Step by Step instructions for using SAP and other administrative systems are available below. Scroll down for the major topics covered in each of the Step by Steps and use links to those topics as needed.

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Introduction to SAP
Accounts Payable
Accounts Receivable
Budget Tool
Business Warehouse
ECRT
Endowment Reports
Finance Master Data Assignments
Financials

 

Grants Management
HR/Payroll
Purchasing
Reporting
Workflow

INTRODUCTION TO SAP

Duke Basics Guide

View the Whole Document (1.32MB)
Last Revised: April 2004
See Related Course Description
  1. Logging Into R/3
  2. The SAP R/3 Window
  3. Navigating R/3 Using the User Menu
  4. Transaction Codes
    • How Can I Find the Transaction Code for a Particular Transaction?
    • How Do I Use a Transaction Code?
  5. Command Codes
  6. Multiple Sessions
  7. Messages
    • Changing Messages to Display in Dialog Boxes
    • What are the Message Types
  8. Setting User Profile
    • How Do I Enter My User Information?
    • How Do I Set My User Defaults (Printer & Date format)?
    • How Do I Set Parameter Defaults (Field Default Values)?
    • How Do I Find a Parameter ID (PID) for a Field?
  9. Displaying Technical Names
  10. The Favorites Folder
  11. Logging Off of R/3
  12. Fields and Matchcode Searches
    • How Do I Enter Multiple Selections for a Field?
    • How Do I Perform a Matchcode Search?
    • Guidelines for Using Asterisks in Searches
  13. Tips and Tricks
    • How Do I Hide the Windows Taskbar?
    • How Do I Create a Shortcut on My Desktop for a Frequently Used Transaction?
    • How Do I Use the Shortcut from My Desktop?
    • How Do I Maximize/Minimize the R/3 Window?
    • How Do I Stop a Transaction (the “Hour Glass”) If Needed?
  14. Supplement for Mac OS Users
    • How Will R/3 Look and Perform On a MAC?
    • How Do I Log Into R/3 on a MAC?
    • How Do I Print a Hardcopy (Screen) on a MAC?

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Common SAP Language

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Last Revised: June 2002
  1. Display a G/L Account-FS03
  2. Display a Cost Center-KS03
  3. Display Project Work Breakdown Structure-CJ03
  4. Display a Profit Center-KE53
  5. Finding the Equivalent R/3 Values for CUFS Values-ZFMP

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ACCOUNTS PAYABLE

Accounts Payable Invoice Exception Workflows

View the Whole Document (1.7MB)
Last Revised: April 2007
  • Purchase Order Value Exceed Limits Price Block
  • Value Exceeds Limit Workflow
  • Quantity Block Workflow
  • Item Not on Purchase Order Workflow
  • Appendices for Workflows

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Accounts Payable Unpaid Invoice Report

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Last Revised: July 2018
  • Overview of the Accounts Payable Unpaid Invoice Report
  • Key Points to Remember
  • Executing the Report
  • Report Layout

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ACCOUNTS RECEIVABLE

Accounts Receivable Process for Sponsored Research

View the Whole Document (1.4MB)
Last Revised: January 12, 2024
  1. SAP Accounts Receivable Process
  2. Sponsor Programs Accounts Receivable One Line Summary Report (ZF109AR)
    • Overview and Key Points
    • Access the Report and Select the Basic Criteria
    • Review and Analyze the Report Data
    • Freeze the Columns for Horizontal Scrolling
    • Sort and Subtotal by the Parent Column
    • Drill-Down to View More Details for One WBS Element (Project)
    • Drill-Down to View A/R Specific Details for One WBS Element (Project)
    • View the Attached Image of a Sponsor’s Invoice from a Document Type YI or DR
    • Exit the Report When Ready
  3. A/R - Aged Debt Report (ZFAR003)
    • Overview of the A/R – Aged Debt Report
    • Access the Report and Select the Basic Criteria
    • Review and Analyze the A/R – Aged Debt Report
    • Freeze the Columns for Horizontal Scrolling
    • Exit the Report When Ready
  4. Customer Line Item Display (FBL5N)
    • Overview of the Customer Line Item Display Transaction
    • Access the Report and Select the Basic Criteria
    • Add Extra Fields to the Selection (Like WBS Element/ Project)
    • Review and Analyze the Results
    • View Extra Text Notes Added to Invoices with Collection Codes
    • View How Payments Were Applied to Invoices
    • View Additional Data from the Drill-down to a Document
    • Export the List of Customer Line Items
    • Use Other Functions in the Report
    • Exit the Report When Ready
  5. Appendix
    • Collection Codes Related to Accounts Receivable

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BUSINESS WAREHOUSE

SAP Business Warehouse: Analysis for Microsoft Excel User Guide for Duke University

View Overview of 2019 Upgrade to Analysis for Office - Business Warehouse - Recorded Video 
View the Whole Document
Last Revised: 10/21/2019
  1. About SAP Business Intelligence Warehouse (BW) and Analysis for Microsoft Excel at Duke
  2. Launching Analysis for Microsoft Excel
    • First-Time Use ONLY: Configure Analysis to Use the Netweaver Platform
  3. Creating Workbooks in Excel from Existing Queries​​​​​
    • Locate and Select an Existing Query
    • Enter Prompts to Select Values for the Query
    • Add Lines to Select Multiple Values for Prompts Like BFR Codes / Org. Units (Based on Query Used)
    • Check Prompts to Ensure Values Entered Are Valid Before Executing the Query
    • Save a Variant of Prompts for Future Use to Populate Selection Values
    • Use a Variant for Prompts to Populate Selection Values and Save Keystrokes
    • Update and Overwrite a Variant for Prompts
    • Execute the Query
    • Review the Query Results
  4. Saving a Workbook in Excel or SAP BW
    • Save the Formatted Query as an Excel Workbook (Local Network)
    • Save a Formatted Query to a Workbook on the SAP BW Platform / Server
  5. Opening and Refreshing a Workbook
    • Open a Workbook Saved to the SAP BW Platform
    • Important Points About Refreshing Embedded Data Sources in Workbooks
    • Refresh a Workbook and Update Selection Values Using Prompts
    • Merge Prompts to See All Variables in the Prompt Dialog Box if Multiple Queries Are Embedded
    • Refresh a Workbook Containing One Single Embedded Data Source (Query)
    • Refresh a Workbook Containing Multiple Embedded Data Sources (Queries)
  6. Using the Analysis and Analysis Design Toolbars and Buttons
    • Use Toolbar and Button Functions in General
    • Most Commonly Used Functions in Analysis and Analysis Design
  7. Using the Design Panel to Analyze and Format Data
    • Display and Hide the Design Panel
    • Move or Size the Design Panel within Microsoft Excel
    • Use the Analysis Tab in the Design Panel
    • Show the Properties View in the Analysis Tab of the Design Panel
    • Show the Technical Names in the Analysis Tab of the Design Panel
    • Use the Information Tab in the Design Panel
    • Use the Components Tab in the Design Panel
  8. Using Context Menu (Right Click) Functions
  9. Undo and Redo
  10. Expand, Remove, or Add Hierarchy (BFR) Levels
    • Expand the Hierarchy to See All Levels and Duke Cost Objects
    • Remove a Hierarchy (BFR) to Display a Flat Presentation by Cost Object Using the Design Panel and Sort Numerically
    • Remove a Hierarchy (BFR) to Display a Flat Presentation by Cost Object Using the Hierarchy Button
    • Activate a Hierarchy
    • Add a Hierarchy to an Embedded Query That Did Not Have a Hierarchy Originally
  11. Change Properties for Key and Text (Eliminate Technical Descriptions), Sort, and Totals
    • Eliminate the Technical Description Using Key and Text Properties
    • Sort Using Right Click or Sort Button on Analysis Toolbar
    • Sort Using Properties View in the Design Pane
    • Suppress Rows or Columns that Contain a Zero Amount
    • Show or Hide a Total Column or Row if Not Displayed
    • Move the Placement of the Total Columns or Rows
  12. Drag and Drop to Add or Remove Drill-Down
    • Add or Remove Drill-Down in Rows Such as Adding Commitment Items (G/L Accounts) Down the Results
    • Add or Remove Drill-Down in Columns Such as Adding Amounts by Posting Periods Across the Results
  13. Drag and Drop to Swap the View of Results
    • Swap the View of the Results Such as from Duke Cost Object to Commitment Item (G/L Account)
    • Swap the View and Add Drilldown of the Results
  14. Filter by Members
    • Filter and Drill-Down on a Member Displayed in the Results Such as to Filter to a Single Cost Object or Lower Level BFR Code
    • Filter and Drill-Down on a Member Not Displayed in the Results Such as to Filter by One or More Fund Groups
    • Copy and Paste Values from the Clipboard into Filter by Members
    • Import and Paste Values from a File into Filter by Members
    • Insert a Filter for Quick Data Filtering
  15. Filter by Measures
    • Filter and Drill-Down on a Measure in the Results Such as an Amount or Balance
  16. Other Functions
    • Insert Info Fields About What’s Included in the Workbook (Data Source Name, Last Data Update, Etc.)
    • Display or Suppress Repeated Members in Rows
    • Insert a New Line
    • Smart Copy
    • Grouping Crosstabs if More Than One Data Source is Inserted in a Workbook
    • Linking Dimensions if More Than One Data Source is Inserted in the Workbook
    • Reset Data Source
  17. Deleting a Query from a Workbook
  18. Review Messages: (Information, Warning, and Error)
  19. Troubleshooting Analysis for Office
    • Context Menu or Display Design Panel Not Showing Analysis Options
    • Excel Ends Abruptly or Is Terminated
    • Performance Issues When Filtering (Too Many Members Displayed, Size Limit of Results Set Exceeded, or Out of Memory)
    • Update the Default Size Limit for Returned Values
    • Change the Access Mode for Issues Around Filtering by Members
  20. Appendices
    • Appendix A: Table for When a Rest of the Data Source Is Needed

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Introduction to Business Warehouse Guide (v7.0) for Duke University (Company Code 0010)

View the Whole Document (3.3MB)
Last Revised: 08/17/2017
  1. About SAP Business Warehouse (BW) at Duke
  2. Logging Into SAP BW
  3. The BEx Analyzer v7.0 Toolbar
  4. BW Terms and Definitions
  5. Using an Existing Query – Fund Trial Balance (FTB)
    • Locate and Select the Fund Trial Balance Query using InfoAreas
    • Use the Find Function to Locate a Query
    • Enter or Choose Selection Criteria for the Fund Trial Balance Query
    • Check the Selection Values Entered Before Executing the Query
    • Save a Variant of the Selection Values to Use Later and Save Steps
    • Use or Get a Saved Variant of the Selection Values
    • Execute the Query and Review the Results
  6. Saving a Single Formatted Query to a Workbook
    • Saving the Formatted Query Results to a Workbook in BW for Future Use
    • Tips for Saving the Formatted Query as an Excel Workbook (Local Network)
  7. Opening a Workbook in BW to Access the Saved Query at a Later Date
    • Change the Variable Values
    • Refresh a Workbook Containing One Single Embedded Query
  8. Basic Context Menu (Right Click) Functions for Queries and Workbooks
    • Overview of Basic Functions
    • Undo an Action or Go Back One Navigation Step to Prior Results
    • Eliminate the Technical Description of the Duke Cost Object
    • Expand the Hierarchy to See All Levels and Duke Cost Objects
    • Deactivate a Hierarchy to Display a Straight List of Duke Cost Objects
    • Filter and Drill Down – Example: Filter on One Cost Object and Drill Down By Commitment Item (G/L Acct.)
    • Add Drill Down According To - Example: Add Drill Down According To Commitment Item (G/L Account)
    • Swap the View of the Results – Example: Swap Duke Cost Object With Commitment Item (G/L Account)
    • Query Properties: Suppress Rows or Columns that Contain a Zero Amount
    • Query Properties: Add a Total (Results) Row if Not Displayed
    • Query Properties: Move the Placement of the Grand Total Row
    • Query Properties: Display or Hide Columns
    • Query Properties: Suppress Repeated Values
  9. Filter Button Functions Including Drag and Drop
    • Overview of Filter Button Functions
    • Filter by BFR Code/Org. Unit from a Higher Level of Hierarchy via the Filter Button
    • Display Balances by Period Across the Report via the Filter Button
    • Using Drag and Drop to Perform the Swap Function via the Filter Button
    • Using Drag and Drop to Add a Drill Down via the Filter Button
    • Disable the Drag and Drop Function of the Filter Button if Preferred
  10. Design Mode Toolbar: Setting Options for Queries and Workbooks
    • Overview and Tips for Using the Design Mode Toolbar (Top Row)
    • Deselect Autofit to Prevent Column Sizes from Adjusting to the Default Width
    • Workbook Settings: General Options
    • Workbook Settings for Variables Values
  11. Advanced Functions for Queries and Workbooks
    • Multiple Selection and Importing of Variable Values to a Selection Screen for a Query
    • Refresh a Workbook Containing Multiple Embedded Queries
    • Copy a Query to a Worksheet using the Copy Sheet Function (Replaces Copy Query in Older Versions)
  12. List of Commonly Used Queries 

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Advanced User's Atlas of Information Available in Business Warehouse Using Analysis for Office (AFO)

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Spreadsheet Summary of Important Financial, Materials Management, and HR/Payroll Business Warehouse Queries

View the Excel Spreadsheet

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ECRT

Guide for Effort Coordinators

View the Whole Document (4MB)
Last Revised: August 2018
  1. Introduction to ECRT
    • To access ECRT via Duke@Work
    • To exit ECRT and Logout
  2. Certification Overview
    • Certification Overview – Base Effort
    • Certification Overview – Base and Supplemental Effort
  3. Processing the Effort Statement
    • To access the Effort Statement via ECRT Home Page
    • To review and process a Base Effort Statement
    • To Re-open the Effort Statement for Recertification
  4. Searching for Certifiers
  5. Processing Salary Cost Transfers via iForms
    • To Create a Cost Transfer Worksheet
  6. Processing Payroll Reconciliation Tasks
    • To access the Payroll Adjustment via Manage Effort Tasks
  7. Managing Secondary Effort Coordinators
    • To access the Org. Code via the Org Code Dashboard
    • To control Secondary Effort Coordinator’s Access
  8. Managing Effort Certification
    • To determine if Faculty or Exempt Staff qualify as a Certifier
    • To monitor the Certification Status in ECRT
    • To review the Certifiers for an Org. Code
    • To place a Certifier on hold
    • To assign a Proxy to a Certifier
    • To assign “Override” right to another Org. Code’s Primary Effort Coordinator
  9. Reviewing ECRT Reports
    • To access the ECRT reports via the Home Screen
    • To execute the Payroll Report
    • To execute the Certifier Payroll Summary Report
    • To execute the Certification Status Report
    • To execute the Certification Status Summary Report
    • To execute the Effort Task Listing Report
    • To execute the Payroll Adjustment Reconciliation Report
  10. Reviewing the Email Notifications
    • To understand Quarterly Notices and Email Notifications

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Effort Supporting DUHS (ES-DUHS) Guide for Effort Coordinators

View the Whole Document (1.4MB)
Last Revised: February 2017
  1. Introduction to ECRT
  2. Overview of Effort Supporting Duke University Health System (ES-DUHS)
    • General Introduction of ES-DUHS in ECRT
    • Overview of the ES-DUHS Process in ECRT
      • Quarterly Certification
      • Logic Checks
      • Annual Effort Certification
    • Steps done by Faculty for the ES-DUHS quarterly certification
  3. Processing the ES-DUHS Statement
    • To pre-fill the ES-DUHS effort statement for your Faculty
      • To process the ES-DUHS quarterly confirmation
      • To process the ES-DUHS annual confirmation
    • Reviewing ECRT Reports for ES-DUHS
      • To access the ECRT reports
      • To review the Clinical Activity Hours Validation Quarterly Report
      • To review the Clinical Activity Hours Validation Yearly Report
      • To review the Medicare Incomplete Report

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FINANCIALS

Manual Journal Entry (FV50) Overview

Last Revised: May 2023
View Session Recording
View Session Presentation

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ENDOWMENT REPORTS

Endowment Reporting Guide

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Last Revised: January 2011
  1. Accessing the Endowment Reports
  2. Tips for Selecting Criteria for the Endowment Reports
  3. Book Value Rollforward (Long Term Pool Participant Activity)
  4. Endowment Report (Long Term Pool Participant Balances & Projected Distribution)
  5. Other Report Functions

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HR/PAYROLL

Payroll Activity Detail - Multiperiod (ZH333)

View the Whole Document (166KB)
Last Revised: February 2013

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Biweekly Overtime Report (ZH409)

View the Whole Document (36KB)
Last Revised: February 2007

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Duke University Salary Setting - Duke@Work (Compensation Tab)

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Last Revised: April 2018

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Faculty Institutional Base Salary Administration - SOM/SON - Duke@Work (Compensation Tab)

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Last Revised: April 2022

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Duke University Health System Salary Setting – Duke@Work (DUHS Compensatory Tab)

View the Whole Document (501kb)
Last Revised: August 2017

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DUHS Position Management Guide (ZH219)

View the Whole Document (299KB)
Last Revised: May 2022

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GRANTS MANAGEMENT

Projection and Reporting Tools Guide for Grants Managers and Business Managers

View the Whole Document (2.2MB)
Last Revised: 06/25/2020
  1. About the Projection and Reporting Tool 
  2. Access the Projection and Reporting Tool
  3. Modify Project Tool Dates
  4. Non-Salary Projection Calculation
  5. Aggregate Summary Report for Grant Managers
  6. Aggregate Summary Parent Rollup Report for Grant Managers
  7. Single Fund Code Detail Projection Report
  8. Salary Distributions for PI Projects 
  9. Effort Gap Reports
  10. Business Managers - Aggregate Summary Report
  11. Business Manager - Detail Report
  12. Reporting Functions Available in the Tool 

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Grants Management Guide

View the Whole Document (7.2MB)
Last Revised: July 2021
  1. Accessing the Grants Management Tab
  2. Sponsored Research Reports
    • CAS Compliance Reports
      • CAS Non-Compliance Flags
      • Drill-Down Function
      • Downloading the CAS Compliance Report to Excel
      • Resources
    • Projects Approaching End Date Report
      • Drill-Down Function to the Project Obligations Report
      • Updating Results with New Selection Criteria
      • Sorting and Filtering the Results
      • Exporting the Results
    • Project Obligations Report
      • Exporting the Results
    • Workflow Status Report by Cost Object
      • To Filter the Report by Type of Transaction
      • To Send an Email to the Person Who is Currently Able to Approve the Transaction
      • To Use Other Features of the Tool Bar
    • Workflow Status Report
      • To Filter the Report by Type of Transaction
      • To Send an Email to the Person Who is Currently Able to Approve the Transaction
      • To Use Other Features of the Tool Bar
  3. MyResearch Reports for Grant Managers
  4. Effort and Payroll Tools and Reports

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PO Commitment Report and Tool Guide

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Last Revised: April 2018
  1. About the PO Commitment Report and Tool
  2. Accessing the Report and Tool
  3. Selecting Criteria for the Report and Tool
  4. Analyzing the Summary Results
  5. Customizing and Using Your Own View of the Summary Results
  6. Drilling Down to Individual WBS Elements and Using Tabs
  7. Closing PO Commitments Using the Eligible for Automatic Close (#) Tab

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Grants Master Data Maintenance Guide for Departmental Administrators

View the Whole Document (827kB)
Last Revised: June 2016
  1. Overview of the Tool
  2. Accessing the Tool
  3. Using the Tool
  4. Sorting Data Within a Column
  5. Exporting to Excel
  6. Using the Mass Change Tool function

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Grant Managers: Grants Master Data Maintenance

View the Whole Document (338KB)
Last Revised: June 2016
  1. View Guide

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FINANCE MASTER DATA ASSIGNMENTS

Cost Center Master Data Maintenance Guide for Departmental Administrators

View the Whole Document (654kB)
Last Revised: August 2013
  1. Overview of the Tool
  2. Accessing the Tool
  3. Using the Tool
  4. Sorting Data Within a Column
  5. Exporting to Excel
  6. Using the Mass Change Tool function

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Mass Change of Finance Master Data Assignments for Cost Centers and Grants

View the Whole Document (211KB)
Last Revised: August 2013

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Report Listing of Master Data Field Assignments for Cost Centers and WBS Elements

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Last Revised: August 2013

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WORKFLOW

iForms Workflow Status Report

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Last Revised: October 2015

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iForms Workflow Status by Cost Object Report
View the Whole Document (451KB)
Last Revised: October 2015

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Workflow Status Report
View the Whole Document (548KB)
Last Revised: July 2017

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Workflow Status by Cost Object Report
View the Whole Document (790KB)
Last Revised: October 2015

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PURCHASING

Buy@Duke 

View the Whole Document
Last Revised: February 2024
  1. Overview of Buy@Duke
  2. To Access Buy@Duke
  3. Setting Personalizations - Defaults, Attributes, and Team Members
  4. Shopping for Goods and Services
  5. Functions to Refine Carts
  6. Working with Completed Carts
  7. ​​​​​Goods Receipt and Return
  8. Submitting Carts
  9. Frequently Asked Questions - Quick Reference Steps
  10. Appendices

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Health System Purchasing: Requisition Processing (ME51N)

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Last Revised: August 2023
  1. Setting Default Values
  2. Create a Purchase Requisition for Items in Material Master: ME51N
  3. Create a Purchase Requisition for Items Not in Material Master: ME51N
  4. Creating a Personal Values List
  5. Copy a Purchase Requisition: ME51N
  6. Display a Purchase Requisition: ME53N
  7. Change a Purchase Requisition: ME52N
  8. List Display of Purchase Requisitions by Account Assignment Cost Center: ME5K
  9. Create a Purchase Requisition for Items Assigned to Multiple Cost Centers
  10. Display a Purchase Order Using a Purchase Order Number: ME23N
  11. Individual Release of a Purchase Requisition: ME54
  12. Collective Release of Purchase Requisitions

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Health System Purchasing: ZM10 Single Point of Entry for Ordering

View the Whole Document (288kb)
Last Revised: February 2018
  1. View Guide

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Health System Purchasing: ZMOG Materials Ordering Guide

View the Whole Document (585kb)
Last Revised: February 2018
  1. View Guide

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Accessing Corporate Card Transaction Reports

View the Whole Document (762KB)
Last Revised: May 2016
  1. View Guide

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REPORTING

Advanced Reporting Functions

View the Whole Document (687KB)
Last Revised: August 2016
See Related Course Description
  1. Buttons to Functions Quick Reference
  2. Further Selection Criteria (Dynamic Selections)
    • General Steps
    • Select By Org. Unit / BFR Code for University Project Reports
    • Select By Period for Line Item Reports
  3. Multiple Selections of Cost Objects
    • Multiple Selections: Basic Function
    • Multiple Selections: Import Cost Objects from Excel into Fields
  4. Selection Screen Variants
    • Save Variant
    • Get Variant
    • Change / Overwrite Variant
    • Delete Variant
  5. Process/Execute a Report in Background
    • Process Report in Background without Automatically Printing
    • Check Status of Background Job and View Report Output
    • Process Report in Background to Automatically Print at a Later Date
  6. Sort
    • Sort Order
    • Cancel
  7. Navigation of Cost Objects within a Cost Element Report
  8. Filter
    • Set Filter
    • Delete Filter
  9. Subtotal (Line Item Reports Only)
    • Subtotal Set
    • Subtotal Reset
  10. Column Settings (Line Item Reports Only)
    • Optimize Width
    • Column Width
    • Freeze/Unfreeze
  11. Layout (Line Item Reports Only)
    • Choose a Layout
    • Change a Layout
    • Save a Layout
    • Whom to Contact to Delete a Layout
  12. Other Reporting Tools Available
    • Display User Information and Status via USER ID (ZTCD)
    • Find and Find Next
    • View Who Receives Supporting Documentation for SAP Reports (ZF102V)

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Asset Management Reporting Guide

View the Whole Document (635KB)
Last Revised: June 2006
  1. Transaction Code Quick Reference
  2. Display Asset
  3. Asset Balance Report
  4. End User Asset Inventory Report
  5. Posted Depreciation Related To Cost Center Report (Health System Only)
  6. Asset History Report
  7. Printing A Report
  8. Exporting A Report To Excel

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