.. 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: b) For an F&A underrecovery journal document, type in your data as shown below: 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. top 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. top 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 . top   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 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. top   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 . 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 . The "Job Overview" screen is displayed.   6e) When the job is finished, click the job name. 6f) Click the Spool list button.     6g) The "Output Controller: List of Spool Requests" screen is displayed. Click the selection box for the spool item and click the Display button . 6h) The "Graphical display of spool request..." screen is displayed. Scroll to the bottom of the screen to see your job results.     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.   top Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 07/19/2002