Transcript Enhancements

Non-Payroll Cost Transfer
Enhancements
What are the some of the new enhancements of the Non-Payroll Cost Transfer?
Last update
January 24, 2008
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Table of Contents
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Field Descriptions
Query Functionalities
Workflow Query
Uploading Transactions Using Templates
Printing
Entering Item Text for BW Reports
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14
18
25
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Field Descriptions
Field descriptions have been added for fields in the data entry
section of the Non-Payroll Cost Transfer transaction. To view a field
description, click on the field (the field will become highlighted) and
hit the “F1” key on your keyboard.
A window will open that provides
background description for the field, as
shown here.
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Query Functionalities
On the first screen of the Non-Payroll Cost Transfer transaction, you should find these three icons:
“The Cost Transfer Header” is a header section, the “Cost Transfer Items” is a line item section and
the “Cost Transfer Log” is a log section. To query one of the sections, click on it. In the following
example, we will click on the “Cost Transfer Header.”
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**NOTE: If the search field labels are not what you see in
this screen shot below, skip to slide 29 to change a
parameter.
For this query, we are going to search by JHED
user ID and a document date range.
After entering the criteria that you
want to search by, click on the
Execute icon.
The next slide shows a sample return for this
search.
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Query Functionalities
Results for searching by JHED ID and date range.
NOTE: To see more of the results data, use the scroll bar to move to the right.
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Query Functionalities
Sorting your results.
Ascending or Descending
You can sort query results in descending or ascending
order. To do this, first select the column you want to sort by
clicking on the header.
Next, click on the relevant icon – ascending is to the left
and descending is to the right.
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Query Functionalities
You can further limit or refine a search by adding additional
criteria. In this example, we’ll limit by “Cost Transfer Status” and
select “Completed” from a drop down menu.
You can also limit the search results by selecting a
particular status in the query screen.
Once you have entered all of your
information hit the Execute icon to
perform the refined search.
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Query Functionalities
The results are now more refined and only list completed “Cost Transfer Status.”
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Query Functionalities
You can also search for a query on the line item section of the cost transfer that is based on data
such as, Business Area, Cost Objects, General Ledger (G/L) Accounts, Cost Elements and Original
SAP Transactions. To search by line items, select the “Cost Transfer Items” icon.
For this query, we will use the Cost
Center number. You can search on
any of the fields. Again, after
entering your search criteria, hit the
Execute button to run the search.
**NOTE: The top bracketed section
searches SENDER information,
such as Business Area, Cost Center,
etc.
The bottom section, beginning in the
second bracketed area, searches
RECEIVER information.
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Query Functionalities
This is a sample search result using a Cost Center number. You can sort as described on slide 7.
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Query Functionalities
Here is an example of doing a search using the Cost Transfer log. Options include: User Name,
Date, and Status. To begin, click on the “Cost Transfer Log” icon.
Enter the appropriate
information. We have
entered “User Name” and
“Date” for this example.
Click on the Execute icon when you are done filling
out the information.
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Query Functionalities
Sample results of searching the Cost Transfer log.
Page 13
Workflow Query
Another enhancement that has been added to the Non-Payroll Cost Transfer transaction allows you
to check on the workflow status of a particular cost transfer. To query the workflow status of a cost
transfer that you have initiated, select the “Business Workplace” icon on the first screen of the NonPayroll Cost Transfer transaction.
Go into “Outbox” and
select “Started
Workflows.”
Double-click on the applicable transfer.
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Workflow Query
You should see the screen below.
This is the initial
information displayed.
For additional workflow
details, select the “Log”
icon.
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Workflow Query
To get information about who is responsible for the next action of the transfer, select the “Agents”
icon on the last row of the workflow log.
Then select “Agents” from “Which Agents
Do you want to Display?”
Page 16
Workflow Query
This will provide you the name or names for the next levels of
approvals, as shown below.
Page 17
Uploading Transactions Using Templates
While the enhanced Non-payroll Cost Transfer Transaction has expanded the number of lines that
can be entered, some users may need to upload larger numbers of transaction lines. To address
this, the ability has been created to enter cost transfer data into Excel and upload it directly into
SAP. Up to 498 lines can be uploaded using the templates.
The following slides show you how to use Excel to transfer data that will automatically upload.
For this procedure, there are several Excel upload templates to cover the various transactions.
--To upload Expense transactions, use this template:
http://www.jhu.edu/hopkinsone/Support/documents/expensestemplate.xls
--To upload Equipment transactions, there are two templates to complete. One is to indicate the
“From” or Sender part of the transaction:
http://www.jhu.edu/hopkinsone/Support/documents/equipmentfromtemplate.xls
The other is to indicate the “To” or Receiver part of the transaction:
http://www.jhu.edu/hopkinsone/Support/documents/equipmenttotemplate.xls
**NOTE: When using the Equipment upload templates, the From template is always loaded first
followed immediately by the To template.
--To upload Non-recurring Cost Allocation, Intra Entity transactions, use this template:
http://www.jhu.edu/hopkinsone/Support/documents/nonrecurringcosttemplate.xls
--To upload Revenue transactions, use this template:
http://www.jhu.edu/hopkinsone/Support/documents/revenuetemplate.xls
Page 18
Expense Upload
For our example, we will upload a file for an Expense cost transfer. We could also use the same upload process for
Revenue transfers and Non-Recurring Cost Allocation transfers and equipment. Access the relevant upload template on
slide 18.
In the Expense option of the Non-Payroll Cost Transfer, select a reason code, document name, document date, posting
date, posting period and enter in text in the explanation section of the bottom of the transfer. Then select the “Upload
Expense Items” icon.
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Expense Upload
The data entered into Excel is done via the use of a template file created for this purpose. Outside of SAP, open up the
relevant template. In this case, we’re using the Expense upload template. Each template gives step-by-step instructions,
seen below.
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Expense Upload
Once you have entered all of your transaction data, save the file
as an Excel file. Remember what you’ve called the file and
where it is located.
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Expense Upload
In the Excel file, delete the header row at the top of the file, including all instructions. All that you should
have left is the transfer data. Now save that file in .txt format as shown beginning on the next slide.
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Expense Upload
When saving the file as a .txt file, change the file type to “Text (Tab delimited) (*.txt) and select save.
Then select “Ok”
and then “Yes.”
**NOTE** When you’ve saved as a text file, you must close the file from your computer.
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Expense Upload
Back in SAP, select the “Upload Expense Items” icon. From the Windows file directory, select the .txt file. Data is
pulled in from the .TXT file and the number of lines is automatically increased from the default (20) to the number of
lines needed for the file data.
Note: This will pull in the raw data entered in the file, but will not automatically check the “SAP doc?” column in SAP.
This is because checking this column invokes a validation in SAP and must be checked manually.
Select the “Check” icon to re-activate the
SAP screen.
Boxes should be checked if using the template for
expense transfers, but double check to ensure all boxes
are checked, and then proceed as usual with the cost
transfer.
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Printing
There is an ability now to print information from a transfer
transaction.
Enter a “Journal Transfer ID” number, THEN click on “Print Cost
Transfer.”
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Printing
This is what will return when you hit the Print button. There is more data than shown here.
You can easily read the print screen, or print this screen out by following instructions
beginning on the next slide.
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Printing
To print, click on “List” and then “Print”---OR you can click on the print icon.
Page 27
Printing
A “Print Screen List” window will appear and should detect your local printer,
as shown.
Hit “Enter” or click on the green check to send to printer.
Page 28
Changing Search Screen
If your search screen looks like this, follow these instructions to
change it. First, click on the “Cost Transfer Header” icon and
then hit F6 (or Settings, User Parameters) to bring up the User
Parameters screen, shown on the next slide.
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Changing Search Screen
Under “Keyword” change the radio button from “Field name”
to “Field Label” and then hit the green check or hit enter.
This will save your settings.
Change “Field
name” to “Field
Label” and hit
enter.
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Entering Item Text for BW
Reports
Line Item Text is an important field for users who do monthly reconciliation activities. The information you
input here shows up in the “Item Text” fields in BW reports. The following pages will show you where to enter
this descriptive information so that it flows through and into your BW reports.
First we’ll show where to enter Item Text
for an “Expense Only” transaction. Make
sure the appropriate radio button is active
and click on “Create Request.”
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Entering Item Text for BW
Reports—Expenses Only
transfer
As always, enter a “Reason Code” here.
Also, as always, enter your required
transaction data here.
Now use the scroll bar to move to the right
in the data entry screen until you see the
Line Item Text field
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Entering Item Text for BW
Reports—Expenses Only
transfer
Enter the description you want up to 50 characters. Enter text in EACH transaction line.
That’s it. Complete the rest of the
transaction normally.
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Entering Item Text for BW
Reports--Equipment
Now we’ll show where to enter Item Text
for an “Equipment” transaction. Make sure
the appropriate radio button is active and
click on “Create Request.”
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Entering Item Text for BW
Reports—Equipment
As always, enter a “Reason Code” here.
Also, as always, enter your required
transaction data here.
Now use the scroll bar to move to the right
in the data entry screen until you see the
Line Item Text field
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Entering Item Text for BW
Reports—Equipment
Enter the description you want up to 50 characters. Enter text in EACH transaction line.
NOTE: Remember in an Equipment
transaction, both the “From” and “To”
sections need to be completed. Repeat the
process for the “To” section
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Entering Item Text for BW
Reports—Non Recurring Cost
Allocation, Intra-Entity
Now we’ll show where to enter Item Text
for a “Non-Recurring Cost Allocation,
Intra-Entity” transaction. Make sure the
appropriate radio button is active and click
on “Create Request.”
Page 37
Entering Item Text for BW
Reports—Non Recurring Cost
Allocation, Intra-Entity
As always, enter a “Reason Code” here.
Also, as always, enter your required
transaction data here.
Now use the scroll bar to move to the right
in the data entry screen until you see the
Line Item Text field
Page 38
Entering Item Text for BW
Reports—Non Recurring Cost
Allocation, Intra-Entity
Enter the description you want up to 50 characters. Enter text in EACH transaction line.
That’s it. Complete the rest of the
transaction normally.
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Entering Item Text for BW
Reports--Revenue
Now we’ll show where to enter Item Text
for a “Revenue” transaction. Make sure
the appropriate radio button is active and
click on “Create Request.”
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Entering Item Text for BW
Reports--Revenue
As always, enter a “Reason Code” here.
Also, as always, enter your required
transaction data here.
Now use the scroll bar to move to the right
in the data entry screen until you see the
Line Item Text field
Page 41
Entering Item Text for BW
Reports--Revenue
Enter the description you want up to 50 characters. Enter text in EACH transaction line.
That’s it. Complete the rest of the
transaction normally.
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