.. Financial Operations Journal Voucher Uploads Introduction Contents Overview Upload Rules View or Print Completed Journal Documents Common Error Messages Overview MIT organizations frequently need to transfer a large volume of charges within or between SAP cost objects. Examples include redistributing monthly costs for a shared resource, for example a copy machine or postage meter. These journal voucher charges can be imported (uploaded) into SAP from an externally maintained file, often stored on a desktop computer as a spreadsheet. This is a convenient alternative to manually entering the journal vouchers into SAP. This document describes how to save your charges from a spreadsheet into a properly formatted tab-delimited text file that you can then upload to the SAP Journal Voucher function. top Upload Rules The business rules for uploaded journal voucher charges are the same as for individually entered SA type journal vouchers. If an uploaded SA JV file contains a single line item requiring review, the entire JV will be reviewed prior to posting. If no line items require review, the entire journal document will be posted directly. For complete discussion of journal voucher business rules, refer to Journal Vouchers: Rules Governing Journal Vouchers. top View or Print Completed Journal Documents If you want to view your uploaded charges in SAP and you have the journal voucher number, 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 - Completed JVs - View Completed JVs Transaction Code: /nfb03 You can also refer to Reports: Parked or Posted Journal Voucher Reports. top Common Error Messages The following lists typical error messages and their meanings. 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 account 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 check failed Date is not an actual date. Check-Date: Year must be a 4-digit format Date does not follow the mm/dd/yyyy format. Check-DB: Debit is not numerical Debit amount contains characters other than numbers, decimal points, and commas. Check-CR: Credit is not numerical Credit amount contains characters other than numbers, decimal points, and commas. Can not have debit/credit in the same line. Debits and credits must be entered as separate line items. Unbalanced Debit (amount) and Credit (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). Maximum # of lines is 800 The system will not process a journal voucher greater than 800 lines in length. top   Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 01/29/2001