one business system for broward schools 2009 end-of-year close-out session dates monday, april 20 th...

ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS

2009 End-of-Year Close-Out Session

Dates

• Monday, April 20th South Area

• Tuesday, April 21st North Central Area

• Wednesday, April 22nd, North Area

• Thursday, April 23rd, Departments

• Friday, April, 24th , South Central Area

Agenda

• Welcome• Treasurer’s Office• Cost Reporting Group• Capital Assets Group• Accounts Payable Group• Supply Management & Logistic• Purchasing and Warehousing• BRITE Procurement• BRITE Human Resources• BRITE Payroll


REMINDERS

TREASURER’S OFFICE

TSSC BLDG


REMITTANCE

• Have I attached a KSB1 report for School Internal Accounts (fund 8920) payments?– Did I check off the amounts being paid?

• Have I attached a sales worksheet when reporting sales tax?

• Are the following highlighted areas filled in on the remittance?


REMITTANCE cont’d

• http://www.broward.k12.fl.us/comptroller/cfo/treasurer/treasurer_doclinks.htm

-

+


Important Information• Am I coding a G/L account beginning with a ‘5’

to put on the remittance?• Arts & Science – G/L 4 3490 800 Fund 1000• It is no longer necessary to send a copy of the

sales tax remittance to Rosalind McCutcheon in Financial Reporting.

• Continue to send a copy of child care transmittals to Irma Duque in Financial Reporting.

• All checks and remittances go to the Treasurer’s Office – TSSC Bldg NOT TO FINANCIAL REPORTING - SAWGRASS


Thank You

• You are the unsung heroes that enable our School System to serve our children and our community.

• A BIG THANK YOU TO ALL AND THANKS FOR MAKING MY JOB A LITTLE EASIER.


QUESTIONS??

CONTACTS

HOPE KERR

TREASURER’S OFFICE

754-321-0578

DIANA MARTENS (KSB1 REPORT)

(ERP)

754-321- 8245


FINANCIAL REPORTING

COST REPORTING GROUP

Chart of Accounts Updates


CODING QUESTIONS?

RUTH MIRAILH 754-321-8262

IRMA DUQUE 754-321-8267


INTRODUCTION

• THE COST REPORTING GROUP IS IN CHARGE OF SUBMITTING A DETAILED REPORT OF ALL EXPENSES THAT OCCURRED DURING THE FISCAL YEAR, TO THE FLORIDA DOE (DEPARTMENT OF EDUCATION).

• PROPER CODING IS THE BEST WAY TO ACCOMPLISH THIS TASK IN AN ACCURATE AND TIMELY MANNER.


DOE REQUESTS

ANY REQUEST FROM DOE THAT REQUIRES AN ANSWER FROM THE BUSINESS AREA DIRECTORS OR ANY OTHER ADMINISTRATOR HAS TO BE HANDLED QUICKLY.


CHART OF ACCOUNTS TRAINING CLASSES

• TRAINING CLASSES ARE OFFERED AS NEEDED, TO BOOKKEEPERS AND ALL INDIVIDUALS WHO WORK WITH EXPENDITURES OR CODING.

• ALSO, TRAINING CLASSES ARE OFFERED TO INDIVIDUALS WHO WANT TO REFRESH CONCEPTS AND DEFINITIONS OF HOW TO PROPERLY USE THE CODING IN THE CHART OF ACCOUNTS IN SAP ECC.

• IF ANYONE IS INTERESTED, CONTACT MERESA JONES AT 754-321-8120.


WHERE DO YOU FIND THE CHART OF ACCOUNTS

THE CHART OF ACCOUNTS IS LOCATED ON THE WEB AT: WWW.BROWARDSCHOOLS.COM

GO TO: DEPARTMENTS THEN: OFFICE OF THE CHIEF

FINANCIAL OFFICERTHEN: FINANCIAL REPORTINGCLICK ON: DOWNLOAD DOCUMENTSCHOOSE: SAP CHART OF ACCOUNTS


FY 2009 - MAIN CHANGES

• STARTING THIS PAST JULY 1ST, 2008; AS PER DOE IT WAS NECESSARY TO MAKE SOME CHANGES AND ADDITIONS TO THE OBJECT CODE NUMBERS.

• 5 OBJECT CODES WERE RENAMED AND 2 NEW OBJECT CODES WERE ADDED.


WHERE IS THE OBJECT CODE LOCATED

• THE OBJECT CODE CAN BE FOUND IN THREE DIFFERENT AREAS OF THE NEW SAP SYSTEM

• IT IS PART OF THE GENERAL LEDGER ACCOUNT, COMMITMENT ITEM AND COST ELEMENT.

• THE OBJECT CODE CONSISTS OF THE 3 DIGIT NUMBERS AFTER THE CLASS (WHICH IS THE 1ST DIGIT).

• EXAMPLE GL ACCOUNT 5 511 0000


OBJECT 311

• BEFORE:• THIS OBJECT CODE WAS USED FOR

LEGAL FEES.

• NOW : • THE NEW NAME IS PROFESSIONAL

AND TECHNICAL SERVICES –SUBAGREEMENTS FOR THE FIRST $25,000

• 53110000


OBJECT 312

• BEFORE:• THIS OBJECT CODE WAS CONSULTANT &

OTHER PROFESSIONAL/TECHNICAL OF $6,000 OR MORE OR BOARD APPROVED

• NOW:• THE NEW NAME IS FOR PROFESSIONAL

AND TECHNICAL SERVICES-SUBAGREEMENTS OVER THE FIRST $25,000

• 53120000


OBJECT 315

• BEFORE:• THIS OBJECT CODE WAS OTHER LEGAL

SERVICES

• NOW:• THE NEW NAME IS CONSULTANTS & OTHER

PROFESSIONAL/TECHNICAL $6,000 OR MORE OR BOARD APPROVED.

• 53150000


OBJECT 319 *NEW*

• BEFORE:

• DIDN’T EXIST

• NOW:

• IT IS THE NEW LEGAL FEES OBJECT

• 53190000


OBJECT 391

• BEFORE: THIS OBJECT CODE WAS FOR ADVERTISING

• NOW: THE NEW NAME IS OTHER PURCHASED

SERVICES-SUBAGREEMENTS FIRST $25,000

• 53910000


OBJECT 392• BEFORE:• THIS OBJECT WAS USED FOR

EDUCATIONAL CONTRACTS/ MOTIVATIONAL ENTERTAINTMENT

• NOW:• THE NEW NAME IS OTHER

PURCHASED SERVICES-SUBAGREEMENTS OVER THE FIRST $25,000

• 53920000


OBJECT 398 *NEW*

• BEFORE:

• DIDN’T EXIST

• NOW:

• IT HAS BEEN CREATED TO BE THE NEW OBJECT FOR ADVERTISING

• 53980000


• FOR ANYONE WHO HANDLES REQUISITIONS FOR PURCHASE ORDERS OR ANY PAYMENTS, IT IS IMPORTANT TO CHECK THE PROPER CODING BEFORE POSTING ANY TRANSACTIONS.

• IF THERE ARE QUESTIONS PLEASE CONTACT US.

• BY WORKING TOGETHER WE WILL ACHIEVE MORE ACCURATE COST REPORT.


QUESTIONS?CHART OF ACCOUNTS CODING

QUESTIONS :

RUTH MIRAILH 754-321-8262

IRMA DUQUE 754-321-8267


CAPITAL ASSETS

Presented by

CAPITAL ASSETS GROUPFinancial Reporting


How to contact Capital Assets Group?

PHONEPHONE (754) 321-8250

EMAILEMAIL CAPITAL ASSETS CONFERENCE


Which Account Assignment to use for a Capital Asset - Value of $1,000 or greater?

56210000 - Audio Visual Materials 56410000 - Furniture, Fixture &

Equip. 56430000 - Computer Hardware 56510000 - Buses 56520000 - Motor Vehicles 56910000 - Computer Software


56220000 - Audio Visual Materials56420000 - Furniture, Fixture &

Equip.56440000 - Computer Hardware56920000 - Computer Software

Which Account Assignment to use for an Asset – Value of less than $1,000?


How is an asset added to inventory?

Asset received

via GOODS

RECEIPT

Asset ordered

via STANDARD

ORDER

ASSET added

to Inventory

REPORT downloaded from SAP by

Capital AssetsGroup monthly



A goods receipt transaction must be completed for each asset individually.

At month-end, Capital Assets Group downloads the SAP report to capture all capital asset activity (purchases, returns & reversals).

Each asset is identified by a goods receipt document number.

Any goods receipt corrections should be processed before month-end.

Assets are then added to “PROP” to their corresponding location.


What is the significance of Goods Receipt?

To capture all capital assets in a timely manner

To ensure asset information is accurately reflected in the inventory such as product description, serial number and location

To avoid future audit discrepancies

Reminder: All goods receipt transactions for year- end must be processed by June 30th to be reflected in the current fiscal year’s inventory.


How to track inventory?

Request a PNI 811 inventory report for your location from ETS (Contact Lorena Widgeon)

Communicate any inventory discrepancies to the Capital Assets Group via email to Capital Assets Conference


How to handle Surplus/Transfer of Assets?

Surplus Equipment Transfer Form (3290A) should be completed and approved before submission to B-stock.

Upon receipt of the Surplus form and documentation from B-stock, Capital Assets Group sends a confirmation email to the corresponding locations.


How to handle Missing/Stolen/Donated Assets?

Tangible Property Loss Report along with a copy of the Police Report and SIU Immediate Notification Report should be submitted to the Capital Assets Group for missing/stolen assets.

Equipment Acquisition Form for equipment valued at $1,000 or more that is acquired through internal funds or donations should be submitted to the Capital Assets Group along with a copy of the invoice.


How to access Capital Asset Forms?

Forms and instructions are available on the web @

http://web/forms/formsoptions.htm

Detailed Asset Breakdown Over $1,000 Surplus Equipment Transfer Form

Tangible Property Loss Report /Equipment Acquisition Form


QUICK REFERENCE GUIDE

ACCOUNT ASSIGNMENT

≥ $1,000 < $1,000

56210000 - Audio Visual Materials56410000 - Furn., Fixture & Equip.56430000 - Computer Hardware56510000 - Buses56520000 - Motor Vehicles56910000 - Computer Software

56220000 - Audio Visual Materials56420000 - Furn., Fixture & Equip.56440000 - Computer Hardware56920000 - Computer Software


Asset received

via GOODS

RECEIPT

Asset ordered

via STANDARD

ORDER

ASSET added

to Inventory

REPORT downloaded from SAP by Capital AssetsGroup monthly

Forms and instructions are available on the web @ http://web/forms/formsoptions.htm



Forms and instructions are available on the web @ http://web/forms/formsoptions.htm



CAPITAL ASSETS CONTACT INFORMATION

PHONE: 754 321-8250 EMAIL: CAPITAL ASSETS CONFERENCE

CAPITAL ASSETS CONTACT INFORMATION

PHONE: 754 321-8250 EMAIL: CAPITAL ASSETS CONFERENCE


YEAR END CLOSING

PRESENTED BY

FINANCIAL REPORTING

The

Accounts Payable Group


NAMES AND NUMBERS• Margaret Dalley-Johns Manager 754-321-8286• Joseph Roushay Supervisor 754-321-8488• Candy DiMartino Vendor File 754-321-8478• Debbie Plemondon Maint./Stock/Construction 754-321-8481• Elise Goldman Police/Mileage 754-321-8472• Gerry Blasco Toshiba/Water/Arch 754-321-8474• Gretchen Mahoney Apple/Publix 754-321-8470• Irene Krumin Utilities 754-321-8480• Joanne Majerus Food Service Acct. 754-321-8471• Kathy Gaffney Hinson/Food/Office supplies 754-321-8483• Katie Szudzik Vehicle Maint. / Consultants 754-321-8477• Lois Bland Vendors with a “P”/Mileage 754-321-8475• Norma Green Travel/Consult./Exp.Voucher 754-321-8479• Sally Hay Check Request 754-321-8473• Sally Zola Dunbar/Music/Trophies 754-321-8476• Tina Foster Dell/ Prosys/Fl.School Book 754-321-8482• Tina Aaron Mail / Vendors 754-321-8489• Debbie Dunn Check Distribution 754-321-8491• Cindy Zink Check Distribution 754-321-8490• Barbara Black Athletics 754-321-8485


•All Standard PO’s must be received on-line

•A shipping line needs to be included on the original requisition if needed. For correct setup to pay multiple invoices please see the July 14th Hot Topic.

•Remember to also receive the shipping lines. (when added)

450….


•All Framework PO’s require authorized signatures.

•Remember when setting up a Framework PO you must have a “B” in the item category of the requisition.


•Use proper names, NO NICKNAMES

•Mileage rate for 2009 currently is .55 cents per mile. Parking/tolls that are over $5.00 per trip require a receipt. For information on mileage refer to Standard Practice Bulletin A-442.

•Attach a mileage voucher summary form when submitting multiple months or multiple paged mileage vouchers with the same coding and for the same year. It’s recommended that mileage be turned in monthly.

•Fill in and check the line of coding. Make sure you do a budget transfer prior to submitting mileage vouchers. Obtain original signatures on all mileage vouchers.

•Please remember when submitting school principals’ mileage, the signature must come from the area directors.

•Always put your name, phone number, and full name of the location on the mileage voucher.


•Standard Practice Bulletin A435 provides guidance for travel reimbursement.•Please remember to check both general ledgers“53330000” and“57330000” before submitting to Financial Reporting-AP Group. Please make sure the fees for the registration is transferred to“57330000” GL ACCOUNT. •When sending in your travel vouchers please include the following:•TDA- car rental MUST be pre-approved before you travel

•TRIP REPORT

•TICKET STUBS

•ORIGINAL RECEIPTS

•APPROPRIATE SIGNATURES

•AGENDA/PROGRAM

•We have a special contracted rate with Avis Rent A Car. The AWD# is: A113400, Phone# 1-800-338-8211


•All original invoices MUST be stapled to the check request with original signatures on both.

•Remember to fill in the line of coding on the check request form.

•Please put your name, phone number and location on the check request for any questions we may have.


• When submitting Police Department invoices an invoice number MUST be used to avoid error in payment.

• We cannot pay from statements, INVOICES ONLY!

• All police invoices must have a copy of the invoice attached, to be mailed with the check.


• Invoices must include invoice number, date of service, name and remit address of vendor to be paid. No STATEMENTS OR PACKING SLIPS.

• Make sure all invoices have a PO number. (verify PO has money available)

• Sign and send all “750..” invoices to Financial Reporting-A/P Group

• Receive all “450.” invoices online and send to Financial Reporting-A/P Group

• Before submitting invoices YOU MUST CHECK ME23N.

• Make sure budget transfers are done before submitting mileage, check requests, travel vouchers and PO’s.


SAP for DUMMIES

ME23N – all available information on any Purchase Order (PO)• Look for a blue tab that is marked PO HISTORY and select it. (note- If there are

no invoices paid you will not see a PO history tab.)

• The top half of this page shows the money on the PO. You will also see how many lines the PO was written for. If this is a standard PO (450) please remember to receive all lines.

• The bottom half of the screen will show a 5000(10digit #) if an invoice has been received online.

• The bottom half of the screen might only show a 5400(10digit #) indicating that an entry has been made against the PO for payment.

• On this page you will see the vendor name and vendor number.


SAP for DUMMIES

There are two ways that you can look up an invoice to see if it’s been paid.

• The first way will be to go to ME23N. Now remember you can only use this screen if it has a PO number. (You cannot look up Check Request’s on this screen.)

• Go to ME23N and click on the blue purchase order history tab and click on the 54 document number you want. The screen will appear with the invoice that was entered. Go up to your menu and find the word goto and click it. Then click follow on documents. A small box will open and you will double click on Accounting. Then when the next box opens you will double click on the account number. Go up to your menu and look for the word environment, then look for check information. Click the check information. That takes you to the screen with the check date, number and whether it’s been cashed or not.


SAP for DUMMIES

The second way to see if an invoice has been paid:

FBL1N: This can be used both for Check Requests or PO’s. If a vendor is paid ACH (electronically) there is no check information. You will only see a payment document number which starts with a “2”.

To use FBL1N

• First you must enter the correct vendor number. Select all items and leave the date blank. Click execute.

• The red lightening bolts mean that the invoices are past due and will pay on the next check run.

• The red ball means they are entered for payment however they are not due at this time. A bell means ready for payment.

• If there is a green square that means they have paid and you can click once on the 54 document number and go to menu, environment and then check information. This will give you the check date, check number and whether or not the check has been cashed.


NAMES AND NUMBERS• Margaret Dalley-Johns Manager 754-321-8286• Joseph Roushay Supervisor 754-321-8488• Candy DiMartino Vendor File 754-321-8478• Debbie Plemondon Maint./Stock/Construction 754-321-8481• Elise Goldman Police/Mileage 754-321-8472• Gerry Blasco Toshiba/Water/Arch 754-321-8474• Gretchen Mahoney Apple/Publix 754-321-8470• Irene Krumin Utilities 754-321-8480• Joanne Majerus Food Service Acct. 754-321-8471• Kathy Gaffney Hinson/Food/office supplies 754-321-8483• Katie Szudzik Vehicle Maint. / Consultants 754-321-8477• Lois Bland Vendors with a “P”/Mileage 754-321-8475• Norma Green Travel/Consult./exp.vouch/ 754-321-8479• Sally Hay Check Request 754-321-8473• Sally Zola Dunbar/Music/Trophies 754-321-8476• Tina Foster Dell/ Prosys/Fl.School Book 754-321-8482• Tina Aaron Mail / Vendors 754-321-8489• Debbie Dunn Check Distribution 754-321-8491• Cindy Zink Check Distribution 754-321-8490• Barbara Black Athletics 754-321-8485

ONE BUSINESS SYSTEM FOR BROWARD SCHOOLSBRITE brings one business system to Broward Schools

Materials LogisticsEnd-of-Year Close-Out Sessions

April 2009


What is Materials Logistics?

Central WarehouseB-StockMail ServicesTextbook Warehouse

and Central Processing Lab


Aware Booklet Distribution Hurricane Shelter Supply

Benefits Dept. Material Delivery Inter Office Mail Pick Up/Delivery

Broward Education Foundation Lighting Recycling

Cafeteria Supply Delivery Media Center Materials

Class Size Reduction New School Set Up

Clothing Drive Pick up Office Supply Delivery

Code Book Distribution Personnel Records Transfer

Custodial Supply Delivery Records Retention Transfers

ESE Equipment Transfer School Dept. Moves

FCAT Delivery and Pick-Up Surplus furniture Pick Up/Delivery

Furniture Deliveries Textbook Processing and Delivery

Materials Logistics Activities


Credits to Your Budget:

School/Department must send a “Stock Transport Order Maintenance” form via Pony or e-mail to the Central Warehouse for their returned/refused merchandise.

The Warehouse will process the maintenance form and credit the school budget.

The form can be found on the Purchasing web page at

http://www.broward.k12.fl.us/supply/


Warehouse Orders:

Updated Catalog – Go into old intranet and find the catalog, the new BRITE item numbers have been added (in yellow in italics).

Requisitions must be entered into BRITE system on or before June 5th, 2009Backorders are held in the system, until the product arrives in the warehouse, and then released to be filled.

There is no need to re-order backordered items.Please advise the Central Warehouse of past due open requisitions.Please check the unit of issue when ordering to ensure correct quantity,

i.e. some items are in case quantity, so when you order one, you will receive one case and not an individual item.

Please order summer custodial supplies as soon as possible.


To display Purchase Requisitions go to ME53N

The release strategy tab will give you the status of the approval of your requisition, indicating whether your supervisor and/or second level approver have approved your purchase. A yellow triangle on the approver status means the approver has NOT yet approved the requisition.



The status tab will indicate whether or not the requisition is blocked and display the purchase order number if one has been generated.The Release Strategy tab will give information on the order. You may need to contact the Area analyst.



Notice on this status tab, the purchase order number is displayed, along with the transactions that have taken place. If you click on the purchase order number, you can find the delivery note number (which would be equivalent to the old “stock order number”.) Once you click on that number, it will tell you if your order has been picked for delivery and posted to your budget.



•Under the purchase order history tab, if you click on the delivery note number, you can see what has been picked and posted. • If you see a “C” in the status of the line item, that item has been completed.


Textbook Orders:

The numbers issued by the state for state adopted titles can still be used when placing textbook orders;

BRITE views these as “old material numbers.”Orders for state adopted textbooks are ordered as Stock Transport Orders.Clicking on the matchbook on the Material field of the Stock Transport Order will give you access to the “old material number” field.Free ancillary materials are to be requested in the “Item Text (print).”


Requests for pick-up will continue to be fulfilled in the order they are received.

This department houses surplus equipment for the District.

You may visit the building and obtain equipment and materials at no cost to your school.

The items are used but in good condition.

We are updating the Supply Management and Logistics web page for a list of available items in the near future.

B-Stock


Pony Room, Central Warehouse, Central Processing Lab

Pony Room:•Pick-up and delivery at schools through August will be two days a week Tuesday/Thursday

•Call Pony Room if you have a rush or emergency pick-up

Central Warehouse:•Operating hours will be 6:00AM to 4:30PM Monday through Thursday.

•Call the Warehouse if you have a rush or emergency need

Central Processing Lab (Media Center materials):•Call the Lab if you have a rush or emergency need


Thelma Barrow Stock Orders 754 321-4721

Judith Bottiglieri Central Warehouse 754 321-4723

Deryck Clarke Central Warehouse 754 321-4725

Ruth Costina Central Processing Lab 754 321-4333

Dorothy Franklin Textbook Warehouse 754 321-4350

Richard Knapp Central Warehouse 754 321-4725

Sherry Koren Pony 754-321-2875

Steve Kusuk B-Stock 754 321-2850

Connie Landers Inventory 754-321-4726

Brian Little Manager 754 321-4724

Joyce Odoms Stock Orders 754 321-4726

CONTACTS


The Materials Logistics team is committed to resourcing your schools for success. Please call us if you have suggestions or questions.

http://www.broward.k12.fl.us/supply/


Our mission is to provide responsive, responsible and efficient procurement services to the District while maintaining the highest level of professional ethics and integrity.

We achieve our mission by dedication to excellence in customer service, providing avenues of access to businesses pursuing the best value identifying new sources of supply encouraging competition, developing and maintaining positive relationships with vendors and complying withall laws of the State of Florida and all School Board Policies and Procedures.

MISSION STATEMENT


END-OF-YEAR CALENDAR

May 8th Last Day for On-Line Entry/Approval of Requisitions

Over $5,000 and less than $25,000May 15th Last Day for Change Order Request Forms to be

submitted to SM&LMay 15th Last Day for On-Line Entry/Approval of Reqs. Less

than $5,000 and Contract Items including Funds 1010 and 4000

May 15th Last Day for On-Line Entry/Approval of Fund 1000 Requisitions

May 29th Last Day for P-Card transactions posted by BankJune 12th Last Day On-Line Entry/Approval of Reqs. Funded

by Grants or Capital (Less than $5,000 or on contract)

June 12th Last Day for On-Line Entry/Approval District Departments) for Capital & Grants reqs. Only


END-OF-YEAR REMINDERS

Helpful Procurement Hints1.All SOFTWARE must have the vendor’s quote attached to the Framework or Standard Requisition.

2.Check the HEADER NOTES of the requisition to find out the latest status of your requisition. This section contains communications from the Purchasing Agent.

3.Remember to UNBLOCK “all lines” of a requisition after corrections are made. See status tab in the Item Detail section of the requisition.


END-OF-YEAR REMINDERS (Cont’d)

Helpful Procurement Hints4.Select the right MATERIAL GROUP and BUYER CODE for the requisition. If you are unsure, call a Purchasing Agent or refer to Purchasing Website for Material Group Codes. The initial of the Buying Module is beside the Material Group description.

5. Under SHORT TEXT of the requisition, provide more information….do not only state “As Per Attached List” .

Example: Video Equipment – As Per Attached List

6.A PHONE NUMBER of the bookkeeper/budget-keeper must be typed in the HEADER NOTES of the requisition.


Helpful Procurement Hints7.If an order is for a specific BID/RFP, state the BID/RFP NUMBER in the Item Text Notes of the requisition. If order is from an AGENDA ITEM, attach a copy of the AGENDA ITEM to the requisition.

8. All warehouse orders must be issued as a STOCK TRANSPORT Requisition, not a STANDARD REQUISITION.

END-OF-YEAR REMINDERS(Cont’d)


Helpful Procurement Hints9.Do not send in a CHANGE NOTICE FORM to close out Orders that have a MATERIAL NUMBER (Fixed Price) from CCM. By receiving product on-line will close the order.

10. When an order is placed through SAP CATALOG (CCM), item must be “dragged and dropped” into the shopping cart so that all quote information gets placed on the requisition. Check requisition to verify the AGREEMENT and FIXED VENDOR NUMBER appears on requisition before releasing order.



Helpful Procurement Hints11. Check with Purchasing before using Material Group “578” MISCELLANEOUS – NOT DEFINED. This material group should rarely, if ever, be used.

12.Requisitions for CONSULTANTS must have the CONSULTANT AGREEMENT and W-9 FORM attached to the requisition for faster processing.

13. Use MATERIAL GROUP “963” for all Registrations for Seminars and Educational Training Services. Do not use Material Group “924”.




Helpful Procurement Hints14.Make sure all CURRENT FORMS are used for processing changes to Purchase Orders. Check Purchasing Web Site (http://web/supply) for current forms.

15. Make sure when entering FRAMEWORK ORDERS to make sure you enter a “B” in the limits tab of the requisition. Without the “B” entered in the requisition, the vendor will not get paid for the order.


16. If a MATERIAL GROUP Number is being used and there is a shipping and handling (S/H) cost, remember to use the sameBuyer Code used with the Material Group Number chosen.

17. If you need to submit a CHANGE NOTICE REQUEST FORM to Purchasing, pick only one method of submittal. Do not fax, email, and pony the same form request form.


Helpful Procurement Hints


CURRENT COMMODITY CHANGES

Due to department personnel changes, commodities have been changed and reassigned. For a current updated list go to the Supply Management & Logistics Website as stated below and print a copy of these changes.

(http://web/supply) Look Under “District Contracts”and then “Commodity Codes”.

Commodities are listed with a Material Group Number to be used for placing orders in SAP.


CALL OR EMAIL OUR OFFICE

FEEL FREE TO CALL OR EMAIL OUR OFFICE ANY TIME WITH ANY QUESTIONS YOU MAY

HAVE. 754-321-0505


PROCUREMENT

Next Fiscal Year Requisitions 2009-2010


Creating Next Fiscal Year Requisitions

Note: These steps should only be followed for requisitions created before July 1, 2009.

• Selecting the Correct Document Type Specifically designed for Next Fiscal Year

– NFY Framework Requisitions (attached list and Open Pos)– NFY Standard Requisitions (CCM and text orders by line item)– NFY Stock Transport Requisitions

• Request Date: – When the “Quantities/Date tab is selected you will note that in the

“Request date” field the date will be auto filled with July 1, 2009. (NFY interim ordering period)

• NFY Number Range– All NFY Requisitions will begin with the number “2”


Next Fiscal Year Requisitions • Next Fiscal Year Document Types created for placing orders for the

existing fiscal year will no longer be available for use as of July 1, 2009:

– NFY Standard Requisition

– NFY Framework Requisition

– NFY Stock Transport Requisition

– They will still be part of the drop-down menu, but you will be given an error message if you try to use them.

• Resume using the regular Document Types when placing your orders:

– NB Standard Requisition

– FO Framework Requisition

– ZT Stock Transport Requisition.

– Once again the number range for requisitions will return to begin with the digit “1” to identify requisitions for the 2009-2010 Fiscal Year.

• Note: Each year when the announcement is sent out that Next Fiscal Year budget is open for use, the NFY document types will be made available.


Common Issue with NFY Requisitions

• Some requisitions from last fiscal year and some created before

July 1, 2009 for the Next Fiscal Year will need to be deleted.

• Here are some of the reasons they need to be deleted:• Requisitions were not approved before the deadline• Requisitions were put on “HOLD” and never saved• Requisitions were entered incorrectly and could not be created into Purchase

Orders.

• A few of the main errors that were discovered were: Wrong document type selected Vendor information not provided Not enough information in the text field Lists were not attached or not in PDF format for Framework Orders


Common Issue with NFY Requisitions

• Requisitions that cannot be closed systematically or deleted systematically, will be manually closed or deleted– A note should be placed in the header explaining why it was closed or

deleted.

• In both cases, there is a way to identify whether the requisition was closed or deleted.


Common Issues with NFY Requisitions- cont’d

.

This screen shot identifies what to look for if you discover that your requisition did not turn into a Purchase Order.

There will either be a trash can next to the line item or the Closed box checked in the Quantities/Date tab.


Tips for Document Overview• To increase the visibility of older requisitions in the ME51, ME52, ME53N requisition

screens you can increase the time period for display by clicking on Personal Settings and using the Dropdown Box to select one of the other Period options.


Creating a Requisition Hardcopy • To create a hardcopy of a requisition you can use ME5A Get Variant

• Remove your P number from the created by

• Enter ALV as the Variant name

• Click the Execute Icon


• Enter your requisition number in the Purchase Requisition box and click the Execute button

Creating a Requisition Hardcopy

If you prefer you may choose a different Layout or print the default view.


• Select Menu>List>Print

• We have created a View called Requisition that provides the basic information you may want.

Creating a Requisition Hardcopy


Stock Transport Requisitions Shortcut• When creating a Stock Transport Requisition in ME51N, and you

know what the material number is, it is not necessary to use CCM– Simply enter the material number directly in the requisition.

– Do not forget to enter the “K” in the Account Assignment Column, the “U” for Item Category and Plant “2000” in the “SPlt” Column.

• After selecting Enter the Short Text, the Unit of Issue and Valuation Price will enter automatically.

• Your account assignment information is entered normally.


Procedures for Shippingto another Storage Location (School/Department)

or to an Alternate Delivery Address

• On the requisition line the “Storage Location” field determines who is requesting and who approves the requisition; it also populates the delivery address field.

• If you need the delivery address (“Ship to”) to be different from the requestor/approving school/department you must select the address from the drop-down menu in the “delivery address” tab.

• There are two different ways of selecting an alternate delivery location (alternate “ship to”).

1. One way is for when you are selecting another school/department within the SBBC.

2. The other is for when you are selecting outside of SBBC or a storage facility.

• Both are demonstrated in the BRITE Hot Topic dated February 22, 2008 located in the Daily Hot Topics folder


Tips and ShortcutsRequisition for the services of a School Resource Officer

• When creating a requisition for the services of a School Resource Officer (SRO), the individual preparing the request should place “SIU” in the “Requisitioner” field and his/her name and telephone number in the header text.

– This will assure that the correct data is generated on the invoice.

• Select Framework requisition as the document type.

• If creating prior to the end of the current fiscal year, select NFY Framework requisition.

• Enter data as usual.


Tips and ShortcutsRequisition for the services of a School Resource Officer – cont’d

• Enter SIU as the Requisitioner.


Tips and Shortcuts Requisition for the services of a School Resource Officer – cont’d

• On the text tab; select Item Text (print). • Enter the information as above using your schools name and

address information and the Police Agency providing the SRO.


Tips and ShortcutsRequisition for the services of a School Resource Officer-cont’d

• To select for your order to be shipped to another school/department follow these steps:

1. Click on the “Address” and click on “Address Details” button

2. Type name of school/department in the “Company name” field and type

3. Type CA01 in the “Address group” field

4. Click on the Start Search button



• The following screen will appear. • Highlight your selection and click green check in upper left corner.



• The address will not automatically populate, you must click “Enter” on your keyboard and then it will appear in the “address” field.

• Save the requisition.• Please see the related Hot Topic dated 4/3/2009.


Questions?

ONE BUSINESS SYSTEM FOR BROWARD SCHOOLSBRITE brings one business system to Broward Schools

Human ResourcesEnd-of-Year Close-Out

April 2009

Linda Clowers & Susan RockelmanERP/BRITE


Agenda• Delimit Supplements

• The “Yes/No” Report for Supplements will not be sent; use the Delimit Supplement iForm to delimit supplements

• Review UWL Task box

• BRITE will run programs to update certain employees records

• Reappointment Follow up

• Contact Information

• Update Summer (Temporary) Address


Delimit SupplementsThe “Yes/No Report for Supplements will not be sent

to locations use the Delimit Supplement iForm to remove supplements

1. Select Delimit Supplement iForm

2. Enter you Org Unit Number

3. Select the icon to display your teachers and then select the teacher

1

2

34


Universal Worklist (UWL)Comprised of 4 tabs

1. Task: Require action by you!!!Your task box should be empty. Withdraw or resubmit work items.

2. Alerts: not used

3. Notifications: Received after action has been completed

4. Tracking: History of actions you have created


BRITE Programs will Automatically:

• Place teachers with greater than 7.5 hours/day back to 7.5 hours

• Substitute and Temporary Employees who did not earn monies will be terminated

• Delimit Interim Sub Positions

• Update Teacher Contract Elements (IT0016) (i.e. AC01 will become an AC02) and Years of Experience (IT033)


Reappointment Reminders

• The action to terminate teachers & non-instructional staff who are not reappointed will be completed by HRIS

• This includes teachers hired for the year only• One Year Only teachers (AC09) and • Broward Special Expertise Certificate Teachers (AC10)

• The action to place Noninstructonal staff on layoff will be completed by the Leaves Department

• Location must submit the appropriate iForm(s) for positions and employees that have had a change in calendar, percentage, position, etc. (i.e. PRF, Change in Pay, Reassignment, etc)


Reappointment: Employees Placed at your Location

Surplus Teachers• If your location receives a surplus, access

CAFS and enter the position number by June 30, 2009. These teachers will automatically be transferred.

• After June 30, you must create a Transfer iForm

Non-instructional Employees• If you receive a noninstructional employee, you

must create a Transfer iForm


Address

• Imperative that Employees maintain their addresses– Permanent Address– Emergency Address – Temporary Address

• Employee Self Service (ESS)> Contact Information


Maintain Address1. Select Contact Information

1

2

4

2. Select Address

3

3. Select Edit, Delete or New…… 4. Enter in Data, Select Review to Save

5. Select Save


If you need assistance, please contact us. We are here to help you.

BRITE Help Desk 754-321-8120

HRIS 754-321-0129

Instructional Staffing 754-321-2324

Non-instructional Staffing 754-321-1810

ERP Web Site: http://web/erp/


Payroll DepartmentPayroll Department

Year End Closing2008-2009


Off Cycle Check Request Form

Change/Deletion of Hours Form- Instructional, ASPT, TSP, COPA Bargaining Units Only

Change/Deletion of Hours Form – Non-Instructional Bargaining Units Only

Calendar Change Form

Link:http://www.broward.k12.fl.us/erp/forms/

Payroll Notification Forms


All Off-Cycle Checks are processed on Wednesdayfollowing payday and will pay on Friday - The request must be received in Payroll by Tuesday evening to process on Wednesday

Off-cycle Payroll Calendar is posted on the Brite website along with the regular payroll schedules

Fax the Off-Cycle Check Request Form, with detailed explanation, signed by your Location Administrator/Principal to the Payroll Department

Off Cycle Check Requests


Off-Cycle Checks - Escalation Process

The Escalation form can be found on the Brite web site under

forms: http://www.broward.k12.fl.us/erp/forms/

The Principal or Department Head completes the Off Cycle Request Escalation Form and obtains their Executive Leader'sapproval then forwards the form to Melissa Grimm, Director of ERP Project Management for approval.

The form will then be sent to the Payroll Department for processing. While the regular payroll (AA & BB) are being

processed, however, the system will not allow us to process an off-cycle check.


When to Submit the Change/Deletion of Hours Form

This form should be completed by the Payroll Contact when an employee has been paid in error or in advance of days worked. Once completed, please fax the signed form to the Payroll Department at 754-321-8231.

– Supplements deleted/delimited– Change in calendar– Change in work schedule– Late time entry of PLV/ZDH– Change in Attendance – duplicate entries


PLV (Unpaid Absence)

If an employee is absent and has a “0” balance in their sick and/or vacation buckets, then PLV must be entered

in Cat 2 for those days in that pay period. This includes employees who have requested donated sick leave.

The appropriate “Change/Deletion of Hours” form must be used for PLV days that are replacing paid days.


Last Payroll Entry Deadline Dates for Fiscal Year

2008/2009

• AA Payroll Calendar 6/20/09

• BB Payroll Calendar 6/13/09

• Off Cycle Check Request

6/23/2009 by 5 p.m.


Information

• Do not project hours for Subs, Temporary employees or Part-time Adult employees.

• Enter time daily into CAT 2.• If an employee is out on Worker’s Comp,

enter PLV for days absent.• Contact Payroll as soon as you are aware an

employee is going on leave, terminating or retiring.

• Lost, destroyed, misplaced, incorrect address or stolen checks, replacement fee $12.00.


Payroll Deductions 754-321-8150Payroll Exceptions 754-321-8150Payroll Fax 754-321-8231Payroll Department 754-321-8150

Frequently Used Phone Numbers


Questions?

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