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1.   When I print my travel expense report, it cuts off part of the detail so I can not see the entire report.

 
2.   How can I make the reports more reader friendly once printed?  The reports I receive are tiny and hard to read, plus they have columns of information that I will never use?

 
3.   How is the check distribution assignment determined?  Could authorizations be put in place to allow access to check distribution assignments?

 
4.   Can the cost center the student is being paid from appear on the remuneration statement or check?

 
5.   How do I get rid of the SAP cover sheet on the front of reports when I print?

 
6.   Why is it that sometimes a check is not produced even though time was submitted?  What is the easiest way for a student to get his money when this happens?  Can a list of employees who have submitted time but no check issued be made available?

 
7.   Can you tell me how I can eliminate the extra page after the totals that pr8int out when I print reports in SAP?

 
8.   Occasionally payroll information may get lost in the mail.  It is possible to reprint a remuneration statement or an expense distribution report?

 
9.   How can you download a report from Managers Desktop to Excel if no icon exists on the screen?

 
10.   Is there a way to set my Managers Desktop so I can print reports directly to my own printer?  I have always had to save the file to my hard drive and convert it to a spreadsheet before being able to print it out.

 
11.   In Managers Desktop if employees no longer working in my department show up on my reports or on my timesheets, how can they be removed?

 
     
     
1.  Q:  When I print my travel expense report, it cuts off part of the detail so I can not see the entire report.

 
  A:  In the print properties FORMAT box (after you click on the print icon), change the FORMAT to utilize option x_90_120.  The "90" of this format signifies the number of lines to print on a page.  Typically, the default for this report is x_65_120, so that it was only printing 65 lines per page.  x_90_120 should satisfy most, if not all travel expense reports.

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2.  Q:  How can I make the reports more reader friendly once printed?  The reports I receive are tiny and hard to read, plus they have columns of information that I will never use?

 

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  A:  In the print properties FORMAT folder (after you click on the print icon), change the FORMAT to utilize the format that best meets your needs.  You may need to test a few formats to determine which works best for you within a specific report.  For example, format x_65_255 means that 65 lines will print on a page, while the 255 represents the number of characters to print across the page.  Therefore, if a lower number format is used for lines and characters then the printing gets larger.  Also, once you have determined the format that works best for you, these can be saved for the report by choosing the "settings" button from within the "properties" in your print parameters.  Under the "Default for field" area , select the field to be set as a default and the "default field value", then in the validity area, choose "Valid for this report only" (if that is what you want), and then select the "Copy Settings" button.

 

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3.  Q:  How is the check distribution assignment determined?  Could authorizations be put in place to allow access to check distribution assignments?

 
  A:  The check distribution code prints at the top of each paycheck so each employee can determine where their check will be distributed each payday.  Once a distribution code is set up for a student it should stay the same throughout the semester.  Therefore, if a student is not listed on the Check Distribution Report delivered to the departments with the paychecks every payday, then the students check is at their other job location.  It will continue to go to the same location for that semester unless a change is requested through Student Employment.  Please keep in mind there is only one (at most) check distributed each payday for each employee.  If a student's check normally is distributed to your department and does not show up for a particular pay, then you need to call the Payroll office.

 

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4.  Q:  Can the cost center the student is being paid from appear on the remuneration statement or check?

 
  A:  The purpose of the Remuneration Statement is to give employees a breakdown of their earnings, taxes, reductions, deductions, etc.  It is not intended to give departments accounting information. Displaying the "home" cost center could assist us in sorting, but the plan is to change the sorting to campus address/distribution code.  We believe this is a better way to improve the sorting and distribution process.

 

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5.  Q:  How do I get rid of the SAP cover sheet on the front of reports when I print?

 
  A:  Select the printer icon to print a report, then go into "Properties" and open the "cover sheets" folder.  Double click on the "SAP Cover Sheet" field and from the drop down, select "Do not Print".  This can then be set as a default as described in the question #2 above.

 

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6.  Q:  Why is it that sometimes a check is not produced even though time was submitted?  What is the easiest way for a student to get his money when this happens?  Can a list of employees who have submitted time but no check issued be made available?

 
  A:  We have taken some steps to help part of this situation.  In certain instances when an employee was re-hired, the bank details information was not updated properly.  No check (or a zero check) was produced for those employees.  A consultant created an edit check that will now catch this error.  We are correcting these before checks are run.  The process has been changed regarding cash advances.  Currently, the payroll office cuts a manual check to replace those which should have come out but did not due to system issues.  This does reduce the amount of legwork the employee needs to complete to receive a check.  The departments can refer to the Check Distribution listing for their area to determine if a check has been produced for the employee in question.  If they do appear on their report (and the employee has their Check Distribution code assigned to this department, then they need to contact payroll for a manual check (unless the employee opts to wait for the next pay cycle).

 

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7.  Q: Can you tell me how I can eliminate the extra page after the totals that pr8int out when I print reports in SAP?

 
  A: In the "cost Centers:  Actual Line Items" report, once the report has been executed and has returned data (the "Display Actual Cost Line Items for Cost Centers" screen will appear) use the menu path "List --> Print Preview --> Edit --> Subtotals".  The "Define sort order" screen will appear.  In the "Sort Fields" area, you will see the "Cost Center" field in the "Column Content" area and just to the right is a column labeled "NG".  In this field "*" asterisk represents that the report will page after each cost center .  Whereas "UL" represents that the report will Underline after each cost center.  If the "UL" selection is used then there will not be an extra page after the totals.

 

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8.  Q:  Occasionally payroll information may get lost in the mail.  It is possible to reprint a remuneration statement or an expense distribution report?

 
  A: It is a simple process to reprint a remuneration statement for a ny period which has not been voided in the system.  It's also possible to reprint sections of the Expense Distribution reports. Call the Payroll Department with these requests.

 

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9.  Q:  How can you download a report from Managers Desktop to Excel if no icon exists on the screen?

 
  A:  You can either print directly from MDT, or download it to your PC as a spreadsheet file and open it with Excel if you'd like to sort the report differently than it appears on your screen.  To download the report to your PC, use the following menu path:  System --> List --> Save --> Local File  Next, select the spreadsheet option and click on the green check mark.  After you select the location, click on the Transfer Button and the report will be downloaded to your PC.  You can now open Excel and open your report from the saved location.  This procedure works for ALL reports throughout SAP that does not have an Excel icon available to it.

 

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10.  Q:  Is there a way to set my Managers Desktop so I can print reports directly to my own printer?  I have always had to save the file to my hard drive and convert it to a spreadsheet before being able to print it out.

 
  A:  Yes there is!  On the top of all MDT reports, you'll see a print icon (it looks like a little printer).  All you have to do is click on this icon, and you'll see another popup screen come up.  This is the screen where you tell the system where to print your report.  The first line on the box is Output device.  To print to your local printer (not a SAP designated printer), type FWIN in the output device, select the Print immed check box in the Spool control section, then hit the print icon at the bottom of the screen, and your report will print automatically to your local printer.  If you normally print other SAP reports on a SAP Network Printer, all you need to do is put in your printer name in the output device rather than FWIN, select the Print immed in the spool control, then hit the printer icon at the bottom.  Of course, you always have the option to save it to your hard drive to manipulate further in Word or Excel if you'd like.  To do this, rather hitting the print icon, you have two options.  If there is an icon that looks like a calculator on your screen, you can hit that icon, and you'll branch directly into Excel, or if you do not have that icon on your report, select the System from your toolbar at the top of your screen, then select List, Save, Local file, and you can save it directly to your hard drive.

 

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11.  Q:  In Managers Desktop if employees no longer working in my department show up on my reports or on my timesheets, how can they be removed?

 
  A:  In the system, specifically in MDT for these programs, the system looks at the employee's Organizational Assignment to display employees in the reports.  Depending on the type of employee you have (student, staff or faculty), you will need to contact the correct department (Student Employment, HR/Staff Employment, or Faculty Personnel) to change the employees Organizational Assignment screen to point to the department the employee works in now.  They will require a P-3 (or other similar) form to be filled out in order to make the change.  Another possibility is that the dates you have selected at the top of the MDT screen are too broad.   Click on the calendar icon at the top of the screen and select a different period of time.

 

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