Finance Training

The below training materials were originally created for the finance transformation project and upgrade to SAP S4 Hana in July 2018. The finance project was one of a three phased transformation impacting almost all business processes. The Transform Purdue project was completed in January 2019 with the upgrade to SuccessFactors. SAP S4 Hana role documentation and role request information is available online. Frequently Asked Questions (FAQs) outlined how to handle attachments and payroll retroactivity.

The below materials continue to be updated. The materials are organized by business process or function.

Accounting
The Governance Manual is the primary source of truth and outlines the financial structure, including detailed information in regards to funded program type, department account classification and even common commitment items. The following presentations were used to introduce the new structure: Master Data Theory and Creation presentation, handout and online recorded session Accounting and Financial Management Basics Accounting and Financial Management – Income Producing presentation and recorded session Accounting and Financial Management – Ag presentation and recorded session RIB, Planning, Alternate Budget Address presentation and recorded session Lifecycle of an Account – Policy Training Program SAP 101 was a session used to introduce the new structure previous to deployment.
Journal Vouchers Quick References
FV50 – Create Journal Entry	FV50 is used to transfer funds between departments.
FV50 Approvals and Workflow	Outlines the steps required to approve FV50 transactions, such as reviewing back-up documentation.
FB03 – Attachments and Workflow	Provides directions on how to display documents and attach documentation. This transaction is used to provide supporting documentation for ZV60 and FV50.
Master Data (Create/Add) Quick References
CJ02 – Add Element to Work Breakdown Structure WBS	Business Managers, Assistant DFA and DFAs can add elements to a node within the work breakdown structure (WBS). This is helpful with faculty allocations.
KO01 – Create Internal Order QRG	Business Managers, Assistant DFA and DFAs can request new internal orders.
Planning Quick References
Create a Plan Using the Plan Upload Template (WBSE)	This quick reference also links to the upload template used to create plans for the WBS.
Create or Edit a Plan Using Tcode CJR2	Use Tcode CJR2 to create or edit one plan at a time.
Create a Plan in SAP (IO)	This quick reference defines how to create a plan for an internal order.

Accounts Payable
Accounts Payable processes primarily focus on invoice payment and credit memos. Both require the ability to identify the appropriate vendor.. The AP101 Updated Training Presentation was facilitated in June 2019. The ZV60-FV50 Overview for Clusters was presented in September 2018. The original AP 101 – Showcase Presentation was offered during the finance project deployment, July 2018. ZV60 Approver Training was offered April 2019.
Business Partner References	ZV60 Transaction References	Document Type References
BP – Search for Business Partner Record – Vendor	ZV60 – Create and Issue Credit Memo	Adjusting Display Settings to Include Doc. Type Abbreviations
BP – Search for Business Partner Record – Employee Vendor	ZV60 – Key and Post Direct Invoice	Document Type Grid QRG
BP – Identifying Blocked Vendors	ZV60 – Approvals and Workflow
Bank Information Verification Form	ZV60 – Selecting Permitted Payees
Banking Information Verification QRG	ZV60 – Post Dating
New Vendor Request New ZDIR Non-PO Vendor New ZEMP Employee Vendor New ZRMT Remit Vendor	ZV60 – Post Immigration Payment Request
Change Vendor Request Change ZDIR Non-PO Vendor Change ZEMP Employee Vendor Change ZRMT Remit Vendor	Best Practices for Keying Payments

Accounts Receivable
The below documentation relates to invoice processing through the FI-AR (Accounts Receivables) SAP module AR 101 – FIAR is an online course outlining the steps an invoicing department will perform. Access to the accounts receivable role or module is limited.
Business Process	Business Partner References	Invoicing Department References
FIAR Invoice Process	BP – Search for Business Partner Record – Customer	ZAR_UPLOAD – Creating Customer Invoices Using Upload Program
		FI_AR_INV – Reprinting Customer Invoice
		FBL5N – Display Customer Line Items
		SAP Report Field Descriptions
		FD10N – Customer Balance Display

Approvals and Workflow
FV50 Approvals and Workflow	Provides instruction on how to validate and verify documentation and approve or reject. Approvals are rejected when edits are required.
ZV60 Approvals and Workflow
Viewing SAP Fiscal Approver Table	Displays which position is assigned as an approver for the indicated fund center, business area or level.
Setting Substitute Approvers	Provides instruction on how to create substitutes.

Signature Delegation
The following modules can be accessed through Success Factors Learning Platform using the link below: Success Factors Training modules SIGDEL 101 – Signature Delegation Deep Dive Training SIGDEL 150 – Budget Approver Training – SuccessFactors SIGDEL 200 – Fiscal Approver Training – Financial Transactions and Operating Funds SIGDEL 201 – Fiscal Approver Training – Grant Specific Considerations

Purdue Reseach Foundation (PRF-SDIP)
School Discretionary and Institutional Program (SDIP) funds are unrestricted charitable contributions made by alumni, friends, corporations, staff, and faculty for use by the receiving units. These contributions are donated to fund expenditures that will enhance program and departmental missions, goals and objectives within the unit designated by the donor and are held by the Purdue Research Foundation (PRF). Units can request disbursements of the funds into university accounts to fund university activities. These disbursements are made on a biweekly basis via Automatic Clearing House (ACH) transactions. To request a disbursement of funds from their units PRF SDIP account, units should complete the Discretionary Fund Request form below: Discrentionary Fund Request Form PRF Guidelines for the use of funds Questions can be directed to prfap-discretionary@prf.org

Asset Management
The below documentation relates to how locate assets, change equipment status, location or funding source. Assets Showcase AS 101 Presentation AS 101 Presentation Recording
Electronic Form	Asset Details (Transaction AS03)
Electronic Form Submission	Access Asset Details
Electronic Form SAP Tables	Access Asset Details – Multiple Funding Resources
	Access Asset Details – Using Serial Number
	AS03 – Asset Module Field Details
	AS03 – Locate History of an Asset

Finance Launchpad (SAP S4 Fiori)
FI 100 – Fiori Basics and Navigation	An online course introducing SAP Fiori and demonstrating basic navigation.
Setting Substitute Approvers	Provides instruction on how to create substitutes.

Grants Management
The grants management session introduced the budget upload template for new awards, automated grant status change notifications and reviewed the cost sharing tab, cost share reconciliations and budget tool impact and revenue allocation. Grants Management Showcase GM101 presentation and recorded session. The workflow approval implemented in July 2018 also affected the PreAuditor role. BLCA Preauditor presentation and online course.
PreAuditor Training Resources	Sub-Contractor Payment Approvals
BLCA 290 – JV Better Examples	Approve a Sub-Contractor Payment Request
BLCA 290 – JV Poor Examples	Setting Substitute Approvers
BLCA 290 – Revised PAR Better Examples	Sub-Contractor Payment Approval sneak peek
BLCA 290 – Revised PAR Poor Examples

Finance Training

Finance Training

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