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Financial Operations
Journal Voucher Uploads
QUICK GUIDE for Uploading Journal Vouchers

 

NOTE: For best printed quality, get the paper Quick Reference Card from the Paper Documents web page.

MIT personnel can order free copies from Copy Technology Centers or download the PDF files directly.

Contents
Step 1: Type your Data into a Spreadsheet File
Step 2: Save your file
Step 3: Upload your file in SAP
Step 4: Complete the Import for a local file screen
Step 5: Check Results for Processing Immediately
Step 6: Check Results for Processing in the Background

Step 1: Type your data into a spreadsheet file

Type your data into a spreadsheet file using an application such as Excel. Follow the example below. See Format Rules for a description of what to enter.

a) For a regular journal document, type your data into a spreadsheet file using the following format:

screen capture:  Spreadsheet File

b) For an F&A underrecovery journal document, type in your data as shown below:

screen capture:  U/R spreadsheet file

Format Rules

Use the following rules when entering the data in the spreadsheet.

Col

Description

Rules

A
End of document

Type "X" to mark the last line of the journal document in your upload file. No more than 800 lines per uploaded journal document. The last line must contain an amount; it cannot be 0.

B Cost object Enter the cost center, internal order, or WBS element to be debited or credited.
C G/L account Enter the G/L account identifying the revenue or expense.
D
Description

Briefly describe the line item text of the JV charge, up to 40 characters.

E Transaction date
(mm/dd/yyyy)

Date the activity occurred. Must be within begin and end dates of cost object. To format a 4-digit year in Excel:

1. Select the column to be formatted.

2. Follow the menu path: Format>>Cells.

3. Click on the Number tab.

4. Click on Custom.

5. Under the Type: field enter mm/dd/yyyy.

6. Click OK. 

F Debits Amount to be debited. Format as follows:
  • No plus signs (+), no minus signs (-), no dollar signs ($)
  • Commas and decimal points are optional
  • Enter one debit per line in the file
G

Credits

Amount to be credited. Same rules as for debits. Total debits and credits must balance.
H Purchase order number Only enter if the G/L account is 421818 (Equipment-not MTDC)
I External (reference)
number
Only enter if the G/L account is 421818 (Equipment-not MTDC) and there is no PO. This may be a purchase requisition number.
J WBS element Only used if you entered an underrecovery G/L account. Departments, labs, and centers use a WBS element. Only CAO can enter a WBS or internal order.

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Step 2: Save your file as "Text (Tab delimited)."

2a) Select File >> Save As from the menu.
2b) Choose "Text (tab delimited)" for Save file as type.

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Step 3: Upload your file in SAP

Navigation Path:
(from the SAP
User Menu screen)

- User Menu
- Role ZMIT
- Journal Vouchers
- Spreadsheet Uploads
- SA/FA JV Documents

Transaction Code:

/nzjva

3a) Fill in the following fields.

Company Code: Select the appropriate company code from the Matchcode list.

File Name:

Enter the filepath for the spreadsheet, if you know it. Otherwise, leave blank (you can select it in Step 4).

Pre-validation:

Prevalidation Only: Checks the file for errors, but does not post the transactions to SAP yet.

Prevalidation and Posting: Checks the file for errors first, and if error-free posts the transactions to SAP.

Explanation:

Type in an explanation for all line items (72 spaces).

Backup supporting?

Enter "Y" if you are sending documents to CAO; enter "N" if not.

Document type:

SA for normal charges
FY for charges in closing period 13
Posting date:
(FY documents only)
For FY documents, enter the last day of the fiscal year.
Period:
(FY documents only)
For FY documents, enter 13 (CAO uses 14-16).
Processing option:

Choose Processing in Background for files over 100 lines.

Choose Processing Immediately for files 100 lines or fewer.
(recommended option)

3b) Click the Execute button Execute button.

Step 3aStep 3b

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Step 4: Complete the Import for a Local File screen (if you did not enter a file name in Step 3a).

If you did not enter the filepath for your spreadsheet in step 3a, the Import from a Local File dialogue box appears.

4a)

Use the Matchcode arrow Matchcode button to find your file.

4b)

Choose DAT for data format.

4c) Click the Transfer button.
4d) If you chose Processing in the Background, go to Step 6.
For Processing Immediately, go to Step 5.

screen capture:  Import from a Local File screenStep 4aStep 4bStep 4c

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Step 5: Check Results for Processing Immediately

If job runs with
no errors:

Pre-validation and Posting option

The "Electronic Journal Voucher" screen displays the document number on the left.

Pre-validation Only option Redo the upload, choosing the Pre-validation and Posting option.

If errors are found:

Correct them in the spreadsheet file and redo the upload.


 

 

Step 6: Check Results for Processing in the Background

6a)

A dialogue box displays the background job number. Write down the job number. Click the Enter button Enter button.

screen capture:  Information 
dialogue boxStep 6a

 

6b) Follow the menu path: System>>Services>>Jobs>>Job Overview
The "Simple Jobs Selection" screen is displayed. (For an extended job selection screen, click the Extended Job Selection button.)

6c)

Type in the job number from Step 6a or leave the asterisk (*) to list all your jobs.

6d)

Click the Execute button Execute button. The "Job Overview" screen is displayed.


screen capture:  Simple Job Selection Step 6cStep 6d

 

6e)

When the job is finished, click the job name.

6f)

Click the Spool list button.

 

screen capture:  Job Overview: Alphabetic screenStep 6f

 

6g)

The "Output Controller: List of Spool Requests" screen is displayed. Click the selection box for the spool item and click the Display button button.

6h)

The "Graphical display of spool request..." screen is displayed. Scroll to the bottom of the screen to see your job results.

 

screen:  Spool Attributes screenStep 6g

 

6h)

The "Spool: Requests" screen is displayed. Scroll to the bottom of the screen to see your job results.


If job runs with
no errors:

Pre-validation and Posting option

The "Electronic Journal Voucher" screen displays the document number on the left.


Pre-validation Only option Redo the upload, choosing the Pre-validation and Posting option.
If errors are found:

Correct them in the spreadsheet file and redo the upload.

 

screen capture:  Spool Request screen

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Valid From: 07/19/2002