Departmental User I Transcript – Part A
0000The Pennsylvania State UniversityProject SIMBASIMBA OCM TrainingFIN105Departmental User I – Part ARecordingLast Updated: DATE \@ "dddd, MMMM d, yyyy" Thursday, July 30, 2020Departmental User I – Part A RecordingContents TOC \o "1-4" \h \z \u Departmental User I Transcript – Part A PAGEREF _Toc46829977 \h 3Course Overview PAGEREF _Toc46829978 \h 3Finance Overview PAGEREF _Toc46829979 \h 6Master Data PAGEREF _Toc46829980 \h 10Daily Transactions PAGEREF _Toc46829981 \h 22Disclaimer PAGEREF _Toc46829982 \h 48Alternative Format Statement PAGEREF _Toc46829983 \h 48Statement of Non-Discrimination PAGEREF _Toc46829984 \h 48Departmental User I Transcript – Part ACourse Overview[Rick Helvey] Does anyone have a problem with being recorded? In case your Q&A or audio comes through it will be recorded. So just be aware of that. If not, then forever hold your peace.[Claudia Jung] Yep, so now we're recording.[Rick Helvey] And Tracy's in there saying their mics not working. Okay, that's, that's fine. Tracy. We can do what you just did, Q&A. [Claudia Jung] Yeah. So please feel free to type in any questions in the Q&A pod if you can't unmute yourself. Okay. Yeah, I'll now hand the course over to Rick.[Rick Helvey] Hi, good morning, folks. This is Rick Helvey. I am out in Colorado Springs, if anybody's been out this way before. We have quite a few things going on here. It's a beautiful place. We have things like the US Olympic Center... training center because of our elevation. I'm right at about 7000 feet where I live. And we had snow as late as a couple of weeks ago. So we have a little bit different topography, our snow comes down to elevation, it's not necessarily winter when it snows because we're at a higher elevation in the snow. We can see it come down to like 1000 feet or so sometimes. So anyway, all that being said, I've been working with this product for a long time. I did my original go live with when I was with Bombardier Aerospace, which was Learjet Inc. So Bombardier had high speed rail and Sea-Doo and Ski-Doo, the recreational products, but during the 80s, they started buying up some air, other aerospace companies, aircraft manufacturers, and Learjet was one of them. So we had the whole range of products that RJs and the what other white bodies which would be global Express and Challenger and we also had Lear jets. So I was in finance as a senior financial analyst, when they picked us as the guinea pig to go live on this thing called SAP. So, I'm going to talk a little bit about that this week. And actually, today to integrate this and give an understanding of what the... what you're going to be using with SIMBA in case you don't know already. I'll be talking about, you know, why SAP was picked, how it relates to SIMBA, what S/4HANA is, what Fiori is, and how it kind of all ties together and then what the benefit is for you on that. Also, this week, we're going to look at a crosswalk. So a lot of people are very interested in, in knowing what the previous codes were that you would use in your legacy system and how that relates to the new system. And we do have a crosswalk for that. So we'll, we'll talk about that on and off throughout the week. So every time it's possible, we'll try to relate your...a legacy transaction to the current transaction. I'm gonna do a lot of navigation. My preferences to not be in the deck as much talking about things but rather over showing you how things work within the system. And explain how every... what every tool on the screen is and how it could be used and how it all fits together. So be prepared for a lot of that. I just highly encourage you to ask questions. The better classes that are more engaged are the ones where people are going, hey, what about this? And what about that? And asking those questions. We've also collected those questions as a group. And we've put them into a document. And that's a growing and living document that will be shared with you by the end of... just before go live. Because we're getting continually great questions that are coming in. We're answering those... the team. When I refer to the team, there's a team that has put... been working on the SIMBA project for a long time. There are quite a few power users, or what we call super users out there that have skill in the system. Other people that are either external or internal link to the university. And they've been working with the system for a long time. So during class, we actually pose questions to them and they're waiting to support those questions and answer those. So we can get those by the end of class and definitely by the end of the week. So how this is going to go, as you probably seen on the schedule, we have about two and a half hours each day. On Friday, we have a little less time because there's an evaluation at the end that we'll give you about a half hour for, so about two hours on Friday. I do like to give everyone breaks near the end of an hour. So it might be a little bit before or a little bit after but generally speaking around that time, and I do try to keep you synched up with a class that is going to be taught later in the day. So that's the afternoon for you folks, and still in the morning for me when that starts, but there'll be some things that we do a little bit differently because I'm trying to keep synched up with that class. So it just makes it easier for me to keep track of where we are. So that's a little housekeeping stuff, be sure to, as I said, ask questions. You will not have an opportunity, just to let you know, to go wild in the system before go live. So no sandbox to practice in. So this is your opportunity. I'm going to show the transactions that we're going to do over and over, at least twice, I'll show each one, explain each piece of it. So you should be very comfortable and very familiar with it. And also, just be aware that the system really does a lot for you. There's a lot of auto population, or what we call derivation. Based on what you put in, a lot of cells will fill out with accurate information that you don't have to worry about. So we're going to talk a lot about that this week too.So Departmental User I. Now, what I've come to find out teaching this for the last three or four weeks is that not everybody is a finance person that's taking this class. So there's a lot of finance language that I use. And you know, it's... so there's a little bit of new language there, what's a debit and credit and what's a posting, what's a GL account and all that sort of thing. So I will try to make sure I keep that as, as simple as possible, or explain whenever I can, what those things are, but but this is essentially a finance class. So we are going to be using those terms and there's no way around it. So the other thing that has really been evident is that it's an... it's a new language for folks. So, as I said, we're going to talk about your old system or we're going to talk about your new system, but it really is a new language. And it's important that everybody learn that new language. And so to the degree that you can really get your good understanding of the language and how we're using it here this week, that's really going to help you going forward. As soon as everybody in the, in the network is using the using SIMBA as their, as their ERP, then everybody will be using that language, so it'll get easier and easier as time goes on. So alright, so this course is an overview of organizational structure, financial terms, master data, daily transactions, funds management, budgeting, and reporting. It is absolutely all those things. So I've got the course broken out how I like to do it. And so we're going to go over today organizational structure in master data and some financial terms, and not be in the system as much. For the remainder of the week, we'll be in the system a lot, talking about seeing how things relate and all that. So you should have taken these prerequisites. I, I took them, they were great. I think I learned a lot through that process. So hopefully you did, too. And then this will be just a review for some of that material.So, by the end of this course, you should be able to do all these things: display a GL account, that's a that's a posting, display an internal order, and we'll talk about that quite a bit this week too. Also disply a WBS, which is a work breakdown structure. Some of you may know what those are already. It's my understanding that you currently use WBS particularly in ARL. And then display a vendor, and vendors are now part of master data and they're called partners. And you might have a vendor number that is the same as a customer number and we'll talk about all that. So park a journal entry, park a non purchase order invoice, and now we've got a whole new subject called parking. And that's part of separation of duties within the system, which is one of the benefits of using this system now is is that this SAP slash S/4HANA slash SIMBA forces you to have separation of duties, and it's good practice. And so the university has adopted that practice where that may not have been the case before. And then an internal service request, which is much like an IDCC, if you're accustomed to using those, and then we'll talk about commitments and reservations which are going to be used in the Funds Management module of SAP and we'll talk about modules again today. Not again, we will talk about modules today. And then you're going to create a budget transfer and then do a budget revision. So, add and transfer monies between cost centers, and then run FI and FM reports. What's an FI and what's an FM? We'll talk about that this morning.So finance overview. We've got some terminology here. Company code, controlling area, and Funds Management Area. These are all part of your organizational structure. And this will be the first time that we see that there's information embedded in the system that you don't really need to know. Because as you can see, this company code, the controlling area, and the funds management area will point out that company code is also a number 1855. So we took the opening date of the university, and we made it a code. And now it is a code, and for numerous things throughout the system that doesn't need to be remembered ever. Because even if you forgot it somehow, what's what's the starting date, then you'll see it everywhere in every transaction, and then the few transactions where you actually have to type it in. There's also a match code which allow you to look it up. So, making it as easy as possible for you. So a company code is an independent accounting unit, and takes care of the legal requirements of the balance sheet and statement of income. And for a cash flow report for reporting purposes. And then to the controlling area handles the organization's independent cost accounting operations. So that's the CO side of it. If you're, if you recall, through your training, that there was something called FICO, for FICO, as it's sometimes called, the FI side is the reporting side and the CO side is the cost accounting side which allocates and assesses costs across divisions. So it gets in the right buckets. And then the funds management area, that's where your revenues come in. And it's the overall budgeting operation and actual expenditures are handled through that funds management area. And so those are all 3 1855. And then the business area, you might make a note of this, has its own... each business area has its own code. And so it'll be a four digit code that represents admin areas, colleges, campuses, smaller units within the university.Next step for terminology: a funded program, use for detailed budgeting and expenditure control. So we'll talk about that a little bit later in the week. See what those funded programs look like, look at some examples of those. It's for a discrete group of activities. And then a commitment item is a budget classification of revenues and expenditures. So this is used a lot within the system, and it has a one to one relationship with a GL account. And what does that mean? That means that whatever the GL Account Number is, the commitment item number will be that same number. And then, so when we go through the transactions that we're going to go through, you'll see that you have to put in maybe five or six fields have to be completed, some of the header section, some of the detailed section, we'll put in GL account, we'll put in a cost center, and then the commitment item and the fund center will auto populate based on that, and the fund will too, for that matter. So we'll talk about how that auto population works throughout the class, so you'll be very familiar with that by the end. And then a fund center is the organizational areas of responsibility for budget monitoring and reporting. The fund is the lowest level source of funding and required for budgeting and monitoring. So a few definitions. I think we have one more page of terminology. So a functional area is, and just to remind you that, you know, you probably have this deck, I think was emailed to you. So this is yours to refer back to. So if you're ever confused on any of this, this is a good document to to refer back to. And in a minute, I'll be talking about how you can really have a different look at the exercises that we're going to do. And because there are simulations in the resource area, so we'll talk about that in just a minute. But just know that you can refer back to this and so some of these definitions like well what's that? I'm going to help make that tangible because when we go through the exercises, we're going to talk about each of these groups and what it means and how it fits together. So I wouldn't be too concerned with that right now. So a functional area is used to classify budget actual data by function. And then the grant, there's a separate class for grant. And we do touch on it a little bit here. It's used to maintain details such as terms and conditions of funding. And then we have a separate module. This SAP program is broken up into different modules and, and new modules are being added, it seems like all the time, because there's new functionality that's needed. In this case, there's a budget and planning tool that's out there that will support the complete budget development lifecycle. And it has public sector specific functionality, which is...which is great. And we'll talk about that a little bit more in a minute. And then Shop OnLion, which you're probably familiar with, that facilitates the procurement of goods and manages business processes. So that's one side, that's a module that's being used by the university. There's also a vendor portal that supports the vendors now. So everyone who provides goods and services to the university is now called a partner. And they'll... they... if they've done any work within the last two years and gotten paid for that work, no matter what it is, they've been contacted and asked, and asked to go through the process of signing up for the vendor portal, and now they're going to do all their transactions through that portal. So the Shop OnLion is the university side of that. So that's where there is helping facilitate the purchase of those goods and services. And we've got a poll already. Are you ready for that, Claudia?[Claudia Jung] Yep, I just launched it.[Rick Helvey] Thank you. So what we are asking is that somewhere between 70 and 80% of participation on the poll before we shut it down, and then we'll go through the questions. These will be the same sort of questions you'll see on the assessment on Friday. All right, well we've got a pretty good group. Let's see how we did. A lot of people answered controlling area on the top one. Oh you'll get...you'll get used to these questions.Okay. All right, so everybody did well on the third one. Okay, so stop share results. Let's just talk about these for a minute. So external statutory reporting is accomplished on the company code level. It wouldn't be the controlling area, because that's cost accounting. And then for SBP, because that's the budget planning. And funds management is the revenue side. So the statutory reporting is done on the company code level. And this was a little bit tricky, because I was, I was telling you all, everything's going to be 1855. But the business areas are not, you'll have your own business area number, and we'll see what that looks like in the system. I like to personally do a lot of answered questions systematically. So even if I don't know the answer to whatever question that comes up, if I know we can go in the system and look for that, I will show you that. And I think that's an important process for y'all to see. So that's why I do that. And then if you want to analyze financials, it's going to be at the business area level.Finance OverviewSo finance overview. Before we get into that, I think I'll just show this screen. I just want to talk to you a little bit about SAP. This may be review for some of you, some people look up SAP and they, you know, you get caught up in the cycles of you know, some of the implementations that have gone wrong and some of the things that have happened with it over the years, and I've got a question coming in. Talk a little bit louder? Anybody else having trouble hearing? Claudia how's my audio?[Claudia Jung] I think it sounds okay. But I just put my volume like pretty high.[Rick Helvey] Okay. So is it is it different from last week at all?[Claudia Jung] No, I feel like it's almost the same, like you're not breaking up or anything. Okay, Tracy said, "My volume is up all the way." Yeah, that's strange because like my volume was probably like, a little more than half.[Rick Helvey] Mm hmm. And, Tracy, do you have headphones or some other thing you could plug in? I don't know what kind of setup you have. Are you using a university laptop? And Susan's weighing in that she can hear me okay. I, yeah, I don't...Yeah, I can I can talk certainly in the classroom, I can boom it out. But and maybe that's a way to keep people awake. Right. But, yeah, so everybody's having their volume up. I'm wondering if... just give me a minute. Let me see if I can boost my volume. I haven't had that request before but... my mic...Yeah, there didn't seem to be a way to boost that here. Let me try one more thing.Yeah, I'm sorry, Tracy, I will... I will try to talk a little bit louder and see if that's helpful for you. Sorry. Okay, you got it figured it out. Good. Okay, thanks. All right, let's move on. So what is SAP? Why is the university using it? How widespread is it used? And let's answer all those questions. So SAP started in 1972 when there were five IBM software engineers that worked on mainframes that were put on a project where they could....and it was specific to manufacturing because they, you know, companies wanted to have manufacturing control. And, you know, through computer programming, which was kind of newer at that time, right, mainframes were used for a lot of different things. But that was a little bit newer, and the hardware had gotten to the point where it could be used in an... in a distributed network. So they were put on this project where they were supposed to use a distributed network, which means a server with a backup server that would run a program where they could do manufacturing control systematically, and then the project was cancelled. They thought it was such a great idea that they went off and started their own company with very little resources, they rented equipment, they rented some space and launched into this and then have been growing ever since. So now 76% of revenue transactions worldwide hit a...hit a SAP box. All the fortune 100 companies are on SAP. And it's got dominant market share more than double its nearest competitor, which is Oracle, which is a US company. So it's a German company. It's also the largest company in Germany, bigger than Volkswagen. And so it's a big player out there. So you know why? So how is it progressed over the years? Over the years, different modules have been added in. At first they just needed the manufacturing production planning and ordering MRP type of modules but as time went on, they added in finance and, and every other module imaginable. And then they also started working on specific flavors of it, if you will, for verticals which would be like oil and gas, and in energy production and transmission. And so every one of those now has its retail has its own particular flavor of SAP that to use. So the underlying system that we're using here is SAP. In 2015, they decided they needed a new graphical user interface. And so... and then they needed... they worked on some other things to speed up the access to the information, and they... so they use something called in memory and they change some tables and that sort of things to make, to make everything work much much quicker. So, that was called S/4 HANA. So that was interesting. In 2015, and now the company, a little while ago said, oh, we're going to...So that base system that's being used started in 1970, started being called R1. Then it was called R2 and R3. And now it's called ECC. So enterprise central component. So, SAP said, oh, by 2025, we're now no longer going to support enterprise central component. They want everybody to migrate on to S/4 HANA. And I don't see that being the case. It'll probably be maybe 2030. Because there are so many millions of users worldwide that use ECC, have it configured and tweaked and worked just for them...just well for them and they want... everybody wants to continue using it the way it is. So why that may not happen is because of security. So one of the big benefits of using a system like this is that it's very secure, because it's all built into the system. And it's more and more necessary as time goes on, because now you have all these portals into the system. So the thinking up through the 1990s was, oh, we can have our information secure if we lock our servers in a room and then only... the only connections to it that work are in the within the university, for instance. But that's no longer the case, because there's all these people have access to it, like I do, through VPN, from external systems, and there's lots of ways for it to get hacked. Now we've also got the vendor system. There's just lots of ways to get into the system. So it has to be secure. So the...the reason people are now more comfortable with using the cloud computing like Oracle and Infosys and SAP is because they can afford to hire the top 2 or 3% of security experts worldwide to make sure the system stays stays secure. So one of the... one of the things we're going to talk about this week a little bit is security with SAP. And the two things that I really like to talk about with SAP, and I'll come back to this time and time again, is a visibility and accountability. So, you know, SAP is very well known for its reporting capabilities. We're going to see a lot of those reports this week. And then we're also going to talk about how that gives you visibility into your business and provides as much detail as you could possibly ever want. So that's visibility and then the accountability piece of it is now that it's visible, you can also be accountable. I've been through... this is my 15th implementation. And invariably, cost center managers, for instance, have now feel the scrutiny of having their bosses being able to look or financial analysts or business analysts being able to look at their data in real time. And, you know, know, oh, it looks like you're overrun running budget. What are you going to do about that? Where whereas before that might not have been a factor. In fact, was not a factor when, when I was... before SAP, working with LearJet, I was tasked with, you know, tracking down costs. And and, you know, we, we had a homegrown system that the controller written to that ran the organization, and you know, it worked okay, but there was very little detail. With SAP, there was immediately a lot of detail. And we were able to use that information to, to become more profitable because we were doing a better job at selling what was profitable instead of selling what was not profitable as an example. So, that's a little background on the SAP piece. I think that's kind of important to know that, you know, it runs all the big, you know, lots of big, big businesses, most all of the Fortune 100 companies, the US military, the Army's on it, the country of Australia, their supply chain management is SAP. And so universities and then lots of smaller governmental entities, and it also works all the way down to the small business level. So it's, it's, it has widespread use. So, that being said, let's talk a little bit about the modules in SAP and this, these aren't all of them, there's and as I said, a growing number, there's probably 25 or 30 modules. They all integrate. In other words, if something that happens with a journal entry posting in the GL here in the FI, or financial accounting piece... If it affects something in a different module, for instance, supply chain, then that'll be reflected there in real time. So it all integrates together, all works together, and works very well that way. So General Accounting is GL. Accounts payable AP, shouldn't be any surprise. And accounts receivable is an integral part of Grants Management. So that's part of the revenue side of it. And then asset accounting manages assets from acquisition through retirement, just as you would expect it to be calculating depreciation, interest and other values, amortizations, those sort of things. And then there's Treasury and banking, bank accounting. So, of all those modules... when organizations buy SAP, you don't necessarily buy every module. So sometimes, oh, you know, we really need this production planning. But we don't need this asset management piece. And so you can pick and choose the modules. They're easily added in, but there's always configuration with this. So and we'll talk about that as we get into the system a little bit later today and during the week. And then the controlling module captures the university's flow of revenue and expenses. Again, now everybody on this call may not know what cost accounting is, but this is how we manage costs and making sure, and actually revenues too, making sure they get into the right buckets. This is how we control spend on the lower level. So the ones we're going to be talking about are cost centers. They're all called cost objects, cost centers into internal orders and WBS elements. And oh, that's right here on this page. I was, I was just talking about it. But yeah, it's here on this page, call centers collect costs and revenues by department. And then we've got more jobs. So internal orders. We'll see in systematically what those are. Those are actually a lot of scholarships, lots and lots of scholarships as I noticed in the system, because we have pretty good data in this system currently. So those internal orders, again, revenue and cost collection for a programmer job. And then the WBS elements are for larger capital projects and also the applied or advanced research laboratory uses a lot of WBS elements. And then the next module is funds management and that provides for funds accounting, so we know where the funds are being spent. So we have them set up and we know where there's funds being spent through funded programs, commitment items, and functional areas. And then budget controls. So we have this thing, we're going to do a report towards the end of the week called availability control, and that puts limits on the commitments in the spending of funds so that if you try to, for instance, charge to a cost center, you may be restricted, you'll get an error message that says, you've already consumed all the budget on that cost center, pick another cost center. So we'll talk about that. And then budget execution. Funds management supports that, including reporting and monitoring. So whatever your reporting requirements are for what you do now, you... it will be easier going forward. Not only does the SAP system, which I'm going to refer to as SIMBA, have lots of lots of reports that can be tuned and tweaked, but on top of that, there's another report called... reporting system called business objects, which is a business intelligence tool, which you can grab data from SIMBA and from spreadsheets and other unrelated sources, and it combines it together into reports that would be exactly what your constituents are looking for. And then budget basis reporting, and that's the module for public sector, budgetary and financial reporting. Again, reporting is pretty well handled. And we'll see how that works towards the end of the week. Although what I like to do when I'm showing exercises is sometimes I'll go, hey, you see this figure here, let's go look and see what it looks like within this other report. So I will be covering some of Friday's activities throughout the week and jumping back and forth into those reports, just to make sure that everybody has a good understanding of how it all fits together. And then grants management is a separate class that some of you may have taken already. It's designed to provide institutions of higher education with an integrated tool and helps you differentiate between allowable and unallowable costs for instance, bill and record sponsor amounts and record the... record and report all costs and revenues. So, just a nice tool to help us with all those practices and processes. Alright, so organizational structure. We see at the top, the client's called SIMBA and then the company code controlling area and funds management area are all going to be 1855. And then underneath those are business areas which will have their own codes. And we've got a second poll already. If you can roll that, Claudia, I'd appreciate it. [Claudia Jung] Yep.[Rick Helvey] All right, so a large number of people have gone in so I'm going to end the poll. Alright almost even on the first question. Let's just go through the questions. So controlling tracks revenue and expenses by department. And that's, that's true. CO. That's the CO piece of FICO. And then external reporting is done through financial accounting, correct. And then you can view your budget and actual spend in the Funds Management module. Yep. That's how that works.Master DataAlright, the next section is going to be on master data. So but before we get to that, I do want to show you where your resources are. So I'm going to jump over to system. So I have SIMBA up already. And this is what it looks like. Now, I've got absolutely everything that's available in the system. So every tile that is going to be used, and I didn't really explain the tiles, so let me do that right now. So all these tiles and you, you saw these in the courses that you took already, but all these tiles will bring you into a transaction, like this one display FI document was traditionally called FB03. It also had a name but the... what the new the language that we use when we're using this as I'm going to run FB03 and go look at that, it's just easier to call it that. Those could be set up as your as your favorites, you have the option to do that as well. So for instance, nearly every transaction we're going to be using this week is here in my home. And they're all set up as tiles. And I would just click on that tile to launch that transaction. So we're going to, again, we're going to spend a lot of time in here, most of our time in here in this week running these transactions. And then for your information, and you're probably familiar with this page. It's the SIMBA page and it has about and news, training, what are some of the guidelines on cutover. So all the information that you would want would be here. And then under Resources, we've got simulations, I mentioned those briefly before. So there are recordings made and being made for the transactions that we're going through this week, that you'll be able to go in and look at. So on day one, like, I don't remember how to do that journal entry, you can go through and have that simulation, you know, it even has pop ups, which describe what goes in each cell. So that'll be available for you. And then there's also hands on guides. And then there are some other workbooks, like we've got revenue and expense, the GL accounts here, an entire new chart of accounts has been created. So we'll talk about that this week as well. The GL accounts here. So we've got a workbook for instance, that'll give us all of our business areas. And then we've got this crosswalk that we're going to be using throughout the week to link IBIS to SIMBA in your mind, so you know that an IDCC is going to be the same thing as an ISR. So part of the new language, and then documents status types, financial concepts and internal order types. So we have supporting documentation for all this. And then funds management, what are earmarked funds, so there'll be an entire list of that in a Word document. And then cash is not part of this class, but this internal service request is, so there'll be some information on that, a glossary of terms and training course terms and definitions. So lots of great information out on this page. You will see, as we go through the exercises that some of these, that you may think that oh, I'll absolutely need to know all the business areas or download this to see what my business area is. Almost all that information is what's called master data, which is the next section that we're going to get into. And I'm going to show you how the system provides that information for you. So it's easy to look things up. It also automates a lot... of a lot. So as I said earlier, as you put in information and then when you go to validate, you can hit the enter key, and it'll auto populate other cells. And then also there's memory in it. So if you've typed in your business area in a business area field once, the next time you go to that transaction and start typing, or you can hit the spacebar, and it will populate your business area. In addition, through the role mapping process, let's just talk about that for a minute. Through the role mapping process, on many of the transactions, you'll only be able to see your information. So instead of, you know, I've got it wide open, so I've got everything, right. But what you'll see when you go in and are looking for specific information, is only information from your area. So role mapping, why is that important? And what does that do? Well, that's how we determine what you can and cannot see and do within the system. So for instance, if you're in the Advanced Research Laboratory, and you're making an ISR request, which would be like IDCC, so that would be an interdepartmental request for goods or services from, let's say athletics for some reason, or our research department, and if you tried to do a journal entry that hit their cost center, then you would not be able to because you can't apply to their cost center. This is actually a real life scenario because I've been discovering it... It's amazing what you can discover sometimes I'm working on projects like this, but what I discovered was that oh, people would just do a journal entry against my cost center, and I'd have to go call them go, what is that for? None of that happens within SIMBA. That just, we've got... now we've got accountability. We've got separation of duties, we've got levels of approval for almost every activity. So we're going to talk about that a lot this week. That's part of this parking process. I'm going to make a journal entry. Okay. Well, that means you're going to either park it, do the next level, which is save as completed and that'll put it into workflow and send it through the approval process. Or that's it. You can't create your own journal entry and post it now within the system. The system won't allow it. Okay, so, or if for some reason you were able to that would be, that would be an error. So, one thing if, if anything, SIMBA and the SAP system is it's very auditable. And I'll show you some of the reasons for that later. There's this validation that takes place that makes sure that data is accurate, and then also the ability to attach documents to other, to other documents. So if we have backup for anything, it can be attached to that document. I could come in 10 years from now, look that up, and look at that attachment. And it just makes it easy to do the audits. So alright, so all that being said, it is 25 after the hour already. Let's take a little break and then come back at about 5...25 till the hour and continue on with the next section.And Claudia, I guess, what are we supposed to do during breaks? Do you pause the video? Or just let it go? [Claudia Jung] Ah, I think I can just let it go until like the end of this class. [Rick Helvey] Okay, you know, I could always take it in and cut it up because I do video editing and stuff. And I cut the breaks out of it. I guess... that's...I guess I'll ask Amanda, maybe what I should do. All right, we're back. So this next section's on master data. So let's talk about master data and the importance of that. It's core data used as a base for transactions. We'll see that in the system shortly. It include things like partners, which are vendors and customers, Chart of Accounts, funding sources, material, and more. And master data design for SIMBA ensures full integration across all modules. So a vendor in one module is a vendor in another module, and that's how it's supposed to work. And then master data for this course are GL accounts, commitment items, funds centers, cost centers, interal orders, vendors, customers. So we're going to look at a lot of different master data. The nice part about master data is, generally speaking, in almost every case, it's easily searched within the system. So you... it's not something... it's either easily searched for if it's a field that you're going to be completing, or it's auto populated by the system based on the fields that you completed. So really, really a kind of an important feature making things easy for you once you get into the system. So the GL accounts replaced the object code in IBIS for commitment items like revenue and expenses. And they are contained in a chart of accounts listing. And depending on the module, the GL account is represented as a cost element or a commitment item for funds management or sponsored class for grants management. Let me flip over to this page. This is a document that I mentioned before, where we it's a training support document. People ask me when I show this, if they can get a copy of it and yes, we will make a copy available for you. We are...but it's continuously being updated. So we don't want to share too with you too soon. So this is specific to this class and finance overview and master data. SIMBA has some new concepts and processes that are quite different from IBIS. So the Chart of Accounts has been redesigned to become more modern and aligned with university processes and SIMBA processes. And then vendor management is all new now. So they... they're needed to assure that there's correct and accurate data across the university and the chart of accounts for IBIS was limited and had to be redesigned. So, and so this section is on Chart of Accounts redesign. So this new chart of accounts incorporates concepts, concept of cost objects, and there's three of them within the system. And then, that I've already mentioned, cost centers, funds centers, internal orders or funded programs, responsive programs and the work breakdown structure. And so, cost centers are permanent. Cost collectors, internal orders, and WBS are non, non- permanent. So, internal orders are used for more temporary operational spending and are also used for all sponsored contracts. For general fund operations, internal orders are used to track spending allocated for specific purposes, like faculty startup and professional development. And I would say some capital projects. Capital projects are really, WBS elements are used for that instead. Highlight this. So internal orders and WBS are associated to a cost center. We call this the responsible cost center. So what does that look like in the system? Well, let's go look.And I'm going to show some navigation a little bit later for, for this within the SIMBA system. But, so what I'm looking for here is this cost objects dashboard. And we'll get back into this later in the week. It's just a good tool to show you what, how things look, how those cost objects are related to each other. So I thought we would jump in and look at it. So I'm going to put it in a business area. 5200 is the corporate controller operation. There's no other required fields here. And as we can see, I'm going to open this up. And then we'll open this up a little bit more. So here is an area where we've got some cost centers and an internal order that's related to that. And here's the fund that's related to that as well. So we've, we've got, for instance, this cost center and there's no distinguishing between these, the names on these. Maybe I'll look at the office instead here. I think is has a little bit better description. Okay, can everybody see my whole screen? I know I need to increase the size a little bit. Okay. All right. So the, we've got the... and we can modify all this, we can modify the top header section here to have other filters or remove filters. That's easy to do. And then we can also modify what we see down here below. This just happens to be a report that you can't drill down on. But most of the reports that we're going to look at this week, you can drill down, just if I wanted to look at that internal order, I would double click on that, and it would take me right into the detail for that internal order. So lots of the reports we're going to use, you can do that with. So this tells me that we've got this cost center. I see, so these are... this is in the wrong place, I'm going to just move that over...it didn't move. So the cost center is this 5200. And then we have an internal order or several internal orders that are underneath that. So part of what that document was that I was showing you, says that you need to charge to the lowest level cost object possible. So in this case, we have an internal order here. So if we had a activity reward fund or key deposit, they would be charged to these internal orders, which and then would roll up to these, this one particular cost center. Okay. So just some visibility that's... I like to try to make things tangible. This, this is what that looks like within the system. So I'm going to go back to this briefly. As it says right here, always post to the lowest level. SIMBA does not have a function like CRFN, where you can decide later to move a cost from one cost object to another. If you post to a cost center, but the expense should have been in an internal order, you need to do a journal entry to correct the error in posting. So this is how that works different from your legacy program. Let's do this. Okay. And then just one more comment here, and then we'll go back to the master data section. So a not relevant funded program is not quite understood by many. Basically if the funded program is not relevant, it means you're looking at the cost center only. So that means there's no other cost object besides the cost center in that case. Okay, and we don't need to get into vendor maintenance yet. Alright, so let's go back to the deck... GL account. Here's the structure for Chart of Accounts. There's only one chart of accounts and it's 1855. So easy to remember. And that lists all the GL Account master records. And then the account categories... are categorized into and start with a numbering. So there's some smart numbering there in that all assets are going to start with ones. What we're looking at a lot this week are expenditures. So we'll be looking at the five series GL accounts quite a bit. That's mostly what we're going to look at. And this is kind of important to remember, and I'll review this again once we get in the system, there's eight digits in an account number. Okay, so it's kind of easy to tell when you see an eight digit number that starts with a five, that's going to be an expenditure. And then, this is the derivation. And this automates. And I've already spoken a little bit about this, but as you put in information, you'll put in, you know very specific amounts of information, usually four to six or seven lines or fields need to be completed for each transaction. And then once you validate that, it will auto populate. So when you put in a GL account, a cost element, commitment item, and a sponsored class are all auto populated. And then, same with a cost center, there's even more, there's five cells that are populated. And then within internal order or WBS, there are even more cells that are auto populated when you put in that number. So this helps make sure that what you put in is accurate, it reduces the need to put in additional fields. So you're going to put in the minimum number of fields and then the system's going to take over from there and auto populate the other fields. So that it ensures data accuracy. So one thing that we really want in the system and it's designed for, is to make sure that it's done right the first time. So the information you put in will be accurate. All right. So then an internal order master, this is what the screen will look like. We'll talk about this at some length when we get here. But an internal order is a master data element that collects costs and revenues. And they're used for special projects. We'll see in the system, a lot of scholarships and things like that, endowments, grants and more will be internal orders. And then they're grouped by order types. So anything that you really want to track on a more detailed level, you're going to have an internal order for and they are grouped by order types. So depending on ordered type, you'll, the system behaves a little bit differently. So we'll get, we'll get to that when we get into the system. And then a fund center master is, is here. And as it says, an internal order is a master data element within funds centers or funds... the funds management piece and that helps track budget and the funds center cost center have the same numbering sequence. So when you complete a cost center field and validate your cost, your fund center will fill out with that same number. And funds centers are assigned to a fund and a business area. So a lower level way to track your information. And that's what the master data looks like. So, vendor master data contains all the relevant information for invoicing. So general data like address and bank details, payment methods, account numbers, the currency, I see that there's some stuff getting purchased from Germany. So there is some non-domestic transactions going on. So the currency, Incoterms, roles and vendor tax data, that's all within the vendor master. So the question I got initially, I think, in week one is like, well, if, if we find a mistake, can we modify the master data? And the answer's no, there's a vendor administration group that does the master data governance. So that's, that's a big deal now, having very accurate data. And so you have an entire group that has specific guidelines for making sure that all the information in the system, all the master data information is accurate. And then supplier self service, there's three components. There's a registration form, which we're going to look at. And then approved vendors may use this supplier self service portal. And so we're going to, we don't actually have access to that, that's still, I think, being set up. But as of July 6, that's what they will use for all their activity to provide goods and services to the university. And then bidders may participate in RFQs, prices, information on auction events, through that. So let's just go look so you know what the vendors are going to be doing. I'm going to copy that URL. Okay. So, they've got a long list of questions to answer. And so, who's going to be a vendor? If you do a one time reimbursement to speaker or honorarium or your pay for an honorarium or you reimburse a student for some activity, they're all going to be vendors. At this point with the new system, they're all going to be vendors, the only ones that don't need to go through this process are the ones that are being reimbursed through the PCard. Okay, so that I think that's a big change for you all. So I just want you to be aware of that. Again, if anybody's had a transaction in the last two years, they've already been contracted, but anyone new that needs to be reimbursed or paid in any way as a vendor will need to go through this process. So and then down in this section, full business, legal name, you need to know who they are, and then a remittance address. So if it's the same, if your business address, physical location are the same, you can click on these and have them autofill. Let me go back. And then contact, personal information... Sorry I'm starting to flip around so much...I'm showing the vendor form. Okay.[Claudia Jung] Yeah, Rick. We're seeing your PowerPoint.[Rick Helvey] My apologies. Yep. I keep saying oh, I'm going to check every time I do that but. Okay, so back here again, we're in the supplier registration page and then they've got some questions to answer at the top. They'll come in here, business name, we've got the addresses here. Okay. And then we've got the contact person. If there's a red asterisk, that means that's a required field. As you can see, they're all required fields. There's no breaks there. And then what type of organization it is, the tax ID numbers, and then profile for I'm sure for other purposes that we want to identify the vendors. Also classifications down here ... are they small disadvantaged businesses or minority owned, do they have an ADA certification, for instance? So all that information would be listed here as well. So it's pretty comprehensive. But you know, it probably, I would say, take 20 minutes or so to go through this process. And so, are there any conflicts of interest? So, very thorough. Tracy: "So basically, for working with instructors for professional services, we should reach out to them to make sure that were contacted and they filled out and returned the info?" Yeah, if, if you like. If they've been paid in the last two years, they've already been contacted, but you can certainly confirm that, and if they haven't, then you would give them this link and say you need to go do this in order to get paid. Absolutely. Okay. So that's that page, I think we have a section here in our support document as well on vendors. And I'm not going to go through every bit of this, a lot of it will be reiterated within the system. So like July 6, it'll be implemented and open so they should know. And then departments do not have to notify vendors to register because they've been notified already. And then down here indicates that the PCard is the only way to get paid without having registered as a vendor. And then people are asking, if the vendor does not have the ability to access the supplier self service like if they don't use the internet, for instance, can we enter that? Nope, that all goes through vendor administration. And then, as I mentioned, if I'm paying a speaker as an individual, do they have to be registered as a vendor? Yes. It's just, you know, it's just straightforward. It's that simple. I think it's gonna be a pain, because people aren't accustomed to having to do that. But it's going to help us keep track of what's happening out there. And paying these things. We're going to go through and enter a non-PO invoice for a vendor. So you'll see how that process works, but it's just how it has to work. And then is vendor registration real time and the answer is no, because it has to go through an approval process. And then do all vendor applications go through the purchasing department only? And the answer is, yes, they go through a central inbox monitored and managed by the vendor admin team. And if they need to update their information, the vendors, then they would go through that same... there's actually a portal where they can go in and access and update that information on their own. Okay, I think that's it for that document today. Go back to...alright. And then Supplier Lifecycle Management is a separate module. And that's where master data records will be created and maintained. And that's what it looks like, that's the vendor admin folks that will be using that. Alright, so we've got a couple exercises here and demonstrations that we're going to do, so let's launch into that. So we're going to display a vendor and an internal order, display a funds center and GL account. So let's start out with that first one. As you can see, we have a lot of exercises lined up this week. So this is how I do the exercises. You've got this, you can follow this straight forward, this will be what you'll see in this simulation as wel. You can just go through this process. What I do is show you every part of the screen and kind of explain how everything works. So I'm doing a deeper dive on these exercises, then what you'll see here, and I'm hoping you're comfortable with that, I think it's beneficial. So that's why I do that. So the scenario here is you're creating an invoice for a vendor and want to validate the address of that vendor. So just simply, we're going to go in and look that up, and that Fiori tile is display business partner. So again, vendors and customers are all called partners. So I had already gone into this transaction, and I need to get out so I can do a couple of different things here. I can click on the home or I can click on back. I can go click on home, it brings me back to the tile area, my home. Then I want to look at display business partner. I can open that up. So I always am going to want to look at the screen and see what's on the screen. So here we've got something that's called a locator. And that's on and off and it'll also be called a tree. And there's also a different term for it that I'll think of in a second, but it just allows for that transaction for you to see some of the information. This gives you a little bit of... gives you a few tools for searching for things. We're going to search for it a different way. And then that can be toggled. So that's... I just toggled that off to give me a little more real estate here. And then we've got another button here that says open BP. That's if we're in a vendor master record already, which we will be, and we want to look at a different one. And I'll show you that process and what this button really does. And then we've got a settings button, and that allows you to change the settings. That's more advanced stuff, if you want to tweak how it looks and how it operates. You can do that through the settings. That's not something that we're going to do probably this week at all. And generally speaking, I would say that the settings are, are set up for maximum functionality, so you should use it as it is and not make any changes there. And then there's more pulldown, you can see if it has that little triangle, there's pull downs, and you can do other things, that changes a little bit for every transaction you're in. In other words, in this case, we've got two different pull downs up here at the top that are different for this transaction than then would be for other ones. And then this extras environment, these are all standard and they'll be in every single transaction. So usually the top two or three will have some changes. And then these are going to be standard and they will always be there. Are they things that you really need to go in and modify? Probably not. From what I can tell, the system's pretty well set up to... for you in terms of it being in US dollars, and having the numbering conventions, and date conventions all be specific to the university and what you're going to use. So you really do have everything in place already. All right, so now we have... the other things on the screen are an exit button over here, and then an ENTER button here. Typically enter is the same as Enter on your keyboard. So you can always progress by hitting that enter. But in this case, we don't have any information. Can somebody type in the Q&A a vendor that they use? You can see that when I click in this field, I get this over here, which is called a match code. It may also look like a magnifying glass, it does the exact same thing. So we've got Q&A here, colonial printing, I think Dee was in here first. Thanks, Tracy. Thanks Dee. VWR, what's that stand for? We'll find out. So, we can use this and now we've got master data that we're looking at. And so I'm going to do a search. Anytime you get to a screen like this as a dialog box for a match code, it's going to give you some options. Here we can see... we can search by, I'm going to say 15 different fields, ways to search, partners by relationship, by customer numbers, lots of different ways to search, alright. I'm going to leave it on general because that kind of works well for me. And then, what did we say in here... Karen was asking earlier if there's any recorded sessions. Nope. We're starting to record this week. And Karen, your son went to UCCS. So you made it out here to visit. That's good. I'm just looking through this. What was it, VWR? Okay. I didn't think anybody came from out of town to go to UCCS. It's a pretty small school. University of Colorado, Colorado Springs, our big one is in Boulder. That's our big university that everybody kind of knows about, Colorado State University. All right, so I'm going to search by name, last name. So what I did here was I put an asterisk, in case there's something before the VRW, and then in case or something after the VRW, I'm going to put an asterick after too and see if we can do a find. And there's no partner so I'll need the full name of VRW. That's an acronym, it looks like. I'm also trying this field. Of course we do have Colorado College in the Air Force Academy, is like my son...Both sons go to high school and the only public high school is on a military base. So they go to high school on the Air Force Academy campus, which is just gorgeous, very beautiful place. Alright, so I didn't get an answer on that. So I'm going to look for one that I know is out there. JPL. And that gives us three options. So I can highlight, I can double click, or I can highlight and copy. And that's going to show us, bring us into this other screen. So now we've got a lot of detail. So one of the frustrations that people have with this, with SAP, is that there's so many fields, why can't I only see the fields that I need to do my job. And that's just because the process of configuring to eliminate fields that you won't use is just too cumbersome. And then anytime you do custom configuration, it, it has to be redone the next time there's an update. Those updates are very important, updates and upgrades because they provide additional you know, new security features each and every time. So to keep the system secure, it has to be updated. Number one, and then every time you configure, you are causing lots of headaches for the next time you upgrade, even if it works, it's going to be challenging. So in, in practice, companies that were implementing during the 70s and 80s said, oh, we've got this, I've heard good things about this SAP system or this Oracle system, let's implement this. And they should make it work like our business works. We want it to tailor it to our business. And that got so expensive that that thinking very quickly went away. And people thought, now that what you do is you make your business or your organization work, like the system works. And that's a lot, saves a lot of money and headaches and because that configuration is really hard to maintain. Alright, so all that being said, now we can see that we've got a business partner selected here. Let's look at this again. We've got a locator on and off so I can toggle that on and off. And that just gives me a way to search. Open business partner, as I said, now that we're in a partner here, looking at this vendor master, if I wanted to look at another one, I would simply click that. Next, if you look up here, this says display organization. That means I'm in display mode. I can't make any changes here, which I wouldn't want to anyway because I'm not part of the vendor administration group. So here, this allows you to switch between display and change. So if I click on that, now I'm in change mode, and I can make modifications, although I know I shouldn't. So I'm going to take that off. And then you've got relationships here. If you've got a business partner, for instance, a university, what's a better example... You probably use organizations like Microsoft, or Dell, or HP, and they'll have a head office, but then they'll have other subsidiary operations, those relationships would be shown here. And then settings, we don't need to modify that, I will show you what it looks like. And that's just a couple of changes on how you want things to work. And then this is going to be very important for everyone here. There's two things under this services for objects, they're always going to be available. And one is this create attachment. And it's not showing up here. As you can see, it's grayed out because we're in display and not change. We could go back to change and then have... be able to create an attachment. But we're going to do that later. So no concerns there. So that's the first one, is that you can have an attachment, a note, or an external document. So if you have a contract with this vendor, it would be attached here. 10 years from now, I could come back and look for that contract, and I would find it right here. So that's the first important thing. Second important thing is this workflow. So we're gonna look at this with some other transactions where it makes more sense, but this will tell you who created this vendor master record. And then if it was modified afterwards, who modified that and when, to the minute of when that was modified and by whom. So that's one of those ways that we keep the system secure. There is your visibility, there is your accountability. All right. We also have... so this is the header section here, it just has who's our partner, we've got a pulldown here that we're going to use in a minute. And that shows us four different levels of of the roles for our partner. And then we also have address information here in the tabs below. So this would be to the detail section and we see that we've got JPL in Harrisburg. We've got an address overview here. These validity dates, I'm a little surprised, that's usually January 1, 1950, but then that's typical validity date. And then if there was a change, then that would go here. And there would be a new date there. And then there's some of these tabs don't really have any information on them. They may at some point, but they don't as yet. And then your payment transactions here, you would have all the details for transactions for this vendor. And then status, additional texts, and tech ID. So those are all the tabs for this particular vendor. All right, so back on the exercise...navigate through the tabs, what city, it's in Harrisburg and then we're going to change the role to by vendor. So and then choose the company code and see what the reconciliation account is. So let's do that. So the process is that, as you can see the screen flipped. And we have a little bit of changes here and one of the changes here is now this company code is available as a button. So and then when I click on that code, we can see we have a whole new menu here, so the header section has expanded with this company code information. And then down here, under account management, we've got the reconciliation account, which is, I think always going to be this accounts payable recon account. And then we have some additional tabs. We've got the terms here. Any correspondence, status, withholding tax, all that type of information. So someone has gone through and set all these up. So something that's new for ya'll, it's my understanding that you're just gonna be thrilled with, believe me, is that, you know, how... I don't know how many vendors you all have, but I'm sure there's thousands of them. Did somebody come in here and type all this stuff into the screen? Of course not. No, they put in an upload template, uploaded it and it's done. So we're going to...We have, I think four transactions this week that we use upload templates for. Once you get accustomed that and setting those up, it's just gonna be thrilling because you can get a lot of work done in a short period of time. If there's one element that you mistype into it, or if you have something wrong, it'll automatically kick out, but it'll tell you where to go fix it. And then once you fix it, you can upload it. It's, it's really a great tool. I've been using it since I started using SAP a long, long time ago. It just... just works great. Right and then... So that's it for that transaction. So I'm going to exit this transaction. We didn't... it was informational. We didn't do anything transactional. So that's fine. Let's go look at the next transaction here. So this one will be display an internal order. So you're requesting an internal service request, which is like an IDCC, for supplies and you want to change it to an internal order. You want to review that order to ensure it's the right one. So then we're going to answer all these questions. What's the controlling area and company code? Those are going to be the same number, right? 1855. What's the business area? That's going to be a different number. What's the functional area? What's the responsible cost center? Choose Custom Fields, what's the funds in the grant? So we're going to go through and look at all that. And go through the tabs, all right. So this also be informational. And so the tile is display internal orders. That's, that's the old code that you used to type in. There's also ones called ID33 to use for that. You don't need those, you've got this nice tiles to work with. So we're going to open that. And here, we have some options. If we know the document number, we can just type it in there or copy paste it in there. If you know the fiscal year, you put it in there. But we don't know either of those, we need to go search. So up here, I've got this document list. I've got editing options for accounting. That's not something that I want to modify. And then we've got this more which will have your standard basic transactions. So let's look at document list. And that brings up this field here. This is a very powerful tool in, you know, within production. When you go live July 1, you're going to see this all the time, you can usually set this up as a variant, so it'll auto populate when you come in. So and we're going to go through this very thoroughly later, but just to make sure you're familiar with some of the basics of this. As you can see here, I could run this right now, just hit execute on it, and the restults come back and it just brings up a list of 17 documents that I have parked. So how did it do that? Let's go back. So it's got my code here. So that's why it knew just look for mine. And then up here, it's got the company code. So I want to point out that you don't need to... and this is something people often do. You don't need to put in that there and this here for to work. It's just looking for the first part of that range. And we're filtering right now just on company code and entered by. Okay. So to clear that, I just highlight and delete it. But if I do want to put in a range, let's say we want to look... none of these are posted yet. Let's look at document date from 05/01/2020. So I'm going to put in a range for that document. And this is how I'm going to do it. SIMBA makes it easy. If you click on that, it will be today's date. Oh, is it the 15th already? Oh my. Okay. And then, so now this is going to search for all the documents in that, that were created between those dates that are parked currently. So again, what's parked? Parked is not posted. It's not even in workflow for approvals. It's just a document that you started, didn't have quite enough information to finish and that you want to have sitting out there waiting for you to finish. And, what do you do with the parked documents? Well, this gets into... this is kind of important folks, so you might need to pay attention to this. So this will be new for y'all, not new for everyone because some people, I've had students that have used SAP before, in this class last week, so many people are familiar with this. Now there's going to be a month end close process. It'll start on the first day of the month, go through the fifth day of the month, in which you'll need to do lots of different things to close the books properly. And one of those things is to either approve and post all the parked documents or remove the parked documents. So that's... just letting you know that that's going to happen. You can park documents all you want, but they've gotta be cleaned up by month end. All right. So if I were to change these around and say, oh, I want to go from this to this... should it matter if I do this and I go from an earlier date to today's date? And then when I execute, it'll actually show me.... in most cases it won't. Oh, that's because I didn't change that. It just showed one day. That's what I wanted to do. Oh 06/15/2020. That's what an error looks like in the SIMBA system. So, I got a little celebration here, I threw my first error of the day. So it says lower limit, you'll always get a message down here. If you have a success, or if you have an error, it will show up here. Okay. So and then you're, you'll always get that message here. So get accustomed to looking down there for errors. It says lower limits. So if it's alphabetical or chronological or sequential, you have to go from one to the other. You have to start at a lower and go to the upper. Alright. So what I just did there is hit the spacebar, and that didn't work for that, and that showed me one I'd filled out there before. Okay, so now we can run this. I also would want to look at document type. And here's an example of... I always try to do that and it never works that well. And, I got kicked out. Let's look at document type first. So here are... here's an example of master data within the system. Do you need a separate table in a book by your desk that has this? Not really, you can just come in here and open this up and pick a document type. The ones we would look at our vendor invoice here and one down here SA GL account document and GL posting, those are also available. And then I just want to point out that down here, you're gonna have these types that start with Z. Z within the SIMBA system always is going to be organizational, specific, or custom. Okay, so someone somewhere along the line decided that they needed custom document types. And these have been set up. So I could see this ARl service center fee. Yep, that should be a custom type if it does something different than standard, then absolutely. And so, just wanted to make note of that. And so I'm going to run the document types what's called wide open, so I'm not going to put any limits in there or put in any filter. But we do want to filter by date so we don't get too much information. So I'm going to do that. And then and now, I'm going to execute that to run it. Okay, so we're going to look at all the parked documents between May 1 and today. And as we can see, there's 226 of them and it shows us the document number... For our exercise, what exercise are we on? Oh, yeah, I went into... I went into the wrong exercise, my apologies. We'll get back to that. So we'll look at this for a minute, then we'll get back to that. I'm not sure how that happened. Maybe the tile was in the wrong spot. But yeah, thanks for pointing it out. That's, that's a perfectly legitimate thing to do. We are going to go back into the parked documents a little bit later, but I will exit that now and go into the internal orders as we're, we're going to be a little short on time today. Okay. All right.So I'm going to exit that, out of this, we'll come back to this. We need to look at it internal orders. And yeah, I'm not sure how I got there. So display internal order. So, this one is we're just going to look at a display internal order, we're going to look at the, this transaction. And you can see that an order is a required field here. And we've got the match code here. So we're going to go look for an internal order. And there's... you... we can look by type. So let's look at the order types. And we can see that here's all the different order types that are out there.[Claudia Jung] Rick, sorry to interrupt. I'm seeing your document. I mean, I'm seeing your Microsoft Word. Should we be seeing the form?[Rick Helvey] Yep.[Claudia Jung] We're seeing it now. Okay, yeah. [Rick Helvey] Thanks for. Thanks for pointing that out. All right, let me go back. Apologies. All right. So internal orders. We're going to come here, and then use this to do a search. And this might be kind of interesting because then you'll see what all the different internal order types are. So on this screen again, when you get to a screen like this, you can look and see what options there are for searching. And it looks like there's about 15 of them. So that's lots of different ways to search. We can filter by... well we know the controlling area. The filter by purchasing group or order type. I was just showing the order types here. We've got a model order, we've got faculty startup, which was mentioned. Professional development, capital projects, so lots of different order types here, we've got unrestricted gifts. I know there's a lot of data there in grants, there's data there as well. Okay, so we don't need to pick one, but we could have. And then also notice that they say a maximum number of hits is 500. We can change that. What I'm going to mention though, that if you're gonna, if you're pulling back or returning 9999 rows of data, that's probably too much and you don't want to have to look through that. So you probably wouldn't want to have that number of hits, but we can't have that number of hits. So what I'm going to do is just run it wide open and look for the internal orders, I think there's 5000 of them. Let me see if I can... I'm having trouble moving that up when I do that. And it kicked me out. So if that happens, and that only happens when I try to move that box up to view it a little easier... in the back here. And here's all of our internal order types. And actually specific internal orders. As I said, there's lots of scholarships in here that I can see, college of engineering and excellence. So lots of different internal orders. So I'm just going to pick one. Let's try the George C. Sinko award. So I can double click on the order number. We can see it's a type 60, which is a grant award. And then from this screen, I'm going to hit the enter button and it's going to bring up that internal order. Alright, so we've been going for about an hour let's take a quick break and then come back at 20 minutes to the hour and finish up looking at this exercise.I hate to cut off Roy Orbison, but it's time to get back to it. Okay so, Mary's asking where can we find the recording of this session? That will be available probably sometime next week. So that's, we're gonna record the sessions all week. And then that will probably come in and eliminate the the break times and things like that. And then we'll put the... and there'll be other recordings as well. So you might get some additional insight from the recordings from other instructors. So I believe that you'll be able to go on the resource page and get links to those next week. Okay, Mary? Alright, so back here on the internal order page. So let's look around the screen. So this next sub screen, this button just moves you through these tabs. So we've got a header section here, that's pretty limited. It does show us that the Order Type is restricted gifts for this George C. Sinko award. If we wanted, if we had long text, it would show up here. So this would be a further description, not backup documentation, I'll show you what that looks like. But this would be a further description here. And you can see that there's no long text for this order. It could certainly be added though. And then settlement rule, that's for when this internal order is completed, then that rule will say that it, it posts, it settles to a different account. So it'll settle to like a specific GL account. And it can even be split dollar wise or percentage wise, however you want to do, and that's a set of rules. You shouldn't have to worry about those. And then under services for objects, as I mentioned on workflow. We'll see if there's a workflow on this one. And there are no workflows but under services for objects, we can see that there's one attachment. And that's one that I just added in. And that's just one of the upload files, just for practice. So all your attachments will show up here, then you can just double click on it to see what that is. And then under more, in this one we've got, you can cancel, which is the same as escape. And then you can also create or change the order, or open a different order from this screen here as well. All right, so we had a slew of questions here...They're mostly answered... On the exercise, they're mostly answered here. We do want to go and look and see what the different object classes are. So you can have investment overhead earnings for sales and production. Under general data, we've got work start and finish on that. Then we can also look at the tabs. Here shows...I do like to make a little explanation of system status. So you can have system statuses and you can also have organizations specific statuses. In this case, the system status is, tells us it's in release. So when you start it's going to be a CRTD, created and then you'll establish it, and when it's been approved, it'll be in release status. That means it can be charged against or transacted against because you can have revenues and costs. And then the third status would be TECHO or which is technically complete. That means it can't be charged against, but it can be reopened and then charged against and then closed again. And then when it's complete, and they're going to be no more charges against it, it'll go into close, CLSD status, and it cannot be reopened and it's just been archived information. Okay. And then period end closing, there's nothing there, custom fields. Here it will show, this was a another exercise question where it's asking what the fund is and the grant, in this case, the grant's not relevant, but the fund is going to be that number there. So this is how that would that fund that it goes into. And then over here, let me go back there, and you can see that in addition, there's also four tabs here. So another level of tabs. And we've got a burden rate table, special project funding, and special project amortization. So that's the display internal order transaction. Let me go back to home. We've got one or two more we can look at this morning.All right. And then we've got display funds center. That parked document is not till tomorrow. So I think I just inadvertently clicked on the wrong tile and then, and then went with it. So there you go. So the scenario is you want to view the default fund value for this funds center. So we're going to go into the Fiori tile, which is display funds center. And it looks like it's a pretty simple transaction. So again, this is just informational. Maybe I will click on the right tile this time and it does say display funds center. And here we have a pretty simple screen, we've got the funds management area up here which we can change, which we don't want to, and then more, which is your typical ways to modify data. And then we can search for the funds center here. I don't believe we had a specific funds center to search for. Now we're just going to search for one. So typically, we'll get to this screen and you can modify the way you search here, you can search using attributes if you want. In this case, I know that there's budget and a lot of activity on the funds center that starts with 1640. So I'm going to use that and put an asterisk behind it. And then when I click find, we should see all of the funds centers starting with that. And we do see quite a few of them here. So let's say Student Affairs, so I can highlight that row. Click the check. And now I'm just going to hit Enter. And the funds center comes up. So again, as always, there's a header section here that gives us a little bit of information. There are tabs down here. And there's more going on up here. So let's go walk through the buttons and the period. That'll let us change the period of examination we're looking at current time, so real time, so we don't want to do any modifications there. We can add in long text if we want. None of these funds centers are classified currently. In this drill down, I'm not sure why this button's here, if you're able to drill down, typically, you can just double click on the cell that you want to drill down on. And you'll go into that part of the transaction. So for my purposes here today, we're not going to use that but I will show you lots of drill down when we get to transactions where we can do that. And then change documents, which we're not going to want to do, because this is master data. And we don't want to make changes to master data unless previously authorized. And the where-used list. And I don't believe there's anything in there that's useful. And then services for objects, we have our typical attachments. No workflow in this... in this case, and then more. And then down under the tabs, we've got actually quite a bit of information here. We've got the authorization group. We don't have any master data for that. We've got the default value, which is the general fund. And then we've got the business area which is Earth and Mineral Sciences. And then a hierarchy. If there were a hierarchy for this, it would be reflected here. And then address. There's no address or communication here. So that's just display funds center, would you... in another transaction have a problem finding a funds center, even though you would do just what we did to open this funds center up, put in some numbers that we know and hit an Asterix or just run it wide open and look for what you need. Or you could narrow it down by any number of ways. All right, and we'll revisit these again tomorrow briefly, but I just wanted to show you that. And then we have one other exercise in the remaining time that I want to get to. And that is this display ...display GL ledger accounts. So general ledger account and so...the scenario is you need to find the correct GL account for a journal entry or invoice you are entering. And then how would we do that? What's the account type in the group? What's the short text? And then, so let's have a look at that transaction. And it's display GL account. And here, we have actually quite a bit going on. We've got the GL account already selected here. So we can just go with that or we can search, I think I'll do a search. GL Account starting with 522. And let's say staff permits. Now, as you can see, nothing changed. But I'm going to hit the enter key, and I'll populate that. Up on the top bar, it lets us go to next tab, send mail, edit financial statement version, we don't want to do that. Edit set, we don't want to do that either. Time dependent attributes, there's nothing in there. Services for objects we should be familiar with now, that'll be your attachments and workflow. And more. It allows you to create reference to the GL accounts master data. None of you all are going to be creating that, so don't worry about that. We also have some other ways to display or change or create, so these tools are duplicated here. And those are tools you will not use because this is master data. And then down here we've got some questions being answered. What's the GL account type? Let's see what our options are... balance sheet, non-operating primary or secondary costs, account group, non-personnel expenditures. We've got control data, create bank interest, field status group. Let's see what the options are there. There's nine entries there. And so this is Y003, expense account, salary with PERNR. Keyword translation, no information there. And no, just we've got who created it here and some additional data here. So it was created in October last year by SKP... not sure who that is. And so, so that's just a display, these transactions... exercises this morning were just display, informational only. Tomorrow we'll get into some transactional displays where we're going to create a journal entry manually. We're going to do a non-PO invoice and also upload templates for those. So you'll see how those work. And then we'll do a little bit of review of what we did today. We'll talk about what we're going to do going forward. And so... and we do have a third poll today. So we've got five minutes. Let's just run that poll. We'll answer the following other questions, and then we'll be done for the day. Hey, Claudia, can you run that poll? Are you still with us? [Claudia Jung] Yeah, I'm still here, just give me one second. [Rick Helvey] We actually had our class canceled for the afternoon. We were...[Claudia Jung] Yeah, yeah. [Rick Helvey] I was still thinking we're on because I saw it on the schedule, but I guess we didn't get the signups. So I'm going to be working with Pete on...on that other... on that document that we're continually updating. Make sure we get it everything we need in it. [Claudia Jung] Gotcha. Yeah. I think I'm moderating for another session. [Rick Helvey] Oh, you are?[Claudia Jung] I don't think they had a moderator. Yeah.[Rick Helvey] I'm sure that's a relief that, you know, because you're I'm sure you're tired of hearing me at this point. [Claudia Jung] No. I enjoy it.[Rick Helvey] I do have to say a lot. Say a lot of the same things in the same way, you know, just to be consistent, right. So I'm sure it's a little monotonous. I mean, let's put it this way, I bore myself so. Key benefit of Master Data. Default Values, yes. Digits. Good. Almost everybody got that. Business Partner roles. Everybody did great on this. So let's go through this and I'll let you go for the day. I'm going to stop share results. Everybody did well on this one. Key benefits of master data defaults values, reducing the need to enter that data. Yes. And then eight digits in GL account number. Yes. And all of the vendors, customers, and sponsors are business partner roles, that's correct. So that's it for today. Tomorrow we'll jump into daily transactions and spend probably nearly two days on those. And then Thursday, and we'll work on funds management and budgeting. And Friday is reporting. So thank you for joining us today. We will visit with you again in the morning. So take care. Have a good day. [Training Participant] Thank you.Daily Transactions[Rick Helvey] All right, good morning. So let's do a quick review of what we looked at yesterday and then we'll talk about what we're going to do today and tomorrow which will be the daily transactions and again, on Thursday, funds management and budgeting. And then on Friday we'll be reporting. So yesterday, we had an overall look at SAP S/4HANA, Fiori tiles, and how that all works together. And the reasons for adopting the system. One of the big ones being security, a couple of the others are visibility and accountability. And how the system is designed to help make your lives easier, not harder. And particularly with the upload templates that we're going to be working with today and tomorrow. We'll see how well they work and how it makes things so much easier than what you've been doing. And then there's also going to be a lot more information in the system. So I want to do a quick review of the exercises that we worked on yesterday just in case there's any questions on those, and then we'll jump into today's activities. So our first exercise was to display a business partner. Let's go into that. The scenario is you're creating an invoice for vendor and you want to validate the address. So I'll select the Fiori tile. So just a little bit of navigation here. This is all I've been showing so far. It's just my home of all the Fiori tiles. You can also see that there are a lot of other groups here. You won't have all these groups. I have pretty much everything here, so all grouped into into functional areas. You'll probably have is many tiles as you'll see with the internal service request process that we're going to work on tomorrow. And I'll show you, I'll mention that when we get there as well. And so you could also click over here, and this is not working in this environment this week, but up through last week, any recent activity or frequently used tiles will be shown here. So that can be used to launch any tiles that you use all the time. And then we also have the option to edit the homepage. And so now you can use that tool to show you... it's a little bit too big... To add in groups, you can create a group on your own. And also within your group you can add or subtract tiles. For instance, here click on plus to add a tile. And I'm going to add this change journal entries. As you can see, there's a little note saying change journal entries was added to the group my home. That's exactly what I wanted. So now I'm done with that. I can hit the back button. And you can see, change journal entries is represented there. And then I'll come in and exit Edit Mode. Now when I go back to the Fiori tiles, you should see change journal entry has been added. I lost it a little bit. Yeah. All right. So display business partner. I open up that tile. I've got this locator on the left. I don't really need that. Search for a business partner. So to do that, I'm going to put in JPL and find and it gives us a couple of options here. So any duplicates that we see in the system like that, generally will be removed through the conversion process. Right now there's some duplicates for some of these vendor master records, for instance. All right, and that brings us to this page. Just to refamiliarize ourselves. If we wanted to look at a different business partner, we could look at that. We could get into change mode by using this button, and then in services for objects we could create an attachment, a note, or an external document like a URL. So a link to another document. We do have... if I click on the address app overview, we can see what the address is for this JPL and then we have options for the roles that change the screens a little bit. In this case I picked financial services business partner and this company code button became available. And this will show us our customer. Alright, that was the business partner transaction.The next transaction is search for internal order. And so, so the scenario is we're requesting an internal service request for supplies and want to change it to an internal order. To do that, we're going to go here and display internal order. The screen looks a little bit different. The red asterik tells me that I need to do a search here for an internal order. So I'm going to click on the match code. You know, the controlling area is going to be 1855. And I want to look for Order Type 60. So here I'm going to filter a little bit differently than I did yesterday. Then find. We can see that there are over 500 options for that. Then we can randomly pick one of those and highlight, hit the check. Now, when I hit Enter, we enter into the internal order. We're here just to verify data. We can see that there, there's control data, the status, we talked about that yesterday, and then period end closing, custom fields. The fund and the grant are represented here, as per the exercise. So... let's see, click here... So this internal order, you can see from the custom fields, what the fund is for that, 570. And it rolls up to this cost center. So it's the lowest level cost. So applying cost is being applied to this internal order and then it is rolling to the cost center. I'm showing here default cost center for student aid in this case. Alright, so that's the second exercise. The third exercise we did is display funds center. And again, this is informational. And the scenario is you want to see the default fund value for this funds center. So we're going to go in and look for the funds center. Display funds center. And, again, we have the option to search. So I'm going to click on the match code here. Increase the number of hits for that. And maybe look for a funds center starting with 1640, and I'll put an Asterix, and that'll show us that there's 95 entries here for a funds center that starts with 1640. And then we just can go look at any one of these, let's see Grant and Contract Administration. So I just did a double click and hit Enter. And here's the details for the funds center. All the questions they had, we're done here, what's the default value, university general fund. And this is the business area Earth and Mineral Sciences. All right. So that's the first three exercises.Let's go back into the deck and start on the daily transaction section. So everything that you do in SIMBA creates a document. And then that document is there. Even if you start a journal entry and get to the point where it's parked, that will be a document within the system that will be there forever. So the system doesn't reuse numbers for documents that are never posted, for instance, it'll always create a new document and that document will be out there forever. Now in practice, since you're doing a month end close and you're closing out all parked documents, those documents will either be sent through workflow and approved or removed at that point if they're unused. The system does automatically assign document numbers in and that's by document type. So if you've got a document type KR, which is a vendor invoice, it's going to have a different numbering sequence than a vendor payment, which would be a ZP. And then... and that those both would have different numbering systems, then the general journal entry which would be SA. So these are three of the common document types. Those are... that... and we'll be working with these this week. And then we have posting keys, they determine whether debit or credit and account type are being used. So for journal entries, debits are 40 and credits are 50. So we'll always be able to search for those. If we want to look for all our debit entries, we would filter or search by a posting key of 40. And the same for credit entry, we would search by posting key of 50. And then different modules will post to the GL using specialized keys. And we'll look at that in the system in today's activities. So journal entry status, we've got three statuses that are indicated here. The first is parked. That means the user intends to come back and make changes. So this would be a case where you want to start a document but you don't have all the information you need to complete it. And this is what we're going to do for exercises this week is work with primarily parked documents. And then there's three different tiles that can be used for those and that's display a singular document, change a parked document, or list a parked document. The month end activity would be to list the parked documents and then either send them through workflow to approval after the changes have been made, or, or remove them from the queue. And then saved as completed actually puts the document into workflow. It's still not posted, but it lets the supervisor know it's ready to be reviewed and posted. And then a posted document is just a common journal entry that's been posted. And this happens after the document's been through workflow. When the final approval is made, then it is automatically posted. And then document parking. There's a little bit more on this. Actually, it's kind of reiteration what I just said. And there's no financial postings on a parked document, which might be a quiz question. And it needs to be saved as completed to enable workflow. And then, and the entry screen is split into two sections. We'll see that live in the system shortly. And then can you make changes to a parked document? Yes, absolutely. You can make changes, and if the parked document is... after the change is made, if you feel that it is accurate, you can test that and then you can send that into workflow. So once, however, once a parked document has been posted, there's very little that can be changed, that can be changed in the in the posting. And as I mentioned, all parked documents should be reviewed at month end, and either posted or deleted. You can use the document list to see all the parked documents, and we'll be in that transaction and see how that works. We had a little preview of it yesterday, I believe, and then display parked documents. We're going to go kind of thoroughly through this screen, so don't be too concerned with this particular slide. We're going to go through the screen pretty thoroughly. And then attaching documents, we did look at that yesterday. We're going to revisit that several times this week. See how you can attach a document, talk about the reasons why we would want to attach a document, and the different document types that can be attached. This allows our reviewer to automatically go in the system without having to go to a file cabinet or some third party system to look at backup documents. And then we've got the document upload process. Here is an example of a document upload template. And we're going to use, this as I said yesterday, several times this week, this will be the first one. That document upload allows for entries to be created and uploaded into parked status. And you can do a journal entry with a large amount of line items. I saw an example of one with 500 line items. So, just again, very rapidly, and that will happen and they'll be posted if everything's accurate, you know, within a half a second, and then all those line items, all those journal entries will be posted. So that upload is created in Excel. We'll go through that process that you create it in Excel and you save it as a txt document. And we'll go through that thoroughly so that you understand that well. And then that saves users from keying in large entries. And then errors would need to be fixed. So the system... if there is a single error on a single line, the system will indicate which line and what the error is, and then you'll have the opportunity to fix that and do a reupload. I thought I saw a question come in. Tracy's asking, "Can you give an example of those entries?" Like the journal entry? Well we're going to do some in one of the exercises. So let's just hold off for a bit and we'll see what the scenarios are for the entries. But a journal entry can be just any time you want to move cost or apply cost, you're... now that you're doing it here in the accrual system and you're doing a month end close process, it'll be any cost that... where revenues or any transaction that's not cleared at the end of the month, that needs to be carried over. So you've got your, your accrual entries and the reversing entries for those. So you know, payments not made. So you've got a payment document in this month, but it's not paid till next month. Those are all accrual. So lots of different options for your journal entries, if that's what your question was. So no, like, why would there be 500 entries? Okay. I'm sorry. And, and you know, honestly, there are folks here that aren't finance folks. So they probably haven't heard and know what a journal entry is, but I'm finding it a little explanation to that. So 500 other entries, that is something typically you would do with a conversion. Let me think for a little bit, and I'll get back to you on an example of how why you might use 500 entries. We do have an example in the class that we use, that I've been using, is that you've got a big stack of 75...and this is for non-PO invoice... 75 non-PO invoices, and then you could out add them all into one transaction. For journal entries, I think the accruals might be an example where you would use a lot of lines, so your month end accruals, they could all be in the same transaction with you know, 25 or 50 or 100 or 500 lines to it. And, and just with a journal entry upload, you could upload those quickly and accurately. Okay. All right. And then display FI document. FI document, again is... that's finance, that's for external reporting, that's your actual postings that will accumulate on your GL accounts. And this is giving example of how to look for those. And we have poll number four. If you could run that, Claudia, I'd appreciate it.[Claudia Jung] Yup. It's been launched. [Rick Helvey] Thank you. It's a short poll, it's only three questions. Yeah. And it looks like everybody is doing well with these. All right, I'm gonna end the poll there. Share results. And your posting keys are 40 and 50. Hmm. Yeah. And then parked documents must be saved as completed. That's true. And when an invoice is approved, the document is posted to the GL. And that's true also. All right. So now we can jump into the exercises. We're gonna do three or four here. And we'll just walk through these. Let's go to exercises. The next one. These will be more transactional. Display GL account. We did that yesterday. We didn't do that again today. So park journal entry. So, the scenario is you need to create a journal entry to move expense. So we're going to create a journal entry and park it and we're going to use these parameters here. So, park a GL document. Alright, so, here we have a new screen. So as always, I want to look around the screen. Make sure we know what all the attributes are to this. So as you can see up here, the option put a tree on, and that'll show us the doc... our documents, and we can give ourselves a little more real estate here. Over on the left, and currently I have no parked documents. But it looks like I do have a complete document. And if you'll notice, what happened when I turned the tree on and started with a transaction, the system will automatically request that you put information in in a certain order and the system detected that I was trying to put in information and took me to the first cell. So a red rubber band around this first cell. And also indicated down on the lower left hand side that there's a validate to be entered. I can see, I've got somebody who's not on mute, so Tracy. All right. So, just to show you I can all... I can, at this point, just select one of these documents. Now I actually have to close out here first. So I can cancel that. Exit editing. Let me put the tree back on. Most every other piece of this works pretty rapidly but this tree is not as quick as the other stuff. So I just double clicked that last entry there that was done on the ninth. And you can see that it populates over on the right hand side. Okay, I just wanted to show that functionality. Here, this indicates that it's balanced. But as part of the exercise, we're going to go back into this document and start over. So to do that, I'm going to close this. Where's the 40? Or 50? We'll look at that in a little bit, Karen. Karen's asking, "Where's 40 and 50?" So park GL Account document. We actually won't see it on the screen, we're going to see a debit and credit instead. When we go to search for GL documents, we can typically search by that posting key though, and that's where we'll see the 40 and 50. So up here on the top, we've got the tree on company code, which is always the same. So we don't want to change that. That simulate would... does simulate the document posting. And that's a good way to check to see if it would post. So that's a useful button, save as complete saves it, takes it out of parked status, and sends it in the workflow. And then post is not something we'll do from this screen. Although it's possible, the separation of duties piece of this new system indicates that, you know, all journal entries are going to go through a workflow process. And then so if you create the journal entry, you will not be the one posting it. And then there's editing options where we can change how the screen works and then the more is, as mentioned, all these will always be consistent and the top two will be a little bit different. And they just, this top one just duplicates what we have in the buttons. Okay, then down here we've got the option to save a parked document. So we'll look at that in a minute. And so to get started, we know from earlier when we had the red rubber band that we need to put in a document date. So today's date is just fine. So I'm going to select today's date. And then we could put something in the reference field. We have not been given direction on what goes into this reference field. But we do have a little bit of a discussion on that in the, in the instructors guide that we looked at yesterday, we're going to look at another section today when we're done with this piece of it so. And so for reference, we'll say, journal entry, journal entry, RH 6/16. And the same thing with the document header text. And here's our SA here. It shows that this will be a regular general journal entry GL Account document. Now, if I hit Enter, this is in the header section up here. I don't go into details. I just stay in the basic data. And if I hit enter now, there'll be requests to enter in the branch number. But I know from practice that that's not a required field. So we can just move on from there. So that's it for the header section, a date, a reference, a document header text is all that we need to put there. So three lines or fields to fill out. And then we're going to put in a GL account. And as you can see, I just typed five, and it brought up all of the GL accounts that are five, start with five. It also brought up three accounts that I used before. And so since I use these before, I'm just going to pick one of those to use again. And I'm going to make this two lines. So we're going to go into the next line and actually do a search for the GL accounts just to show what those are. Chart of accounts is 1855. I want to do a search of all GL accounts starting with 52. So I'm going to type in 52 and an Asterix, noting that there's numerous ways to search for GL accounts out there. Or I could search for by long text. In this case, I don't believe there's going to be over 500. So I'm going to leave the maximum number of hits there. Click Find. And oh, there's actually more than 500 input options. So you've got a big Chart of Accounts. Oh, these are all that start with 52. 522. So there's a lot. Alright, so in this case, I think I'm going to keep the same one. So I can just type that in. 522... Of course, I would have to have two lines so that these balance. So my debit side of this transaction, I'm going to put on the top and the credit side on the bottom. And we'll say that's $515. And then I can put text in here, we're going to come back in and modify this document and put text in at that point. So I'm not going to use text. Now here's something that is useful to know with the SIMBA system. As you put in the documents here, if you hit the enter button anywhere along the line here, and you don't have all the information you need, the system will throw an error, you'll get a little red message down here telling you which field needs to be filled out next, sometimes it's hard to recover from that. So what we use is the tab key to move between cells. If you use tab, it won't trigger that validation process. And so we have one more, one more cell to fill in. And that would be the cost center. So I'm going to start this cost center with 1640. It popped up briefly but it didn't stay. That's a little frustrating. But we can always search. So I'm going to search with a cost center that starts with that. Find. And I'm going to get a little more real estate to see what the short texts are for these. So we're gonna take... Yeah, we're gonna take money to... from human resources and apply it to info technology. So I pick human resources and then I can just type this in. 1640... Alright, so now I've completed a document. The scenario says we're going to park this document, we're not confident that it would post properly, or we need some other information to include. This is a little peculiarity of this particular part of the system is that now I put money in here for document currency, but it's not shown. But if I click, click on that field, it shows that there is a dollar amount in there. So, before I save this document, I want to simulate this to see if it would post. So I'm going to click on the simulate button. And it shows me that it would post properly. So that's good to know. And I can use the back button. To hit back. And we're still in the same status here. But when I did that, let's see what happened. We had a number of fields that auto populated. For instance, the short text here auto populated, local currency amount, that auto populated. In addition, the business area auto populated, the fund, which is the general fund, grant is not relevant, but the fund center also populated and it's the same as the cost center. The commitment also populated and that is the same as the GL account. So they have exact same numbering. And then all the way over here, we can see that the functional area populated as well. All right, so everything seems like it's working and matching. So I'm going to now save this parked document. And anytime you get an error or if you have a successful outcome, you'll get a message down in the lower left hand corner. And that's what we see here. We've got the document number, and that was posted. So what I tell students, and when they're first learning, is write that number down. In this case, it starts with one and then a bunch of zeros. So I would write down 5131 just to keep track of what I've what I've put in there. Now is it exceedingly easy to find afterwards? It is. And we'll see how that works because we're going to come back in here, but in the meantime I want to grab a pen and write that number down. Alright. So that's what that transaction looks like. And you know, if we look at the details, we needed to fill in three fields in the header section and then 1, 2, 3, 4 down in the details section, and four times two... eight. So for a complete journal entry, so pretty straightforward, hard to make a mistake, because depending on who you are and how you're role maps, you'll only be able to apply to certain cost centers. Right and, and certain GL accounts too. So and then the process here is, if we wanted to send that in the workflow would be to reopen this document, and then save as completed. Okay. So that's park a journal entry. We're going to go back into there a little later. And then park a journal entry using the JV upload will be the next scenario. So upload a journal entry from the Excel template. And so let's start going through that process. All right.So here's the journal entry template. Let's just walk through the elements of this screen. So we can see here that we've got, this is a header line, so that's the header that we filled out. Here we had three fields to complete. And it indicates whether this is required or not. So some fields automatically populated when we did the manual journal entry. For instance, this one, posting date, that auto populated. This we were... we needed to put in. And then that document type, because it's a journal entry, we didn't modify that. But then we would... here in the reference field, I'd put in some information here. This will be AM. That would be 6/16. And then upload demo is in here. So not only... let's see, not only does it tell you what fields are being completed, but it tells you the number of characters that can go into that field. So in other words, here the limit for the characters is 16 for the reference field, but the head text field can have up to 25 characters. Okay, and then we've got the option to put in a URL here, so it would link to a web page. And that's got a lot of characters, you could put in 1024. And then here we are, it tells us whether it's a debit or credit. And the account... the GL account number, which is here. And the cost center, and as with the manual entry, it will auto populate the other fields. And then here we're going to move expense from 16401 to 52001 cost centers. You can see the GL accounts the same, but the costs are different. And there's just a few other fields over here. The amount is here and we'll change that amount... 131...or 1313. So one of the things... once you get your information put in, one of the things that we need to be aware of is that these fields here, the date fields, have to be in a very specific format. This one, you can see, has a different format than this. The format that we're requesting, and I'll right click on this format cells. And we'll go over this a number of times, so don't be too concerned. Custom. You want month, month, day day, and then four years. Add that in. Day, day, four years. And I can format paint that to this other field. And now I feel that this transaction is ready to upload. So we're still in Excel format here. So what I'm going to do, it's a multi step process and we have a guide for how to do this. And these templates will be different for whatever you're doing. This is the journal entry upload template, so it'll look and act a little bit differently than some of the other templates. But the process will be very similar. In this case, I'm going to save this as Excel and then I'm going to save this...and call it for as a text document, tab delimited. I'm going to save that. And click OK. So now we're actually in a text document. And we still have some Excel functionality. And now I'm going to remove these rows, delete, and then resave that. Correct. So Dee's asking, "So is this saving to your own computer for later upload? Not saving in SIMBA?" And that is absolutely correct. We're...we're not going to... I'll show you that process. That's the next piece of it. You'll see. It's pretty simple. So now, this is literally a text document that has all of our upload information. Oops. I've got one too many rows in there. So I'm going to delete that row and then resave. Now I can go back to the system, and I'm going to click on exit to leave this transaction. And then we're going to do a JV upload from file. All right. So this will be familiar screen to you by the end of the week, we're going to use this quite a bit. So let's look at the screen real quick, we have variants that we don't need to use, because it works just fine the way it's laid out. This will say desktop, that doesn't mean your desktop portion of your computer, that just means somewhere on your computer. Here, we're always going to keep test run checked, and it's, by default, checked. And this post document is for testing purposes, we will never want to use that. And it's supposed to be eliminated by go live. So now we're going to put in the file path and file name. So I'm just going to search on my desktop for that and we see that's where it is... modified...there we go. Journal entry upload week four. So that's going to populate field. We'll always run it in test run first. So we'll see if this... and then I'm going to click Execute to continue. And we can see that, from what I can tell here, it looks like there weren't any errors, that this uploaded correctly. And that's just as long as it takes. It's just that simple if your file is correct. So I'm going to verify that to display errors. No conversion errors, perfect. And then display the processed records, and here we see the processed records. That'll be what the journal entry looks like. But we haven't done it yet. So we want to park this document, knowing that it will eventually post correctly. And so I took off the test run here, and then execute. And then we can even see that we have a document number here 5132. I'm gonna write that down. Okay. All right. So, as simple as that with the...of course you have to have it set up and have the right information in there. But to upload a journal entry to parked status just as simple as that, then it can be reviewed later and then be put into workflow. So. Alright, so we've been going for about an hour let's take a quick break. Come back in 25 minutes to the hour and continue on with the next piece part of this.Alright, we're back. So, what we've done so far this morning, we did a little review. We looked at some of the transactions that we did yesterday. And then we did several of them and then started into the section where we're parking documents. And we're going to part two different types of documents in this section. The first is a journal entry. It's a very common transaction. And then we're also going to park a non-PO invoice. And there's an upload template for that as well. So, but as part of this section still, we've parked a journal entry manually, we also did walk through an upload template. And now we're going to go in and change a parked journal entry document. So what does that look like? So the scenario is a journal entry has been parked that needs to be changed. They add line item text, which I mentioned we were going to do, and then save as complete. So that will put it in workflow. Excellent. So very brief exercise here. It says take one of your documents from the previous exercise and then add some line item text to it. So let's go into the system do that.Question. So Deb's asking, "What's the difference between parking a journal entry and parking using JV upload? Is the JV upload for recurring or complicated journal entries?" Not necessarily the JV upload is for any time you feel that it's going to be a more efficient use your time to do an upload rather than a manual entry. One of the benefits for me of a manual entry is that you can see in real time, if there's any errors in what you've entered in because there's you know, on board validation of what you've. With, with the upload template, you see the same errors, but it's in a slightly different format, and you can't fix it right then and there, you've got to go back and adjust the upload template. So, so parking, the difference, we're parking, the difference between parking a journal entry and the JV upload, I'll show you that in just a minute. That...there shouldn't be any difference there. And, and for as for the question is JV upload for recurring or complicated, yes, but they, you can do a recurring or complicated entry manually as well. It's just what you feel is going to be most efficient for your time. So thanks for that question, Deb. All right, so we're going to go in and change a parked document. And as you can see, that last document that I created manually is autopopulated here. So, but we also have a document list that we can look at to search. So the simple thing for me to do, I'm just going to hit enter real quick, or click Continue. And that'll take us into that document. But it's gonna be really important that we learn this piece of it as well. So I just click there on document list. And that's going to give me the option to search. I think we went into this yesterday. So this is a this is a very typical screen that you'll see throughout the SIMBA system. And it will allow you to search by lots of different ways. In this case, we want to keep this 1855 here. We don't have to put it here. I think I mentioned this yesterday, there's no benefit to that because this is for a range going from one to another. So here I could say 2019. And to 2020, as I showed yesterday, it has to be chronological sequence... sequential or alphabetical. And from one to the other, I couldn't put in... I couldn't switch these and put in 2020 here, and 2019 over here, I would not get a good result. So 2020 and go back to that. And then if I just want to look for my own documents, I would leave my username in there. But and the question has been, how do I just see the parked documents from my own area? And based on your role mapping, the, the system will only show you the parked documents from your own area. So I need to be able to see everything but you won't, you'll... it'll be restricted to your business area. And then we can also see a couple of different processing statuses here if we wanted to look at a complete. I think that's an X on here, let's look. It will just be an X in that box. And also then we can look by, let's say document type as well. Let's see. The three that we're talking about was a vendor invoice, KR, SA, you can see here, GL document type, and there is one of these Z's, the journal entry upload department. So let's take those three and do a search for those three. So how would we do that? So first of all, I'm going to remove mine because I just want to see all those that are out there. And so I could start, because it's KR, SA, and ZA, I could start by putting KR here and the ZA here. Oops. KR there. And a ZA here. But that's gonna, that's going to return all the document types that are in between KR and ZA. And I don't want to do that. So there's another tool that I'm going to show you that helps with that. And it's a very powerful tool, it's called multiple selection. So to accomplish what I just wanted to accomplish, I will just type in KR, SA, and ZA. Okay. But there's a lot more that you can do here. Let's say you had a list of the document types that are...that the only document types that you create in your business area. You could have that in a notepad file or you could have that in an Excel document and copy that in your clipboard. And with the notepad file, you can automatically import it here. And it will populate this field with that information. Even if there's 500 items on it, it'll just quickly populate it. And if you have it in a clipboard fil, I could Ctrl C, this is the Ctrl V part of that where it would simply populate it based on what you have in your clipboard. You can also select ranges here. So you can have multiple ranges that are not necessarily sequential. And you could put them in here, you've got the search options for those ranges as well. And then you could exclude single values from within those ranges. And then you can also exclude ranges within the primary range. So lots of flexibility in here. And then once I've put in the information that I want, I'm going to copy that. And you can see that even though the document type shows here, there's nothing in here, but because this is blue, it says this multiple selection is active, and it will show us, if we go in there, it'll, it'll show us what, how it's active, what we have put in. Alright. So one more thing before we leave this screen is this variant. So I may want... I may really like the way I've got this selected, I could have my username in here too. And then I can save this as a variant. So every time I come in here, I could just choose that variant. So to do that, I'm going to click on save the variant. And this is all in your... this is a tip and trick, but it should all be in your introductory training. Use screen assignment, assign a name, variant, it has to be one word. RH... There's lots of other options here, you can protect it, so no one else can modify it, or run it only in background. But for our purposes here today, that's fine. Save. And now when we come in here, it says, get variants. So I could come into this, pick my variant, and it'll auto populate these fields. Alright, enough of that. Let's see what it's gonna look like here. I'm going to execute this. And it brings up a list of 191 items. So, this is part of reporting... we're, and we're going to be doing this the rest of the week, using reports like this, modify them. So I'll show you some things as we go along. So, this these are all modifiable. If you see a layout like this it's called an ALV, or spreadsheet layout. And you can typically modify these and then save that as a variant too so you can have a different layout. For my purposes, this doesn't look very helpful. I've got document number and a year and then company code and source company code which are the same so... And then this will tell me where it's locked or not, the status of it. So none of this is useful for me at all. So I'm going to modify this. So, let's just go through these buttons real quick. So choose and you can unselect or select all. Typically, I don't use those buttons. This however, I do use quite a bit. It's sort in ascending or descending order. So I'm going to highlight that column, and click sort. And then it's gonna, it's then sorted that in ascending order. Filter. We'll talk about that in another class. Then we've got, we could turn this into a spreadsheet. I would recommend downloading instead of turning this into a spreadsheet. I've got the descending sort, I've got a download where I can download that. Mail option, I don't know that that is turned on for this system. And we've got change layout, that's what we're going to use to change this. Select layout and save layout. So those, those are good and useful. And then, so and also prerequisites for checking posting balance and so on. So that may or may not be useful...we don't really talk about that in this class, and then display program documentation and we don't really need that. And then over in more, we've got some other options. We can export this to a spreadsheet, and this would be the recommended way to take this data and put it into a spreadsheet. Then over here, we've got the search so we can do a find, find next, and then print. So a word on spreadsheets and the use of spreadsheets and pivot tables. When I first started using SAP, I was doing, started doing downloads because there'd be huge amount of data, something on the order of 750 lines, and I would do downloads and pivots that would take me hours to do to get this base information I wanted. And actually, back in those days, there was no training. So I was self trained. And then I realized after a while that you know, I can let the system do the heavy lifting. So that's my recommendation to you is let the system do all the filtering and manipulating right here. It's rapid, even if there were 750,000 lines here in this particular report, you could, you don't need to highlight everything to do a sort, you can just click on that, click that and it will be sorted. So very, very rapid. And that's what it does best is manipulates that data. So next step is let's go in to change the layout. Here we've got a lot of options. So the options here are to add in... the display columns are here on the left, you can see status, source code, company code. Those are three items that I didn't really want in my list. So I'm going to remove those. And you can either double click or highlight and then use the triangle. And I do want document number, but I don't care about fiscal year, I know which fiscal year it is. So I'm going to remove that. So now if I hit the checkmark there will be just the document number there. I know there's a lot of other great information here like document type, I can see that right there. So I can move that over. I'm going to double click that. And then that will end up in the displayed columns. But you can see that there's a lot of information here, columns that I can add in. This has not been scrubbed up, it will be. There's some duplicates and that sort of thing. But it's, it's hard to find what you want because it's not alphabetized, right. So to alphabetize, you're going to click on the column name. And then in here just anywhere try to move any one thing and it will. And this is peculiarity of the SIMBA system. I hadn't seen this before, but you can always alphabetize. But there's a second process you do here. Tracy's asking, "Can this be set up to default to a certain setup?" Yes, that's exactly what we're going to do, Tracy. So good question. So let's go in. And that add in card type. I don't care about that. I'm going to add in some additional fields here. Let's see document entry text. Some other stuff down here... and we don't need fiscal year... document status, document date. What we do need is user though, let's see, there it is down at the bottom. Okay, that's it. So now I've added those in, I can also sort those and put, for instance, I'm going to put user at the top, so I can click and drag it, or I can use that to modify it. So that'll give us a little bit more information. And then a sort order. I did a sort already, so it reveals here, and we can also add in other lines to sort. It'll sort by the top one first, and then the second one second, and on and on. And then we have the option to filter here. And we're going to come back to that after I show a couple other things and then display. So there are four tabs up here. And I like to always optimize the column width. And then I also like this without cell merging, I'll show you that when we come back. Column selection... Description... reference field... Okay. All right now if I'm satisfied with the outcome of this, I can save it, to answer Tracy's question. And we can see that there's always going to be a standard and it will typically look like this 0 SAP. If you put a forward slash in front of the layout, then it can be seen by anyone. If you don't, then you can make it user specific like this. Now I can also make this one my default. So I'm going to say this is RH16 and it's all going to be one word. I think had it more than one. And 2020 and then this can be more flexible. Okay, I had a question: "Can you click and drag to change the order of the columns you selected?" Yes. And I can show you that. Okay, so now I have adopted this. Yes, you can click and drag in here. That was Karen, right? Up here, and you can click and drag in here like this. It's a little tricky. It's, you don't mean maybe not worth it. You have to highlight and then click and drag. But I just end up using this to move things around. Reference there. Okay. And then you can also, and we just, we did save that...We can also move things from here. So this user for instance, I click on the column. Okay, so now we've got a little bit more information that may or may not be useful. Looks like it would be useful. Let's go look at this SQL here, this month end journal entry. So I'm just going to double click on that. And this takes us directly into the journal entry. So a lot of information here, this obviously was made back in April. Document number was created, general office supplies. This looks like this was probably testing data and it's still a parked document. So and then workflow will show us who did this and the transaction code, date, and even time. Okay. So I want to show a couple of other things here and we're going to revisit these screens. These are... the screens are pretty common and most of the other things exercises have these types of screen. So I just want to be very clear about how this works and everything and then we'll revisit it. So if it doesn't quite make sense yet, it will certainly. So what I'm going to show you here is...and I'm going to highlight this user column, and then click on sort in ascending order... is that if you were to download this to a spreadsheet, you would have these gaps here, where these are all this user, and this section's all this user, and let me just show you real quick how to get rid of that. To get rid of that, we're going to go to change layout, to the display tab, and click on this without cell merging when it sorts. Cick okay, and now they're all filled in. Okay. So our exercise, which, this is based, based loosely based on the exercise, and I'm showing you a lot of other stuff in there that might be useful. So one of the pieces of our exercises is that we want to search for our document that we created earlier, and then change that. That's what the exercise is. So to do that, we're going to filter. I'm going to go back in here to pick up the filter. I could also start here. And let's start here. I've got this column, highlighted already. It's the user column. And I want to filter on just one user. And that user is RZH5515. Okay. So that just filtered it to my own documents. And we can see here that's that document that we created this morning manually. And here's the document. And just to show you, we had a question on this earlier. Here's the document that we did with the upload template earlier today, right? Okay. I also want to show you, and it's really small. When we have a sort or a filter, it will show up here, I've got this black little filter and this red sort that's on this column. So that shows us that there's a sort and a filter on that column. And this will be important later, there's a transaction that we use, I think on Thursday, where when you go through the exercise, you'll see that there's no data. But then if you pull a filter off, you'll see that there is actually data. So we're gonna show you that when we get there, I think that's on Thursday. Okay, so our... let's just go.... two things. So let's just go look at the posted, the upload document. So I'm going to click on that. And this will show us everything that we did in the spreadsheet, and then when we uploaded it, additionally, the business area, fund, funds center, and commitment and functional area all auto populated based on what we did. Now what you can't do is attach a document to a journal entry that's uploaded. So that, that is seen for some people well, I'll just do it manually because I need to attach a document. Either way, or you could just simply come into this particular transaction and then add in a document like this. Create an attachment, or a note, or an external document. Say upload, upload from... spelling... morning of 6/16. Now there's a note there for all to see. All right, and then, so we're literally in another transaction and we could go from here to save as complete. I'm not gonna do that here, but I am going to save this parked document because I made a change. Okay, and then I'm going to go into the manual document, journal entry, yada, yada. And then we're going to put in some text here. JV... So this would be more detail per line that you would want to have reflected. Obviously we've got more characters that we can put in here and here for a description of this journal entry, but if you have a multi line journal entry of one of those 50 line documents, and you want to be very particular about what a line is, then you can put in this text information. We can, we also saw on the upload template that we had that cell already filled in, right so, so I made a change. So I'm going to save that parked document and I'm going to go back in... it's still a parked document. And then I want to verify if it will post as its... as it... as it stands. So I'm going to simulate, it all looks good. And again, I won't post but I can save as completed here. Yep. So now it's in workflow. So one other thing to show here, I'm going to go back into that document. Let's see if the workflow shows up here. Says who did it, all that. Let's go over to the tree. Does it... I am assuming this helps to have the screen bigger like this? And we can see earlier when we looked at this tree, there was no parked documents but there were some completed documents. So let's look here under parked documents. And it will show us that one that we're in currently. No there wasn't... it will... I'm sorry, it'll show us the upload that we did not save as complete. We just uploaded it and now it's a parked document. And that would be the 5132 and the 5131 will show up here, 6/16. So look at that date. And so that...I'll be dragging that over. So that's that document that we just saved as completed and put into workflow. It's now completed. Alright, so that's how you edit a parked document. So the process here is to park a document. The degree which you... to which you park a document or you just create it and save is complete, I think remains to be seen. In my personal experience, if I'm ready to do a journal entry, I just do the entry, so I would save it as complete, but you may have reasons for parking that document and revisiting it later. And then anyone else can come in and do that as well. So all right, so that's that transaction. Come over here. Change parked document.And then exercise 3.4 is display parked documents. Let's go do that. And then we're gonna, next park an incoming invoice. So here we go. We've got a tile that says display parked document. And it auto populated that last transaction that we did. But what we want to look at here is the document list. And it brings us back to the screen, list of parked documents. And I can simply execute from here or I can get the variant. It'll auto populate what we set up before, and execute. And here we're back in that list and in the format that we created. Let's look at document status. I've got a whole list of those out on that... on that sheet so let's just go through that right now. I think that's probably a good process. So, go to... yeah it's right there... try that again. There it is. Alright. So, we've got FAQs. So daily transactions. That's the section that we're in. So I just want to go through a few of these highlighted items, because they're useful for you. So three major financial documents that you'll be processing are journal entries, which were formerly JTDPs and JVDPs. A little hard to pronounce, and then non-PO invoices and that's what we're going to do later today, and probably maybe a little bit tomorrow as well, which was an SRFC. And then an internal service requests, which is IDCC. So, and this was a question that I had when I was doing a presentation about 15 minutes ago, users may wonder what fields to use to replicate IBIS description, notepad, and FANS description. So the SIMBA team is developing guidelines for that. So that's where... what should we put in the reference field in the description field, you should have some guidance for that. So that can be searched on. Workflow is standard for each form and it will not vary by business area. So it follows standard FN18 approval policy, where budget assistants and financial assistants can approve anything under $10,000. But the admins can go up to $100,000. And then budgeting and financial budget executive and financial officers can go as shown here, over $100,000 for a financial officer, anything over $10,000. So, very simple level of authority structure here. What they're telling us is that they're no more proxy approvers in SIMBA, that each level will have at least two people who can do that. So if someone's gone, it will go to... it'll always go to both people. And then whoever gets to it first will do the scrutiny of it and the approval. And then monthly closing, I did mention this yesterday, that there will be a monthly closing process and it'll be five days. It will be the first through the fifth of the following month. Unless it falls on a weekend, although I don't know what your standards and practices are there. But in manufacturing type corporation environments, you're working all weekend, so to do the claims. And then in a monthly closing, five business days to make sure all parked documents are through the posted status, or they'll need to be restarted with the correct posting date for the month. Okay. And then a few other useful things that I found in this document and we are... I'm one of the people that are is updating this document now for future purposes. So we're putting more and more information in here. So, the question here are account balances, do they factor in encumbered fringe in FA, in F&A? And they will be calculated to fringe and F&A on a transaction post, not on the cumulative balance, and both will follow rate tables that will determine the correct rate to apply based on the cost collector, which would be the cost object... which are cost center, internal order, or WBS, and/or the GL Account being used. So right now in IBIS, the balances do not factor in encumbered fringe, or F&A. So they're not a true balance, and they have to be manually calculated. All that goes away with SIMBA. SIMBA, SIMBA automatically calculates that. So that is probably good news for whoever has been doing that calculation. So how does the approver know to look for attachments? You see a little screenshot here of, of an inbox within a Fiori tile. And we'll get to that, we're going to go through to that in some detail in the internal service request process. So you'll see exactly what that looks like. So V represents a parked document. Here are some other document types. Clearing... so this is a good list. Of course, anytime we see a list like this, we know that's master data, and that you can easily look that up within the system. And then, once the document is posted, if you've gone through the posting, can it be recalled? And the answer is if you... if by recall, you mean unpost it? If so, the answer's no. "Do transactions that are saved," and Karen's asking, "Do transactions that are saved as complete in workflow show as encumbered on a financial report?" Let me think through that. It's not posted yet. So it won't show on any external report. Will it show on encumbered? Let me get... Let me check on that. That's, that's a very good question. So, documents in workflow, do they, do they show as encumbered? Okay, and I will get back to you on that. And then Sue's asking, "Do we have this document too?" You will soon. We... it is a living document that's being worked on as we speak and continually updated. And so by, in addition to the recordings, like what we're doing today, by go live and probably the week before go live, you'll have that document and it'll be in the resources page of the SIMBA site. And then Karen, "In IBIS, a submitted document is encumbered." Yeah, I just need to verify that. I don't want to speak out of turn. I haven't had that question before. So I will check on that. Just a couple more here... will the document post journal entries or is this done at the controller level? Any ... a department can initiate a departmental journal entry as a correction to a GL account or cost center, but it would go through workflow. So the posting occurs in the system after workflow is complete. And so the question is we are not allowed to post in prior periods, only central can. That is consistent. Once a period is closed, it cannot be posted to. And so we're going to a monthly posting, the only time that prior periods can be posted to is during that five day, second period. And then who can post those periods will be limited to... Okay, so that five day period, you can post to the prior period, even though it's, you know, July 3rd or 4th or or fifth, or sixth, right or through the fifth... probably a vacation or holiday there so probably it's through the sixth for July, or let's say August so August 5. The only time prior periods can be posted is during the year end. And that's, that will be done by Central. So not anyone in this class and we've got some more on this but that's coming into non-PO invoices, and we haven't got there yet so I'm gonna move on.So I came in here... Alright, so we parked a journal entry, parked using an upload, we changed to journal entry and saved it as complete. We left the uploaded one as parked. And then we did a display parked document list. And as part of that we did a lot of, here's how you navigate, here's how you create variants, and that sort of thing. So the next section is non-PO invoices. So let's go through here, then we'll take a break, and we'll come back and actually do the exercise. So a non-PO invoice clearly doesn't originate from our purchase order. And this might be utility bills and legal fees, grant refunds, reimbursements, memberships, so lots of different things would be a non-PO invoice. What we know as a fact is that there has to be a vendor involved here. So they...and the vendor needs to be set up. So that's how that works. So parking. You can also park a non-PO invoice, just like you can with a journal entry and that's the process we're gonna go through. So parking's useful if you don't have all the information you need to complete a document. So you can just park if you're unsure of a fund center or GL account, leave it blank. And you must enter in basic fields like vendor date, etc. And then if you're confident that you have all the information you need and it's accurate, then you can save it as complete. And that'll put it into workflow, just like with a journal entry, and then document number will be assigned. So with journal entries and non-PO invoices, that document number that you parked, that is... that document number stays with, with it and so it goes all the way to posting so the same number you park with will post with. That is not the case later on in the week when we're talking about reservations and commitments. So I'll point that out when we get there. And once a document is complete, you can post it and documents reports are available and we'll look at those as well. And we did. And then you can view parked invoices on the vendor line item display. So invoice parking, there's actually quite a few more fields to complete for this. In the header section, as you can see, we've got you know, A through F, text is not a required field but the rest of them are. And then down in the details section, you need to fill out three or four things as well. So to do invoice parking, you need to know the vendor, and then the invoice date, the reference number, that's the vendor invoice number, and then Document Type will default. And we'll look at that. And then the amount as well. And then you've got an optional field, which is the text, and then you'll need to put in the GL account, the amount, whether it's a debit or credit, depending on if it's... Yeah, so we'll look at that, because there's a couple different options. And then the cost center, order, or WBS element, again, you always want to charge to the lowest level. So if you have an internal order, or WBS element where you're collecting costs, then that's where this, that's where it should be applied. And we'll, we'll get in the system. We'll go through all this very carefully. So it looks like kind of a busy screen when it's not too bad. And Karen says, "Another user with business area access can access and complete another user's parked document?" I would say that it would be rare that that would be in a role mapping world that, you know, unless someone's part of two business areas, they won't be able to access your information and complete a document. So it really is just in one business area. So I could see someone like in Central being able to do that, but they wouldn't, because that's not part of what their processes are. Or, you know, let's say a financial officer that's over two different business areas, but that would be very, to my knowledge, there are no situations where that would happen. And then Tracy's asking, "So this is for invoices that people send to us? Or invoices that I send to someone else?" Yeah, good question. It is invoices that... from your vendors that they send to you. And it may be a speaker, you know, an honorarium. So or all those utility bills, that would be the other one that came up a lot. And we actually have a list so it's invoices sent to you for payment. All right. And so in these screens, we do have a balance check. So we'll look at that. It automatically verifies that you are in balance when you put this information in. So that's... this amount here and the detail amount has to match. Okay. And then you, as we did before, you can simulate to see if it would post properly. And then park it. So if the invoice fails on any of the checks, it cannot be saved, and it's complete. So I think what we had on, this was a little challenging for me, because I like to show errors, but I like to have successful outcomes first. For students, I think it helps with confidence in the system and all that. So I think we had this setup to throw an error, then we're going to park it because there was an error. That's the process. And then again, parking creates a document number but does not trigger their approval workflow. And then we have an upload template for parking as well. This is a little bit different. So we'll go through what it looks like... Maybe not today, we may get to it, we may not today so we we will certainly take a look at that. All right good. So demos and exercises, we're going to park an incoming invoice upload, use the template and then displayed a parked invoice document. Alright, it's... and we've been going for about an hour so let's take a break. Come back at 25 to the hour.Alright we're back. So we were... just went through the deck a little bit talking about non-PO invoices. We do need a vendor, we have some other information you need to fill out, the vendor invoice number. It can't be the same on the same day. So you know, the vendor... and there's a validation within the system there. And we'll see that in the upload templates. Let's go over to exercise... First, let's go here. And we've got a little section on non-PO invoices here. That's further down. Non-PO invoices replace SRFCs, I think we already mentioned that. And where do you find the templates? So we already used one template. Earlier today, we'll use one, probably tomorrow for the non-PO invoice, and all those templates are going to be available on the SIMBA page, under Resources, I believe. Yep. Under resources, templates and tools. And we're going to end up with, I think six of them out of this class. So six or seven, seven out of this class. So if you're paying a vendor on a monthly basis at a fixed amount, can you set the invoice as a recurring payment and then pay for several months? Yes, you can. You can select the time period for recurring payments. They...and those recurring payments can only be done on a PO invoice like that, or non-PO invoice. So, and this is important too, when people are entering information for... when parking a vendor invoice, the best place to put more detailed information would be in the long text. In the SIMBA reports, you can drill down pretty easily, is the answer, so you won't have to worry as much about descriptions like like the FAN details that we talked about earlier on and there's guidance that's going to be in place. So the best place to put additional Information is the line item text. And we'll get there shortly. And then that'll appear when you run the vendor line item report and provides more information on the invoice. So if there isn't a vendor number in the drop down, so we did a search for a vendor master record and there was nothing in the drop down. Can you overwrite that to process the invoice? No, you can't. You gotta go to vendor administration, there has to be a vendor. And then we have some kind of more detailed questions for specific instances. Do we use the non-PO invoice when we issue a refund for, to a vendors overpayment? It depends. If refund's related to a PO, you would work with purchasing goods to get the refund issued. If the refund to the vendor is on a non-PO invoice like the ones we're going to create in a minute, then you use the non-PO invoice, and we'll I'll show you where that is. Okay. I think that might be it. So and then one more. If the vendor does not supply a vendor invoice number, will there be a best practice to use to enter? And if there's no number, contract amount, or account number, you can put honorarium or some other term as the reference, but I would suggest to put an asterisk with detail in the vendor line item text field so the vendor understands what they're being paid for. Putting an Asterix at the beginning of the vendor line item text field tells the system to print this detail on the check. So that's an important piece of information. All right, so let's go back to the exercise sheet, park an incoming invoice and the exercise will be... I think we did the one above already... display parked document, yep. So we're going to park an incoming invoice. So a non-PO invoice has been received and it needs to be entered into the system. And then, so we're going to go through this process. Alright, let me close out of that.So park a vendor invoice. All right, give it some more room here. Okay, so as always, we can look at the tree here. First button. So what happened here is because I clicked somewhere in the screen, it's asking me to start entering data. So now we can look at, there's no complete documents here, but there are some parked documents. So, I'll go look at that. So... and here's four of those parked documents. Okay. So we're going to add one to that. And then I can refresh or take the tree off. All right, so now the trees off. And looking at you other buttons, company code we're never going to change. Simulate, we've seen how that works and it's just the same as what we were using before. So simulate. Save is complete if we're confident we have the right information. We will never enter and post. So and then here, transaction, you've got an invoice or a credit memo. So that speaks to what we were just talking about back in the instructor's document where if you want to refund an overpayment, this is what you would use is that credit memo. So we need to look for a vendor. Can somebody provide me with a vendor name in the Q&A? While I'm waiting on that, I'm going to put in a reference number, and it'll be Vendor ID. And let's see, 6/16/20. Somebody's saying, Google. Okay, Amy. Amy says Google. We're gonna, I guess, Google Docs or whatever you're using there. So we're going to put... do a search for Google. Isn't that ironic? And so in case there's something before Google or after Google, I'm going to put the search term with Asterisks on either end. So the wildcards. And then look at all the information here. Okay, there's other ways to search, obviously. And then I'm going to keep the maximum number of hits there, and then do a find. And we can see that there's three entries. Highlight one of those. Now we have our vendor. And then document types...We've got a lot of different options there. Accounting document, net asset posting. So just lots of options. We're going to just go with the top option. We've got Jagger and LionPATH and all sorts of other information here. Tracy: "Will the two from San Francisco be merged?" Yeah, there's a lot of duplicates out in the master data right now that is going to be cleaned up. So I've been assured, so don't worry about that. However, you know, a company is big as Google you might have one called alphabet and then you've got subsidiary operations, right? So there, there might be instances where there would be several entities, and you would have to pick the right one. So if you look up the address, how would you do that? So since you asked the question, I'm not picking on you. Where would you go to look up the various vendors? Could it be a transaction we already looked at maybe? Or the first transaction right? Right. So let me just open this up... go in here. You can have multiple sessions open at one time. As you can see, I just opened another, and then when it decides to come up...So display business partner, you're going to go in and do a search for Google here. So that's, that's the answer to that question. All right, so we're back over here. I put in... I've got a vendor identified, I put in a reference number, that would be their reference number, so you know, and then the amount, we're going to see $175. And then down under GL account, do a search. All right, so here are 522 GL accounts. All right, and then I actually want to put in another line here. So I'm going to do that. 2340...And these will both be debits so I'm gonna leave that. So this would be 90, 85...and again, you're more you know, so the... eBook Creation, Paperback Creation, and then we're going to need a cost center. All right, so let's charge the dean's office for that. He won't mind... Actually for both of those. Alright, so I've got... what I've done is I shorted that there. Oh, I have a question. "Will you only see the cost centers and budgets that pertain to you?" In, in this document? It really depends on the document. I'll need to... That's what I've been told. I'm so accustomed to seeing everything. But yeah, you should only see cost centers and budgets that pertain to you. So we get a little warning here that says net due date is in the past, in the past. That's the invoice date. The invoice, you know, it's their invoice, they created it a week ago and then they send it to us and now we're putting into the system, would it ever, I mean, there's a chance it would be the same day but it's usually going to be in the past. So I'm going to hit enter. You pass that screen. And this is telling me cost center is blocked against direct postings. Oh, interesting. I need to pick a better cost center. No, so the dean does not want his cost center... So no, this human resources is not blocked. Okay. Now I'm going to hit enter again. And then I've got the wrong cost center in here. So I'm going to duplicate that 16401 and then I'm going to hit enter again. And what we should see is validation. Yep. So we have a autofill where the fund, business area, fund center, commitment have all auto completed based on what we put in in the functional area, way over there on the right. Okay, so that's entering a non-PO invoice. I want to simulate that, see if it would post. It looks like it would post correctly. And then I'm going to save this as a parked document. All right. And then we've got the document number that should be written down, ending with 823. All right, , so yeah, question, Tracy. "So then once it goes through all the approvals, central will automatically pay it and let us know when it's been paid?" Let's see, as part of your workflow, we'll use it. Yeah, you will be... first of all, you'll be able to look it up at any time and see the status of it in the inbox. Let me just show you that real quick. Go here. Now my, my inbox, and here I'll show the inbox, we're actually going to see what that looks like tomorrow with the internal service request. But and then they, so it'll be incumbent on you and just tracking that image and seeing where it is in the process, but you will be able to see it through the inbox. So let me go here to my inbox...no items available, we will see that, I'll demonstrate that numerous times tomorrow during the internal service request process. I don't have anything in here because I'm not part of workflow. But I have a separate ID that does show that, so we'll go through that tomorrow. "How long do items stay in your inbox?" From...as of now they stay there forever. That's been a question that's being considered...that's Susan asking that. Because you'll get a long list of stuff that's in various stages. So they're talking about doing some sort of archiving. And. "Will you be able to look up old documents that you pay yearly to reference?" Yeah, easily. We would.... Let's just go to it. Susan's asking that as well. We would go to, let's see which one of these... display FI documents. That, that would make it easy to look up any document that's been posted. Even if it was 10 years ago, you could easily look it up there if you know the date range. And we'll get into that on Friday, that document. Yep, you're welcome, Susan. Remind me if I...well, we'll be there. So I'll remember that. All right. Well, thank you everybody, for today. We are going to, okay. We're going to turn off the recording, and then let you go. And then we'll resume this in the morning. I've got a question out in Slack for documents in the workflow being encumbered, which is probably yes, they are. But I want to verify that before I commit. So we will visit again in the morning. Thank, thanks again for coming and sharing that with us today.I did not get the recording from yesterday.[Claudia Jung] Wait, did you get the recording for Monday? [Rick Helvey] I did. [Claudia Jung] Did someone send it to you or did you just see it on Zoom? [Rick Helvey] It just came in on my cloud. [Claudia Jung] That's weird cuz I definitely did record. Yes. We have a raised hand from Jenny.[Rick Helvey] Yes, Jenny. Let's see.Pricing? Recordings. Yeah, those recordings of the sessions will be available. And there's another trainer and I are updating the Instructor Guide that I've been showing. So that will be completely updated. That will also available before go live. And good morning. Good. Yep, no problem. All right, folks, let's jump in. Yesterday we started on daily transactions and went through some of these, talked about parked documents. The fact that they're not in workflow, demonstrated attached documents. We're going to do that again today. We did a document upload and saw how that worked. Then displayed a FI document, took a poll. And then we jumped into demonstrations exercises for those parked documents. And then we went into the non-PO invoices and talked about how we can park those just like a journal entry. And some of the reasons that we might want to park it, we see some additional information there. How the balances are checked a little bit differently and the fact that you can simulate and then also park that. And then we have a upload template for non-PO invoices. I don't think we quite got there. So what I'd like to do this morning is, is do the manual transaction again, just make sure everybody's solid on that, and then we'll go in and do the upload template for non-PO invoices, look at the results of that and then move on into the internal service request piece of it.All right, so here was the manual part, a non-PO invoice has been received and needs to be entered in the system. So it'll be park a vendor invoice. And we can have the tree on or not, I'm going to leave it off for now and then look at it in a minute. You have the option of an invoice or credit memo here. Only the Vendor ID and we used Google. You can actually probably pick any of these. Ding ding. Invoice date can be in the past. You can see that, well you can't see that I'm hitting the spacebar, but I hit the spacebar. And that brings up some of the numbers that I've typed into the fields there. In this case I want 1 7. Right. We're gonna leave this on vendor invoice, put in $215. Then I'm gonna wanna... So that's all in the header section. I'm going to want to put in a GL account number, and we'll say general office expense. Both... leave both these as debits... five...And then the cost center... 1640. Alright, I think I have everything entered properly. So I'm going to do a simulation. Well first of all, I can just hit the enter button, and it'll auto populate. Let me get that little warning message. And then if we hit the enter button again, it will push through that. Warnings are invariably, you can just continue on with, it's just informational. If you get a red hard stop, then you won't be able to continue, and I'll have to fix whatever, and the message will always tell you what the problem is. And sometimes... or mostly, the system will take you to the cell, the offending cell if you will, where that problem has shown. Alright, and then based on that, we've got some information that auto populated here or derived. The commitment the same as the GL account and the funds center which is the same as the cost center. Okay, so now I'm going to simulate. It looks like Ding ding will get paid and I can save that parked document. As you can see, it does... was saved and with the number 8260. All right, and then if I look at display parked documents, that one comes up, of course. But this would be a good way to search for any documents that have been parked. If I leave this, it'll just show me my documents. There we go. There's 8260 right at the bottom. That's the one that we just did this morning. From here I can drill down and back into that document. I can also put on the tree and see the parked documents here. All right, I think I'm gonna do one more thing here, then we'll do an upload. Put the tree back on...So now I'm going to... I feel comfortable enough with this document that I just created that I'm going to save as completed and kick that into workflow. Now the status has changed, it's preliminarily posted, and that would be in the workflow. Okay. So that's one way to do it. There's another way to upload documents, or to enter in non-PO invoices in mass, and you can do that exercise with this custom AP peel mass upload program. So the scenario, scenario is several invoices need to be uploaded into the system using an Excel spreadsheet and putting into parked status. So this can be very similar to what we looked at before. And we have a few instructions here. Alright, so you can see that this upload template looks a little bit different. Each one of these upload templates will be a little different. We've got one that's also just a notepad file. But this does allow you to add in all your information and gives you some clues as to what's going on with all these fields. For instance, here in the reference field, we can see that there are 16 characters allowed. And in the text field, we can see that there's 50 characters allowed. Okay, so we also have to verify that the dates are in the right format. I'm going to go look at the format of that date. We can see that it's custom month, month, day day, and then the four year format. And these... no... that's a reference. So, because this reference is going to be very specific, it has to also be unique for each particular vendor. So as you can see, we have the vendor picked here based on that, and the GL Account depicted here based on that. So instead of the format where you have a one header line and then multiple item lines, this is a format where the header line is repeated, because it'll always be the same. And then these item lines can be modified. Okay. So I'm going to change the date here. 6/10/2020. And I also want to change the reference number. So each of these will change... that textfield, and this is not as critical, but I want to change it anyway. So I'm going to say that's 85, 85, 85, and this will just take a minute. So these again, these numbers have to be unique because it's gonna go in and upload, and the system will validate whether or not there's a already a reference, that reference number for that vendor. Almost there... copied. All right, so one other thing that I'd like to show you here is that, I did mention yesterday that you cannot attach documents to an upload template. Of course, you can go in and upload afterwards, though. But you can attach these, and we've got an option for a link here. You can attach these URLs. So if you have a place on SharePoint for instance, where you have a document, you can refer to that document by putting in the URL here. And as you can see, it's got plenty of room on that. You've got 1024 characters in that field. Alright, so this looks like it's probably in good shape and can be uploaded. So I'm gonna click on Save. So I've now saved it as an Excel document. Now I'm going to save it again as a text document, tab delimited, put a date on it. And then I'm going to remove all but the top row, and save it once more. Okay, now I think the upload is ready to go. So let's go back to the system. Do custom AP mass upload program. This screen should be familiar from yesterday when we get an upload of a journal entry, and this is instead a non-PO invoice. Again, we are always going to keep this test run checked. This post documents we're going to ignore because we're not going to use that. So all I really need to do here is go find that document that I just created. And then do a test run by clicking on execute. And it does look like everything worked. So I'm going to display errors, there's no errors, and then we can go in and see the document. Okay. And as it would look if it wasn't a test run. Back up, take off test run, and execute. Then we have these 8262, so three new documents created each with their own vendor dates and header reference. All right. Now I would expect to see, under display parked documents, those four new documents. So let's just go look. Document list... Look for my documents. There we go. 8262 63, 64 ,and 65. All right. And if you look here, you can see that the prior two documents that were manually done, the one we did yesterday, the one we did this morning, have the document type of KR. So that's a vendor invoice. But the ones that we did with the upload template has a document type of Y4...oops, keep going... and then that says Food Pro. That's interesting. I would not expect to see that. I'm gonna ask the team about that. I'm gonna jot that down. All right. Okay. So does anyone have any questions on the non-PO invoice, either the manual or the upload? Because if not, we're going to move on to the next section. And I'm not seeing any questions on that. So let's start talking about the internal service request process. Although somebody is not on mute and I need to take care of that. Denise, okay. Oh, Jenny's raising her hand. Yeah, Jenny. I don't think I'm able to unmute you. That may have been from before. All right. So these internal service requests replaced the IDCCs. And it looks like what happened was there were some problems with that process that this custom transaction in SIMBA was used to address. So a couple of problems... And we'll just talk about those problems when we get into the instructor notes a little bit later... But it looks like they've been addressed. And this all works properly. It is a custom transaction. So it'll look different from what you're accustomed to seeing so far this week with the exercises. But it also helps tie a lot of information together and gives us the opportunity to look at your inbox and outbox to see what your workflow is going to look like. Okay. So, the part of this process that we do in this class is shown in the highlighted section at the top. And it starts with requestor creating and submitting the ISR in the internal service request tile. And then, the approvers receive the ISR in their workflow inbox, again, that's the same business area. So as with everything else, there's a separation of duties, and the person who creates the ISR will not be the one who approves it. And I'll go through that approval process. And then it goes to the approvers. And then it will go to the suppliers, and then they'll have their own approval process. And then upon the fulfillment, the supplier updates the ISR with the account data. And then when it's completed, it will close. And then at any point, in the whole process, the requester can access that ISR tile to review the status and confirm that there was a posting... Well, at the end, confirm there's a posting. So, once that finally is, is closed, that service or goods have been received and the supplier calls it good, and then you will verify that, and then when it was approved by the requester that it was completed, then it will post to a journal entry. And you'll see all... every piece of that process in the system today from the requester side. All right. So the requester has specific tasks, completing the header along with the requester and supplier department numbers. And then item details will also be completed, including a description, quantity and amount needed to measure will be in there. And then the requester accounts, like the GL account and cost it object, whether it's a lower level, internal order WBS or cost center will be filled out. And then also the amount. So when those steps are done, it gets kicked in the workflow. And then FN18 rules apply to determine approval routing. And so this would be within the requester organization still, this middle section's for approvers. And then the approvers wll receive requests in their inbox, which we'll see. And then they can approve or reject. They can also add comments. And they can also add documents, supporting documents. And then with an increase in spending, different approvers may be included. So if you go over that $10,000 threshold, for instance, there may be a different approver that would be triggered at that point. And then the third step will be the suppliers, they'll get that request for an ISR in their inbox. They'll put in their accounts that they want to have revenue for, for completing the work. And then they will also put in any cost objects and the amounts and then upon completion, mark it as complete, and then close the ISR. And this is a little more detail of the requestor process. There's a need for goods or service, complete the request, which we'll be doing in a minute, and then review the status throughout the process, and then confirm the JV has been created after the ISR is complete. So behind the scenes approvals are performed in the Fiori inbox. And then the funds reservation is created on the requester department when all approvals are complete. So that's automatic creation of that funds reservation, which will... we will be talking about tomorrow. That's an actual encumbrance on the fund. If a price variance occurs between the requester and supplier amount, the ISR is updated accordingly. So, that's, I believe, consistent with what's done in IDCC currently. You won't know the amount going in sometimes. And there needs to be some adjustments later. And the indication from our instructor notes is that you will probably talk to the supplying department, say how do you want to handle this? So if there's multiple line items, they're talking about distributing that evenly, I think that's optional that you can distribute it however you feel like so that it may match your budget better. And then when the supplier marks the ISR complete, the reservation is closed and a journal entry is posted to record the expense to the requester and revenue to the supplier. So I think we'll, it'll be a little more tangible when you go in and look at it. So let's go through that process. I'll actually show you what has to be done here. I've... I'm going to log into a separate account. So to do that, first I should show you the exercise sheet. Display parked invoice. No, that's not it. Internal service request, you need to request an internal service. And we'll talk about more of what those are as we go into the instructor notes. Okay. We've got some instructions that you probably have access to here. So, back in SIMBA, I need to log out. I'm going to go here. Sign in...sign back in. I tried to do this, what was it... last week or the week before without having access to my instructor ID and it was rather disastrous. So glad we have this available. So this screen, let me just take it down a notch. This will be the more likely configuration for your screen in terms of the number of tiles that you may see based on what you do. So, instead of having those hundreds of tiles that I have, because I have access to everything, you'll likely have this number of tiles, they'll just be different, except you will have this internal service request tile and everyone has that inbox and outbox as well. So to start again, this is a custom transaction. I'm going to open this up, and this will show that whole ISR list over here. There's 50 items in it. It's a pretty long list. There has been discussion of archiving these after they've been completed. So for instance, this one, let's just go take a look at that. We'll look at that a little bit later, we just want to go through the process first, but then we'll go in and look at a completed one. So there are a lot of controls on here, you can share this with someone here. Or you can start a new one and you'll use the plus. I think I need to Zoom this up. Okay. Does that help? Can everyone see this plus mark on the bottom of my screen? If you can't see it...[Claudia Jung] I can see it.[Rick Helvey] Yep. Now how about everybody else? Yep, much better. Thanks. Okay, Karen. Yep. All right. So, again, there's only a couple of controls. There's a share in this. So we're going to add, starting there. And you can see that my ID auto populated here. We've got six tabs here, but I can't go into any of these tabs until I've filled out the header information. Okay. So, requester partner ID, or the department ID. So these are set up so you can't simply just type in there what you want. You do have to go search for it. So I think what we're going to look for is 52001, enter some kind of corporate controller office delivery, that'll be at the stadium and, and then the department supplier, department ID. So this is the corporate controller asking for some... something that will be delivered at the stadium from the supplier department. So that supplier department would be that Campus Ops, conference services. Yeah, that's fine. It would make more sense for it to be athletics, but we're just looking for data that works. You would know your own data. All right, so, so at this point, in order to continue, you can save. And we can see that these fields are now populated. And that the next tab has opened up, click on that tab. Again, we can start over using this, but we want to complete this one. So the only controls that we have are edit and delete at this point. So I'm going to click on edit and that brought the screen in for service requested. So now I'm going to add a service and I'm going to call that parking control prior and then we'll say 10 man hours. And this unit of measure is a very long list. So I happen to know that hour was in there, but we have pounds, kilowatts, apparently. And lots of other things each, which you would probably commonly use, but lots of different options there. And then I'm gonna say that's 15. I'm gonna add a second line. I'll say parking control. Say we'll need five hours there. As a finance professional, I would never pay more than $15 an hour for that. Okay. So now we have two line items in there, they... it's calculated up here. And if I'm comfortable with what the request is, I'm going to save. Okay? And then again, it shows that same tab and then opens up the next tab. So again, this is all, except for the one supplying entity back on the header tab here, supplier department, this is all requester information. So we've put in what we're ordering, who's ordering from whom. And now I hit edit and then add to put in the GL Account cost center. Yes. 5200...And I'm just going to randomly pick that. Then the cost center...1640...and then we have to match them out. So I'll put them up here. And it looks like we're all done. Sometimes my randomly picked data doesn't work. So let's, we need to be comfortable with that. Again, you'll know your cost center and the GL account that you want. It's going to be... the GL account will be very similar except it's a new chart of accounts to what you use for IDCCs in the cost center, you'll know your cost center's gonna be, and you can also search for them. And then I'm going to submit this for approval. Confirm. Do I wanna submit? Yes I do. And so now we have a new internal service request. It looks like that's rejected up there. Let's go to the top. And it's ending with 85. And let's look here. Is there a fund reservation? No, because it hasn't gone through the approval process. So there'll be no commitment or reservation at this point, and, which is the same thing as an encumbrance. And there... is there a JV number? No, that won't be completed until the request, requested services or goods are delivered, and then everyone signs off. And then JV will be created. And then, and you can see those ISRs says the status is in process. Okay. So we have the option here for service acceptance, this is not available, because I can't approve my own. So actually, I would go somewhere else to do that. We did a little bit of a different thing with these so that we could show this process, and that's why I'm in different instructor ID. So where would we go from here? We now have this internal service request sitting out there. It's not even in workflow as you can see here. And so what would we do here? So on a daily basis, and people do have the question now, and in some cases, your inbox and SMTP within the SIMBA system will get a message and also your Outlook mail your, your university mail would... email we get a message also. But my recommendation is that you always check your messages within SIMBA on a daily basis because that's where the approvals will be going. Then, it's also where you will see your activities. So let's go there and look for that. So we're remembering that's number 85. We can come down here and look at my inbox. Okay, so someone else has been using this ID I see for AP invoices, do 75... Let's just look at that. 72. Those look familiar. That looks like what we created this morning doesn't it? 72, 73, 74, and 75. So I didn't realize that was linked, but that's okay. And then so ISR 85. That's the one that we're working with right now. So I'm going to click on that. And then here's the screen. Let's just look at the components of this. Over here on the left, this is the navigation area. And you can sort ascending or descending. You can also filter. And then you can also group them. Over here on the right on the bottom, we've got the ability to approve or reject this, that way the workflow is set up so we could do that. So I could do that. And then it also will show the log of when it was created, and then it would also show us who's the next approver in line on this. And then, up in this section, we've got a hyperlink for workflow system. We've got due dates and all that information. And then we've got some information here and a link back to our ISR tile. So we can look at this within that title, we wouldn't want to do that now because nothing's actually changed. Dee's asking, "Can you pull up an old one and just revise and submit?" Yeah, if I can find an old one. Well, I'll go and do that. Revise and submit. And then Amy's asking, "If the ISR is rejected, will the approver need to enter a comment regarding why it was rejected?" And we'll... we'll practice, we'll see what we can do. There's definitely a comment. I think that would be a best practice. But I don't know that that's a system requirement. So speaking of comments, we can put in a comment here. I reject this ISR. And then submit that. And that will show up here. Then we can also add an attachment... add that document at random. And it tells us the attachment was uploaded successfully. Then we can also put in a link. And then this link is... this just shows related objects. So it's showing you a link in that. And this will just take us back to the ISR tile. So this one we wanted to reject. Based on one of the comments I put it in. So I'm going to reject that and you have a note mandatory note. So I reject you and all you stand for. Okay. And you can see that it has fallen off of our workflow. And then here we are back. So I want to go look at that parked documents... No, that's not part of this class. So, so that's, we just rejected that. Let's go see the outcome of that back in the internal service request. And that's 85, we can see that it's already selected. In workflow status, it's in rejected status. And so and then we do not even have...there we go, services. You don't even have the option to make any changes to this. So I'm going to create a new one and do an approval on it. So to start that process, I click on the plus ... this is the service office... swim center. Ops. Then to continue, I hit save. And we'll say... 50 each... pool noodles are $2.50. Okay. And then we need to pick an account and cost center. Add. I'll use that department. Alright. And then cost centers... that's not what I wanted. So orientation. So apparently we're going to provide noodles for the new incoming students for the orientation, something like that. The amount will be 125 then I can submit that for approval. Now we've got 86 that is... is in process status, just like 85 had been before. All right, now I'm going to go back to my inbox. It's not showing up. I atually had this happen last week as well. I need to understand why that happens sometimes. Workflow is in status. The amount is right. I think what happened last week...No, that should be okay. Hmm. Let me do change....And yeah, sometimes... I think I just picked the wrong cost center here on this one. So I'm gonna recreate that. As you can see, you can't really modify that afterward it's been created... and I think we have some discussion about within the Instructor Guide. So, we'll talk about it after we get through this process. Add a requester recount. I'm gonna use the same ones we used earlier. And we'll put in the right amount. It looks the same but because, I'm assuming you know, this is 86 and this is 87. So we go back to the inbox and 86 doesn't show up because there was some coding. I would have to go and look at that to find out why the cost center was not appropriate. And then, but 87 does show up and it's in workflow requiring approval. Add an attachment as well. And approve. Alright, so now that falls off, out of our inbox. And where we should see that now, is in the outbox here. So here's the earlier one that we did. And here's the last one that we just did. 85 and 87. Because we approved those. Yeah. Yeah, Tracy's asking, "What the word medium?" I put that out to the group and they said, ignore it. So no one knew what it was for and it was not useful in any way. So. So 85 and 87, we'll see those in our outbox at this point. And then if we look at the log here, we can see, you know, the time... now, for some reason, it always shows the same time here, 7:25. So whatever time we started that, oh, that's when it was processed. And it all comes in at the same time. So we had another request, but I think I'll do that after break. Let's take a break and come back at 10 to the hour. And, or, I'm sorry, not 10 to the hour. 20 to the hour, so 9:40. And then we'll talk about that request and some other things dealing with that ISR process.All right, and we're back. Let's, go into instructor notes for a little bit. There's some really great information on the ISR process in here. And then we'll talk about what you're currently doing and then what you might do. There were some cases that have been presented to the instructors over the last few weeks where the end result was, you probably need to do journal entries instead of ISRs for those particular ones. And I think we'll see them in this document. Again, this is completely... this is being updated as we speak. So well, I'm not updating this right now, but I will be later today. And then we're going to share this document so everybody can see all this. So, so the internal transactions, there's lots of them going on. And there's three ways they're handled, either through interdepartmental charges, IDCC, well that's what you've been using, and journals, vouchers, this is in IBIS, and then direct bills. And, and so how does that change with the SIMBA system? In SIMBA, the IDCCs have been replaced with ISRs. And then journal entry upload, Central's going to use for larger units to build many accounts at one time. So that'll be done by Central. And then interface posting will be uploaded from third party systems like those that are used by A&BS and Ops. And then the direct billing, what has been direct billed before now will continue to be direct billed, and that would be this group right here. So that's not something that I think anyone in this class would need to be concerned with other than verifying that they're the right amounts and all that. And then so ISRs are there for departments that offer goods and services that are not authorized to do direct billing. So these would be the the other ones. So examples of this might be research or IT support, registering for an internal event hosted by another department, and things of that nature. So this is kinda... and I didn't want to highlight everything, but this is really pretty important to hear. So this process is predicated on the requesting department working with the supplying department to identify the services goods and get a quote or estimate. Once, once that initial discussion is done, then the ISR is prepared by the requesting department just, as we just did to confirm that request and supply the accounting details and get an appropriate departmental approval. So then the supplier confirms they can perform that. So, and then by accepting the ISR, when the work is completed, bills the requesting department, so that's all automatically happening within the system. So, in some situations, where an IDCC is currently being used, a journal entry may be the more appropriate mechanism. So an example of that I have, from a week... two weeks ago, is somebody got billed by the radio station once a month, and then they would send a bill over. And I think they handled that currently through the IDCC process. But we determined through discussion with the team that that should probably just be a journal entry. Okay. And then obviously with a journal entry, you can back... put the backup so it's recurring, and it could just be set up as a recurring journal entry. So that's because the supplier was providing an invoice for, for services. And then, and it was designed straight....The...The ISR process is designed strictly for the requester to submit a request for internal services. Excuse me, I have to take a quick break. I'll be back in less than two minutes. All right. So most of these questions I've explained in the system already while we're going through it. And some I don't understand, will the system calculate total? We can see that it did. So can viewers view the financial approver for the ISR? Yes. In the outbox, you'll be able to see the ISR... the workflow. And so this is kind of interesting. How would you process a partial request? So, there's a request for 10 items, the supplier only adds five. So it's just a matter of practice based on specific instance. So they'll have the option to accept or reject. If they accepted the job, they need to determine how to proceed. So what I've been seeing in practice is that sometimes those adjustments are made at the end of the process where there are some extra dollars, you know, above or below the quote. And those adjustments are made by talking with the other department and come to an agreement on how that would be handled. That's a very specific question there. So and as I just said, if the suppplier exceeds the agreed upon price or cost, then they're the suppliers on the hook. But ultimately, it's a negotiation between the two parties. So hopefully a discussion would ensue and then have an outcome. So the difference between the ISR and the IDCC is that it's a request for service. So, so the person requesting needs to initiate it. So it's all done from that side. If it needs to be done from the supplier side, that will be a journal entry. And a lot of questions about workflow here. And so, do we need a type of internal invoice to send to the requester? This person thinks so because we need to justify the cost. We did not see a need for that, was the answer. We would expect in some cases, the amount will be preset, if not, then an invoice showing the detailed charges could be sent to the requester before they initiate ISR. And then as mentioned before, can you proxy for a supervisor? There's no longer any proxies in SIMBA, so just multiple people in a role. And will we see ISRs for our cost objects or all of them? You only see your own, as we noticed in the system. Well, my training ID I do see other people's, but that's just because it's the training system. So and then what's the follow up like with ISRs? If I request a book from another department, how does the requester know when to expect the books to be delivered? And that's the old school way. Call the supplier. And then Ops is going to be direct bill so... Alright, so let's go back into the system. Share this, then go back into ISR. That's interesting. Someone has this is ISR in here with... there's no status on them. I've not seen that before. So this 87, we can see the status on it. Everything's in process here. Let's go look at a completed one. So this one for $13. We can see there's a funds reservation number now that it's gone through approvals. Here's the date of it. It's about a week ago, and then a JV has been created. So that's the journal entry making the payment subsequent to this being done. So let's look at some of the details here. Instructor4, and then, is charging, is the... Yeah, the supplier department will charge the officer of the corporate controller, the requester department for whatever this is, in this case pens. And the requester accounts here... here on this cost centers a little bit different than what I would use. And then here is the service acceptance. So when that service was accepted, that's a piece that we're not able to see with the ones that I created. This is part of the departmental user two class, were they able to go in and do this? And then they'll say, yes, we have the pens. And so that's new. And then over here, we can see the supplier accounts. And service completion shows here. Yes, it's complete text, text, text. So you would have a billing reference number in that information. And once that's all complete, it goes through. And a journal entry is created to pay the supplying department for that, those pens in this case. So here's a case, one where the workflow's completed, and the status says accepted. But as we can see, there's no funds reservation number, no JV number. So over here, same thing, pens, under service acceptance, we see that it's been accepted. But since there were no supplier accounts setup, there was no journal entry that could be done on that. Alright, so that's the internal service request process. Let's go back in my inbox. It's showing that that requires approval. Question. Dee: "Why would you have one like the last example?" Well, you know, first of all, we've got various instructors in here that are showing the various processes. So that would be, they probably wanted to show that exact process. Well, we can go through this entire approvals and have everything in place. But if we don't have a GL account and a cost center, then nothing's... then there's no posting that's going to happen. So I would expect that that would be an example that they just wanted to show. And that for... would be for departmental user two and in their training where they're able to do the other side of these transactions. All right, so this looks like it was someone else's. So I'm not gonna touch that. We've got journal entries here and everything. Interesting. All right. And then so that's the inbox. So just to show you that we've got ISR here, we've got a journal entry. And there may be other transactions in here, AP invoice approvals. So lots, lots of different...or the three different ones that we're going over in training will show up here in the inbox. So this is the workflow piece. It's good to be familiar with that. I'm also going to share...way down here at the bottom, this outbox. And so once you've completed an approval, this is where you would see this. That requires approval. And then so that got set up. It says it's completed. And so again, let's see this ISR. So I did have approval on that. Let's look at that. And then this ISR 87 requires approval. So it's just showing you that... where it is in the system, we can share the log on that too. So there was, was created three minutes later, we did an attachment and a comment. And then that was me, and then the container was updated, and then the task was completed. So then we got kicked into workflow. And that's just a description of the workflow system. So, any other questions on the ISR part or process? I think the takeaway for the internal service request is that they're driven by the requester. So not the supplier. And then if it has to be done by the supplier, then it'll be a journal entry instead. What I was referring to earlier in the class was that someone was telling me oh, I'd like to do an internal request, service request with this one department because they just do journal entries, and that are hitting my cost centers, and without my approval, and I thought, well, that's quite certainly a good case for an internal service request to be done, because then it does go through workflow and there'll be approvers. So now for that supplying department that was doing the journal entries, they'll now have to go through the approval process as well. So depending on the dollar amount, it'll go through the approval process. But that's just on the supplier department side. That's not on the receiver side. So all right. And we could kind of wrap this up a little bit earlier than I'm accustomed to. So we can probably jump into the next section. Every comfortable with the ISRs? If so, I'm going to sign out of the system. And then we'll get started on the next section. Yep, good, Dee. Okay.Is that stone lion, is that there on the campus somewhere? Are there multiple ones of those? I've never been to your campus. Yep. Thank you. Thanks. Alright, so there's two transactions... there's probably more than we might show. But there's two transactions that... after I started going through the material and teaching this material I determined will probably be useful to show. One we'll show a little bit later today in this is this FMX3. And then the other one is this vendor line item. And since we... that was part of the parking process that we did on Monday, I think I'll show you that one. I haven't actually used this in the system here. But this is a vendor line item report. We do refer to this report. It was in the Instructor Guide. And I asked the team last night if we might include that. And they said yes, so let's, let's do that. So this is what the report like looks like from inside. And there's a very similar report that we're going to run through the reporting section, probably starting tomorrow. But you can see open items, cleared items. Just explain what those are. So these will... these will be unpaid items. So they opened... cleared, it means they've been paid and cleared the bank. All items and these posting dates. And then we've got, we can come in here and make a selection to define our data better. But what I like to do, we know what the company code is, 1855...is, look and see if there's a variant that's been set up, that would be helpful for us. We're going to go over dynamic selections probably tomorrow or Friday in another transaction. And then from here, we can see we can do a few different things. So I'm going to check for a variant to see what's out there. All open items, cleared items and all sales and purchases and one for audit. So it might be useful. But for our purposes here today, I don't think there's much information. We'll see shortly. I'm just going to run this wide open and say any open vendor line items should display. So that'll be it. So execute. My last project I did with, was with a company that had two plants in Pennsylvania. One on the north end and one on the south, far south end and kind of in the middle of the state. And I did a newsletter for them and I always put little jokes and stuff in there and one of the jokes was that what does SAP stand for and then, and it wasn't necessarily a joke. It stands for hour glass display in German. That's what it means. So when you have this sort of thing going on, so kind of taking a little time. So what I would want to do here because I can see oh, this is taking too long, that's probably because there's too many open items. So I'm going to go in and change the parameters. So I'm just going to stop this and then go back in. So what I want to do instead... I'll do all items, which would actually have a lot more information, but I'm going to restrict the date and I'm going to say 05/01/2020 until 06/01/2020. And then execute that. And hopefully that'll get us information a little more quickly. And one little document, one vendor item that's out there. We can see that it's overdue. And I just drilled down, let me do that again. So here we have the options to show other columns, display a column, change the document. So here we're vendor line item display. But if we wanted to change this, we could. We could do a mass change, their display, check information, we wouldn't have that here. And then account master data. So if we go there, it'll just say display supplier initial screen. So this would be like the display partner and probably uses the same information. Go back and under more, we can add in set filters, sort layout, layouts, all that type of information. In fact, that would show up on this bar, I think. If we just reduce the size of it, and all that stuff will just show up on the bar. So this is Dell Marketing. And then here down below...so that's the header section. We can see that these are all the document numbers specific to that. So let us go into this document here and it shows that Dell Marketing did not get paid their $750. Actually, I want to see if there's an attachment on that one. So, for attachments, we're always going to go to services for objects that you can see here. This is highlighted, so there may be an attachment. We'll find out soon enough. There is. So someone did test doc as an attachment there. I could just open it by doing a double click. And then it'll open. We don't even need to look at that, but so good. That's good practice. There's an attachment on this document. Getting back up... so how do we get there? We did a vendor open line items. And then in this is going to be by vendor as you can see, it's not the ALV or spreadsheet layout that we're accustomed to because each vendor has its own section. What is consistent is they didn't get paid. Oh, this one looks like it got paid. Let's go in and look at that document. Outgoing payment of $70. Call that up and we can see that this was a commitment that was paid. So vendor account, obviously, this can be configured in, in that we can put a range of vendors here. If you have a certain number of vendors that you are keeping track of and you know their vendor numbers, you can put that in a notepad file or an Excel spreadsheet, do the copy, put it in your clipboard and populate it right here. And then just look at those vendors. And I might as well, since it's good on time today, just because that ISR process went fairly quickly. So I might as well show you dynamic selections here. So in addition to the fields that we have here to filter on, and there's a few of them. Whenever you see this dynamic selections, we used to always call that the rainbow, not because it was rainbow colored, but because literally, it could be anything under the rainbow that you could search for. So there's a better example this in one of our reports, and we're going to run in the reporting portion of this course, but here we can see that all these items can be added in and searched on. So if you want to search by city or postal code, you could do that. You know, lots of different options, trading partners, reconciliation accounts, created on and created by so if you want to just search by what you, on yours that you just created, you can do that as well. Okay, so lots of different options here under the dynamic selections. All right. Go here.DisclaimerAlternative Format Statement This publication is available in alternative media upon request. 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