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FastFactsFeature Presentation

August 14th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…BW’s vendor payment reportBW’s purchase order detail report

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Today’s PresenterJosh Oleszczuk

Staff Accountant, JHHS Controller’s Office

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Session Segments

PresentationJosh will review the vendor payment and purchase order detail reports in BW.During the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Vendor Payment Report

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Agenda

Today, we’ll be taking a look at:Session assumptionsVendor payment reportPurchase order detail reportQuestions & answers

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Assumptions

Participants have access to BWParticipants have used BW and understand basic navigation and report formatting.

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Report shows actual payments to vendorsEncompasses both check request and purchase ordersDisplays invoice number and amountDisplays payment typeDisplays date check was created and cashed

Vendor Payment

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Choose “Vendor Payment” from the Role Menu.

Vendor Payment

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Vendor Payment

Enter Business Area

Change Posting Payment Date to a Range and select Date Range

Input a Cost Center, WBS Element or Order Number

The “Selection” screen will appear.

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Your screen will look like this. Click “Execute” to proceed.

Vendor Payment

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The report appears.

Vendor Payment

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Vendor Payment

TIP: Add the vendor to the standard report.

If running this report for Multiple Cost Center, you should add that characteristic to the report as well.

Additionally, you will need to format the report by swapping fields, so that the report groups and subtotals as you expect.

Displayed is a list of additional information you can bring into your report.

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Completed Report

Vendor Payment

Included Fields

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Purchase Order Detail

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Displays vendor and material informationDisplays quantity ordered and amount per unitDisplays requesterDisplays shopping cart number

Purchase Order Detail

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Purchase Order Detail

Choose “Purchase Order Detail” from the Role Menu.

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Purchase Order Detail

The “Variable” selection screen appears and shows the business areas to which you have access

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Purchase Order Detail

Once you have filled out your selections, click “Execute”

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Purchase Order Detail

The report then appears

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Purchase Order DetailShown are all of the Free Characteristics you can enter into your report.

Some important fields you may wish to see are:•Created by•G/L Account•Requestor•Shopping Cart Number•WBS Element •Order

Additionally you will need to format the report by swapping fields, so that the report groups and subtotals as you expect.

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Purchase Order Detail

This report is an example of what you can create with PO detail

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Conclusion

Hopefully these reports can help some of you with your work by making it easier to see which vendor invoices have been paid or to see what has been order and the person that order it.Keep in mind with BW: you can manipulate these reports so that you can easily run the report sorted by vendor, or by cost center all by swapping fields in the reportYou are also able to bookmark these reports. Once you have created a report, you can re-run it over and over again, or you can create similar reports but with fields in different orders.

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Q&AWe’re 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.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll 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@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://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!