Transcript Course Name - browardschools.com

BRITE AP Processing
Super User Training
November 19, 2007
Welcome and Ground Rules
 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
BRITE AP Processing
2
Logistics
Before we get started ...
BRITE AP Processing
3
Classroom Materials
Exercises
BRITE
(Let Me)
Concepts
(Tell Me)
Demonstrations
(Show Me)
BRITE AP Processing
4
Course Objectives
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/ locationbased procurement, inventory management, and invoice
processing
 Perform display and reporting transactions
 Search for information pertaining to a Project and WBS
Elements.
BRITE AP Processing
5
SAP Basic Navigation and Fundamentals:
Getting Into SAP
BRITE AP Processing
6
BRITE
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.
BRITE AP Processing
7
SAP BRITE Website
 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:
www.broward.k12.fl.us/erp
Click this
button to
Access the
BRITE Portal
BRITE AP Processing
8
Logging Into the BRITE Portal
User Login ID
Password (first time users only)
Entry format = P00012345
Entry format= JA021956
• 8 digits starting with the letter p
• MM = first 2 letters of birth month (JA)
• Personnel Number 12345
• DD = 2-digit birth day (02)
• If personnel number is less than
• YYYY = 4-digit year of birth (1956)
8 characters, then add leading zero(s)
BRITE AP Processing
9
Initial Password Selection
You will click here
to change your
password
BRITE AP Processing
10
Portal Assistance
If you have trouble logging into the Portal, select “Get Support”.
Select “Get Support” to
Request a New Password
BRITE AP Processing
11
BRITE 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
BRITE AP Processing
12
SAP Access via the BRITE Portal
You will select this
tab
BRITE AP Processing
13
AP 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)
BRITE AP Processing
14
AP 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)
BRITE AP Processing
15
Navigation Tools in SAP
BRITE AP Processing
16
FI - Master Data
BRITE AP Processing
17
Quick Reference Sheet (page 1)
BRITE AP Processing
18
Quick Reference Sheet page 2
BRITE AP Processing
19
Vendor Series
 TYPE OF VENDOR
 NUMBER RANGE
– Prime Vendors
– Ordering Address
– Alt Payee &Permitted
Payees
– Employees
– Students
BRITE AP Processing
– 100000
– 200000
– 300000
– 400000
– 700000
20
Display Vendor – XK03
– Vendor 100024, Company Code SBBC, Purchasing Area SBBC
BRITE AP Processing
21
TYPES of PO’s
 Standard (online receipt - contracted items)
– 450800001X
 Framework (open/blanket po)
– 750800001x
 Emergency po (used for hurricanes, etc.)
– 410800001X
BRITE AP Processing
22
Document 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
0000010000XX
12
Check Number
BRITE AP Processing
23
Payment Terms & Payment Methods
BRITE AP Processing
24
Demonstration & Exercises
BRITE AP Processing
25
Processing PO Invoices
BRITE AP Processing
26
Demonstration and Exercise
Scenario: Enter an Invoice for a Standard PO
Transaction Code: MIRO
BRITE AP Processing
27
Incoming Invoice for a Standard PO - MIRO
1
BRITE AP Processing
28
Incoming Invoice for a Standard PO - MIRO
2
3
BRITE AP Processing
29
PO Invoice Entry Screen - MIRO
4
5
6
7
Items are automatically populated when a standard PO # is entered above
BRITE AP Processing
30
Demonstration and Exercise
Scenario: Enter an Invoice for a Framework Invoice
Transaction Code: MIRO
BRITE AP Processing
31
Enter Framework PO Invoice - MIRO
BRITE AP Processing
32
Framework cost allocation screen
BRITE AP Processing
33
Framework Invoice Ready for Posting
BRITE AP Processing
34
Parking PO Invoices
BRITE AP Processing
35
Demonstration and Exercise
Scenario: Park an Incoming Invoice for a Standard PO
Transaction Code: MIR7
BRITE AP Processing
36
Park Incoming Invoice for a Standard PO
4
5
6
7
BRITE AP Processing
37
Park Incoming Invoice for a Standard PO
8
9
BRITE AP Processing
38
Park Incoming Invoice for a Standard PO
11
12
10
BRITE AP Processing
39
Park Incoming Invoice for a Standard PO
13
14
BRITE AP Processing
40
Park Incoming Invoice for a Standard PO
15
16
BRITE AP Processing
41
Completing a PO Invoice
*Document number must be printed on the upper
right hand corner of the document.
BRITE AP Processing
42
Demonstration and Exercise
Scenario: Park an Incoming Invoice for a Framework
PO
Transaction Code: MIR7
BRITE AP Processing
43
Park an Incoming Invoice (Framework PO)
1
2
3
4
5
BRITE AP Processing
44
Park an Incoming Invoice (Framework PO)
6
7
BRITE AP Processing
45
Park an Incoming Invoice (Framework PO)
8
9
10
BRITE AP Processing
46
Park an Incoming Invoice (Framework PO)
11
BRITE AP Processing
47
Park an Incoming Invoice (Framework PO)
12
BRITE AP Processing
48
Completing a PO Invoice
*Document number must be printed on the upper
right hand corner of the document.
BRITE AP Processing
49
Display & Change PO Invoices
BRITE AP Processing
50
Display Invoice Overview- MIR6
BRITE AP Processing
51
Display & Change Parked Document
BRITE AP Processing
52
Cancel Invoice Document – MR8M
BRITE AP Processing
53
Non- PO Invoices
BRITE AP Processing
54
Non PO Invoice – FB60
Displays the vendor
Address information
1
3
2
4
5
6
7
8
Expense lines
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.
BRITE AP Processing
55
Available Funding for non-po invoices




G/L---- ----55310000
Cost Ctr---2400096150
Fund-------1000
F/A---------5101000000000000
BRITE AP Processing
56
Non PO Credit Memo – FV60
BRITE AP Processing
57
Parking Non - PO Invoices
BRITE AP Processing
58
Park a Non-PO Invoice – FV60
1
2
3
4
5
6
BRITE AP Processing
7
8
9
59
10
Completing a Non-PO Invoice
*Document number must be printed on the upper
right hand corner of the document.
BRITE AP Processing
60
Display Parked Documents
BRITE AP Processing
61
Display & Edit Non-PO Invoice- FBV3
BRITE AP Processing
62
Edit Parked Document
BRITE AP Processing
63
Post Parked Document – FBV0
BRITE AP Processing
64
Reverse Individual Documents
BRITE AP Processing
65
Reverse Individual Document – FB08
BRITE AP Processing
66
Display Docs & History
BRITE AP Processing
67
Vendor Line Item Display – FBL1N
Run the report for Vendor 100004, Company Code SBBC
BRITE AP Processing
68
Display AP Activity by User – ZFAP_APDOCLIST
BRITE AP Processing
69
Display AP Activity by User - Report
BRITE AP Processing
70
Invoice Upload
BRITE AP Processing
71
AP Invoice Upload – ZFAP_UPLOAD
BRITE AP Processing
72
Display a Purchase Order–ME23N
BRITE AP Processing
73
Search for check by amount - FCHN
BRITE AP Processing
74
Check Register by Payment Run - FCHN
BRITE AP Processing
75
Check Register Results - FCHN
BRITE AP Processing
76
QUESTIONS
BRITE AP Processing
77
 ESS Appraisal
Follow-Up
 Blackboard
User Support Options

HELP DESK 754-321-8120

BRITE Website:
web/erp -orhttp://www.broward.k12.fl.us/erp/
BRITE AP Processing

e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)
78