BRITE AP Processing Super User Training November 19, 2007

2 BRITE AP Processing  Have fun and enjoy the opportunities we have to contribute to SBBC’s future success!  Please turn off or silence cell phones and pagers  Please do not read or send messages during class time  Respect those speaking and asking questions by keeping side discussions to a minimum  Please do not interrupt the person speaking  We will start, break, and end on time  All unanswered questions will be placed in the “Parking Lot” and answers will be distributed later Welcome and Ground Rules

3 BRITE AP ProcessingLogistics Before we get started...

4 BRITE AP Processing Concepts Demonstrations Exercises BRITE Classroom Materials (Let Me) (Tell Me) (Show Me)

5 BRITE AP Processing At the end of this course, you should be able to:  Describe the various methods for obtaining and receiving Goods  Create Requisitions and Transfer Postings  Perform various SAP functions required for school/ location- based procurement, inventory management, and invoice processing  Perform display and reporting transactions  Search for information pertaining to a Project and WBS Elements. Course Objectives

6 BRITE AP Processing SAP Basic Navigation and Fundamentals: Getting Into SAP

7 BRITE AP Processing BRITE What is BRITE?  Broward Innovative Tool for Education, will streamline Broward’s business systems  It provides staff with access and real-time data in the latest version of the SAP software.  BRITE brings one business system to Broward Schools.  BRITE is a project of the Enterprise Resource Planning Department, ERP.

8 BRITE AP Processing Click this button to Access the BRITE Portal SAP BRITE Website  For end users, SAP will now be accessed through the web.  On Windows-based computers, you will access SAP in Internet Explorer.  There will be a button to access SAP on the ERP Department web page:

9 BRITE AP Processing Logging Into the BRITE Portal User Login ID Entry format = P digits starting with the letter p Personnel Number If personnel number is less than 8 characters, then add leading zero(s) Password (first time users only) Entry format= JA MM = first 2 letters of birth month (JA) DD = 2-digit birth day (02) YYYY = 4-digit year of birth (1956)

10 BRITE AP Processing Initial Password Selection You will click here to change your password

11 BRITE AP Processing Portal Assistance Select “Get Support” to Request a New Password If you have trouble logging into the Portal, select “Get Support”.

12 BRITE AP Processing BRITE Portal Screen  Single sign on access to systems you need to do your work, including SAP (that means one password!)  Tabs in the Portal screen will be customized based on the user’s role  All users will have access to the Home and Employee Self Service (ESS) tabs

13 BRITE AP Processing SAP Access via the BRITE Portal You will select this tab

14 BRITE AP Processing AP Objectives –Master Data – Coding String, Vendor Series, PO Series Display vendor master (XK03) –Enter & Edit Purchase Order Invoices: PO invoice (MIR0) –Standard (4508), Framework (7508) Park PO Invoice (MIR7) –Invoice Overview (MIR6) –Cancel Invoice (MR8M) –Enter & Edit Non-PO Invoices (FB60) Non-po credit memo (FB65) Park Non-PO Invoice (FV60) Non-po credit memo (FV65) Display/Change Parked Document (FBV3) –Post Parked Documents (FBV0)

15 BRITE AP Processing AP Objectives –Invoice Upload (Non-PO invoices) –Display AP information Vendor Line Items (FBL1N) Display your invoices (ZFAP_APDOCLIST) Display Check Register (FCHN) –Display Purchase Order (ME23N) –Display Purchase Order by Vendor (ME2L) –Specialized AP Transactions Vendor Clear (F-44) Post with Clearing – Retainage (F-51)

16 BRITE AP Processing Navigation Tools in SAP

17 BRITE AP Processing FI - Master Data

18 BRITE AP Processing Quick Reference Sheet (page 1)

19 BRITE AP Processing Quick Reference Sheet page 2

20 BRITE AP Processing Vendor Series  TYPE OF VENDOR –Prime Vendors –Ordering Address –Alt Payee &Permitted Payees –Employees –Students  NUMBER RANGE – – – – –700000

21 BRITE AP Processing Display Vendor – XK03 –Vendor , Company Code SBBC, Purchasing Area SBBC

22 BRITE AP Processing TYPES of PO’s  Standard (online receipt - contracted items) – X  Framework (open/blanket po) – x  Emergency po (used for hurricanes, etc.) – X

23 BRITE AP Processing Document Numbers in SAP Type of DocumentNumber begins withNumber of digits GL Document010000XXXX9 Non PO Invoice190000XXXX10 Non PO Credit Memo170000XXXX10 MM540000XXXX10 PO Invoice/Credit Memo XXXX10 Check Number XX12

24 BRITE AP Processing Payment Terms & Payment Methods

25 BRITE AP Processing Demonstration & Exercises

26 BRITE AP Processing Processing PO Invoices

27 BRITE AP Processing Demonstration and Exercise Scenario: Enter an Invoice for a Standard PO Transaction Code: MIRO

28 BRITE AP Processing Incoming Invoice for a Standard PO - MIRO 1

29 BRITE AP Processing Incoming Invoice for a Standard PO - MIRO 2 3

30 BRITE AP Processing PO Invoice Entry Screen - MIRO Items are automatically populated when a standard PO # is entered above

31 BRITE AP Processing Demonstration and Exercise Scenario: Enter an Invoice for a Framework Invoice Transaction Code: MIRO

32 BRITE AP Processing Enter Framework PO Invoice - MIRO

33 BRITE AP Processing Framework cost allocation screen

34 BRITE AP Processing Framework Invoice Ready for Posting

35 BRITE AP Processing Parking PO Invoices

36 BRITE AP Processing Demonstration and Exercise Scenario: Park an Incoming Invoice for a Standard PO Transaction Code: MIR7

37 BRITE AP Processing Park Incoming Invoice for a Standard PO

38 BRITE AP Processing Park Incoming Invoice for a Standard PO 8 9

39 BRITE AP Processing Park Incoming Invoice for a Standard PO

40 BRITE AP Processing Park Incoming Invoice for a Standard PO Park Incoming Invoice for a Standard PO 13 14

41 BRITE AP Processing Park Incoming Invoice for a Standard PO 15 16

42 BRITE AP Processing Completing a PO Invoice * Document number must be printed on the upper right hand corner of the document.

43 BRITE AP Processing Demonstration and Exercise Scenario: Park an Incoming Invoice for a Framework PO Transaction Code: MIR7

44 BRITE AP Processing Park an Incoming Invoice (Framework PO)

45 BRITE AP Processing Park an Incoming Invoice (Framework PO) 6 7

46 BRITE AP Processing Park an Incoming Invoice (Framework PO)

47 BRITE AP Processing Park an Incoming Invoice (Framework PO) 11

48 BRITE AP Processing Park an Incoming Invoice (Framework PO) 12

49 BRITE AP Processing Completing a PO Invoice * Document number must be printed on the upper right hand corner of the document.

50 BRITE AP Processing Display & Change PO Invoices

51 BRITE AP Processing Display Invoice Overview- MIR6

52 BRITE AP Processing Display & Change Parked Document

53 BRITE AP Processing Cancel Invoice Document – MR8M

54 BRITE AP Processing Non- PO Invoices

55 BRITE AP Processing Non PO Invoice – FB60 This section can be open (as displayed above) or closed. The folder with the acct assignment template displays a list of templates available for use. Displays the vendor Address information Expense lines

56 BRITE AP Processing Available Funding for non-po invoices  G/L  Cost Ctr  Fund  F/A

57 BRITE AP Processing Non PO Credit Memo – FV60

58 BRITE AP Processing Parking Non - PO Invoices

59 BRITE AP Processing Park a Non-PO Invoice – FV

60 BRITE AP Processing Completing a Non-PO Invoice * Document number must be printed on the upper right hand corner of the document.

61 BRITE AP Processing Display Parked Documents

62 BRITE AP Processing Display & Edit Non-PO Invoice- FBV3

63 BRITE AP Processing Edit Parked Document

64 BRITE AP Processing Post Parked Document – FBV0

65 BRITE AP Processing Reverse Individual Documents

66 BRITE AP Processing Reverse Individual Document – FB08

67 BRITE AP Processing Display Docs & History

68 BRITE AP Processing Run the report for Vendor , Company Code SBBC Vendor Line Item Display – FBL1N

69 BRITE AP Processing Display AP Activity by User – ZFAP_APDOCLIST

70 BRITE AP Processing Display AP Activity by User - Report

71 BRITE AP Processing Invoice Upload

72 BRITE AP Processing AP Invoice Upload – ZFAP_UPLOAD

73 BRITE AP Processing Display a Purchase Order–ME23N

74 BRITE AP Processing Search for check by amount - FCHN

75 BRITE AP Processing Check Register by Payment Run - FCHN

76 BRITE AP Processing Check Register Results - FCHN

77 BRITE AP ProcessingQUESTIONS

78 BRITE AP Processing  HELP DESK  BRITE Website: web/erp -or-  e-Learning  Context Sensitive Help  CAB Conference  BRITE LITES (By Role) User Support Options  ESS Appraisal  Blackboard Follow-Up