sap support update
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December 2010
SAP SUPPORT UPDATE A MONTHLY PUBLICATION OF THE IT@JH - ENTERPRISE BUSINESS SOLUTIONS TEAM
NEW SAP Security and Workflow Resources for Users – Coming Soon!
By Sherri Flaks
We’re preparing to launch a new set of tools to help Users learn more about security and workflow.
The main menu includes:
There will be short cuts to navigate directly to information about specific business process
workflows – with flowcharts to show the workflow and routing logic that determines the approver.
Content is still under development - we selected tools that can be easily updated and expanded to address the needs of
the user community – including end users, departmental security coordinators and central offices. The example above is
primarily aimed at collecting feedback from the user community on what type of content is important, and the look and
feel might change before delivery. Please visit the site at SAP Security and Workflow Support (under construction).
We want to hear from you! From the site use the “Add
Comment” section at the bottom of the page to leave your
feedback, we would like suggestions about content you’d
like to see on this site when it goes live in early 2011.
Sherri Flaks
Application Security
Director, IT@JH
How Do I Get Access?
Problems with Access
All About Workflow
Security Demystified
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SAP SUPPORT UPDATE
Online Payment Request: Solutions to Frequently Asked Questions
By Pamela Stehr
Many of the questions we receive about the Online Payment Request transaction or FV60 relate
to workflow and vendor payment status. The following are some examples of typical questions
and ways to resolve them.
“ I clicked the “Save as Completed” button but I can’t find my document” or “ I
revised a rejected document and changed the posting date but my changes are not
showing.” “How can I find my check request?”
After clicking on the button, enter through any yellow informational messages that show–up at
the bottom of the screen using the “enter key” on your keyboard. If a message with a red stop sign shows at the
bottom of the screen correct the error and try saving as complete again.
“Where can I go to find parked documents when I don’t have the document number?”
Click on the button in “Display Parked Document”. Click on the execute button and you will receive
a list of all of your parked documents. If there is a check in the check box under the “Cp” column then the workflow
has been started. Also, the approvers name will show in the “released by” column once the check request is
approved.
To make changes to a displayed document click on the “Document “ button to switch to edit mode. The “Save as
Completed” will need to be clicked after any changes have been made to restart the workflow. Don’t forget to enter
through the messages at the bottom of the screen.
Document Complete
column: if the box is,
checked than the workflow
has been started.
Shows the approver
name when approved.
Pamela Stehr
Business Solutions
Analyst for EBS
A typical message
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SAP SUPPORT UPDATE
“My workflow is interrupted every time I attach a “stored business document”. How can I prevent this
from happening?”
When “storing a business document” you do not have to click on the “Save” button or the “Save as Completed”
button if you have already clicked “Save as Completed” when creating the Check Request. Clicking “Save” after
attaching your vendor invoice can stop the workflow and cause unnecessary delay.
“I am getting an error message that says: What can I
do to correct this?”
Users who receive this error message do not have the “Document Type” field set up in the Park Incoming Invoice
screen. The following instructions show how to set up the “Document Type” field in Online Payment Requestor.
Click on the button and scroll down to the “Doc. type option” field in the pop-up window. Select
Entry with short name fro the drop down box and click on the “Change User Master” button or the save button in
ECC. Back out of the transaction to refresh the initial screen and the “Document Type” field should now be showing.
For more information about the “Online Payment Requestor” process, visit the Knowledge Network at
knowledgenetwork.johnshopkins.edu .
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Speed Up Reports with Advanced Filtering
By Wilson Harrison
Users who want to see only a specific subset of data that exists within a high volume of
transactions, can find reports run very slow, or even time out. By setting filters inside the
report results along with the parameters entered on the initial report screen, many reports will
run faster, and provide only the relevant data to the user.
An example would be a user who was interested in activity in a single G/L account across
multiple business areas for a large time period. Without internal filtering, their reports would
run for a long time, and return all G/L accounts. By querying a limited set of data, the number of results returned
will be more manageable, and the time to get the data is reduced.
For example, a user wants to see detail on the GL Account “Facilities & Admin” (JHEN/644001), for business areas
100-399 for FY2010, using the Sponsored Rev-Exp Summary report.
By running the report for a single business area and fiscal year period first, we can quickly get to the report results
screen, where additional filters can be applied to G/L Account. These filters will remain active, even when we rerun
the report for all business areas.
Once the initial results set is returned, adjust the report display to your desired format. In this case, we will display
G/L then Business Area. We will also add a filter to only show G/L acct 644001. This filter will remain active until we
remove it, or leave the report entirely.
Wilson Harrison
BW Programmer Analyst
for EBS
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Once the desired format is set, click on to return the initial query selection screen.
Change your parameters to include the relevant business areas and time period, and execute the report.
At this point, the report is only querying relevant data for the user. Bookmarking this report may be useful if the
user will need to run it again in the future.
Resources for SAP.
Knowledge Network (Training, FastFacts and Instructions):
knowledgenetwork.johnshopkins.edu
Course Catalog and Personal Learning Plan:
learning.jhu.edu
Shared Services:
ssc.jhmi.edu
JHU Controller’s Office:
www.controller.jhu.edu
SAP Support Update newsletter archive:
orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm
For Our Readers. The SAP Support Update is published monthly to keep
you informed of the activities within the Enterprise Busi-
ness Solutions team and to provide tips and tricks that will
make your work with SAP easier.
For questions, suggestions, ideas or to submit an article,
please email us at: [email protected]
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Planned SAP System Maintenance Schedule
Upcoming Schedule
December 3/4 (Fri. - Sat. @ start and end times TBD)
Application of calendar year-end support packs round 1 (all
components). This date is tentative pending what is learned from
SAP's support pack and notes release schedule.
December 17/18 (Fri. - Sat. @ 9 pm - 11 am)
Application of calendar year-end support packs round 2 (HR
only). This date is tentative pending what is learned from SAP's
support pack and notes release schedule.
January 14/15 (Fri. - Sat. @ 9 pm - 11 am)
Maintenance
February 18/19 (Fri. - Sat. @ 9 pm - 11 am)
Maintenance
March 12/13 (Fri. - Sat. @ 9 pm - 11 am)
Maintenance
Time Change
April 15/16 (Fri. - Sat. @ 9 pm - 11 am)
Maintenance
May 13/14 (Fri. - Sat. @ 9 pm - 11 am)
Maintenance
Training Opportunities at Johns Hopkins: A range of SAP training is offered to all employees in both “e-course” or traditional classroom format.
Employees can access the training centers by visiting their organization’s training sites at:
Johns Hopkins University: learning.jhu.edu
Johns Hopkins Medicine: www.hopkinsinteractive.org (clinical training)
Johns Hopkins Health System SAP: www.hopkinsmedicine.org/sap
It has become necessary to schedule monthly maintenance for the SAP system in order to perform routine
maintenance tasks such as: adding storage, deploying patches, and other activities that require the systems to be
offline. As always, our objective is to minimize the amount of downtime during these periods while accomplishing
important system management tasks. After coordinating with Shared Services and other key users, we have
developed the following weekend schedule.
Unless otherwise specified, the systems will be taken down for a 14 hour period, with a start time of 9:00 PM on
the evening before the specified date, and concluding no later than 11:00 AM on the specified date. If
the maintenance activities finish sooner, the system is released to the users at that time.