Finance Processes and Procedures
The below training materials were originally created for the finance transformation project and upgrade to SAP S4 Hana in July 2018. The project was completed in January 2019 with the upgrade to SuccessFactors.
The below materials continue to be updated. The materials are organized by business process or function.
Accounting, Governance Manual and Master Data Foundational Concepts
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 – link to program description on Sponsored Program Services website. Courses also detailed on Training Matrix.
Journal Vouchers Quick Reference
| 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 Reference
| 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 business processes and procedures have been migrated to the Accounts Payable Resources page.
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 | ||
| FBL5N 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 | Provides instructions for the ZV60 approvals and workflow processes. |
| 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
Signature Delegation business process and procedures is now located in the Governance Manual. Signature Delegation training modules can be accessed through Success Factors.
Purdue Research 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:
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
Finance Launchpad (SAP S4 Fiori)
| SAP Basics and Navigation (NAV 100) | An online course introducing SAP Fiori and demonstrating basic navigation – LMS 1027 |
Grants Management
The Pre Auditor presentation and training resources can now be found on the Training Materials page.