How Kellogg Automated Processing Of Purchase Card Accruals

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2 Vendor Solutions and Services How Kellogg Automated Processing Of Purchase Card Accruals Laun Adams, Manager Financial Reporting Kellogg USA and Canada Jim Halepaska, VP of Sales -Z Option 2009 Wellesley Information Services. All rights reserved.

3 In This Session... Find out how Kellogg leveraged the Z Option General Ledger Spreadsheet Uploader (GLSU) solution to streamline the processing of hotel card, purchase card, and individual travel card accruals. Learn how Kellogg worked with credit card companies to get the necessary data in a usable format. See how the use of GLSU can improve the efficiency of other financial data entry functions, such as processing expense reports and very large documents. Come away with an understanding of how GLSU complements standard SAP functionality by validating and posting GL entries, vendor invoices, A/R documents, and other financial data directly from Microsoft Excel into SAP Financials. 2

4 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 3

5 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 4

6 Kellogg At A Glance With 2007 sales of nearly $12 billion, Kellogg Company is the world s leading producer of cereal and convenience foods, including crackers, toaster pastries, cereal bars, frozen waffles, and meat alternatives. For more than 100 years, innovation and commitment to being the best in the categories in which we compete has guided Kellogg. From being the first company to offer premiums in our cereal boxes to being the first to fortify our cereals, Kellogg has historically been a leader in industry, innovation and marketing. 5

7 Kellogg At A Glance Laun Adams Laun Adams With a background in SAP general ledger processes and financial statement preparation, Laun leads a team of 9 at Kellogg. He is responsible for the period end general ledger closing process and financial report preparation. In addition, Laun monitors inter-company activity, maintains system master information for plants, accounts, cost centers and cost elements, and oversees the corporate account reconciliation initiative. 6

8 Kellogg At A Glance SAP Environment Keebler first implemented SAP R/3 in 1996 Kellogg implemented SAP R/3 4.6 in 2002 after acquiring Keebler Current version: 6.0 Excel 2003 Z Option Customer since June 2003 What we did before GLSU 7

9 Located in Lewisville, Texas (Near Dallas) Formed in 1998 by accountants and programmers SAP Software Partner World-class products and support for customers of all sizes and industries 8

10 Customers 9

11 Product Overview 10

12 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 11

13 Kellogg s Objectives Purchase Card Processing Accrue for expenses at month end that were incurred using American Express credit cards Hotel Card Pcard Individual travel cards 12

14 Definition Q: What is an accrual A: It is the recording of an expense in the period it was incurred vs. period of payment. This entry generally takes the form of a debit to expense and a credit to liability. At Kellogg, our Amex statements are dated the 15 th of the month, so every month we need to accrue for the charges that take place between the 15 th and the end of the month 13

15 Excel Formulas =if( condition, result if true, result if false) =sumif(evaluation range, looking for, sum range) =vlookup(reference, lookup table, offset, type of lookup) =len(evaluation cell) =today() =abs(evaluation cell) =isna(evaluation cell) 14

16 Hotel / Pcard Data is sorted successively by CoCd, Cost Center, and amount to eliminate small dollar items and potential issues. Items are coded in column A as to whether they should be posted or not. Only have to post 80% of the total. Charges: sumif(h:h, 40,M:M) Total to Post: sumif(a:a, Post,M:M) Credits: sumif(h:h, 50,M:M) Actual Amount: if(h133=40,j133,-j133) Data received from Amex in columns B - K 15

17 Hotel / Pcard Since this is being treated as an accrual document we want standard dates to populate all the date fields. Formulas make it so that only the period must be keyed. Doc date: =today() Posting date: =vlookup(f4,sheet1!$a$5:$j$16,6,false) Reversal date: =vlookup(f4,sheet1!$a$5:$j$16,10,false) Because CC and Order are both reported in the same column on the Amex report an if statement analyzing their length determines which column to populate 16

18 T&E Accrual 3 different reports to combine Expense Report submitted but no receipts attached Expense Report not approved Amex items for which expense reports not yet filed Issues: Amex report doesn t have cost center detail, just employee id s; items may be duplicated between first two reports; 20,000 line items to summarize and report on. Additional data needed: Employee table from HR including cost centers, cost center master table with company codes. 17

19 T&E Accrual / Eliminating the Duplicates Using Data-> Filter -> Advanced Filter and checking unique records only hides the duplicate line items 18

20 T&E Accrual / Determine Company Code and Cost Center Vlookup personnel ID codes to determine Cost Center. Another similar Vlookup determines company code. =vlookup($a3,sheet1!$a$3:$d$2000,3,false) 19

21 T&E Accrual Create a pivot table report to subtotal cost center amounts across entire report 20

22 T&E Accrual On step 3 click layout to build the pivot table once the layout is complete this screen will reappear. Click finish to place pivot table into the spreadsheet. 21

23 T&E Accrual The pivot table is built by dragging and dropping fields onto the grid. Double clicking on the field names brings up additional formatting and subtotaling options. 22

24 T&E Accrual The pivot table now has the data subtotaled in a way that I can use to build the journal entry. 23

25 T&E Accrual This same pivot table can be reconfigured quickly to answer questions and provide data to others by just dragging fields on, off, or to different areas of the pivot table. 24

26 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 25

27 Tips and Tricks / Enhance Recalc Speed On spreadsheets with many rows, the presence of formulas can slow down performance and increase the size of the file. To minimize both of these issues, keep a copy of the formula in a place where it can be copied when needed, but when finished, replace all the formulas in your data area with values. Select and copy the range, then paste-> special-> values over the existing formulas 26

28 Tips and Tricks / Drill Down in Pivot Tables Double clicking on any amount will open up a new tab in the spreadsheet with all the details for the amount that was clicked. 27

29 Tips and Tricks / Removing #N/A from results 28

30 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 29

31 What you will see in the GLSU Demonstration Easy user interface Leverage existing Excel skills Post directly from the spreadsheet Flexible layouts SAP Document Numbers returned Attach source workbook to posted document in SAP Pre-validation of data before posting Master Data lookups Post more than 1,000 lines Post multiple documents from 1 worksheet 双重字节字符 (Asian character support) Free Trial Period 30

32 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 31

33 Ideas For Automating Other Accounting Processes Process 3rd Party Payroll Interface Mark to Market Adjustments Multi-Currency Entries Tax Calculation and Posting Many, many more (all divisions of Kellogg use GLSU) 32

34 What We ll Cover Kellogg and Z Option Information Kellogg s Objectives Purchase Card Processing Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 33

35 Resources Microsoft Excel Functions Z Option Online Presentations Automate What You Hate - GLSU Presentation From SAP Financials 2008 Powell Electronics Easy Data Entry From Excel GLSU/Budget Loader Presentation From SAP Financials 2006 Rail America GLSU Presentation GLSU Overview For Demonstration 34

36 7 Key Points to Take Home 1) Use Excel and Z Option s GLSU to automate manual accounting processes. 2) Work with the 3 rd party to provide data in an easy to use format. 3) Streamline Purchase Card process. Does your process take hours or minutes? 4) Make Excel work for you by using standard functionality. 5) Increase accuracy, reduce time and effort, shorten month-end close cycle. 6) Use Excel automation to improve other accounting processes. 7) Use GLSU to enhance your SAP experience (post more than 1000 lines, post multiple documents from one worksheet, attach source documents in SAP). 35

37 Your Turn! How to Contact: Laun Adams Kellogg (ask for Laun) How to Contact: Jim Halepaska Financials 2009 Premier Sponsor Booth #