SAP for MIT Documentation on the Web

SAP for MIT home page..

Getting StartedFinancial OperationsPurchasing & PaymentReportsAdvanced Topics & Tips

Search

Glossary

Home

Site Map

Updates

Help

Financial Operations
Journal Vouchers
Create a Journal Voucher Using the Fast Entry Format

Contents
Complete the Document Header screen
Enter G/L Account Line Items
Provide an Explanation
Add, Change, or Delete Line Items
Park (Save) the Journal Voucher
Complete the Journal Voucher (send it to CAO)

Complete the Document Header screen

1. Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen.

Navigation Path:

- User Menu
- Role ZMIT
- Journal Vouchers
- Parked JVs
- Create a Parked JV

Transaction Code:

/nf-65

screen capture:  Park Document: Document Header

Note

If you see a different screen than the fast entry screen shown above, you need to set your user parameters.

2. Enter the following fields for SA documents (periods 1 through 12) . For FY documents (period 13), see below.

Field Name

Description

Document date

Enter the receipt date from the source document or from the paper journal voucher. Usually today's date.

Doc. type

If blank, enter SA for journal vouchers posted in periods 1 through 12.

Company code

Select the correct company code.

Currency/rate

If blank, enter USD for US dollars.

Header text
(optional)

A short description of the transaction, for your reference only.

For FY documents:

screen capture:  JV document header for FY documents

Field Name

Description

Document date

06/30/yy (yy = fiscal year that just closed)

Doc. type

FY

Company code

Select the correct company code.

Posting date

06/30/yy (yy = fiscal year that just closed)

Period
13

Currency/rate

If blank, enter USD for US dollars.

Doc header text
(optional)

A short description of the transaction, for your reference only.

3. Click the Fast Entry button.

Result: The "Park Document: G/L Account Items" screen appears.

screen capture:  Park Document: G/L Account Items

top

Enter G/L Account Line Items

1. Enter the following fields. Use the TAB key to move from field to field.

Field Name

Description

PostKey or PK

You can enter either debits first or credits first.

40 = Debit
50 = Credit

Account

Enter the G/L account number. If you know the object code but not the G/L account number, see Classic System Object Codes >>SAP Equivalents.

Cost center
Order
WBS element

Enter the appropriate cost center, internal order, or WBS element.

For FY documents, use WBS elements less than 5000000.

Due Date

Enter the date of the original transaction; otherwise leave blank.

Note

If the cost object has closed since the transaction occurred, you can backdate the expense.

Amount

Enter the amount that you want to debit or credit to this cost object.

Note

Make sure the debits and credits balance to zero.

Text

Enter a description of the transaction for this line item. This text will appear on the Detail Transaction Report.

2. Continue this process for each additional line item.
3. To display additional blank line items, press the Page down button Page down button . The blank lines will be added at the end of the last entered line item which will appear blank.
4. If you need to return to the Overview screen, click the Back button Back button .

top

Provide an Explanation

1. Follow the menu path: Extras>>Texts...

Result: The "Texts in Accounting Document" screen appears.

screen capture:  Texts in Account Document

2. Double-click on the Correspondence field.

Result: (Mac window) A large text window appears in which you enter the explanation for the journal document.

screen capture:  Change correspondence (Mac)

3. Type your explanation in the text lines. The Mac window does not have word wrap so you must press Return at the end of each line.

(PC window) This window has automatic word wrap.

screen capture:  Change Correspondence (PC)

4. Click the Back button Back button .

5. Click the Enter button Enter button to close the "Texts in Accounting Document" screen. (It may be necessary to drag the box higher in the window by clicking on the title bar and holding down the mouse key while dragging the box up.)

Result: You are returned to the "Park Document: Overview" screen.

top

Add, Change, or Delete Line Items

To add a line item:

1. Click the Fast entry button.

2. Enter the line item. Refer to the section, "Enter G/L Account Line Items," if you need further instructions.

To change a line item:

1. On the Overview screen, double-click on the line item you want to change.

Result: The "Park Document: Change G/L Account Item" screen is displayed.

2. Change the line item.
3. Click the Back button Back button to return to the Overview screen.

To delete a line item:

1. On the Overview screen, click the line item once to select it.

2. Follow the menu path: Edit>>Delete item.

Result: The line item value changes to 0. The line item itself remains.

top

Park (Save) the Journal Voucher

To save the journal document and work on it later:

1. Follow the menu path: Document>>Park document.

Result: A document number appears at the bottom of the screen.

Important

Write this number down. You will need it to continue working on this document later.

top

Complete the Journal Voucher (send it to CAO)

When you are sure all the information you have entered is correct, you are ready to submit the journal document for review and posting.

Note

Parked journal vouchers must be posted within the same fiscal year.

Journal vouchers with line items requiring review by Payroll, CAO, OSP, or Travel are reviewed prior to posting. All other journal vouchers are posted as soon as they are marked complete.

If a journal voucher does not pass the review, it is returned to the originator with an explanation of what is wrong. If your journal voucher is rejected, you see a message when you log on to SAP telling you that you have a message or messages in your Inbox. See Correct and Resend a Rejected Journal Voucher.

If you have not parked the journal voucher:

1. From the "Park Document: Overview" screen, follow the menu path: Document>>Complete.

Result: The Backup notification dialog box is displayed.

If you parked the journal voucher:

1. Follow the navigation path from the SAP User Menu screen or type in the transaction code from any screen.

Navigation Path:

- User Menu
- Role ZMIT
- Journal Vouchers
- Parked JVs
- Change a Parked JV

Transaction Code:

/nfbv2

Result: The "Change Parked Document: Initial Screen" is displayed.

2. Enter the journal document number and click the Enter button Enter/accept button .

Result: The "Change Parked Document: Overview" screen is displayed.

screen capture:  Change parked Document: Overview

3. Follow the menu path: Document>>Complete.

Result: The Backup notification dialog box is displayed.

screen capture:  Backup notification

4. Depending on whether or not backup is required, click either Yes or No. (Do NOT click Cancel.) If you have backup documentation, send it to JV Backup, c/o Mary Nicholson, NE49-4077. Be sure to include the SAP journal document number. Your JV will not be posted until the documentation is received and matched with the JV.

If you have used a property G/L account number, the following dialog box is displayed.

screen capture:  Enter PO/Ref#

5. Enter the PO number or the Reference number.

Note

An external reference number may be a requisition number, if for example, the equipment was purchased from the MIT Computer Center.

6. Click the Enter button Enter/accept button .

If you have used an F&A underrecovery G/L account, the following dialogue box is displayed.

screen capture:  Enter Order/WBS Element

7. Enter the WBS that incurred the underrecovery if you are in a department, lab, or center. Only CAO can enter either a WBS or an internal order.

8. Click the Enter button Enter/accept button .

9. Repeat Steps 7 and 8 for each line item of underrecovery. For more information on underrecovery, see F&A Underrecovery on Research WBS Elements.

Result: You are informed that your parked document will be posted directly or sent for review.
10. Click the Enter button Enter/accept button .

The completed document is preliminarily parked and the document number appears at the bottom of the screen.

Important

Write this number down. You will need it to refer to the transaction later.

Note

You may a receive Warning message (W:) if your transaction date is not within the effective date ranges of one of the cost objects. (See Rules Governing Journal Vouchers.) Press Enter to continue.

11. Once completed, the journal voucher is routed for posting and you should not attempt to retrieve or modify it. If you made an error, you must submit a new journal document correcting the error.

Notification by Email
If you want to be notified by email whenever a journal voucher is approved or rejected, you can subscribe to Email Event Notification. For information on setting up this option, see SAP Email Event Notification.

top

Copyright 2002 © Massachusetts Institute of Technology
SAP for MIT Documentation on the Web
Valid From: 01/02/2003