Budget, Finance, and Operations General Display Transactions

Display Transactions Click on the selection to go directly to the directions for that transaction. Note: You will only be able to run transactions for which you have security access. Budget FMEDDW: View Budget Document List FMEDD: View Budget Document FMX3: Display Funds Reservation FMRP_RW_BUDCON: Overview of Budget Usage FMRP_RFFMEP1AX: Overview of All Postings Finance con’t Controlling KO03: Display Internal Order S_ALR_87013611: Cost Centers (Actual/Plan/Variance) KS03: Display Cost Center KB16N: Display Manual Allocations KSB1: Display Cost Centers: Actual Line Items KB23N: Display Activity Allocation General Ledger FB03: Display Document (GL) FAGLL03: Display Line Items FB04: Document Changes (GL Document) S_ALR_87012326: Chart of Accounts Finance con’t Grants GMGRANTD: GM Master Data S_ALN_01000079: Display Grants Master Data S_ALN_01000059: Sponsored Programs Report S_ALN_01000161: Grant Sponsors Master Data Report S_ALN_01000160: Grant Sponsored Classes Master Data S_ALN_01000534: GM Billing Report Project Systems CN43N: WBS Elements Overview CJI3: PS Line Item Report CJI5: PS Line Item Report: Commitments S_ALR_87013533: PS Hierarchical Report Operations MM03: Display Material Master Record XK03: Display Vendor (centrally) ME53N: Display a Purchase Requisition ME5A: Display Purchase Requisition List ME23N: Display Purchase Order ME2L: Display Purchase Order by Vendor ME80FN: Purchasing Reporting Finance Accounts Payable FBL1N: Display Vendor Line Item FB04: Display Changes (AP Document) FCH1: Display Check Information FCH2: Display Payment Document Checks S_ALR_87012085: Vendor Payment History

FMEDDW: View Budget Document List 1 1. Enter FMEDDW in the Fast Path field. 2. Click the Enter key on your keyboard.

FMEDDW: View Budget Document List 7 3 Enter filter criteria: 3. Fill in the Budget Category field or use the matchcode to look one up. 4. Fill in the Fund field (for example, 1000). 5. Fill in the Funds Center field (for example, 2220097030). 6 Enter the Functional Area (for example, 720000000000000000, 72 followed by 14 zeros). 7. Click the Execute button. 4 5 6

FMEDDW: View Budget Document List 8 Double click to select a document for review, such as 2000000007.

FMEDDW: View Budget Document List 9 Click the Back button to return to the previous screens. 10. You have successfully viewed a budget document.

FMEDD: View Budget Document 1 1. Enter FMEDD in the Fast Path field. 2. Click the Enter key on your keyboard.

FMEDD: View Budget Document 3 If the Enter FM Area pop-up box Appears: 3. Enter “SBBC” in the FM Area box. 4. Click . 4 5 5. Enter the Document year, 2008. 6. Click in the Entry Document Number field. 7. Click the Entry Document Number matchcode icon. 6 7

FMEDD: View Budget Document 11 10 9 8 8. Fill in the Budget Process field (TRAN). 9. Fill in the Document Number (2000000283). 10. Fill in the to field if needed (2000000400). 11. Click the Execute button.

FMEDD: View Budget Document 13 12 12. Select a Document to view more details (2000000287). 13. Click the More… button. 14. Choose Details.

FMEDD: View Budget Document 15. Review the information displayed in the Details tab then click the green check. 15

FMEDD: View Budget Document 16 16. Double click to select another document (2000000287).

FMEDD: View Budget Document 17 17. Click the Execute button.

FMEDD: View Budget Document 18 18. Click the Back button. 19. You have successfully viewed a budget document.

FMX3: Display Funds Reservation 1 1. Enter FMX3 in the Fast Path. 2. Click the Enter key on your keyboard.

FMX3: Display Funds Reservation 3. Enter the Document number. If not known, use the matchcode icon. 4. Click the Enter key on your keyboard.

FMX3: Display Funds Reservation 4 If the Consumption button is not displayed click the More… button and select Consumption from the dropdown list. 4. Click the Consumption button. Note: If the Consumption button is not displayed click the More… button and select Consumption from the dropdown list.

FMX3: Display Funds Reservation 5 Review the information then click the Back button to return to the previous screen. You have successfully displayed a funds reservation.

FMRP_RW_BUDCON: Overview of Budget Usage 1 1. Enter FMRP_RW_BUDCON the Fast Path field. 2. Click the Enter key on your keyboard.

FMRP_RW_BUDCON: Overview of Budget Usage 9 3 4 5 6 7 8 The FM Area box may appear. If the FM Area box appears enter SBBC in the FM Area field and click the Enter button (green check) located at the bottom of the pop-up box. Fill in the Financial Management Area field with SBBC. Fill in the Budget Version field (9F). Fill in the Version field (0). Fill in the Fiscal Year field (2008). Fill in the Funds center field (2220097030). Click the Execute button.

FMRP_RW_BUDCON: Overview of Budget Usage 10 Review the information then click the Back button to return to the previous screen. You have successfully displayed an overview of budget usage.

FMRP_RFFMEP1AX: Overview of All Postings 1. Enter FMRP_RFFMEP1A the Fast Path. 2. Click the Enter key on the keyboard.

FMRP_RFFMEP1AX: Overview of All Postings 7 3 4 3. Fill in the FM Area field with SBBC. 4. Fill in the Funds Center (2220097030). Fill in the beginning fiscal year in in the Fiscal Year period (from) field (2008). Enter ending fiscal year in in the Fiscal Year period (to) field (2008). 7. Click the Execute button. 5 6 Notice the Maximum No. of Hits = 500

FMRP_RFFMEP1AX: Overview of All Postings 8 10. Review the information then click the green check.

FMRP_RFFMEP1AX: Overview of All Postings 9 Review the information then click the Back button. You have successfully displayed an overview of all postings.

FBL1N: Display Vendor Line Item Enter the transaction code FBL1N. Press Enter on the keyboard.

FBL1N: Display Vendor Line Item 2 3 4.1 4.2 4.3 2. Fill in Vendor Account. Use the matchcode icon to search for vendors if necessary. 3. Fill in Company Code, which is always SBBC. 4. There are three display options. Choose either Substep 4.1, 4.2, or 4.3 for display option instructions: 4.1 In the Line Item Selection section, under Status, click Open items if it is not already clicked to view “only’ open items and then fill in the Open at key date field. 4.2 Click Cleared Items to view cleared items, which include paid items and reversed items. 4.3 Click All Items to view all items (cleared and open). Enter a date range to narrow the volume of line item detail.

FBL1N: Display Vendor Line Item 8 5-7 5. Scroll down and under Type, click Normal Items to display “regular” invoices/credit memos and payment documents. 6. Click Special G/L transactions to display retainage documents. 7. Click Parked items to display “parked” documents. 8. Click the Get Variant… button to select predefined variants from a drop down menu.

FBL1N: Display Vendor Line Item 9 9. Select variant by clicking the variant name or click the cancel button to close dialog box without selecting a variant. 10. Once all the search criteria are chosen On the Vendor Line Item Display screen, select Execute. 10

FBL1N: Display Vendor Line Item 11. Double click on any line item to see details.

FBL1N: Display Vendor Line Item 12 12. Under the More… button are options to view the next line item, display document header, and more.

FB04: Display Changes (AP Document) 1 Enter the transaction code FB04. Press Enter on the keyboard.

FB04: Display Changes (AP Document) 3 4 5 3. Fill in Company Code, which is always SBBC. 4. Fill in Document Number. 5. Fill in Fiscal Year. 6. Press Enter when finished.

FB04: Display Changes (AP Document) 7 7. Click the All Changes button.

FB04: Display Changes (AP Document) 8 9 8. Double-click on any items to view the details. In the screen above Payment Method is double clicked to display date, time, and User who made the changes to the method of payment for this document. 9. Once viewed, the box can be closed by clicking on the X in the upper right corner.

FCH1: Display Check Information Enter the transaction code FCH1. Press Enter on the keyboard.

FCH1: Display Check Information 3 4 5 6 Fill in the following fields: 3. Paying company code, which will always be SBBC 4. House Bank 5. Account ID 6. Check number 7. Press Enter.

FCH1: Display Check Information 8 9 10 11 This display screen will provide: Bank Details: Specific bank, account number, and ABA# Check Information: Check#, date of check, amount paid, and date cashed Check Recipient: Vendor receiving the check 8. Click Check Recipient to obtain vendor address information. Click the green check at the bottom of the screen that pops up to return to the screen above. 9. Click Check Issuer to view the payment method, User, and date printed. Click the green check at the bottom of the screen that pops up to return to the screen above. 10. Click Payment Document to view the accounting payment document that cleared the vendor open items. Click the green check at the bottom of the screen that pops up to return to the screen above. 11. Click Accompanying Docs to view the various documents paid on the check. Click the green check at the bottom of the screen that pops up to return to the screen above. 12. You have successfully displayed check information.

FCH2: Display Payment Document Checks 1 Enter the transaction code FCH2. Press Enter on the keyboard.

FCH2: Display Payment Document Checks 3 4 5 7 3. Fill in the Payment document number. 4. Fill in Company Code, which is always SBBC. 5. Fill in Fiscal Year. 6. Press Enter when finished filling in the fields. 7. Select the check to display (this example uses 000001000002). 8. Click the green check. 8

FCH2: Display Payment Document Checks 9 11 13 14 10 This display screen will provide: Bank Details: Specific bank, account number, and ABA# Check Information: Check#, date of check, amount paid, and date cashed Check Recipient: Vendor receiving the check 9. Click Check Recipient to obtain vendor address information. 10. When finished viewing click the green check. 11. Click Check Issuer to view the payment method, User, and date printed. 12. When finished viewing click the green check. 13. Click Accompanying docs to view the various documents paid on the check. Click the Back button when finished. 14. Click the Payment document to view the accounting payment document that cleared the vendor open items. Click the Back button when finished. 15. You have successfully displayed payment document checks. 12

S_ALR_87012085: Vendor Payment History Enter the transaction code S_ALR_87018025. Press Enter on the keyboard.

S_ALR_87012085: Vendor Payment History 3 4 5 6 3. If known, fill in Vendor account or find it using the matchcode icon. Leave this blank to obtain payment history of all vendors or enter a range of vendor account numbers to run a specific vendor history. 4. Fill in Company Code, which is always SBBC. 5. Fill in the Fiscal Year. 6. Fill in Open items at key date, which defaults to today’s date, but can be changed to a previous date. 7. Click Standard Documents to uncheck that feature. 8. Click Execute. 7

S_ALR_87012085: Vendor Payment History 9. If needed, scroll down to see additional information. 10. You have successfully displayed the payment history for a vendor.

KO03: Display Internal Order 1 Enter the transaction code KO03. Press Enter on the keyboard.

KO03: Display Internal Order 3. Enter the nine-digit Internal Order number or use the matchcode icon to search for a number if it is not known. 4. Press Enter on the keyboard.

KO03: Display Internal Order 5 6 5. If additional information exists, click the long text icon of the order description. When finished click the back button. 6. Click on the Control data tab.

KO03: Display Internal Order 9 7 7. Click the Allowed transactions to display the transactions allowed under the current system status. 8. When finished viewing click the check mark or X in the corner to close the pop-up screen. 9. Click the Settlement Rule button to see the settlement rule. 10. You have successfully displayed an internal order. 8

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) Enter the transaction code S_ALR_87013611. Press Enter on the keyboard.

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 14 13 3 4 5 6 7 12 8 9 10 11 3. Fill in the Controlling Area. 4. Fill in the Fiscal Year. 5. Fill in the From Period. 6. Fill in the To Period. 7. Fill in the Plan Version, which will always be “0” at SBBC for the version that has both Actual/Plan values. The following fields are optional to narrow down the selection to display: 8. Cost Center Group, for which you can use the matchcode icon to look one up. 9. Or value(s) to select a range of Cost Centers. 10. Cost Element Group. 11. Or value(s). 12. Certain fields, such as the Cost Center(s) and Cost Element(s), offer an additional selection icon if multiple single values or multiple ranges need to be reported. 13. You can also search using an existing variant by clicking Get Variant…. 14. Click Execute to execute the report.

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 15 16 15. Click the arrow to view all of the cost centers within the group in the right-hand column. To view the individual report for one Cost Center in the group, you must click on it. 16. In this example, the report for Deerfield Beach Elementary is being selected by clicking it.

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 17 18 17. Double-click a Cost Element (in this example 55220000 Supplies x). This will display a collection of additional reports. 18. Click on the desired report and then click the green check, in this example Cost Centers: Actual Line Items is chosen.

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 19 20 19. You may change the layout of the screen to view the results differently. To change the layout to available layouts, click the More… button and select Select Layout. 20. In this example Z3ZAP will be chosen. Click on the layout. 21. Click the green check. 21

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 22 22 23 22. Double click on a document to view the details or single click on the document and click the Document button. 23. Click the Back button once finished viewing the details. 24. You have successfully displayed a report for Plan/Actual/Variance for Cost Centers.

S_ALR_87013611: Cost Centers (Actual/Plan/Variance) 24 25 24. To view master data details, select the record by clicking on it and then click on More… and select Master Record. 25. When finished viewing, click the Back button.

KS03: Display Cost Center 1 Enter the transaction code KS03. Press Enter on the keyboard.

KS03: Display Cost Center 6 4 3. The first time this transaction is run a screen may pop up asking for the Company Code, which is always SBBC. 4. Fill in the Cost Center, or use the matchcode icon to look one up. 5. Press Enter on the keyboard. 6. You have successfully displayed a Cost Center Master data record.

KB16N: Display Manual Allocations Enter the transaction code KB16N. Press Enter on the keyboard.

KB16N: Display Manual Allocations 3 3. Fill out the DocumentNo field or use the matchcode icon to look up the number. 4. Click Enter.

KB16N: Display Manual Allocations 5 5. Click the Additional Info tab to view additional header information.

KB16N: Display Manual Allocations 7 6. Click Menu > Goto > Overview List to view. 7. Click Back to return to the previous screen. 8. You have successfully displayed a manual cost allocation document.

KSB1: Display Cost Centers: Actual Line Items 1. Enter KSB1 the Fast Path field. 2. Click the Enter key on your keyboard.

KSB1: Display Cost Centers: Actual Line Items 3 4 Note: The FM Area box may appear. If the FM box appears enter SBBC in the FM Area field then click the enter icon (green check). Click the Cost Center field and enter the Cost Center (3484522210). Enter a date in the Posting Date (from) field (07/01/2007). Enter a date in the Posting Date (to) field (11/30/2007). 5. Click the Layout field matchcode icon. 5

KSB1: Display Cost Centers: Actual Line Items 6 7 6. Double click to select variant SAP 4 Purchase Orders from the list. 7. Click the Execute icon.

KSB1: Display Cost Centers: Actual Line Items 8 Click the Back button to return to the previous screen You have successfully displayed a cost center actual line item.

KB23N: Display Activity Allocation 1 1. Enter KB23N the Fast Path field. 2. Click the Enter key on your keyboard.

KB23N: Display Activity Allocation 4 Note: Display Direct Activity Allocation screen appears. 3. Enter SBBC in the Controlling Area field and click the green check icon. Click the DocumentNo. Field and enter the document number to be viewed (8000000505). Click the Enter key on the keyboard. 5 Press Enter key on the keyboard.

KB23N: Display Activity Allocation 6 7 6. Click the Scrn variant possible entries icon. 7. Select All from the dropdown list.

KB23N: Display Activity Allocation 8 8. Click the Collapse icon.

KB23N: Display Activity Allocation 9. Review the displayed information then drag the horizontal scroll bar to the right. 9

KB23N: Display Activity Allocation 10 10. Review the displayed information then click the Back button when finished. 11. You have successfully viewed a display activity allocation.

FB03: Display Document (GL) 1 Enter the transaction code FB03. Press Enter on the keyboard.

FB03: Display Document (GL) 4 5 6 3. If the document number is not known, click on the Document List button to display parameters to get a document list. 4. Fill in the Document Number. 5. Fill in the Company Code, which is always SBBC. 6. Fill in the Fiscal Year. 7. Press Enter on the keyboard.

FB03: Display Document (GL) 8 8. Click More… and select General Ledger View to view the Display Document: General Ledger View screen.

FB03: Display Document (GL) 9 Note: The General Ledger view displays the document with the split processor information between the different funds and Business Areas and balances the entries across Funds and Business Areas by using the G/L Account number. 9. Double click on any line item to display specifics in regards to the transaction. 10. When finished, click the green check in the pop-up box. 11. You have successfully viewed a display document. 10

FAGLL03: Display Line Items 1 Enter the transaction code FAGLL03. Press Enter on the keyboard.

FAGLL03: Display Line Items 7 3 4 5 6 3. Fill out the G/L account. 4. Fill out the Company code, which is always SBBC. 5. Click on the choice for the status you which to view, which in this example will be All Items. All Items will display all items posted to the specified GL account. The other options available are to view all Open items or all Cleared items. (You may need to scroll down to see all of the options on the screen). 6. If desired, choose a date range of documents to view. For items to be posted in a future of past period, you must enter the posting date. 7. Click on Custom Selections to display additional election items for the report parameters.

FAGLL03: Display Line Items 8 11 9 10 8. Click General Ledger Line Items to display the GL line items available. 9. Double-click Fund. 10. The fund selection will appear and the Fund can be filled in. 11. Click Save to save criteria selected and return to the previous screen. If additional selection is necessary, select field name from the list and input the specific parameters needed to meet your report request.

FAGLL03: Display Line Items 12 12. Click Execute. 13. You have successfully displayed a G/L Line Item report.

FB04: Document Changes (GL Document) 1 Enter the transaction code FB04. Press Enter on the keyboard.

FB04: Document Changes (GL Document) 3 4 5 6 3. Fill out Company Code, which is always SBBC. 4. Enter the Document number. 5. Enter the Fiscal Year. 6. If needed, enter specific time and date parameters in the Period of change section.

FB04: Document Changes (GL Document) 7 3 8 9 7. Click All Changes to view all changes that have been made to the document. 8. Double click on Changed on to view details of the change such as date, time, and user who made the changes. 9. When finished viewing the detail screen, click on the x in the corner to close the screen. 10. You have successfully displayed changes to a financial document.

S_ALR_87012326: Chart of Accounts Enter the transaction code S_ALR_87012326. Press Enter on the keyboard.

S_ALR_87012326: Chart of Accounts 5 3 4 The following are required fields: 3. Fill in G/L account. 4. Fill in Chart of accounts, which will always be SBBC. The rest of the fields on this screen can be filled in to change the parameters of the search. 5. Click Dynamic selections to display additional fields for filtering the search.

S_ALR_87012326: Chart of Accounts 6. Click on any additional fields for filtering and then click the arrow next to the trash can to choose it. 7. Once chosen the fields will appear in the Dynamic selections box and additional parameters can be defined. 8. To execute the search, click Execute.

S_ALR_87012326: Chart of Accounts 9 10 11 9. Double-click the “INVENTORY-SUPPLIES/EQUIP” line to drill down into the G/L Account Master record. 10. Click on the Key work/translation tab to review additional information such as the language, short text, and long text for the account selected. 11. Click on the Information tab to review additional information such as when the account was created and who created it. 12. You have successfully generated a Chart of Accounts list.

GMGRANTD: GM Master Data 1 Enter GMGRANTD in the Fast Path field. 2. Press Enter on the keyboard.

GMGRANTD: GM Master Data 3 Short name Dollar value The Display Grant Initial screen will appear. Enter Grant number to be viewed. 4. Press Enter on the keyboard. Grant - A Grant in SAP is defined as any external reimbursement and is used to represent a specific award/agreement with a Sponsor. The grant field is on the coding block for all SAP modules (FI, HR, MM) so that costs can be directly assigned to a grant. Example: C97840001.0708 (Carl Perkins – Tech Prep Education 2007 -08) Grant (see Master Data section of this presentation) Review the following fields: Basic Data (screen section) Sponsor - The external person or organization providing funding to the grantee to accomplish specific activities, projects or programs. A Sponsor is also known as Business Partner or Grantor, e.g., 200000002 (FL DEPT OF EDUCATION). Authorization Group – Group code which can be assigned to user roles to permit actions against master data records. Note: A list of the Authorization Groups available in the system found on Addendum 2 (Grant Authorization Groups). Award Type – Award Type number. The numbering convention for SAP is a consecutive 3 digit numbering system. Make sure to use leading zeros. Examples: 001 Formula Grant Note: A list of the different Award Types available in the system found on Addendum 3 (Grant Award Type). Start date End date

GMGRANTD: GM Master Data 5 5. Click the Reference tab.

GMGRANTD: GM Master Data 6 The Reference tab contains: External Reference - A number assigned by the Sponsor for tracking purposes. Example: 04CH0314/31, If there is no External Number, type N/A. CFDA Number - Grant’s Catalog of Federal Domestic Assistance (CFDA) number. Number used for reporting on Federal Revenues. A CFDA# needs to be included for any federal monies received directly by the State. Example: 93.600 If funding is not received from the federal government, then use 00.0000 for Non-Federal Grant. Internal Reference - A number assigned for internal purposes for tracking. For DOE grants, use the TAPS number on the award letter. If not FL Dept. of ED. use “NA”. Funding Origin - The original source of the funds received. (see dropdown example above) This field will be used to report costs to the State. Example: 40009 6. Click the Posting tab.

GMGRANTD: GM Master Data 7 7. Click the Budget tab.

GMGRANTD: GM Master Data 8 The Budget tab contains: Grant FY Variant - The fiscal year of the Sponsor. Note: A more detailed description of the Funding Origin can be found on Addendum 5 (Grant Fiscal Year Variant). 8. Click the Billing tab. Company Code FY Variant - Always use V6 July – Jun. Splitting Rule - This Rule is how the budget validity periods are created (i.e. budget periods). Example: 0002 Grant Award/Rel Fund/by Grant Validity Budget Layout (defaults) The Budget Version will default to “0” for Grants. FY Variant Note V6 July – June Oct – Sept Jan-Dec Year may not be the same as the grant start & end date. V9 K0 Note: Within Grants management (GM), grant budgets are controlled by “time-slices” known as validity periods. When the start/end dates of a grant overlap fiscal years or multiple fiscal years, the budget period is subdivided between each fiscal year periods.

GMGRANTD: GM Master Data 9 Will always be 1002 SBBC- Expenses and Accruals Will always be Z100 AVC BUDGET CONTROL AT GRANT LEVEL The Billing tab contains: Billing Rule – Will always be 1002 SBBC- Expenses and Accruals. Letter of Credit - Used for setting the control for the level of budgeting. Control can be set up at the Grant, Program or Class level. Note: The Letter of Credit will always be set at Z100 AVC BUDGET CONTROL AT GRANT LEVEL. SD Order (screen section) Note: Do not edit information contained in the SD (Sales Document) field. The billing rule will determine whether billing is automatic (RRB) or manual and based on what stage expenses are billed at (e.g. when incurred, when paid or cash basis). 9. Click the Dimensions tab. Information will default

GMGRANTD: GM Master Data 10 Fund: External 1000 1DC Recovery 1010 Matching Funds The Dimensions tab contains: Financing Sources (screen section) The Grant’s External Fund, Sponsored Programs and Sponsored Classes defaulted from the Sponsor’s Master Record (200000002 FL DEPT OF EDUCATION). Note: In order for this information to default to the Grant Master, Sponsored Programs and Sponsored Classes must be marked as “Default to Grant” on the Sponsor’s Master Record. Notice on the screen shot above how the Sponsored Program and Sponsored Classes are marked as “Default” – meaning they have been defaulted on the Grant Master Record from the Sponsor’s Master Record (200000002 FL DEPT OF EDUCATION). There must always be at least one Sponsored Program and one Sponsored Class established for a Grant. If a new Sponsored Program or Sponsor Class is needed, it must be added to the Sponsor master data record prior to Grant creation first. Sponsored Programs (screen section) The Sponsored Programs will default to the existing programs for the sponsor. Sponsored Classes (screen section) Sponsored Classes will default from the Sponsor. Remove any classes not applicable to this grant. Check Sponsor Classes that are IDC Relevant. Check all classes to default to the grant. 10. Click the Supported Objects tab.

GMGRANTD: GM Master Data 11 The Supported Objects tab contains: A better explanation of how Funds have changed can be found by reviewing information contained in addendum 1 of this presentation. Fund - A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations. The Planning Allowed column should be unselected. GM planning will be done in the IP module. If the posting of budget and actuals values is unwanted the check box located under both the Budgeting Allowed and Actuals Allowed should not be selected. As a general rule, when cost sharing is applicable, the Budgeting Allowed and Actuals Allowed boxes would be unchecked for the external revenue Sponsored Classes. SBBC will uncheck the Planning Allowed column. Note: For fund 1000, only IDC Recovery in Budgeting Allowed and Actuals Allowed should be checked. For fund 1010 Check all except 1DC Recovery & Revenue. For fund 42XX Check all except 1DC Recovery & GM Cost Rev 10. Click the Cost Sharing tab.

GMGRANTD: GM Master Data 12 The Cost Sharing tab contains: Cost Sharing Rule - Rule used as basis for matching fund Total Direct Costs. Cost Share Rate - The percent or dollar amount required by the Sponsor to be matched. Example: 0 Cost Sharing (screen section) Sponsored Program/Sponsored Class/Fund - The combination of program, class and fund subject to cost sharing. Note: For the Sponsored Program/Classes to populate, an internal fund must be identified under the Dimension Tab (section: Finance Sources). Furthermore, the cost sharing column must be checked. Percentage - The percent required for cost sharing by Sponsor. Note: This field is defaulted from the cost sharing rate identified above. Different percentages can be assigned to specific lines according to Grant requirements. The combination of Sponsor Program/Class/Fund not subject to indirect cost can be changed by entering “0”. Note: The cost share percentage entered here will be applied only against the Grant’s BUDGETED COSTS and thus determine the budgeted cost share Broward Public Schools needs to contribute to the Grant. However, when expenses occur the IPC rate will post at actual. Click the Back button to return to the previous screen. You have successfully viewed GM master data.

S_ALN_01000079: Display Grants Master Data 1. Enter S_ALN_01000079 the Fast Path field. 2. Click the Enter key on your keyboard.

S_ALN_01000079: Display Grants Master Data 3 3. Click the Execute button.

S_ALN_01000079: Display Grants Master Data 4 Click the Back button to return to the previous screen. You have successfully displayed grants master data.

S_ALN_01000059: Sponsored Programs Report 1. Enter S_ALN_01000059 the Fast Path field. 2. Click the Enter key on your keyboard.

S_ALN_01000059: Sponsored Programs Report 4 3 3. Enter a grant number in Grant fields (C97800004.0708). 4. Click the Execute button.

S_ALN_01000059: Sponsored Programs Report Click the Back button to return to the previous screen. You have successfully displayed a sponsored programs report.

S_ALN_01000161: Grant Sponsors Master Data Report 1. Enter S_ALN_01000161 the Fast Path field. 2. Click the Enter key on your keyboard.

S_ALN_01000161: Grant Sponsors Master Data Report 3 3. Click the Execute button.

S_ALN_01000161: Grant Sponsors Master Data Report 4 Click the Back button to return to the previous screen. You have successfully displayed a grant sponsor master data report.

S_ALN_01000160: Grant Sponsored Classes Master Data 1. Enter S_ALN_01000160 the Fast Path field. 2. Click the Enter key on your keyboard.

S_ALN_01000160: Grant Sponsored Classes Master Data 3 3. Click the Execute button.

S_ALN_01000160: Grant Sponsored Classes Master Data 4 Click the Back button to return to the previous screen. You have successfully viewed a grant sponsored classes master data.

S_ALN_01000534: GM Billing Report 1. Enter S_ALN_01000534 the Fast Path field. 2. Click the Enter key on your keyboard.

S_ALN_01000534: GM Billing Report 3. Check the Open Check box to view opened items. Check the Partially Billed box to view partially billed items. Check the Not Allowed box to view items not allowed for billing. Check the Over-billed box to view over-billed items. Check the Billed box to view billed items. Check the Include IDC postings to view indirect cost posted. Check the Summarized by Grant to summarize by Grant. Click the Summarized by Sponsored Program to summarize by Sponsored Check the Summarize by Sponsored Class check box. 4. Click the Execute icon.

S_ALN_01000534: GM Billing Report Click the Back button to return to the previous screen. You have successfully viewed a GM billing report.

CN43N: WBS Elements Overview 1 Enter the transaction code CN43N. Press Enter on the keyboard.

CN43N: WBS Elements Overview 5 3. Enter the Database profile or use the matchcode icon to find one. This example will use 000000000001, Standard selection (structure). This screen will only appear the first time you use this transaction. Subsequent use of this transaction will default to the last profile used. 4. Click the green check. 5. To change the Database profile again, click More… and select DB profile.

CN43N: WBS Elements Overview 7 6 6. Enter a Project range. 7. Click Execute.

CN43N: WBS Elements Overview 8 8. Double click on a WBS Element to display its details.

CN43N: WBS Elements Overview 10 9 9. The various tabs display specific information about this WBS Element. 10. Click Back to return to the previous screen. 11. You have successfully displayed a WBS element overview.

CJI3: PS Line Item Report 1 Enter the transaction code CJI3. Press Enter on the keyboard.

CJI3: PS Line Item Report 4 5 6 10 7 8 3. The first time this transaction is used, the system will ask for a Controlling Area. Enter SBBC and click the green check. 4. The first time this transaction is used it will ask for the Database profile. Fill in the profile number or use the matchcode icon to find one. This example will use 000000000001, Standard selection (structure). This screen will only appear the first time you use this transaction. Subsequent use of this transaction will default to the last profile used. 5. Click the green check. 6. To change the Database profile again, click More… and select DB profile. 7. Fill in a Project number if looking for a specific one or a range. Use the matchcode icon to find a listing of them. 8. Fill in the WBS Element to search by WBS Element. 9. You can fill in a Posting date if it is something other than the default, today’s date. 10. Click Execute when all the fields are filled in. 9

CJI3: PS Line Item Report 11 12 11. Double click on an Object to display its details. 12. Click Back to return to the previous screen. 13. You have successfully displayed a line item report.

CJI5: PS Line Item Report: Commitments 1 1. Enter CJI5 the Fast Path field. 2. Click the Enter key on your keyboard.

CJI5: PS Line Item Report: Commitments 3 4 3. If the Set Controlling Area box appears enter SBBC in the Controlling Area field then click the continue icon (green check). 4. If the Enter Profile screen appears click the Database Prof matchcode icon to search for a profile.

CJI5: PS Line Item Report: Commitments The Profile for logical database screen appears. Double-click to select a profile from the list, e.g., 000000000001 Standard selection (structure). 6. The Enter Profile screen appears. Click the green check. 6

CJI5: PS Line Item Report: Commitments 7 7. Click to matchcode icon for the Project number.

CJI5: PS Line Item Report: Commitments 8 9 8. The Project definition box appears. Enter search value in the Project definition field, e.g., P*. 9. Click the Start Search button. 10. The Project Definition list screen appears. Double-click to select a Project definition from the list, e.g., P.0000001. 10

CJI5: PS Line Item Report: Commitments 11 11. Click to Execute icon.

CJI5: PS Line Item Report: Commitments 12 12. Double-click on any of the detail line item fields to display specific document detail for the line. In this example the document detail for WBS element P.00001.05.01 cost element 56810000 is to be displayed.

CJI5: PS Line Item Report: Commitments 13 13. Review the displayed information then click the Back button. 14. You have successfully generated a PS line item report.

CJI5: PS Line Item Report: Commitments 14 14. Review the displayed information then click the Back button.

S_ALR_87013533: PS Hierarchical Report Enter the transaction code S_ALR_87013533. Press Enter on the keyboard.

S_ALR_87013533: PS Hierarchical Report Enter the transaction code S_ALR_87013533. Press Enter on the keyboard.

S_ALR_87013533: PS Hierarchical Report 4 5 6 9 7 8 3. The first time this transaction is used, the system will ask for a Controlling Area. Enter SBBC and click the green check. 4. The first time this transaction is used it will ask for the Database profile. Fill in the profile number or use the matchcode icon to find one. This example will use 000000000001, Standard selection (structure). This screen will only appear the first time you use this transaction. Subsequent use of this transaction will default to the last profile used. 5. Click the green check. 6. To change the Database profile again, click More… and select DB profile. 7. Fill in a Project number if looking for a specific one or a range. Use the matchcode icon to find a listing of them. 8. Fill in the WBS Element to search by WBS Element. 9. Click Execute when all the fields are filled in.

S_ALR_87013533: PS Hierarchical Report This report allows you to view summarized and detail level of the Actuals and Commitment amounts in various stages and for different fiscal periods. Column widths can be adjusted by dragging the crossbar between column headings. Also scrolling to the right will display more informational columns as displayed in this screen shot. The lower portion of the screen displays a summary of the Plan, Actual and Commitment information for this project. Dragging the separator between the upper portion of the screen and this summary display will allow you to expand this section for ease of viewing. 10. You have successfully generated a report to view actual expense and commitments for a specific capital project.

MM03: Display Material Master Record 1 Enter the transaction code MM03. Press Enter on the keyboard.

MM03: Display Material Master Record 3. Click the Material fields matchcode icon.

MM03: Display Material Master Record 4 5 6 4. Click the Material description field. 5. Enter *Keyboard* in the Material description field, which will pull up all descriptions with the word “Keyboard” anywhere in it. 6. Click the Start Search button.

MM03: Display Material Master Record 7 7. Double click to select a material from the list for review, e.g., 6000015.

MM03: Display Material Master Record 8 8. Click the Select view(s) button.

MM03: Display Material Master Record 9 10 9. Select views Basic Data 1, Sales: General/Plant Data. 10. Click the green check. The Organizational Levels box appears. 11. Enter the Plant (1000). 12. Click the green check. 11 12

MM03: Display Material Master Record 13 14 13. Click the Tab Selection icon. 14. Select Sales: General/Plant from the dropdown list.

MM03: Display Material Master Record 15 Click the Back button. You have successfully displayed a material master record.

XK03: Display Vendor (centrally) 1 Enter the transaction code XK03. Press Enter on the keyboard.

XK03: Display Vendor (centrally) 4 3 5 6 3. Click the Vendor field and enter Vendor number, e.g., 100021. 4. Click the Company Code field and enter SBBC. 5. Click the Purchasing Organization field and enter SBBC. 6. Click the Address check box to display fields such as vendor’s tax identification or social security number. Click the Control check box to display fields such as bank details, alternate payee, and permitted payee. Click the Payment transactions check box to display fields such as name and number of vendor main contact. Click the Contact Persons check box to display fields such as payment method and payment terms. Click the Account info to show such fields as bank account and account holder. Click the Correspondence check box to display fields such as vendor’s email address. Click the Purchasing data check box to display fields such as ABC indicator and currency. Click the Partner functions check box to display fields such as various ordering addresses. 7. Click the Enter key on the keyboard.

XK03: Display Vendor (centrally) 8 Review the displayed vendor record then click the Back button. You have successfully displayed a vendor.

ME53N: Display a Purchase Requisition 1 Enter the transaction code ME53N. Press Enter on the keyboard.

ME53N: Display a Purchase Requisition 3. Click the Close button to close the EnjoySAP section.

ME53N: Display a Purchase Requisition 4 4. Click the Other Purchase Requisition button.

ME53N: Display a Purchase Requisition 6 5. In the Purchase Requisition field, enter the appropriate purchase requisition number. For this exercise, use requisition number 10001840. 6. Click the Other Document button.

ME53N: Display a Purchase Requisition 7 8 7. Note the three sections of the requisition: Header, Item Overview, and Item Details. Practice expanding and collapsing these sections using the buttons indicated above. 8. Click the Valuation tab for line item 1.

ME53N: Display a Purchase Requisition 10 9. The valuation tab shows the dollar value for the selected line item as well as the dollar value for the entire requisition. In this example, the value of line item 1 is $14.99, and the total requisition value is $149.90. 10. To view the Item Details for line item 2, click the Next Item arrow. 9

ME53N: Display a Purchase Requisition 11 11. Note that you are now viewing the Item Details for line item 2. 12. Click the Account Assignment tab. 12

ME53N: Display a Purchase Requisition 13 Note: The Account Assignment tab shows the SAP accounting string as described earlier in this training manual. 13. Click the Status tab.

ME53N: Display a Purchase Requisition 14 Note: The Status tab shows what transactions have been executed against this line item since the requisition was created. In this example, the purchase order has been created, the goods receipt has been completed, and a vendor invoice has been received. 14. Click the Contact Person tab.

ME53N: Display a Purchase Requisition 15 Note: The Contact Person tab shows who created the requisition, when it was last changed, the name of the Requisitioner, and the buyer name and contact information. 15. Click the Release Strategy tab.

ME53N: Display a Purchase Requisition 16 Note: The Release Strategy tab shows how many approvals are required for this line item. In this example, only the principal’s approval is required, and that has already taken place as evidenced by the green check shown above. 16. Click the Previous Item arrow.

ME53N: Display a Purchase Requisition 17 Note: You are now reviewing the release strategy for line item 1. Note that there are two approvals required in this example. The Principal has already approved it, but the Technology group still needs to approve it as indicated by the yellow triangle. 17. Click the Tabs button on the right side of the screen.

ME53N: Display a Purchase Requisition Note: This pop-up allows you to navigate among all of the tabs in the Item Details section. 18. Click the Texts tab. 18

ME53N: Display a Purchase Requisition 21 19. If necessary, scroll to the bottom of the screen. 20. Note the various types of notes and text available in a purchase requisition. As a requisitioner, you can enter information in these sections when you are creating or changing requisitions. Notes: Material Master Specs default from the material master. Item Notes are internal. They can only be seen by people who have access to display purchase requisitions. Item Text is information that will print on the purchase order. The buyer, of course, has the option of removing this information. 21. Click the Delivery Address tab. 20 19

ME53N: Display a Purchase Requisition 23 Note: The Delivery Address tab shows where the material ordered on this line item will be delivered. When you are creating a requisition, you can enter an alternate address if you need to. 22. Take a few minutes to click around the requisition and review all of the information. 23. When you have finished reviewing the requisition, click the Back button. 24. You have successfully displayed a purchase requisition.

ME5A: Display Purchase Requisition List 1 Enter the transaction code ME5A. Press Enter on the keyboard.

ME5A: Display Purchase Requisition List 3 4 3. Enter ALV in the Scope of List field. 4. Enter the Plant (1000). 5. Click the Execute icon.

ME5A: Display Purchase Requisition List 6 6. Double click to select PR 10001840 from the list.

ME5A: Display Purchase Requisition List 7 7. Click the Account Assignment tab.

ME5A: Display Purchase Requisition List 8 8. Click the Back button to return to the previous screens. 9. You have successfully displayed a purchase requisition list.

ME23N: Display Purchase Order 1 Enter the transaction code ME23N. Press Enter on the keyboard.

ME23N: Display Purchase Order 3. Click the Other Purchase Order button.

ME23N: Display Purchase Order 4 5 6 4. Click the Pur order field. 5. Enter the Purchase order to be displayed, e.g., 7508000080. 6. Click the Other Documents button.

ME23N: Display Purchase Order 7 7. Drag the scroll bar to the right.

ME23N: Display Purchase Order 8. Click the Account Assignment tab. 8

ME23N: Display Purchase Order 9 9. Click the Back button. 10. You have successfully displayed a purchase order.

ME2L: Display Purchase Order by Vendor 1 Enter the transaction code ME2L. Press Enter on the keyboard.

ME2L: Display Purchase Order by Vendor 3 5 4 3. Click the Vendor field. 4. Enter Vendor number, e.g., 100013. 5. Click the Execution button.

ME2L: Display Purchase Order by Vendor 6 6. Locate and double click Purchasing Document line item, e.g., 4508000581 line item 1.

ME2L: Display Purchase Order by Vendor 7 7. Review the displayed purchase order then click the Back button. 8. You have successfully displayed a purchase order by vendor.

ME80FN: Purchasing Reporting 1 Enter the transaction code ME80FN. Press Enter on the keyboard.

ME80FN: Purchasing Reporting 5 3 4 3. Click the Storage Location field. 4. Enter Storage Location number (legacy location number), e.g., 0101. 5. Click the Execute button.

ME80FN: Purchasing Reporting 6 6. Locate and double click Purchasing Document line item, e.g., 4508000005 line item 1.

ME80FN: Purchasing Reporting 7 7. Review the displayed purchase order then click the Back button. 8. You have successfully generated a purchasing report.