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Slide 1 FastFacts Feature Presentation February 21 st, 2008 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 February 21 st, 2008 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 February 21 st, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

2 Slide 2 Well be taking a look at… How to research account activity in R/3 Todays Topic

3 Slide 3 Todays Presenter Josh Oleszczuk Controllers Office Staff Accountant Accountant for JHH and BMC JHHS Business Warehouse (BW) Trainer Prior SAP experience with Diageo, FI/CO,MM Modules

4 Slide 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, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Josh will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 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.

7 Slide 7 Researching Account Activity in R/3

8 Slide 8 Agenda R/3 When and Why FBL3N Transaction FB03

9 Slide 9 What Wont 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 Other Transaction Codes – These were covered in detail by FastFacts in the January 15 th presentation KSB5 ME32N

10 Slide 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 Slide 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, youre in R/3.

12 Slide 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 Slide 13 FBL3N

14 Slide 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 Slide 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 Slide 16 Accessing FBL3N Command Line Prompt (top left) Type: FBL3N (not case sensitive)

17 Slide 17 Accessing FBL3N Role Menu

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

19 Slide 19 Main Screen

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

21 Slide 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 Slide 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 Slide 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 You can double click on the account to select it.

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

27 Slide 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 Slide 28 Our Screen So Far…

29 Slide 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 Slide 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 Slide 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 useFields currently available to use

32 Slide 32 Dynamic Selections For our example, we will look at all posted activity for the JHHS Controllers Office in the Delivery/Courier account. Using the Dynamic Selections we will choose the JHHS Controllers 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 Slide 33 Dynamic Selections Now on the right hand side, I have the Cost Center field available. The JHHS Controllers Cost Center number is When we are done populating fields in the Dynamic Selections box, we can click the Icon again and close the box.

34 Slide 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 Slide 35 Our Screen So Far…

36 Slide 36 Run The Report Lets 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 Slide 37 Query Results Here is the result of our query. This is the default view of the data. This view can be modified.

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

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

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

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

50 Slide 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.

51 Slide 51 Drill Down You can get more information on this item by clicking the Header (this button). The document header will show you: Posting date User ID Entered Date Parked by

52 Slide 52 Viewing Attachments To view any original paper work associated with this document, click this button. From the drop-down box, choose Attachment List. If there is a scanned attachment, you will see it here.

53 Slide 53 Background Job Processing

54 Slide 54 Background Processing In some cases. you will need to run a report In the Background. Run Time Errors This may sound complicated, but it is not.

55 Slide 55 Run Time Errors We just created our search and hit Execute. The report ran and ran and all we get is this! Run Time Errors like this are a part of the R/3. H1 has been notified and is working a solution. What does this mean for me?

56 Slide 56 Run Time Errors Run Time Errors occur when R/3 cannot process your data in a timely manner. To prevent your search from causing a problem with system resources, a time limit is placed on all queries made in R/3. Once you surpass that threshold, R/3 stops your report. Please, be patient. Keep in mind we are competing for resources in a real time system that processes tens of thousands of transactions a day. There is a way around these time outs, however….

57 Slide 57 Background Job Processing Instead of clicking to run the report, I can run the report in the background. Click on Program at the top of the screen. Then select the Execute in Background option.

58 Slide 58 Background Job Processing Here you simply click the check box.

59 Slide 59 Background Job Processing On this screen, select Immediate and then click the floppy disk icon to start the job processing.

60 Slide 60 Background Job Processing This message will appear at the bottom of the page to notify you that the job is processing. Now you can check your Spool. This is where the results from your report will appear similar to what we saw when the report ran properly.

61 Slide 61 Job Spool To access reports run in the background, check your job spool. Use T-code: SP02 Finished reports are listed here. To open one just check this box and click the glasses icon.

62 Slide 62 Background Process Results Here are the results of the background processing. From here you can download the results to Excel.

63 Slide 63 Download to Excel You can download the results into Excel. Similar to the way we saw before. Click this button and you will see the familiar screen.

64 Slide 64 Drilling Down - Background The one drawback to Background Processing is the inability to drill down from that screen. There is a quick workaround. With your results screen up, press Ctrl-Y. Your mouse will become a crosshairs. You can now drag and highlight the Document Numbers. Highlight the numbers and press Ctrl-C. You can also copy these document numbers once the results are in Excel.

65 Slide 65 Drilling Down - Background Now go to the FB03 transaction. We can make FB03 display all those document numbers for us. From the main screen, click the Document List button.

66 Slide 66 Drilling Down - Background From here, you type a zero here and click here.

67 Slide 67 Drilling Down - Background Here you can paste in all the document numbers you copied. Click here to paste those numbers in. This option will Paste from Clip Board.

68 Slide 68 Drilling Down - Background Your document numbers should populate the fields. Then click this button. Then execute the search with the same button again.

69 Slide 69 Drilling Down - Background Here are your results; from here you can double click and drill down on the individual documents.

70 Slide 70 Other Options The example we just used demonstrates what to do if you are looking for posted activity to your cost center. Keep in mind you can use different Dynamic Selection criteria to look for different information. You can view parked items Open items FBL3N is great for account activity research.

71 Slide 71 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 ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

72 Slide 72 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 us at:

73 Slide 73 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… Thanks again!

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