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Finance & Purchasing Overview1
Finance and PurchasingFinance and Purchasing
OverviewOverview
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Finance & Purchasing Overview2
Finance &Finance &PurchasingPurchasingOverviewOverview
Materials Management ModuleMaterials Management Module
Getting HelpGetting Help
Finance & Controlling ModulesFinance & Controlling Modules
SAP OverviewSAP Overview
Tarrant County ImplementationTarrant County Implementation
COURSE OVERVIEWCOURSE OVERVIEW
Accessing Training MaterialsAccessing Training Materials
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Finance & Purchasing Overview3
COURSE OBJECTIVESCOURSE OBJECTIVESThe Finance & Purchasing Overview course has two purposes:The Finance & Purchasing Overview course has two purposes:
Introduce SAP and the finance and purchasing modulesIntroduce SAP and the finance and purchasing modules Prepare you for rolePrepare you for role--specific training coursesspecific training courses
Objectives of the course:Objectives of the course:
Review SAP system and integrationReview SAP system and integration
Understand Tarrant County implementationUnderstand Tarrant County implementation
Become familiar with termsBecome familiar with terms
Provide a high level understanding of:Provide a high level understanding of: General Ledger FunctionalityGeneral Ledger Functionality Accounts Receivable FunctionalityAccounts Receivable Functionality Accounts Payable FunctionalityAccounts Payable Functionality Asset Accounting FunctionalityAsset Accounting Functionality Controlling FunctionalityControlling Functionality Grants Management FunctionalityGrants Management Functionality Funds Management FunctionalityFunds Management Functionality Materials Management FunctionalityMaterials Management Functionality
How to get HelpHow to get Help
How to access training materialsHow to access training materials
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Finance & Purchasing Overview4
Lesson 1: SAP OverviewLesson 1: SAP Overview
SAP stands for Systems,SAP stands for Systems,Applications, and ProductsApplications, and Products
The SAP system is a fullyThe SAP system is a fully--
integrated system whereintegrated system whereactivities in one area generateactivities in one area generateactivities in another areaactivities in another area
The system provides online,The system provides online,realreal--time information and onetime information and oneplace for input of dataplace for input of data
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Finance & Purchasing Overview5
Modules in SAPModules in SAP
SAP is made up of various functionalSAP is made up of various functionalmodulesmodules
Each module covers a different businessEach module covers a different businessfunctionfunction
Tarrant County is using the followingTarrant County is using the followingmodules:modules:
COCO ControllingControllingFI FI Financial AccountingFinancial AccountingHRHR Human Resources/PayrollHuman Resources/PayrollMMMM Materials ManagementMaterials ManagementGMGM Grants ManagementGrants ManagementFMFM Funds ManagementFunds Management
TC is also using ESS (Employee SelfTC is also using ESS (Employee SelfService) for employees to enter timeService) for employees to enter timeand maintain personal information.and maintain personal information.
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Finance & Purchasing Overview6
FI ModuleFI ModuleOtherOther
FinancialFinancialModulesModules
HR/MaterialsHR/MaterialsManagementManagement
ModulesModules
ACCOUNTSRECEIVABL
E
ACCOUNT S
PAYABLE
ASSETS FUNDS
MANAGEMENT
CONTROLLING
GRANTSMANAGEMENT
How They Work TogetherHow They Work Together
PAYROLL
PURCHASING
INVENTORYMANAGEMENT
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Finance & Purchasing Overview7
Integration in SAPIntegration in SAP
System
IntegrationSystemIntegration
When a transaction is executed in any module,When a transaction is executed in any module,SAP automatically updates data in allSAP automatically updates data in allapplication modules that are affectedapplication modules that are affected
Benefits of IntegrationBenefits of Integration Enables simplified business processes, standardEnables simplified business processes, standard
data definition, and a common business languagedata definition, and a common business language Simplified business processes enhance productivitySimplified business processes enhance productivity
to allow focus on valueto allow focus on value--added activitiesadded activities Data has to be entered only once and all relatedData has to be entered only once and all related
information is updated automaticallyinformation is updated automatically Integration eliminates need for redundant analysisIntegration eliminates need for redundant analysis
and reconciliationand reconciliation
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Finance & Purchasing Overview8
Business Flow IntegrationBusiness Flow Integration
Requisitioner Requisitioner ProcurementProcurement
Officer Officer
Asset Manager Asset Manager
$$$$$$$$$$
Budget Officer Budget Officer GL AccountantGL Accountant
Vendor Vendor
AccountsAccounts
Payable Officer Payable Officer
Receiver Receiver
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Finance & Purchasing Overview9
Invoice
Verification AP
Direct Posting
G/L
Customer Payments AR
Vendor
Payments AP
Depreciation
AA
Goods Receipt
MM
Goods Issue
MM
Charges
MM
Charges
AP
Vendor
Invoices AP
Hitting the G/LHitting the G/L
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Finance & Purchasing Overview10
DataData
SAP contains two types of informationSAP contains two types of information Master DataMaster Data A collection of information about an object or personA collection of information about an object or person
It is referenced whenever that object or person is used in anIt is referenced whenever that object or person is used in anentry fieldentry field
This data does not normally changeThis data does not normally change
Examples are address and payment information for a vendor orExamples are address and payment information for a vendor orcustomercustomer
Transactional DataTransactional Data Information associated with a specific business activityInformation associated with a specific business activity
You enter this information in SAPYou enter this information in SAP
Changes from day to dayChanges from day to day
Examples are:Examples are:
²² InvoicesInvoices
²² Purchase requisitionPurchase requisition
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Finance & Purchasing Overview11
Master Data vs. Transactional DataMaster Data vs. Transactional Data
G/L AccountsG/L AccountsCustomer Master RecordsCustomer Master RecordsVendor Master RecordsVendor Master RecordsGrants Master RecordsGrants Master Records
Asset MastersAsset Masters
Material Master RecordsMaterial Master Records
Journal EntriesJournal EntriesInvoicesInvoicesPaymentPayment
RequisitionsRequisitions
Master Records
Records that remainin the system for anextended period of
time.
Transaction Records
Records a specificevent
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Finance & Purchasing Overview12
Examples of Master DataExamples of Master Data
Tarrant CountyPurchase Order
P.O. # 56789
Date: July 2, 2004
Widgets (material #15005),
box of 10
Qty $$
10 bx 10.00
Total 100.00
To: ABC Company,
Vendor #1001
12345 Any streetAny town, USA 54321
VendorMasterData
MaterialMaster Data
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Finance & Purchasing Overview13
Examples of Transactional DataExamples of Transactional Data
Tarrant CountyPurchase Order
To: ABC Company,
Vendor #1001
12345 Any streetAny town, USA 54321
P.O. # 56789
Date: July 2, 2004
Widgets (material #15005),
box of 10
Qty $$
10 bx 10.00
Total 100.00
Cost Center 987
TransactionalData
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Finance & Purchasing Overview14
Documents & Document TypesDocuments & Document Types
A Document generally consists of a document header andA Document generally consists of a document header andline items.line items. Document headerDocument header ²² contains data that identifies a documentcontains data that identifies a document
and applies to the entire document.and applies to the entire document. DateDate Document typeDocument type Document numberDocument number
Line itemsLine items ²² generally includegenerally include AmountAmount Account assignmentAccount assignment Additional details specific to the transactionAdditional details specific to the transaction
Document Types are located on the header portion ofDocument Types are located on the header portion ofevery documentevery document
Distinguish between different business transactionsDistinguish between different business transactions Control document number assignmentControl document number assignment Help manage accounting documentsHelp manage accounting documents
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Finance & Purchasing Overview15
Document No: SAxxxxxxDocument No: SAxxxxxxDate: 05/06/2004Date: 05/06/2004
Company Code: TC01Company Code: TC01
Currency: USDCurrency: USD
Header Header
Line ItemsLine Items
The AccountingThe Accounting
DocumentDocument
Debits = CreditsDebits = Credits
Illustration
DocumentDocument
StructureStructure
Revenue A/C
Citibank
DR
DR
CR
CR
Bank 10000
Sale 10000
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Finance & Purchasing Overview16
¥ SAP AG
R
Document Type
XXXXX XXXXXXXXX
Customers
Customers
Outgoing
invoice
Incoming
invoice
Bank
DR KRKR SBSB
Account typeAccount type
Document no.Document no.
D, SD, S
18000000251800000025
¥ SAP AG
Illustration
Document
TypesAA document typedocument type is a key that is usedis a key that is used
to classify accounting documentsto classify accounting documents
and distinguish between businessand distinguish between businesstransactions to be postedtransactions to be posted
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Finance & Purchasing Overview17
Purchasing Document TypesPurchasing Document Types
Master Data
Approval
Purchase
Requisition
RFQ
Purchase
Order
Contract
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Finance & Purchasing Overview 18
Tarrant County Document TypesTarrant County Document Types
Document TypeDocument Type DescriptionDescriptionAAAA Asset postingAsset postingABAB Accounting documentAccounting documentDADA Customer documentCustomer documentDGDG Customer credit memoCustomer credit memoDRDR Customer invoiceCustomer invoiceDZDZ Customer paymentCustomer paymentKAKA Vendor documentVendor documentKGKG Vendor credit memoVendor credit memoKRKR Vendor invoiceVendor invoiceKZKZ Vendor paymentVendor paymentSASA G/L account documentG/L account documentSBSB G/L account postingG/L account postingWAWA Goods issueGoods issueWEWE Goods receiptGoods receipt
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Finance & Purchasing Overview 19
TermsTermsStandard SAP terms:Standard SAP terms:
ApplicationApplication ²² computer programcomputer program
ClientClient ²² unit in SAP system where data is input, changed, and managedunit in SAP system where data is input, changed, and managed
DataData ²² pieces of information; numbers or textpieces of information; numbers or text
ERPERP ²² Enterprise Resource Planning; designed to integrate and run all aspects of an organizationEnterprise Resource Planning; designed to integrate and run all aspects of an organization
InformationInformation ²² data that has been collecteddata that has been collected
IntegratedIntegrated ²² transactions that are completed in one module or process trigger transactions intransactions that are completed in one module or process trigger transactions in
other modulesother modules Menu PathMenu Path ²² sequence of menu selections that should be followed to get to a function or screensequence of menu selections that should be followed to get to a function or screen
ModuleModule ²² portion of SAP system that carries out a specific business functionportion of SAP system that carries out a specific business function
RealReal--timetime ²² describes how data that has been entered into the system is available immediatelydescribes how data that has been entered into the system is available immediatelyafter the transaction has been saved. Everyone has access to the same data.after the transaction has been saved. Everyone has access to the same data.
SessionSession ²² instance of SAP; allows multiinstance of SAP; allows multi--tasking within systemtasking within system
TransactionTransaction ²² screen or series of screens to create, display, or change datascreen or series of screens to create, display, or change data Transaction codeTransaction code ²² (t(t--code) unique identifier for each transaction that allows you to get to acode) unique identifier for each transaction that allows you to get to a
transaction without going through the menutransaction without going through the menu
User roleUser role ²² assigned to each employee; set of activities used by the employeeassigned to each employee; set of activities used by the employee
VariantsVariants ²² a saved set of personal selection criteria which can be used for lists and reportsa saved set of personal selection criteria which can be used for lists and reports
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Finance & Purchasing Overview 20
Lesson 2: Tarrant County ImplementationLesson 2: Tarrant County Implementation
Tarrant County is implementing the following modules in SAPTarrant County is implementing the following modules in SAP::
Human Resources (HR)Human Resources (HR) Takes care of payroll, time recording, applicant administration, and organizationTakes care of payroll, time recording, applicant administration, and organization
data. Supports the planning and control of personnel activities.data. Supports the planning and control of personnel activities. In use since October 2003In use since October 2003
Financial Accounting (FI)Financial Accounting (FI)
Designed for automated management and reporting ofDesigned for automated management and reporting of General Ledger (GL)General Ledger (GL) Accounts Receivable (AR)Accounts Receivable (AR) Accounts Payable (AP)Accounts Payable (AP) Asset Accounting (AA)Asset Accounting (AA)
External reporting, such as income statement and balance sheetExternal reporting, such as income statement and balance sheet
Controlling (CO)Controlling (CO) Represents cost and revenue flows throughout the organizationRepresents cost and revenue flows throughout the organization Aids in organizational decision makingAids in organizational decision making Supports internal reporting such as cost center reportsSupports internal reporting such as cost center reports
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Finance & Purchasing Overview 21
Tarrant County ImplementationTarrant County Implementation (cont·d)(cont·d)
Tarrant County is implementing the following modules in SAPTarrant County is implementing the following modules in SAP::
Materials Management (MM)Materials Management (MM) Supports the complete cycle of material flow, from the requisition toSupports the complete cycle of material flow, from the requisition to
purchase to the warehousing and distributionpurchase to the warehousing and distribution
Grants Management (GM)Grants Management (GM)
Manages the application, award, budget tracking, and closing of aManages the application, award, budget tracking, and closing of agrantgrant
Funds Management (FM)Funds Management (FM) Supports the management of budgetsSupports the management of budgets Budget can be adapted to changesBudget can be adapted to changes in conditions by entering releases,in conditions by entering releases,
supplements, returns, and transferssupplements, returns, and transfers Tracks expenses to budgetTracks expenses to budget
Tarrant County is also using Employee SelfTarrant County is also using Employee Self--Service for employee entry andService for employee entry andmanagement of time, personal data, training & events, appraisals, andmanagement of time, personal data, training & events, appraisals, andbenefits enrollment.benefits enrollment.
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Finance & Purchasing Overview 22
arrant unt Finance & Purchasing ulesarrant unt Finance & Purchasing ules
AccountsAccountsPayablePayable
AssetAssetAccountingAccounting
GeneralGeneralLedgerLedger
AccountsAccountsReceivableReceivable
Purc
asingPurc
asing
InventoryInventory
aterialsaterialsanagementanagement( )( )
ntr llingntr lling( O)( O)
Fun sFun sanagementanagement(F )(F )
FinancialsFinancials(FI)(FI)
GrantsGrantsanagementanagement(G )(G )
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Finance & Purchasing Overview 23
Organizational ElementsOrganizational Elements The following organizational elements and codes are used in TarrantThe following organizational elements and codes are used in Tarrant
County:County:
Company CodeCompany Code ²² TC01TC01 Organization unit where individual financial statements are createdOrganization unit where individual financial statements are created SelfSelf--contained Chart of Accountscontained Chart of Accounts
Controlling AreaControlling Area ²² TC01TC01 SelfSelf--contained organization unit where management of costs and revenues iscontained organization unit where management of costs and revenues is
performedperformed
Purchasing OrganizationPurchasing Organization ²² TC01TC01 Organizational unit that procures materials or servicesOrganizational unit that procures materials or services
Chart of AccountsChart of Accounts ²² TC01TC01 List of all General Ledger (GL) accounts usedList of all General Ledger (GL) accounts used
PlantsPlants Organizational unit for Admin and StockroomsOrganizational unit for Admin and Stockrooms
²² Tarrant County Admin (all nonTarrant County Admin (all non--stock purchases)stock purchases) ²² TC01TC01²² Sheriff (Stockroom)Sheriff (Stockroom) ²² TC04TC04²² Justice Center (Stockroom)Justice Center (Stockroom) ²² TCJCTCJC²² Central Supply (Stockroom)Central Supply (Stockroom) -- TCCSTCCS
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Finance & Purchasing Overview 24
Purchasing OrganizationPurchasing Organization ±± TC01TC01
Chart of AccountsChart of Accounts ±± TC01TC01
Controlling AreaControlling Area ±± TC01TC01
Company CodeCompany Code ±±TC01TC01
FI/MM
MM
CO
FI �� For all (AP, AR, GL, AA) processFor all (AP, AR, GL, AA) processsettingssettings
�� For management reportingFor management reportingmodule settingsmodule settings
�� For all Purchasing settingsFor all Purchasing settings
��Basic entity in SAP for a legalBasic entity in SAP for a legalentityentity
Tarrant County Organization StructureTarrant County Organization Structure
PlantPlant -- TCCSTCCSPlantPlant ±± TC04TC04
PlantPlant -- TCJCTCJCPlantPlant ±± TC01TC01
MM �� For all Logistics settingsFor all Logistics settings
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Finance & Purchasing Overview 25
Tarrant County ImplementationTarrant County Implementation
Tarrant County terms:Tarrant County terms:
GASBGASB ²² Governmental Accounting Standards BoardGovernmental Accounting Standards Board
GoGo--LiveLive ²² date when SAP module is scheduled to run live in production systemdate when SAP module is scheduled to run live in production system
Phase I Phase I ²² 10/01/0310/01/03 HR/PayrollHR/Payroll
Phase II Phase II ²² 07/06/0407/06/04 Financial/PurchasingFinancial/Purchasing
Phase III Phase III ²² 04/01/0504/01/05 Budget PrepBudget Prep
Legacy SystemLegacy System ²² existing County system that either interfaces with SAP orexisting County system that either interfaces with SAP orprovides data for start up of SAPprovides data for start up of SAP
Production SystemProduction System ²² live SAP system used for normal operationslive SAP system used for normal operations
SMESME ²² subject matter expert; County employee who has experience orsubject matter expert; County employee who has experience or
expertise in a specific functional areaexpertise in a specific functional area T ITANT ITAN ²² Titan Integrated Task Access Network; County implementation ofTitan Integrated Task Access Network; County implementation of
SAP systemSAP system
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Finance & Purchasing Overview 26
Tarrant County ImplementationTarrant County Implementation
Why Change??Why Change??
Systems with duplicate dataSystems with duplicate data
Have to use different systems toHave to use different systems toenter and get informationenter and get information
Have to wait for processing to getHave to wait for processing to getdatadata
What Does Business Change Involve?What Does Business Change Involve?
Changing the way we workChanging the way we work Changing our rolesChanging our roles
Changing the ¶tool·Changing the ¶tool·
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Finance & Purchasing Overview 27
Tarrant County ImplementationTarrant County Implementation
How Will Change Affect Us?How Will Change Affect Us?
Major changes such as Tarrant County is implementing will have an initial effectMajor changes such as Tarrant County is implementing will have an initial effecton peoples· performanceon peoples· performance
Over time, the benefits achieved will far outweigh the initial impactsOver time, the benefits achieved will far outweigh the initial impacts
Time
Maximum
Benefits
Achieved
Continuous
Improvement
Initial
Change
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Finance & Purchasing Overview 28
Lesson 3: Finance & Controlling ModulesLesson 3: Finance & Controlling Modules
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Manages vendor invoicesManages vendor invoices
Manages responsibility accountingManages responsibility accounting
Manages all financial accountsManages all financial accounts
Manages customer billingManages customer billing
Manages fixed assets andManages fixed assets anddepreciationdepreciation
AccountsReceivable
FIFI
Controlling
AccountsPayable
AssetAccounting
FIFI
COCO
FIFI
GeneralLedger
FIFI
What is FI and CO?What is FI and CO?Financial Accounting (FI) and Controlling (CO) are independent components in theFinancial Accounting (FI) and Controlling (CO) are independent components in theSAP system. The two components are tightly integrated and the data flowSAP system. The two components are tightly integrated and the data flow
between them takes place on a regular basis.between them takes place on a regular basis.
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Internal
External
Journalists
Media
EXTERNAL
AGENCIES
Tarrant County
Management
Insurers
Tax
Authorities
Auditors
Managerial Reports
FIFinancial
Accounting
Tarrant County
Employees
Financial Statements
External
FinancialAnalysts
Reporting OverviewReporting Overview
COControlling
Internal
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Master
Records
General
Ledger
Accounts
Payable
Accounts
Receivable
Fixed
Assets
Periodic
Processing
Financial Accounting (FI)Financial Accounting (FI)
This is the key component structure of financial accounting
The FI module is designed for automated management andThe FI module is designed for automated management andexternal reporting of general ledger, accounts receivable,external reporting of general ledger, accounts receivable,accounts payable, asset accounting, and other subaccounts payable, asset accounting, and other sub--ledgerledgeraccounts within the chart of accountsaccounts within the chart of accounts
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Financials (FI)Financials (FI)General Ledger (GL)General Ledger (GL)
Used for externalUsed for externalreportingreporting
Document entryDocument entry
Account ManagementAccount Management
ContainsContains
G
eneral LedgerG
eneral LedgerAccountsAccounts
Chart of accountsChart of accounts
ttll
ttti gti g
G r lL dg r
ttR iv lR iv l
FinancialsFinancials(FI)(FI)
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General Ledger (GL)General Ledger (GL)Roles & ResponsibilitiesRoles & Responsibilities
AccountAccountll
AssetAssetAccountingAccounting
Gener l
Ledger
AccountsAccountsReceiv leReceiv le
FinancialsFinancials(FI)(FI)
DepartmentsDepartments
Display general ledger accounts, documents,Display general ledger accounts, documents,and line itemsand line items
AuditorAuditor
Maintain G/L accountsMaintain G/L accounts
Approve and post documentsApprove and post documents
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Financials (FI)Financials (FI)Accounts Receivable (AR)Accounts Receivable (AR)
Processes cash receiptProcesses cash receipttransactions for eithertransactions for eitheraccounts receivable oraccounts receivable orrevenue transactionsrevenue transactions
Invoices or bills customerInvoices or bills customer
for amount duefor amount due
ContainsContains
CustomersCustomers
Billing logicBilling logic
DunningDunning
Accounts Accounts lePayable
AssetAssetAccountingAccounting
Gener alGener al
Ledger Ledger
AccountsReceivable
FinancialsFinancials(FI)(FI)
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Accounts Receivable (AR)Accounts Receivable (AR)Roles & ResponsibilitiesRoles & Responsibilities
Accounts Accounts PayablePayable
AssetAssetAccountingAccounting
Gener alGener al
Ledger Ledger
AccountsReceivable
FinancialsFinancials(FI)(FI)
DepartmentsDepartments
Record cash receipts into Cash JournalRecord cash receipts into Cash Journal Enter customer invoices / credit memos to createEnter customer invoices / credit memos to create
receivablesreceivables
AuditorAuditor
Check entries and posts cash journalsCheck entries and posts cash journals Perform new customer setupPerform new customer setup
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Financials (FI)Financials (FI)Accounts Payable (AP)Accounts Payable (AP)
Process invoicesProcess invoices
Generate warrants/checksGenerate warrants/checksby due date or discountby due date or discountdatedate
Produce 1099 ReportsProduce 1099 Reports
ContainsContains
VendorsVendors
WarrantsWarrants
ChecksChecks
AccountsPayable
AssetAssetAccountingAccounting
eneraleneral
e ger e ger
AccountsAccountsReceivableReceivable
FinancialsFinancials(FI)(FI)
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Finance & Purchasing Overview 37
Accounts Payable (AP)Accounts Payable (AP)Roles & ResponsibilitiesRoles & Responsibilities
AccountsPayable
AssetAssetAccountingAccounting
GeneralGeneral
Ledger Ledger
AccountsAccountsReceivableReceivable
FinancialsFinancials(FI)(FI)
Department Enter Invoice Documents Park documents when invoice verification fails
Auditor Maintains Vendor Master Reviews entered documents (except parked documents) and
releases invoices for payment Reviews parked documents to resolve problems; may
contact the vendor, requisitioner or buyer. Issues checks for invoices with a free for payment status
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Financials (FI)Financials (FI)Asset Accounting (AA)Asset Accounting (AA)
Provides management ofProvides management ofcapitalized or trackedcapitalized or trackedassetsassets
Generates depreciationGenerates depreciationtransactions for thetransactions for thegeneral ledgergeneral ledger
ContainsContains
Tag numbersTag numbers
Asset ClassesAsset Classes
Depreciation profilesDepreciation profiles
Capitalized assetsCapitalized assets
Tracked assetsTracked assets
AccountsAccountsPayablePayable
AssetAccounting
GeneralGeneral
Ledger Ledger
AccountsAccountsReceivableReceivable
FinancialsFinancials(FI)(FI)
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Asset Accounting (AA)Asset Accounting (AA)Roles & ResponsibilitiesRoles & Responsibilities
AccountsAccountsPayablePayable
AssetAccounting
GeneralGeneral
Ledger Ledger
AccountsAccountsReceivableReceivable
FinancialsFinancials(FI)(FI)
Department
Create the asset shell at the requisition stage
AuditorMaintain asset master recordsIssue asset tags for Capital and non-computer
low value assets
Update the records for additional informationsuch as serial numbersUpdate Capital Asset record master data
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Finance & Purchasing Overview 40
Controlling (CO)Controlling (CO)
This is the key component structure of Controlling:This is the key component structure of Controlling:
The CO module represents the County·s flow of costs andThe CO module represents the County·s flow of costs and
revenue.It is also a management instrument forrevenue.It is also a management instrument fororganizational decisions. A key tasks is the analysis of FI organizational decisions. A key tasks is the analysis of FI
data. Variances can be determined by comparing actualdata. Variances can be determined by comparing actualdata with plan data.data with plan data.
Cost Element
Accounting
Cost Center
Accounting
Internal
Orders
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Finance & Purchasing Overview 41
Controlling (CO)Controlling (CO)
Used for managerialUsed for managerialreporting or activityreporting or activityreportingreporting
Used to collect and allocateUsed to collect and allocatecostscosts
ContainsContains
Cost CentersCost Centers
ProjectsProjects
Internal OrdersInternal Orders
ControllingControlling(CO)(CO)
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Finance & Purchasing Overview 42
Controlling (CO)Controlling (CO)Roles & ResponsibilitiesRoles & Responsibilities
ControllingControlling(CO)(CO)
DepartmentDepartment Display:Display:
CO reportsCO reportsCost center/cost center group dataCost center/cost center group dataInternal order/internal order group dataInternal order/internal order group data
Budget information for internal ordersBudget information for internal orders
AuditorAuditor
Display CO reportsDisplay CO reports Create, change, and display:Create, change, and display:
Cost centers/cost center groupsCost centers/cost center groupsInternal orders/internal order groupsInternal orders/internal order groupsInternal order budget informationInternal order budget information
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Finance & Purchasing Overview 43
FI/CO, GM & FM Integration & TermsFI/CO, GM & FM Integration & Terms
FI/COFI/CO
GrantGrant
FundFund
Cost center,Cost center,Functional AreaFunctional Area
Cost Elements &Cost Elements &
GL AccountsGL Accounts
Fiscal YearFiscal Year
GMGM
GrantGrant
FundFund
Sponsored ProgramSponsored Program
Sponsored ClassSponsored Class
Budget ValidityBudget ValidityPeriodPeriod
FMFM
GrantGrant
FundFund
Fund Center, FundedFund Center, FundedProgram, FunctionalProgram, FunctionalAreaArea
Commitment ItemCommitment Item
Fiscal YearFiscal Year
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Finance & Purchasing Overview 44
Grants Management (GM)Grants Management (GM)
Plan, budget, identify, obtain,Plan, budget, identify, obtain,
and record all funding relatedand record all funding relatedto awarded grantsto awarded grants
Differentiate betweenDifferentiate betweeneligible and ineligible costseligible and ineligible costs
Bill and record sponsorBill and record sponsoramountsamounts
Record and report all relatedRecord and report all relatedcosts, revenues, and requiredcosts, revenues, and requiredinformationinformation
GrantsGrantsManagementManagement
(GM)(GM)
Contains:Contains:
Grant lifecyclesGrant lifecycles
Grant detailsGrant details
Grant reportsGrant reports
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Finance & Purchasing Overview 45
Grants Management (GM)Grants Management (GM)Roles & ResponsibilitiesRoles & Responsibilities GrantsGrants
ManagementManagement(GM)(GM)DepartmentDepartment
DisplayDisplayGrantsGrantsGrant budgetsGrant budgetsGrant reportsGrant reports
County Administrator·s OfficeCounty Administrator·s Office
DisplayDisplayGrantsGrantsGrant budgetsGrant budgetsGrant reportsGrant reports
Create grantsCreate grants
AuditorAuditor
All aboveAll above Maintain grant master dataMaintain grant master data Manage grant cyclesManage grant cycles Monitor grant postingsMonitor grant postings
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Finance & Purchasing Overview 46
Funds Management (FM)Funds Management (FM)
FundsFundsManagementManagement
(FM)(FM)
Maintains budgetaryMaintains budgetarycontrol for all expensecontrol for all expenseactivityactivity
ContainsContains
FundsFunds
Fund CentersFund Centers
Commitment ItemsCommitment Items
$$$$$
Budget Officer
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Finance & Purchasing Overview 47
Funds ManagementFunds ManagementRoles & ResponsibilitiesRoles & Responsibilities
FundsFundsManagementManagement
(FM)(FM)DepartmentDepartment
¶Pre¶Pre--post· budget transfers for adjustmentpost· budget transfers for adjustmentwithin their own level of departmental controlwithin their own level of departmental control
Post transfers within budget controlPost transfers within budget controlcategories of commitment itemscategories of commitment items
Budget OfficeBudget Office
¶Pre¶Pre--post· budget transfers between departmentspost· budget transfers between departments Generate report listing preGenerate report listing pre--posted transfersposted transfers
needing Commissioner·s Court approvalneeding Commissioner·s Court approval Post transfers after approved by CommissionersPost transfers after approved by Commissioners
CourtCourt Create supplement, return, and entry budgetCreate supplement, return, and entry budget
documentsdocuments
AuditorAuditor
Create and change funds blockCreate and change funds block Create and change funds reservationCreate and change funds reservation Create and change funds commitmentCreate and change funds commitment
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Finance & Purchasing Overview 48
Lesson 4: Materials Management Module (MM)Lesson 4: Materials Management Module (MM)
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Materials Management (MM)Materials Management (MM)
The MM application component supports theThe MM application component supports the
procurement and inventory functions occurring in dayprocurement and inventory functions occurring in day--toto--day business operations such as:day business operations such as: materials planning andmaterials planning andcontrol, purchasing, goods receiving, and inventorycontrol, purchasing, goods receiving, and inventorymanagement. Invoice verification is an MM function butmanagement. Invoice verification is an MM function butis executed by Accounts Payable.is executed by Accounts Payable.
Master
Records
This is the key component structure of MaterialsThis is the key component structure of MaterialsManagement:Management:
PurchasingInventory
Management
InvoiceVerification ²
(Done by AP)
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Finance & Purchasing Overview 50
Materials Management (MM)Materials Management (MM)
Purchasing is responsible for:Purchasing is responsible for:
External procurement of materials and servicesExternal procurement of materials and services Determination of sources of supply (vendors)Determination of sources of supply (vendors) Monitoring deliveries from vendorsMonitoring deliveries from vendors
Inventory Management is responsible for:Inventory Management is responsible for: Management of stocksManagement of stocks Planning, entry, and documentation of all goods movementsPlanning, entry, and documentation of all goods movements
Key TermsKey Terms
A purchasing organization is an organizational unit that procuresA purchasing organization is an organizational unit that procuresmaterials or services. It negotiates purchasing conditions formaterials or services. It negotiates purchasing conditions for
plants assigned to it.plants assigned to it. A plant is an operating unit that makes goods available forA plant is an operating unit that makes goods available for
distribution.distribution.
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Finance & Purchasing Overview 51
Materials Management (MM)Materials Management (MM)
Purchasing Integration
Purchasing
MaterialsManagement
(MM)
Controlling
(C )
FundsManagement
(FM)
Financials(FI)
AssetAccounting
General
Ledger Inventory
Log. Invoice
Verification
GrantsManagemen
(GM)
Grants
Management
(GM)
Accounts
Payable
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Finance & Purchasing Overview 52
Materials Management (MM)Materials Management (MM)
Integration of Inventory
Asset
Accounting
GeneralLedger
MaterialsManagement
(MM)
Controlling
(CO)
FundsManagement
(FM)
Financials(FI)
Purchasing
Log. Invoice
Verification
Inventor y
Grants
Management(GM)
Accounts
Payable
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Finance & Purchasing Overview 53
Materials Management (MM)Materials Management (MM)PurchasingPurchasing
Use to order or contractUse to order or contractfor goods or services.for goods or services.
Supports requests forSupports requests for
quotes from vendors forquotes from vendors forgoodsgoods
Processes receipt of goodsProcesses receipt of goods
ContainsContains
RequisitionsRequisitions
RFQRFQ
Purchase ordersPurchase orders
Vendor PerformanceVendor Performance
ContractsContracts
VendorVendor
Purchasing
Inventory
Materials
Management
(MM)
Materials Management (MM)Materials Management (MM)
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Finance & Purchasing Overview 54
Materials Management (MM)Materials Management (MM)PurchasingPurchasing Roles & ResponsibilitiesRoles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)DepartmentsDepartments
Create, change, display purchase requisitionsCreate, change, display purchase requisitionsMaterialMaterialServiceServiceAssetAssetGrantGrant
Create asset shellCreate asset shell Approve purchase requisitionsApprove purchase requisitions
Post goods receiptsPost goods receipts Post service entry sheetsPost service entry sheets View material mater, vendor master, and serviceView material mater, vendor master, and service
master recordsmaster records
Purchasing DepartmentPurchasing Department
Display/report on vendor, material, and serviceDisplay/report on vendor, material, and servicemaster recordsmaster records
Create, change, display purchase orders and RFQsCreate, change, display purchase orders and RFQs Display/report on quotation and purchase orderDisplay/report on quotation and purchase order
price historiesprice histories Maintain bids, Info Records, source lists, outlineMaintain bids, Info Records, source lists, outline
agreements, and contractsagreements, and contracts
M t i l M m t (MM)M t i l M m t (MM)
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Finance & Purchasing Overview 55
Materials Management (MM)Materials Management (MM)InventoryInventory
Use for supplies inventoryUse for supplies inventory
Supports storing and issuingSupports storing and issuinggoods from warehousesgoods from warehouses
MRP (materials requirementMRP (materials requirementplanning)planning)
Physical inventory processingPhysical inventory processing
Purchasing
Inventory
MaterialsManagement
(MM)
ContainsContains
PlantsPlants
Delivery AddressesDelivery Addresses
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Materials Management (MM)Materials Management (MM)Inventory/Audit Contracts Roles & ResponsibilitiesInventory/Audit Contracts Roles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)
DepartmentsDepartments Display/report on vendor master records, material masterDisplay/report on vendor master records, material master
records, material documents, service master records,records, material documents, service master records,purchase orders, and contractspurchase orders, and contracts
Process goods movementsProcess goods movementsGoods receiptGoods receiptGoods issueGoods issue
ReversalsReversals Post service entry sheetsPost service entry sheets
Purchasing DepartmentPurchasing Department
Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records, purchaserecords, material documents, service master records, purchase
orders, RFQs, and contractsorders, RFQs, and contracts Create/change contractsCreate/change contracts Create/change purchase ordersCreate/change purchase orders
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Materials Management (MM)Materials Management (MM)Inventory/Audit Contracts Roles & ResponsibilitiesInventory/Audit Contracts Roles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)
Warehouse Stock ClerksWarehouse Stock Clerks
Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records,records, material documents, service master records,purchase orders, and contractspurchase orders, and contracts
Process goods movementsProcess goods movementsGoods receiptGoods receiptGoods issueGoods issueReversalsReversals
Run various inventory management reportsRun various inventory management reports Perform MRP (materials requirement planning) and post toPerform MRP (materials requirement planning) and post to
funds managementfunds management Perform/enter physical inventory countsPerform/enter physical inventory counts Create, change, and display physical inventory documentsCreate, change, and display physical inventory documents Create purchase requisitions for stock replenishmentCreate purchase requisitions for stock replenishment
AuditorAuditor
Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records, purchaserecords, material documents, service master records, purchaseorders, and contractsorders, and contracts
Create/change contractsCreate/change contracts Create/change purchase ordersCreate/change purchase orders Process goods movementsProcess goods movements
Post service entry sheetsPost service entry sheets
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Finance & Purchasing Overview 58
Lesson 5: Getting HelpLesson 5: Getting Help
1
2
3
Review theReview the onon--line helpline help in SAPin SAP
Ask yourAsk your peerspeers oror super usersuper user forforassistance.assistance.
Review yourReview your training materialstraining materials
and notes.and notes.
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Finance & Purchasing Overview 59
Tarrant County HelpTarrant County Help
Problems with running tutorials?Problems with running tutorials? Training MailboxTraining Mailbox ²²
[email protected]@tarrantcounty.com
After utilizing the various methods of help onAfter utilizing the various methods of help on
the previous page, if you still have questions orthe previous page, if you still have questions orproblemsproblems
oror
I
f you have problems at any time with accessingI
f you have problems at any time with accessingSAP, printing, computer or network problems,SAP, printing, computer or network problems,etc.etc.
Contact the Tarrant County IT Help Desk atContact the Tarrant County IT Help Desk at817817--884884--35073507
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Finance & Purchasing Overview 60
Lesson 6: Accessing Training MaterialsLesson 6: Accessing Training Materials
AllAll T ITAN training materialsT ITAN training materials for Finance & Purchasing are stored on thefor Finance & Purchasing are stored on theTarrant County websiteTarrant County website
This website is accessed through your Internet Explorer from any computerThis website is accessed through your Internet Explorer from any computerthat has internet access; you do not have to be on the Tarrant Countythat has internet access; you do not have to be on the Tarrant Countynetwork. The URL for direct link to the Training Materials website is:network. The URL for direct link to the Training Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick future accessSet up this website as a favorite in your web browser for quick future access
Enter the URL above in the addressEnter the URL above in the addressfield in your browserfield in your browser
When you reach the website, go toWhen you reach the website, go toFavorites>Add to FavoritesFavorites>Add to Favorites in thein theBrowser menuBrowser menu
A popA pop--up window will be displayed withup window will be displayed with
a default name for the site. Clicka default name for the site. Click OKOK.. To access this site in the future, justTo access this site in the future, just
click on the Favorites item in the browserclick on the Favorites item in the browsermenu and highlight the name for themenu and highlight the name for thewebsite. You will go directly to thewebsite. You will go directly to thewebsite.website.
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Accessing Training MaterialsAccessing Training Materials (cont·d)(cont·d)
Review the instruction page to understand how to use the websiteReview the instruction page to understand how to use the website
Click on theClick on the CoursewareCourseware link at the top of the Instruction pagelink at the top of the Instruction page
AA Listing of CoursesListing of Courses will be displayedwill be displayed
Click on theClick on the Course TitleCourse Title to see a general description of theto see a general description of thecontent of the coursecontent of the course
oror
Click on one of the buttons beside the Course Title to go directlyClick on one of the buttons beside the Course Title to go directlyto either theto either the Overview, Quick Reference Cards,Overview, Quick Reference Cards, oror TutorialsTutorials
These training materials will be available for your use andThese training materials will be available for your use andreference at any timereference at any time
R i T t i lR i T t i l
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Running TutorialsRunning Tutorials An additional learning tool is being provided with the Phase II SAPAn additional learning tool is being provided with the Phase II SAP
implementationimplementation ---- TutorialsTutorials
Tutorials are simulations of the SAP system that take you through aTutorials are simulations of the SAP system that take you through atransaction steptransaction step--byby--step in a mock SAP environmentstep in a mock SAP environment
These can be viewed in two ways:These can be viewed in two ways: As a movie that takes you through the transaction in a demonstration, orAs a movie that takes you through the transaction in a demonstration, or As an interactive, handsAs an interactive, hands--on practice session that stops at each step andon practice session that stops at each step and
directs you to make entries in fields or take actions per instructionsdirects you to make entries in fields or take actions per instructionsprovided by theprovided by the wizardwizard and in theand in the bubblesbubbles
Tutorials are provided with each course in the Finance and PurchasingTutorials are provided with each course in the Finance and Purchasingtrainingtraining
A list of the tutorials is provided at the end of each course.A list of the tutorials is provided at the end of each course.
Go to the Training Materials website to access and run these tutorials.Go to the Training Materials website to access and run these tutorials.Detailed instructions are provided on the website when you click onDetailed instructions are provided on the website when you click onthe Tutorials buttonthe Tutorials button
Happy Tutoring!!
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Training SandboxTraining Sandbox
An SAP environmentAn SAP environment (Training Sandbox)(Training Sandbox) where you can practicewhere you can practiceyour skills in a real instance of SAP will be available after midyour skills in a real instance of SAP will be available after mid--
JuneJune The sandbox can be accessed through the standard logon processThe sandbox can be accessed through the standard logon process
discussed indiscussed in Lesson 2Lesson 2 of theof the SAP Basic NavigationSAP Basic Navigation coursecourse
The only differences are:The only differences are:
Highlight the Training environment onHighlight the Training environment onthe logon padthe logon pad
Click logonClick logon
EnterEnter 520520 in the Client fieldin the Client field
Enter the same User Id and PasswordEnter the same User Id and Password
you are assigned for Productionyou are assigned for Production
Feel free to practice any of the tasks in the basic navigation courseFeel free to practice any of the tasks in the basic navigation courseand any of the transactions included in other courses you take.and any of the transactions included in other courses you take.Use theUse the Quick Reference CardsQuick Reference Cards to walk you through theto walk you through thetransactions.transactions.
CO R E MM RYCO R E MM RY
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COURSE SUMMARYCOURSE SUMMARY
Congratulations!!Congratulations!! You have completed the Finance & PurchasingYou have completed the Finance & Purchasing
Overview and have reviewed the following topics:Overview and have reviewed the following topics: SAP system and integrationSAP system and integration
Tarrant County implementationTarrant County implementation
TerminologyTerminology
High level functionality:High level functionality: General LedgerGeneral Ledger Accounts ReceivableAccounts Receivable Accounts PayableAccounts Payable Asset AccountingAsset Accounting ControllingControlling Grants ManagementGrants Management Funds ManagementFunds Management
Materials ManagementMaterials Management Getting HelpGetting Help
Accessing training materialsAccessing training materials
You are now ready to complete your roleYou are now ready to complete your role--specificspecifictraining coursestraining courses