brite ap processing super user training november 19, 2007

BRITE AP ProcessingBRITE AP Processing

Super User TrainingSuper User Training

November 19, 2007 November 19, 2007

2BRITE 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 email 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 RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


ConceptsConcepts

DemonstrationDemonstrationss

ExercisesExercisesBRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)


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 ObjectivesCourse Objectives


SAP Basic Navigation and Fundamentals:SAP Basic Navigation and Fundamentals:Getting Into SAPGetting Into SAP


BRITEBRITE

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.


Click this button to

Access the BRITE Portal

SAP BRITE WebsiteSAP BRITE Website

www.broward.k12.fl.us/erpwww.broward.k12.fl.us/erp

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:


Logging Into the BRITE PortalLogging Into the BRITE Portal

User Login ID

Entry format = P00012345

• 8 digits starting with the letter p

• Personnel Number 12345

• If personnel number is less than

8 characters, then add leading zero(s)

Password (first time users only)

Entry format= JA021956

• MM = first 2 letters of birth month (JA)

• DD = 2-digit birth day (02)

• YYYY = 4-digit year of birth (1956)


Initial Password SelectionInitial Password Selection

You will click here to change your password


Portal AssistancePortal Assistance

Select “Get Support” to

Request a New Password

If you have trouble logging into the Portal, select “Get Support”.


BRITE Portal ScreenBRITE 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


SAP Access via the BRITE PortalSAP Access via the BRITE Portal

You will select this tab


AP ObjectivesAP 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)


AP ObjectivesAP 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)


Navigation Tools in SAPNavigation Tools in SAP


FI - Master DataFI - Master Data


Quick Reference Sheet (page 1)Quick Reference Sheet (page 1)


Quick Reference Sheet page 2Quick Reference Sheet page 2


Vendor SeriesVendor Series

TYPE OF VENDOR

– Prime Vendors– Ordering Address– Alt Payee &Permitted

Payees– Employees– Students

NUMBER RANGE

– 100000– 200000– 300000

– 400000– 700000


Display Vendor – XK03Display Vendor – XK03– Vendor 100024, Company Code SBBC, Purchasing Area SBBC


TYPES of PO’sTYPES of PO’s

Standard (online receipt - contracted items)– 450800001X

Framework (open/blanket po)– 750800001x

Emergency po (used for hurricanes, etc.)– 410800001X


Document Numbers in SAPDocument Numbers in SAP

Type of Document Number begins with Number of digits

GL Document 010000XXXX 9

Non PO Invoice 190000XXXX 10

Non PO Credit Memo 170000XXXX 10

MM 540000XXXX 10

PO Invoice/Credit Memo

540000XXXX 10

Check Number 0000010000XX 12


Payment Terms & Payment MethodsPayment Terms & Payment Methods


Demonstration & ExercisesDemonstration & Exercises


Processing PO InvoicesProcessing PO Invoices


Demonstration and ExerciseDemonstration and Exercise

Scenario: Enter an Invoice for a Standard PO

Transaction Code: MIRO


Incoming Invoice for a Standard PO - MIROIncoming Invoice for a Standard PO - MIRO

1


Incoming Invoice for a Standard PO - MIROIncoming Invoice for a Standard PO - MIRO

2

3


PO Invoice Entry Screen - MIROPO Invoice Entry Screen - MIRO

Items are automatically populated when a standard PO # is entered above

4 5

6

7



Scenario: Enter an Invoice for a Framework Invoice

Transaction Code: MIRO


Enter Framework PO Invoice - MIROEnter Framework PO Invoice - MIRO


Framework cost allocation screenFramework cost allocation screen


Framework Invoice Ready for PostingFramework Invoice Ready for Posting


Parking PO InvoicesParking PO Invoices



Scenario: Park an Incoming Invoice for a Standard PO

Transaction Code: MIR7


Park Incoming Invoice for a Standard POPark Incoming Invoice for a Standard PO

4 5

6

7



8

9



10

11

12



13

14



15

16


Completing a PO InvoiceCompleting a PO Invoice**Document number must be printed on the upper Document number must be printed on the upper right hand corner of the document. right hand corner of the document.



Scenario: Park an Incoming Invoice for a Framework PO

Transaction Code: MIR7


Park an Incoming Invoice Park an Incoming Invoice (Framework PO)(Framework PO)

1

23

4

5



6

7



8

9

10



11



12


Completing a PO InvoiceCompleting a PO Invoice**Document number must be printed on the upper Document number must be printed on the upper right hand corner of the document. right hand corner of the document.


Display & Change PO InvoicesDisplay & Change PO Invoices


Display Invoice Overview- MIR6


Display & Change Parked Document


Cancel Invoice Document – MR8MCancel Invoice Document – MR8M


Non- PO InvoicesNon- PO Invoices


Non PO Invoice – FB60Non 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 vendorAddress information

Expense lines

1

2

3

4

5

6 7 8


Available Funding for non-po invoicesAvailable Funding for non-po invoices

G/L---- ----55310000 Cost Ctr---2400096150 Fund-------1000 F/A---------5101000000000000


Non PO Credit Memo – FV60Non PO Credit Memo – FV60


Parking Non - PO InvoicesParking Non - PO Invoices


Park a Non-PO Invoice – FV60Park a Non-PO Invoice – FV60

1

2 3

45

6 7 8 9 10


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


Display Parked DocumentsDisplay Parked Documents


Display & Edit Non-PO Invoice- FBV3Display & Edit Non-PO Invoice- FBV3


Edit Parked DocumentEdit Parked Document


Post Parked Document – FBV0Post Parked Document – FBV0


Reverse Individual DocumentsReverse Individual Documents


Reverse Individual Document – FB08Reverse Individual Document – FB08


Display Docs & HistoryDisplay Docs & History


Run the report for Vendor 100004, Company Code SBBC

Vendor Line Item Display – FBL1NVendor Line Item Display – FBL1N


Display AP Activity by User – ZFAP_APDOCLISTDisplay AP Activity by User – ZFAP_APDOCLIST


Display AP Activity by User - ReportDisplay AP Activity by User - Report


Invoice UploadInvoice Upload


AP Invoice Upload – ZFAP_UPLOADAP Invoice Upload – ZFAP_UPLOAD


Display a Purchase Order–ME23NDisplay a Purchase Order–ME23N


Search for check by amount - FCHNSearch for check by amount - FCHN


Check Register by Payment Run - FCHNCheck Register by Payment Run - FCHN


Check Register Results - FCHNCheck Register Results - FCHN


QUESTIONSQUESTIONS


HELP DESK 754-321-8120 BRITE Website:

web/erp -or-

http://www.broward.k12.fl.us/erp/

e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)

User Support OptionsUser Support Options

ESS Appraisal

Blackboard

Follow-UpFollow-Up

brite ap processing super user training november 19, 2007

Documents

brite portalsap brite

brite ap processing

brite ap processing

brite ap processing

sap software

po invoice mir0standard

users roleall users

userpfor end users