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Slide 1 FastFacts Feature Presentation December 13 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation December 13 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation December 13 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2 Slide 2 Todays Topic Well 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

3 Slide 3 Todays Presenter Ron Brasefield HopkinsOne, SPC Ledger Team Lead

4 Slide 4 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.edufastfacts@jhu.edu Q&A After his presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Ron will answer as many of your questions as time allows.

5 Slide 5 Session Segments – Continued Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

6 Slide 6 Non-Payroll Cost Transfer Enhancements

7 Slide 7 Agenda Today, well 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

8 Slide 8 Enhanced Query Functionality

9 Slide 9 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

10 Slide 10 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. Initiating a Query

11 Slide 11 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.

12 Slide 12 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.

13 Slide 13 Changing Your Search Screen 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. 1. Under Output List, select ALV list.

14 Slide 14 Enter Your Selection Criteria Now, enter your selection criteria… I entered my JHED user ID and a document date range.

15 Slide 15 Execute the Report And then click the Execute icon.

16 Slide 16 Query Results Screen

17 Slide 17 Query Results Screen

18 Slide 18 Query Results Screen

19 Slide 19 Sorting by Status Within the query results screen, you can sort the information by cost transfer status. And then click the Sort in Ascending Order icon. To do so, click the Cost Transfer Status column heading…

20 Slide 20 Data Sorted by Status

21 Slide 21 Limiting Your Search Results To limit the search results, green arrow back…

22 Slide 22 Limiting Your Search Results Use the same selection criteria but select a particular status. In this example, Ive selected a status of Completed.

23 Slide 23 Limiting Your Search Results And now your search results are more refined.

24 Slide 24 Query on Line Item Now lets 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.

25 Slide 25 Selection Screen Youll arrive at the Selection Screen where youll see a list of query options.

26 Slide 26 Enter Your Selection Criteria With any of these query options, you can query on specific cost transfer numbers. If you dont 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.

27 Slide 27 Query Results Screen

28 Slide 28 Query Results Screen

29 Slide 29 Query on Log Section Now lets 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.

30 Slide 30 Enter Your Selection Criteria Enter your selection criteria and click the Execute icon.

31 Slide 31 Query Results Screen

32 Slide 32 Enhanced Prior Transfer Error Message

33 Slide 33 Prior to the Enhancement… Prior to the enhancement, this error message provided limited information.

34 Slide 34 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.

35 Slide 35 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.

36 Slide 36 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.

37 Slide 37 Enhanced Upload Functionality

38 Slide 38 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.

39 Slide 39 Excel Template The data entered in Excel is done via the use of a template file created for this purpose.

40 Slide 40 Enter the Data Once data is entered, save the file as an Excel file.

41 Slide 41 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.

42 Slide 42 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.

43 Slide 43 Upload Expense Items Finally, click the Upload Expense Items icon.

44 Slide 44 Select Your.Txt File From the Windows file directory, select the.txt file that you created.

45 Slide 45 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).

46 Slide 46 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.

47 Slide 47 Click the Check icon and then click each of the checkboxes in the SAP doc? column. SAP Doc? Column

48 Slide 48 Proceed with the Cost Transfer Proceed as usual with the cost transfer. Note that the prior transfer validation is still in place.

49 Slide 49 Prior History Here is the prior history on the referenced SAP original document.

50 Slide 50 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.

51 Slide 51 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

52 Slide 52 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

53 Slide 53 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!

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