FastFacts Feature Presentation

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FastFactsFeature Presentation

• December 13th, 2007

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Todays Topic

• Well be taking a look at
• Enhancements that have been made to the
  Non-Payroll Cost Transfer transaction
• Enhanced query functionality
• Enhanced Prior Transfer Error message
• Enhanced upload functionality

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Todays Presenter

• Ron BrasefieldHopkinsOne, SPC Ledger Team Lead

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Session Segments

• Presentation
• Ron will demonstrate certain enhancements that
  have been made to the Non-Payroll Cost Transfer
  transaction.
• During his presentation, your phone will be
  muted.
• If you would like to submit a question during the
  presentation, you can email it to
  fastfacts_at_jhu.edu
• QA
• After his presentation, well hold a QA session.
  
• Well open up the phone lines, and youll be able
  to ask questions.
• Ron will answer as many of your questions as time
  allows.

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Session Segments Continued

• Survey
• At the end of this FastFacts session, well ask
  you to complete a short survey.
• Your honest comments will help us to enhance and
  improve future FastFacts sessions.

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Non-Payroll Cost TransferEnhancements
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Agenda

• Today, well be taking a closer look at three
  enhancements that have been made to the
  Non-Payroll Cost Transfer transaction
• Enhanced query functionality
• Enhanced Prior Transfer Error message
• Enhanced upload functionality

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Enhanced Query Functionality
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Query Functionality

• Functionality has been added within the
  Non-Payroll Cost Transfer transaction.
• This new functionality allows you to search on
  prior cost transfers using a variety of selection
  criteria.
• For example, you can conduct a search and
  identify all cost transfers that hit a certain
  cost center within a specified time period.
• You can search for all cost transfers completed
  by a particular JHED user ID.
• You can also obtain details on a particular cost
  transfer number, including
• The status
• Who initiated it
• The FM funds reservation document numbers
  associated with the transfer

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Initiating a Query

• On the first screen of the Non-Payroll Cost
  Transfer transaction, you will see three icons
  Cost Transfer Header, Cost Transfer Items, and
  Cost Transfer Log.
• To initiate a query, you must click one of these
  icons.

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Query on the Header

• The custom Non-Payroll Cost Transfer transaction
  contains three sections. There is a Header
  Section (top), a Line Item Section (middle) and a
  Log section (bottom).
• If you would like to query on the Header Section,
  then you should click the Cost Transfer Header
  icon.

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Changing Your Search Screen
If your search screen looks like this, follow
these instructions to change it. First, hit F6
(or Settings ? User Parameters) to bring up the
User Parameters screen, shown on the next slide.
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Changing Your Search Screen
1. Under Output List, select ALV list.
2. Under Keyword, change the radio button from
Field name to Field Label.
3. Then click the green checkmark or hit enter.
This will save your settings.
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Enter Your Selection Criteria

• Now, enter your selection criteria

I entered my JHED user ID and a document date
range.
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Execute the Report

• And then click the Execute icon.

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Query Results Screen
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Query Results Screen
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Query Results Screen
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Sorting by Status

• Within the query results screen, you can sort the
  information by cost transfer status.

To do so, click the Cost Transfer Status column
heading
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Data Sorted by Status
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Limiting Your Search Results

• To limit the search results, green arrow back

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Limiting Your Search Results

• Use the same selection criteria but select a
  particular status.

In this example, Ive selected a status of
Completed.
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Limiting Your Search Results

• And now your search results are more refined.

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Query on Line Item

• Now lets jump back to the first screen of the
  Non-Payroll Cost Transfer transaction and talk
  about queries on line items.
• A query on the Line Item section of the cost
  transfer will be based on the data entered in
  that section (i.e. Business Area, Cost Objects,
  G/L Accounts, Cost Elements, Original SAP
  Transactions).
• To query on this section, click the Cost Transfer
  Items icon.

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Selection Screen
Youll arrive at the Selection Screen where
youll see a list of query options.
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Enter Your Selection Criteria

• With any of these query options, you can query on
  specific cost transfer numbers.

If you dont know the cost transfer number, but
want to see all cost transfers that hit your cost
center, query on the cost center number and then
click the Execute icon.
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Query Results Screen
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Query Results Screen
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Query on Log Section

• Now lets jump back to the first screen of the
  Non-Payroll Cost Transfer transaction one last
  time and talk about queries on the Log section
  (or the bottom) of the cost transfer.
• To query on the information contained on the
  bottom section of the cost transfer (including
  User Name, Date, and Status) click the Cost
  Transfer Log icon.

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Enter Your Selection Criteria

• Enter your selection criteria and click the
  Execute icon.

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Query Results Screen
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Enhanced Prior Transfer Error Message
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Prior to the Enhancement
Prior to the enhancement, this error message
provided limited information.
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With the Enhanced Functionality
With the enhanced functionality, the error
message will display information on all of the
prior transfers that referenced the same SAP
original document number.
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Additional Information
Click the Continue button on the error message to
see the prior cost transfer numbers, amounts,
dates, and initiator IDs of those that have
referenced the same SAP Original Document number.
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Returning to Cost Transfer Entry
Click the red X to close this prior history
window
and you will see this message. Press enter to
return to the Cost Transfer entry.
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Enhanced Upload Functionality
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Upload Functionality

• New functionality has been added that will enable
  users to first enter the cost transfer data into
  Excel, and then upload it into SAP.
• The number of default entry lines has been
  increased to 20 with these enhancements.
• Excel upload spreadsheets that contain more than
  20 default lines will automatically increase the
  number of lines needed in the cost transfer.
  Thus, an upload file containing 50 lines of
  transfer data would automatically upload and
  automatically increase the number of lines
  available in the cost transfer.
• An example of an upload file for an Expense cost
  transfer follows.

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Excel Template

• The data entered in Excel is done via the use of
  a template file created for this purpose.

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Enter the Data

• Once data is entered, save the file as an Excel
  file.

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Save as .Txt File

• Then delete the column header row, so all you are
  left with is transfer data, and save the file as
  a .txt file.

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Enter Parameters
Now in the Expense option of the Non-Payroll Cost
Transfer, select a reason code, document date,
posting date and posting period.
Then enter text in the explanation section at the
bottom of the transfer.
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Upload Expense Items
Finally, click the Upload Expense Items icon.
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Select Your .Txt File

• From the Windows file directory, select the .txt
  file that you created.

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Data Is Pulled In
Data is pulled in from the .txt file and the
number of lines automatically increases from the
default (20) to the number of lines needed for
the file data (30).
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SAP Doc? Column
Although the raw data is pulled in, the
checkboxes in the SAP Doc? column are not
automatically checked. This is because checking
this column invokes a validation in SAP and must
be done manually.
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SAP Doc? Column
Click the Check icon and then click each of the
checkboxes in the SAP doc? column.
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Proceed with the Cost Transfer
Proceed as usual with the cost transfer. Note
that the prior transfer validation is still in
place.
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Prior History

• Here is the prior history on the referenced SAP
  original document.

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Conclusion

• We examined three enhancements that have been
  made to the Non-Payroll Cost Transfer
  transaction
• Enhanced query functionality
• Enhanced Prior Transfer Error message
• Enhanced upload functionality
• Hopefully these enhancements will make the
  Non-Payroll Cost Transfer transaction easier to
  manage and use.

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QA

• Were going to open the phone lines now!
• There will be a slight pause, and then a recorded
  voice will provide instructions on how to ask
  questions over this conference call line.
• Well be answering questions in the order that we
  receive them.
• Well also be answering the questions that were
  emailed to us during the presentation.
• If theres a question that we cant answer, well
  do some research after this session, and then
  email the answer to all participants.

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Thank You!

• Thank you for participating!
• We would love to hear from you.
• Are there certain topics that you would like us
  to cover in future FastFacts sessions?
• Would you like to be a FastFacts presenter?
• Please email us at fastfacts_at_jhu.edu

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Survey

• Before we close, please take the time to complete
  a short survey.
• Your feedback will help us as we plan future
  FastFacts sessions.
• Click this link to access the survey
  http//connectpro28579135.acrobat.com/fastfactssur
  vey/
• Thanks again!