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Finance & Purchasing Overview1

Finance and Purchasing

Overview

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Finance &PurchasingOverview

Materials Management Module

Getting Help

Finance & Controlling Modules

SAP Overview

Tarrant County Implementation

COURSE OVERVIEW

Accessing Training Materials

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COURSE OBJECTIVESThe Finance & Purchasing Overview course has two purposes:

Introduce SAP and the finance and purchasing modules Prepare you for role-specific training courses

Objectives of the course:

Review SAP system and integration

Understand Tarrant County implementation

Become familiar with terms Provide a high level understanding of:

General Ledger Functionality Accounts Receivable Functionality Accounts Payable Functionality Asset Accounting Functionality Controlling Functionality

Grants Management Functionality Funds Management Functionality Materials Management Functionality

How to get Help

How to access training materials

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Lesson 1: SAP Overview

SAP stands for Systems,

Applications, and Products

The SAP system is a fully-

integrated system whereactivities in one area generateactivities in another area

The system provides online,real-time information and oneplace for input of data

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Modules in SAP

SAP is made up of various functionalmodules

Each module covers a different businessfunction

Tarrant County is using the followingmodules:

CO ControllingFI Financial AccountingHR Human Resources/PayrollMM Materials ManagementGM Grants ManagementFM Funds Management

TC is also using ESS (Employee SelfService) for employees to enter timeand maintain personal information.

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FI Module OtherFinancialModules

HR/MaterialsManagementModules

ACCOUNTSRECEIVABL

E

ACCOUNTS

PAYABLE

ASSETS FUNDSMANAGEMENT

CONTROLLING

GRANTSMANAGEMENT

How They Work Together

PAYROLL

PURCHASING

INVENTORYMANAGEMENT

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Integration in SAP

System Integration

When a transaction is executed in any module,SAP automatically updates data in allapplication modules that are affected

Benefits of Integration Enables simplified business processes, standard

data definition, and a common business language Simplified business processes enhance productivity

to allow focus on value-added activities

Data has to be entered only once and all relatedinformation is updated automatically

Integration eliminates need for redundant analysisand reconciliation

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Business Flow Integration

Requisitioner Procurement

Officer

Asset Manager

$$$$$

Budget OfficerGL Accountant

Vendor

Accounts

Payable Officer

Receiver

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Invoice

Verification AP

Direct Posting

G/L

Customer

Payments AR

Vendor

Payments AP

Depreciation

AA

Goods Receipt

MMGoods Issue

MM

Charges

MM

Charges

AP

Vendor

Invoices AP

Hitting the G/L

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Data

SAP contains two types of information

Master Data A collection of information about an object or person

It is referenced whenever that object or person is used in anentry field

This data does not normally change

Examples are address and payment information for a vendor orcustomer

Transactional Data Information associated with a specific business activity

You enter this information in SAP

Changes from day to day Examples are:

Invoices

Purchase requisition

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Master Data vs. Transactional Data

G/L AccountsCustomer Master RecordsVendor Master RecordsGrants Master Records

Asset MastersMaterial Master Records

Journal EntriesInvoicesPayment

Requisitions

Master Records

Records that remainin the system for anextended period oftime.

Transaction Records

Records a specificevent

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Examples of Master Data

Tarrant County

Purchase Order

P.O. # 56789

Date: July 2, 2004

Widgets (material #15005),

box of 10

Qty $$

10 bx 10.00

Total 100.00

To: ABC Company,

Vendor #1001

12345 Any streetAny town, USA 54321

VendorMasterData

MaterialMasterData

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Examples of Transactional Data

Tarrant County

Purchase Order

To: ABC Company,

Vendor #1001

12345 Any street

Any town, USA 54321

P.O. # 56789

Date: July 2, 2004

Widgets (material #15005),

box of 10

Qty $$

10 bx 10.00

Total 100.00

Cost Center 987

TransactionalData

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14

Documents & Document Types

A Document generally consists of a document header andline items. Document header contains data that identifies a document

and applies to the entire document. Date Document type Document number

Line items generally include

Amount Account assignment Additional details specific to the transaction

Document Types are located on the header portion ofevery document

Distinguish between different business transactions Control document number assignment Help manage accounting documents

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Document No: SAxxxxxxDate: 05/06/2004

Comp any Code: TC01

Currency: USD

Header

Line Items

The Accounting

Document

Debits = Credits

Illustration

Document

Structure

Revenue A/C

Citibank

DR

DR

CR

CR

Bank 10000

Sale 10000

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Illustration

Document

TypesA docum ent typeis a key that is used

to classify accounting documents

and distinguish between business

transactions to be posted

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Purchasing Document Types

Master Data

Approval

Purchase

Requisition

RFQ

Purchase

Order

Contract

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Tarrant County Document Types

Document Type Description

AA Asset postingAB Accounting documentDA Customer documentDG Customer credit memoDR Customer invoice

DZ Customer paymentKA Vendor documentKG Vendor credit memoKR Vendor invoiceKZ Vendor payment

SA G/L account documentSB G/L account postingWA Goods issueWE Goods receipt

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TermsStandard SAP terms:

Application computer program

Client unit in SAP system where data is input, changed, and managed Data pieces of information; numbers or text

ERP Enterprise Resource Planning; designed to integrate and run all aspects of an organization

Information data that has been collected

Integrated transactions that are completed in one module or process trigger transactions inother modules

Menu Path sequence of menu selections that should be followed to get to a function or screen

Module portion of SAP system that carries out a specific business function

Real-time describes how data that has been entered into the system is available immediatelyafter the transaction has been saved. Everyone has access to the same data.

Session instance of SAP; allows multi-tasking within system

Transaction screen or series of screens to create, display, or change data Transaction code (t-code) unique identifier for each transaction that allows you to get to a

transaction without going through the menu

User role assigned to each employee; set of activities used by the employee

Variants a saved set of personal selection criteria which can be used for lists and reports

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Lesson 2: Tarrant County Implementation

Tarrant County is implementing the following modules in SAP:

Human Resources (HR) Takes care of payroll, time recording, applicant administration, and organization

data. Supports the planning and control of personnel activities. In use since October 2003

Financial Accounting (FI) Designed for automated management and reporting of

General Ledger (GL) Accounts Receivable (AR) Accounts Payable (AP) Asset Accounting (AA)

External reporting, such as income statement and balance sheet

Controlling (CO) Represents cost and revenue flows throughout the organization Aids in organizational decision making Supports internal reporting such as cost center reports

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Tarrant County Implementation (contd)

Tarrant County is implementing the following modules in SAP:

Materials Management (MM) Supports the complete cycle of material flow, from the requisition to

purchase to the warehousing and distribution

Grants Management (GM)

Manages the application, award, budget tracking, and closing of agrant

Funds Management (FM) Supports the management of budgets Budget can be adapted to changesin conditions by entering releases,

supplements, returns, and transfers Tracks expenses to budget

Tarrant County is also using Employee Self-Service for employee entry andmanagement of time, personal data, training & events, appraisals, andbenefits enrollment.

T rr nt C unt Fin nc & Purch sin M dul s

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Tarrant County Finance & Purchasing Modules

AccountsPayable

AssetAccounting

GeneralLedger

AccountsReceivable

Purchasing

Inventory

Materials

Management(MM)

Controlling(CO)

Funds

Management(FM)

Financials(FI)

Grants

Management(GM)

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Organizational Elements The following organizational elements and codes are used in Tarrant

County:

Company Code TC01 Organization unit where individual financial statements are created Self-contained Chart of Accounts

Controlling Area TC01 Self-contained organization unit where management of costs and revenues is

performed

Purchasing Organization TC01 Organizational unit that procures materials or services

Chart of Accounts TC01 List of all General Ledger (GL) accounts used

Plants Organizational unit for Admin and Stockrooms

Tarrant County Admin (all non-stock purchases) TC01 Sheriff (Stockroom) TC04 Justice Center (Stockroom) TCJC Central Supply (Stockroom) - TCCS

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Purchasing OrganizationTC01

Chart of Accounts TC01

Controlling Area TC01

Company Code

TC01FI/MM

MM

CO

FI For all (AP, AR, GL, AA) processsettings

For management reportingmodule settings

For all Purchasing settings

Basic entity in SAP for a legalentity

Tarrant County Organization Structure

Plant - TCCSPlant TC04

Plant - TCJCPlant

TC01

MM For all Logistics settings

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Tarrant County terms:

GASB Governmental Accounting Standards Board

Go-Live date when SAP module is scheduled to run live in production system

Phase I 10/01/03 HR/Payroll

Phase II 07/06/04 Financial/Purchasing

Phase III 04/01/05 Budget Prep Legacy System existing County system that either interfaces with SAP or

provides data for start up of SAP

Production System live SAP system used for normal operations

SME subject matter expert; County employee who has experience orexpertise in a specific functional area

TITAN Titan Integrated Task Access Network; County implementation ofSAP system

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Why Change??

Systems with duplicate data

Have to use different systems toenter and get information

Have to wait for processing to getdata

What Does Business Change Involve?

Changing the way we work Changing our roles

Changing the tool

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How Will Change Affect Us?

Major changes such as Tarrant County is implementing will have an initial effect

on peoples performance Over time, the benefits achieved will far outweigh the initial impacts

Time

Maximum

Benefits

Achieved

Continuous

Improvement

Initial

Change

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Lesson 3: Finance & Controlling Modules

Wh i FI d CO?

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Manages vendor invoices

Manages responsibility accounting

Manages all financial accounts

Manages customer billing

Manages fixed assets anddepreciation

AccountsReceivable

FI

Controlling

Accounts

Payable

AssetAccounting

FI

CO

FI

GeneralLedger

FI

What is FI and CO?Financial Accounting (FI) and Controlling (CO) are independent components in theSAP system. The two components are tightly integrated and the data flowbetween them takes place on a regular basis.

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Internal

External

Journalists

Media

EXTERNAL

AGENCIES

Tarrant County

Management

Insurers

Tax

Authorities

Auditors

Managerial Reports

FIFinancial

Accounting

Tarrant County

Employees

Financial Statements

ExternalFinancial

Analysts

Reporting Overview

COControlling

Internal

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Master

Records

General

Ledger

Accounts

Payable

Accounts

Receivable

Fixed

Assets

Periodic

Processing

Financial Accounting (FI)

This is the key component structure of financial accounting

The FI module is designed for automated management and

external reporting of general ledger, accounts receivable,accounts payable, asset accounting, and other sub-ledgeraccounts within the chart of accounts

Financials (FI)

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Financials (FI)General Ledger (GL)

Used for externalreporting

Document entry

Account Management

Contains

General Ledger

AccountsChart of accounts

Accounts

Payable

Asset

Accounting

General

Ledger

Accounts

Receivable

Financials

(FI)

General Ledger (GL)

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General Ledger (GL)Roles & Responsibilities

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Departments

Display general ledger accounts, documents,and line items

Auditor

Maintain G/L accounts Approve and post documents

Financials (FI)

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Financials (FI)Accounts Receivable (AR)

Processes cash receipttransactions for eitheraccounts receivable orrevenue transactions

Invoices or bills customer

for amount due

ContainsCustomers

Billing logic

Dunning

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Accounts Receivable (AR)

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Finance & Purchasing Overview 35

Accounts Receivable (AR)Roles & Responsibilities

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Departments Record cash receipts into Cash Journal Enter customer invoices / credit memos to create

receivables

Auditor

Check entries and posts cash journals Perform new customer setup

Financials (FI)

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Financials (FI)Accounts Payable (AP)

Process invoices Generate warrants/checks

by due date or discountdate

Produce 1099 Reports

ContainsVendors

Warrants

Checks

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Accounts Payable (AP)

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Accounts Payable (AP)Roles & Responsibilities

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Department Enter Invoice Documents Park documents when invoice verification fails

Auditor Maintains Vendor Master Reviews entered documents (except parked documents) and

releases invoices for payment Reviews parked documents to resolve problems; may

contact the vendor, requisitioner or buyer. Issues checks for invoices with a free for payment status

Financials (FI)

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Financials (FI)Asset Accounting (AA)

Provides management ofcapitalized or trackedassets

Generates depreciationtransactions for the

general ledger

Contains

Tag numbers

Asset Classes

Depreciation profiles

Capitalized assetsTracked assets

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Asset Accounting (AA)

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Asset Accounting (AA)Roles & Responsibilities

Accounts

Payable

AssetAccounting

General

Ledger

Accounts

Receivable

Financials

(FI)

Department

Create the asset shell at the requisition stage

AuditorMaintain asset master recordsIssue asset tags for Capital and non-computer

low value assetsUpdate the records for additional information

such as serial numbersUpdate Capital Asset record master data

C ll (CO)

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Controlling (CO)

This is the key component structure of Controlling:

The CO module represents the Countys flow of costs andrevenue. It is also a management instrument for

organizational decisions. A key tasks is the analysis of FIdata. Variances can be determined by comparing actualdata with plan data.

Cost Element

Accounting

Cost Center

Accounting

Internal

Orders

ll ( )

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Controlling (CO)

Used for managerialreporting or activityreporting

Used to collect and allocatecosts

Contains

Cost Centers

Projects

Internal Orders

Controlling(CO)

Controlling (CO)

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Controlling (CO)Roles & Responsibilities

Controlling(CO)

Department

Display:CO reportsCost center/cost center group dataInternal order/internal order group dataBudget information for internal orders

Auditor

Display CO reports Create, change, and display:

Cost centers/cost center groupsInternal orders/internal order groups

Internal order budget information

FI/CO GM & FM I i & T

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FI/CO, GM & FM Integration & Terms

FI/CO

Grant

Fund

Cost center,Functional Area

Cost Elements &

GL Accounts

Fiscal Year

GM

Grant

Fund

Sponsored Program

Sponsored Class

Budget ValidityPeriod

FM

Grant

Fund

Fund Center, FundedProgram, FunctionalArea

Commitment Item

Fiscal Year

G M (GM)

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Plan, budget, identify, obtain,

and record all funding relatedto awarded grants

Differentiate betweeneligible and ineligible costs

Bill and record sponsor

amounts

Record and report all relatedcosts, revenues, and requiredinformation

GrantsManagement

(GM)

Contains:

Grant lifecycles

Grant details

Grant reports


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Grants Management (GM)Roles & Responsibilities Grants

Management(GM)Department

DisplayGrantsGrant budgetsGrant reports

County Administrators Office

DisplayGrantsGrant budgetsGrant reports

Create grants

Auditor

All above Maintain grant master data Manage grant cycles

Monitor grant postings

Funds Management (FM)

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Funds Management (FM)

FundsManagement

(FM)

Maintains budgetarycontrol for all expenseactivity

Contains

Funds

Fund Centers

Commitment Items

$$$$$

Budget Officer

Funds Management

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Funds ManagementRoles & Responsibilities

FundsManagement

(FM)Department

Pre-post budget transfers for adjustment

within their own level of departmental control Post transfers within budget control

categories of commitment items

Budget Office

Pre-post budget transfers between departments Generate report listing pre-posted transfers

needing Commissioners Court approval Post transfers after approved by Commissioners

Court Create supplement, return, and entry budget

documents

Auditor

Create and change funds block Create and change funds reservation Create and change funds commitment

L 4 M i l M M d l (MM)

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Lesson 4: Materials Management Module (MM)

Materials Management (MM)

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The MM application component supports theprocurement and inventory functions occurring in day-to-

day business operations such as: materials planning andcontrol, purchasing, goods receiving, and inventorymanagement. Invoice verification is an MM function butis executed by Accounts Payable.

MasterRecords

This is the key component structure of MaterialsManagement:

PurchasingInventory

ManagementInvoice

Verification

(Done by AP)


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Purchasing is responsible for: External procurement of materials and services Determination of sources of supply (vendors)Monitoring deliveries from vendors

Inventory Management is responsible for:Management of stocks Planning, entry, and documentation of all goods movements

Key Terms

A purchasing organization is an organizational unit that procuresmaterials or services. It negotiates purchasing conditions for

plants assigned to it. A plant is an operating unit that makes goods available for

distribution.


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Purchasing Integration

Purchasing

MaterialsManagement

(MM)

Controlling

(CO)

FundsManagement

(FM)

Financials(FI)

AssetAccounting

GeneralLedgerInventory

Log. InvoiceVerification

GrantsManagemen

(GM)

Grants

Management

(GM)

Accounts

Payable


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Integration of Inventory

Asset

Accounting

General

Ledger

MaterialsManagement

(MM)

Controlling(CO)

FundsManagement

(FM)

Financials(FI)

Purchasing

Log. Invoice

Verification

Inventory

Grants

Management

(GM)

Accounts

Payable

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Materials Management (MM)Purchasing

Use to order or contractfor goods or services.

Supports requests for

quotes from vendors forgoods

Processes receipt of goods

Contains

Requisitions

RFQ

Purchase ordersVendor Performance

Contracts

Vendor

Purchasing

Inventory

Materials

Management

(MM)


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PurchasingRoles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)Departments

Create, change, display purchase requisitions

MaterialServiceAssetGrant

Create asset shell Approve purchase requisitions Post goods receipts Post service entry sheets View material mater, vendor master, and service

master records

Purchasing Department

Display/report on vendor, material, and servicemaster records

Create, change, display purchase orders and RFQs Display/report on quotation and purchase order

price histories Maintain bids, Info Records, source lists, outline

agreements, and contracts


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gInventory

Use for supplies inventory

Supports storing and issuinggoods from warehouses

MRP (materials requirementplanning)

Physical inventory processing

Purchasing

Inventory

MaterialsManagement

(MM)

Contains

Plants

Delivery Addresses


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g ( )Inventory/Audit Contracts Roles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)

Departments

Display/report on vendor master records, material masterrecords, material documents, service master records,purchase orders, and contracts

Process goods movementsGoods receiptGoods issueReversals

Post service entry sheets

Purchasing Department

Display/report on vendor master records, material masterrecords, material documents, service master records, purchaseorders, RFQs, and contracts

Create/change contracts Create/change purchase orders


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g ( )Inventory/Audit Contracts Roles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)

Warehouse Stock Clerks

Display/report on vendor master records, material master

records, material documents, service master records,purchase orders, and contracts

Process goods movementsGoods receiptGoods issueReversals

Run various inventory management reports

Perform MRP (materials requirement planning) and post tofunds management Perform/enter physical inventory counts Create, change, and display physical inventory documents Create purchase requisitions for stock replenishment

Auditor

Display/report on vendor master records, material masterrecords, material documents, service master records, purchaseorders, and contracts

Create/change contracts Create/change purchase orders Process goods movements

Post service entry sheets

Lesson 5: Getting Help

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Lesson 5: Getting Help

1

2

3

Review the on-line helpin SAP

Ask your peersor super userforassistance.

Review your training materialsand notes.

Tarrant County Help

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Tarrant County Help

Problems with running tutorials?

Training Mailbox [email protected]

After utilizing the various methods of help on

the previous page, if you still have questions orproblemsor

If you have problems at any time with accessingSAP, printing, computer or network problems,etc.

Contact the Tarrant County IT Help Desk at817-884-3507

Lesson 6: Accessing Training Materials
mailto:[email protected]:[email protected]

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Lesson 6: Accessing Training Materials

All TITAN training materialsfor Finance & Purchasing are stored on theTarrant County website

This website is accessed through your Internet Explorer from any computerthat has internet access; you do not have to be on the Tarrant Countynetwork. The URL for direct link to the Training Materials website is:

http://www.tarrantcounty.com/titan/lib/titan/training/index.asp

Set up this website as a favorite in your web browser for quick future access

Enter the URL above in the addressfield in your browser

When you reach the website, go toFavorites>Add to Favoritesin theBrowser menu

A pop-up window will be displayed with

a default name for the site. Click OK. To access this site in the future, just

click on the Favorites item in the browsermenu and highlight the name for thewebsite. You will go directly to thewebsite.

Accessing Training Materials (contd)
http://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp

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Accessing Training Materials (cont d) Review the instruction page to understand how to use the website

Click on the Coursewarelink at the top of the Instruction page

A Listing of Courseswill be displayed

Click on the Course Titleto see a general description of thecontent of the course

or

Click on one of the buttons beside the Course Title to go directlyto either the Overview, Quick Reference Cards, orTutorials

These training materials will be available for your use andreference at any time

Running Tutorials

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g

An additional learning tool is being provided with the Phase II SAPimplementation -- Tutorials

Tutorials are simulations of the SAP system that take you through a

transaction step-by-step in a mock SAP environment These can be viewed in two ways:

As a movie that takes you through the transaction in a demonstration, or As an interactive, hands-on practice session that stops at each step and

directs you to make entries in fields or take actions per instructionsprovided by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasingtraining

A list of the tutorials is provided at the end of each course.

Go to the Training Materials website to access and run these tutorials.

Detailed instructions are provided on the website when you click onthe Tutorials button

Happy Tutoring!!

Training Sandbox

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Training Sandbox

An SAP environment (Training Sandbox)where you can practiceyour skills in a real instance of SAP will be available after mid-June

The sandbox can be accessed through the standard logon processdiscussed in Lesson 2of the SAP Basic Navigationcourse

The only differences are:

Highlight the Training environment on

the logon pad

Click logon

Enter 520 in the Client field

Enter the same User Id and Password

you are assigned for Production

Feel free to practice any of the tasks in the basic navigation courseand any of the transactions included in other courses you take.Use the Quick Reference Cardsto walk you through thetransactions.

COURSE SUMMARY

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COURSE SUMMARY

Congratulations!!

You have completed the Finance & PurchasingOverview and have reviewed the following topics: SAP system and integration

Tarrant County implementation

Terminology

High level functionality: General Ledger Accounts Receivable Accounts Payable Asset Accounting Controlling Grants Management Funds Management

Materials Management Getting Help

Accessing training materials

You are now ready to complete your role-specifictraining courses

SAP fi&mm

Documents

Transcript of SAP fi&mm