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Step-By-Step Instructions
Duke launched the latest SAP platform, S4, in April. Select the link below to access resources created to support the upgrade.
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.
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.
INTRODUCTION TO SAP
Duke Basics Guide
View the Whole Document (1.32MB)
Last Revised: April 2004
See Related Course Description
- 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?
Common SAP Language
View the Whole Document (95.7KB)
Last Revised: June 2002
- Display a G/L Account-FS03
- Display a Cost Center-KS03
- Display Project Work Breakdown Structure-CJ03
- Display a Profit Center-KE53
- Finding the Equivalent R/3 Values for CUFS Values-ZFMP
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
Accounts Payable Unpaid Invoice Report
View the Whole Document (281kB)
Last Revised: July 2018
- Overview of the Accounts Payable Unpaid Invoice Report
- Key Points to Remember
- Executing the Report
- Report Layout
ACCOUNTS RECEIVABLE
Accounts Receivable Process for Sponsored Research
View the Whole Document (1.4MB)
Last Revised: January 12, 2024
- SAP Accounts Receivable Process
- 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
- 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
- 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
- Appendix
- Collection Codes Related to Accounts Receivable
BUDGET TOOL
Budget Tool General Navigation
View the Whole Document (2.2mb)
Last Revised: November 2017
- Introduction to the Budget Tool
- Accessing the Budget Tool
- Allowing Pop-up Windows from Duke@WORK
- Navigating in the Budget Tool
- Selecting and Loading Data in Layouts
- Selecting by Package
- Selecting by BFR Code
- Using Additional Data Filters
- General Steps
- Using the Funnel to Find Line Items
- Tips for Entering Data
- Customizing the Display of the Layout
- Using Version A and B
- Moving Between Versions
- Copying or Swapping Versions
- Saving and Messages
- Exiting the Budget Tool Layouts
Budget Tool Budget Development
View the Whole Document (3.9mb)
Last Revised: February 2018
- Non-Position (Non-Personnel) Budgeting
- Accessing the Non- Position Layout and Loading Data
- Entering Budget Data in the Layout
- Populate the New Budget Using Inflate
- Manually Enter or Adjust the New Budget
- Create a New Line
- Enter the New Budget by Unit and Rate
- Change Spread Codes and Manually Spread New Year Budget
- Enter Transfers/Offsets for Appropriations
- Non-Position Upload
- Position (Personnel) Budgeting
- Accessing the Position Layout and Loading Data
- Navigating the Funded, Owned, and Student Layouts
- Entering the Budget for Positions
- Create a New Position
- Change a Single Salary
- Add New Funding
- Adding or Changing Supplements/Provisions
- Copy Current to New Cost Distribution
- Copy All Funded Salaries to Owned Layout
- Change Position Master Data (Owned Layout)
- Funded Position Upload
- Owned Position Upload
Budget Tool Reporting Guide
View the Whole Document (1.05mb)
Last Revised: November 2017
- Accessing Reports
- About the Budget Tool Reports
- General Steps for Accessing All Reports
- Using the Detailed Navigation Pane
- Using the Underlined Links
- Business Warehouse (BW) Based Reports
- Reports with Comments (Crystal Based)
- Steps for Selecting Data and Executing Reports with Comments
Budget Modifications
View the Whole Document (803KB)
Last Revised: February 2018
- Accessing the Budget Tool
- Entering the Budget Modifications for a Budget Package
- Using Additional Filters
- Modifying the Budget
- Adding Notes for Budget Entries to Provide More Details
- Creating a New Line
- Updating Spreads
- Updating Transfers/Offsets
- Saving the Budget Modifications
Budget Tool: Projections Guide
View the Whole Document (1.5MB)
Last Revised: October 2017
- Overview of Projections
- Accessing Projections in the Budget Tool
- Fall and Spring Projections
- Uploading Projections
- Projection Reports
- Accessing Projection Reports
- General Steps – Business Warehouse (BW) Based Reports
- BW Based Report Tips and Tricks
- YE10 Year End Fall Spring Proj. Board Reporting with Other Funds
- General Steps – Reports with Comments (Crystal)
- Reports with Comments Tips and Tricks
- YE3 Summary by Fund and Commitment Item with Comments – Spring or Fall
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
- About SAP Business Intelligence Warehouse (BW) and Analysis for Microsoft Excel at Duke
- Launching Analysis for Microsoft Excel
- First-Time Use ONLY: Configure Analysis to Use the Netweaver Platform
- 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
- 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
- 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)
- 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
- 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
- Using Context Menu (Right Click) Functions
- Undo and Redo
- 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
- 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
- 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
- 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
- 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
- Filter by Measures
- Filter and Drill-Down on a Measure in the Results Such as an Amount or Balance
- 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
- Deleting a Query from a Workbook
- Review Messages: (Information, Warning, and Error)
- 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
- Appendices
- Appendix A: Table for When a Rest of the Data Source Is Needed
Introduction to Business Warehouse Guide (v7.0) for Duke University (Company Code 0010)
View the Whole Document (3.3MB)
Last Revised: 08/17/2017
- About SAP Business Warehouse (BW) at Duke
- Logging Into SAP BW
- The BEx Analyzer v7.0 Toolbar
- BW Terms and Definitions
- 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
- 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)
- 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
- 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
- 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
- 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
- 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)
- List of Commonly Used Queries
| Top |
Advanced User's Atlas of Information Available in Business Warehouse Using Analysis for Office (AFO)
| Top |
Spreadsheet Summary of Important Financial, Materials Management, and HR/Payroll Business Warehouse Queries
| Top |
ECRT
Guide for Effort Coordinators
View the Whole Document (4MB)
Last Revised: August 2018
- Introduction to ECRT
- To access ECRT via Duke@Work
- To exit ECRT and Logout
- Certification Overview
- Certification Overview – Base Effort
- Certification Overview – Base and Supplemental Effort
- 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
- Searching for Certifiers
- Processing Salary Cost Transfers via iForms
- To Create a Cost Transfer Worksheet
- Processing Payroll Reconciliation Tasks
- To access the Payroll Adjustment via Manage Effort Tasks
- Managing Secondary Effort Coordinators
- To access the Org. Code via the Org Code Dashboard
- To control Secondary Effort Coordinator’s Access
- 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
- 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
- Reviewing the Email Notifications
- To understand Quarterly Notices and Email Notifications
Effort Supporting DUHS (ES-DUHS) Guide for Effort Coordinators
View the Whole Document (1.4MB)
Last Revised: February 2017
- Introduction to ECRT
- 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 Statement
- To pre-fill the ES-DUHS effort statement for your Faculty| Top
-
- 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|
FINANCIALS
Journal Entry Guide
Last Revised: December 2023
See Related Course Description
For more detailed training, complete the on-demand Journal Entry Training Course.
- Overview of the Journal Entry Process
- Initiate and Complete a Manual Journal Entry via Park G/L Document (SA) - FV50
- Initiate and Complete a Non-Salary Cost Transfer Journal Entry (Document Type ZJ)
- Change a Parked Document to Complete or Attach a File - FBV2
- Delete a Parked Document - FBV0
- Monitor the Status of Completed Journal Entries via the Initiator’s SAP Outbox in SAP Business Workplace
- Display a Parked Document - Individual or via List Display - FBV3
- Display a Posted FI Document - Individual or via List Display - FB03
- Reports to Track Parked and Posted Journal Entries
- Change Document for a Posted Journal Entry - FB02
- Create and Use Account Assignment Templates for Repetitive Entries (Park G/L Document - FV50)
- Initiate and Complete Accruals and Deferrals (ZB) via Park GL Document - FV50
- Excel JV Upload - ZF104
- Approve or Reject a Completed Document via Approver's SAP Inbox
- Process a Rejected Document via the Approver's SAP Inbox
- Create, Change, or View Attached Office Documents via the Approver's SAP Inbox
- Forward a Completed Document to Another Approver
- Send a Copy of the Completed Document to Other Users
- Display Changes to a Parked Document - FBV5
- Display Changes to a Posted Document - FB04
| Top |
Manual Journal Entry (FV50) Overview
Last Revised: May 2023
View Session Recording
View Session Presentation
Reconciliation and Documents Guide
Last Revised: August 2024
See Related Course Description
- Reconciliation of Financial Transactions
- Full Reconciliation vs. Financial Assessment & Management (FAM)
- Importance of Financial Transaction Reconciliations
- Performing a Full Reconciliation
- Documentation
- Compensation Expenses (Payroll)
- Grants & Contracts Distinctions
- Responsibilities and Review
- SAP Documents
- SAP Document Type List (FI)
- Other SAP Documents (CO, PS)
- The Most Common Document Types In More Detail
- Displaying Documents via Report Drill Down
- Information availalbe for the line item report before drilling down
- How to drill-down in line item report for more details
- The stages of drill-down on a report
- Displaying a SAP (FI) Document – FB03
- Display Any Attached Files for the Document
- Print a copy of a document (from Document Overview – Display screen)
- View or print the extra text (note) for applicable documents
- Journal Entry (SA, ZJ, ZB, AB, YF, & ZZ)
- Key pieces of information
- View details about a particular journal entry line item
- View the extra text (audit documentation) if applicable
- View header information about the entire accounting document
- Display any attached files (Word, Excel, etc.)
- Display an overview of the Workflow approvals from a posted document
- Vendor Invoice - Does NOT Reference PO (KN, XN, YD, & YM)
- Key pieces of information
- Determine if the Document is the original or a supporting document
- View header information for the entire document
- See if an Invoice Paid and View the Payment Information
- View the scanned invoice attachment
- Invoice - References PO (RN, RE, KG, XO, ZN, ZS, ZC, & ZU)
- Key pieces of information
- Determine if the Document is the Original or a Supporting Document
- See if a Payment was Issued and View Payment Information
- View the Scanned Invoice Attachment
- View the Referencing Purchase Order for an Invoice Item
- AP Check Request /Tuition Grant (ZT & ZQ)
- Key pieces of information
- See if a Payment Was Issued and View the Payment Information
- View the Scanned Invoice Attachment
- Verify if Invoices Have Paid and View Details
- Verify if a payment has been issued and view basic payment information
- Determine if payment was a physical check or ePayable and view check information if applicable
- View payment information for electronic ePayable payments
- View the invoice image attachment or attached notes
- View the scanned invoice attachment
- See if an invoice has been paid using the Purchase Order number
- See if an invoice has been paid using the vendor's invoice number
- Concur Accounting: Travel, Corporate Card, and Out-of-Pocket Expense for Employee & Student Employees (YS)
- View details about the Concur posting from a line item report
- Key pieces of information available in the document drill-down
- Display the payment information for out-of-pocket expense reimbursement
- View header information for the entire document from any screen
- Travel Accounting: Employees & Students on Payroll (YT)
- View the Expense Report/Travel Statement Document from a Line Item Report
- Other Key pieces of information availabe in the document drill-down
- See if a check was issued and display the payment information
- View header information for the entire document from any screen
- Other Travel Payments (YU)
- Key pieces of information
- See if a check was issued and display the payment information
- View header information for the entire document
- Experimental Subject Payments (ZK)
- Key pieces of information
- See if a check was issued and display the payment information
- View header information for the entire document
- Accounts Receivable Invoices Sent to Sponsors for Sponsored Research (YI, DR, DG, and DZ)
- View a copy of the invoice sent to the Sponsor (YI or DR)
- Purchase Order
- Purchase Order Types
- Display a Purchase Order in SAP (Document Number is Known) – Transaction Code ME23
- Display a List of Purchase Orders in SAP (Document Number is Not Known) – Transaction Code ME2K
- 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 of a PO
- Find Who Created the Purchase Order
- See the Purchase Order History (Goods Receipt or Invoice Documents)
- See the Accounts Charged, Delivery Location, and Goods Recipient
- See the Vendor Address/Phone Information
- View the Referencing Purchase Requisition (DUHS ONLY)
- Purchase Requisition (DUHS Only)
- Purchase Requisition Types
- Display a Purchase Requisition (Document Number is Known)
- Display a List of Purchase Requisitions (Document Number is Not Known)
- Display a Purchase Requisition from a Referencing Purchase Order
- Display a Purchase Requisition from a Commitment on a Report
- Key Pieces of Information
- View the Details of a Line Item, like the Price per Item
- See if this Line Item is Subject to Release
- Find Who Created the Purchase Requisition
- See the Accounts Charged, Delivery Location, and Goods Recipient
- Material Document (WA & WE)
- Key pieces of information
- View the detailed expenses by Cost Center
- Internal Orders (Work Orders)
- Internal Order Actual/Plan/Variance Report (ZFR1G)
ENDOWMENT REPORTS
Endowment Reporting Guide
View the Whole Document (1MB)
Last Revised: January 2011
- Accessing the Endowment Reports
- Tips for Selecting Criteria for the Endowment Reports
- Book Value Rollforward (Long Term Pool Participant Activity)
- Endowment Report (Long Term Pool Participant Balances & Projected Distribution)
- Other Report Functions
HR/PAYROLL
Payroll Activity Detail - Multiperiod (ZH333)
View the Whole Document (166KB)
Last Revised: February 2013
Biweekly Overtime Report (ZH409)
View the Whole Document (36KB)
Last Revised: February 2007
Duke University Salary Setting - Duke@Work (Compensation Tab)
View the Whole Document (1.02mb)
Last Revised: April 2018
Faculty Institutional Based Salary Administration - SOM/SON - Duke@Work (Compensation Tab)
View the Whole Document (166KB)
Last Revised: April 2022
Duke University Health System Salary Setting – Duke@Work (DUHS Compensatory Tab)
View the Whole Document (501kb)
Last Revised: August 2017
Manual Salary Cost Tranfer iForm
View the Whole Document (120KB)
Last Revised: November 2012
- View Guide
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DUHS Position Management Guide (ZH219)
View the Whole Document (299KB)
Last Revised: May 2022
GRANTS MANAGEMENT
Projection and Reporting Tools Guide for Grants Managers and Business Managers
View the Whole Document (2.2MB)
Last Revised: 06/25/2020
- About the Projection and Reporting Tool
- Access the Projection and Reporting Tool
- Modify Project Tool Dates
- Non-Salary Projection Calculation
- Aggregate Summary Report for Grant Managers
- Aggregate Summary Parent Rollup Report for Grant Managers
- Single Fund Code Detail Projection Report
- Salary Distributions for PI Projects
- Effort Gap Reports
- Business Managers - Aggregate Summary Report
- Business Manager - Detail Report
- Reporting Functions Available in the Tool
Grants Management Guide
View the Whole Document (7.2MB)
Last Revised: July 2021
- Accessing the Grants Management Tab
- 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
- CAS Compliance Reports
- MyResearch Reports for Grant Managers
- Tips for Selecting Criteria for Reports Labeled as MyResearch
- Calendar Month and Year
- Finding the Duke Unique ID for a Responsible Person
- Selection Screen Variants
- MyResearch Financial Summary Report
- MyResearch Summary Awards Statement
- MyResearch Summary Fund Balance Statement
- MyResearch Transaction Statement
- MyResearch Project Summary Report
- MyResearch Personnel Report
- MyResearch Sponsor Required Final Financial Report Status
- MyResearch PI Current Effort Distribution Report
- Other MyResearch Report Functions
- Overview of Report Functions Available
- Using the “Swap with…” Function to Change View of Data
- Filter Data or Refresh the Selection Criteria in a Report
- Change the Sort of a Column
- Undo Steps or Functions Using the Back Function
- Export a Report
- Print a Report
- Tips for Selecting Criteria for Reports Labeled as MyResearch
- Effort and Payroll Tools and Reports
- Employee Data Search and iForms Status Overview Links
- Institutional Base Salary Employee Search
- Accounting View of Payroll
- MyResearch Personnel Report
- Weighted Average Report
- Data for Exempt View
- Data for Non-Exempt View
- Changing the Parameter Entry Values from Within the Report
- Exporting the Report
- Printing the Report
- Weighted Average Report - Effort Percentage
- Weighted Average Report - Effort Percentage by Employee
- Cost Distributions Reports
- Selecting Criteria
- Layout of the Cost Distribution Reports
- MyResearch PI Current Effort Distribution Report
- Grant Manager iForms 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
PO Commitment Report and Tool Guide
View the Whole Document (1.4MB)
Last Revised: April 2018
- About the PO Commitment Report and Tool
- Accessing the Report and Tool
- Selecting Criteria for the Report and Tool
- Analyzing the Summary Results
- Customizing and Using Your Own View of the Summary Results
- Drilling Down to Individual WBS Elements and Using Tabs
- Closing PO Commitments Using the Eligible for Automatic Close (#) Tab
Grants Master Data Maintenance Guide for Departmental Administrators
View the Whole Document (827kB)
Last Revised: June 2016
- Overview of the Tool
- Accessing the Tool
- Using the Tool
- Sorting Data Within a Column
- Exporting to Excel
- Using the Mass Change Tool function
Grant Managers: Grants Master Data Maintenance
View the Whole Document (338KB)
Last Revised: June 2016
FINANCE MASTER DATA ASSIGNMENTS
Cost Center Master Data Maintenance Guide for Departmental Administrators
View the Whole Document (654kB)
Last Revised: August 2013
- Overview of the Tool
- Accessing the Tool
- Using the Tool
- Sorting Data Within a Column
- Exporting to Excel
- Using the Mass Change Tool function
Mass Change of Finance Master Data Assignments for Cost Centers and Grants
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Last Revised: August 2013
Report Listing of Master Data Field Assignments for Cost Centers and WBS Elements
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Last Revised: August 2013
WORKFLOW
iForms Workflow Status Report
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Last Revised: Ocotober 2015
iForms Workflow Status by Cost Object Report
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Last Revised: Ocotober 2015
Workflow Status Report
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Last Revised: July 2017
Workflow Status by Cost Object Report
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Last Revised: October 2015
PURCHASING
Buy@Duke
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Last Revised: February 2024
- Overview of Buy@Duke
- To Access Buy@Duke
- Setting Personalizations - Defaults, Attributes, and Team Members
- Shopping for Goods and Services
- Creating a Shopping Cart
- Selecting Items from Supplier Punch-Out Catalogs
- Selecting Items from Supplier-Hosted Catalogs
- Live Price Plus - Search Functionality
- Selecting Text (Non-Catalog) Items
- Creating a Standing Order Shopping Cart
- Splitting Cost of Goods/Services between Two or More Cost Objects
- Special Handling: Creating a Confirming Order-Bill Pay (Pay Invoice)
- Special Handling: New Vendor
- Creating a Personal Value List
- Adding an Ad Hoc Approver or Reviewer
- How do I set/edit a delivery address?
- How do I create/edit my personal value list (PVL) for the delivery address?
- What is the best way to use the Shopping Carts All Inclusive tab?
- What do I do if my cart did not return from the Buy@Duke MarketPlace?
- How do I look up a vendor and add the vendor to my personal value list when creating a text order?
- How do I see notes associated with a Shopping Cart?
Health System Purchasing: Requisition Processing (ME51N)
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Last Revised: August 2023
- Setting Default Values
- Create a Purchase Requisition for Items in Material Master: ME51N
- Create a Purchase Requisition for Items Not in Material Master: ME51N
- Creating a Personal Values List
- Copy a Purchase Requisition: ME51N
- Display a Purchase Requisition: ME53N
- Change a Purchase Requisition: ME52N
- List Display of Purchase Requisitions by Account Assignment Cost Center: ME5K
- Create a Purchase Requisition for Items Assigned to Multiple Cost Centers
- Display a Purchase Order Using a Purchase Order Number: ME23N
- Individual Release of a Purchase Requisition: ME54
- Collective Release of Purchase Requisitions
Health System Purchasing: ZM10 Single Point of Entry for Ordering
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Last Revised: February 2018
Health System Purchasing: ZMOG Materials Ordering Guide
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Last Revised: February 2018
Accessing Corporate Card Transaction Reports
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Last Revised: May 2016
REPORTING
Advanced Reporting Functions
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Last Revised: August 2016
See Related Course Description
- 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
- Multiple Selections: Basic Function
- Multiple Selections: Import Cost Objects from Excel into Fields
- 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
- View Who Receives Supporting Documentation for SAP Reports (ZF102V)
Advanced Sponsored Projects Reporting
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Last Revised: May 1, 2024
- 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
- 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 Reminder
- 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
- WBSE Master Data & One Line Summary (ZF600)
- Overview of the WBSE Master Data & One Line Summary Report
- Accessing the Report and Selecting the Basic Criteria
- Reviewing the Report
- Freezing the Columns for Horizontal Scrolling
- Using Drill Down to View More Details for One WBS Element (Project)
- A/R – Aged Debt Report (ZFAR003)
- Overview of the A/R – Aged Debt Report
- Accessing the Report and Selecting the Basic Criteria
- Reviewing the A/R – Aged Debt Report
- Freezing the Columns for Horizontal Scrolling
- Customer Line Item Display (FBL5N)
- Overview of the Customer Line Item Display Transaction
- Accessing the Report and Selecting the Basic Criteria
- Adding Extra Fields to the Selection (Like WBS Element/Project)
- Reviewing the Results
- Viewing Extra Text Notes Added For Invoices with Collection Codes
- Viewing How Payments Were Applied to Invoices
- Viewing Additional Data from the Drill-down to a Document
- Exporting the List of Customer Line Items
- Using Other Functions in the Report
Asset Management Reporting Guide
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Last Revised: June 2006
- Transaction Code Quick Reference
- Display Asset
- Asset Balance Report
- End User Asset Inventory Report
- Posted Depreciation Related To Cost Center Report (Health System Only)
- Asset History Report
- Printing A Report
- Exporting A Report To Excel
Hospital and Health System SAP Reporting Guide
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Last Revised: April 2017
- Report Selection Criteria: Key Terms
- Display a Cost Center Group (KSH3)
- Display a Cost Element Group (KAH3)
- SAP 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)
- SAP 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)
- SAP Trend Reports
- Cost Centers: Actual Trend by Cost Center w/ Stat (ZFR1V)
- SAP Organizational Reports
- Accounting View of Payroll Activity (ZH223)
- Payroll Activity Detail Report - Multi-Period (ZH333)(ZH262)
- Printing A Report
- Exporting a Report to Excel
University Reporting-Business Manager
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Last Revised: September 2024
See Related Course Description
- SAP Financial Master Data
- University Organizational Reports - Please note that the reports list below may have changed with the April 15, 2024, upgrade to S/4 Hana for SAP. Updated material is available here.
- All Funds One Line Summary - SAP Transaction ZF107
- Sponsor Programs Accounts Receivable One Line Summary (ZF109AR)
- Plan/Actual by Cost Element Group (ZF147)
- Investments and Fund Balance Report (ZF125)
- Trial Balance for Endowment Investments (ZF143)
- Fund Trial Balance No Commitments (ZFR1A)
- Accounting View of Payroll (ZH223)
- Additional Reporting
- Purchase Orders: by Account Assignment (ME2K)
- Printing A Report
- Exporting a Report to Excel
University Reporting-Non Restricted - Please note that the reports list below may have changed with the April 15, 2024, upgrade to S/4 Hana for SAP. Updated material is available here.
Last Revised: September 2024
- University Organizational Reports
- University Detail Reports
- Cost Center by GL Account with Stat Review - SAP Transaction Z72CC
- Cost Centers: Display Actual Line Items (KSB1)
- Cost Centers: Display Commitment Line Items (KSB2)
- Profit Center Plan vs. Actual by GL Account - SAP Transaction Z73PC
- Profit Center: Display Actual Line Items (ZFR1H)
- Project/WBS: Display Actual Line Items (CJI3)
- Additional Reports
- Printing a Report
- Exporting a Report to Excel
University Reporting-Sponsored Projects - Please note that the reports list below may have changed with the April 15, 2024, upgrade to S/4 Hana for SAP. Updated material is available here.
Last Revised: September 2024
See Related Course Description
- Sponsored Project Master Data
- University Organizational Reports
- University Cost Object and Line Item Reports
- Printing A Report
- Exporting a Report to Excel