Course Name Version

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SAP A Fulton County Schools FICO 033 -
Reporting Displays Developed By FCSS Budget
Services Department Property Control Presented
By Vertina Edwards edwardsv_at_fulton.k12.ga.us
Billy Smith smithb5_at_fulton.k12.ga.us Jean
Sina sina_at_fulton.k12.ga.us
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Agenda

• Introduction
• - Formalities
• - Course Format
• - Course Objectives
• Section I FICO Overview
• Section II FM Reporting Displays (ZFMAV)
• - ZFMAV Schools Report for Non-personnel
  Items Only (Fund 100)
• - ZFMAV Schools Report for Personnel Items
  Only (Fund 100)
• - ZFMAV Schools Report for Grants (Funds 400
  599)
• Section III Budget Transfers (ZFMBB)

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Agenda

• Section IV How To View Documents Being Held
  Through ZFMBB
• Section V How To View Preposted or (Parked)
  Documents By The Schools
• - Posted
• - Preposted
• - Preposted Posted
• - Preposted Undone
• Section VI Asset Reports Displays

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• Introduction

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Formalities

• Training Attendance Sheet
• Cell phones
• Breaks, Lunches
• Restrooms
• Break Rooms, Water Fountain
• Room Temperature, Comfort Level
• Parking Lot, Questions and Answers

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Course Format

• Tell Me
• Instructor will discuss the process,
  responsibilities, and describe the transactions
  -- EARS ON
• Show Me
• Instructor will demonstrate transactions -- HANDS
  OFF!!
• Let Me
• Student will complete transactions -- HANDS ON
• Support Me
• Trainers will be available to answer questions
  while students complete the exercises --HELPING
  HANDS

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Course Objectives

• At the completion of this course you will be able
  to
• Execute Budget Availability Check Report (FM
  Report ZFMAV)
• Drill down and roll up using SAP enhanced
  functionality
• Create, change and display a budget transfer
  document ZFMBB
• Hold or Park (Pre-post) budget transfer document
  through ZFMBB
• To view preposted or (parked) documents through
  FMEDDW
• To view held documents through ZFMBB
• Explain basic Asset information
• Display Asset Master Data
• Run Asset reports
• Explain how to customize the selection screen for
  a report in order to create different reports

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• Section I
• FICO Overview

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FICO OVERVIEW

• FICO is comprised of the following modules
• 1. Funds Management (FM)
• 2. Asset Management (AM)
• 3. Project Systems (PS)
• 4. Grants Management (GM)
• 5. Financial Accounting (FI)
• 6. Accounts Receivable (AR)
• 7. Accounts Payable (AP)
• 8. Controlling (CO)
• Other modules within Fulton County Schools SAP
• 1. Material Management (MM)
• 2. Human Capital Management (HCM)
• 3. Plant Maintenance (PM)

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FICO OVERVIEW

• The scope of this course will be reporting and
  displays related to FM and AM only.
• If we have some time remaining we will cover GM
  reporting.
• 3. We will not cover MM or HCM reporting.

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• Section II-A
• FM REPORTING DISPLAYS For Schools
• ZFMAV

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FM REPORTING DISPLAYS

• Part 1 School Report For Non-personnel Only
  (Fund 100)
• In this section you will learn how to execute the
  ZFMAV School Report For Non-personnel
  Only (Fund 100).
• Non-Personnel Items Include Commitment Items
  530000 599999.
• You will also learn how to view the same report
  using different account
  dimensions such as fund, fund center, functional
  area, etc.
• The transaction code we will be using is ZFMAV.

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School Report For Non-personnel Items Only
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School Report For Non-personnel Items Only
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School Report For Personnel Items Only

• Part 2 School Report For Personnel Only (Fund
  100)
• In this section you will learn how to execute the
  ZFMAV School Report For Personnel Only
  (Fund 100).
• Personnel Items include Commitment Items 510000 -
  529999.
• The transaction code we will be using is ZFMAV.

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School Report For Personnel Items Only
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School Report For Personnel Items Only
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ZFMAV Reporting Displays

• Exercise 1
• ZFMAV School Report
• For Non-personnel Only (Fund 100)
• A. Execute ZFMAV for non-personnel items
  only for your Business Area (BA).
• Please answer the following questions
• 1. What is the percentage () of Remaining
  Budget as of today?
• 2. What is the fund center total Current Budget
  for XXXX 000 250?
• 3. What is the name of the fund center above?
• 4. How much money do you have available today
  for 561005
• general Instruction
  non-personnel in the fund center XXXX 000 010?

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School Report For Grant Items Only

• Part 3 Report For Schools Grants (Funds 400 -
  599)
• In this section you will learn how to execute the
  ZFMAV Report For Schools Grants (Funds 400 -
  599) including Commitment Items 500000 - 599999.
• The transaction code we will be using is ZFMAV.

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School Report For Grant Items Only
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School Report For Grant Items Only
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School Report For Grant Items Only

• Exercise 2
• A. Please execute ZFMAV report showing all
  grants budgeted for your school as of today.
• B. How much money is available for grant/IO
  A402-1750-08?

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• Section II-B
• FM REPORTING DISPLAYS For Departments
• ZFMAV

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Budget Transfers

• Section III
• Budget Transfers
• ZFMBB

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Budget Transfers

• In this section you will learn how to create and
  process a budget transfer.
• The transaction code we will be using is ZFMBB.

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• Section IV
• How To Hold A Document and View Budget Transfers
  Held
• ZFMBB

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• Section V
• View Preposted Or Posted Documents
• FMEDDW

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View Preposted Or Posted Budget Transfers
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• Section VI
• Asset Reports For Schools

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Business Process Procedure

• Please follow along as your Instructor
  demonstrates where to view the BPPs. The
  following Business Process Procedures are
  referenced in this course.
• AS03 Display Asset
• S_ALR_87011968 Asset Balance by Location
• S_ALR_87011980 Physical Inventory by Location
• S_ALR_87012048 Asset Transactions
• S_ALR_87012050 Asset Acquisitions
• S_ALR_87012052 Asset Retirements

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Key Terms

• Depreciation
• A decline over time in the value of an asset,
  based on the useful life of the asset
• Master Data
• Data relating to an asset which includes but is
  not limited to description, location, room
  number, serial number, inventory number,
  manufacturer, vendor, acquisition date, useful
  life and value
• Location Code
• The 4 digit number assigned in SAP to your
  school.
• In most cases, your Location code will be the
• same as your Business Area number

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Assets at FCS

• At FCS an Asset includes
• Land, buildings, vehicles, machinery, equipment,
  computer hardware, computer software and works of
  art with an original value of 5,000 or greater.
  All items meeting this criteria shall be tracked
  and accounted for in the SAP system
• In addition, the following exception to the
  tracking of equipment applies because of
  particular mandates
• Federal and grant funded items with an original
  value of 250 or greater will be recorded and
  tracked in the SAP system

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Assets at FCS

• The school system is required by law to account
  for the assets in their possession, and to report
  annually the depreciated values of those assets
• Asset values are also needed for insurance
  purposes

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Asset Information

• The Asset Master Data record includes various
  types of information
• Master Data
• Description
• Location of the asset
• Cost Center
• Origin of the asset
• Asset Values

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AS03 Display Asset

• The asset master record contains all information
  relating to an asset that remains unchanged over
  a long period of time
• General master data
• Organizational allocations (usually
  time-dependent)
• Depreciation terms
• The system stores all values and transaction data
  separately on each individual asset master record
  

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AS03 Display Asset
Activity 1 Demonstration

• Please observe as your instructor demonstrates
• How to display information about an asset
• Refer to BPP FICO_AM_AS03_DisplayAsset

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AS03 Tabs in the Display

• General
• Includes Description, Serial Number, Inventory
  Number
• Time Dependent
• Includes Location, Room Number, Personnel Number
  if assigned to a specific person,
• Allocations
• Shows changes to the asset
• Origin
• Includes Vendor, Manufacturer
• Depreciation Areas
• Includes Useful Life of the Asset

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Activity 1 Exercise in PRD
AS03 Display Asset

• Use PRD Client 200 and your username / password
• Transaction Code
• AS03
• Business Scenario
• You want to display Asset information regarding
  your school building
• Hint
• To pull all assets for your school Enter your 4
  digit Location code plus an in the Cost Center
  field of the drop down search menu
• Example 5001 would pull all assets for Abbotts
  Hill ES

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S_ALR_87011968 Asset Balances by Location

• The report displays the values of all assets in a
  depreciation area. The following values are
  displayed in detail per asset
• The cumulative acquisition value at the beginning
  of the fiscal year
• Accumulated depreciation, including the planned
  depreciation for the current fiscal year (the sum
  of all depreciation types)
• The planned book value at the end of the
  reporting year

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S_ALR_87011968 Asset Balances by Location
Activity 2 Demonstration

• Please observe as your instructor demonstrates
• How to display asset balances by location
• Refer to BPP FICO_AM_S_ALR_87011968_AssetBalanceby
  Location

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Info Button

• The Info button will give you a brief
  description of the report and what is being
  reported on

Opens up a new Internet Explorer window with
information on the type of report
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S_ALR_87011968 Asset Balances by Location
Activity 2 Exercise in PRD

• Use PRD Client 200 and your username / password
• Transaction Code
• S_ALR_87011968
• Business Scenario
• You want to see the assets you have on hand at
  your school/location
• Data for Exercise
• Location your School Location Code
• Sort Variant 0007 Company Code/Asset Class
• List Assets radio button should be selected

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S_ALR_87011980 Inventory List by Location

• This report allows you to view all assets on hand
  at a selected location
• Downloadable to Excel

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S_ALR_87011980 Inventory List by Location
Activity 3 Demonstration

• Please observe as your instructor demonstrates
• How to display a physical inventory by location
• Refer to BPP FICO_AM_S_ALR_87011980_PhysicalInvent
  oryListbyLocation

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Activity 3 Exercise in PRD
S_ALR_87011980 Inventory List by Location

• Use PRD Client 200 and your username / password
• Transaction Code
• S_ALR_87011980
• Business Scenario
• You want to see all assets on-hand at a specific
  location.
• Data for Exercise
• Location your School Location code

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S_ALR_87012048 Asset Transactions

• The report displays all transactions in a fiscal
  year by asset.  For each document, the report
  shows
• The change to the acquisition and production
  costs
• The change to the value adjustments
• The ordinary and special depreciation planned for
  this transaction

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S_ALR_87012048 Asset Transactions
Activity 4 Demonstration

• Please observe as your instructor demonstrates
• How to display a list of all asset transactions
• Refer to BPP FICO_AM_S_ALR_87012048_AssetTransacti
  ons

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S_ALR_87012048 Asset Transactions
Activity 4 Exercise in PRD

• Use PRD Client 200 and your username / password
• Transaction Code
• S_ALR_87012048
• Business Scenario
• You want to see a list of all transactions
  relating to assets at your location note not
  all schools will have asset transactions yet
• Data for Exercise
• Location Use your Location code
• Report Date use the default report date
• Sort Variant 0007
• List Assets Radio button should be selected

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S_ALR_87012050 Asset Acquisitions

• The report displays all acquisition documents in
  a fiscal year per asset. The following is
  displayed for each document
• Acquired quantity
• Planned ordinary and special depreciation for the
  acquisition

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Activity 5 Demonstration
S_ALR_87012050 Asset Acquisitions

• Please observe as your instructor demonstrates
• How to display a list of all asset acquisitions
• Refer to BPP FICO_AM_S_ALR_87012050_AssetAcquisiti
  ons

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Activity 5 Exercise in PRD
S_ALR_87012050 Asset Acquisitions

• Use PRD Client 200 and your username / password
• Transaction Code
• S_ALR_87012050
• Business Scenario
• You want to see what assets have been acquired at
  your location
• Data for Exercise
• Location your Location code
• Report Date use default report date
• Sort Variant 0007
• List Assets Radio button should be selected

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S_ALR_87012052 Asset Retirements

• The report displays, per asset, the retirement
  documents in the fiscal year. Each document shows
  the
• Retired acquisition and production costs
• Retired quantity
• Retired proportional depreciation
• Earned revenue
• Gain/loss
• Possible retirement costs

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Activity 6 Demonstration
S_ALR_87012052 Asset Retirements

• Please observe as your instructor demonstrates
• How to display a list of all asset retirementsat
  a given location
• Refer to BPP FICO_AM_S_ALR_87012052_AssetRetireme
  nts

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Activity 6 Exercise in PRD
S_ALR_87012052 Asset Retirements

• Use PRD Client 200 and your username / password
  Transaction Code
• S_ALR_87012052
• Business Scenario
• You want to verify an asset has been retired at
  your Location
• Data for Exercise
• Location your Location code
• Report Date use the default report date
• Sort Variant 0007
• List Assets Radio button should be selected

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Key Terms Review

• Depreciation
• A decline over time in the value of an asset,
  based on the useful life of the asset
• Master Data
• Data relating to an asset which includes but is
  not limited to description, location, room
  number, serial number, inventory number,
  manufacturer, vendor, acquisition date, useful
  life and value
• Location Code
• The 4 digit number assigned in SAP to your
  school.
• In most cases, your Location code will be the
• same as your Business Area number

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Question and Answers