SAP Upgrade Training22 JULY 2014

1

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

2

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

3

Project Overview

Implement new Budget Control SystemMinimize need for budget transfersCreate new budget reports

Correct the fiscal year

Obtain SAP training and documentation

4

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

5

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:

6

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

7

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

8

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

9

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

10

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

11

Internal Order Lookup Spreadsheet

12

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

13

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

14

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)

15

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

16

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

17

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)

18

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

19

Commitment Item Lookup

20

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

21

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:

22

KRONOS Changes

Fund Center now incorporated in the transfer columns

Refer to the Kronos Timesheet Changes Quick Reference Guide

23

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

24

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)

25

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

26

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

27

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

28

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:

29

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

30

31

Budget Check by Commitment Item

Discretionary

636301

613101

641101

Payroll

620000 -

629999

611000 –

699999

Travel

634301

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

Budget Transfer Form Changes

The following have changed in the Budget Transfer Request form Funds Center Internal Order Commitment Item

33

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

34

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

35

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

2

3

36

1

Accessing the Budget vs Actual Report

1. Click Command Field

2. Enter Transaction: ZFM_COFA

3. Click Enter the Budget to Actual Report displays

37

Budget vs Actual – F/CI

Select Budget vs Actual – Fund / CI

Select variation of Fund Center

The results of your selection display

1

2

3

38

Budget vs Actual – By Program / Internal Order

Select Budget vs Actual – by Program

Select variation of Fund Center

The results of your selection display

1

2

3

39

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

40

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

41

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

42

Changes to MIGO

The following have changed Cost Center G/L Account

Refer to the MIGO Goods Receipt Work Instruction

43

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

44

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:

45

Key Changes

The processes used for the Accounts Payable have not changed

The Blank Voucher form has changed

46

Changes to Voucher Certification

The following Fields have changed Fund Code GL Account Cost Center Internal Order

47

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

Question and Answer

49