GN002

Finance and Purchasing
Overview
1
Finance & Purchasing Overview
COURSE OVERVIEW
Finance &
Purchasing SAP Overview
Overview
Tarrant County Implementation
Finance & Controlling Modules
Materials Management Module
Getting Help
Accessing Training Materials
2
COURSE OBJECTIVES
The Finance & Purchasing Overview course has two purposes:
 Introduce SAP and the finance and purchasing modules

 Prepare you for role-specific training courses
Objectives of the course:

 Review SAP system and integration
 Understand Tarrant County implementation
 Become familiar with terms
 Provide a high level understanding of:
► General Ledger Functionality
► Accounts Receivable Functionality
► Accounts Payable Functionality
► Asset Accounting Functionality
► Controlling Functionality
► Grants Management Functionality
► Funds Management Functionality
► Materials Management Functionality
 How to get Help
 How to access training materials
3
Lesson 1: SAP Overview
 SAP stands for Systems,
Applications, and Products
 The SAP system is a fully-

integrated system where
activities in one area generate
activities in another area
 The system provides online,

real-time information and one
place for input of data
4
Modules in SAP
 SAP is made up of various functional
modules
 Each module covers a different business
function
 Tarrant County is using the following
modules:
CO Controlling
FI Financial Accounting
HR Human Resources/Payroll
MM Materials Management
GM Grants Management
FM Funds Management
TC is also using ESS (Employee Self

Service) for employees to enter time
and maintain personal information.
5
How They Work Together
HR/Materials Other
Management FI Module Financial
Modules Modules
ASSETS FUNDS
PAYROLL
MANAGEMENT
ACCOUNT
S
PAYABLE
PURCHASING CONTROLLING
INVENTORY GRANTS
MANAGEMENT ACCOUNTS MANAGEMENT
RECEIVABL
E
6
Integration in SAP
 System Integration
►When a transaction is executed in any module,

SAP automatically updates data in all
application modules that are affected
►Benefits of Integration
 Enables simplified business processes, standard
data definition, and a common business language
 Simplified business processes enhance productivity
to allow focus on value-added activities
 Data has to be entered only once and all related
information is updated automatically
 Integration eliminates need for redundant analysis
and reconciliation
7
Business Flow Integration
Vendor
Requisitioner Procurement
Officer
$$$$$
Receiver
GL Accountant
Budget Officer
Asset Manager
Accounts
Payable Officer
8
Hitting the G/L
Goods Receipt
Goods Issue
MM
MM
Direct Posting Invoice

G/L Verification AP
Customer
Payments AR Charges
MM
Vendor
Payments AP Charges
AP
Depreciation Vendor
AA Invoices AP
9
Data
 SAP contains two types of information
► Master Data
 A collection of information about an object or person
 It is referenced whenever that object or person is used in an
entry field
 This data does not normally change
 Examples are address and payment information for a vendor or
customer
► Transactional Data
 Information associated with a specific business activity
 You enter this information in SAP
 Changes from day to day
 Examples are:
– Invoices
– Purchase requisition
10
Master Data vs. Transactional Data
Master Records
G/L Accounts
Records that remain Customer Master Records
Vendor Master Records
in the system for an
Grants Master Records
extended period of Asset Masters
time. Material Master Records
Transaction Records
Journal Entries
Invoices Records a specific
Payment event
Requisitions
11
Examples of Master Data
Tarrant County
Purchase Order
Vendor P.O. # 56789
Master Date: July 2, 2004
To: ABC Company,
Data Vendor #1001
12345 Any street
Any town, USA 54321
Qty $$
Widgets (material #15005), 10 bx 10.00

box of 10
Material Total 100.00

Master
Data
12
Examples of Transactional Data
Tarrant County
Purchase Order
P.O. # 56789
Date: July 2, 2004
To: ABC Company,
Vendor #1001
12345 Any street
Any town, USA 54321 Transactional
Data
Cost Center 987 Qty $$
Widgets (material #15005), 10 bx 10.00
box of 10
Total 100.00
13
Documents & Document Types
 A Document generally consists of a document header and
line items.
► Document header – contains data that identifies a document
and applies to the entire document.
 Date
 Document type
 Document number
► Line items – generally include
 Amount
 Account assignment
 Additional details specific to the transaction
 Document Types are located on the header portion of

every document
► Distinguish between different business transactions

► Control document number assignment
► Help manage accounting documents
14
Document
Structure The Accounting
Illustration
Document
Document No: SAxxxxxx
Header Date: 05/06/2004
Company Code: TC01
Currency: USD
Revenue A/C
DR CR
Bank 10000
Citibank Line Items

DR CR
Sale 10000
Debits = Credits
15
Document A document type is a key that is used
Types to classify accounting documents
and distinguish between business
Illustration transactions to be posted
16
Purchasing Document Types
RFQ
Purchase
Requisition
Purchase
Approval Order
Contract
Master Data
17
Tarrant County Document Types
Document Type Description
AA Asset posting
AB Accounting document
DA Customer document
DG Customer credit memo
DR Customer invoice
DZ Customer payment
KA Vendor document
KG Vendor credit memo
KR Vendor invoice
KZ Vendor payment
SA G/L account document
SB G/L account posting
WA Goods issue
WE Goods receipt
18
Terms
Standard SAP terms:
 Application – computer program
 Client – unit in SAP system where data is input, changed, and managed
 Data – pieces of information; numbers or text
 ERP – Enterprise Resource Planning; designed to integrate and run all aspects of an organization
 Information – data that has been collected
 Integrated – transactions that are completed in one module or process trigger transactions in
other modules
 Menu Path – sequence of menu selections that should be followed to get to a function or screen
 Module – portion of SAP system that carries out a specific business function
 Real-time – describes how data that has been entered into the system is available immediately
after the transaction has been saved. Everyone has access to the same data.
 Session – instance of SAP; allows multi-tasking within system
 Transaction – screen or series of screens to create, display, or change data
 Transaction code – (t-code) unique identifier for each transaction that allows you to get to a
transaction without going through the menu
 User role – assigned to each employee; set of activities used by the employee
 Variants – a saved set of personal selection criteria which can be used for lists and reports
19
Lesson 2: Tarrant County Implementation
 Tarrant County is implementing the following modules in SAP:
 Human Resources (HR)

 Takes care of payroll, time recording, applicant administration, and organization
data. Supports the planning and control of personnel activities.
 In use since October 2003
 Financial Accounting (FI)

 Designed for automated management and reporting of
 General Ledger (GL)
 Accounts Receivable (AR)
 Accounts Payable (AP)
 Asset Accounting (AA)
 External reporting, such as income statement and balance sheet
 Controlling (CO)
 Represents cost and revenue flows throughout the organization
 Aids in organizational decision making
 Supports internal reporting such as cost center reports
20
Tarrant County Implementation (cont’d)
 Tarrant County is implementing the following modules in SAP:
Materials Management (MM)

 Supports the complete cycle of material flow, from the requisition to
purchase to the warehousing and distribution
Grants Management (GM)

 Manages the application, award, budget tracking, and closing of a
grant
Funds Management (FM)

 Supports the management of budgets
 Budget can be adapted to changes in conditions by entering releases,
supplements, returns, and transfers
 Tracks expenses to budget
 Tarrant County is also using Employee Self-Service for employee entry and
management of time, personal data, training & events, appraisals, and
benefits enrollment.
21
Tarrant County Finance & Purchasing Modules
Materials Funds Grants

Financials Controlling
Management Management Management
(FI) (CO)
(MM) (FM) (GM)
General
Purchasing Ledger
Asset
Accounting
Inventory
Accounts
Payable
Accounts
Receivable
22
Organizational Elements
 The following organizational elements and codes are used in Tarrant
County:
► Company Code – TC01

 Organization unit where individual financial statements are created
 Self-contained Chart of Accounts
► Controlling Area – TC01

 Self-contained organization unit where management of costs and revenues is
performed
► Purchasing Organization – TC01

 Organizational unit that procures materials or services
► Chart of Accounts – TC01

 List of all General Ledger (GL) accounts used
► Plants
 Organizational unit for Admin and Stockrooms
– Tarrant County Admin (all non-stock purchases) – TC01
– Sheriff (Stockroom) – TC04
– Justice Center (Stockroom) – TCJC
– Central Supply (Stockroom) - TCCS
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Tarrant County Organization Structure
Chart of Accounts – TC01

FI • For all (AP, AR, GL, AA) process
settings
Controlling Area – TC01 • For management reporting

CO
module settings
Purchasing Organization – TC01 • For all Purchasing settings

MM
Company Code – •Basic entity in SAP for a legal

FI/MM entity
TC01
Plant – TC01 Plant - TCJC
MM • For all Logistics settings
Plant – TC04 Plant - TCCS
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Tarrant County terms:
 GASB – Governmental Accounting Standards Board

 Go-Live – date when SAP module is scheduled to run live in production system
► Phase I – 10/01/03 HR/Payroll
► Phase II – 07/06/04 Financial/Purchasing
► Phase III – 04/01/05 Budget Prep
 Legacy System – existing County system that either interfaces with SAP or
provides data for start up of SAP
 Production System – live SAP system used for normal operations
 SME – subject matter expert; County employee who has experience or
expertise in a specific functional area
 TITAN – Titan Integrated Task Access Network; County implementation of
SAP system
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Why Change??
 Systems with duplicate data

 Have to use different systems to
enter and get information
 Have to wait for processing to get
data
What Does Business Change Involve?
 Changing the way we work

 Changing our roles
 Changing the ‘tool’
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How Will Change Affect Us?
 Major changes such as Tarrant County is implementing will have an initial effect
on peoples’ performance
 Over time, the benefits achieved will far outweigh the initial impacts
Time
Initial Maximum Continuous
Change Benefits Improvement
Achieved
27
Lesson 3: Finance & Controlling Modules
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What is FI and CO?
Financial Accounting (FI) and Controlling (CO) are independent components in the
SAP system. The two components are tightly integrated and the data flow
between them takes place on a regular basis.
General
FI
Manages all financial accounts
Ledger
Accounts
FI
Manages vendor invoices
Payable
Accounts
FI
Manages customer billing
Receivable
FI
Asset Manages fixed assets and
Accounting depreciation
CO Controlling Manages responsibility accounting

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Reporting Overview
Auditors
EXTERNAL Journalists
AGENCIES Media Tax
Authorities
Insurers
FI
Financial
Accounting
External
Financial
Analysts
External
Financial Statements
Managerial Reports Internal

CO
Controlling
Internal
Tarrant County
Management
Tarrant County
Employees
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Financial Accounting (FI)
The FI module is designed for automated management and

external reporting of general ledger, accounts receivable,
accounts payable, asset accounting, and other sub-ledger
accounts within the chart of accounts
This is the key component structure of financial accounting
Master General Accounts Accounts Fixed Periodic

Records Ledger Payable Receivable Assets Processing
31
Financials (FI)
General Ledger (GL) Financials
(FI)
General
Ledger
Asset
Accounting
Accounts
 Used for external  Contains

Payable
reporting
Accounts
Receivable
 Document entry ► General Ledger

 Account Management Accounts
► Chart of accounts
32
General Ledger (GL)
Roles & Responsibilities Financials
(FI)
General
Ledger
Asset
Departments
Accounting
Accounts
Payable
 Display general ledger accounts, documents, Accounts
and line items

Receivable
Auditor
 Maintain G/L accounts

 Approve and post documents
33
Financials (FI)
Accounts Receivable (AR) Financials
(FI)
General
 Processes cash receipt

Ledger
 Contains Asset
transactions for either Accounting
► Customers
accounts receivable or Accounts
► Billing logic
Payable
revenue transactions Accounts

► Dunning Receivable
 Invoices or bills customer
for amount due
34
Accounts Receivable (AR)
(FI)
General
Departments
Ledger
Asset
Accounting
 Record cash receipts into Cash Journal Accounts
 Enter customer invoices / credit memos to create

Payable
receivables
Accounts
Receivable
Auditor
 Check entries and posts cash journals

 Perform new customer setup
35
Financials (FI)
Accounts Payable (AP) Financials
(FI)
General
Ledger
 Process invoices  Contains Asset

Accounting
 Generate warrants/checks ► Vendors Accounts
by due date or discount

Payable
► Warrants
date ► Checks
Accounts
Receivable
 Produce 1099 Reports
36
Accounts Payable (AP)
(FI)
General
Ledger
Department Asset
 Enter Invoice Documents Accounting
 Park documents when invoice verification fails Accounts

Payable
Accounts
Receivable
Auditor
 Maintains Vendor Master
 Reviews entered documents (except parked documents) and
releases invoices for payment
 Reviews parked documents to resolve problems; may
contact the vendor, requisitioner or buyer.
 Issues checks for invoices with a free for payment status
37
Financials (FI)
Asset Accounting (AA) Financials
(FI)
General
Ledger
 Provides management of
 Contains
Asset
capitalized or tracked
Accounting
assets ► Tag numbers Accounts

Payable
 Generates depreciation ► Asset Classes Accounts

Receivable
transactions for the ► Depreciation profiles
general ledger ► Capitalized assets
► Tracked assets
38
Asset Accounting (AA)
(FI)
General
Ledger
Asset
Department
Accounting
Accounts
Payable
Create the asset shell at the requisition stage Accounts

Receivable
Auditor
Maintain asset master records
Issue asset tags for Capital and non-computer
low value assets
Update the records for additional information
such as serial numbers
Update Capital Asset record master data
39
Controlling (CO)
The CO module represents the County’s flow of costs and
revenue. It is also a management instrument for
organizational decisions. A key tasks is the analysis of FI
data. Variances can be determined by comparing actual
data with plan data.
This is the key component structure of Controlling:
Cost Element Cost Center Internal

Accounting Accounting Orders
40
Controlling (CO)
Controlling
(CO)
 Used for managerial  Contains

reporting or activity ► Cost Centers
reporting
► Projects
 Used to collect and allocate ► Internal Orders
costs
41
Controlling (CO)
Roles & Responsibilities
Controlling
(CO)
Department
 Display:
CO reports
Cost center/cost center group data
Internal order/internal order group data
Budget information for internal orders
Auditor
 Display CO reports
 Create, change, and display:
Cost centers/cost center groups
Internal orders/internal order groups
Internal order budget information
42
FI/CO, GM & FM Integration & Terms
FI/CO GM FM
Grant Grant Grant
Fund Fund Fund

Cost center, Sponsored Program Fund Center, Funded
Functional Area Program, Functional
Area
Cost Elements & Sponsored Class Commitment Item
GL Accounts
Fiscal Year Budget Validity

Period
Fiscal Year
43
Grants Management (GM) Grants
Management
(GM)
 Plan, budget, identify, obtain,
and record all funding related
to awarded grants
 Differentiate between  Contains:
eligible and ineligible costs ► Grant lifecycles
► Grant details
 Bill and record sponsor
► Grant reports
amounts
 Record and report all related
costs, revenues, and required
information
44
Grants Management (GM)
Roles & Responsibilities Grants
Management
Department (GM)
 Display
Grants
Grant budgets
Grant reports
County Administrator’s Office

 Display
Grants
Grant budgets
Grant reports
 Create grants
Auditor
 All above
 Maintain grant master data
 Manage grant cycles
 Monitor grant postings
45
Funds Management (FM)
Funds
Management
(FM)
 Maintains budgetary  Contains

control for all expense ► Funds
activity
► Fund Centers
► Commitment Items
$$$$$
Budget Officer
46
Funds Management
Roles & Responsibilities
Funds
Department Management
(FM)
 ‘Pre-post’ budget transfers for adjustment
within their own level of departmental control
 Post transfers within budget control
categories of commitment items
Budget Office
 ‘Pre-post’ budget transfers between departments
 Generate report listing pre-posted transfers
needing Commissioner’s Court approval
 Post transfers after approved by Commissioners
Court
 Create supplement, return, and entry budget
documents
Auditor
 Create and change funds block
 Create and change funds reservation
 Create and change funds commitment
47
Lesson 4: Materials Management Module (MM)
48
Materials Management (MM)
The MM application component supports the
procurement and inventory functions occurring in day-to-
day business operations such as: materials planning and
control, purchasing, goods receiving, and inventory
management. Invoice verification is an MM function but
is executed by Accounts Payable.
This is the key component structure of Materials

Management:
Invoice
Master Inventory
Purchasing Verification –
Records Management
(Done by AP)
49
 Purchasing is responsible for:
► External procurement of materials and services
► Determination of sources of supply (vendors)
► Monitoring deliveries from vendors
 Inventory Management is responsible for:
► Management of stocks
► Planning, entry, and documentation of all goods movements
 Key Terms
► A purchasing organization is an organizational unit that procures
materials or services. It negotiates purchasing conditions for
plants assigned to it.
► A plant is an operating unit that makes goods available for
distribution.
50
Purchasing Integration
Materials Funds Grants

Grants
Financials Controlling
Management (FI)
Management Managemen
Management
(MM) (CO) (FM) (GM)
(GM)
Purchasing
General
Inventory Ledger
Asset
Log. Invoice
Accounting
Verification
Accounts
Payable
51
Integration of Inventory
Funds Grants
Materials Financials Controlling Management Management
Management (FI) (CO)
(MM) (FM)
(GM)
Purchasing General
Ledger
Inventory
Log. Invoice Asset

Verification Accounting
Accounts
Payable
52
Materials
Management
(MM)
Purchasing
Purchasing
Inventory
 Use to order or contract  Contains

for goods or services. ► Requisitions
 Supports requests for ► RFQ
quotes from vendors for ► Purchase orders
goods
► Vendor Performance
 Processes receipt of goods ► Contracts
► Vendor
53
Purchasing Roles & Responsibilities Materials
Management
Departments (MM)
 Create, change, display purchase requisitions Purchasing
Material
Service Inventory
Asset
Grant
 Create asset shell
 Approve purchase requisitions
 Post goods receipts
 Post service entry sheets
 View material mater, vendor master, and service
master records
Purchasing Department
 Display/report on vendor, material, and service
master records
 Create, change, display purchase orders and RFQs
 Display/report on quotation and purchase order
price histories
 Maintain bids, Info Records, source lists, outline
agreements, and contracts
54
Inventory Materials
Management
(MM)
 Use for supplies inventory Purchasing
 Supports storing and issuing

goods from warehouses Inventory
 Contains
 MRP (materials requirement
► Plants
planning)
► Delivery Addresses
 Physical inventory processing
55
Inventory/Audit Contracts Roles & Responsibilities Materials
Management
(MM)
Departments Purchasing
 Display/report on vendor master records, material master Inventory

records, material documents, service master records,
purchase orders, and contracts
 Process goods movements
Goods receipt
Goods issue
Reversals
 Post service entry sheets
Purchasing Department
 Display/report on vendor master records, material master

records, material documents, service master records, purchase
orders, RFQs, and contracts
 Create/change contracts
 Create/change purchase orders
56
Inventory/Audit Contracts Roles & Responsibilities Materials
Management
(MM)
Warehouse Stock Clerks
 Display/report on vendor master records, material master Purchasing
records, material documents, service master records,

purchase orders, and contracts Inventory

Goods receipt
Goods issue
Reversals
 Run various inventory management reports
 Perform MRP (materials requirement planning) and post to
funds management
 Perform/enter physical inventory counts
 Create, change, and display physical inventory documents
 Create purchase requisitions for stock replenishment
Auditor
 Display/report on vendor master records, material master

records, material documents, service master records, purchase
orders, and contracts
 Create/change contracts
 Create/change purchase orders
 Post service entry sheets 57
Lesson 5: Getting Help
1 Review the on-line help in SAP
2 Review your training materials

and notes.
3 Ask your peers or super user for

assistance.
58
Tarrant County Help
Problems with running tutorials?

 Training Mailbox –
titansaptraining@tarrantcounty.com
After utilizing the various methods of help on

the previous page, if you still have questions or
problems
or
If you have problems at any time with accessing

SAP, printing, computer or network problems,
etc.
Contact the Tarrant County IT Help Desk at
817-884-3507
59
Lesson 6: Accessing Training Materials
 All TITAN training materials for Finance & Purchasing are stored on the
Tarrant County website
 This website is accessed through your Internet Explorer from any computer
that has internet access; you do not have to be on the Tarrant County
network. The URL for direct link to the Training Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
 Set up this website as a favorite in your web browser for quick future access
 Enter the URL above in the address

field in your browser
 When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
 A pop-up window will be displayed with
a default name for the site. Click OK.
 To access this site in the future, just
click on the Favorites item in the browser
menu and highlight the name for the
website. You will go directly to the
website.
60
Accessing Training Materials (cont’d)
 Review the instruction page to understand how to use the website

 Click on the Courseware link at the top of the Instruction page
 A Listing of Courses will be displayed
 Click on the Course Title to see a general description of the

content of the course
or
 Click on one of the buttons beside the Course Title to go directly
to either the Overview, Quick Reference Cards, or Tutorials
 These training materials will be available for your use and
reference at any time
61
Running Tutorials
 An additional learning tool is being provided with the Phase II SAP
implementation -- Tutorials
 Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment
 These can be viewed in two ways:
► As a movie that takes you through the transaction in a demonstration, or
► As an interactive, hands-on practice session that stops at each step and
directs you to make entries in fields or take actions per instructions
provided by the wizard and in the bubbles
 Tutorials are provided with each course in the Finance and Purchasing
training
 A list of the tutorials is provided at the end of each course.
 Go to the Training Materials website to access and run these tutorials.
Detailed instructions are provided on the website when you click on
the Tutorials button
Happy Tutoring!!
62
Training Sandbox
 An SAP environment (Training Sandbox) where you can practice
your skills in a real instance of SAP will be available after mid-
June
 The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course
 The only differences are:

 Highlight the Training environment on
the logon pad
 Click logon
 Enter 520 in the Client field
 Enter the same User Id and Password
you are assigned for Production
Feel free to practice any of the tasks in the basic navigation course
and any of the transactions included in other courses you take.
Use the Quick Reference Cards to walk you through the
transactions.
63
COURSE SUMMARY
 Congratulations!!
 You have completed the Finance & Purchasing
Overview and have reviewed the following topics:
 SAP system and integration
 Tarrant County implementation
 Terminology
 High level functionality:
 General Ledger
 Accounts Receivable
 Accounts Payable
 Asset Accounting
 Controlling
 Grants Management
 Funds Management
 Materials Management
 Getting Help
 Accessing training materials
 You are now ready to complete your role-specific
training courses
64

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Finance and Purchasing

Finance & Controlling Modules

Materials Management Module

Accessing Training Materials

 Introduce SAP and the finance and purchasing modules

Objectives of the course:

 The SAP system is a fully-

 The system provides online,

TC is also using ESS (Employee Self

►When a transaction is executed in any module,

Direct Posting Invoice

Widgets (material #15005), 10 bx 10.00

Material Total 100.00

 Document Types are located on the header portion of

► Distinguish between different business transactions

Citibank Line Items

 Human Resources (HR)

 Financial Accounting (FI)

 Tarrant County is implementing the following modules in SAP:

Materials Management (MM)

Grants Management (GM)

Funds Management (FM)

Materials Funds Grants

► Company Code – TC01

► Controlling Area – TC01

► Purchasing Organization – TC01

► Chart of Accounts – TC01

Chart of Accounts – TC01

Controlling Area – TC01 • For management reporting

Purchasing Organization – TC01 • For all Purchasing settings

Company Code – •Basic entity in SAP for a legal

Plant – TC01 Plant - TCJC

MM • For all Logistics settings

Plant – TC04 Plant - TCCS

Tarrant County terms:

 GASB – Governmental Accounting Standards Board

 Systems with duplicate data

What Does Business Change Involve?

 Changing the way we work

CO Controlling Manages responsibility accounting

Managerial Reports Internal

The FI module is designed for automated management and

Master General Accounts Accounts Fixed Periodic

 Used for external  Contains

 Document entry ► General Ledger

 Display general ledger accounts, documents, Accounts

and line items

 Maintain G/L accounts

 Processes cash receipt

revenue transactions Accounts

 Record cash receipts into Cash Journal Accounts

 Enter customer invoices / credit memos to create

 Check entries and posts cash journals

 Process invoices  Contains Asset

 Generate warrants/checks ► Vendors Accounts

by due date or discount

 Produce 1099 Reports

 Enter Invoice Documents Accounting

 Park documents when invoice verification fails Accounts

assets ► Tag numbers Accounts

 Generates depreciation ► Asset Classes Accounts

Create the asset shell at the requisition stage Accounts

This is the key component structure of Controlling: