BUworks: Journal Entry Lab

Journal Entry Lab

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Introductory

Expected duration: 2 hours

Description: We will explore how to create, change, and use Journal Entries as part of the process to manage the accuracy of expenses charged to your cost objects. The lab will cover the following:

• SAP Financial Structure
• Create Journal Entries
• Add Attachments to Journal Entries
• Display Documents
• Change Parked Documents
• Track Journal entry through Workflow
• Execute relevant Business Warehouse (BW) Reports

Prerequisites/Requirements:

1. Confirmation from employee’s manager that this course is appropriate to employee’s business role.
2. At least minimal experience both using SAP in their current business role(s) and running BW reports.
3. Please review the following before you attend:

• Process Guide: Journal Entries
• Introduction to BW Reporting
• Working with BW reports

Sections

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BUworks Cashier Upload - ZCashUpload

Course type:

Hands-on lab; where participants will log in as themselves and use their own data in the production (live) environment.

At times when webinar trainings are offered, note the "expected duration" will decrease due to lack of hands-on activity.

Course level:

Basic/Introductory

Expected duration:

90 minutes

Description:

We will review the cashier upload template and instructions. Also, we will explore how to create the cashier upload file and how to use WebGUI ECC system transaction code ZCashUpload.

The Cashier Upload file and workflow process is used to record and account for cash, check, credit card, and petty cash transactions made to University accounts. The upload process imports data into the General Ledger system for workflow approval and posting.

Target Audience:

Departmental administrators responsible for processing and managing income and/or revenue transactions and custodian and/or alternates responsible for processing petty cash transactions.

Prerequisites/Requirements:

Confirmed with your Manager and/or Supervisor that this course is appropriate to your business role and responsibilities.

You must have the Cashier Submitter Decentralized role (e.fi_cashier_submitter) and Department Submitter Decentralized role (e.fi.department_submitter).

These roles are required to access the WebGUI ECC system transaction code (ZCASHUPLOAD), which will be covered in the training session.

To request for any of the two roles, contact your DSA (Departmental Security Administrators). If you don't know who your DSA is, click here to access a listing and more information.

More Information:

If you have questions on the cashier upload process, contact Cashier Services at 617-353-3896 or cashier@bu.edu.

Additional help resources are found here. For information on the training schedule, contact Steve Kelly.

Sections

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BUworks: Intro to WebGUI - FI

Intro to WebGUI - FI

Course type: Hands-on lab; where participants will log in as themselves and use their own data in the production (live) environment;  At times when webinar trainings are offered, please note the "expected duration" will decrease due to lack of of hands on activity.
Course level: Intro
Expected duration: 2 hours

Description: We will explore and review WebGUI - ECC System navigation and functionality through the BUworks Central Portals financial tools and the Account Crosswalk (ACCT XWalk).  We will also explorer the useful SAP "Smart Tools" available for financial transactions, some examples are creating favorite folder, variants, User settings, and Services for Object features.

Target Audience:  New employees and/or employees who are not familiar or want to improve their skills in exploring and understanding SAP WebGUI ECC Financial system and the options available for end users.

Prerequisites/Requirements:  Confirmed with your manager or supervisor that this course is appropriate to your business role. 

Must have the Department Submitter Role (E.FI.Department_Submitter Role).   This role will allow access to the WebGUI ECC System.

For additional information click here WebGUI ECC systems or contact Steve Kelly.

Sections

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BUworks: Internal Service Request Lab

Internal Service Request Lab

Course type: Hands-on lab; At times when webinar trainings are offered, please note the "expected duration" of time will decrease due to lack of of hands on activity.                      
Course level: Basic                                        
Expected duration:  2 hours

Description: We will explore the Internal Service Request process and how to create and manage a request for services from an Internal Service Provider.

Target Audience: (1) employees who are reasonably new to the University or to their business role; (2) department administrators charged with requesting for services from an Internal Service provider.

Prerequisites/Requirements:   You have confirmed with your manager and supervisor that this course is appropriate to your business role. 

You are required to have the Internal Service Requester Role (E.FI.Internal_Service_Requestr - Role).  This role will allow access to the ISR via BUworks Central and WebGUI transactions.

For additional information click here Internal Service Requests or contact Steve Kelly.

Sections

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BUworks: Funds Reservation

Funds Reservation

Course type: Hands-on lab; At times when webinar trainings are offered, please note the "expected duration" will decrease due to lack of of hands on lab activity.
Course level:  Basic
Expected duration: 2 hours

Description:  This functionality allows allocation of committed projected expenditures to a Cost Objects in the BUworks WebGUI ECC system; eliminating the need of a shadow system.  The results reflect the true available balance allowing for an accurate budgeted projection for your areas quarterly or annual budget confirmations.

Fund reservation transactions provide a manual method of committing known expenses throughout your annual budget year or grant duration.  It is an efficient and effective way to manage and maintain your departments operational and salary budgets.

Here are some examples of anticipated expenses that funds could be reserved for:  business related travel trips, college or department events, special research projects, salary, and departmental or research costs.

Target Audience: Departmental administrators with budget or grant responsibilities.

Prerequisites/Requirements:  Confirmation from employee’s manager that this course is appropriate to employee’s business role.  

You are required to at least have the Department Submitter Role. (E.FI.Department_Submitter - Role).

For additional information click here Funds Reservation or contact Steve Kelly.

Sections

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Webinar - Fiscal Year Closing Review

Closing the books in SAP involves making sure the transactions posted throughout the year are accurate, that they have been posted to the correct cost objects and GL accounts, and that everything that should be posted in the current fiscal year, has been.  

This webinar, presented by members of the Financial Affairs, Budget, and Sourcing/Procurement offices, will describe the highlights related to important dates and closing procedures.

Note: this is an online session. Everyone will connect remotely via Zoom. 

Webinar connection instructions will be sent to anyone registering prior to the start of the event. Late registrations may not be processed in time to attend, so please register as early as possible.

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How to use the Vendor Diversity Dashboard and Searchable Vendor Database

Course Type: Dashboard walk-though with examples for you to utilize with your own data.

Expected duration: 1 hour

Description: This session will cover how to utilize the Vendor Diversity Dashboard and read the data. This will help you and your team make goals around diversity spend. We will then teach you how to use the searchable vendor database and Supplier.IO database. This will help you to decide which vendors you should utilize to hit those goals. There will be time at the end for Q&A.

Target Audience: Purchasers, Financial Administrators, or Department Chairs.

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How to use the Diverse Supplier Database

Course Type: Walk-though of the Supplier.io Explorer Portal

Expected duration: 30 minutes

Description: This session will cover how to utilize the Supplier.io Explorer Portal to search for diverse suppliers. This tool will help you and your team find certified diverse suppliers that can help meet your needs for goods and services. There will be time at the end for Q&A.

Target Audience: Shoppers

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BUworks BW Reporting: Funds Management (Intro)

Funds Management Business Warehouse Reports (Basic)

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Introductory

Expected duration: 3 hours

Description: Participants will learn the basics of Business Warehouse reporting (including sorting/grouping, filtering, adding/removing data, and creating customized reports) in the context of monitoringdepartment and/or center funds. We will explore how to track budgets, actuals (expenses and revenues) and commitments (budget encumbrances). The workshop focus will be on the Unrestricted Budget to Actual by Funds Center report suite, which provides views of data from the summary level to the line item detail level. If time allows, we will also consider the Designated/Restricted fund report suite.

Target Audience: (1) employees who are reasonably new to the University or to their business role; (2) department administrators charged with monitoring budgets and actuals (revenues and expenses) who want to review FM reporting basics.

Prerequisites/Requirements: 

1. Check with your supervisor to confirm that this course is appropriate to your business role (documentation not required)
2. At least minimal experience using SAP in your current business role(s). It is not necessary to have used a Business Warehouse report.

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BUworks BW Reporting: Grants Management (Intro)

Grants Management Business Warehouse Reports (for Administrators)

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Introductory

Expected duration: 2.5 hours

Description: Participants will learn the basics of Business Warehouse reporting (including sorting/grouping, filtering, adding/removing data, and creating customized reports) in the context of monitoring grants activity. We will explore budget and actual (revenues and expenses) activity at the grant, sponsored program, sponsored class, and general ledger account levels. Our exploration will include several reports in the Grants Management (GM) area.

Target Audience: (1) employees who are reasonably new to the University or to their business role; (2) departmental grant administrators who want to review Grant Management reporting basics.

Prerequisites/Requirements: 

1. Check with your supervisor to confirm that this course is appropriate to your business role (documentation not required)
2. At least minimal experience using SAP in your current business role(s). It is not necessary to have used a Business Warehouse report.

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BUworks BW Reporting: Procurement Reports (Intro)

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Introductory

Expected duration: 2.5 hours

Description: Participants will learn the basics of Business Warehouse reporting (including sorting/grouping, filtering, adding/removing data, and creating customized reports) in the context of monitoring purchasing activity. We will explore methods to investigate purchase requisitions, purchase orders, vendor invoices, and vendor payments. Our exploration will involve two reports: the Purchasing Document Lifecycle (PDL) and Boston University Spend (BUS) reports.

Target Audience: (1) employees who are reasonably new to the University or to their shopping role; (2) departmental managers or administrators who want to review reporting basics specific to purchasing.

Prerequisites/Requirements: 

1. Check with your supervisor to confirm that this course is appropriate to your business role (documentation not required)
2. At least minimal experience using SAP in your current business role(s). It is not necessary to have used a Business Warehouse report.

Sections

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BUworks BW Reporting: Labor Distribution Reports (Intro)

Payroll Business Warehouse Reports

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Introductory

Expected duration: 2.5 hours

Description: Participants will learn the basics of Business Warehouse reporting (including sorting/grouping, filtering, adding/removing data, and creating customized reports) in the context of monitoring employee pay. We will investigate activity by organizational unit and by department/center, which will allow us to view payments to students and employees beyond the Organizational Unit boundary. Reports examined will include the Labor distributions Payroll Inquiry by Employee (PA15) report and the Labor Distributions: Funds Center report.

Target Audience: (1) employees who are reasonably new to the University or to their business role; (2) payroll coordinators or managers who want to review Payroll reporting basics.

Prerequisites/Requirements: 

1. Check with your supervisor to confirm that this course is appropriate to your business role (documentation not required)
2. At least minimal experience using SAP in your current business role(s). It is not necessary to have used a Business Warehouse report.

Sections

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BUworks BW Reporting: Intermediate FM Reporting

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Intermediate

Expected duration: 1.5 hours

Description: we will use Business Warehouse (BW) Funds Management (FM) reports to address common questions that arise for financial managers regarding budgets, actuals, open commitments, P-card activity, etc. In the process of our examination, we will rely on a number of BW tips and techniques to analyze data available in the Business Warehouse environment.

Note: the workshop agenda will be driven entirely by questions submitted ahead of time by employees registered to attend.

Target Audience: administrators responsible for monitoring departmental/college/center financial activity and who use FM reports. This workshop is for anyone who wants to deepen their understanding of Funds Management data and the BW reporting tool.

Prerequisites/Requirements:

1. Confirmation from employee’s manager that this course is appropriate to employee’s business role.

2. Completion of the instructor-led Funds Management Reporting (Basic) lab and/or experience running BW Funds Management reports.

Sections

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BUworks BW Reporting: Fiscal Year-end Working Session

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Intermediate

Expected duration: 1.5 hours

Description: This working session will be co-hosted by the BW Reporting trainer and representatives from central offices. The workshop will be driven by attendees' questions regarding the fiscal year-end close (questions submitted prior to the date of the workshop). We will use Funds Management and/or Guided Buying reports to answer questions related to budget reconciliation, open commitments, ISR's and FSR's, Purchase Requisitions, purchase orders, and invoices.

Target Audience: financial administrators tasked with all or some part of the Fiscal Year-end closing process. Participants should be comfortable running Business Warehouse Funds Management reports (this is not an intro workshop).

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BUworks BW Reporting: Grant Reporting for Department Admins (Intermediate)

Course type: Hands-on lab; participants will use their own data in the production environment.

Course level: Intermediate.

Expected duration: 1.5 hours

Description: This session will be jointly led by the BW Reporting trainer and a representative from the Sponsored Research Post Award area. We will continue the exploration of Grant Management (GM) reporting begun in the GM Intro workshop. With input from the attendees and the instructors, we will collaboratively develop answers to questions submitted by session participants.

Target Audience: employees who want to improve their skills by exploring and understanding Grants Management report data. The lab is intended for administrators who need to dig deep into BW grants reports.

Prerequisites/Requirements:

1. Discussion with your supervisor to confirm that this course is appropriate to your business role.
2. Prior completion of a Grant Management (Intro) course and/or experience using existing BW Grants Management reports.

Sections

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BUworks BW Reporting: HCM data for Payroll Coordinators (Intermediate-level)

This workshop is targeted at Payroll Coordinators who have experience using BW reports. It is not intended to be an intro-level course, although the session will be driven by the questions submitted by attendees, so it's difficult to predict the level of the questions we address.

Note that the workshop will be held online. Connection instructions will be provided a few days prior to the scheduled date.

Subject area: HCM data (might include data related to Employee Master Data, Time Management, Position Status, Labor Distribution and Personnel Administration) - all within the context of BW reporting, i.e., this workshop will not cover all areas of SAP

Prerequisites/Requirements:

1. Discussion with your supervisor to confirm that this course is appropriate to your business role.
2. Prior completion of a labor distribution reporting workshop and/or experience using existing BW Payroll reports.

Sections

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BUworks BW Reporting: Shoppers and Approvers (Intermediate)

Course type: Hands-on lab; participants will use their own data in the production environment

Course level: Intermediate / Advanced

Expected duration: 1.5 hours

Description: We will explore BW reports designed to display purchasing data – purchase requisitions, purchase orders, invoices and vendor payments. The agenda will be based on questions submitted by attendees. The pace will be reasonably brisk and it will be assumed that attendees already have significant experience using BW reports. 

If you are new to BW Reporting, the Intro-level workshop for Shoppers and Approvers is more appropriate.

Target Audience: employees who are familiar with the purchasing process and BW reporting who want to improve their skills by exploring and understanding BW data related to purchasing. The lab is intended for administrators who need /want to dig into BW shopping reports.

Prerequisites/Requirements:

1. Discussion with your supervisor to confirm that this course is appropriate to your business role.
2. Prior completion of a Procurement Reporting intro workshop and/or experience using existing BW Procurement reports.

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Concur Travel Expense Drop in session

Not a full training. Available computer lab time for Concur users to get hands on help with their expense reports. Great opportunity for users to finish their first report or get assistance with complex travel.

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Concur Travel Expense Training

In depth Training and Demonstration of Concur Travel Expense. An end to end walk through of Expense Report creation and submission with a special focus on travel card transactions and profile settings.

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Concur Travel Expense Training & Drop In Session

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