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FastFacts
Feature Presentation
March 11, 2014
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Participant code: 182500
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© 2012 The Johns Hopkins University. All rights reserved.
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Today’s Topic
We’ll be taking a look at…
Resolving Commitments
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Today’s Presenter
Art Kennedy
Senior accountant for the Office of Financial Quality Control
(FQC) in JHU’s Controller’s Office
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Session Segments
Presentation
Art will talk about how to identify and resolve
commitments.
During Art’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Art will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation
or if you’re having technical difficulties, you can email us at:
[email protected]
Slide 6
Survey
Survey
At the end of this FastFacts session, we’ll ask you to
complete a short survey.
Your honest comments will help us to enhance and
improve future FastFacts sessions.
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How To View Full Screen
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Resolving Commitments
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Agenda
After today’s presentation, you will be able to:
Define a commitment
Run a report to identify commitments
Research commitments
Identify and resolve commitments
Slide 10
Defining Commitment
What is a commitment?
“An engagement to assume a financial obligation at some
future date” (Webster’s Online Dictionary, 2009)
At JHU, commitments might also be called:
Encumbrances
Funds Commitments
Funds Reservations
Slide 11
BW Reports
Summary – GL level
NS Financial Summary
Sponsored Revenue Expense Summary
Detail – Document number level
NS Financial Detail
Sponsored Rev-Exp Detail – Multiple Periods
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BW Report Resources
Link to live Fast Facts demonstration of Advanced BW
Techniques
(http://lms4.learnshare.com/l.aspx?Z=Xy6IBubX0aac4%2feaI
akbAaLIef%2fPCxM4M0p1yUtIcNE%3d&CID=89)
Financial Quality Control also has saved favorites on their
website you can use to view commitments:
http://finance.jhu.edu/reports_guides/sap_assistance/saved_f
avorites/save_fav.html
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Non Sponsored – Financial Summary
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Non Sponsored Commitment Reporting Detail
(BW Saved Favorite)
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Run a NS Financial Detail Report
Non Sponsored Financial Detail report
The goal of running this report is to:
Display commitments that do not have a zero balance by
“Doc Nbr” in categories
Steps to running the report:
1. Select the Non Sponsored – Financial Detail report
2. Enter a cost object for the current period and execute the
report
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Formatting a Detail Report
Below are the steps we will follow formatting the report:
Suppress all results
Show repeating text
Delete rows and columns, using the Delete icon
Then add the free characteristics in the order you would like
them presented, using the Drill Down icon
Apply a filter on Commitment Key Figure
Link to Fast Facts Advanced BW Techniques:
http://lms4.learnshare.com/l.aspx?Z=Xy6IBubX0aac4%2feaI
akbAaLIef%2fPCxM4M0p1yUtIcNE%3d&CID=89
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Create Condition
Steps to creating today’s condition:
Select a single characteristic or combination of characteristics
Check “Doc Nbr”
Check and select “2014 Commitments” from the drop-down
From the next drop-down, select ][
Enter 0 (zero)
Click Transfer
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Presentation/Demonstration
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Formatted Report
Results are simple and easy to read that display only open
commitments by document number.
Removes duplicate document numbers due to additional
fields.
Allows for easy drill down on specific items.
Commt/Actual Detail displays the transaction category.
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Types of Commitments
Payroll commitments
Funds commitment
Non-payroll commitments
Business trip
Funds reservation
Parked document
Purchase order
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Payroll Commitments
These funds commitments are future salary and fringe encumbrances.
Payroll commitments have 10-digit document numbers that start with 9.
Document number and category
displayed
Add Fiscal Year/Period to see when
commitment will post
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Payroll Commitments
BW Commitment Reporting Detail will show details of payroll
commitments going forward by name, which can be changed using
an Eform.
If you submitted an Eform and the commitment is still there make
sure it was submitted before the cutoff, otherwise it will be
corrected on the next payroll run.
Finally EBS runs a scheduled report to validate payroll
commitments, if you feel you still have an issue please email
[email protected]
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Non-Payroll Commitments
Common examples:
Shopping carts – Funds reservations/purchase requisitions
whose 10-digit document numbers start with 1
Purchase orders – 10-digit numbers that start with 2
Travel – 8-digit numbers that start with the employee’s
personnel area
Parked – 10-digit numbers beginning with an 18 for a revenue
parked doc and a 19 for an expense parked doc
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Shopping Carts
Shopping carts are funds reservations/purchase requisitions whose 10-digit
document numbers start with 1. Once they are approved and processed, they
become purchase orders.
Document number and category
displayed
Add posting date for age of shopping
cart
Shopping carts generally convert to POs relatively quickly. Any item older than a
year should be reviewed.
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Find SC associated with a PO
Use ECC transaction code ZSC1 to find the shopping cart associated with a PO.
Date range should
be 1-1-2006 through
current date
Displays the PO number and the line item.
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Clear Shopping Cart Commitments
Shopping cart converted to a PO, send an email to
[email protected]
Shopping cart not never converted to a PO, is completed by requester.
Follow steps in this link:
http://ssc.jhmi.edu/supplychain/guides/training_and_support/update_del
ete_cart.pdf
Additional information about shopping carts can be found on Supply
Chain’s website: http://ssc.jhu.edu/supplychain/ training/index.html
Email additional questions to: [email protected]
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Purchase Orders
After a shopping cart has been approved, it becomes a purchase order.
Purchase orders are 10-digit numbers that start with 2.
Document number and category
displayed
Add posting date for age of purchase
order
POs will remain active longer than shopping carts, however they must be
reviewed. POs with a remaining balance of $.01-$.02 often are split cost and
have a commitment balance due to rounding.
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Researching Purchase Orders
Use ECC transaction code ME23N (Display Purchase Order).
Link to ME23N Fast Facts:
https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461
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Closing Purchase Orders
If you’re sure that a PO should be closed, contact PO Maintenance
([email protected]).
Your request must include the following:
Purchase order number
Vendor name
Vendor number
Assurance that no further goods or invoices will be received
Reason for request to close PO
If you are creating a new PO to supersedes the old PO, please
include this in the internal notes and vendor texts
For more information on the ME23N transaction, visit the Supply
Chain Support site
(http://ssc.jhmi.edu/supplychain/training/index.html).
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Travel
Travel and business expense commitments are created for business trips.
The first two digits specify the personnel area, and the remaining numbers are
based on sequencing.
For example, TRIP commitments 150xxxxx belong to the Whiting School of
Engineering.
TRIP commitments over a year old should be reviewed.
Document number and category
displayed
Add vendor and posting date
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Reviewing Travel Commitments in ECC
Use transaction “Query: Personnel/Trip Number” to find the PERNR
linked to the trip. This is found in the Enduser Role folder.
Use Vendor Line Items or Travel Expense Payment History to
determine if a payment has been made for this Trip Number.
Use Trip – Travel Manager to view details of the commitment.
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TRIP – Travel Manager
1. Enter the PERNR of the person taking the business trip.
2. Click “List of All Trips.”
3. List of all business trips will open. Notice there are two sections:
Open Trips and Paid Trips.
a) If the trip is in the Open Folder – it is the Department’s
responsibility to take care of the commitment.
b) If the trip is in the Paid Folder – please email [email protected]
for assistance.
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Paid Trip
If a business trip is paid, please email [email protected]
Trip number
Vendor
Open amount
SAP Document number for the payment (screen shot below from Vendor Line
Items)
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Open Trips (Not Paid)
It is very important to note, if this is a legitimate expense and the person is not in
your department or no longer an employee of JHU, the workflow needs to be
completed for payment.
1. Select the Open Trip you want to research.
2. Click the History icon.
Look to see what has happened with the Trip. Has the workflow been completed?
Who created the business trip? Displays JHED ID.
Has the workflow started? If yes, look for WF-BATCH.
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Find Workflow
Open the workflow.
If you don’t see a workflow, check the bottom of the screen to see
if there is a workflow. If it has not been started, you need to save
the item and begin the workflow.
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View Workflow
Select the most recent workflow line.
If the Results column
has “Approved,”
Agents column
displays Approver
name.
If the Status column
has “Ready” and the
Agents column has
“Information,” click
Information to see
who has the item.
If the Status column has “Mail Sent,” workflow approval is completed
and the TRIP is queried for APSS approval and payment.
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Valid Reasons to Delete a Trip
Trip was
Trip was
Trip was
created
Trip was
Trip was
created in error or never happened
created before event and cancelled
incorrectly created and a new trip will be or has been
paid via another method
created for a non-reimbursable expense
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Deleting a Trip
In List of All Open Trips, Under “Open Trips”, highlight the top line
of the trip.
Click Delete icon.
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In Conclusion
Today’s presentation provided an overview of identifying and
researching various types of commitments using ECC and BW.
The same procedures and transactions apply to sponsored and non
sponsored cost objects when reconciling commitments.
Remember, grants cannot be closed with open commitments.
Department’s responsibility:
Perform monthly reconciliation of BW financial statements to
ensure that commitments are expensed.
If a commitment remains open on your cost object indefinitely,
try to determine the problem.
[email protected] for additional assistance
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Resources
BW Saved Favorites:
http://finance.jhu.edu/reports_guides/sap_assistance/saved_favorites/save_fav.html
Link to Advanced BW Techniques FastFacts:
https://lms14.learnshare.com/catalog/display.resource.aspx?ResourceID=447038
Link to ME23N FastFacts:
https://lms4.learnshare.com/l.aspx?CID=89&A=1&T=233461
Purchase Order Maintenance contact information:
[email protected]
Financial Quality Control – Controller’s Office
[email protected]
410-516-3277
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Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
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Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.
Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!