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SAP fi & mm
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5/26/2018 SAP fi&mm
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Finance & Purchasing Overview1
Finance and Purchasing
Overview
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Finance & Purchasing Overview2
Finance &PurchasingOverview
Materials Management Module
Getting Help
Finance & Controlling Modules
SAP Overview
Tarrant County Implementation
COURSE OVERVIEW
Accessing Training Materials
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Finance & Purchasing Overview3
COURSE OBJECTIVESThe Finance & Purchasing Overview course has two purposes:
Introduce SAP and the finance and purchasing modules Prepare you for role-specific training courses
Objectives of the course:
Review SAP system and integration
Understand Tarrant County implementation
Become familiar with terms Provide a high level understanding of:
General Ledger Functionality Accounts Receivable Functionality Accounts Payable Functionality Asset Accounting Functionality Controlling Functionality
Grants Management Functionality Funds Management Functionality Materials Management Functionality
How to get Help
How to access training materials
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Finance & Purchasing Overview4
Lesson 1: SAP Overview
SAP stands for Systems,
Applications, and Products
The SAP system is a fully-
integrated system whereactivities in one area generateactivities in another area
The system provides online,real-time information and oneplace for input of data
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Finance & Purchasing Overview5
Modules in SAP
SAP is made up of various functionalmodules
Each module covers a different businessfunction
Tarrant County is using the followingmodules:
CO ControllingFI Financial AccountingHR Human Resources/PayrollMM Materials ManagementGM Grants ManagementFM Funds Management
TC is also using ESS (Employee SelfService) for employees to enter timeand maintain personal information.
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Finance & Purchasing Overview6
FI Module OtherFinancialModules
HR/MaterialsManagementModules
ACCOUNTSRECEIVABL
E
ACCOUNTS
PAYABLE
ASSETS FUNDSMANAGEMENT
CONTROLLING
GRANTSMANAGEMENT
How They Work Together
PAYROLL
PURCHASING
INVENTORYMANAGEMENT
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Integration in SAP
System Integration
When a transaction is executed in any module,SAP automatically updates data in allapplication modules that are affected
Benefits of Integration Enables simplified business processes, standard
data definition, and a common business language Simplified business processes enhance productivity
to allow focus on value-added activities
Data has to be entered only once and all relatedinformation is updated automatically
Integration eliminates need for redundant analysisand reconciliation
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Business Flow Integration
Requisitioner Procurement
Officer
Asset Manager
$$$$$
Budget OfficerGL Accountant
Vendor
Accounts
Payable Officer
Receiver
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Invoice
Verification AP
Direct Posting
G/L
Customer
Payments AR
Vendor
Payments AP
Depreciation
AA
Goods Receipt
MMGoods Issue
MM
Charges
MM
Charges
AP
Vendor
Invoices AP
Hitting the G/L
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Data
SAP contains two types of information
Master Data A collection of information about an object or person
It is referenced whenever that object or person is used in anentry field
This data does not normally change
Examples are address and payment information for a vendor orcustomer
Transactional Data Information associated with a specific business activity
You enter this information in SAP
Changes from day to day Examples are:
Invoices
Purchase requisition
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Master Data vs. Transactional Data
G/L AccountsCustomer Master RecordsVendor Master RecordsGrants Master Records
Asset MastersMaterial Master Records
Journal EntriesInvoicesPayment
Requisitions
Master Records
Records that remainin the system for anextended period oftime.
Transaction Records
Records a specificevent
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Examples of Master Data
Tarrant County
Purchase Order
P.O. # 56789
Date: July 2, 2004
Widgets (material #15005),
box of 10
Qty $$
10 bx 10.00
Total 100.00
To: ABC Company,
Vendor #1001
12345 Any streetAny town, USA 54321
VendorMasterData
MaterialMasterData
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Examples of Transactional Data
Tarrant County
Purchase Order
To: ABC Company,
Vendor #1001
12345 Any street
Any 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
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Documents & Document Types
A Document generally consists of a document header andline items. Document header contains data that identifies a document
and applies to the entire document. Date Document type Document number
Line items generally include
Amount Account assignment Additional details specific to the transaction
Document Types are located on the header portion ofevery document
Distinguish between different business transactions Control document number assignment Help manage accounting documents
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Document No: SAxxxxxxDate: 05/06/2004
Comp any Code: TC01
Currency: USD
Header
Line Items
The Accounting
Document
Debits = Credits
Illustration
Document
Structure
Revenue A/C
Citibank
DR
DR
CR
CR
Bank 10000
Sale 10000
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Illustration
Document
TypesA docum ent typeis a key that is used
to classify accounting documents
and distinguish between business
transactions to be posted
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Purchasing Document Types
Master Data
Approval
Purchase
Requisition
RFQ
Purchase
Order
Contract
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Tarrant County Document Types
Document Type Description
AA Asset postingAB Accounting documentDA Customer documentDG Customer credit memoDR Customer invoice
DZ Customer paymentKA Vendor documentKG Vendor credit memoKR Vendor invoiceKZ Vendor payment
SA G/L account documentSB G/L account postingWA Goods issueWE Goods receipt
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TermsStandard SAP terms:
Application computer program
Client unit in SAP system where data is input, changed, and managed Data pieces of information; numbers or text
ERP Enterprise Resource Planning; designed to integrate and run all aspects of an organization
Information data that has been collected
Integrated transactions that are completed in one module or process trigger transactions inother modules
Menu Path sequence of menu selections that should be followed to get to a function or screen
Module portion of SAP system that carries out a specific business function
Real-time describes how data that has been entered into the system is available immediatelyafter the transaction has been saved. Everyone has access to the same data.
Session instance of SAP; allows multi-tasking within system
Transaction screen or series of screens to create, display, or change data Transaction code (t-code) unique identifier for each transaction that allows you to get to a
transaction without going through the menu
User role assigned to each employee; set of activities used by the employee
Variants a saved set of personal selection criteria which can be used for lists and reports
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Lesson 2: Tarrant County Implementation
Tarrant County is implementing the following modules in SAP:
Human Resources (HR) Takes care of payroll, time recording, applicant administration, and organization
data. Supports the planning and control of personnel activities. In use since October 2003
Financial Accounting (FI) Designed for automated management and reporting of
General Ledger (GL) Accounts Receivable (AR) Accounts Payable (AP) Asset Accounting (AA)
External reporting, such as income statement and balance sheet
Controlling (CO) Represents cost and revenue flows throughout the organization Aids in organizational decision making Supports internal reporting such as cost center reports
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Tarrant County Implementation (contd)
Tarrant County is implementing the following modules in SAP:
Materials Management (MM) Supports the complete cycle of material flow, from the requisition to
purchase to the warehousing and distribution
Grants Management (GM)
Manages the application, award, budget tracking, and closing of agrant
Funds Management (FM) Supports the management of budgets Budget can be adapted to changesin conditions by entering releases,
supplements, returns, and transfers Tracks expenses to budget
Tarrant County is also using Employee Self-Service for employee entry andmanagement of time, personal data, training & events, appraisals, andbenefits enrollment.
T rr nt C unt Fin nc & Purch sin M dul s
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Finance & Purchasing Overview22
Tarrant County Finance & Purchasing Modules
AccountsPayable
AssetAccounting
GeneralLedger
AccountsReceivable
Purchasing
Inventory
Materials
Management(MM)
Controlling(CO)
Funds
Management(FM)
Financials(FI)
Grants
Management(GM)
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Finance & Purchasing Overview23
Organizational Elements The following organizational elements and codes are used in Tarrant
County:
Company Code TC01 Organization unit where individual financial statements are created Self-contained Chart of Accounts
Controlling Area TC01 Self-contained organization unit where management of costs and revenues is
performed
Purchasing Organization TC01 Organizational unit that procures materials or services
Chart of Accounts TC01 List of all General Ledger (GL) accounts used
Plants Organizational unit for Admin and Stockrooms
Tarrant County Admin (all non-stock purchases) TC01 Sheriff (Stockroom) TC04 Justice Center (Stockroom) TCJC Central Supply (Stockroom) - TCCS
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Finance & Purchasing Overview24
Purchasing OrganizationTC01
Chart of Accounts TC01
Controlling Area TC01
Company Code
TC01FI/MM
MM
CO
FI For all (AP, AR, GL, AA) processsettings
For management reportingmodule settings
For all Purchasing settings
Basic entity in SAP for a legalentity
Tarrant County Organization Structure
Plant - TCCSPlant TC04
Plant - TCJCPlant
TC01
MM For all Logistics settings
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Finance & Purchasing Overview25
Tarrant County Implementation
Tarrant County terms:
GASB Governmental Accounting Standards Board
Go-Live date when SAP module is scheduled to run live in production system
Phase I 10/01/03 HR/Payroll
Phase II 07/06/04 Financial/Purchasing
Phase III 04/01/05 Budget Prep Legacy System existing County system that either interfaces with SAP or
provides data for start up of SAP
Production System live SAP system used for normal operations
SME subject matter expert; County employee who has experience orexpertise in a specific functional area
TITAN Titan Integrated Task Access Network; County implementation ofSAP system
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Finance & Purchasing Overview26
Tarrant County Implementation
Why Change??
Systems with duplicate data
Have to use different systems toenter and get information
Have to wait for processing to getdata
What Does Business Change Involve?
Changing the way we work Changing our roles
Changing the tool
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Finance & Purchasing Overview27
Tarrant County Implementation
How Will Change Affect Us?
Major changes such as Tarrant County is implementing will have an initial effect
on peoples performance Over time, the benefits achieved will far outweigh the initial impacts
Time
Maximum
Benefits
Achieved
Continuous
Improvement
Initial
Change
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Finance & Purchasing Overview28
Lesson 3: Finance & Controlling Modules
Wh i FI d CO?
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Finance & Purchasing Overview29
Manages vendor invoices
Manages responsibility accounting
Manages all financial accounts
Manages customer billing
Manages fixed assets anddepreciation
AccountsReceivable
FI
Controlling
Accounts
Payable
AssetAccounting
FI
CO
FI
GeneralLedger
FI
What is FI and CO?Financial Accounting (FI) and Controlling (CO) are independent components in theSAP system. The two components are tightly integrated and the data flowbetween them takes place on a regular basis.
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Finance & Purchasing Overview30
Internal
External
Journalists
Media
EXTERNAL
AGENCIES
Tarrant County
Management
Insurers
Tax
Authorities
Auditors
Managerial Reports
FIFinancial
Accounting
Tarrant County
Employees
Financial Statements
ExternalFinancial
Analysts
Reporting Overview
COControlling
Internal
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Finance & Purchasing Overview31
Master
Records
General
Ledger
Accounts
Payable
Accounts
Receivable
Fixed
Assets
Periodic
Processing
Financial Accounting (FI)
This is the key component structure of financial accounting
The FI module is designed for automated management and
external reporting of general ledger, accounts receivable,accounts payable, asset accounting, and other sub-ledgeraccounts within the chart of accounts
Financials (FI)
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Finance & Purchasing Overview32
Financials (FI)General Ledger (GL)
Used for externalreporting
Document entry
Account Management
Contains
General Ledger
AccountsChart of accounts
Accounts
Payable
Asset
Accounting
General
Ledger
Accounts
Receivable
Financials
(FI)
General Ledger (GL)
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Finance & Purchasing Overview33
General Ledger (GL)Roles & Responsibilities
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Departments
Display general ledger accounts, documents,and line items
Auditor
Maintain G/L accounts Approve and post documents
Financials (FI)
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Finance & Purchasing Overview34
Financials (FI)Accounts Receivable (AR)
Processes cash receipttransactions for eitheraccounts receivable orrevenue transactions
Invoices or bills customer
for amount due
ContainsCustomers
Billing logic
Dunning
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Accounts Receivable (AR)
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Finance & Purchasing Overview 35
Accounts Receivable (AR)Roles & Responsibilities
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Departments Record cash receipts into Cash Journal Enter customer invoices / credit memos to create
receivables
Auditor
Check entries and posts cash journals Perform new customer setup
Financials (FI)
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Finance & Purchasing Overview 36
Financials (FI)Accounts Payable (AP)
Process invoices Generate warrants/checks
by due date or discountdate
Produce 1099 Reports
ContainsVendors
Warrants
Checks
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Accounts Payable (AP)
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Finance & Purchasing Overview 37
Accounts Payable (AP)Roles & Responsibilities
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
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)
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Finance & Purchasing Overview 38
Financials (FI)Asset Accounting (AA)
Provides management ofcapitalized or trackedassets
Generates depreciationtransactions for the
general ledger
Contains
Tag numbers
Asset Classes
Depreciation profiles
Capitalized assetsTracked assets
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Asset Accounting (AA)
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Finance & Purchasing Overview 39
Asset Accounting (AA)Roles & Responsibilities
Accounts
Payable
AssetAccounting
General
Ledger
Accounts
Receivable
Financials
(FI)
Department
Create the asset shell at the requisition stage
AuditorMaintain asset master recordsIssue asset tags for Capital and non-computer
low value assetsUpdate the records for additional information
such as serial numbersUpdate Capital Asset record master data
C ll (CO)
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Finance & Purchasing Overview 40
Controlling (CO)
This is the key component structure of Controlling:
The CO module represents the Countys flow of costs andrevenue. It is also a management instrument for
organizational decisions. A key tasks is the analysis of FIdata. Variances can be determined by comparing actualdata with plan data.
Cost Element
Accounting
Cost Center
Accounting
Internal
Orders
ll ( )
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Finance & Purchasing Overview 41
Controlling (CO)
Used for managerialreporting or activityreporting
Used to collect and allocatecosts
Contains
Cost Centers
Projects
Internal Orders
Controlling(CO)
Controlling (CO)
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Finance & Purchasing Overview 42
Controlling (CO)Roles & Responsibilities
Controlling(CO)
Department
Display:CO reportsCost center/cost center group dataInternal order/internal order group dataBudget information for internal orders
Auditor
Display CO reports Create, change, and display:
Cost centers/cost center groupsInternal orders/internal order groups
Internal order budget information
FI/CO GM & FM I i & T
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Finance & Purchasing Overview 43
FI/CO, GM & FM Integration & Terms
FI/CO
Grant
Fund
Cost center,Functional Area
Cost Elements &
GL Accounts
Fiscal Year
GM
Grant
Fund
Sponsored Program
Sponsored Class
Budget ValidityPeriod
FM
Grant
Fund
Fund Center, FundedProgram, FunctionalArea
Commitment Item
Fiscal Year
G M (GM)
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Grants Management (GM)
Plan, budget, identify, obtain,
and record all funding relatedto awarded grants
Differentiate betweeneligible and ineligible costs
Bill and record sponsor
amounts
Record and report all relatedcosts, revenues, and requiredinformation
GrantsManagement
(GM)
Contains:
Grant lifecycles
Grant details
Grant reports
Grants Management (GM)
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Finance & Purchasing Overview 45
Grants Management (GM)Roles & Responsibilities Grants
Management(GM)Department
DisplayGrantsGrant budgetsGrant reports
County Administrators Office
DisplayGrantsGrant budgetsGrant reports
Create grants
Auditor
All above Maintain grant master data Manage grant cycles
Monitor grant postings
Funds Management (FM)
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Finance & Purchasing Overview 46
Funds Management (FM)
FundsManagement
(FM)
Maintains budgetarycontrol for all expenseactivity
Contains
Funds
Fund Centers
Commitment Items
$$$$$
Budget Officer
Funds Management
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Finance & Purchasing Overview 47
Funds ManagementRoles & Responsibilities
FundsManagement
(FM)Department
Pre-post budget transfers for adjustment
within their own level of departmental control Post transfers within budget control
categories of commitment items
Budget Office
Pre-post budget transfers between departments Generate report listing pre-posted transfers
needing Commissioners Court approval Post transfers after approved by Commissioners
Court Create supplement, return, and entry budget
documents
Auditor
Create and change funds block Create and change funds reservation Create and change funds commitment
L 4 M i l M M d l (MM)
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Lesson 4: Materials Management Module (MM)
Materials Management (MM)
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Materials Management (MM)
The MM application component supports theprocurement and inventory functions occurring in day-to-
day business operations such as: materials planning andcontrol, purchasing, goods receiving, and inventorymanagement. Invoice verification is an MM function butis executed by Accounts Payable.
MasterRecords
This is the key component structure of MaterialsManagement:
PurchasingInventory
ManagementInvoice
Verification
(Done by AP)
Materials Management (MM)
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Materials Management (MM)
Purchasing is responsible for: External procurement of materials and services Determination of sources of supply (vendors)Monitoring deliveries from vendors
Inventory Management is responsible for:Management of stocks Planning, entry, and documentation of all goods movements
Key Terms
A purchasing organization is an organizational unit that procuresmaterials or services. It negotiates purchasing conditions for
plants assigned to it. A plant is an operating unit that makes goods available for
distribution.
Materials Management (MM)
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Finance & Purchasing Overview 51
Materials Management (MM)
Purchasing Integration
Purchasing
MaterialsManagement
(MM)
Controlling
(CO)
FundsManagement
(FM)
Financials(FI)
AssetAccounting
GeneralLedgerInventory
Log. InvoiceVerification
GrantsManagemen
(GM)
Grants
Management
(GM)
Accounts
Payable
Materials Management (MM)
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Finance & Purchasing Overview 52
Materials Management (MM)
Integration of Inventory
Asset
Accounting
General
Ledger
MaterialsManagement
(MM)
Controlling(CO)
FundsManagement
(FM)
Financials(FI)
Purchasing
Log. Invoice
Verification
Inventory
Grants
Management
(GM)
Accounts
Payable
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Finance & Purchasing Overview 53
Materials Management (MM)Purchasing
Use to order or contractfor goods or services.
Supports requests for
quotes from vendors forgoods
Processes receipt of goods
Contains
Requisitions
RFQ
Purchase ordersVendor Performance
Contracts
Vendor
Purchasing
Inventory
Materials
Management
(MM)
Materials Management (MM)
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Finance & Purchasing Overview 54
PurchasingRoles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)Departments
Create, change, display purchase requisitions
MaterialServiceAssetGrant
Create asset shell Approve purchase requisitions Post goods receipts Post service entry sheets View material mater, vendor master, and service
master records
Purchasing Department
Display/report on vendor, material, and servicemaster records
Create, change, display purchase orders and RFQs Display/report on quotation and purchase order
price histories Maintain bids, Info Records, source lists, outline
agreements, and contracts
Materials Management (MM)
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Finance & Purchasing Overview 55
gInventory
Use for supplies inventory
Supports storing and issuinggoods from warehouses
MRP (materials requirementplanning)
Physical inventory processing
Purchasing
Inventory
MaterialsManagement
(MM)
Contains
Plants
Delivery Addresses
Materials Management (MM)
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Finance & Purchasing Overview 56
g ( )Inventory/Audit Contracts Roles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)
Departments
Display/report on vendor master records, material masterrecords, material documents, service master records,purchase orders, and contracts
Process goods movementsGoods receiptGoods issueReversals
Post service entry sheets
Purchasing Department
Display/report on vendor master records, material masterrecords, material documents, service master records, purchaseorders, RFQs, and contracts
Create/change contracts Create/change purchase orders
Materials Management (MM)
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g ( )Inventory/Audit Contracts Roles & Responsibilities
Purchasing
Inventory
Materials
Management
(MM)
Warehouse Stock Clerks
Display/report on vendor master records, material master
records, material documents, service master records,purchase orders, and contracts
Process goods movementsGoods receiptGoods issueReversals
Run various inventory management reports
Perform MRP (materials requirement planning) and post tofunds management Perform/enter physical inventory counts Create, change, and display physical inventory documents Create purchase requisitions for stock replenishment
Auditor
Display/report on vendor master records, material masterrecords, material documents, service master records, purchaseorders, and contracts
Create/change contracts Create/change purchase orders Process goods movements
Post service entry sheets
Lesson 5: Getting Help
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Finance & Purchasing Overview 58
Lesson 5: Getting Help
1
2
3
Review the on-line helpin SAP
Ask your peersor super userforassistance.
Review your training materialsand notes.
Tarrant County Help
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Tarrant County Help
Problems with running tutorials?
Training Mailbox [email protected]
After utilizing the various methods of help on
the previous page, if you still have questions orproblemsor
If you have problems at any time with accessingSAP, printing, computer or network problems,etc.
Contact the Tarrant County IT Help Desk at817-884-3507
Lesson 6: Accessing Training Materials
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Lesson 6: Accessing Training Materials
All TITAN training materialsfor Finance & Purchasing are stored on theTarrant County website
This website is accessed through your Internet Explorer from any computerthat has internet access; you do not have to be on the Tarrant Countynetwork. The URL for direct link to the Training Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick future access
Enter the URL above in the addressfield in your browser
When you reach the website, go toFavorites>Add to Favoritesin theBrowser menu
A pop-up window will be displayed with
a default name for the site. Click OK. To access this site in the future, just
click on the Favorites item in the browsermenu and highlight the name for thewebsite. You will go directly to thewebsite.
Accessing Training Materials (contd)
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Accessing Training Materials (cont d) Review the instruction page to understand how to use the website
Click on the Coursewarelink at the top of the Instruction page
A Listing of Courseswill be displayed
Click on the Course Titleto see a general description of thecontent of the course
or
Click on one of the buttons beside the Course Title to go directlyto either the Overview, Quick Reference Cards, orTutorials
These training materials will be available for your use andreference at any time
Running Tutorials
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g
An additional learning tool is being provided with the Phase II SAPimplementation -- Tutorials
Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment These can be viewed in two ways:
As a movie that takes you through the transaction in a demonstration, or As an interactive, hands-on practice session that stops at each step and
directs you to make entries in fields or take actions per instructionsprovided by the wizard and in the bubbles
Tutorials are provided with each course in the Finance and Purchasingtraining
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.
Detailed instructions are provided on the website when you click onthe Tutorials button
Happy Tutoring!!
Training Sandbox
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Training Sandbox
An SAP environment (Training Sandbox)where you can practiceyour skills in a real instance of SAP will be available after mid-June
The sandbox can be accessed through the standard logon processdiscussed in Lesson 2of the SAP Basic Navigationcourse
The only differences are:
Highlight the Training environment on
the logon pad
Click logon
Enter 520 in the Client field
Enter the same User Id and Password
you are assigned for Production
Feel free to practice any of the tasks in the basic navigation courseand any of the transactions included in other courses you take.Use the Quick Reference Cardsto walk you through thetransactions.
COURSE SUMMARY
5/26/2018 SAP fi&mm
64/64
COURSE SUMMARY
Congratulations!!
You have completed the Finance & PurchasingOverview and have reviewed the following topics: SAP system and integration
Tarrant County implementation
Terminology
High level functionality: General Ledger Accounts Receivable Accounts Payable Asset Accounting Controlling Grants Management Funds Management
Materials Management Getting Help
Accessing training materials
You are now ready to complete your role-specifictraining courses