The SAP Resources site offers assistance to Texas State users to identify and perform common functions in SAP. This site centralizes links to online instructions, forms, procedures, and documentation from various departments in the divisions of Information Technology and Finance & Support Services.
– the online doorway to SAP financial and HR tools |
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Process:
The traveler or their travel assistant submits a travel request through the save-and-send-for-approval function. TRAVELTracks will check budget and activate workflow, with the first step in the workflow directed to the account manager. At the time the request was saved a statistical encumbrance is created. A statistical encumbrance does not actually consume any budget. However, the travel amount will be reflected in the B2A report AND the Budget Balance report. Since the encumbrance is statistical, the system balance will be greater than the B2A balance by the amount of the statistical encumbrance. And, because the budget is actually still available, other offices (such as payroll, purchasing, AP, accounting-IDTs, etc.) could post to the account and consume the budget “statistically set aside” for the travel request. The Travel Office is the last step in the travel approval workflow, so there is a chance that when they go to approve a request, they will get an overbudget notification. Travel Office staff will coordinate with Budget Office staff when this occurs. The Budget Office staff may contact departments to resolve budgeting issues.
Once a travel request's workflow routing is complete, meaning the Travel Office has approved the request, the statistical encumbrance is eliminated and a real encumbrance is posted.
Reporting:
The B2A and Budget Balance reports will reflect a statistical encumbrance immediately when the creator hits “save.” To determine which encumbrances are statistical from the budget to actual, you must drill down into the documents in the encumbered column in GL 710096 – 710099. When you drill down from B2A, you’ll see the document numbers and from there you’ll drill down to the actual request in PDF form. The document has possible three statuses that you can see immediately upon opening them:
♦ Saved (NOT released for approval) - Statistical
♦ Released for Approval - Statistical
♦ Approved - Real
Another way to view the actual document in SAP is with the All Postings report (ZFMRP_RFFMEP1AX):
Choose the particular range of GLs (710096 – 710099) and Value Type 52 (Business Trip Commitments) and enter the account you’re looking at. Enter /STATTRAVEL as the layout. This layout subtotals by document number and has a specific column for the statistical indicator. If there is only one line for that document with an X in that column, the posting is statistical. A real posting will have, by document number, a minimum of three lines: a positive and a negative line with the statistical indicator, and then a posting line with that column blank.
Upgrading to Microsoft Office 2010 or installing other Microsoft updates can cause problems that installation of the most recent version of SAP-GUI should fix. To download SAP-GUI, go to Technology Resources. For assistance with the installation or other software-related issues, please contact ITAC.
Registration is available for fall 2011 training courses sponsored by Professional Development (PD) and IT Assistance Center (ITAC). Note: Open registration dates differ for PD (3 weeks) and ITAC (60 days). Click here for a video tutorial of the new Training and Development feature! You can also access the video and instructions on the Information link within the Training and Development tab. Access the Training and Development tab by logging into the SAP Portal. If you have questions or need assistance with logging into SAP, contact ITAC.
. . . has been updated (as of 3/31/10) to include purchasing roles for BOBCATALOG (Approver/Requisitioner). To create roles for new employees or to add/change roles for current employees in SAP and/or BOBCATALOG, please use the most current version of the SAP-FI-Dept-Security-Form, downloadable from Technology Resources.
SAP Transactions and Reports - described and listed by department in a sortable Excel spreadsheet:
SAP Departmental Transaction List (revised 7/18/11)
Added 2/1/2011 – Retirement Eligibility Report – ZHRRETELIG – caclulates an employee's eligibility for retirement based on age and years of service.
Added 11/1/2010 – People Search for Employment History – ZHRPEOPLESEARCH – used to assist in correct hire action PCR preparation. Illustrates all employment history for past or present employees within the SAP system.
Added 11/1/10 – Employee Time Statement – ZESS_TIME – used by supervisors and time administrators to display time earned and taken, sick and vacation leave accruals, and detailed leave balances. Replaces PT_EDT_TEDT.
Added 4/29/10 – Tracking Student Work Hours – ZTRKHRSSTU – used to track student hours worked in excess of 20 (international students) or 25 hours per week (all other students).
Routine Maintenance Schedule
The SAP system may be unavailable from midnight Saturday to noon on Sunday for weekly maintenance. Business areas are asked to coordinate one week in advance if system availability is required during this regularly scheduled maintenance time.
Brief descriptions of available content by department/office:
Accounting - Link to information regarding accounts payable and FI master data. Includes payment requests, tax-exempt certificate, new account forms, change request forms, and vendor maintenance.
Budget - The Budget Office offers training designed to familiarize you with basic SAP terminology and report functionality. This builds a foundation from which you can advance to budget reporting, grant reporting, time reporting, and other SAP tasks. We also provide classes, individual training, and instructional documents on all budget-related SAP reports.
Human Resources - Link to the HR Master Data Center for information regarding Staff and Student Personnel Change Requests (PCRs), Organizational Management, training classes, and other helpful links.
Materials Management - Link to resources and forms necessary to execute moves and events, central receiving, and property management transactions.
Payroll - The Office of Payroll and Tax Compliance SAP Resources webpage links to instructions on using ESS (Employee Self-Service for time entry and pay statement inquiry), MSS (Manager Self-Service for approving time and leave), and the Salary/Fringe Report. You can also sign up for direct deposit and electronic W-2.
Purchasing - Link to the Purchasing Office's website to find information on purchasing procedures,training on various purchasing tasks, and links to purchasing forms.
Travel - The AIS Competency Center and the General Accounting Office are working on the SAP travel module, which will expedite the reservation and reimbursement process.
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