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Finance & Purchasing Overview1

Finance and PurchasingFinance and Purchasing

OverviewOverview




Finance &Finance &PurchasingPurchasingOverviewOverview

Materials Management ModuleMaterials Management Module

Getting HelpGetting Help

Finance & Controlling ModulesFinance & Controlling Modules

SAP OverviewSAP Overview

Tarrant County ImplementationTarrant County Implementation

COURSE OVERVIEWCOURSE OVERVIEW

Accessing Training MaterialsAccessing Training Materials




COURSE OBJECTIVESCOURSE OBJECTIVESThe Finance & Purchasing Overview course has two purposes:The Finance & Purchasing Overview course has two purposes:

Introduce SAP and the finance and purchasing modulesIntroduce SAP and the finance and purchasing modules Prepare you for rolePrepare you for role--specific training coursesspecific training courses

Objectives of the course:Objectives of the course:

Review SAP system and integrationReview SAP system and integration

Understand Tarrant County implementationUnderstand Tarrant County implementation

Become familiar with termsBecome familiar with terms

Provide a high level understanding of:Provide a high level understanding of: General Ledger FunctionalityGeneral Ledger Functionality Accounts Receivable FunctionalityAccounts Receivable Functionality Accounts Payable FunctionalityAccounts Payable Functionality Asset Accounting FunctionalityAsset Accounting Functionality Controlling FunctionalityControlling Functionality Grants Management FunctionalityGrants Management Functionality Funds Management FunctionalityFunds Management Functionality Materials Management FunctionalityMaterials Management Functionality

How to get HelpHow to get Help

How to access training materialsHow to access training materials




Lesson 1: SAP OverviewLesson 1: SAP Overview

SAP stands for Systems,SAP stands for Systems,Applications, and ProductsApplications, and Products

The SAP system is a fullyThe SAP system is a fully--

integrated system whereintegrated system whereactivities in one area generateactivities in one area generateactivities in another areaactivities in another area

The system provides online,The system provides online,realreal--time information and onetime information and oneplace for input of dataplace for input of data




Modules in SAPModules in SAP

SAP is made up of various functionalSAP is made up of various functionalmodulesmodules

Each module covers a different businessEach module covers a different businessfunctionfunction

Tarrant County is using the followingTarrant County is using the followingmodules:modules:

COCO ControllingControllingFI FI Financial AccountingFinancial AccountingHRHR Human Resources/PayrollHuman Resources/PayrollMMMM Materials ManagementMaterials ManagementGMGM Grants ManagementGrants ManagementFMFM Funds ManagementFunds Management

TC is also using ESS (Employee SelfTC is also using ESS (Employee SelfService) for employees to enter timeService) for employees to enter timeand maintain personal information.and maintain personal information.




FI ModuleFI ModuleOtherOther

FinancialFinancialModulesModules

HR/MaterialsHR/MaterialsManagementManagement

ModulesModules

ACCOUNTSRECEIVABL

E

ACCOUNT S

PAYABLE

ASSETS FUNDS

MANAGEMENT

CONTROLLING

GRANTSMANAGEMENT

How They Work TogetherHow They Work Together

PAYROLL

PURCHASING

INVENTORYMANAGEMENT




Integration in SAPIntegration in SAP

System

IntegrationSystemIntegration

When a transaction is executed in any module,When a transaction is executed in any module,SAP automatically updates data in allSAP automatically updates data in allapplication modules that are affectedapplication modules that are affected

Benefits of IntegrationBenefits of Integration Enables simplified business processes, standardEnables simplified business processes, standard

data definition, and a common business languagedata definition, and a common business language Simplified business processes enhance productivitySimplified business processes enhance productivity

to allow focus on valueto allow focus on value--added activitiesadded activities Data has to be entered only once and all relatedData has to be entered only once and all related

information is updated automaticallyinformation is updated automatically Integration eliminates need for redundant analysisIntegration eliminates need for redundant analysis

and reconciliationand reconciliation




Business Flow IntegrationBusiness Flow Integration

Requisitioner Requisitioner ProcurementProcurement

Officer Officer

Asset Manager Asset Manager

$$$$$$$$$$

Budget Officer Budget Officer GL AccountantGL Accountant

Vendor Vendor

AccountsAccounts

Payable Officer Payable Officer

Receiver Receiver




Invoice

Verification AP

Direct Posting

G/L

Customer Payments AR

Vendor

Payments AP

Depreciation

AA

Goods Receipt

MM

Goods Issue

MM

Charges

MM

Charges

AP

Vendor

Invoices AP

Hitting the G/LHitting the G/L




DataData

SAP contains two types of informationSAP contains two types of information Master DataMaster Data A collection of information about an object or personA collection of information about an object or person

It is referenced whenever that object or person is used in anIt is referenced whenever that object or person is used in anentry fieldentry field

This data does not normally changeThis data does not normally change

Examples are address and payment information for a vendor orExamples are address and payment information for a vendor orcustomercustomer

Transactional DataTransactional Data Information associated with a specific business activityInformation associated with a specific business activity

You enter this information in SAPYou enter this information in SAP

Changes from day to dayChanges from day to day

Examples are:Examples are:

²² InvoicesInvoices

²² Purchase requisitionPurchase requisition




Master Data vs. Transactional DataMaster Data vs. Transactional Data

G/L AccountsG/L AccountsCustomer Master RecordsCustomer Master RecordsVendor Master RecordsVendor Master RecordsGrants Master RecordsGrants Master Records

Asset MastersAsset Masters

Material Master RecordsMaterial Master Records

Journal EntriesJournal EntriesInvoicesInvoicesPaymentPayment

RequisitionsRequisitions

Master Records

Records that remainin the system for anextended period of

time.

Transaction Records

Records a specificevent




Examples of Master DataExamples of Master Data

Tarrant CountyPurchase Order

P.O. # 56789

Date: July 2, 2004

Widgets (material #15005),

box of 10

Qty $$

10 bx 10.00

Total 100.00

To: ABC Company,

Vendor #1001

12345 Any streetAny town, USA 54321

VendorMasterData

MaterialMaster Data




Examples of Transactional DataExamples of Transactional Data

Tarrant CountyPurchase Order

To: ABC Company,

Vendor #1001

12345 Any streetAny town, USA 54321

P.O. # 56789

Date: July 2, 2004

Widgets (material #15005),

box of 10

Qty $$

10 bx 10.00

Total 100.00

Cost Center 987

TransactionalData




Documents & Document TypesDocuments & Document Types

A Document generally consists of a document header andA Document generally consists of a document header andline items.line items. Document headerDocument header ²² contains data that identifies a documentcontains data that identifies a document

and applies to the entire document.and applies to the entire document. DateDate Document typeDocument type Document numberDocument number

Line itemsLine items ²² generally includegenerally include AmountAmount Account assignmentAccount assignment Additional details specific to the transactionAdditional details specific to the transaction

Document Types are located on the header portion ofDocument Types are located on the header portion ofevery documentevery document

Distinguish between different business transactionsDistinguish between different business transactions Control document number assignmentControl document number assignment Help manage accounting documentsHelp manage accounting documents




Document No: SAxxxxxxDocument No: SAxxxxxxDate: 05/06/2004Date: 05/06/2004

Company Code: TC01Company Code: TC01

Currency: USDCurrency: USD

Header Header

Line ItemsLine Items

The AccountingThe Accounting

DocumentDocument

Debits = CreditsDebits = Credits

Illustration

DocumentDocument

StructureStructure

Revenue A/C

Citibank

DR

DR

CR

CR

Bank 10000

Sale 10000




¥ SAP AG

R

Document Type

XXXXX XXXXXXXXX

Customers

Customers

Outgoing

invoice

Incoming

invoice

Bank

DR KRKR SBSB

Account typeAccount type

Document no.Document no.

D, SD, S

18000000251800000025

¥ SAP AG

Illustration

Document

TypesAA document typedocument type is a key that is usedis a key that is used

to classify accounting documentsto classify accounting documents

and distinguish between businessand distinguish between businesstransactions to be postedtransactions to be posted




Purchasing Document TypesPurchasing Document Types

Master Data

Approval

Purchase

Requisition

RFQ

Purchase

Order

Contract



Finance & Purchasing Overview 18

Tarrant County Document TypesTarrant County Document Types

Document TypeDocument Type DescriptionDescriptionAAAA Asset postingAsset postingABAB Accounting documentAccounting documentDADA Customer documentCustomer documentDGDG Customer credit memoCustomer credit memoDRDR Customer invoiceCustomer invoiceDZDZ Customer paymentCustomer paymentKAKA Vendor documentVendor documentKGKG Vendor credit memoVendor credit memoKRKR Vendor invoiceVendor invoiceKZKZ Vendor paymentVendor paymentSASA G/L account documentG/L account documentSBSB G/L account postingG/L account postingWAWA Goods issueGoods issueWEWE Goods receiptGoods receipt




TermsTermsStandard SAP terms:Standard SAP terms:

ApplicationApplication ²² computer programcomputer program

ClientClient ²² unit in SAP system where data is input, changed, and managedunit in SAP system where data is input, changed, and managed

DataData ²² pieces of information; numbers or textpieces of information; numbers or text

ERPERP ²² Enterprise Resource Planning; designed to integrate and run all aspects of an organizationEnterprise Resource Planning; designed to integrate and run all aspects of an organization

InformationInformation ²² data that has been collecteddata that has been collected

IntegratedIntegrated ²² transactions that are completed in one module or process trigger transactions intransactions that are completed in one module or process trigger transactions in

other modulesother modules Menu PathMenu Path ²² sequence of menu selections that should be followed to get to a function or screensequence of menu selections that should be followed to get to a function or screen

ModuleModule ²² portion of SAP system that carries out a specific business functionportion of SAP system that carries out a specific business function

RealReal--timetime ²² describes how data that has been entered into the system is available immediatelydescribes how data that has been entered into the system is available immediatelyafter the transaction has been saved. Everyone has access to the same data.after the transaction has been saved. Everyone has access to the same data.

SessionSession ²² instance of SAP; allows multiinstance of SAP; allows multi--tasking within systemtasking within system

TransactionTransaction ²² screen or series of screens to create, display, or change datascreen or series of screens to create, display, or change data Transaction codeTransaction code ²² (t(t--code) unique identifier for each transaction that allows you to get to acode) unique identifier for each transaction that allows you to get to a

transaction without going through the menutransaction without going through the menu

User roleUser role ²² assigned to each employee; set of activities used by the employeeassigned to each employee; set of activities used by the employee

VariantsVariants ²² a saved set of personal selection criteria which can be used for lists and reportsa saved set of personal selection criteria which can be used for lists and reports




Lesson 2: Tarrant County ImplementationLesson 2: Tarrant County Implementation

Tarrant County is implementing the following modules in SAPTarrant County is implementing the following modules in SAP::

Human Resources (HR)Human Resources (HR) Takes care of payroll, time recording, applicant administration, and organizationTakes care of payroll, time recording, applicant administration, and organization

data. Supports the planning and control of personnel activities.data. Supports the planning and control of personnel activities. In use since October 2003In use since October 2003

Financial Accounting (FI)Financial Accounting (FI)

Designed for automated management and reporting ofDesigned for automated management and reporting of General Ledger (GL)General Ledger (GL) Accounts Receivable (AR)Accounts Receivable (AR) Accounts Payable (AP)Accounts Payable (AP) Asset Accounting (AA)Asset Accounting (AA)

External reporting, such as income statement and balance sheetExternal reporting, such as income statement and balance sheet

Controlling (CO)Controlling (CO) Represents cost and revenue flows throughout the organizationRepresents cost and revenue flows throughout the organization Aids in organizational decision makingAids in organizational decision making Supports internal reporting such as cost center reportsSupports internal reporting such as cost center reports




Tarrant County ImplementationTarrant County Implementation (cont·d)(cont·d)

Tarrant County is implementing the following modules in SAPTarrant County is implementing the following modules in SAP::

Materials Management (MM)Materials Management (MM) Supports the complete cycle of material flow, from the requisition toSupports the complete cycle of material flow, from the requisition to

purchase to the warehousing and distributionpurchase to the warehousing and distribution

Grants Management (GM)Grants Management (GM)

Manages the application, award, budget tracking, and closing of aManages the application, award, budget tracking, and closing of agrantgrant

Funds Management (FM)Funds Management (FM) Supports the management of budgetsSupports the management of budgets Budget can be adapted to changesBudget can be adapted to changes in conditions by entering releases,in conditions by entering releases,

supplements, returns, and transferssupplements, returns, and transfers Tracks expenses to budgetTracks expenses to budget

Tarrant County is also using Employee SelfTarrant County is also using Employee Self--Service for employee entry andService for employee entry andmanagement of time, personal data, training & events, appraisals, andmanagement of time, personal data, training & events, appraisals, andbenefits enrollment.benefits enrollment.




arrant unt Finance & Purchasing ulesarrant unt Finance & Purchasing ules

AccountsAccountsPayablePayable

AssetAssetAccountingAccounting

GeneralGeneralLedgerLedger

AccountsAccountsReceivableReceivable

Purc

asingPurc

asing

InventoryInventory

aterialsaterialsanagementanagement( )( )

ntr llingntr lling( O)( O)

Fun sFun sanagementanagement(F )(F )

FinancialsFinancials(FI)(FI)

GrantsGrantsanagementanagement(G )(G )




Organizational ElementsOrganizational Elements The following organizational elements and codes are used in TarrantThe following organizational elements and codes are used in Tarrant

County:County:

Company CodeCompany Code ²² TC01TC01 Organization unit where individual financial statements are createdOrganization unit where individual financial statements are created SelfSelf--contained Chart of Accountscontained Chart of Accounts

Controlling AreaControlling Area ²² TC01TC01 SelfSelf--contained organization unit where management of costs and revenues iscontained organization unit where management of costs and revenues is

performedperformed

Purchasing OrganizationPurchasing Organization ²² TC01TC01 Organizational unit that procures materials or servicesOrganizational unit that procures materials or services

Chart of AccountsChart of Accounts ²² TC01TC01 List of all General Ledger (GL) accounts usedList of all General Ledger (GL) accounts used

PlantsPlants Organizational unit for Admin and StockroomsOrganizational unit for Admin and Stockrooms

²² Tarrant County Admin (all nonTarrant County Admin (all non--stock purchases)stock purchases) ²² TC01TC01²² Sheriff (Stockroom)Sheriff (Stockroom) ²² TC04TC04²² Justice Center (Stockroom)Justice Center (Stockroom) ²² TCJCTCJC²² Central Supply (Stockroom)Central Supply (Stockroom) -- TCCSTCCS




Purchasing OrganizationPurchasing Organization ±± TC01TC01

Chart of AccountsChart of Accounts ±± TC01TC01

Controlling AreaControlling Area ±± TC01TC01

Company CodeCompany Code ±±TC01TC01

FI/MM

MM

CO

FI �� For all (AP, AR, GL, AA) processFor all (AP, AR, GL, AA) processsettingssettings

�� For management reportingFor management reportingmodule settingsmodule settings

�� For all Purchasing settingsFor all Purchasing settings

��Basic entity in SAP for a legalBasic entity in SAP for a legalentityentity

Tarrant County Organization StructureTarrant County Organization Structure

PlantPlant -- TCCSTCCSPlantPlant ±± TC04TC04

PlantPlant -- TCJCTCJCPlantPlant ±± TC01TC01

MM �� For all Logistics settingsFor all Logistics settings





Tarrant County terms:Tarrant County terms:

GASBGASB ²² Governmental Accounting Standards BoardGovernmental Accounting Standards Board

GoGo--LiveLive ²² date when SAP module is scheduled to run live in production systemdate when SAP module is scheduled to run live in production system

Phase I Phase I ²² 10/01/0310/01/03 HR/PayrollHR/Payroll

Phase II Phase II ²² 07/06/0407/06/04 Financial/PurchasingFinancial/Purchasing

Phase III Phase III ²² 04/01/0504/01/05 Budget PrepBudget Prep

Legacy SystemLegacy System ²² existing County system that either interfaces with SAP orexisting County system that either interfaces with SAP orprovides data for start up of SAPprovides data for start up of SAP

Production SystemProduction System ²² live SAP system used for normal operationslive SAP system used for normal operations

SMESME ²² subject matter expert; County employee who has experience orsubject matter expert; County employee who has experience or

expertise in a specific functional areaexpertise in a specific functional area T ITANT ITAN ²² Titan Integrated Task Access Network; County implementation ofTitan Integrated Task Access Network; County implementation of

SAP systemSAP system





Why Change??Why Change??

Systems with duplicate dataSystems with duplicate data

Have to use different systems toHave to use different systems toenter and get informationenter and get information

Have to wait for processing to getHave to wait for processing to getdatadata

What Does Business Change Involve?What Does Business Change Involve?

Changing the way we workChanging the way we work Changing our rolesChanging our roles

Changing the ¶tool·Changing the ¶tool·





How Will Change Affect Us?How Will Change Affect Us?

Major changes such as Tarrant County is implementing will have an initial effectMajor changes such as Tarrant County is implementing will have an initial effecton peoples· performanceon peoples· performance

Over time, the benefits achieved will far outweigh the initial impactsOver time, the benefits achieved will far outweigh the initial impacts

Time

Maximum

Benefits

Achieved

Continuous

Improvement

Initial

Change




Lesson 3: Finance & Controlling ModulesLesson 3: Finance & Controlling Modules




Manages vendor invoicesManages vendor invoices

Manages responsibility accountingManages responsibility accounting

Manages all financial accountsManages all financial accounts

Manages customer billingManages customer billing

Manages fixed assets andManages fixed assets anddepreciationdepreciation

AccountsReceivable

FIFI

Controlling

AccountsPayable

AssetAccounting

FIFI

COCO

FIFI

GeneralLedger

FIFI

What is FI and CO?What is FI and CO?Financial Accounting (FI) and Controlling (CO) are independent components in theFinancial Accounting (FI) and Controlling (CO) are independent components in theSAP system. The two components are tightly integrated and the data flowSAP system. The two components are tightly integrated and the data flow

between them takes place on a regular basis.between them takes place on a regular basis.




Internal

External

Journalists

Media

EXTERNAL

AGENCIES

Tarrant County

Management

Insurers

Tax

Authorities

Auditors

Managerial Reports

FIFinancial

Accounting

Tarrant County

Employees

Financial Statements

External

FinancialAnalysts

Reporting OverviewReporting Overview

COControlling

Internal




Master

Records

General

Ledger

Accounts

Payable

Accounts

Receivable

Fixed

Assets

Periodic

Processing

Financial Accounting (FI)Financial Accounting (FI)

This is the key component structure of financial accounting

The FI module is designed for automated management andThe FI module is designed for automated management andexternal reporting of general ledger, accounts receivable,external reporting of general ledger, accounts receivable,accounts payable, asset accounting, and other subaccounts payable, asset accounting, and other sub--ledgerledgeraccounts within the chart of accountsaccounts within the chart of accounts




Financials (FI)Financials (FI)General Ledger (GL)General Ledger (GL)

Used for externalUsed for externalreportingreporting

Document entryDocument entry

Account ManagementAccount Management

ContainsContains

G

eneral LedgerG

eneral LedgerAccountsAccounts

Chart of accountsChart of accounts

ttll

ttti gti g

G r lL dg r

ttR iv lR iv l





General Ledger (GL)General Ledger (GL)Roles & ResponsibilitiesRoles & Responsibilities

AccountAccountll


Gener l

Ledger

AccountsAccountsReceiv leReceiv le


DepartmentsDepartments

Display general ledger accounts, documents,Display general ledger accounts, documents,and line itemsand line items

AuditorAuditor

Maintain G/L accountsMaintain G/L accounts

Approve and post documentsApprove and post documents




Financials (FI)Financials (FI)Accounts Receivable (AR)Accounts Receivable (AR)

Processes cash receiptProcesses cash receipttransactions for eithertransactions for eitheraccounts receivable oraccounts receivable orrevenue transactionsrevenue transactions

Invoices or bills customerInvoices or bills customer

for amount duefor amount due

ContainsContains

CustomersCustomers

Billing logicBilling logic

DunningDunning

Accounts Accounts lePayable


Gener alGener al

Ledger Ledger

AccountsReceivable





Accounts Receivable (AR)Accounts Receivable (AR)Roles & ResponsibilitiesRoles & Responsibilities

Accounts Accounts PayablePayable


Gener alGener al

Ledger Ledger

AccountsReceivable


DepartmentsDepartments

Record cash receipts into Cash JournalRecord cash receipts into Cash Journal Enter customer invoices / credit memos to createEnter customer invoices / credit memos to create

receivablesreceivables

AuditorAuditor

Check entries and posts cash journalsCheck entries and posts cash journals Perform new customer setupPerform new customer setup




Financials (FI)Financials (FI)Accounts Payable (AP)Accounts Payable (AP)

Process invoicesProcess invoices

Generate warrants/checksGenerate warrants/checksby due date or discountby due date or discountdatedate

Produce 1099 ReportsProduce 1099 Reports

ContainsContains

VendorsVendors

WarrantsWarrants

ChecksChecks

AccountsPayable


eneraleneral

e ger e ger






Accounts Payable (AP)Accounts Payable (AP)Roles & ResponsibilitiesRoles & Responsibilities

AccountsPayable


GeneralGeneral

Ledger Ledger



Department Enter Invoice Documents Park documents when invoice verification fails

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




Financials (FI)Financials (FI)Asset Accounting (AA)Asset Accounting (AA)

Provides management ofProvides management ofcapitalized or trackedcapitalized or trackedassetsassets

Generates depreciationGenerates depreciationtransactions for thetransactions for thegeneral ledgergeneral ledger

ContainsContains

Tag numbersTag numbers

Asset ClassesAsset Classes

Depreciation profilesDepreciation profiles

Capitalized assetsCapitalized assets

Tracked assetsTracked assets


AssetAccounting

GeneralGeneral

Ledger Ledger






Asset Accounting (AA)Asset Accounting (AA)Roles & ResponsibilitiesRoles & Responsibilities


AssetAccounting

GeneralGeneral

Ledger Ledger



Department

Create the asset shell at the requisition stage

AuditorMaintain asset master recordsIssue asset tags for Capital and non-computer

low value assets

Update the records for additional informationsuch as serial numbersUpdate Capital Asset record master data




Controlling (CO)Controlling (CO)

This is the key component structure of Controlling:This is the key component structure of Controlling:

The CO module represents the County·s flow of costs andThe CO module represents the County·s flow of costs and

revenue.It is also a management instrument forrevenue.It is also a management instrument fororganizational decisions. A key tasks is the analysis of FI organizational decisions. A key tasks is the analysis of FI

data. Variances can be determined by comparing actualdata. Variances can be determined by comparing actualdata with plan data.data with plan data.

Cost Element

Accounting

Cost Center

Accounting

Internal

Orders




Controlling (CO)Controlling (CO)

Used for managerialUsed for managerialreporting or activityreporting or activityreportingreporting

Used to collect and allocateUsed to collect and allocatecostscosts

ContainsContains

Cost CentersCost Centers

ProjectsProjects

Internal OrdersInternal Orders

ControllingControlling(CO)(CO)




Controlling (CO)Controlling (CO)Roles & ResponsibilitiesRoles & Responsibilities

ControllingControlling(CO)(CO)

DepartmentDepartment Display:Display:

CO reportsCO reportsCost center/cost center group dataCost center/cost center group dataInternal order/internal order group dataInternal order/internal order group data

Budget information for internal ordersBudget information for internal orders

AuditorAuditor

Display CO reportsDisplay CO reports Create, change, and display:Create, change, and display:

Cost centers/cost center groupsCost centers/cost center groupsInternal orders/internal order groupsInternal orders/internal order groupsInternal order budget informationInternal order budget information




FI/CO, GM & FM Integration & TermsFI/CO, GM & FM Integration & Terms

FI/COFI/CO

GrantGrant

FundFund

Cost center,Cost center,Functional AreaFunctional Area

Cost Elements &Cost Elements &

GL AccountsGL Accounts

Fiscal YearFiscal Year

GMGM

GrantGrant

FundFund

Sponsored ProgramSponsored Program

Sponsored ClassSponsored Class

Budget ValidityBudget ValidityPeriodPeriod

FMFM

GrantGrant

FundFund

Fund Center, FundedFund Center, FundedProgram, FunctionalProgram, FunctionalAreaArea

Commitment ItemCommitment Item

Fiscal YearFiscal Year




Grants Management (GM)Grants Management (GM)

Plan, budget, identify, obtain,Plan, budget, identify, obtain,

and record all funding relatedand record all funding relatedto awarded grantsto awarded grants

Differentiate betweenDifferentiate betweeneligible and ineligible costseligible and ineligible costs

Bill and record sponsorBill and record sponsoramountsamounts

Record and report all relatedRecord and report all relatedcosts, revenues, and requiredcosts, revenues, and requiredinformationinformation

GrantsGrantsManagementManagement

(GM)(GM)

Contains:Contains:

Grant lifecyclesGrant lifecycles

Grant detailsGrant details

Grant reportsGrant reports




Grants Management (GM)Grants Management (GM)Roles & ResponsibilitiesRoles & Responsibilities GrantsGrants

ManagementManagement(GM)(GM)DepartmentDepartment

DisplayDisplayGrantsGrantsGrant budgetsGrant budgetsGrant reportsGrant reports

County Administrator·s OfficeCounty Administrator·s Office

DisplayDisplayGrantsGrantsGrant budgetsGrant budgetsGrant reportsGrant reports

Create grantsCreate grants

AuditorAuditor

All aboveAll above Maintain grant master dataMaintain grant master data Manage grant cyclesManage grant cycles Monitor grant postingsMonitor grant postings




Funds Management (FM)Funds Management (FM)

FundsFundsManagementManagement

(FM)(FM)

Maintains budgetaryMaintains budgetarycontrol for all expensecontrol for all expenseactivityactivity

ContainsContains

FundsFunds

Fund CentersFund Centers

Commitment ItemsCommitment Items

$$$$$

Budget Officer




Funds ManagementFunds ManagementRoles & ResponsibilitiesRoles & Responsibilities

FundsFundsManagementManagement

(FM)(FM)DepartmentDepartment

¶Pre¶Pre--post· budget transfers for adjustmentpost· budget transfers for adjustmentwithin their own level of departmental controlwithin their own level of departmental control

Post transfers within budget controlPost transfers within budget controlcategories of commitment itemscategories of commitment items

Budget OfficeBudget Office

¶Pre¶Pre--post· budget transfers between departmentspost· budget transfers between departments Generate report listing preGenerate report listing pre--posted transfersposted transfers

needing Commissioner·s Court approvalneeding Commissioner·s Court approval Post transfers after approved by CommissionersPost transfers after approved by Commissioners

CourtCourt Create supplement, return, and entry budgetCreate supplement, return, and entry budget

documentsdocuments

AuditorAuditor

Create and change funds blockCreate and change funds block Create and change funds reservationCreate and change funds reservation Create and change funds commitmentCreate and change funds commitment




Lesson 4: Materials Management Module (MM)Lesson 4: Materials Management Module (MM)




Materials Management (MM)Materials Management (MM)

The MM application component supports theThe MM application component supports the

procurement and inventory functions occurring in dayprocurement and inventory functions occurring in day--toto--day business operations such as:day business operations such as: materials planning andmaterials planning andcontrol, purchasing, goods receiving, and inventorycontrol, purchasing, goods receiving, and inventorymanagement. Invoice verification is an MM function butmanagement. Invoice verification is an MM function butis executed by Accounts Payable.is executed by Accounts Payable.

Master

Records

This is the key component structure of MaterialsThis is the key component structure of MaterialsManagement:Management:

PurchasingInventory

Management

InvoiceVerification ²

(Done by AP)





Purchasing is responsible for:Purchasing is responsible for:

External procurement of materials and servicesExternal procurement of materials and services Determination of sources of supply (vendors)Determination of sources of supply (vendors) Monitoring deliveries from vendorsMonitoring deliveries from vendors

Inventory Management is responsible for:Inventory Management is responsible for: Management of stocksManagement of stocks Planning, entry, and documentation of all goods movementsPlanning, entry, and documentation of all goods movements

Key TermsKey Terms

A purchasing organization is an organizational unit that procuresA purchasing organization is an organizational unit that procuresmaterials or services. It negotiates purchasing conditions formaterials or services. It negotiates purchasing conditions for

plants assigned to it.plants assigned to it. A plant is an operating unit that makes goods available forA plant is an operating unit that makes goods available for

distribution.distribution.





Purchasing Integration

Purchasing

MaterialsManagement

(MM)

Controlling

(C )

FundsManagement

(FM)

Financials(FI)

AssetAccounting

General

Ledger Inventory

Log. Invoice

Verification

GrantsManagemen

(GM)

Grants

Management

(GM)

Accounts

Payable





Integration of Inventory

Asset

Accounting

GeneralLedger

MaterialsManagement

(MM)

Controlling

(CO)

FundsManagement

(FM)

Financials(FI)

Purchasing

Log. Invoice

Verification

Inventor y

Grants

Management(GM)

Accounts

Payable




Materials Management (MM)Materials Management (MM)PurchasingPurchasing

Use to order or contractUse to order or contractfor goods or services.for goods or services.

Supports requests forSupports requests for

quotes from vendors forquotes from vendors forgoodsgoods

Processes receipt of goodsProcesses receipt of goods

ContainsContains

RequisitionsRequisitions

RFQRFQ

Purchase ordersPurchase orders

Vendor PerformanceVendor Performance

ContractsContracts

VendorVendor

Purchasing

Inventory

Materials

Management

(MM)





Materials Management (MM)Materials Management (MM)PurchasingPurchasing Roles & ResponsibilitiesRoles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)DepartmentsDepartments

Create, change, display purchase requisitionsCreate, change, display purchase requisitionsMaterialMaterialServiceServiceAssetAssetGrantGrant

Create asset shellCreate asset shell Approve purchase requisitionsApprove purchase requisitions

Post goods receiptsPost goods receipts Post service entry sheetsPost service entry sheets View material mater, vendor master, and serviceView material mater, vendor master, and service

master recordsmaster records

Purchasing DepartmentPurchasing Department

Display/report on vendor, material, and serviceDisplay/report on vendor, material, and servicemaster recordsmaster records

Create, change, display purchase orders and RFQsCreate, change, display purchase orders and RFQs Display/report on quotation and purchase orderDisplay/report on quotation and purchase order

price historiesprice histories Maintain bids, Info Records, source lists, outlineMaintain bids, Info Records, source lists, outline

agreements, and contractsagreements, and contracts

M t i l M m t (MM)M t i l M m t (MM)




Materials Management (MM)Materials Management (MM)InventoryInventory

Use for supplies inventoryUse for supplies inventory

Supports storing and issuingSupports storing and issuinggoods from warehousesgoods from warehouses

MRP (materials requirementMRP (materials requirementplanning)planning)

Physical inventory processingPhysical inventory processing

Purchasing

Inventory

MaterialsManagement

(MM)

ContainsContains

PlantsPlants

Delivery AddressesDelivery Addresses




Materials Management (MM)Materials Management (MM)Inventory/Audit Contracts Roles & ResponsibilitiesInventory/Audit Contracts Roles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)

DepartmentsDepartments Display/report on vendor master records, material masterDisplay/report on vendor master records, material master

records, material documents, service master records,records, material documents, service master records,purchase orders, and contractspurchase orders, and contracts

Process goods movementsProcess goods movementsGoods receiptGoods receiptGoods issueGoods issue

ReversalsReversals Post service entry sheetsPost service entry sheets

Purchasing DepartmentPurchasing Department

Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records, purchaserecords, material documents, service master records, purchase

orders, RFQs, and contractsorders, RFQs, and contracts Create/change contractsCreate/change contracts Create/change purchase ordersCreate/change purchase orders




Materials Management (MM)Materials Management (MM)Inventory/Audit Contracts Roles & ResponsibilitiesInventory/Audit Contracts Roles & Responsibilities

Purchasing

Inventory

Materials

Management

(MM)

Warehouse Stock ClerksWarehouse Stock Clerks

Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records,records, material documents, service master records,purchase orders, and contractspurchase orders, and contracts

Process goods movementsProcess goods movementsGoods receiptGoods receiptGoods issueGoods issueReversalsReversals

Run various inventory management reportsRun various inventory management reports Perform MRP (materials requirement planning) and post toPerform MRP (materials requirement planning) and post to

funds managementfunds management Perform/enter physical inventory countsPerform/enter physical inventory counts Create, change, and display physical inventory documentsCreate, change, and display physical inventory documents Create purchase requisitions for stock replenishmentCreate purchase requisitions for stock replenishment

AuditorAuditor

Display/report on vendor master records, material masterDisplay/report on vendor master records, material masterrecords, material documents, service master records, purchaserecords, material documents, service master records, purchaseorders, and contractsorders, and contracts

Create/change contractsCreate/change contracts Create/change purchase ordersCreate/change purchase orders Process goods movementsProcess goods movements

Post service entry sheetsPost service entry sheets




Lesson 5: Getting HelpLesson 5: Getting Help

1

2

3

Review theReview the onon--line helpline help in SAPin SAP

Ask yourAsk your peerspeers oror super usersuper user forforassistance.assistance.

Review yourReview your training materialstraining materials

and notes.and notes.




Tarrant County HelpTarrant County Help

Problems with running tutorials?Problems with running tutorials? Training MailboxTraining Mailbox ²²

[email protected]@tarrantcounty.com

After utilizing the various methods of help onAfter utilizing the various methods of help on

the previous page, if you still have questions orthe previous page, if you still have questions orproblemsproblems

oror

I

f you have problems at any time with accessingI

f you have problems at any time with accessingSAP, printing, computer or network problems,SAP, printing, computer or network problems,etc.etc.

Contact the Tarrant County IT Help Desk atContact the Tarrant County IT Help Desk at817817--884884--35073507




Lesson 6: Accessing Training MaterialsLesson 6: Accessing Training Materials

AllAll T ITAN training materialsT ITAN training materials for Finance & Purchasing are stored on thefor Finance & Purchasing are stored on theTarrant County websiteTarrant County website

This website is accessed through your Internet Explorer from any computerThis website is accessed through your Internet Explorer from any computerthat has internet access; you do not have to be on the Tarrant Countythat has internet access; you do not have to be on the Tarrant Countynetwork. The URL for direct link to the Training Materials website is:network. The URL for direct link to the Training Materials website is:

http://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp

Set up this website as a favorite in your web browser for quick future accessSet up this website as a favorite in your web browser for quick future access

Enter the URL above in the addressEnter the URL above in the addressfield in your browserfield in your browser

When you reach the website, go toWhen you reach the website, go toFavorites>Add to FavoritesFavorites>Add to Favorites in thein theBrowser menuBrowser menu

A popA pop--up window will be displayed withup window will be displayed with

a default name for the site. Clicka default name for the site. Click OKOK.. To access this site in the future, justTo access this site in the future, just

click on the Favorites item in the browserclick on the Favorites item in the browsermenu and highlight the name for themenu and highlight the name for thewebsite. You will go directly to thewebsite. You will go directly to thewebsite.website.




Accessing Training MaterialsAccessing Training Materials (cont·d)(cont·d)

Review the instruction page to understand how to use the websiteReview the instruction page to understand how to use the website

Click on theClick on the CoursewareCourseware link at the top of the Instruction pagelink at the top of the Instruction page

AA Listing of CoursesListing of Courses will be displayedwill be displayed

Click on theClick on the Course TitleCourse Title to see a general description of theto see a general description of thecontent of the coursecontent of the course

oror

Click on one of the buttons beside the Course Title to go directlyClick on one of the buttons beside the Course Title to go directlyto either theto either the Overview, Quick Reference Cards,Overview, Quick Reference Cards, oror TutorialsTutorials

These training materials will be available for your use andThese training materials will be available for your use andreference at any timereference at any time

R i T t i lR i T t i l




Running TutorialsRunning Tutorials An additional learning tool is being provided with the Phase II SAPAn additional learning tool is being provided with the Phase II SAP

implementationimplementation ---- TutorialsTutorials

Tutorials are simulations of the SAP system that take you through aTutorials are simulations of the SAP system that take you through atransaction steptransaction step--byby--step in a mock SAP environmentstep in a mock SAP environment

These can be viewed in two ways:These can be viewed in two ways: As a movie that takes you through the transaction in a demonstration, orAs a movie that takes you through the transaction in a demonstration, or As an interactive, handsAs an interactive, hands--on practice session that stops at each step andon practice session that stops at each step and

directs you to make entries in fields or take actions per instructionsdirects you to make entries in fields or take actions per instructionsprovided by theprovided by the wizardwizard and in theand in the bubblesbubbles

Tutorials are provided with each course in the Finance and PurchasingTutorials are provided with each course in the Finance and Purchasingtrainingtraining

A list of the tutorials is provided at the end of each course.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.Go to the Training Materials website to access and run these tutorials.Detailed instructions are provided on the website when you click onDetailed instructions are provided on the website when you click onthe Tutorials buttonthe Tutorials button

Happy Tutoring!!




Training SandboxTraining Sandbox

An SAP environmentAn SAP environment (Training Sandbox)(Training Sandbox) where you can practicewhere you can practiceyour skills in a real instance of SAP will be available after midyour skills in a real instance of SAP will be available after mid--

JuneJune The sandbox can be accessed through the standard logon processThe sandbox can be accessed through the standard logon process

discussed indiscussed in Lesson 2Lesson 2 of theof the SAP Basic NavigationSAP Basic Navigation coursecourse

The only differences are:The only differences are:

Highlight the Training environment onHighlight the Training environment onthe logon padthe logon pad

Click logonClick logon

EnterEnter 520520 in the Client fieldin the Client field

Enter the same User Id and PasswordEnter the same User Id and Password

you are assigned for Productionyou are assigned for Production

Feel free to practice any of the tasks in the basic navigation courseFeel free to practice any of the tasks in the basic navigation courseand any of the transactions included in other courses you take.and any of the transactions included in other courses you take.Use theUse the Quick Reference CardsQuick Reference Cards to walk you through theto walk you through thetransactions.transactions.

CO R E MM RYCO R E MM RY



COURSE SUMMARYCOURSE SUMMARY

Congratulations!!Congratulations!! You have completed the Finance & PurchasingYou have completed the Finance & Purchasing

Overview and have reviewed the following topics:Overview and have reviewed the following topics: SAP system and integrationSAP system and integration

Tarrant County implementationTarrant County implementation

TerminologyTerminology

High level functionality:High level functionality: General LedgerGeneral Ledger Accounts ReceivableAccounts Receivable Accounts PayableAccounts Payable Asset AccountingAsset Accounting ControllingControlling Grants ManagementGrants Management Funds ManagementFunds Management

Materials ManagementMaterials Management Getting HelpGetting Help

Accessing training materialsAccessing training materials

You are now ready to complete your roleYou are now ready to complete your role--specificspecifictraining coursestraining courses