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COURSE OVERVIEW
Finance & Purchasing Overview
SAP Overview Tarrant County Implementation Finance & Controlling Modules Materials Management Module Getting Help Accessing Training Materials
COURSE OBJECTIVES
The 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
The SAP system is a fullyintegrated system where activities in one area generate activities in another area
The system provides online, real-time information and one place for input of data
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Modules in SAP
SAP is made up of various functional modules Each module covers a different business function Tarrant County is using the following modules:
CO FI HR MM GM FM
Controlling Financial Accounting Human Resources/Payroll Materials Management Grants Management Funds Management
TC is also using ESS (Employee Self Service) for employees to enter time and maintain personal information.
FI Module
ASSETS ACCOUNT S PAYABLE
PURCHASING
CONTROLLING
INVENTORY MANAGEMENT
ACCOUNTS RECEIVABL E
GRANTS MANAGEMENT
Integration in SAP
System Integration
When a transaction is executed in any module, SAP automatically updates data in all application 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 related information is updated automatically Integration eliminates need for redundant analysis and reconciliation
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Requisitioner
Procurement Officer
Vendor
$$$$$
Receiver GL Accountant Budget Officer
Charges MM
Charges AP
Vendor Invoices AP
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Depreciation AA
Data
SAP contains two types of information
Master Data
A collection of information about an object or person It is referenced whenever that object or person is used in an entry field This data does not normally change Examples are address and payment information for a vendor or customer
Transactional Data
Information associated with a specific business activity You enter this information in SAP Changes from day to day Examples are: Invoices Purchase requisition
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Transaction Records
Journal Entries Invoices Payment Requisitions
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To: ABC Company, Vendor #1001 12345 Any street Any town, USA 54321
Qty $$ 10.00
10 bx
Total
100.00
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To: ABC Company, Vendor #1001 12345 Any street Any town, USA 54321
Cost Center 987
Transactional Data
Qty $$
10 bx 10.00
Total
100.00
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Document header contains data that identifies a document and applies to the entire document.
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Header
Revenue A/C
DR CR Bank 10000
Citibank
DR Sale 10000 CR
Line Items
Debits = Credits
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A document type is a key that is used to classify accounting documents and distinguish between business transactions to be posted
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RFQ
Contract
Master Data
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Terms
Standard 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 in other 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 immediately after 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 19
Takes care of payroll, time recording, applicant administration, and organization data. Supports the planning and control of personnel activities. In use since October 2003
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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(contd)
Supports the complete cycle of material flow, from the requisition to purchase to the warehousing and distribution
Supports the management of budgets Budget can be adapted to changes in conditions by entering releases, supplements, returns, and transfers Tracks expenses to budget
Tarrant County is also using Employee Self-Service for employee entry and management of time, personal data, training & events, appraisals, and benefits enrollment.
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Management
Financials (FI)
Controlling (CO)
Purchasing
General Ledger
Inventory
Asset Accounting
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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 Self-contained organization unit where management of costs and revenues is performed
Organizational unit that procures materials or services List of all General Ledger (GL) accounts used
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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FI
For all (AP, AR, GL, AA) process settings For management reporting module settings For all Purchasing settings
CO
MM
FI/MM
Plant TC01
Plant - TCJC
MM
Plant TC04 Plant - TCCS
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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 or expertise in a specific functional area
TITAN Titan Integrated Task Access Network; County implementation of SAP system
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What Does Business Change Involve? Changing the way we work Changing our roles Changing the tool
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FI
Manages all financial accounts Manages vendor invoices Manages customer billing
FI
FI
FI
Asset Accounting
Controlling
CO
Reporting Overview
EXTERNAL AGENCIES Journalists Media
Auditors
Tax Authorities
Insurers
FI Financial Accounting
External Financial Analysts
External
CO Controlling Internal
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Asset Accounting
Contains
General Ledger Accounts Chart of accounts
Accounts Payable
Accounts Receivable
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Departments Display general ledger accounts, documents, and line items Auditor Maintain G/L accounts Approve and post documents
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Financials (FI) General Ledger Asset Accounting Accounts Payable Accounts Receivable
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Financials (FI)
General Ledger Asset Accounting Accounts Payable Accounts Receivable
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Financials (FI) General Ledger Asset Accounting Accounts Payable Accounts Receivable
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Financials (FI) General Ledger Asset Accounting Accounts Payable Accounts Receivable
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
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Contains
Asset Accounting
Accounts Tag numbers Payable Asset Classes Accounts Receivable Depreciation profiles Capitalized assets Tracked assets
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Financials (FI)
General Ledger
Department Create the asset shell at the requisition stage Auditor Maintain asset master records Issue asset tags for Capital and non-computer low value assets Update the records for additional information such as serial numbers Update Capital Asset record master data
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Controlling (CO)
The CO module represents the Countys flow of costs and revenue. It is also a management instrument for organizational decisions. A key tasks is the analysis of FI data. Variances can be determined by comparing actual data with plan data.
Internal Orders
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Controlling (CO)
Controlling (CO)
Contains
Cost Centers Projects Internal Orders
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Controlling (CO)
Auditor
Display CO reports Create, change, and display: Cost centers/cost center groups Internal orders/internal order groups Internal order budget information
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GM Grant Fund
Sponsored Program
Sponsored Class Budget Validity Period
FM Grant Fund
Fund Center, Funded Program, Functional Area
Commitment Item
Fiscal Year
Fiscal Year
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Contains:
Grant lifecycles Grant details Grant reports
Record and report all related costs, revenues, and required information
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Auditor
All above Maintain grant master data Manage grant cycles Monitor grant postings
Finance & Purchasing Overview
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Contains
Funds Fund Centers 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
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Master Records
Purchasing
Inventory Management
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Key Terms
A purchasing organization is an organizational unit that procures materials 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
Materials Management (MM) Financials (FI) Controlling (CO) Funds Management (FM) Grants Grants Management Managemen (GM) (GM)
Purchasing
Inventory
General Ledger
Asset Accounting
Accounts Payable
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Purchasing
General Ledger
Inventory
Asset Accounting
Accounts Payable
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Purchasing
Inventory
Contains
Requisitions RFQ Purchase orders Vendor Performance Contracts Vendor
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Departments
Create, change, display purchase requisitions Material Service Asset Grant Create asset shell Approve purchase requisitions Post goods receipts Post service entry sheets View material mater, vendor master, and service master records
Purchasing
Inventory
Purchasing Department
Display/report on vendor, material, and service master 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
Finance & Purchasing Overview
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Materials
Management
(MM)
Purchasing
Contains
Inventory
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Purchasing
Inventory
Purchasing Department
Display/report on vendor master records, material master records, material documents, service master records, purchase orders, RFQs, and contracts Create/change contracts Create/change purchase orders
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Purchasing
Inventory
Auditor
Display/report on vendor master records, material master records, material documents, service master records, purchase orders, and contracts Create/change contracts Create/change purchase orders Process goods movements Post service entry sheets
Finance & Purchasing Overview
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titansaptraining@tarrantcounty.com
After utilizing the various methods of help on the previous page, if you still have questions or problems
or
If you have problems at any time with accessing SAP, printing, computer or network problems, etc. Contact the Tarrant County IT Help Desk at 817-884-3507
Finance & Purchasing Overview
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(contd)
Review the instruction page to understand how to use the website Click on the Courseware link at the top of the Instruction page A Listing of Courses will be displayed
Click on the Course Title to see a general description of the content of the course or Click on one of the buttons beside the Course Title to go directly to either the Overview, Quick Reference Cards, or Tutorials These training materials will be available for your use and reference at any time
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Running Tutorials
An additional learning tool is being provided with the Phase II SAP implementation -- 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 instructions provided by the wizard and in the bubbles
Tutorials are provided with each course in the Finance and Purchasing training
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 on the Tutorials button
Happy Tutoring!!
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Training Sandbox
An SAP environment (Training Sandbox) where you can practice your skills in a real instance of SAP will be available after midJune The sandbox can be accessed through the standard logon process discussed in Lesson 2 of the SAP Basic Navigation course 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 course and any of the transactions included in other courses you take. Use the Quick Reference Cards to walk you through the transactions.
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Congratulations!!
COURSE SUMMARY
You have completed the Finance & Purchasing Overview 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