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FastFactsFeature Presentation

July 3, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…R/3 Inbox tipsUploading a string of document numbers into R/3

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Today’s PresenterGlenn Small

Business Solution Manager, Project Manager, HopkinsOne

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Session Segments

PresentationGlenn will review a few advanced moves in R/3—some tips and tricks to help use SAP R/3 more efficiently.During the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. We will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Agenda

Today, we’ll be taking a look at:Session AssumptionsWhat is R/3R/3 InboxR/3 Finance—Researching Transactionsby uploading a string of document numbers into R/3Questions & Answers

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Assumptions

Participants have access to R/3Participants are beginning or intermediate users of SAP R/3

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What is R/3?

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R/3 Inbox

• Grouping items by task • Filtering items by date

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R/3 Inbox

Click on Workflow window, and it will open up items grouped. In this example, the 12 means there are 12 items in the inbox. Next, click on “Grouped according to task”

R-3 Inbox Tips—First, you can see your tasks grouped by clicking on the inbox and the Workflow button.

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R/3 InboxIn this example, we click on “Quantity Discrepancy…” Notice the items in that work category appear to the right.

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Double click on the divider line between subject line and status, and this expand the text display of the title line. Often this extra information is useful in analyzing the transactions.

R/3 Inbox

This shows the Title text with the full document number displayed.

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Crowded Box Tip. Change selection period for outbox. Start by clicking on the “Work items executed by me.”

R/3 Inbox

Hint: Double click on the Title bar, and it will sort the items by type. (ISRs, eforms, etc.)

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R/3 Inbox

We’ll next click on the “Change selection period” icon as shown.

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R/3 Inbox

You can narrow the focus by the choices shown – today, last 7 days and last 30 days. But you can also define a period, which is what we’ll do here.

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R/3 Inbox

The way this works is from a past date to the present, so you’ll enter a “From Selection Date” in the menu and hit the green check

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You can narrow or expand the search. In this example, we’ve expanded the search range.

R/3 Inbox

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R/3 Finance—Researching Transactions

•Uploading a string of document numbers into R/3

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FB03—Financial Accounting Document DisplayThis is a useful transaction to research work items, but most users use it by entering one transaction or document number at a time.

Multiple Document Numbers

But today…we’re going to show you how to get a series of transaction numbers and upload them in bulk to FB03 to make your researching easier.

Please Note: This is going to be relevant for FI documents such online payment, petty cash, accounts receivable, etc.

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In our example, we’re going to look at the Sponsored Revenue-Expense Detail – Single Period Report. We’ll use it to generate a report with document numbers that we’ll import into FB03. We’ll start at the JHU Controller’s web site (www.controller.jhu.edu) and go to the H1 Knowledge Portal tab.

Multiple Document Numbers

Click on BW Report Formats

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Using a booked marked formatted report.

Multiple Document Numbers

Click on “Formatted Report”

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If you’re not already logged in to SAP, you’ll be prompted to do so and after you’ve logged in, you’ll be taken to the variable screen for the Sponsored Revenue-Expense Detail – Single Period Report. Enter an account number (in our case, an Internal Order) and a date period. Then “Check” and “Execute” the report.

Multiple Document Numbers

Once you’ve entered an account number and period, click Execute.

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For this tip, we’re interested in the FI Document numbers column.

Multiple Document Numbers

We want to grab a range of these numbers to import into R/3. We can do this a couple of ways. One is to highlight them in the BW results screen and do “Control C” to copy; another is to export the results into Excel, and then select the range from Excel.

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Here we’ve exported to Excel and gone down into the rows to select a range of transaction numbers we want to research. In this example, we’ve selected travel transactions. Highlight the range of numbers and hit Control C to copy them to your clipboard.

Multiple Document Numbers

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Now we’ve opened R/3 and entered the T-code FB03.

Multiple Document Numbers

We could enter a single document number here to research.

But we want to enter our list of multiple document numbers, so click on “Document list”

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On this screen, first click the yellow arrow to the right of the “Document number” field.

Multiple Document Numbers

When you do, you’ll get the error message below.

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Now enter the Fiscal Year and the Posting date range. The form needs two additional search terms and we’re suggesting these two for our example. You could select others, depending on your circumstances.

Multiple Document Numbers

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We’ve entered the additional data search terms. Click on the green check icon.

Multiple Document Numbers

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From this screen – and knowing we have the document numbers we want to insert in our (Control C) clipboard, click on the clipboard icon below.

Multiple Document Numbers

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The numbers we copied from our Excel file are now loaded into FB03. Now click on the clock-green check.

Multiple Document Numbers

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Now click the clock-green check to run this.

Multiple Document Numbers

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Here are our transactions all loaded into FB03. From this report screen, you can click on any of the items to get more detail.

Multiple Document Numbers

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Conclusion

Hopefully these tips can help some of you with your work using R/3. Any tip that saves time is valuable.Thanks for this material goes to the members of the user group known as the R/3 Club. Since our first R/3 Club FastFacts several weeks ago, we’ve grown from about 10 to about 60 members.If you use R/3 and would like to share what you’ve learned, or simply learn from your colleagues, consider joining us.To join the R/3 Club e-mail list, click on this link:Join the R/3 Club.

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!