Step-By-Step Instructions
Step by Step instructions for using SAP are available below. A list of the major topics covered in the Step by Step instructions is below.
All of the Step by Step instructions are PDF documents. If you do not have PDF reader already installed on your computer, please consult with your department's computer support staff.
Duke Basics Guide
- Logging Into R/3
- The SAP R/3 Window
- Navigating R/3 Using the User Menu
- Transaction Codes
- How Can I Find the Transaction Code for a Particular Transaction?
- How Do I Use a Transaction Code?
- Command Codes
- Multiple Sessions
- Messages
- Changing Messages to Display in Dialog Boxes
- What are the Message Types
- 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?
- Displaying Technical Names
- The Favorites Folder
- Logging Off of R/3
- 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
- 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?
- 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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Accounts Payable Invoice Exception Workflows
- 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 Receivable Process for Sponsored Research
- SAP Accounts Receivable Process
- Sponsor Programs Accounts Receivable One Line Summary Report (ZF109AR)
- A/R - Aged Debt Report (ZFAR003)
- Appendix
- Collection Codes related to Accounts Receivable
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Introduction to Business Warehouse Guide for Duke University (Company Code 0010)
- About SAP Business Warehouse (BW) at Duke
- Logging Into SAP BW
- The BEx Toolbar Functions
- BW Terms and Definitions
- Using an Existing Query – Fund Trial Balance (FTB)
- To locate and select the Fund Trial Balance query
- To enter or chose selection criteria for the Fund Trial Balance query
- To check the selection values entered before executing the query
- To save variant of the selection values to use later and save steps
- To use or get a saved variant of the selection values
- To execute the query once all selections are made and review the results
- Saving a Formatted Query into a Workbook in the Favorites Folder
- To save the formatted query results for into a new workbook for use in the future
- To save the formatted query results for into an existing workbook
- Opening a Workbook and Accessing a Saved Query at a Later Date
- Other Navigation Tools for Queries
- To navigate between BW/BEx and other applications using Alt + Tab Keys
- To undo an action performed or go back to prior results
- To prevent column sizes from adjusting to the default width
- To eliminate the technical description of the Duke Cost Object
- To expand the hierarchy and see all levels and cost objects
- To view the hierarchy as a straight list of Duke Cost Objects
- To filter and drill-down on one Cost Object by Commitment Item
- To add the drill-down for Commitment Item to all Duke Cost Objects displayed
- To swap the view from Duke Cost Object to Commitment Item (G/L Account)
- To drill-down and further analyze a specific Commitment Item (G/L Account)
- To display balances by period across the report
- To add a Total (results) row in a query if not displayed
- To move the placement of the Grand Total row in a query
- To suppress rows or columns that contain a zero amount
- List of Commonly Used Queries
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Basic Guide for Effort Coordinators
- Introduction to ECRT
- To access ECRT via Duke@WORK
- To allow Pop-up Windows from the Duke@WORK Website
- To exit ECRT and Logout
- Certification Overview
- To certify effort on the Base Effort Card
- To certify effort on the Supplemental Pay Card
- To legally attest to the certification on the Certification Attestation Effort page
- Processing the Effort Card
- To access the Effort Card via Manage Effort Tasks
- To review and process the Base Effort
- To review and process the Supplemental Effort
- To view a processed (complete) Supplemental Pay Card
- To re-open the Effort Card for Recertification
- Processing Salary Cost Transfers via iForms
- To access iForms via Duke@WORK
- To find the Certifier for the Salary Cost Transfer
- To process the iForm for the Salary Cost Transfer
- Processing Payroll Reconciliation Tasks
- To access the Payroll Adjustment via Mange Effort Tasks
- To review the Payroll Adjustment and Post it
- Managing Secondary Effort Coordinators
- To access the Org. Code (BFR Code) via the Org Code Dashboard
- To restrict the Secondary Effort Coordinator's access to specific Certifiers
- To assign "Override" rights to a Secondary Effort Coordinator
- Managing Effort Certification
- To determine if Faculty or Monthly Staff qualify as a Certifier
- To understand Quarterly Notices and Email Notifications
- To monitor the Certification Status in ECRT
- To review the Certifiers for an Org. Code
- To review the CC/WBSE(s) within this 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
- Reviewing ECRT Reports
- To access the ECRT reports via the Base Effort Card
- To access the ECRT reports via View Reports page
- To execute the Certification Payroll Report
- To execute the Certifier Payroll Summary Report
- To execute the Certifier Payroll Summary Report
- To execute the Certification Status Report
- To execute the Org. Code CC / WBSE Report
- To execute the Payroll Adjustment Reconciliation Report
- To execute the IQ Tool reports
- Reviewing the Email Notifications
- Quarterly Notice Review
- Pre-Review Period
- Proxy Certifier
- Effort Certification Period Has Begun
- Certifiers Auto Processed by the Effort System
- Reminder 1 (5 days prior)
- Reminder 2 (one day overdue)
- Reminder 3 (five days overdue)
- Return Effort Card Unprocessed to Certifier
- Open Effort Card(s) for Recertification
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Total Professional Effort (TPE) Guide for Effort Coordinators
- Introduction to ECRT
- To access ECRT via Duke@WORK
- To allow Pop-up Windows from the Duke@WORK Website
- To exit ECRT and Logout
- Reviewing and Approving Total Professional Effort (TPE)
- Overview of Total Professional Effort in ECRT
- To review the TPE from the Faculty’s Effort Card
- To create or confirm the TPE for absent Faculty
- To review and approve the TPE for Faculty
- Reviewing the Total Professional Effort (TPE) Report
- To access the TPE Report
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Effort Supporting DUHS (ES-DUHS) Guide for Effort Coordinators
- Introduction to ECRT
- To access ECRT via Duke@WORK
- To allow Pop-up Windows from the DUKE@Work Website (via Internet Explorer)
- To exit ECRT and Logout
- 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
- Processing the ES-DUHS Card
- To pre-fill the ES-DUHS effort card 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 via IQ Tool in the ECRT Home Page
- To review the Medicare Hours Validation Quarterly Report
- To review the Medicare Hours Validation Yearly Report
- To review the Medicare Incomplete Data Report
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Journal Entry Basics Guide
- Transaction Code Quick Reference
- Overview Of The Journal Entry Process
- Set User Preferences via Editing Options
- Initiate And Complete A Journal Entry Document Via Park Document (Document Types SA or ZB)
- Initiate And Complete A Non-Salary Cost Transfer Journal Entry (Document Type ZJ)
- Monitor the Status of Completed Journal Entries via the Initiator’s SAP Outbox
- Display A Parked Document (Individual Or Via List)
- Change A Parked Document
- Attach A File (Word, Excel) Via Change Parked Document
- Delete a Parked Document
- Approve or Reject a Completed Document via the Approver’s SAP Inbox
- Process a Rejected Journal Entry via the Initiator’s SAP Inbox
- Create, Change, and View Attachments via the SAP Inbox
- Display a Posted Journal Entry Document
- Change a Posted Journal Entry
- Reports to Track Journal Entries in the JV Workflow Process
- Overview of Journal Entry Advanced Guide
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Journal Entry Advanced Guide
- Transaction Code Quick Reference
- Overview of Journal Entry Advanced Guide
- Initiate a Journal Entry from the Excel JV Upload (ZF104)
- Initiate and Complete an Accrual or Deferral via Park Document (Document Type ZB)
- Create an Account Assignment Model
- Use an Account Assignment Model to Initiate a Journal Entry
- Change or Delete an Account Assignment Model
- Display Changes to a Parked Document
- Send a Copy of a Journal Entry to Other Users
- Forward a Completed Document to Another Approver
- Display Changes to a Posted Journal Entry
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Reconciliation and Documents Guide
- Reconciliation of Financial Transactions
- Importance of Financial Transaction Reconciliations
- Performing a Reconciliation
- Documentation
- Compensation Expenses (Payroll)
- Grants & Contracts Distinctions
- Responsibilities and Record Retention
- R/3 Documents
- R/3 Document Type List (FI)
- Other R/3 Documents (CO, PS)
- The Most Common Document Types In More Detail
- Displaying Documents via Report Drill Down
- Before drilling down on an item from a line item report
- To drill-down on a report line item
- The stages of drill-down on a report
- Displaying an R/3 (FI) Document – FB03
- To print a copy of a document (from Document Overview – Display screen)
- To view or print the extra text (note) for applicable documents
- Journal Entry (SA, ZJ, ZB, AB, & ZZ)
- Key pieces of information
- To view details about a particular journal entry line item
- To view the extra text (audit documentation) if applicable
- To see header information about the entire accounting document
- To display any attached files (Word, Excel, etc.)
- To display an overview of the Workflow approvals from a posted document
- Vendor Invoice - Does NOT Reference PO (KN & YD)
- Key pieces of information
- To see if the document is the original or a supporting document
- To view header information for the entire document
- To see if a check was issued and view the payment information
- To view the scanned invoice attachment
- Invoice - References PO (RN, RE, KG, YM, ZN, ZS, ZC, & ZU)
- Key pieces of information
- To see if the document is the original or a supporting document
- To see if a check was issued and view the payment information
- To view the scanned invoice attachment
- To view the referencing Purchase order for an Invoice item
- AP Check Request /Tuition Grant (ZT & ZQ)
- Key pieces of information
- To see if a check was issued and display the payment information
- To view the scanned invoice attachment
- Research for Invoices/Check Payments
- To see if a check was issued and view the payment information
- To view the scanned invoice attachment
- Supplement for MAC users on AP Invoice images and various web browsers
- To see if an invoice has been paid using the Purchase Order number
- To see if an invoice has been paid using the vendor's invoice number
- Travel Accounting: Employees & Students on Payroll (YT)
- Key pieces of information
- To see if a check was issued and display the payment information
- To view header information for the entire document from any screen
- Other Travel Payments (YU)
- Key pieces of information
- To see if a check was issued and display the payment information
- To view header information for the entire document
- Experimental Subject Payments (ZK)
- Key pieces of information
- To see if a check was issued and display the payment information
- To view header information for the entire document
- Accounts Receivable Invoices Sent to Sponsors for Sponsored Research (YI, DR, DG, and DZ)
- To view a copy of the invoice sent to the Sponsor (YI or DR)
- Purchase Order
- To display a Purchase Order (document number is known)
- To display a list of Purchase Orders (document number not known)
- To display a Purchase Order from an Invoice document referencing a PO
- To display a Purchase Order from a Commitment on a report
- Key pieces of information for each line item
- To find who (in Procurement Services) created the Purchase Order
- To see the Purchase Order history (Goods Receipt or Invoice documents)
- To see the accounts charged, delivery location, and goods recipient
- To see the vendor address/phone information
- To view the referencing Purchase Requisition, if applicable
- Purchase Requisition
- To display a Purchase Requisition (document number is known)
- To display a list of Purchase Requisitions (document number not known)
- To display a Purchase Requisition from a referencing Purchase Order
- To display a Purchase Requisition from a Commitment on a report
- Key pieces of information
- To view the details of a line item, like the price per item
- To see if this line item is subject to release
- To find who (in a department) created the Purchase Requisition
- To see the accounts charged, delivery location, and goods recipient
- Material Document (WA & WE)
- Key pieces of information
- To view the detailed expenses by Cost Center
- Internal Orders (Work Orders)
- Internal Order Actual/Plan/Variance Report
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Projection and Reporting Tool Guide
- Access the Projection and Reporting Tool
- Non-Salary Projection Calculation
- Aggregate Summary Report for Grant Managers
- To execute and review the report
- To use the basic functions on this report
- Single Fund Code Detail Projection Report
- To execute and review the report
- To use the Salary Adjustments function
- To use the Non-Salary Adjustments function
- Business Managers - Aggregate Summary Report
- To execute and review the report
- Business Manager - Detail Report
- To execute and review the report
- To display the Salary Adjustments
- To display the Non-Salary Adjustments
- Effort Gap Reports
- To execute and review the report
- Reporting Functions
- To export the report to Excel
- To print the report
- To adjust the display options for the report
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Grants Management Guide for MyResearch Reports
- Accessing the MyResearch Reports
- Tips for Selecting Criteria for the MyResearch Reports
- Financial Summary Report
- Summary Awards Statement
- Summary Fund Balance Statement
- Transaction Statement
- Project Summary Report
- Personnel Report
- Sponsor Required Final Financial Report Status
- PI Current Effort Distribution Report
- Accounting View of Payroll
- Other Report Functions
- To understand the report functions available (general steps)
- To change the view presented via the "Swap with..." function
- To filter or refresh (select new criteria for) a report
- To change the sort of a particular column on a report
- To undo steps or functions performed using the Back function on a report
- To export a report
- To print a report
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Grants Management Guide for ARRA Reporting Tools
- Accessing the ARRA Reporting Tools
- Using the ARRA Report Tool
- To execute the report
- To review and understand the report results
- To enter the Award Description and Project Description
- To enter the Project Status
- To approve and promote all Fund Codes to the next level of reivew
- To return and demote all Fund Codes to a lower level of reivew
- Using the ARRA Calculated FTEs Report
- To execute the report
- To review and understand the report results
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Buy@Duke
- Overview of Buy@Duke
- To Access Buy@Duke
- Steps for the Shopper
- Shopper: Setting Defaults, Attributes, and Team Members
- Shopper: Creating a Shopping Cart
- Shopper: Selecting Items from Hosted Catalogs
- Shopper: Selecting Items from Punch-Out (Supplier) Catalogs
- Shopper: Selecting Non-Catalog (Text) Items
- Shopper: Adding or Changing Financial Information
- Shopper: Creating a Confirming Order (Pay Invoice)
- Shopper: Creating a Personal Values List
- Shopper: Checking the Status of Carts
- Shopper: Entering Goods Receipt Status, Single Cart Search
- Steps for Submitters
- Submitter: Submitting Team Carts
- Steps for the Approver
- Advanced Functions
- Appendices
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Requisition Processing
View the Whole Document (1.6MB)
Last Revised: May 2004
- Quick Reference: Transaction Codes
- Quick Reference: Setting Your Plant
View the Whole Document (1.6MB)Last Revised: May 2004
- Quick Reference: Transaction Codes
- Quick Reference: Setting Your Plant
- Create a Requisition without a Material Master (ME51)
- Create a Requisition with a Material Master (ME51)
- Copy a Requisition (ME51)
- Display a Purchase Requisition (ME53)
- Change a Purchase Requisition (ME52)
- List Display of Purchase Requisitions by Account Assignment: Cost Center (ME5K)
- Create a Purchase Requisition for Items Assigned to Multiple Cost Centers (ME51)
- Display a Purchase Order Using A Requisition Number (ME53)
- Display a Purchase Order Using a P.O. Number (ME23)
- Individual Release of a Purchase Requisition (ME54)
- Collective Release of Purchase Requisitions (ME55)
- Single Point of Entry/Stat and Resupply (ZM10)
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Advanced Requisition Processing
- Look up a Vendor-MK03
- Purchase Order Display by Vendor-ME2L
- Create a Duke Materials Ordering Guide-ZMOG
- Release Strategy
- Purchasing Group - Approval and Criteria-CT11
- Goods Receipt-MB01
- Goods Return-MB01
- Materials Management Reporting
- Reporting - List Display Purchase Orders-ME2K
- Reporting - ZFR1 Tree
- Printing a Report
- Exporting a Report
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Advanced Reporting Functions
- Buttons to Functions Quick Reference
- Further Selection Criteria (Dynamic Selections)
- General Steps
- Select By Org. Unit / BFR Code for University Project Reports
- Select By Period for Line Item Reports
- Multiple Selections of Cost Objects
- Selection Screen Variants
- Save Variant
- Get Variant
- Change / Overwrite Variant
- Delete Variant
- 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
- Sort
- Sort Order
- Cancel
- Navigation of Cost Objects within a Cost Element Report
- Filter
- Set Filter
- Delete Filter
- Subtotal (Line Item Reports Only)
- Subtotal Set
- Subtotal Reset
- Column Settings (Line Item Reports Only)
- Optimize Width
- Column Width
- Freeze/Unfreeze
- Layout (Line Item Reports Only)
- Choose a Layout
- Change a Layout
- Save a Layout
- Whom to Contact to Delete a Layout
- Other Reporting Tools Available
- Display User Information and Status via USER ID (ZTCD)
- Find and Find Next
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Advanced Sponsored Projects Reporting
- Advanced Options - Project Definition Overview List (ZFR1AM)
- Overview of the Project Definition Overview List
- Review: Accessing the List and Selecting the Basic Criteria
- Using the Projectlist Variant to Select the List by Other Available Spon. Proj. Fields
- Using the Projectlist Variant to Select a List of Parent Codes for a BFR Code or Grant Manager
- Saving and Using Your Own Selection Screen Variant for Future Use
- Changing the Layout of the Project List Once Displayed
- Sorting the List by Project End Date to Identify Projects to be Closed
- Exporting the Project List to Excel
- Exiting the Project List When Ready
- Advanced Options - Project/WBS: Inception to Date w/Plan (ZFR1E)
- Overview of the Project Inception to Date (ITD) Report
- Review: Accessing the Project ITD Report and Selecting the Basic Criteria
- Selecting the Report by Project Begin and End Dates
- Selecting the Report by SPS Number to Help Find Newly Created Projects
- Selecting the Report for Projects Needing CAS Non-Payroll Forms
- Selecting the Report for Projects Needing CAS Payroll Forms
- Selecting the Report To Review Expenses on Questionable G/L Accounts
- Departmental Summary Indirect Cost Recovery (ZF111)
- Overview of the Departmental Summary of Indirect Cost Recovery
- Accessing the Report and Selecting the Basic Criteria
- Analyzing the Data in the Report
- Non-Salary Cost Transfer Detail Report (ZF420)
- Overview of the NSCT (Non-Salary Cost Transfer) Detail Report
- Accessing the Report and Selecting the Basic Criteria
- Analyzing the Data in the Report
- Non-Salary Cost Transfer Trend Report (ZF421)
- Overview of the Non-Salary Cost Transfer (NSCT) Trend Report
- Accessing the Report and Selecting the Basic Criteria
- Analyzing the Data for a Higher Level BFR Code
- Analyzing the Data for the Lowest Level BFR Code
- Analyzing the Data for the Cost Object / Document Level
- Sponsored Project Tools in SAP BW
- Overview of SAP BW
- Review: Accessing and Navigating in SAP BW
- Using the SPCAS Non-Payroll Query
- Sponsored Project Tools In Grants Management Tab on Duke@WORK
- Accessing the Grants Management Tab on Duke@WORK
- Using the MyResearch Reports for Grants Management
- Using the ARRA Tool and Report for Grants Managers
- Using the Departmental Grants Master Data Maintenance
- Using the Other Grants Management Links
- Using the Projection and Reporting Tool link
- Other Helpful Web Pages Available
- Sponsored Project Related Web Sites
- SAP Related Training – List of All Step-by-Step Guides
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Hospital and Health System R/3 Reporting Guide
- Report Selection Criteria: Key Terms
- Display a Cost Center Group (KSH3)
- Display a Cost Element Group (KAH3)
- R/3 Cost Object Reporting
- Profit Center: Plan Actual Comparison Curr./Cumm. (Budget Variance ZFR1J)
- Cost Centers: One Line Summary Mo/YTD (ZFR1Q)
- Cost Centers: Current / Cumulative Comparison (ZFR1F)
- Cost Centers: Actual/Plan/Commitments (ZFR1R)
- DUHS Multi Year Report by Project w/ Stat Posting (ZFR1N)
- R/3 Line Item Reporting
- Cost Centers: Display Actual Line Items (KSB1)
- Material Issues (Cost Centers: Display Actual Line Items KSB1)
- Cost Centers: Commitment line items (KSB2)
- R/3 Trend Reports
- Cost Centers: Actual Trend by Cost Center w/ Stat (ZFR1V)
- R/3 Organizational Reports
- Accounting View of Payroll Activity (ZH223)
- Payroll Activity Detail (ZH262)
- Printing A Report
- Exporting a Report to Excel
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University Reporting-Business Manager
- R/3 Financial Master Data
- Display a Cost Center Group
- Display a Cost Element Group
- University Organizational Reports
- Additional Reporting
- Printing A Report
- Exporting a Report to Excel
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University Reporting-Non Restricted
- University Organizational Reports
- All Funds One Line Summary Report (ZF107)
- Plan/Actual One Line Summary Report (ZF127)
- University Detail Reports (Includes all of the reports below)
- Cost Centers: Current/Cumulative Comparison with Statistical Revenue
- Cost Centers: Display Actual Line Items
- Cost Centers: Display Commitment Line Items
- Profit Center: Plan/Actual Comparison Current/Cumulative
- Profit Center: Display Actual Line Items
- Project/WBS: Display Actual Line Items
- Fund Trial Balance, No Commitments
- Additional Reports
- G/L Account Balance - Individual Accounts
- Purchase Orders by: Account Assignment
- Printing a Report
- Exporting a Report to Excel
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University Reporting-Sponsored Projects
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