Service Provider Super User Training. 2 BRITE Finance Super User Have fun and enjoy the...

Service ProviderService ProviderSuper User TrainingSuper User Training

2BRITE Finance Super User

Have fun and enjoy the opportunities we have to contribute to SBBC’s future success!

Please turn off or silence cell phones and pagers

Please do not read or send email messages during class time

Respect those speaking and asking questions by keeping side discussions to a minimum

Please do not interrupt the person speaking We will start, break, and end on time All unanswered questions will be placed in

the “Parking Lot” and answers will be distributed later

Welcome and Ground RulesWelcome and Ground Rules


LogisticsLogistics

Before we get started ...


ConceptsConcepts

DemonstrationDemonstrationss

ExercisesExercisesBRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)


At the end of this course, you should be able to:

Enter and display Manual Allocation

Enter and display Direct Activity Allocation

Upload allocation spreadsheets

Display and drill down on CO documents

Display Activity Type Report

Course ObjectivesCourse Objectives


SAP Basic Navigation and Fundamentals:SAP Basic Navigation and Fundamentals:Getting Into SAPGetting Into SAP


BRITEBRITE

What is BRITE?

Broward Innovative Tool for Education, will streamline Broward’s business systems

It provides staff with access and real-time data in the latest version of the SAP software.

BRITE brings one business system to Broward Schools. BRITE is a project of the Enterprise Resource Planning

Department, ERP.


Click this button to

Access the BRITE Portal

SAP BRITE WebsiteSAP BRITE Website

www.broward.k12.fl.us/erpwww.broward.k12.fl.us/erp

For end users, SAP will now be accessed through the web. On Windows-based computers, you will access SAP in Internet

Explorer. There will be a button to access SAP on the ERP Department web

page:


Logging Into the BRITE PortalLogging Into the BRITE Portal

User Login ID

Entry format = P00012345

• 8 digits starting with the letter p

• Personnel Number 12345

• If personnel number is less than

8 characters, then add leading zero(s)

Password (first time users only)

Entry format= JA021956

• MM = first 2 letters of birth month (JA)

• DD = 2-digit birth day (02)

• YYYY = 4-digit year of birth (1956)


Initial Password SelectionInitial Password Selection

You will click here to change your password


Portal AssistancePortal Assistance

Select “Get Support” to

Request a New Password

If you have trouble logging into the Portal, select “Get Support”.


BRITE Portal ScreenBRITE Portal Screen

Single sign on access to systems you need to do your work, including SAP (that means one password!)

Tabs in the Portal screen will be customized based on the user’s role All users will have access to the Home and Employee Self Service

(ESS) tabs


SAP Access via the BRITE PortalSAP Access via the BRITE Portal

You will select this tab


Icons to rememberIcons to remember


Business AreasBusiness Areas


Business Area & Hierarchy Business Area & Hierarchy


Business Areas - SchoolsBusiness Areas - Schools


CO Master DataCO Master Data


Cost Center StructureCost Center Structure


Internal Order StructureInternal Order Structure


Activity Types StructureActivity Types Structure


Secondary Cost Element StructureSecondary Cost Element Structure


Secondary Cost Elements – Svc. ProvidersSecondary Cost Elements – Svc. Providers

CE Description Debit Credit99102001 Printing Services 53950000 43482101

99105006 Telecommunications WO 53510000 53510000

99106001 PD-Inst. Material 55210000 43490840

99106002 PD-Audio Visual 56220000 43490840

99501001 Print Graphics 53950000 43490843

99501002 Cables, Ends, Splitters 56420000 43490848

99501003 Inside Inst & Wiring >$1000 56820000 43490845

99501004 Outside Inst & Wiring >$1000 56730000 43490845

99501005 Inst & Wiring <$1000 56810000 43490845

99501006 Station Management 56220000 43490842

99501007 Production over $1000 56210000 43490846

99501008 Production under $1000 56220000 43490846


Manual AllocationsManual Allocations


KB15N – Enter Manual AllocationsKB15N – Enter Manual Allocations

Perform this procedure for either (a) Inter-Departmental Billing (one Sender to one Receiver).


KB16N – Display Manual AllocationsKB16N – Display Manual Allocations

Perform this procedure when you want to view a Manual Cost allocation document that was posted in CO using the transaction KB15N.


DemonstrationDemonstration

Scenario: Enter Manual AllocationTransaction Code: KB15NCost Element: Printing ServiceAmount: $35.00 (Business Cards #5)Sending CC: Printing Svcs.Fund: 7910Func Area: 7760000000000000Rec Cost Center: Elementary School (write it down)Fund: 1000Functional Area: 7301000000000000

Exercise:

Workstation 1: Elm CCtr________________ Doc #____________________




Workstation _: Elm CCtr________________ Doc #____________________

Doc #______________


KB17N – Reverse Manual AllocationsKB17N – Reverse Manual Allocations

Use this procedure to reverse a manual cost allocation (posted using transaction KB15N), for example, if that posting was done in error.



Scenario: Reverse a Manual Allocation

Transaction Code: KB17N

Document: From Previous Exercise

Exercise:

Reverse document number created in earlier exercise.


Direct Activity AllocationsDirect Activity Allocations


KB21N – Enter Direct Activity AllocationsKB21N – Enter Direct Activity Allocations

Perform this transaction to post costs to Receivers (other Cost Centers or WBS elements) broken down by activity types and their implied standard cost/rate.


KB23N – Display Direct Activity AllocationsKB23N – Display Direct Activity Allocations

Perform this procedure when you want to view a Direct Activity allocation document that was posted in CO using the transaction KB21N.



Scenario: Enter Direct Activity AllocationTransaction Code: KB21NQuantity: 10Sending CC: BECONActivity Type: BZ0005Fund: 1020Func Area: 6200000000000000Rec Cost Center: Elementary School (write it down)Fund: 1000Functional Area: 6301000000000000

Exercise:

Workstation 1: BZ0001 - CCtr________________ Doc #____________________




Workstation _: BZ000_ - CCtr________________ Doc #____________________

Doc #______________


KB24N – Reverse Direct Activity AllocationsKB24N – Reverse Direct Activity Allocations

Perform this procedure when you have erroneously posted an activity allocation using transaction code KB21N. This transaction will allow you to reverse that posting.



Scenario: Reverse Direct Activity Allocation

Transaction Code: KB21N

Document: From Previous Exercise

Exercise:

Reverse document number created in earlier exercise.


Activity Type ReportActivity Type Report


KSBT – AT Price ReportKSBT – AT Price Report

Generate this report to obtain a report on “activity prices” or “standard costs” pertaining to selected Cost Center(s) and “rate” activity types.


KSBT – AT Price ReportKSBT – AT Price Report



Scenario: Activity Type Price Report

Transaction Code: KSBT

Activity Types: BA0001 to BZ9999

Version: 0

Fiscal Year: 2008

Periods: 1 to 12

Exercise:

Execute the Activity Type Price Report


Activity Type GroupActivity Type Group


KLH3 – Display Activity Type GroupKLH3 – Display Activity Type Group

Perform this procedure when the individual Activity Types comprising a specific group(s) are to be analyzed.



Scenario: Display Activity Type GroupTransaction Code: KLH3Group: BECONActivity Type: BB0011Allocation Cost elem: _________________

Exercise:

Display Activity Type Group and Drill Down:

BC0006 – Allocation Cost elem _________________BA0017 – Allocation Cost elem _________________BD0036 – Allocation Cost elem _________________


File UploadFile Upload


ZCCC_Cost_Activity – Manual AllocationZCCC_Cost_Activity – Manual Allocation

Use this procedure to execute a Manual cost allocation or a Manual activity allocation using an Excel spreadsheet for upload.


ZCCC_Cost_Activity – Manual AllocationZCCC_Cost_Activity – Manual Allocation

Error Handling

Error Free

Posted Doc



Scenario: File Upload

Transaction Code: ZCCC_COST_ALLOCATION

Description: Diana’s File Upload

Exercise:

1) Upload the file in test mode2) Correct file3) Upload the file in test mode4) Upload the file in production mode5) Document #_______________


Cost Center ReportCost Center Report


KSB1 Cost Centers: Actual Line ItemsKSB1 Cost Centers: Actual Line Items

Perform this procedure when you wish to report on costs and revenues by cost center(s), a range of cost centers, or a cost center group together with cost element(s), a range of cost elements, or a cost element group.


KSB1 Cost Centers: Actual Line ItemsKSB1 Cost Centers: Actual Line Items



Scenario: Cost Center Line Items

Transaction Code: KSB1

Cost Center: 1 to 9999999999

Cost Element: 99102001 (Printing Svcs.)

Posting Date: 11/1/07 to 11/30/07

Exercise:

Execute report for the following cost elements:1) 991020012) 995010013) 99106001


Cost Center Line ItemsCost Center Line Items


S_ALR_87013611 Cost Centers: Actual/…S_ALR_87013611 Cost Centers: Actual/…

Perform this procedure when you wish to view transactions on a single Cost Center, Cost Center Group, or a range of Cost Centers.



Scenario: Execute Cost Center ReportTransaction Code: S_ALR_87013611Fiscal Year: 2008Period: 5Version: 0

Exercise:

Execute report for the following cost centers:1) 13200972502) 22100970403) The cost centers you charged against in earlier

exercises


Filing GuidelinesFiling Guidelines


GuidelinesGuidelines

These basic filing guidelines are being provided to all Service Providers, who as of December 3rd, 2007, will begin entering their orders directly into SAP.

1. Each order entered into SAP will generate a document number (multiple orders will also generate one document number if bundled for data entry)

2. The document number must be written on the applicable order(s)

3. Completed orders, along with document a number, must be filed numerically by document number in ascending order

4. Filing must be maintained separate by fiscal year

5. The Service Provider must maintain, at minimum, its files from the current and previous year on premises

6. For warehousing files and for guidelines on destruction of records, follow instructions as provided by Records Retention at 321-3150


Wrap-Up/Q&AWrap-Up/Q&A

Service Provider Super User Training. 2 BRITE Finance Super User Have fun and enjoy the...

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