Budget Transfers Check Requests

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Budget Transfers / Check Requests
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Prerequisites

• Introduction to SAP training workshop
• Finance Overview simulation
• http//prism.nku.edu/Training/Finance/Screens/Fina
  nce20(FI)20Overview.htm

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Objectives

• Enter a parked vendor invoice
• FV60
• Enter a check request using FV60 versus as a
  requisition via ME51N
• Enter a budget transfer that is not referencing
  an internal order or funded program
• ZFMBBT
• Enter a budget transfer that is referencing an
  internal order or funded program
• ZFMBPT
• Display a funded program
• FMMEASURED
• Approve / Reject a budget transfer
• Approximate meeting time 2 hours

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Table of Contents
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SAP Coding
Term
Example

• Fund Center / Cost Center
• Grant
• Sponsored class
• GL Account, Commitment Item
• Material Group (ME51N)

• 235110055
• 4000198
• 5500001 Supplies
• 550005 Office-Supplies
• 50005615 Supplies-Office

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Uses for Requests for Check

• Non-student refund
• Agency requests
• Payments from Foundation cost centers
• unless Purchasing is bidding the item
• unless the requisition is split-coded between a
  Foundation and a University account
• Student travel reimbursements
• HR and Payroll only
• Athletics
• Room Board
• Payments to game officials
• Library book invoices (Steely and Chase only)

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Student Agency Accounts

• Advisor is given authority to create parked
  invoices for these accounts
• President and Treasurer sign the printed copy
  before it goes to AP
• Use General Ledger Account 550890 only
• Note
• Does not include CCSA
• Not restricted to using only 550890

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Parked Vendor Invoice

• Requestor enters and saves as completed
• FV60
• Expenditure is created and budget checked
• Vendors will be added by Purchasing
• http//access.nku.edu/purchasing/forms/documents/n
  ew_vendor.pdf
• Purchasing will contact you once the vendor has
  been added to the master list
• Holly Vasquez or Betty Castle

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FV60 Initial Screen
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FV60 Payment Tab
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FV60 Tree On
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FV60 continued
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Hard Copy Print for PC
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Hard Copy Print for Mac
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Parked Vendor Invoice - Final Steps

• Requestor
• Print the online vendor invoice (Hard Copy print)
• Obtain signature on the Hard Copy print
• person responsible for the cost center
• Attach documentation (original invoices or other
  back up) and include a description of the purpose
  for which funds are requested
• Requestor / Approver sends all paper documents to
  Accounts Payable

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Budget Transfers

• ZFMBBT
• Transfers from Pooled to Non-pooled accounts
• Moving expenses
• Operating Pool to Travel In-State
• Line Item Budget Transfers between Commitment
  Items
• Transferring funds from Travel to Printing
• Position transfers
• ZFMBPT
• Internal orders or funded programs

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ZFMBBT
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ZFMBBT continued
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ZFMBBT continued
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ZFMBBT continued
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ZFMBBT - Prepost
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ZFMBBT Document Overview
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ZFMBBT continued
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Budget Transfer

• The completed budget transfer will bepre-posted
  until the approval process is complete
• Will not affect budget until final approval is
  complete
• The approval process will be work flowed using
  the Business Workplace in SAP
• Once final approval has been obtained, the budget
  transfer will post and available budget will be
  updated

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Electronic Authorization
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Business Workplace
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FMMEASURED

• Display a Funded Program
• Tracks budget for non-recurring projects or
  programs that are funded by multiple fund centers
• Cross fiscal years, funding sources, and
  organizational units
• Budget is equivalent for internal order

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FMMEASURED Initial screen
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FMMEASURED continued
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FMMEASURED continued
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Performance Support

• PRISM Web site http//PRISM.nku.edu
• Quick Reference Cards
• Work Instructions
• Simulations
• NKU Context Sensitive Help
• Office of Comptroller - http//access.nku.edu/comp
  troller/

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Service Request

• http//it.nku.edu/itsc
• Click Request Service
• Click Log an Incident
• Click SAP

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Service Request continued

• Click the appropriate heading.
• For example, Finance.

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Service Request continued

• Complete all fields.
• Click OK button at the bottom of the screen.

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Thank you!

• We sincerely thank you for investing your time
  with us. Questions?