Bookkeeper/Secretary SAP Quick-Reference

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Geraldine Perry
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1 Financial Operations Support Revised Bookkeeper/Secretary SAP Quick-Reference SAP Transaction Function Additional Information PPO4 ( O is an alphabet letter) Organizational Structure and Employee Information Displays Reporting Structure Note: Itinerants are not reflected under your organizational unit s information. Contact your Budget Analyst if you need costing information for your school s itinerants. Primarily used by Budget Services. This report contains positions, employees in the positions, and costing of positions. This report is more printer friendly than PPOSE. Under the menu option View ensure the settings are reflected as follows: Key off Relationship on Abbreviation off Object period on Relationship period off Percent off Note: You will only need to set these settings once. PPOSE ( O is an alphabet letter) Displays Organizational Unit & Staffing Note: Itinerants are not reflected under your organizational unit s information. Contact your Budget Analyst if you need costing information for your school s itinerants. To view costing and have the capability to drill-down into positions/personnel, under the menu option titled Go To select account assignment. Every time the report is accessed, you will need to select this account assignment option. To ensure your print captures all information: Click on the print icon Select Properties Under parameter, double-click on the value denoted as X_##_### Under Other Properties Format change the format field to reflect X_65_132 Then green check it Note: You can use either PPO4 or PPOSE to identify personnel in ARRA stimulus-based positions by reviewing costing; these employees must complete PAR forms. Primarily used by HR/Staffing. This report contains positions, employees in the positions, costing of positions, and hierarchy. To view costing for a particular position: Access transaction Click on the Goto button and select account assignment Then expand data by clicking on the expand node button Page 1 of 5

2 If you want to add or remove columns, click on the column configuration button ID Codes: K = Costing S = Position P = Personnel No. Note: You can use either PPO4 or PPOSE to identify personnel in ARRA stimulus-based positions by reviewing costing; these employees must complete PAR forms. PA2Ø Displays HR Master Data Access information about an employee in your school. Information is displayed by info codes: 0001 Organizational Assignment (shows cost center, functional area, position) 0002 Personal Data 0006 Addresses (permanent & mailing) 0008 Basic Pay Y_SED_95ØØØ175 Personnel Directory Displays employees (in your school) mailing address, home phone, birth date, job code, etc. Y_SED_95ØØØ193 Prof. Development Points: Individuals Display and print points accumulated for teachers Y_SED_95ØØØ253 Prof. Development Points: Org. Unit Displays (per search criteria specified) the workshop title, points given and timeframe under each Personnel No. Y_SED_95ØØØ163 Teacher Certification Data Displays (per search criteria specified) the certification type, expiration date, and certification areas and descriptions for an employee. Y_SED_95ØØØ256 ESOL Workshop Attendance Displays (per search criteria specified) the ESOL workshop title, points given and timeframe under each Personnel No. Budget and Budget Transfers (BT) Y_SED_Ø5ØØØØØ6 ZFMBB Budget, Commitments, Encumbrances by Fiscal Year Budget Transfers (create, hold, display, change, etc.) Display/print Budget report of district funds. Also, you have the ability to drill-down into expenditures to view purchase order and vendor information posted BTs immediately transfers the funds and pre-posted BTs requires Budget Services approval prior to transferring the funds ZFMBB_PPL List of Pre-Posted BTs Displays status of pre-posted BTs. Check daily for notes on action needed to be done Position Change Form (PCF) ZHRPCFC Add, delete, or change a position To submit the PCF for approval/processing, click the submit button. To save it as a draft in order to make changes prior to approval/processing, click the save button (looks like orange disk) ZHRPCFD Displays a PCF Reflects the PCF entry and comments in the comment log if the show/hide comment panel button has been clicked Y_SED_95ØØØ329 Displays a list of PCFs w/status Check daily for the status or notes on action needed; the difference stages of a PCF are as follows: 1) Originator 2) Project Manager (only if applicable) Page 2 of 5

3 2) Budget 3) Position Control 4) Staffing 5) Staffing Complete ZHRPCFU Change an existing PCF document Access this transaction to submit a PCF in draft status or to submit a PCF which has been reset back to originator status ZHRPCFR Create a PCF by Reference This duplicates an existing PCF. The information of the existing PCF is utilized to create a new PCF with the same data. (Updates to the data may be done prior to submission.) Purchasing (PR) MIGO_GI Warehouse (storeroom) Orders Generates orders from DCPS s Warehouse a.k.a. storeroom. Order requests are instant and monies are removed from cost center immediately. Note: a GR is not needed for Warehouse orders. A couple of common error messages you may receive: Item # blocked by user name. = Two users are ordering the same item at the exact same time Note: Make sure when ordering storeroom supplies that the order is submitted before you exit the system; if not, it will block any user who is trying to order the same material (item). Deficit of SL Unrestricted use = Item is out of stock Y_SED_95ØØØØØ6 Displays material catalogs General warehouse (storeroom) items, bid book, Y_SED_95ØØØØ21 Displays the DCPS purchaser of specific material groups textbooks, etc. When creating a new PR, you need the appropriate purchaser s initials for the Material Group. (Can print, however reprint periodically due to updates.) XKØ3 Display &/or Search Vendors Allows you to search for a Vendor s number prior to creating the PR On Display Vendor: Initial Screen, in the vendor field, select Find the vendors by address attributes tab and select it A box indicating vendor search using address attribs. will appear In the name field input part of the name with an asterisk and green check it The vendor #, name and address will be displayed ME51N Create a Purchase Requisition (PR) Request to order items from a vendor (holds funds in budget) Note: When creating the PR, the 1 st thing you do is update the Default Values prior to entering data. Y_SED_95ØØØØ14 Prints PR Once a PR is created, print for file ME53N Displays a PR Check for release approvals and obtain PO number issued ME52N Change a PR Cannot change a PR once the release approval is done Page 3 of 5

ME23N Displays a Purchase Order (PO) The PO (or PR) information can be displayed through this transaction Y_SED_95ØØØØ33 Prints a PO Receiving Report Helps you keep track of the items received from

4 ME23N Displays a Purchase Order (PO) The PO (or PR) information can be displayed through this transaction Y_SED_95ØØØØ33 Prints a PO Receiving Report Helps you keep track of the items received from the PO. Do not forget to do a GR as items are received. MIGO_GR Process a Goods Receipt (GR) Releases PO item(s) that have been received, which allows Accounts Payable to issue payment to vendor ME5K Displays a list of open PRs Reflects items which have not yet turned into POs. Although there is a large selection of criteria to search from, the best field to utilize is the Cost Center field, e.g. 3XXX10000 to 3XXX Once this data is entered, execute the transaction. Once the data is displayed, under the PR # is a list of alpha characters. The third character represents the following: N Not Released Blank On hold 2 Fully released to purchasing S In release; not made it to purchasing release yet Y_SED_95ØØØ4Ø2 Displays a list of open POs Reflects whether item(s) were good receipted (GR) or invoices were received (IR) Y_SED_95ØØØ424 PRs/POs on Hold Reflects PRs and POs which are currently on Hold. SMART (Payroll) CAT2 CATS_DA Entry of part-time hourly timesheets, multiple assignment timesheets, and absences (leave forms) Displays inputted hours (leave taken, multiple assignments and mainlines). Full-Time employee: Enter additional hours worked (i.e. multiple assignments) Remember to enter Position on multiple assignments Enter absences (leave forms) Part-Time employee: Enter hours worked To determine hours worked for multiple assignments (example: SAI), do the following steps: Access transaction Select other period and input start of fiscal year through current date Input personnel number Select A/A Type Column by clicking on column heading Click on Filter In the Att/Absence type field enter ma* and Page 4 of 5

5 green check The total number of hours will then be provided. Only 6 Personal Leave days are allowed per Fiscal Year. You can follow the steps mentioned above to retrieve the number used; under the Att/Absence type indicate 2020 When an employee has a multiple assignment (ma), please select the correct position when entering hours for the ma. Y_SED_95ØØØ226 Time Sheets Print time sheets for your organizational unit PT_QTA1Ø Absence Quota Information Provides you Leave Balances PT_BALØØ Cumulated Time Evaluation Results Provides you Leave Accruals Q & A Is the person who entered the SAP transaction notified when it is reset or undone? Budget Transfers (BT): No you must check ZFMBB_PPL daily Position Change Forms (PCF): No you must check Y_SED_95ØØØ329 daily Purchase Requisitions (PR): Yes an notification is sent to the requisitioner Budget Transfers (BT): Yes - it gets forwarded to Budget for release When submitted does the SAP transaction go through the release (approval) steps automatically? Position Change Forms (PCF): Yes - it gets forwarded to Budget or the Project Manager for release Purchase Requisitions (PR): No - once the PR is entered, you must notify the principal to release it Budget Transfers (BT): Yes Held BTs all field can be updated; Preposted BTs only two text fields Are changes permitted to the SAP transaction once it is submitted? Position Change Forms (PCF): Yes and No - No, If submitted; Yes, if saved as a draft Purchase Requisitions (PR): Yes - changes or lines can be deleted before the principal releases it Page 5 of 5

efinance Plus Instructions

FORT SMITH PUBLIC SCHOOLS efinance Plus Instructions Cash Receipts (Pgs. 1-6) Purchase Requisitions (7-13) Warehouse Requisitions (14-17) Next Year Warehouse Requisitions (18-22) Reports (23-24) Imprest