30 Training and Empowerment Tips

8/10/2019 30 Training and Empowerment Tips

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2008 Wellesley Information Services. All rights reserved.

30 Training andEmpowerment Tipsfor Users Who Relyon SAP Financial

Applications

Rohana GunawardenaQuality Systems & Software

1

What Well Cover

Introduction

Navigation

Environment

Analysis

ALV

Display

Reporting

Master data

Data entry

Wrap-up

2

Introduction

During the course of these SAP Financials conferences,

many attendees have asked for more end-user-related

material

I have gathered together some basic i tems that every

finance end user needs to know

Focus on produc tivity enhancers for end users

This session does not cover the most basic material

every f inance and non-finance end user needs to know

Could have been 30 Things ALL End Users Need to Know

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3

Introduction (cont.)

This presentation will give you an idea of what you need

to teach your end users

Provides pointers for SAP analysts to develop their own

training material

It is not a self-contained course for end users

Communicate this material to end users

Use your companys st andard training tools for delivery

Due to limited time, each item is covered in two or three

slides only

There is a lot more that could be written about each individual

item in the presentation

4

What Well Cover

Introduction

Navigation

Environment

Analysis

ALV

Display

Reporting

Master data

Data entry

Wrap-up

5

Navigation 1. Getting Started

Al l end users must know the basics of navigating SAP

The SAP Help Getting Started section covers the basic menu

navigation, F1 help, F4 help, etc., that end users need to know

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9

What Well Cover

Introduction

Navigation

Environment

Analysis

ALV

Display Reporting

Master data

Data entry

Wrap-up

10

Environment 2. Area Menus

Users can focus on the FI-specific areas of the SAP Easy

Access menu using the fol lowing codes:

ASMN Asset Accoun ting

FDMN Customers

FKMN Accounts Payable

FSMN General Ledger

11

Environment 2. Area Menus (cont.)

To get back to the full SAP Easy Access menu or user

menu, press the appropr iate icon in the toolbar

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12

Environment 3. FI Defaults

Transaction FB00 lets users set default values for FI

Screen templates

Line layouts

Document entry settings

Document display format

13

Environment 3. FI Defaults (cont.)

FB00 has a large number of settings

Users do not need to adjust all settings

Users will require advice from functional analysts on settings

Often FB00 settings wil l result in the creation of Parameter

IDs (PIDs)

Many of the settings help increase user productivity in

several areas:

Journal entry

Open item clearing

Line item display

14

Environment 4. Parameter IDs

Using PIDs, users can set their default values for

commonly used fields

System User profile Own data Parameters (tab)

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15

Environment 4. Parameter IDs (cont.)

PIDs can help user producti vity

A wide var iety of f ields have PIDs, but not al l f ields have PIDs

Even if a field has a PID, it needs to be acti vated for each

screen

This is done by the SAP programmer

Using F1 help and Technical Information you can find the PID

for a field

A bonus Financials Expertarticle on PIDs is on your

conference CD

16

Environment 5. Fiscal Calendar

In SAP, there is not a good standard report for

displaying the fiscal calendar

Write custom ABAP to prin t out the calendar

Provide a non-SAP location with the calendar, e.g., Word

document

Making sure users understand the fiscal calendar is very

impor tant if you do not fol low the regular calendar

E.g., you use a 4-4-5 fiscal calendar

E.g., your fiscal period 1 is not January

Al l SAP F4 help for dates uses the regular calendar

17

What Well Cover

Introduction

Navigation

Environment Analysis

ALV

Display

Reporting

Master data

Data entry

Wrap-up

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18

Analysis 6. Posting Keys

SAP uses a variety of posting keys

to segregate transactions and assist

with account analysis

Make sure that end users understand thepurpose of posting keys and what the

different posting keys mean

This is equally as important for data entry

as it is for analysis

See reference to newsletter article:

Ask t he FI/CO Expert: Even in

Release 4.6, Your End Users Choice of

an A/R Posting Key Has a Surprising

Impact on Standard Reports Such asthe Customer Analysis Net Sales

Columns (Financials Expert,February 2003)

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Analysis 6. Posting Keys (cont.)

The FIcustomersales andvendorpurchasinganalysis ishighlydependenton the useof the

correctpostingkeys

20

Analysis 7. Document Types

SAP uses a variety of document types

to segregate transactions and assist

with account analysis

Make sure end users understand the

purpose of document types and what the

different document types mean

This is equally as important for data entryas it is for analysis

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Analysis 8. D, K, and S (Account Types)

SAP is a German system and in many places

German mnemonics are still visible to end users

The following codes are used by SAP to identify different

account types

D Debitoren Customer

K Kreditoren Vendor

S Sachbuch konto G/L Account

GOTCHA!

22

Analysis 9. Sol l and Haben (Debit and Credit )

SAP is a German sys tem and in many places German

mnemonics are still vi sible to end users

The following codes are used by SAP to identify Dr

and Cr

S Soll Debit

H Haben Credit

23

What Well Cover

Introduction

Navigation


ALV

Display

Reporting

Master data

Data entry

Wrap-up

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24

ALV Introduct ion

Appl ication List Viewer (ALV) is s tandardized report

display functionality that is used across multiple SAP

reports, finance and non-finance

A great improvement over class ical SAP repor ting

Being used by many new reports and old ones are converted

Find more detailed ALV user information in SAP Getting

Started

25

ALV 10. Choose an ALV Variant

Many finance reports use ALV to provide flexible output

End user can get the most from reports by being familiar with

ALV functionali ty

The user can choose previously saved layouts

The choose ALV variant button can appear in several formats

Once pressed, the user can select from a list

26

ALV 10. Choose an ALV Variant (cont .)

For commonly used reports with ALV output, it is best if

functional analysts or super users create a set of ALV

layouts which end users can select from

As users gain exper ience with ALV layouts, they can proceed to

create their own custom ALV layouts

As wel l as def in ing column sets , ALV layouts can include:

Sub-totaling

Summarization

Sorting

Filtering

Don't

Forget

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ALV 11. Edit an ALV Variant

The user can edit the existing ALV layout

The edit ALV variant button can appear in several formats

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ALV 11. Edit an ALV Variant (cont .)

The column selection pop-up wil l appear, allowing the

user to change the set of displayed columns

29

ALV 12. Save an ALV Var iant

The user can save the current ALV layout

The save ALV variant button can appear in several formats

Best to save as:

Not user-specific, name starts with /

Not default setting

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ALV 13. Optim ize ALV Column Width

To show more data on screen, ALV reports can optimize

the column width

31

ALV 13. Optim ize ALV Column Width (cont .)

When editing the ALV format, the optimize column width

property can be set when using the ALV Grid Control

The property will be maintained when you save and later choose

the ALV layout

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What Well Cover

Introduction

Navigation


ALV

Display

Reporting

Master data

Data entry

Wrap-up

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Display 14. FI Document

Transaction FB03 displays an FI document

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Display 15. Original Document

Display original source document, e.g., SD invoice

35

Display 16. Related Accounting Documents

There are two opt ions f rom the FI document display:

Display related FI documents , e.g., FI-SL doc, CO document

Display chain of related documents using the Document

Relationship Browser

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36

Display 16. Related Accounting Documents (cont.)

Document Relationship Browser view

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Display 17. Find an FI Document

Choose document list from the FB03 init ial screen

Enter selection

criteria, this is

report RFBUEB00

The own

document

checkbox is

useful

The document

list is displayed

Double-click to

display

38

Display 18. Has an FI document Been Reversed?

Display the document header

See if a reversal

document

number is

entered

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Display 19. Has a Line Item Been Cleared?

From the document overview, display the document

line item

In the line item, see if a clearing document is entered

See the magazine article reference at the end of the session:

Tips for Tracking Clearing Transactions

40

Display 20. Multi-Currency FI Documents

FI documents are stored in a minimum of two

currencies:

Document/Transaction Currency

Local/Company Currency

Addi tional cur rencies may be conf igured for FI-GL

Group Currency, Hard Currency, etc.

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Display 20. Multi-Currency FI Documents (cont.)

The Document/Transaction Currency is defined by the

end user during data entry

Al l other cur rency types are derived from conf iguration

E.g., Local/Company Currency from company code

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42

Display 21. CO Document

There are many CO document

display transactions in the menu

But these transactions are process

specific

Need to find the display transaction

to match the way the document was

created

Other display transactions show

an error message

GOTCHA!

43

Display 21. CO Document (cont.)

Use transaction KSB5 to display any actual cost CO

document

Press the Document button to display the original doc

Solution

44

What Well Cover

Introduction

Navigation


ALV

Display

Reporting

Master data

Data entry

Wrap-up

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Reporting 23. Monthly Balance Display (cont.)

Monthly balance display

Double-click to see line item detail li ke FBLx transaction

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Reporting 24. Exchange Rates

Transaction S_BCE_68000174

Press the Position button to select

the specific rate you want to display

Most end users should have

display-only access

50

Reporting 24. Exchange Rates (cont.)

SAP Easy

Access

menu

location for

transaction

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Reporting 25. Dynamic Selections

Dynamic selections is an SAP standard functionality

which exists for many FI reports

Greatly expands the range of s election criteria available to the

end user

Improves report performance

Simplifies location of data

Can identify if dynamic selections are present by icon

If dynamic selections are saved, the number will be shown

E.g., after retrieving a variant

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Reporting 25. Dynamic Selections (cont.)

Press the dynamic selections bu tton

Addi tional report select ions are avai lab le In this case, user chooses to restrict by Document Type

See the newsletter article reference at the end of the session:

Quick Tip: Add Fields to Dynamic Selections in FI Line Item DisplayReports

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Reporting 26. Accounting Reporting Menu

Here is the location

of the most common

accounting reports in

the SAP Easy Access

menu

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Reporting 26. Accounting Reporting Menu (cont.)

The reporting menus can be called directly by entering

the menu code from the SAP Easy Access menu

FIAA Asset Accounting In format ion System

FIAP Repor ts for Accounts Payable Accounting

FIAR Reports for Accounts Receivable Account ing

FIGL General Ledger In format ion System

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Reporting 27. Common FI Reports

RFBELJ00 Compact Document Journal

RFBELJ10 Document Journal

RFBUSU00 Post ing Totals

RFDKVZ00 Customer List

RFDOPO00 List of Customer Open Items

RFDSLD00 Customer Balances in Local Currency

RFEPOJ00 Line Item Journal

RFKKVZ00 Vendor List

RFKOPO00 List of Vendor Open Items

RFKSLD00 Vendor Balances in Local Currency

RFSOPO00 General Ledger Line Items

RFSSLD00 G/L Account Balances

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What Well Cover

Introduction

Navigation


ALV

Display

Reporting

Master data

Data entry

Wrap-up

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Master Data 28. Structure

The key FI master data of G/L, customer, and vendor are

spli t at different levels

Users need to know some data affects all of t he SAP system

while other data is specific to a single company or sales area

E.g., change of customer address affects all users, but

change of tolerance group impacts a single company only

Purch. Org.CompanyGeneralVendor

Sales AreaCompanyGeneralCustomer

n/aCompanyCoAG/L

LogisticsCompanyClient

Note

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Master Data 29. Display Transactions

FS03 Display G/L Master Record

CoA

CoA

CoA

CoCd

CoCd

CoCd

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Master Data 29. Display Transactions (cont.)

XD03 Display

Customer

(Centrally)

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Master Data 29. Display Transactions (cont.)

XK03 Display Vendor

(Centrally)

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What Well Cover

Introduction

Navigation

Environment

Analysis

ALV

Display

Reporting

Master data

Data entry

Wrap-up

62

Data Entry 30. Hold Data

The hold data functionality allows specific fields to be

set as a template

Very useful for repetitive data input

E.g., when entering multiple manual Journal Vouchers (JVs)

using FB01, many fields will need the same data entered

repetitively

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Data Entry 30. Hold Data (cont.)

Enter the data which will be repeated

Set the hold: System User profile Hold data

64

Data Entry 30. Hold Data (cont.)

When you go back to the same screen in FB01, the

repetitive data is auto populated

To clear the hold: System User prof ile Delete data

Hold data needs to be set once per screen, not

per transaction

Hold data is cleared when you log off SAP

Set data is similar but the user cannot overwrite the

values

Don't

Forget

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Bonus Tip: Data Entry 31. Post by Copying an FIDocument

Use this functionality to use an existing FI document as

a template to help speed up data entry

Press Post wi th reference and enter existing FI

document number

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Bonus Tip: Data Entry 31. Post by Copying an FIDocument (cont.)

Details from an existing FI document are copied in

Adjust values as requ ired, e.g ., post ing date

Save document from overview screen

67

What Well Cover

Introduction

Navigation

Environment

Analysis

ALV

Display

Reporting

Master data

Data entry

Wrap-up

68

Resources: Information Sources

SAP Help Por tal

http://help.sap.com SAP ERP SAP ERP Central

Component ERP Central Component (English) SAP

Library Getting Started

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Resources: Articles

Rohana Gunawardena, Tips for Tracking Clearing

Transactions (Financials Expert, June 2004).

Rohana Gunawardena, Discover Hidden Parameter IDs

to Simplify Your FI Settings (Financials Expert,

October 2003).

Rohana Gunawardena, Cant Get There?: Find the Right

Transaction to Display CO Documents (Financials

Expert, March 2007).

70

Resources: Ar ticles (cont.)

Kurt Goldsmith, Ask the FI/CO Expert: Even in Release

4.6, Your End Users Choice of an A/R Posting Key Has a

Surprising Impact on Standard Reports Such as the

Customer Analysis Net Sales Columns (Financials

Expert, February 2003).

Yuval Nir, Quick Tip: Add Fields to Dynamic Selections

in FI Line Item Display Reports (Financials Expert,

May 2006).

71

7 Key Points to Take Home

End users must understand the basics of SAPnavigation

SAP has a great deal of functionality to improve user

productivity

End users need assis tance from analysts to get themost from SAP

SAP has a large number of reports to meet many needs

Using ALV allows a single report to meet many usersneeds

The structure of master data does impact end users

This presentation is a basis to create your own trainingmaterial

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72

Your Turn!

Questions?

How to contact me:Rohana [email protected]

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Notes:

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