancements that have been made to the Non-Payroll Cost Transfer transaction • Enhanced query functionality • Enhanced “Prior Transfer Error” message • Enhanced upload functionality
Today’s Presenter • Ron BrasefieldHopkinsOne, SPC Ledger Team Lead
Session Segments • Presentation • Ron will demonstrate certain enhancements that have been made to the Non-Payroll Cost Transfer transaction. • During his presentation, your phone will be muted. • If you would like to submit a question during the presentation, you can email it to: fastfacts@jhu.edu • Q&A • After his presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Ron will answer as many of your questions as time allows.
Session Segments – Continued • 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.
Agenda • Today, we’ll be taking a closer look at three enhancements that have been made to the Non-Payroll Cost Transfer transaction: • Enhanced query functionality • Enhanced “Prior Transfer Error” message • Enhanced upload functionality
Query Functionality • Functionality has been added within the Non-Payroll Cost Transfer transaction. • This new functionality allows you to search on prior cost transfers using a variety of selection criteria. • For example, you can conduct a search and identify all cost transfers that hit a certain cost center within a specified time period. • You can search for all cost transfers completed by a particular JHED user ID. • You can also obtain details on a particular cost transfer number, including: • The status • Who initiated it • The FM funds reservation document numbers associated with the transfer
Initiating a Query • On the first screen of the Non-Payroll Cost Transfer transaction, you will see three icons: Cost Transfer Header, Cost Transfer Items, and Cost Transfer Log. • To initiate a query, you must click one of these icons.
Query on the Header • The custom Non-Payroll Cost Transfer transaction contains three sections. There is a Header Section (top), a Line Item Section (middle) and a Log section (bottom). • If you would like to query on the Header Section, then you should click the Cost Transfer Header icon.
Changing Your Search Screen If your search screen looks like this, follow these instructions to change it. First, hit F6 (or Settings User Parameters) to bring up the User Parameters screen, shown on the next slide.
Changing Your Search Screen 1. Under “Output List,” select ALV list. 2. Under “Keyword,” change the radio button from “Field name” to “Field Label.” 3. Then click the green checkmark or hit enter. This will save your settings.
Enter Your Selection Criteria • Now, enter your selection criteria… I entered my JHED user ID and a document date range.
Execute the Report • And then click the Execute icon.
And then click the Sort in Ascending Order icon. Sorting by Status • Within the query results screen, you can sort the information by cost transfer status. To do so, click the Cost Transfer Status column heading…
Limiting Your Search Results • To limit the search results, green arrow back…
Limiting Your Search Results • Use the same selection criteria but select a particular status. In this example, I’ve selected a status of “Completed.”
Limiting Your Search Results • And now your search results are more refined.
Query on Line Item • Now let’s jump back to the first screen of the Non-Payroll Cost Transfer transaction and talk about queries on line items. • A query on the Line Item section of the cost transfer will be based on the data entered in that section (i.e.; Business Area, Cost Objects, G/L Accounts, Cost Elements, Original SAP Transactions). • To query on this section, click the Cost Transfer Items icon.
Selection Screen You’ll arrive at the Selection Screen where you’ll see a list of query options.
Enter Your Selection Criteria • With any of these query options, you can query on specific cost transfer numbers. If you don’t know the cost transfer number, but want to see all cost transfers that hit your cost center, query on the cost center number and then click the Execute icon.
Query on Log Section • Now let’s jump back to the first screen of the Non-Payroll Cost Transfer transaction one last time and talk about queries on the Log section (or the bottom) of the cost transfer. • To query on the information contained on the bottom section of the cost transfer (including User Name, Date, and Status) click the Cost Transfer Log icon.
Enter Your Selection Criteria • Enter your selection criteria and click the Execute icon.
Prior to the Enhancement… Prior to the enhancement, this error message provided limited information.
With the Enhanced Functionality… With the enhanced functionality, the error message will display information on all of the prior transfers that referenced the same SAP original document number.
Additional Information Click the Continue button on the error message to see the prior cost transfer numbers, amounts, dates, and initiator IDs of those that have referenced the same SAP Original Document number.
Returning to Cost Transfer Entry Click the red “X” to close this prior history window… …and you will see this message. Press enter to return to the Cost Transfer entry.
Upload Functionality • New functionality has been added that will enable users to first enter the cost transfer data into Excel, and then upload it into SAP. • The number of default entry lines has been increased to 20 with these enhancements. • Excel upload spreadsheets that contain more than 20 default lines will automatically increase the number of lines needed in the cost transfer. Thus, an upload file containing 50 lines of transfer data would automatically upload and automatically increase the number of lines available in the cost transfer. • An example of an upload file for an Expense cost transfer follows.
Excel Template • The data entered in Excel is done via the use of a template file created for this purpose.
Enter the Data • Once data is entered, save the file as an Excel file.
Save as .Txt File • Then delete the column header row, so all you are left with is transfer data, and save the file as a .txt file.
Enter Parameters Now in the Expense option of the Non-Payroll Cost Transfer, select a reason code, document date, posting date and posting period. Then enter text in the explanation section at the bottom of the transfer.
Upload Expense Items Finally, click the Upload Expense Items icon.
Select Your .Txt File • From the Windows file directory, select the .txt file that you created.
Data Is Pulled In Data is pulled in from the .txt file and the number of lines automatically increases from the default (20) to the number of lines needed for the file data (30).
“SAP Doc?” Column Although the raw data is pulled in, the checkboxes in the “SAP Doc?” column are not automatically checked. This is because checking this column invokes a validation in SAP and must be done manually.
“SAP Doc?” Column Click the Check icon and then click each of the checkboxes in the “SAP doc?” column.
Proceed with the Cost Transfer Proceed as usual with the cost transfer. Note that the prior transfer validation is still in place.
Prior History • Here is the prior history on the referenced SAP original document.
Conclusion • We examined three enhancements that have been made to the Non-Payroll Cost Transfer transaction: • Enhanced query functionality • Enhanced “Prior Transfer Error” message • Enhanced upload functionality • Hopefully these enhancements will make the Non-Payroll Cost Transfer transaction easier to manage and use.
