Process Walkthrough Journal Workflow v2.8_final
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Transcript of Process Walkthrough Journal Workflow v2.8_final
The New Road to Journal Vouchers
March 2006
1
Agenda
• Objective
• Glossary of Terms
• Journal Voucher Process Workflow
• Key Changes Overview
• Journal Voucher Transactions–A glance into SAP
• Interfund Transactions–A glance into SAP
• Communications & Training Highlights
• Questions
2
What Are The Key Objectives For This Session?
• To review the new Journal Voucher process in SAP and some of the benefits that will be derived from the new functionality
• To provide an overview on how to create, “park” and “post”journal vouchers
• To provide an overview on how to attach supporting documents
• To review the routings, the roles, and the approval options thatwill be implemented with Journal Workflow
• To discuss the SAP functionality for automatic balancing of Interfund Journal Vouchers
3
SAP Terminology You’ll Be Hearing Today
• SAP: “Systems Applications and Products”. The name of the software vendor and its core integrated product – SAP R/3.
• Journal Voucher: An accounting document used to record a financial transaction in the general ledger.
• Document: A record of a business event which has occurred and has been processed in SAP.
• “Park” Journal Voucher in SAP: Allows for entry and storage of an unfinished document in the system. A “parked” document is pending posting.
• “Posted” Journal Voucher in SAP: Allows for a completed document to update the General Ledger.
• Workflow: Ensures "the right work is brought in the right sequence at the right time to the right people". It is a tool designed to facilitate and automate business processes (e.g. a parked document is routed through multiple people for approval prior to posting).
• Document Splitting: Self-balancing functionality that automatically creates additional entries to balance postings that cross funds.
4
SAP BW
Budget PlanningSimulation (BPS)
Transportation Systems
SACS200x
LACOEPeoplesoft
StudentInformation
Finance HumanResources
Cross Application Timesheets
Project Systems
SupplyRelationship Management
Materials Management
Controlling
Grants Management
Funds Management
SAP
System ofRecord
FY‘07
Food Services
LAUSD Big Picture Data Flow
Facilities Systems
Decision Support System
5
The Finance Ledger
Finance
Cash Management
General Ledger
Accounts Receivable
Sales & Distribution
• Sub-modules within the Finance Ledger in SAP
6
Journal Voucher Journal Voucher WorkflowWorkflow
Journal Entry (JE) Requestor
submits a journal entry request
JE Approver receives an email and either approves or rejects
work item
Workflow ends and Approver ID is automatically entered on the
Journal Voucher document
JE Preparer creates and saves the
Journal Voucher document (attaches
documents if applicable)
JE Preparer “Parks”(saves as completed) the journal voucher
document. Once validation check
successfully passes, workflow is triggered
Process Overview: Journal Voucher Workflow
If rejected, an email will be sent to the
preparer to notify the document was
rejected.
If approved, transaction is posted and an
email is sent to the preparer to notify the document has
posted.
Start Here
7
What Are The Key Changes For Journal Vouchers?
• For Journal Voucher Preparation:– SAP will provide the ability to
electronically attach supporting documentation to Journal Vouchers
• For Journal Voucher Approvals:– SAP will automate the entire approval
process called “workflow”– SAP will provide the ability to track the
entire Journal Voucher review cycle– SAP will provide automatic escalation of
workflow items after 3 days (1 day during year-end closing)
• For Interfund Journal Entries:– SAP will allow for automatic balancing
using delivered SAP functionality called document splitting
8
Creating A Journal Voucher In SAP
Insert Journal Voucher Screen Shot
Example of journal entry
screen
Document Line Item
Document Header
9
Attaching Supporting Documents To A Journal Voucher
Insert Attach Supporting Document Screen ShotClick the “Services for Object” icon and select
“Create” and then “Create Attachment” to
attach a document
10
Attaching Supporting Documents To A Journal Voucher cont’d
Browse for the appropriate document(s)
and select “Open” to
attach documents
11
“Parking” A Journal Voucher In SAP
Insert Journal Voucher Key Terms Screen Shot
“Save as completed” icon performs validation checks, “Parks” the
document, and triggers the journal workflow
12
Receiving Email Notification For Approval
Sample email triggered by workflow and sent to the Journal Voucher Approver via Outlook.
*For every approval request email you receive, accessing the link will require you to log-in each time.
13
Receiving Email Notification For Approval cont’d
The link from the Outlook
e-mail notification takes the
Journal Entry Approver to the
Business Workplace
•SBWP Screenshot
14
Approver Viewing Attachments
Click the “Services for Object” icon and select “Attachment
list” to view attachments
15
Approver Viewing Attachments cont’d
All attachments are displayed
16
Approving A Journal Voucher In SAP
Insert Business Workplace Screen ShotClick on “Release” to Approve
ORClick on “Refuse” to
Reject journal voucher
17
Approving A Journal Voucher In SAP cont’d
Click the “Services for Object” icon to access the Create
Note window to enter a reason for rejecting
a work item.
18
Displaying a Journal Voucher In SAP
Click on the “Display Document Header” icon to view document audit
trail.
19
Displaying A Journal Voucher In SAP cont’d
Document audit trail shows who entered (Journal
Voucher Approver)
AND
Who parked (Journal Voucher Preparer) the
document.
20
The Interfund Journal Voucher
An example of a journal
voucher to transfer an expenditure
from one fund to another
21
The Interfund Journal Voucher cont’d
SAP journal vouchers
“automatically”balanced by
Fund!
Balancing entries can be viewed from the posted document.
22
Our New Road To Journal Vouchers…
• The Journal Vouchers (JVs) entered online through SAP or through the Journal Voucher upload program will be subject to Workflow Approvals (JV’s created through interfaces will not)
– Journal vouchers will be processed in SAP except those affecting jobs and projects which will continue to be processed in IFS for Release 1.
• The Business Roles involved in the Journal Workflow are as follows:– Journal Entry Requestor – Journal Entry Preparer– Journal Entry Approver
• The Workflow rules require 2 approvers at all times.
• Who are the Approvers?– For transactions in a select JV category An approver one level above the
Journal Entry Preparer plus another approver at Director level at least– For transactions outside of a select JV category An approver one level above
the Journal Entry Preparer plus a second approver one level above the first approver
• If the scheduled approver(s) do not review a JV in 3 days (1 day at year-end), the Journal Voucher document will get escalated to the next level of approver(s)
23
What We Have To Look Forward To…
Journal Vouchers will balance by Fund automatically
Users were required to manually enter lines to balance
interfund journal vouchers
Supporting documents to journal vouchers will be attached electronically
Hard copy of the supporting document is attached to the
Journal Voucher and routed to approvers
We will have an automated approval process
All journal vouchers were manually routed and approved
After SAP…Before SAP…
24
Dec Jan Feb March Apr. May
2005 2006
June
End User Training*
July
“Go Live” & Support
Training and Communications Timeline
Orientation to the New Processes and Open House Simulations
*Training Delivery Methods: Web-based Learning, Live Virtual Training, Instructor-led Training, Expert-led Training and Open House
25
Sample of Relevant Training Courses for Journal Workflow
1 hourNavigationWeb-Based LearningR3100
Basic Navigation of SAP R/3
GL/Funds
GL/Funds
Navigation
Functional Area
8 hoursInstructor-Led TrainingGL300Journal
Vouchers
2 hoursRecorded
Virtual Classroom
GL100General Ledger Overview
1 hourWeb-Based LearningWI100
Account String Wizard Basic Navigation
DurationDelivery MethodCourse IDCourse Title
• Individuals will receive communications about what courses to take
• Course sign-up will be available on Learning Zone
26
More Project Information?
To learn more about the BTS Project:
•Check out the BTS Project Website (www.lausd.net/bts)
•Contact your local Change Champion
•For questions, e-mail [email protected]
27
Questions