[ MIKE STOKO. Automate What You Hate. Raechal Martin, FI Data Analyst Powell Electronics Jim Halepaska, VP of Sales Z Option [ CHRISTINA CRONE

Transcription

1 Raechal Martin, FI Data Analyst Powell Electronics Jim Halepaska, VP of Sales Z Option Automate What You Hate ] [ CHRISTINA CRONE ASUG INSTALLATION MEMBER MEMBER SINCE: 1999 [ MIKE STOKO ASUG INSTALLATION MEMBER MEMBER SINCE: 2003 [ BOB GAUTHIER ASUG ASSOCIATE MEMBER MEMBER SINCE:1998

2 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 2

3 Powell Electronics At a Glance Privately owned (celebrating our 61 st year) Interconnect and Electromechanical Value-Added Distributor One of the top 25 of all U.S. distribution Financially sound Ten sales offices throughout U.S. Nine sales locations outside USA, 8 of which are operated by agents on commission ISO-9001:2000 Registered as AS 9100 Certified 3

4 Powell Electronics At a Glance 4

5 Powell Electronics SAP Environment R/3 Enterprise (4.7) Go-Live year 2000 on 4.0B Upgrade to Enterprise in November 2003 MySAP Business Suites Licensed in 2005 SD, MM, PP, FI, CO, PA, QM Solution Manager 4.0 Direct Customer of SAP 172 SAP Users SME just under $ employees 5

6 Z Option At a Glance 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 6

7 Z Option Customers 7

8 General Product Overview Spreadsheet Server Real Time Interactive Reporting 8

9 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 9

10 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited? 10

11 The Problem: Why did we do this? Fill out paper form in triplicate 1 Hour Attach receipts using stapler Send Expense report & receipts to Bob for approval (via snail mail 2-3 days) Bob misplaces expense report for several days (2-3 days) Raechal nags Bob (Did you get it? Did you approve it? Did you send it to Corp) Bob approves and sends to Accounts Payable (via snail mail 2-3 days) 11

12 The Problem: Why did we do this? Bob approves and sends to Accounts Payable (via snail mail 2-3 days) Accounts Payable makes manual entry Accounts Payable files paper and receipts Checks are processed Check is snail mailed (2-3 days snail mail) Estimated time of processing was 2 + weeks plus costs of snail mail 12

13 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited? 13

14 The Goals No Manual Calculations Less errors Reimbursed Faster Keep sales people happy sell more No Hardcopies How many people are filing copies of this? 14

15 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited? 15

16 THE SOLUTION Solution 16

17 THE SOLUTION Contains 4 Worksheets Expenses Receipts Audit Trail GLSU 17

18 Expenses Worksheet 18

19 Receipts Worksheet 19

20 Audit Trail Worksheet 20

21 GLSU Worksheet 21

22 Worksheet Automation Drop-Down list is created to choose names. Amounts from Expense sheet are brought into the amounts for the GLSU entry. Lookup table inserts the text, Vendor number, Profit and Cost centers. IF Statement comments out unnecessary lines. 22

23 Attach Document In SAP 23

24 View Document In SAP 24

25 The Solution: What did we do? Fill out Expense Worksheet (1 Hr) Scan Receipts (10 Minutes) Attach scanned receipts (minute) Expense report to Bob for approval (minute) Bob approves and s to Accounts Payable (minute) Accounts Payable posts using GLSU and attaches document in SAP (10 Minutes) Process Direct Deposit Estimated time of processing is cut from 2+ weeks to less than 2 Hours 25

26 Streamline Employee Expense Reimbursement Process What was the Problem? What were the Goals? What was our Solution? Who Benefited? 26

27 WHO BENEFITED IT Little IT support No consulting Auditors Ability to view Expense Report File in SAP Comprehensive audit trail Managers Less nagging No paper backup 27

28 WHO BENEFITED Accounts Payable Automatic Posting No filing No printing checks Field Sales Faster processing Direct Deposit Trees No paper filing No paper cuts 28

29 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 29

30 TIPS AND TRICKS Lookup Tables IF Statements Dropdown Lists Password Protection Macros 30

31 TIPS AND TRICKS LOOKUP TABLES (Not as hard as it sounds) Vertical lookup =vlookup(what,from:to,where,false) =VLOOKUP(B69,GLSU!B31:G114,6,FALSE) Horizontal lookup =hlookup(what,from:to,where,false) =HLOOKUP(B69,GLSU!B31:G114,6,FALSE) 31

32 TIPS AND TRICKS IF STATEMENTS =IF(a=b,true,false) =IF($D16 = 0, COMMENT, ) 32

33 TIPS AND TRICKS DROP-DOWN LISTS Click on: Data, Data Validation On the settings tab make sure it states list and designate where your list is located. In this example the list is located on the GLSU worksheet cells B29:B30 33

34 TIPS AND TRICKS DROP-DOWN LISTS You may choose to have a message appear when the cell is chosen. You may choose an error message when erroneous information is typed in. 34

35 TIPS AND TRICKS PASSWORD PROTECTION Unlock cells Choose cells to unlock Excel 2007 = Home, Format, Format Cells Excel 2003 = Format, Cells 35

36 TIPS AND TRICKS PASSWORD PROTECTION Unlock cells On the protection tab remove the checkmark from Locked 36

37 TIPS AND TRICKS PASSWORD PROTECTION Password protect worksheet 2007 Review, Protect Sheet, enter and confirm a password you will remember 2003 Tools, Protection, Protect Sheet 37

38 TIPS AND TRICKS MACROS 38 Macros are great tools for those actions you repeat redundantly: Do you always format headers the same? Do you always format total lines the same? Do you have a file that comes from a vendor that you always need to input or remove columns and input formulas into columns? A Macro can be set up to do all of these with a single button. The steps are: Record Macro Perform Task Stop Recording Run Macro

39 MACROS - RECORD TIPS AND TRICKS Excel 2007 click on: Developer, Record Macro, Name Macro Earlier versions of Excel click on: Tools, Macro, Record new Macro, Name Macro 39

40 TIPS AND TRICKS Tip MACROS - PERFORM TASK Complete the task you want the button to perform Start with something simple like choosing a set of cells Change the Fill Color to yellow Change the font to Bold Put a box around the cells Change the font size in the cells to 16 40

41 TIPS AND TRICKS MACROS STOP RECORDING Excel 2007 click on: Developer, Stop Recording Earlier versions of Excel click on: Tools, Macro, Stop Recording 41

42 MACROS RUN TIPS AND TRICKS Excel 2007 click on: Developer, Macros Earlier versions of Excel click on: Tools, Macro, Macros 42

43 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 43

44 Problem Resolution: Z Option Response Time 44

45 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 45

46 IDEAS FOR AUTOMATING Standard Journal Entries Inter/Intra Freight Re-classes Variance Re-classes 46

47 IDEAS FOR AUTOMATING Monthly Allocations Depreciation Schedules Income / Salary Insurances Rent 47

48 What We ll Cover Powell Electronics and Z Option Information Streamline Employee Expense Reimbursement Process Tips and Tricks to Make Your Spreadsheet Template Work for You Demonstration of GLSU Ideas for Automating Other Accounting Processes Wrap-Up 48

49 7 Key Points to Take Home 1. Use Excel and Z Option s GLSU to automate manual accounting processes. 2. Streamline Employee Expense Reimbursement process. Does your process take weeks or hours? 3. Not all high ROI projects require a huge budget. 4. Improve your audit trail by automatically attaching source documents. 5. Make Excel work for you by using standard functionality. 6. Increase Accuracy, reduce time and effort, shorten month-end close cycle. 7. Save trees and aggravation with paperless processes. 49

50 Your Turn Questions! How to Contact: Raechal Martin How to Contact: Jim Halepaska Booth #

51 ] Thank you for participating. Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at [ SESSION CODE: