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 21st, 2008

2. Today’s Topic • We’ll be taking a look at… • How to research account activity in R/3

3. Today’s Presenter • Josh Oleszczuk • Controller’s Office Staff Accountant • Accountant for JHH and BMC • JHHS Business Warehouse (BW) Trainer • Prior SAP experience with Diageo, FI/CO,MM Modules

4. Session Segments • Presentation • Josh will show us how to research account activity, revenue and expense in R/3. • During his presentation, your phone will be muted. • 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. • Josh 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. ResearchingAccount Activity in R/3

8. Agenda • R/3 • When and Why • FBL3N Transaction • FB03

9. What Won’t Be Covered • Payroll • BW Reporting • For a JHHS focus on Revenue and Expense BW reporting, please sign up for a hands-on instructor led course with JHHS Training. Contact Anna Scheinberg at aleytus1@jhmi.edu • Other Transaction Codes – These were covered in detail by FastFacts in the January 15th presentation • KSB5 • ME32N

10. Intended Audience • Geared more toward the monthly activity of JHHS or SOM financial analysts, department admins, etc. • JHU can use this presentation, but may deal with examples that are unfamiliar.

11. R/3 • R/3 stands for Real Time, Three Tiered and describes the core application supported by SAP. • The term SAP describes the company that creates R/3 along with many other products. The core product from SAP, R/3, has become synonymous with the term SAP. You will hear people describe the product as R/3 or SAP. • When you work in this environment, you’re in R/3.

12. When to Use R/3 • R/3 is an excellent tool for real time data. • Excellent resource for researching individual transactions. • Linked to scanned documentation not available in BW. • Best used to analyze month end activity.

13. FBL3N

14. FBL3N • R/3 transaction for viewing GL Account Line Items. • Real Time information. • Requires GL Finance Viewer Role • Most employees that deal with financial analysis in some way have this role. • Technical Role name: ZRFI_GL_REPORTV_*** • *** - represents the Business Areas you want access to • This transaction is not secured at the cost center/internal order level!

15. Accessing FBL3N • You access R/3 from your portal. • Click on the R/3 Enterprise tab. • Then click here or here to open R/3.

16. Accessing FBL3N • Command Line Prompt (top left) • Type: FBL3N (not case sensitive)

17. Accessing FBL3N • Role Menu

18. Tools in FBL3N • Dynamic Selection • Layouts • Drill down • Exporting • Viewing documents

19. Main Screen

20. First Step – Select Account Number • Here you select the GL Account you want to search. • Example: Delivery/Courier Service – 640282 • What if I don’t know the account number? • Example: I want to look at my delivery/courier expense, but do not know the account number.

21. Locating an Account Number • Click on this button to bring up a search menu. • On this search menu make sure to choose this tab.

22. Locating an Account Number • In the G/L Long Text, you can type a word that is contained in the account you want. • In the example below, we are looking for delivery/courier account, hence our search uses the word ‘delivery’ with an asterisk in front and behind. The asterisk is a wild card and allows SAP to find “Anything Like” or any account with that word in the name. • Click the green check mark to run the search.

23. Locating an Account Number • The search will pull a screen like this. • It gives us a list of all accounts with the word ‘delivery’ in its description. • Delivery/Courier Service is near the top, account 640282. • You can double click on the account to select it.

24. Second Step – Date Range • Now that we have our account number, we need to define a date range. • In this section you define what dates you want R/3 to search. • The default looks for a single day on Open Items.

25. Date Range – Open Items? • The default range is for one day and will select only open items. • Open items are equivalent to unpaid invoices. • To select all revenue and expenses items use this bottom section. • Check the All Items radio button and assign a date range.

26. Date Range – All Items • Let’s use the range of February 1, 2008 thru February 29, 2008. • Clicking here will open a calendar for selecting dates, or you can just type the dates in.

27. Step Three - Types • The FBL3N allows the user to search different types of documents. • Most useful for us are: • Normal Items (posted documents) • Parked Items (parked documents) • If we ran this report on only Parked Items, we would see transactions like check requests and travel that are either saved or still in workflow. • For this example, we are selecting all Normal Items. This will reflect all posted documents for revenue and expense.

28. Our Screen So Far…

29. Step Four – Filter Options • Now we want to use filter options to further refine our search results • Refining our search will result in better system performance from R/3 and smaller report volumes. • The main filter in the FBL3N is the Dynamic Selections tool. • Dynamic Selections Icon.

30. Dynamic Selections • Using this filter, you can refine your search with useful criteria such as: • Business Area • Cost Center • Fund • Created By • Document Type • Clicking the Dynamic Selection Icon will open this window.

31. Dynamic Selections • On the left is a list of fields you can potentially search on. • To use a field as search criteria you must move the field from the list of the left to the list on the right. • Fields you can use • Fields currently available to use

32. Dynamic Selections • For our example, we will look at all posted activity for the JHHS Controller’s Office in the Delivery/Courier account. • Using the Dynamic Selections we will choose the JHHS Controller’s Office Cost Center to narrow our search. • The Cost Center field is not part of the right side list to start. • We will add it by finding the field at the bottom of the list on the left and double clicking. • You can also move a field from left to right by highlighting the field and clicking this arrow button

33. Dynamic Selections • Now on the right hand side, I have the Cost Center field available. • The JHHS Controller’s Cost Center number is 4500030180. • When we are done populating fields in the Dynamic Selections box, we can click the Icon again and close the box.

34. Dynamic Selections • When you close the Dynamic Selections box, the number of fields you populated will appear as ‘Active.’ • In our example we used one field (Cost Center) so next to the Dynamic Selection box is ‘1 Active’ for our one active criteria.

35. Our Screen So Far…

36. Run The Report • Let’s run our report and see what we get. • Hit the execute button here. • Depending on how much data you are trying to return, the report can take a while to run.

37. Query Results • Here is the result of our query. • This is the default view of the data. • This view can be modified.

38. Benefits of this Report • Can view Posted versus Parked. • Can view Open versus Cleared (Invoice to Goods Receipts). • You can drill down to the original transaction by double clicking a line.

39. Other Tools • Using the tool bar you can change the results you see. • This tool bar allows you to: • Change the layout of the results • Sort Ascending/Descending • Use subtotals

40. Layout • From here you can change the layout you see. • You can add fields that are available from the right side to the left side.

41. Sorting • You can sort your results to your liking. • First, highlight the column that you want to sort. • Then click the Ascending or Descending button.

42. Subtotals • You can add different levels of subtotals. • Works well with many different documents. • Subtotal by different criteria, like Document Type, Posting Date, etc. • Subtotals are done similar to sorts. • Select the column you want to subtotal on. • Click the Subtotal button.

43. Totals • When you want to subtotal, make sure that there is a total in the results to begin with. Example: The amount in Yellow is a total. • If you results look like this: • Then you have to add in a total at the bottom before you can subtotal.

44. Totals • To add a total, click the column where you want a total. • You should be choosing a column with numbers in it like the Amount column. • Here you can select the Amount column. • Then you click the icon to add a total.

45. Exporting (1) • You can export this report to Excel. • Click System. • Then select List > Save > Local File

46. Exporting (2) • You could export in a different way. • Click the List button. • Then select Export > Spreadsheet > Table

47. Drill Down • The simplest thing you can do from here is drilldown to the original transaction. • Here I double click on the first transaction in the list. • Double clicking takes me here.

48. Drill Down • The initial view gives you some information about the transaction. • Amount • Purchase Order • Charge Cost Center (Assignment)

49. Drill Down • To continue to the transaction, click this button.

50. Drill Down • Can view any attachments. • Here we can see this is a check request. • We can also see who the vendor was. • Notice the Text field is blank – In BW, there would be no descriptive text.