Finance Overview Demonstrations

1. Finance Overview Demonstrations September 5, 2012

2. Introduction • Introduction of Business Owners • Introduction of Team Members • Introduction of Terms for Today • ECC • SRM • LIV • RICEFW

3. MAGIC Finance

4. Expectation Setting • Demonstrations will be based on: • Out of the box functionality • Completed configurations and unit testing • Demonstrations will not be based on: • Enhancements needed for State of MS functionality • End to end integration between all modules, i.e. SRM to ECC for contracts

5. Purpose of Demo • Demonstrate the Accounts Receivable Process • Creation of the Customer Master Data • Creation of Customer Invoice • Explain the Customer Balance View • Explain the Dunning Process • Receive and Post Customer Payments

6. Transaction Codes (T-codes) Covered in Demo • FD01 - Create Customer • FB70 - Create Customer Invoice • FD10N - Show Balance • F150 - Run Dunning • F28 - Receive Payment

7. Creating a Customer (FD01) • To create a customer you must have all required fields filled out in order for the customer master record to save. Currently required fields are: • Account Group • Name of Customer • Address information • Search terms for the customer • Reconciliation G/L Account • Dunning Procedure • When this information and any additional optional fields are finished and saved, the new Customer Master Record number will appear in a message at the bottom of the screen.

10. Most of the customer numbers are automatically assigned. Only ZSAG and ZSEE require manual numerical entries

11. Creating Customer Invoices (FB70) • In order to enter a customer invoice, a user must have all the necessary required fields. The required fields are the: • Customer number (Master record number) • Invoice and posting dates • Amount of the invoice • The related 4XXXXXXX- Revenues G/L Account • Cost Center • Fund (derived) • Functional Area (derived)

14. Posting Key 01- Invoice 50- Credit Entry

15. View of posted invoice

16. Related Documents

18. Additional Invoice and documents automatically created

19. Display Balances FD10N Enter the customer who you would like to see balances for and in which fiscal year you would like balances displayed.

20. Current Balances display for Harry Potter

21. Drilling down into the total $300 amount, we see the documents and their respective invoice amounts. The red dot indicates these items are open.

22. Dunning F150 (Individual Notice)

23. Harry Potter is late by 153 days for invoice 1800000062 and is not dunned on invoice 1800000063

25. Dunning Video

26. Dunning Customer Enhancement

27. Inside Ron’s Customer Master Record

28. Invoice documents for Ron

29. Payments F-28Required fields:-Document date-Bank account data-Customer account-Amount to be cleared

30. The amount paid is equal to the balance for this customer

31. Clearing Document

32. Grants Management Document

33. Now review the balance for Harry Potter after payments

34. Cleared

36. Questions & Answers Accounts Receivable Resources Tessa Turner, SAP Consultant Tessa.Turner@sap.com Robbie Coleman, Accounts Receivable Team Lead Robbie.Coleman@dfa.ms.gov

37. Purpose of Demo • Demonstrate the Performance Based Budgeting Functionality • Creation of the Functional Area • Creation of the Statistical Key Figures • Creation of the Plan Data • Creation of the Actual Data • Report results

38. Performance Budgeting • Performance Measures = Statistical Key Figures • Statistical Key Figures - represent activities or statistics in a cost center, project, or internal order. • They measure each of: • Numbers/Counts • Units of time • Quantities • Pounds • Square feet • Percentages • ETC…..

39. 1 2 3 Statistical Key Figure Lifecycle Create Master Data • Can be tracked against many financial dimensions • Key figures will be agency maintained • Full lifecycle tracking of plan to actual • Zero cost or financial impact • Delivered reports by key financial dimensions Enter Planned Data Post Actuals

40. 1 2 3 Statistical Key Figure Lifecycle Create Master Data • Master data will be entered and maintained at both • A centralized level • And at a de-centralized level • Critical Funds Management (FM) data must be properly and accurately maintained • Agencies will manage their own stat key figures Enter Planned Data Post Actuals

41. Master Data • Functional Area – 16 characters in length • Agency Appropriation Unit • Agency Program • Agency Program Activity • Functional Area Group • Used to track state-wide programs • Statistical Key Figures • Statistical Key Figure Groups

42. Performance Budgeting M100 Report Agency Fund Program Performance Measure Target Units Actual Units % of Target PERF CODE: KIDS 600.000.00 0.00 PERF CODE: COMM 75.00 0.00 0.00 Agency > Business Area Fund > Fund Program > Component of Functional Area PERF CODE > Statistics Key Figure or Activity Type

43. Functional Area Structure

44. Functional Area Structure

45. DES – Statistical Key Figure for ‘Total Average Job Seekers’

46. DFA- Statistical Key Figure for Ongoing Construction Projects

47. Statistical Key Figure Group for Planning and Reporting

48. 1 2 3 Statistical Key Figure Lifecycle Create Master Data • Flexible options for planning • Equates to current ‘target’ • Annual and period by period estimates • Data can be tracked on cost centers, internal orders, and projects • Reports of plan to actual with variances Enter Planned Data Post Actuals

49. Planning for DFA Statistical Key Figures – KP46

50. DFA Planning