Duval County Public Schools...SAP Training – Bookkeepers and Secretaries Information Management Department 2.0 Budget and Finance Overview The Budget and Finance Department for Duval

IM Support Training SAP Training – Bookkeepers and Secretaries

Published: May 9, 2013

Duval County Public Schools Information Management Department

SAP Training – Bookkeepers and Secretaries

Information Management Department

Table of Contents

1.0 Human Resources Overview ................................................................................................................... 3

1.1 View Organizational Structure for a School or Department ................................................................... 4

1.2 Display Employee Master Data ............................................................................................................... 8

1.3 View Employee Reports ........................................................................................................................ 10

2.0 Budget and Finance Overview .............................................................................................................. 11

2.1 View and Print a Funds Management Report ....................................................................................... 12

2.2 Create a Budget Transfer ...................................................................................................................... 16

3.0 Logistics and Purchasing Overview ....................................................................................................... 20

3.1 Create a Purchase Requisition ............................................................................................................. 21

3.2 Approve and Release a Purchase Requisition ....................................................................................... 26

3.3 Display and Review a Purchase Requisition .......................................................................................... 29

3.4 Display a Purchase Order ...................................................................................................................... 31

3.5 Create a Goods Receipt ........................................................................................................................ 34

3.6 Verify a Procurement Card Transaction ................................................................................................ 37

3.7 Create a Goods Issue ............................................................................................................................ 41

4.0 View Logistics Reports .......................................................................................................................... 44

5.0 Print Reports ........................................................................................................................................ 48

Copyright ©2008 Duval County Public Schools. All information contained in this document is the property of Duval County Public Schools and is privileged and confidential. Any unauthorized use, dissemination, forwarding, printing or copying of this communication is strictly prohibited.

This template meets all IM PAL Document Standards version 1.5.

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1.0 Human Resources Overview

The Human Resources Department for Duval County Public Schools is responsible for employing certificated and non-certificated professionals at both the School and District levels. In this section, you will learn the SAP processes for Human Resource transactions, including the display of organizational structure, the display of personnel information and the process for maintaining positions. Objectives:

• View Organizational Structure for a School or Department – PPOSE • Display Employee Master Data – PA20

Key Terms:

• Region/Cluster: organizational object linked to Schools and Departments

• School/Department: organizational object to define Schools and Departments

• Grant: similar to project; defaults to DCPS

• Functional Area: functions refer to activities performed to accomplish the objectives of

Duval County Public Schools.

• Personnel Number: a unique identification number assigned to each employee.



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1.1 View Organizational Structure for a School or Department (PPOSE) Bookkeepers and Secretaries perform this procedure to view organizational and position information for a school or department and check validity dates for teacher certifications and ESOL endorsements.

1. Enter the transaction code PPOSE into the field and click

2. The Organizational Management screen is an informational screen that will appear the

first time you activate the transaction.



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3. Click Organizational Unit to expand options. 4. Click Search Term to locate your organizational unit.

5. Enter the number of your organizational unit followed by the “*” in the “With name” information box and click Find.

6. Your Organizational Unit name will appear on the left sidebar and the right screen. Double-click on your Organizational Unit name on the right screen to display staffing information.



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7. Click to collapse the details area and expand the Organizational Unit.

8. Click to expand the organizational unit and display names of staff. Click to collapse the details in the organizational unit.



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9. Click to select or hide column categories on your display. Click to enter changes. You can drag each column to display complete information in each column.



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1.2 Display Employee Master Data (PA20)

Bookkeepers and Secretaries perform this procedure to display employee information.

1. Enter the transaction code PA20 into the field and click

2. On the Display HR Master Data screen, enter a Personnel Number in the Personnel no.

field and click



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3. The employee’s information will display along with a selection of tabs that contain

options for displaying additional employee data. You can also enter an Infotype number in the Infotype field at the bottom of the screen.

4. Click to the left of the Infotype you want to display to select it and click to review a history of records or click to display the most current information available. The

indicates the Infotypes you have access to display.



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1.3 View Employee Reports

Bookkeepers and Secretaries can access a selection of Human Resource reports by entering specific SAP transaction codes. These reports include: Professional Development and Teacher Certification.

View Professional Development Points by Personnel Number

1. Enter transaction code Y_SED_95000193 to track Professional Development Points.

2. Enter Personnel Number of the employee.

3. Enter Points Validity Date: start date to end date.

4. Click to execute the transaction.

View Teacher Certification Data by Personnel Number

1. Enter transaction code Y_SED_95000163 to display Teacher Certification Data. 2. Enter Personnel Number of the employee. 3. Click to execute the transaction.

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2.0 Budget and Finance Overview

The Budget and Finance Department for Duval County Public Schools is responsible for reviewing school budgets, assisting schools with positions and assignments and performing budget transfers and budget releases for purchase requisitions and PCF’s. In this section, you will learn your SAP roles for Budget and Finance transactions, including displaying a Funds Management Report and creating a Budget Transfer. Objectives:

• View the Budget available for your School or Department - Y_SED_05000006 • Understand the Funds Transfer process - ZFMBB

Key Terms:

• Fund: key identifying a set of accounts for the purpose of carrying on specific activities

or attaining certain objectives in accordance with special regulations, restrictions, or

limitations. Examples: 10000, 648698, 100004

• Funds Center: a four digit number identifying an organization unit within a Financial

Management area to which budget can be assigned. Example: 3008, 1311

• Functional Area: a four digit number that represents a function, which is the purpose of

the expenditure. Example: 5100

• Commitment Item: a three digit number that represents the functional structure of an

organization in Funds Management.

• Post: a direct transfer of funds.

• Pre-post: transfer of funds requiring budget office approval.

• Held: delay completion of fund transfer

• Undone: unapproved budget transfer

• Period: portion of fiscal year (July, period 1, etc.)



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2.1 View and Print a Funds Management Report

Bookkeepers and Secretaries perform this procedure to view and print a Funds Management Report for their specific Organizational Unit.

1. Enter the transaction code Y_SED_05000006 into the field and click

2. The Budget/Commitments/Encumbrances/Expenditure screen will appear. Click Report by FUND, FUNC AREA, CITEM to select the report. This is the report most used by schools and departments to view their budget.



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3. Enter the following fields of information: a. FM Area: an organization unit, which plans, controls and monitors funds and

commitment budgets. 0016 = DCPS

b. Fiscal Year: the fiscal period for which this transaction is relevant. This will default to current year.

c. Fund: five digit number; leave the Fund area blank to view all your funds.

d. Fund Center: four digit number that represents a school or department.

e. Functional Area: four digit number that denotes the overall purpose of the expense.

f. Commitment Item: three digit number that denotes the type of expense.

4. Once you have completed all required fields, click to view your budget.



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5. Your budget will appear and is ready to be viewed.

The columns represent:

• Budget: initial budget and adjusted funds such as carryover funds, budprep, and budget transfers.

• Commit Items: funds being held such as purchase requisitions (will move to encumbrances).

• Encumbrances: funds being held such as Purchase Orders (will move to expenditures). • Unexpended: positive amounts indicate remaining funds ‘available’ to utilize.

6. Click at the left of each expense to expand the fund.



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7. Each line and column of the budget report represent a specific item:

• Pink Lines: funds • Yellow Lines: functional areas • Blue Lines: commitment items • Budget Column: budget drops, budget transfers • Commitment Column: purchase requisitions • Encumbrances Column: purchase orders • Expenditures Column: goods receipt/invoiced items • Unexpended Column: remaining funds



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2.2 Create a Budget Transfer

Bookkeepers and Secretaries perform this procedure to transfer funds from one functional area and commitment item to another when funds are needed to purchase materials or an employee position is created, changed or deleted.

1. Enter the transaction code ZFMBB in the field and click

2. The FM Area screen will appear. Enter the FM Area and click . The FM area for Duval County is 0016.



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3. The Budgeting Workbench screen will appear.

a. Change the Process field to display Transfer.

b. Enter the Fund number for both Sender and Receiver. The Fund number will be the same for both Sender and Receiver.

c. At the bottom of the screen, select Split to separate your sender and receiver line items.

d. Click



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4. In the Sender and Receiver lines, enter the appropriate FC, CI, FA, Amount and Text*. The Sender and Receiver amounts must match.

*The Funds Center (FC) identifies an organizational unity within a Financial Management area to which budget can be assigned.

*The Commitment Item (CI) is a three digit number and a classification of the specific type of items or services purchased.

*The Function Area (FA) is a four digit number and a classification of the overall purpose of expenditures.



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5. After you have entered your information, click to check your work for errors. A message will appear at the bottom on the screen that will inform you of errors or confirm no errors.

6. You are ready to post your Budget Transfer.

a. Post : budget transfer does not require Budget’s approval and is immediately reflected in budget.

b. Pre-post : budget transfer requires Budget’s approval.

c. Hold : budget transfer was not submitted.

d. Once posted or pre-posted, a budget transfer number will appear at the bottom left hand corner of the screen.



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3.0 Logistics and Purchasing Overview

The Logistics and Purchasing Department for Duval County Public Schools is responsible for all areas of purchasing, including warehouse, plant maintenance, fleet management, asset management, transportation, accounts payable, procurement cards and textbooks.

In this section, you will learn the SAP processes for Logistics and Purchasing transactions, including releasing a purchase requisition, reviewing a purchase requisition, displaying a purchase order and creating a purchasing card transaction.

Purchasing Objectives:

• Create a purchase requisition – ME51N

• Approve a purchase requisition at the 01 level – ZME55

• Display and view the status of a purchase requisition – ME53N

• Display a purchase order – ME23N

• Create a goods receipt – MICO_GR

• Create a purchase card transaction - ZZ_CRK2

Logistics Objectives:

• Create a goods issue – MIGO_GI

• Display vendor master records – XK03

• Display material master records – MM03



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3.1 Create a Purchase Requisition

Bookkeepers and secretaries perform this procedure to create a purchase requisition for items purchased from a vendor and to make a purchase using district funds.

1. Enter the transaction code ME51N into the field and click

2. The Create Purchase Requisition screen will appear. Click to expand the Header section. The Header field is used to add notes to communicate with the buyer about your purchase.



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3. Click Default Values to display the Item Default Values window. Click after

information has been entered.

a. Purch. Group: Buyer responsible for purchasing commodities requested. There is only one purchaser group per requisition.

b. Acct. Assign. Cat: Code that identifies type of purchase. Always enter account assignment K (Cost Center K).

c. Delivery Date: Date on which goods are to be delivered or services performed. Delivery date requested by the requisitioner.

d. Plant: Select P001, P002 (Textbooks) or P003 (District Printing). e. Storage Location: The physical location where the material is stored. f. Material Group: Description of Material Group. The material group is the code that

corresponds with the commodity being purchased. g. Requisitioner: Full name of the person who will be responsible for answering any

questions about the requisition. h. Tracking Number: Number/Code to enable requisitioner to track the purchase. This

number will be anything that the requisitioner chooses to use. It should be used to keep track of all requisitions entered by that user.



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4. Enter your purchase requisition information into each field.

a. Short Text: Text description of an object to 40 characters.

b. Quantity: Number of items being requested.

c. Unit: Unit by which quantities are to be measured.

d. Val. Price: Estimated or actual unit price of the material or service.

e. Des. Vendor: Specifies the number of the vendor suggested by the requisitioner to the purchasing department for a purchase requisition.



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5. Click next to Item Detail at the bottom of the screen to display a series of tabs and enter the necessary information:

a. Customer Data: Enter Requisitioner and Requisitioner’s Phone.

b. Account Assignment: Enter Unloading Point (location at which goods are received), Recipient (person who is to receive the material or service), G/L Account No. (six digit number created from CI), Cost Center (fund center number + fund number), Functional Area (four digit number that is the purpose for the expenditure).



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c. Text: Enter Item Text (long description of item), Item Note (enter any information specific to this item for buyer information), Delivery Text (enter any special delivery instructions).

6. Click to save the requisition. A message with the Purchase Requisition number will display at the bottom of the screen once the transaction is complete. Record this purchase requisition number for future reference.



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3.2 Approve and Release a Purchase Requisition

Bookkeepers and Secretaries perform this procedure for releases of purchase requisitions.

1. Enter the transaction code ZME55 into the field and click

2. Enter the Release Code and Purchase Requisition Number in the correct fields. The release code is the level of authorization required for your purchase of goods and services. The release code for Principals and Managers is 01. Each requisition must have all required approval before procurement will convert the purchase requisition to a purchase order.



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3. Click to execute the action after your information has been entered. If you receive

an error message, click to return to step one.

4. After your purchase requisition appears, you are ready to release your purchase requisition.

a. Go to Edit > Select > Select All to select all line items on the requisition.



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5. All line items will have a check in the item box. Click in the toolbar once all items have been selected.

6. All line items will be highlighted after you save your purchase requisition and the system displays the message ‘Purchase Requisition changed” at the bottom of the screen.



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3.3 Display and Review a Purchase Requisition

Bookkeepers and Secretaries perform this procedure to review a purchase requisition.


2. The Display Purchase Req screen will appear. Go to Purchase Requisition in the menu bar, select Other Requisition, and type the purchase requisition number of the document you want to view. You can also select to select another purchase requisition.



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3. The purchase requisition will display on your screen. Select the Release Strategy tab at the bottom of the document to view release level. A green check indicates release at that level. A gold triangle indicates awaiting release.



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3.4 Display a Purchase Order

Bookkeepers and Secretaries perform this procedure to view information regarding a purchase order including, verifying the vendor, verifying the items ordered and checking the PO issue date.


2. The purchase order screen will appear on your screen.



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3. If you want to display a different purchase order, Go to Purchase Order, select Other Purchase Order, type the purchase order number of the document you want to view

and click Other Document. You can select to select another purchase requisition.

4. Click on the Header section of the purchase order to display a series of information tabs.

a. Select Status to view the status of your purchase order. The status tab provides the delivery and invoicing information regarding the purchase order.

b. Select Address to see the vendor address and phone number.



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c. Select Org. Data to view the Buyer of the purchase order. The org. data provides purchasing organization, purchasing group and company code.

5. Click at the bottom of the purchase order to display a series of information

tabs. Click to scroll to the item you want to view.

a. Select Account Assignment to view the accounting information of the particular item you selected. The account assignment tab provides unloading point, recipient G/L account, cost center, fund, functional area and commitment item.

b. Select Purchase Order History to view the accounting information of the particular item

you selected. The purchase order history tab will only appear on the listing after a Goods Receipt has been done on the item you want to view.



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3.5 Create a Goods Receipt

Bookkeepers and Secretaries perform this procedure if they have received the packing slip from the vendor and delivery of the items on the purchase order has been verified.

1. Enter the transaction code MIGO_GR into the field and click

2. The Goods Receipt screen will appear. Click Show Overview to expand the left sidebar.



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3. The first line on the screen must display: Goods Receipt, Purchase Order, and a field to enter your Purchase Order number. The GR goods receipt field must be 101.

4. Click to the left of the Material tab to open detail information for goods/services provided by vendor.



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5. Click at the bottom of the screen, then select the materials received and click in the toolbar to place a check in the box next to each item. Do not insert a

check mark on any items you have yet to receive from the vendor. Click to save your goods receipt for your purchase order.



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3.6 Verify a Procurement Card Transaction

Bookkeepers and Secretaries can perform this procedure to verify purchases from a procurement card (PCard).

1. Enter the transaction code ZZ_CRK2 into the field and click

2. The Card Document Change screen will appear. Enter the document number of your

card purchase and click



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3. The Card Document Change screen will appear.

a. Change the G/L Account Number. There are 26 default G/L Account Numbers to use for

your purchases.

b. Verify the Cost Center, change if needed.

c. Click to display Detail Account Assignment screen.



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4. The Detail Account Assignment screen will appear.

a. Enter reason for your purchase in Text field.

b. Verify the Functional Area. The default is 6500.

c. Enter details about purchase in Material Description (this will be an itemized list of the charge).

d. Enter Quantity

e. Enter Unit of Measure

f. Enter Price

g. Click



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5. The Card Purchase Change screen will appear. a. Click Charges verified to verify purchases.

b. Click to save your document.

c. SAP will return a screen with a message at the bottom that lists your document number.



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3.7 Create a Goods Issue

Bookkeepers and Secretaries perform this procedure when materials are needed from the warehouse.

1. Enter the transaction code MIGO_GI into the field and click

2. The Goods Issue screen will appear.

a. The first two fields should read Goods Issue and Others. If not, click the drop-down feature to change.

b. The GI for cost center field must be 201.

c. The field to the right of on the General tab should read Collective Slip.



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3. Click Material tab at the bottom of the screen.

a. Enter an item or product that exists within SAP.

b. Double-click on the item number to populate the material information.

4. Click Quantity tab at the bottom of the screen.

a. Enter the quantity of the good in the Qty in Unit Entry.

b. Click to populate the unit measure based on the material chosen.



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5. Click Where at the bottom of the screen.

a. Enter Goods Recipient: the person who receives the goods.

b. Enter Unloading Point: the location at which goods are received.

c. Enter Text: the description field for an entry.

6. Click Account Assignment tab at the bottom of the screen.

a. Enter G/L Account: the number identifying an account in the general ledger.

b. Enter Cost Center: an area of responsibility for capturing costs.

c. Enter Functional Area: the code in SAP that represents a function, which is the purpose of the expenditure.

7. Click to save the goods issue.



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4.0 View Logistic Reports

Bookkeepers and Secretaries can access a selection of Logistics reports by entering specific SAP transaction codes. These reports include: Vendor Master Record and Material Master Data. View Vendor Master Record

The data in the vendor master record contains information relevant to procurement from the vendor, including vendor address, contact phone number and fax number.

1. Enter transaction code XK03 to display the Display Vendor screen.

2. Click the in the Vendor field to display the Vender window.

3. Click to display a list of vendors and select a vendor. The vendor number will populate.

4. Enter 0016 for Company Code.

5. Enter R001 for Purch. Organization.

6. Click to display information about the selected vendor.



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View Material Master Record

The data in the material master record contains information for bid book items, warehouse items and textbook materials.

1. Enter transaction code MM03 to display the Display Materials screen.

2. Click in the Material field to display the Material window. Search for any item using a wild card search (*xxxx*)

3. Enter a transaction code in the Material Type field and click

a. Bid Book Items: nlag

b. Warehouse Items: gens

c. Textbook Materials: book



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4. Select your items and click

5. Click and select the information field you want to view.



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View Bid Book Items

This transaction provides a list of all materials available from a particular bid. It is also used to look up items on a bid.

1. Enter transaction code Y_SED_95000006 to display the Materials Catalog.

2. Select Bid Book Catalog.

3. Click to display the Bid Book Catalog.

4. Click and select a printer. Click to print the Bid Book Catalog.

5. Use to find specific bid items.



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5.0 Print Reports

Bookkeepers and Secretaries can print a selection of reports by entering specific SAP transaction codes. These reports include: purchase requisitions, purchase orders, school or center addresses and material groups.

Print a Purchase Requisition

This transaction is used to display and print a purchase requisition.

1. Enter the transaction code Y_SED_95000014 to display the Form for Purchase Requisition screen.

2. Enter the purchase requisition number you want to display and print.

3. Click

4. Click to print the document.



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Print a Purchase Order

This transaction is used to display and print a purchase order.

5. Enter the transaction code Y_SED_95000033 to display the Form for PO screen.

6. Enter the purchase order number you want to display and print.

7. Click

8. Click to print the document.



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Print a School or Center address

This transaction is used to display and print a school or center address.

1. Enter the transaction code Y_SED_95000019 to display the Address Table for Centers/Locations screen.

2. Click and select a printer. Click to print the address table.



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Print Material Groups List

This transaction is used to display and print a material group overview and the purchasers for each material groups.

1. Enter the transaction code Y_SED_95000021 to display the Material Groups screen.

2. Click and select a printer. Click to print.



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Documents

Duval County Public Schools...SAP Training – Bookkeepers and Secretaries Information Management Department 2.0 Budget and Finance Overview The Budget and Finance Department for Duval