Financial
Operations Internal providers are MIT
organizations that provide goods or
services to other MIT departments for a
fee. There are over 150 internal providers
at MIT. They include food services, the
copy technology centers, audio-visual
services, and many others. How an internal
provider handles a requisition when it is
first placed is described below. Requisitioners can place orders for
goods and/or services to internal
providers by creating an SAP
requisition either in SAP or via
SAPweb. They can also fill out a paper
requisition or place a telephone call
to the provider. An SAP requisition to
an internal provider creates a
commitment for that expense which shows
up on the requisitioner's accounting
statements. (Other methods of ordering
do not create a commitment.) SAP requisitions then go through the
release strategies and are either
approved or rejected. If the SAP
requisitions are approved, they are
routed directly to a printing queue on
the provider's local printer. All
requisitions approved on that day are
automatically printed after normal
business hours. During the day internal
providers can also display and print
individual SAP requisitions and ones
which have not yet been approved to
keep track of their incoming orders.
For information on receiving and
finding requisitions, see Receiving
Incoming SAP Requisitions and
Orders. The goods or services are delivered
to the requisitioner. As a follow-up, internal providers create a journal voucher
that posts the charges to the requisitioner's account
for an SAP requisition. (This applies only to the SAP
requisitions.) At the same time, the internal provider
decommits the SAP requisition to liquidate the commitment.
This simultaneous process prevents SAP from double-counting
requisitions as both a commitment and a billing. Methods
of Billing Through Journal
Vouchers There are two ways that an internal provider can create a
journal voucher using SAP: or Posting a journal voucher will debit
the requisitioner's account and credit the
internal provider's account. For SAP
requisitions, it automatically relieves
the commitment made against the
account. While billing through journal vouchers, you may receive an
error message from SAP. Here is a list of common error messages
and what they mean. Error Meaning Check-CO:
Invalid Cost Object The cost object number entered
is not an active cost object, or
it does not follow the 7-digit
format required. Check-GL:
Invalid G/L The G/L Account number entered
is not an active G/L account, or
it does not follow the 6-digit
format required. Check-Date:
Plausibility date Date is not an actual
date. Check-Date:
year must be a Date does not follow the
mm/dd/yyyy format. Check-DB: Debit
is not Debit amount contains
characters other than numbers,
decimal points, and commas. Check-CR:
Credit is not Credit amount contains
characters other than numbers,
decimal points, and commas. Can not have
debit/credit Debits and credits must be
entered as separate line
items. Unbalanced
Debit (amount The sum of the debits must
equal the credit amount (or sum
of credit amounts if there is
more than one credit per journal
document). **Val. FI_Item
(item 001): On A G/L account not permitted by
the business rules has been
used. **Check-REQ:
Invalid document type for
requisition (number) The document type entered for
the requisition should be
IP. The JV will post but
the requisition will not be
decommitted.
..
Internal
Provider Billing
Introduction
account
check failed
4-digit format
numerical
numerical
in same line.
and Credit (amount)
doctype SI, G.L. acct is
forbidden
(->long-text)
SAP for MIT Documentation on the Web
Valid From: 03/14/2001