4 Session Segments Presentation Keith Bond will address how to deposit a check.During Keith’s presentation, your phone will be muted.Q&AAfter the presentation, we’ll hold a Q&A session.We’ll open up the phone lines, and you’ll be able to ask questions.Keith will answer as many of your questions as time allows.4
5 Contact UsIf you would like to submit a question during the presentation or if you’re having technical difficulties, you can us at:You can also send us an instant message!GoogleTalk –AOL Instant Messenger – HopkinsFastFactsMSN –As noted earlier, we will be watching out for your questions and concerns through our account:We will also be monitoring three instant message services during the presentation. So you can communicate with us on GoogleTalk, AOL Instant Messenger, and Microsoft’s MSN product.For GoogleTalk, the screen name isOn AOL Instant Messenger, the screen name is HopkinsFastFactsOn MSN, useRemember, you can use these services for your questions and to report any difficulties you might be having with the system.5
6 SurveySurveyAt 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.6
9 Agenda After today’s presentation you will be able to: Identify the process for making check and cash depositsAccess SAP transaction FBL5N – Customer Line Item Display to search for the open items to be clearedVerify the posting information for the deposit to be madeComplete a deposit transmittal formComplete an M&T deposit ticketForward the completed forms and deposit backup to Cash Accounting
10 Process Flow Check Cash Journal Deposit Transmittal Complete Deposit TicketComplete Deposit TicketyesSearch for customer invoice in (FBL5N)noEnter information in Cash Journal (FBCJ)Verify InvoiceCreate Invoice (FV70)Complete Deposit TransmittalComplete Deposit TransmittalForward to Cash AccountingForward to Cash Accounting
11 Cash Journal vs. Deposit Transmittal Determine whether the check should be posted using a Cash Journal or Deposit TransmittalCash Journal payments:Are used for non-invoiced paymentsExamples are: parking fees, refunds, and one-time gifts to PIs that have an existing Non-Sponsored IODeposit Transmittals:Any payment received from a current SAP customer or sponsorSeparate the checks based on deposit methodCreate two different deposit tickets (if necessary)Before you decide which procedure to follow, you must first determine whether the check should be posted by using the Cash Journal or a Deposit Transmittal.
12 If the check is to be deposited via deposit transmittal the following Procedure is to be followed.
13 Searching for the Customer Department receives check from sponsor or donorIdentify the issuer of the check.Sinai Hospital issued this check.Verify that the check is payable to Johns Hopkins University.Take note of the issuer’s address.
14 Searching for the Customer SAP Easy Access MenuOnce you have logged into SAP, you arrive at the SAP Easy access menu. We use the FBL5N transaction to search for the customer #. There are two ways we can access this transaction, by either typing the transaction code in the command field at the top or by expanding the role menu Display AR Documents and double clicking on the transaction.
15 Searching for the Customer Access SAP transaction FBL5N – Customer Line Item DisplayClick on search button next to Customer Account.Using the *wild card function, place a * in front of name and at the end of the name of the issuer of the check.Execute the search by clicking on the green check mark.
16 Searching for the Customer Access SAP transaction FBL5N – Customer Line Item DisplaySAP will display customers that match your search.Please note that you are searching for a customer number that starts with a 6 or a 3.Not all checks that you receive will have a customer number in SAP.If the customer number does not exist in SAP and you expect that we will be receiving additional payments, you should contact AR and request a new customer form.Make note of the correct customer number… in this case it isClick on the correct customer.
17 Searching for the Customer Access SAP transaction FBL5N – Customer Line Item DisplayExecute the transaction using the correct customer number
18 Searching for the SAP Invoice Access SAP transaction FBL5N – Customer Line Item DisplayThe open SAP invoices under customer are displayed.There appears to be an open invoice for the correct dollar amount- $30,SAP invoices will start with a 9, 9digits or with 18, 10 digits.If no SAP invoice is available… (next slide)
19 No SAP Invoice Available The department creates a parked document using FV70.Document is reviewed and approved by Billings.Use this parked document number to complete the Deposit Transmittal form.
20 Verify the SAP InvoiceAccess SAP transaction FBL5N – Customer Line Item DisplayTo verify the SAP Invoice…Click on the Document No to verify that the invoice is created with the correct posting information.
21 Verify the SAP Invoice Display Document: Line Item 001 Click on the mountains to display the Overview.
22 Verify the SAP Invoice Display Document: Overview Click on the revenue GL- in this case
23 Verify the SAP Invoice Display Document: Line Item 002 Click the More button and now you can verify the posting information for this SAP invoice.FundIOFunds CenterIf this was a sponsored payment the Grant number would be located here. Along with the corresponding IO.
24 Complete Deposit Transmittal Form Form available atThe deposit transmittal form is available on the Finance website in the “Forms” library. We have also provided the direct link with the reference material for this fast facts.Complete the deposit transmittal and print this form. Use the printed form as the coversheet for the deposit and include back up information:Copy of Deposit SlipCopy of Checks
25 Send Deposit Transmittal Form completed form toDeposit Transmittal will be processed by Cash Accounting.If further information is needed, you will receive an from Cash Accounting requesting clarification.Confirmation will be sent to the department.
26 Conclusion Check Cash Journal Deposit Transmittal Complete Deposit TicketComplete Deposit TicketyesSearch for customer invoice in (FBL5N)noEnter information in Cash Journal (FBCJ)Verify InvoiceCreate Invoice (FV70)Complete Deposit TransmittalComplete Deposit TransmittalForward to Cash AccountingForward to Cash Accounting
27 Q&A We’re 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.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were ed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then the answer to all participants.27
28 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:28
29 SurveyBefore 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!29