Revenue Entry in SAP

January 28, 2008

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COURSE OUTLINE Provide brief overview of Revenue Project Review current state vs future state Revenue Entry Process in SAP Difference between Revenue and Refund of Expenditures Cash Management Policy Organizing financial information for SAP Key SAP transactions and Journal Entries How to create paper Revenue Transmittal document in

SAP Preparing checks for deposit Error messages and problem resolution Security and roles Demonstration of SAP transactions Exercises using Master Data

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COURSE OBJECTIVES: Understand difference between

Commonwealth Revenue and Refund of Expenditure

Understand the process and identify system transactions used to record revenue in SAP

Enter SAP transactions needed to complete your daily work.

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Revenue Project Background

Collaborative effort OA, OB, REV

GOALS:- Streamline the process of Revenue

Entry- Improve the efficiency, effectiveness

and accuracy of the Commonwealth’s revenue accounting and reporting.

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Phase 1:

Decommission RDS Eliminate manually prepared paper

documents (snap-sets) Enter revenue information directly into

SAP Transfer revenue information into SAP

from agency systems via interface files

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Revenue Entry AS-IS - Checks

Revenue Entry As Is Check Process - DRAFT

Rev

OB

Com

ptro

ller

OB

CS R

ev

Acct

Trea

sury

Agen

cy

Receive Check

Enter on Manual Snap Set Form

Park data in SAP

Data Entry in AgencyApplication

Data Entryin RDS

Data Entry in SAP

Post data in SAP

Receive paper transmittal

Create hard copy Revenue

Transmittal/SAP sends data

May Also GoTo ComptrollerPrior to CS Rev

Accounting

RT= Assumes checks are

attached to the RTException ROC

Receive paper transmittal

Encodes Checks & Send to Bank

Reconcile paper to overall deposit

Receipt paper and enter to TABS

Reconcile Treasury receipt

Updates RAS

Updated Receipted Copy of RT returned to

Agency

1

2

3

Create paperRT

Create paperRT

Data Entry in SAP

Send Check withMemo to Comptroller Updated

Receipted Copy of RT returned to

Agency

$$

Receive Check

$$$

$

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RDS USERS

Current State Agency receives

checks Agency enters data in

RDS Agency prints paper

RT from RDS and sends to CSRAU

CSRAU sends checks & paper to DOR

DOR encodes checks & sends paper to CSRAU

CSRAU reconciles deposit

Future State Agency receives checks Agency posts data in

SAP* Agency prints paper RT

from SAP and sends to CSRAU

CSRAU sends checks & paper to DOR

DOR encodes check & sends paper to CSRAU

CSRAU reconciles deposit

*User can park and have manager review and post

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Agency Memo to CO

Current State Agency receives checks Agency enters data in

Agency system Agency creates memo

and sends to CO CO posts data in SAP CO prints paper RT from

SAP and sends to CSRAU

CSRAU sends checks & paper to DOR

DOR encodes checks & sends paper to CSRAU

CSRAU reconciles deposit

Future State Agency receives checks Agency posts data in

SAP* Agency prints paper RT

from SAP and sends to CSRAU

CSRAU sends checks & paper to DOR

DOR encodes check & sends paper to CSRAU

CSRAU reconciles deposit

*User can park and have manager review and post

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Revenue Entry Process in SAP

1. Organize financial information for posting

2. Post journal entry to update Commonwealth accounting records

3. Print Paper RT (control document and data entry instrument for Treasury)

4. Prepare financial items for deposit, if applicable

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What is Commonwealth Revenue?

Taxes, licenses and fees, assessments, fines and penalties, reimbursements, sales of goods or services, contributions, grants

(GL4*)

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What is not Commonwealth

Revenue?What is Refund of Expenditure?

Return of money to an agency as a result of an illegal, erroneous or duplicate payment

Overpayments received from Commonwealth vendors, undeliverable checks, Treasury redlines

Refund of Expenditures – must reduce amount of actual expenditure

(GL 6*)

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How to process in SAP?

REVENUE: Agency/Comptroller can use

transactions FB50 to Post and ZF_SAPTORIS to create an RT

REFUND OF EXPENDITURES: Agency/Comptroller can use

transaction FV65 to Park or FB65 to Post and ZF_SAPTORIS to create an RE

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Forms of Revenue:

Checks, money orders, coin, currency, credit cards, electronic transfers

Coin and currency – deposit to local bank Checks – deposit to local bank or prepare

for deposit at Commonwealth facility at Brookwood Street

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Cash Management Policy

Deposit as timely as possible Minimize the number of times

cash/cash instruments are handled before deposit

regional locations with minimal revenue should deposit weekly or threshold of $500.

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Step 1: Organizing financial information for posting:

Processing checks/money orders: Valid payee Valid date Amounts agree Signed Payable at US bank or payable in

US$

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Identify Account Codes

Revenue Code Symbol Fund, Class, Dept, Appropriation, Type

SAP Code (FI module, FM module) General Ledger Account/Commitment

Item

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Account Code Structure examples:

001131-018000-161 = Sales, Use, Hotel Occ Tax = 4120001

010610-008187-107 = Sale of Oil, Gas, Antifreeze = 4435721

012410-022000-101 = Trout/Salmon License = 4411257

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Data elements required for posting journal entries: General Ledger/Commitment Item Amount SAP Fund

COPA Fund Business Area Cost Object

Cost Center Order WBS element

Value Date (MD #310.29)

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Crosswalk Tables Y_DC1_32000194 – Revenue Code Crosswalk Y_DC1_32000275 – Validation Table Lookup

(Business Area, Fund, Cost Center)

Y_DC1_32000278 – Rev Code to GL Crosswalk Y_DC1_32000280 – Cost Center Crosswalk

ZF_LEG1 – Cost Center Crosswalk ZF_LEG3 – RevCode to GL Crosswalk ZF_LEG4 – ICS Org. to Fund Crosswalk ZG_VAC – Valid Account codes with description

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Revenue Document Types:

SQ – Revenue Transmittal with remit (checks, money orders)

SV – Revenue Transmittal without remit (ACH, EFT, cash deposit in local bank)

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Key SAP Transactions

FB50 – park or post a revenue journal entry

FBV0 – post a parked document FB02 – edit a posted document FB08 – reverse a posted document

ZF_SAPTORIS – print paper RT

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Standard Journal Entries:

Created by Agency: Dr. Cash-in-TransitCr. Revenue GL

Created after Treasury receipts RT:Dr. CashCr. Cash-in-Transit

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Step 2: Update recordsFB50– enter GL account document

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Bank CodesBank Code Bank Activity Business Areas Description

850 Fulton Cash deposit All Deposit coin/currency in local bank

57L87L

WachoviaWachovia

ACH ConcentrationACH Concentration

3813,18,26,67

State ParksDMVA homes, Lottery, LCB stores, Vital Stats

87187287T

WachoviaWachoviaWachovia

Check DepositCheck DepositCheck Deposit

All18,24,30,38,78,8112

Checks processed at Brookwood by RevenueChecks processed at ROC by PennDotChecks processed at Brookwood – Fund 063

274 National City

Zero Balance Transfer 18 County Collections- Inheritance and Realty Transfer Taxes

234324324874878879

MellonPNCPNCWachoviaWachoviaWachovia

ACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and RefundsACH Wires and Refunds

2114, 38, 78, 79AllAll6512

Annual Inter-Governmental TransfersDefault electronic transfers PNCSAP Advancement AccountsDefault electronic transfers WachoviaFund 168 (Gaming)Fund 064

87P Wachovia EFT Revenue Tax Payments 18 Business Trust Fund Taxes

87N87R

WachoviaWachovia

EFT Request for Federal FundsASAP Drawdown Federal Funds

AllAll

Federal FundsFederal Funds

73G

74G

Mellon

Mellon

Long Tern Investments

Long Term Investments

12, 70, 71, 79, 81

72

Investments – Pool 124 (Ins Liq, USTIF, Tobacco, Def Comp, SWIF, Work Comp, SERS, PMRSInvestments – Pool 135 (PSERS)

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FBV0 – Post a parked document

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FB02 – Edit posted document

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FB02- Edit posted document

Header Doc. Header text

Detail Value date Text

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FB08 – Reverse Document

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Why Reverse?

Incorrect amount Incorrect fund Incorrect document type

NEVER, NEVER, NEVER REVERSE A RECEIPTED DOCUMENT!!!!!

Call Comptroller if not sure document should be reversed

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STEP 3: Print Paper RTZF_SAPTORIS

*Insert comments slide

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ZF_SAPTORIS Transaction functionality:

Prints paper RT Updates table in SAP Sends an IDOC to RIS

Transaction controls: Test run to view before printing paper

RT Prevents duplicate printing Must notify IES/CSRAU before reprint

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RT Reprint

User must send email to IES and CSRAU to request deletion and include:

RT# Date created SAP Document # Business Area Document Type Amount of Document

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STEP 4: Preparing checks for deposit at DOR facility Endorse back of check within 1.5 “ of trailing

edge Commonwealth of PA or specific Agency For Deposit Only RT #

Limit 1,000 checks per RT Maximum 50 checks per batch Calculator tape/report with individual check

amounts identified wrapped around each batch

Calculator tape w/batch and grand totals

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Current Processing Deadlines

11/6/07

11/6/07

11/7/07

11/8/07

RT’s w/ remit must be delivered to Brookwood Street facility by 10:00 am

Checks processed by DOR and sent to Federal Reserve Bank for deposit by 3:00 pm

RT sent to Treasury (next day) Treasury receipts RT (next business

day)

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Messenger Pick-up locations

Attorney GeneralComptroller

8th fl Strawberry Square,Verizon Tower

11:30 am

Central Services Comptroller

11th fl Strawberry Square, Revenue Tower

9:30 am, 12:30 pm3:30 pm

Bureau of Commonwealth Payroll Operations

19th fl 333 Market St 7:00 am, 9:45 am

Transportation Comptroller 9th fl Keystone Bldg 9:00 am, 1:15 pm

Labor Education & Community Service Comptroller

15th fl, Labor & Industry Bldg

10:00 am, 2:00 pm

Public Health & Human Service Comptroller

109 Health & Welfare Bldg

8:00 am, 12:30 pm

Public Protection & Recreation Comptroller

2nd fl Pitnick Bldg 3:00 pm

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Regional offices using US Mail

Mailing Address: Commonwealth of PACentral Services Comptroller

Office – Revenue Accounting UnitAttn: Gayle Farabaugh1854 Brookwood Street

Harrisburg, PA 17104

DO NOT SEND COIN OR CURRENCY VIA US MAIL

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Query Tools in R/3

FB03 – display posted document Search by doc type, user ID, etc.

FBL3 – display by GL account Search by posting date(s), BA, etc.

Y_DC1_32000179 – Posted documents for SAP-RIS-RAS

Includes SAP doc # and RT #

Y_DC1_32000360 – Commitment/Actual line items by Document Number

GD20 – select line item – selection ledger ZZ

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Security Roles

Separate agency revenue roles in SAP User has no other FI role User has current A/P and/or A/R role User needs to cross Business Areas

Request thru HR after completion of training

Also request FI/CO/FM Viewer role

OB/BFM must approve user to cross BA

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Central Monitoring

Most agency users will not be able to post certain doc types: EA, AM, SU, etc.

System will trigger email alert to central monitoring office if agency user posts an unauthorized doc type

1/28/2008 email addresses updated 02 Aug 2011 42

Resources:CO: CS - Holly Keister – hkeister@pa.gov

LECS - Miriam Millan – mmillan@pa.gov PHHS - Dan Sharar – dsharar@pa.gov PPR - Jeff Hertz – jehertz@pa.gov

IES: Suzanne Alese-Carraway – salese@pa.gov Satish Jayakumar – sjayakumar@pa.gov Kim Killen – kkillen@pa.gov

CSRAU: Gayle Farabaugh- gfarabaugh@pa.gov

OB: Dot Krazek-Kohlman - dkrazek@pa.gov Jennifer Smith (BFM) – jensmith@pa.gov