October 2008 SAP SUPPORT UPDATE -...
Transcript of October 2008 SAP SUPPORT UPDATE -...
Team Approach to Improving Processes
Volume 2, Issue 10
October 2008
SAP SUPPORT UPDATE
Johns Hopkins Hospital
spends $150 million on pharma-
ceuticals with a single vendor,
McKesson Pharmacy. More than
70 different pharmacy ordering
locations had been placing or-
ders each using different proc-
esses which included everything
from submitting web-based or
paper-based forms to phoning in
and even faxing orders.
A number of people felt im-
provements were possible, in-
cluding Dow Weeks, Supply
Chain Project Manager. Weeks saw opportunities for improvement, but was sensitive to the
needs of users who were comfortable with current processes. Weeks and Roger Rosenblatt, an
SAP Support Team Business Solution Manager, decided to seek ways to streamline processes
which could reduce data entry errors and utilize the advantages of delivering electronic invoices
directly to SAP.
A new electronic invoicing process could greatly reduce, if not eliminate, the need for two full
time Accounts Payable staff to manually code 2,500 invoices per month. Even McKesson could
benefit from a change by receiving more timely payment of invoices.
In this issue… ◊ Mckesson Success ◊ SRM Approver Substitute ◊ Meet SAP Users ◊ Training Schedule
SAP SUPPORT TEAM UPDATE is published monthly. If you have a question or story idea, please send
an e-mail message to: [email protected]
Cooperation among JH pharmacies leads to improvement, savings
Sheila Lind, Senior Financial Analyst for JHH Pharmacy (left); Roger Rosenblatt, SAP Support Team and Shirley Geize, Pharmacy Assistant Di-rector Purchasing.
Continued on Page 2
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SAP Support Team UPDATE 2
McKesson continued from page 1
Rosenblatt recalls the start of the process including assembling a team which included rep-
resentatives from Johns Hopkins Pharmacies, Shared Services, SAP Support Team, and McKesson
with leadership assistance from Sheila Lind of Johns Hopkins Hospital Finance and Shirley Geize of
the Johns Hopkins Hospital Pharmacy.
Contributing to the technical and functional work from the SAP Support Team were Jeanne Young
and Greg DiGregorio.
“We were skeptical that all parties could agree on a new, efficient system. However, everyone was
cooperative and in retrospect, the change was relatively simple,” said Rosenblatt. All pharmacy
ordering locations switched to using the McKesson online ordering system, which assigns auto-
matic Purchase Order numbers.
In addition, Central Pharmacy can also enter ship-to departments, which are printed right on
McKesson’s labels. The Goods Receipts are entered the same way with a quantity confirmation.
With the new plan in place, Johns Hopkins can see exactly what was ordered and when, identify
outstanding invoices, and pinpoint ordering trends, which is contributing to improved efficiency.
While Weeks acknowledges that there are “…still improvements to make and more work with the
vendor to eliminate some clunky processes, like re-bills and drop ships.” The team is pleased with
the overall results. Since implementation in May, less than two percent of the invoices are getting
kicked back. Not bad for a few short months.
Top 5 Business Warehouse Reports in 2008
Year-to-Date Navigations through August BW Page Navigations
1. Non Sponsored - Financial Summary 298,855
2. Non Sponsored - Financial Detail (Link) 209,773
3. Sponsored Rev-Exp Summary 177,188
4. Non Sponsored - YTD Transactional Detail 119,663
5. Sponsored Rev-Exp Detail - Single Period 119,545
Contributed by Leslie F. Miller
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SAP Support Team UPDATE 3
SUPPLY CHAIN: Doing a Goods Receipt in SRM
From the SAP Help Desk: Document Type for TRIP
Confirming that you have received what you ordered is an important action in the Supplier Relationship Management (SRM) module, otherwise known as doing a Goods Receipt. For this tip, we’ll review how to do this: 1. Within the SAP Portal, click on “Go Shopping” and then “Confirm Goods/Services.” 2. Enter the Purchase Order Number, and make sure the “Timeframe” box is blank. Then click the
“Start” button. 3. Click the paper icon located in the Action Box.
4. If needed, change the quantity to be received by editing the Quantity Box.
5. If the receipt is correct, press the “Confirm” button located in the upper left hand corner. Now you have confirmed receipt of goods.
Due to a change in the storage location of docu-ments in the TRIP trans-action, an additional Document type selection option (“Migrate GOS SAP Office Attachment”) will appear. Continue to use the “Travel Expense document-PDF format ONLY” option to attach a travel expenses receipt.
If you have any ques-tions, call the SAP Sup-port Desk at 410 735-4500, or e-mail us at [email protected].
Contributed by Dan Phelps
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Contributed by Gordon Dean
Make sure
this is blank
SAP Support Team UPDATE 4
BUSINESS WAREHOUSE (BW) Enhancement to Salary Distribution by Individual report
The Salary Distribution by Individual report displays an employee’s Labor Distribution
as setup in R/3 Infotype 9027. The new column, Days to Expiration, reports the number of
days between the date the report is run and the record’s end date. The initial report
displays records where the days to expiration is greater than zero, meaning active allocation lines. To
see all records as setup in 9027, turn off the report condition.
This is done in the report by: clicking the exceptions and conditions button and deactivating the
“Expiration GT 0” condition. You can toggle this condition on and off as needed. This enhancement
makes the report similar to JHU legacy report PR043. Note: terminated employees are included in
this report. We’re reviewing the possibility of excluding terminated employees. A FastFacts presenta-
tion is being prepared to explain the usage of this report in greater detail.
When trying to print a BW report using “Print to Excel”, users will notice a “Microsoft Office Ex-
cel error”. This is due to the recently new Microsoft Office 2007 migration that is occuring
throughout the Johns Hopkins community.
By choosing “yes” your file will open smoothly. By Choosing “No” the file will not open.
Using BW with the new Microsoft Office 2007 Migration
Contributed by John O’Neill
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SAP Support Team UPDATE 5
Payroll: Maryland Tax Withholding Change
In June 2008, the State of Maryland changed the income tax rates and rate brackets and also changed the annual exemption amount for 2008.
Employees who have Maryland tax withheld will see a change in their net pay on the pay dates listed below. Depending on your tax situation, you may see an increase or decrease in taxes.
The change will be made to payroll for the following pay dates:
JHU weekly pay on October 10, 2008 and October 17, 2008
JHU semi-monthly pay on October 15, 2008 and October 31, 2008
JHHS biweekly pay on October 17, 2008.and October 31, 2008
On the first pay date, the retroactive calculation will be made to January 1, 2008. After that, the changes will be by pay period. The amount of the change will vary by employee.
If you have any questions, contact Payroll Shared Services at 443-997-8146 or e-mail: [email protected]
For more information on the changes, see the Maryland Tax Alert http://taxpros.marylandtaxes.com/pdf/Employer_Withholding_Tax_Alert.pdf
HR TIP: Searching for a person using the Trip Search
Contributed by Barb Morris
When using the PA20 HR transaction, some users have had trouble distinguishing between em-
ployees with the same name, or knowing which position to associate with a person if they have
multiple positions. Using the trip search function can help, because it will display the person’s
position as well as first and last name.
1. In PA20 click on the Personnel No. field to open the search box.
At the far right, click on this icon to open the drop down.
2. Select TRIP.
3. Now enter a first name, last name search as you normally
would and hit the execute icon.
3. Results will return first name and last name along with the posi-
tion number for each, as shown here. This should help in
determining the correct person for the HR action.
Contributed by Dave Levy
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SAP Support Team UPDATE 6
FINANCE/SPONSORED: Changes to the Non-Payroll Cost Transfer Transaction
German to English in the Non-Payroll Cost Transfer Transaction
The SAP Support Team has completed a series of changes — some large and some small — to
the Non-Payroll Cost Transfer Transaction (NPCT) and most came directly at the request of sys-
tem users.
Some of the small: correcting the spelling of a word on one of the screens, changing Business
Area 920 to JHU rather than JHHS and removing a faulty restriction on a General Ledger account
number.
Some of the bigger changes included giving initiators the ability to change a reason code after
they’ve entered the wrong one by mistake. Another important change was adding subtotals to
the report screen, as shown here.
If you see German words in some of the field names rather than English in this transaction, fol-
low these instructions to change the settings:
1. Go into the Non-Payroll Cost Transfer transaction and select “Cost Transfer Header” and then
select “Settings” and then “User Parameters”
2. Now change the setting from “Field Name” to “Field Label” as shown:
3. Now click the green check at the bottom left. This has reset the
labels to English.
4. Next, click on the “Custom Local Layout” button.
5. Now Click
on “Option”
and then click
on the “Expert” tab.
6. Uncheck the Controls buttons, hit Apply and then save.
This will take effect only after you start a new transaction.
Contributed by Mary Ellen Clancy
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SAP Support Team UPDATE 7
How to establish substitute approvers in SRM
If you are an approver in the Supplier Relationship Management (SRM) module, aka, the shopping cart,
sometimes you may want to establish a substitute approver for your workflow items, such as when you
are away on vacation or out sick. There are two kinds of substitute approvers: Active or Passive.
You’ll need to decide what kind of substitute you want to set up. An active substitute means work items
needing approval automatically go to that person’s inbox, whereas a passive substitute approver must go
out to retrieve work items from the regular approver’s SAP inbox. Before you decide, it’s good practice to
discuss this with the person you will be designating. You can also set time frames for the substitute.
Here’s how to set up a substitute approver:
1. From the SAP Portal Screen (WEB GUI) select the “Shopping Cart Approval” tab.
2. Next, look to the far right of the resulting screen and click on the button.
3. You will be presented with two choices, either “Transfer Substitution” or “Assign Substitution.” Select
“Assign Substitution.”
4. Now click “Add Substitute”
5. Now fill in the date range for the substi-
tute, select the Status or type (active or
passive), as well as the name (JHED ID) of
the substitute and hit, “Add.”
Resulting screen shows the substitute you’ve created.
Contributed by Sam Press
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Meet SAP Users
SAP Support Team UPDATE 8
Connie Pennington works for the GYN Specialty Division. Connie
is a member of the R/3 club who uses the Online Payment and
Travel Reimbursement transactions.
Q: Where would you direct a coworker who is struggling with an
SAP transaction?
Connie: “I would direct them to the welcome page in SAP. They
can perform a search on a specific issue there and receive up-
dates on changes.”
Q: What resources do you find helpful when you encounter an
issue in SAP?
Connie: “I seek out other SAP users to share information
with, Like the R/3 club, I have gotten a lot of good informa-
tion from there.”
Q: At what point did you feel comfortable using SAP?
Connie: “I really felt like I understood what I was doing after
constantly using the system. The learning method that worked
best for me, was to try different things and repeat what I
learned.
If you have a strong grasp of SAP and would like to share your expertise and wisdom, please write to Pamela Stehr.
Connie Pennington,
Manager, Administrative Services
Fast facts: http://www.hopkinsfastfacts.org/ SAP Help Desk: http://www.jhu.edu/hopkinsone/Support/index.htm Newsletter Archives: http://orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm Shared Services: http://ssc.jhmi.edu/ Controller’s Office: http://www.controller.jhu.edu/index.html
Helpful Resources for SAP
Photo coming soon
Contributed by Pamela Stehr
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SAP Support Team UPDATE 9
JHU TRAINING SCHEDULE: JHHS TRAINING SCHEDULE:
To sign up for JHHS training classes, please
visit:
https://portal.johnshopkins.edu/kmx
For JHHS contact the Training Team at: sap-
[email protected] or 410-735-7065 or
http://www.hopkinsmedicine.org/SAP
To sign up for JHU training classes, please visit:
http://learning.jhu.edu
For JHU contact the Training Team at: learn-
[email protected] or 443-997-6453.
Course Title Location Date(s) Of-
fered
Petty Cash - Cash Till
(Section 8)
Eastern B104 10/10
Time Entry (Section 8) Eastern B105 10/13
Department Billing
Specialist (Section 8)
2024 E. Monu-
ment, Room 2-
1007
10/16
Unit Cost Maintenance
(Section8)
Eastern B105 10/20
Department Billing
Specialist (Sponsored
Section 8)
2024 E. Monu-
ment, Room 2-
1007 1
10/20
Introduction to BW
(Section 24)
Eastern B104 10/21
HR Payroll Org Man-
agement Administra-
tion
2024 E. Monu-
ment, Room 2-
1007
10/22
Travel & Business Ex-
pense Reimbursement
2024 E. Monu-
ment, Room 2-
1007
10/28
Processing Online Pay-
ments (Section15)
2024 E. Monu-
ment, Room 2-
1007
10/28
Shopping Cart Admini-
stration (Section 13)
Eastern B105 1:00 10/29
Shopping Cart Admini-
stration (Section 12)
2024 E. Monu-
ment, Room 2-
1007
10/7
Introduction to BW
(Section 25)
2024 E. Monu-
ment, Room 2-
1007
10/30
Course Title Location Date(s)
Offered
Online Payment
Request Workshop
Bayview ASC
Room 202
10/14
Advanced Online
Payment Request
Workshop
2024 E. Monu-
ment Street,
Room 2-1007
Bayview ASC
Room 202
10/8
10/21
Shopping Cart
Workshop
2024 E. Monu-
ment Street,
Room 2-1007
10/24
Advanced Shopping
Cart Workshop
Bayview ASC
Room 202
2024 E. Monu-
ment Street,
Room 2-1007
10/21
10/24
Viewing and Deter-
mining Workflow
Workshop
2024 E. Monu-
ment Street,
Room 2-1007
Bayview ASC
Room 202
10/13
10/28
Travel & Business
Expense Reim-
bursement Work-
shop
2024 E. Monu-
ment, Room 2-
1007
10/8
Advanced Travel &
Business Expense
Reimbursement
Workshop
2024 E. Monu-
ment, Room 2-
1007
Bayview ASC
Room 202
10/13
10/28
Contributed by Kathleen Ruth
Contributed by Anna Scheinberg
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