Financial
Operations Preparing
Billing Data for Upload Enter your billing data into a spreadsheet file using the
following format and then save it as a Text (tab-delimited)
file. If you do not follow the format correctly, the upload
will fail when the prevalidation test is performed. This method
can be used for all types of requisitions.
Important Before
uploading the billing data from your data file,
you must first format your file as shown below
and according to the JV
upload rules.
Type your data into a spreadsheet file using the following
format:
Note Do
not include the header lines in your data file.
They are shown here for clarity only. Example: Upload billing data and close a line item
on a requisition To close a line item, type an X in the Complete Flag
field next to the line item you are closing. To close a requisition, type an A in the Complete
Flag field. Use the following rules when entering data for your upload
file:adsheet
file using the following format: Type your data into thepreadsile
ungowing format: fol Col Description Rules A End of document marker Type "X" to mark the last line of each
journal document in your file. There must be an amount
on the last line; it cannot be zero.
Note Each
journal document uploaded to SAP can contain
a maximum of 800 lines. A journal document
greater than 800 lines can be uploaded at
one time by separating it with an "X" to
divide it into multiple 800-line files.
Between "X's," the debits and credits must
balance. B Cost object (7 digits) Enter the cost center, internal order, or WBS element
to be credited or debited. C G/L account number (6 digits) Enter the G/L account number identifying the expense
or revenue type. D Description Briefly describe the JV charge, up to 40 characters.
This text will be displayed on the Detail Transaction
Report. E Transaction Date Date the activity occurred. Must be within the begin
and end dates of the cost object. The date must be in
an eight-digit format with the year as four digits (mm/dd/yyyy).
Some spreadsheet programs do not offer this as a standard
option. To format an eight-digit date in Excel: 1. Follow the menu path: Format>>Cells. 2. Click on the Number tab. 3. Click on Custom. 4. Enter mm/dd/yyyy under the Type: field. 5. Click OK. F Debits Enter the amount to be debited. Format as follows:
Note Third-place
decimals will be rounded to the nearest
penny. G Credits Enter the amount to be credited. Same format rules
as for debits. Total amounts for debits and credits
must balance. H Requisition Number The requisition number is system-generated at the time
an internal requisition is created. This creates a commitment
against the end user's cost center. The internal provider
must enter the requisition number in the upload file
to liquidate the commitment. (This applies to SAP requisitions
only.) I Not used Leave this field blank. J Item Number Enter the line item number such as 10, 20. Always include
a requisition number for each line item. K Complete Flag
Note If
you are charging a blanket order, use the
complete flag only if you are sure that
the blanket order is complete. This will
close the blanket order. Save your file as type: Text (Tab delimited).
Note Be
sure to close out of the spreadsheet file before
uploading. Upload the Spreadsheet File After you complete the spreadsheet, use the
"JV for Internal Providers Billing" screen to upload
the file. For instructions, see Uploading
Billing Data to Journal Vouchers: Part II. Copyright
2001 © Massachusetts Institute of Technology
..
Internal
Provider Billing
Uploading Billing
Data to Journal Vouchers: Part I
(mm/dd/yyyy)
(8 characters)
SAP for MIT Documentation on the Web
Valid From: 03/14/2001