Download - SAP Upgrade Training 22 JULY 2014
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SAP Upgrade Training22 JULY 2014
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Course Goals
Upon completion of this course, you will recognize changes in: Account Structure
Extra Service Spreadsheets and Kronos Time Entry
Budget Availability and Reports
Requisition Entry
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Project Overview
Redesign the structure of SAP financial systemConvert chart of accounts to align with DESEEliminate redundant codingEnhance financial reporting
Implement Human Resource enhancements and new reports
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Project Overview
Implement new Budget Control SystemMinimize need for budget transfersCreate new budget reports
Correct the fiscal year
Obtain SAP training and documentation
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Lesson 1 – Chart of Account Changes Lesson 2 – Time / Extra Service Sheet Lesson 3 – Budget Changes Lesson 4 – Requisition Entry Lesson 5 – Accounts Payable
Agenda
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Chart of Accounts Supporting Documentation
Tab Document Title
01.01 Fund QRG (Quick Reference Guide)
01.02 Internal Order QRG
01.03 Fund Center QRG
01.04 Commitment Items QRG
01.05 Commitment Item Look Up Spreadsheet QRG
01.06 Internal Order Lookup Spreadsheet
The following documents are used in support of this process:
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Changes to Fund
Former fund is 8 digits long consisting of SLPS fund and function value For example: 110-1111
Current fund is 3 digit value For example: 110
Grant funds are static, no longer rollover to new fund number every year
Refer to the Fund Quick Reference Guide
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Changes to Function
No longer part of the fund
The function, a new 4 digit field, will now be derived/determined by the system
Benefits: Less data entry for usersFewer errors
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Changes to Project Code
Former Projects Codes were used to identify grants and specific types of expenditures that needed to be tracked
Project Codes are being replaced with Internal Orders (I/O), a new field
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Changes to Project Code
Grant Internal Orders will consist of 6 digits: The first digit consists of the source of the grant
The next three represent the DESE revenue source account (last 3 digits)
The final two digits will consist of an alpha-numeric assignment (i.e., current project code)
Refer to the Internal Order Quick Reference Guide
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Internal Order Examples
Grant I/O F – Grant Source Code (Federal) F451 – DESE revenue recognition code (last three digits of
revenue code) F451AM – Project Code (Title One)
Statistical I/O (tracking a specific type of expenditure) 600066 – Next Number in Sequence
Capital Internal Orders are under development and will be 9 digits
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Internal Order Lookup Spreadsheet
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Changes to Fund Center Fund Center = Cost Center
The former Fund Center is 10 digits comprised of the Location Code, Project Code, and Fund number:
436-AB-789
The project and fund will no longer be part of the fund center
Refer to the Fund Center Quick Reference Guide
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Changes to Fund Center
The new Fund Center is an 8 digit number comprised of the DESE prefix, Location Code, and Extension Code:
40436-90
4 – DESE prefix for elementary schools
40 – Place holder for future expansion
40436 – Location code
40436-90 – Extension code
Refer to the Fund Center Quick Reference Guide
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DESE Location Prefixes
1 – High School (111 10111-00)
3 – Middle School (339 30339-00)
4 – Elementary School (400 40400-00)
8 – Central Office Location (810 80810-00)
11 – Vocational Location (026 11026-00)
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Fund Center Extensions: What Does This Mean?
There are multiple fund centers to select from
The extension determines the “activity” related to the expense. For example: Fund center 40436-90 identifies
expenditures as the office of the Principal of Clay Elementary
40436-09 identifies expenditures as Kindergarten at Clay Elementary
School Extension
Description
-00 Base/General Programs
-01 Art
-02 Science
-03 Vocal Music
-04 Instrumental Music
-05 Physical Education
-06 Preschool Academy
-09 Kindergarten
-10 Media Services
-11 ESOL/Bilingual
-12 Counselors
-13 Career & Technical Education
-70 Special Education
-71 Title I
-90 Office of the Principal
-91 Infant Care Center
-92 Parents as Teachers
-93 Professional Development
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Change to Commitment Item
Former Commitment Items were 4 digits 6383 – Travel and Conference Expenses
New Commitment Items are 6 digits and aligned with DESE; Some were re-numbered 6383 634301 (base number)
The last two digits represent the District’s detail level
Refer to the Commitment Item Quick Reference Guide
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Commitment Item With Multiple Numbering
Some former Commitment Items have multiple accounts for more detail:
Former Commitment Item6143 – Extra Service
New Commitment Items 613101 – Extra Service (Base)
613102 – Extra Service – Professional Development
613103 – Extra Service – Security (Metal Detector)
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Commitment Item Lookup Spreadsheet
A spreadsheet is available to convert from the former to new Commitment Item
Commitment Items ending in “XX” have multiple numbers
Refer to the Commitment Item Lookup Spreadsheet
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Commitment Item Lookup
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Lesson 1 – Chart of Account Changes Lesson 2 – Time / Extra Service Sheet Lesson 3 – Budget Changes Lesson 4 – Requisition Entry Lesson 5 – Accounts Payable
Agenda
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Process Flows, Forms, and Supporting Documentation
Tab Document Title
02.01 Kronos Timesheet Changes QRG
02.02 Extra Service Spreadsheet Process
02.03 Extra Service Activity Code QRG
The following documents are used in support of this process:
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KRONOS Changes
Fund Center now incorporated in the transfer columns
Refer to the Kronos Timesheet Changes Quick Reference Guide
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Extra Service
Extra Service is the process where exempt employees are able to enter extra time for services performed outside their normal workday
Refer to the Extra Service Process Quick Reference Guide
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Changes to Extra Service
The process for extra service has not changed
Two new wage activity codes have been added that include:0523 Tutoring0524 Professional Developmentwww.slps.org/Page/121 Forms Extra
Service Form (Spreadsheet)
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Changes to Extra Service Contd.
The following have changed in the Extra Service Approval Listing Fund Internal Order Fund Center
Refer to the Extra Service Activity Code Quick Reference Guide
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Extra Service Validation Process
Form filled out gets approved by principal
Form is approved by Associate Superintendent
Form is assigned to Budget Analyst who decides if funding is GOB (GeneralOperation Budget) or Grant
GOB: Budget Analyst verifies all information and verifies funding is appropriate and budget capacity
Grant: Budget Analyst verifies all information and if funding is appropriate and budget capacity and will forward to grants management for approval
Form sent to HR for uploading
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Lesson 1 – Chart of Account Changes Lesson 2 – Time/Extra Service Sheets Lesson 3 – Budget Changes Lesson 4 – Requisition Entry Lesson 5 – Accounts Payable
Agenda
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Process Flows, Forms, and Supporting Documentation
Tab Document Title
03.01 Budget Transfer Form
03.02 Budget vs. Actual Reports (ZFM_COFA)
The following documents are used in support of this process:
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Budget Checking & Availability
Former budget checking was at the commitment item level
New GOB budget checking occurs at the fund and internal order level (trial basis)
Grants will continue to be budget checked at line item level
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Budget Check by Commitment Item
Discretionary
636301
613101
641101
Payroll
620000 -
629999
611000 –
699999
Travel
634301
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Less Budget Transfers
GOB Example: 641101- $100.00 613101- $1000.00 $500.00 of supplies can be purchased without a budget
transfer Grant Example:
641101-$100.00 613101-$1000.00 A budget transfer is required for purchasing $500.00 worth of
supplies Exceptions:
Travel (634301) cannot be overspent
A regular review of your budget is required to make sure it’s not exceeded in any one area
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Budget Transfer Form Changes
The following have changed in the Budget Transfer Request form Funds Center Internal Order Commitment Item
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Budget Report Changes
ZCOFA and FMEQ no longer existTo delete the old ZCOFA Report right click on
the report name and select “Delete Favorite”
Budget vs Actual Reports are now displayed using the transaction code ZFM_COFA
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ZFM_COFA Report
The ZFM_COFA report is taking the place of ZCOFA and FMEQ
There are two reports displayable within the Budget vs Actual report: By F/CI (Fund/Commitment Item) By Program
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To create a Favorite:
1.Select Favorites from the menu bar
2.Then select insert transaction
3.Enter the transaction code and select Enter
Creating a Favorite
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3
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Accessing the Budget vs Actual Report
1. Click Command Field
2. Enter Transaction: ZFM_COFA
3. Click Enter the Budget to Actual Report displays
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Budget vs Actual – F/CI
Select Budget vs Actual – Fund / CI
Select variation of Fund Center
The results of your selection display
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2
3
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Budget vs Actual – By Program / Internal Order
Select Budget vs Actual – by Program
Select variation of Fund Center
The results of your selection display
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3
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Lesson 1 – Chart of Account Changes Lesson 2 – Time / Extra Service Sheet Lesson 3 – Budget Changes Lesson 4 – Requisition Entry Lesson 5 – Accounts Payable
Agenda
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ME51 Create NB Changes
Click the Account Assignments button to display the Account Assignment screen
The following have changed:
GL Account Cost Center Internal Order Fund
Refer to Create Purchase Requisition NB Work Instruction
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Changes to ME51Create FO
Click the Account Assignments button to display the Account Assignment of Limit screen
The following have changed:
GL Account Cost Center Internal Order Fund
Refer to Create Purchase Requisition FO Work Instruction
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Changes to MIGO
The following have changed Cost Center G/L Account
Refer to the MIGO Goods Receipt Work Instruction
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Lesson 1 – Chart of Account Changes Lesson 2 – Time / Extra Service Sheet Lesson 3 – Budget Changes Lesson 4 – Requisition Entry Lesson 5 – Accounts Payable
Agenda
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Process Flows, Forms, and Supporting Documentation
Tab Document Title
05.01 Blank Voucher
05.02 Voucher for Advancement
05.03 Voucher to Pay for Travel
05.04 IN-90 Form
05.05 Mileage Reimbursements
05.06 Blank Voucher for Postage
The following documents are used in support of this process:
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Key Changes
The processes used for the Accounts Payable have not changed
The Blank Voucher form has changed
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Changes to Voucher Certification
The following Fields have changed Fund Code GL Account Cost Center Internal Order
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Non-Encumbered Payment - Reimbursements
Always check fund availability in your location’s Budgetvs Actual Report.
Always have an accurate vendor number Always attach original receipts or check copies
Dollar amount of each line item should not exceed $200.00 (food items are an exception)
Always attach sign-in sheets, and agenda and check copy for meeting expense
Always have the principal or administrator sign and date the completed voucher
Refer to Voucher Certification Form
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Question and Answer
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