revenue entry in sap january 28, 2008. 1/28/20082 course outline provide brief overview of revenue...
TRANSCRIPT
Revenue Entry in SAP
January 28, 2008
1/28/2008 2
COURSE OUTLINE Provide brief overview of Revenue Project Review current state vs future state Revenue Entry Process in SAP Difference between Revenue and Refund of Expenditures Cash Management Policy Organizing financial information for SAP Key SAP transactions and Journal Entries How to create paper Revenue Transmittal document in
SAP Preparing checks for deposit Error messages and problem resolution Security and roles Demonstration of SAP transactions Exercises using Master Data
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COURSE OBJECTIVES: Understand difference between
Commonwealth Revenue and Refund of Expenditure
Understand the process and identify system transactions used to record revenue in SAP
Enter SAP transactions needed to complete your daily work.
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Revenue Project Background
Collaborative effort OA, OB, REV
GOALS:- Streamline the process of Revenue
Entry- Improve the efficiency, effectiveness
and accuracy of the Commonwealth’s revenue accounting and reporting.
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Phase 1:
Decommission RDS Eliminate manually prepared paper
documents (snap-sets) Enter revenue information directly into
SAP Transfer revenue information into SAP
from agency systems via interface files
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Revenue Entry AS-IS - Checks
Revenue Entry As Is Check Process - DRAFT
Rev
OB
Com
ptro
ller
OB
CS R
ev
Acct
Trea
sury
Agen
cy
Receive Check
Enter on Manual Snap Set Form
Park data in SAP
Data Entry in AgencyApplication
Data Entryin RDS
Data Entry in SAP
Post data in SAP
Receive paper transmittal
Create hard copy Revenue
Transmittal/SAP sends data
May Also GoTo ComptrollerPrior to CS Rev
Accounting
RT= Assumes checks are
attached to the RTException ROC
Receive paper transmittal
Encodes Checks & Send to Bank
Reconcile paper to overall deposit
Receipt paper and enter to TABS
Reconcile Treasury receipt
Updates RAS
Updated Receipted Copy of RT returned to
Agency
1
2
3
Create paperRT
Create paperRT
Data Entry in SAP
Send Check withMemo to Comptroller Updated
Receipted Copy of RT returned to
Agency
$$
Receive Check
$$$
$
1/28/2008 7
RDS USERS
Current State Agency receives
checks Agency enters data in
RDS Agency prints paper
RT from RDS and sends to CSRAU
CSRAU sends checks & paper to DOR
DOR encodes checks & sends paper to CSRAU
CSRAU reconciles deposit
Future State Agency receives checks Agency posts data in
SAP* Agency prints paper RT
from SAP and sends to CSRAU
CSRAU sends checks & paper to DOR
DOR encodes check & sends paper to CSRAU
CSRAU reconciles deposit
*User can park and have manager review and post
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Agency Memo to CO
Current State Agency receives checks Agency enters data in
Agency system Agency creates memo
and sends to CO CO posts data in SAP CO prints paper RT from
SAP and sends to CSRAU
CSRAU sends checks & paper to DOR
DOR encodes checks & sends paper to CSRAU
CSRAU reconciles deposit
Future State Agency receives checks Agency posts data in
SAP* Agency prints paper RT
from SAP and sends to CSRAU
CSRAU sends checks & paper to DOR
DOR encodes check & sends paper to CSRAU
CSRAU reconciles deposit
*User can park and have manager review and post
1/28/2008 9
Revenue Entry Process in SAP
1. Organize financial information for posting
2. Post journal entry to update Commonwealth accounting records
3. Print Paper RT (control document and data entry instrument for Treasury)
4. Prepare financial items for deposit, if applicable
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What is Commonwealth Revenue?
Taxes, licenses and fees, assessments, fines and penalties, reimbursements, sales of goods or services, contributions, grants
(GL4*)
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What is not Commonwealth
Revenue?What is Refund of Expenditure?
Return of money to an agency as a result of an illegal, erroneous or duplicate payment
Overpayments received from Commonwealth vendors, undeliverable checks, Treasury redlines
Refund of Expenditures – must reduce amount of actual expenditure
(GL 6*)
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How to process in SAP?
REVENUE: Agency/Comptroller can use
transactions FB50 to Post and ZF_SAPTORIS to create an RT
REFUND OF EXPENDITURES: Agency/Comptroller can use
transaction FV65 to Park or FB65 to Post and ZF_SAPTORIS to create an RE
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Forms of Revenue:
Checks, money orders, coin, currency, credit cards, electronic transfers
Coin and currency – deposit to local bank Checks – deposit to local bank or prepare
for deposit at Commonwealth facility at Brookwood Street
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Cash Management Policy
Deposit as timely as possible Minimize the number of times
cash/cash instruments are handled before deposit
regional locations with minimal revenue should deposit weekly or threshold of $500.
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Step 1: Organizing financial information for posting:
Processing checks/money orders: Valid payee Valid date Amounts agree Signed Payable at US bank or payable in
US$
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Identify Account Codes
Revenue Code Symbol Fund, Class, Dept, Appropriation, Type
SAP Code (FI module, FM module) General Ledger Account/Commitment
Item
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Account Code Structure examples:
001131-018000-161 = Sales, Use, Hotel Occ Tax = 4120001
010610-008187-107 = Sale of Oil, Gas, Antifreeze = 4435721
012410-022000-101 = Trout/Salmon License = 4411257
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Data elements required for posting journal entries: General Ledger/Commitment Item Amount SAP Fund
COPA Fund Business Area Cost Object
Cost Center Order WBS element
Value Date (MD #310.29)
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Crosswalk Tables Y_DC1_32000194 – Revenue Code Crosswalk Y_DC1_32000275 – Validation Table Lookup
(Business Area, Fund, Cost Center)
Y_DC1_32000278 – Rev Code to GL Crosswalk Y_DC1_32000280 – Cost Center Crosswalk
ZF_LEG1 – Cost Center Crosswalk ZF_LEG3 – RevCode to GL Crosswalk ZF_LEG4 – ICS Org. to Fund Crosswalk ZG_VAC – Valid Account codes with description
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Revenue Document Types:
SQ – Revenue Transmittal with remit (checks, money orders)
SV – Revenue Transmittal without remit (ACH, EFT, cash deposit in local bank)
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Key SAP Transactions
FB50 – park or post a revenue journal entry
FBV0 – post a parked document FB02 – edit a posted document FB08 – reverse a posted document
ZF_SAPTORIS – print paper RT
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Standard Journal Entries:
Created by Agency: Dr. Cash-in-TransitCr. Revenue GL
Created after Treasury receipts RT:Dr. CashCr. Cash-in-Transit
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Step 2: Update recordsFB50– enter GL account document
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Bank CodesBank Code Bank Activity Business Areas Description
850 Fulton Cash deposit All Deposit coin/currency in local bank
57L87L
WachoviaWachovia
ACH ConcentrationACH Concentration
3813,18,26,67
State ParksDMVA homes, Lottery, LCB stores, Vital Stats
87187287T
WachoviaWachoviaWachovia
Check DepositCheck DepositCheck Deposit
All18,24,30,38,78,8112
Checks processed at Brookwood by RevenueChecks processed at ROC by PennDotChecks processed at Brookwood – Fund 063
274 National City
Zero Balance Transfer 18 County Collections- Inheritance and Realty Transfer Taxes
234324324874878879
MellonPNCPNCWachoviaWachoviaWachovia
ACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and Refunds
2114, 38, 78, 79AllAll6512
Annual Inter-Governmental TransfersDefault electronic transfers PNCSAP Advancement AccountsDefault electronic transfers WachoviaFund 168 (Gaming)Fund 064
87P Wachovia EFT Revenue Tax Payments 18 Business Trust Fund Taxes
87N87R
WachoviaWachovia
EFT Request for Federal FundsASAP Drawdown Federal Funds
AllAll
Federal FundsFederal Funds
73G
74G
Mellon
Mellon
Long Tern Investments
Long Term Investments
12, 70, 71, 79, 81
72
Investments – Pool 124 (Ins Liq, USTIF, Tobacco, Def Comp, SWIF, Work Comp, SERS, PMRSInvestments – Pool 135 (PSERS)
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FBV0 – Post a parked document
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FB02 – Edit posted document
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FB02- Edit posted document
Header Doc. Header text
Detail Value date Text
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FB08 – Reverse Document
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Why Reverse?
Incorrect amount Incorrect fund Incorrect document type
NEVER, NEVER, NEVER REVERSE A RECEIPTED DOCUMENT!!!!!
Call Comptroller if not sure document should be reversed
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STEP 3: Print Paper RTZF_SAPTORIS
*Insert comments slide
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ZF_SAPTORIS Transaction functionality:
Prints paper RT Updates table in SAP Sends an IDOC to RIS
Transaction controls: Test run to view before printing paper
RT Prevents duplicate printing Must notify IES/CSRAU before reprint
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RT Reprint
User must send email to IES and CSRAU to request deletion and include:
RT# Date created SAP Document # Business Area Document Type Amount of Document
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STEP 4: Preparing checks for deposit at DOR facility Endorse back of check within 1.5 “ of trailing
edge Commonwealth of PA or specific Agency For Deposit Only RT #
Limit 1,000 checks per RT Maximum 50 checks per batch Calculator tape/report with individual check
amounts identified wrapped around each batch
Calculator tape w/batch and grand totals
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Current Processing Deadlines
11/6/07
11/6/07
11/7/07
11/8/07
RT’s w/ remit must be delivered to Brookwood Street facility by 10:00 am
Checks processed by DOR and sent to Federal Reserve Bank for deposit by 3:00 pm
RT sent to Treasury (next day) Treasury receipts RT (next business
day)
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Messenger Pick-up locations
Attorney GeneralComptroller
8th fl Strawberry Square,Verizon Tower
11:30 am
Central Services Comptroller
11th fl Strawberry Square, Revenue Tower
9:30 am, 12:30 pm3:30 pm
Bureau of Commonwealth Payroll Operations
19th fl 333 Market St 7:00 am, 9:45 am
Transportation Comptroller 9th fl Keystone Bldg 9:00 am, 1:15 pm
Labor Education & Community Service Comptroller
15th fl, Labor & Industry Bldg
10:00 am, 2:00 pm
Public Health & Human Service Comptroller
109 Health & Welfare Bldg
8:00 am, 12:30 pm
Public Protection & Recreation Comptroller
2nd fl Pitnick Bldg 3:00 pm
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Regional offices using US Mail
Mailing Address: Commonwealth of PACentral Services Comptroller
Office – Revenue Accounting UnitAttn: Gayle Farabaugh1854 Brookwood Street
Harrisburg, PA 17104
DO NOT SEND COIN OR CURRENCY VIA US MAIL
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Query Tools in R/3
FB03 – display posted document Search by doc type, user ID, etc.
FBL3 – display by GL account Search by posting date(s), BA, etc.
Y_DC1_32000179 – Posted documents for SAP-RIS-RAS
Includes SAP doc # and RT #
Y_DC1_32000360 – Commitment/Actual line items by Document Number
GD20 – select line item – selection ledger ZZ
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Security Roles
Separate agency revenue roles in SAP User has no other FI role User has current A/P and/or A/R role User needs to cross Business Areas
Request thru HR after completion of training
Also request FI/CO/FM Viewer role
OB/BFM must approve user to cross BA
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Central Monitoring
Most agency users will not be able to post certain doc types: EA, AM, SU, etc.
System will trigger email alert to central monitoring office if agency user posts an unauthorized doc type
1/28/2008 email addresses updated 02 Aug 2011 42
Resources:CO: CS - Holly Keister – [email protected]
LECS - Miriam Millan – [email protected] PHHS - Dan Sharar – [email protected] PPR - Jeff Hertz – [email protected]
IES: Suzanne Alese-Carraway – [email protected] Satish Jayakumar – [email protected] Kim Killen – [email protected]
CSRAU: Gayle Farabaugh- [email protected]
OB: Dot Krazek-Kohlman - [email protected] Jennifer Smith (BFM) – [email protected]