.. Financial Operations Journal Vouchers QUICK GUIDE for Creating 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 Go to Document Header Screen Step 1: Complete Document Header Screen Step 2: Click the Fast Entry Button Step 3: Enter Debits and Credits Step 4: Follow the Menu Path: Extras >>Texts Step 5: Enter Explanatory Text Step 6: Add, Change, or Delete Line Items Step 7: Park the Journal Voucher Step 8: Complete the Journal Voucher Go to Document Header Screen 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   Step 1: Complete Document Header Screen Document date: Today's date or the transaction date from the source document. For FY documents (period 13), enter 06/30/yy (yy=fiscal year that just ended) Doc. type: SA - periods 1 through 12 FY - period 13 Company code: Select the correct company code.  Posting date: Today's date. For FY documents, enter 06/30/yy (yy=fiscal year that just ended). Currency/rate: USD Header text:  (optional)   A short description of the transaction, for your reference only. Step 2: Click the Fast Data Entry button Step 3: Enter Debits and Credits Complete the following fields for each line item: PostKey or PK: Posting Key: 40 = Debit 50 = Credit Account: 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 only one cost object. For FY documents, use WBS elements less than 5000000. Due Date: Enter date of original transaction; otherwise, leave blank. Amount: Amount of debit or credit. Make sure the debits and credits balance to zero. Text: Description of the transaction. Step 4: Follow the Menu Path: Extras >> Texts…   Step 5: Enter Explanatory Text 5a) In the Texts in Accounting Document Dialog Box, double-click on Correspondence. 5b) Enter Text in the Text Screen and click the Back button . 5c) You are returned to the Texts in Accounting Document Dialog Box. Click the Enter button .   Step 6: Add, Change, or Delete Line Items 6a) To add line items, click the Fast entry button and enter line items as described above. 6b) To change a line item, click the Fast entry button and make changes on the Fast Entry Screen. Then follow the Menu Path: Extras >> Texts… to make text changes. 6c) To delete a line item, click the line item once to select it and follow the menu path: Edit >> Delete Item. This will change the amount to zero.   Step 7: Park the Journal Voucher To save the JV and work on it later: Follow the menu path: Document >> Park document. Write down the document number that appears at the bottom of the Document Header Screen. Step 8: Complete the Journal Voucher To submit the JV for review and posting: 8a) Follow the menu path: Document >> Complete. 8b) The Backup Notification dialog box asks if you are sending backup to CAO. Click Yes or No (Do NOT click Cancel). Send all documentation with JV document number to JV Backup, c/o Yan Jiang, NE49-3142. Your JV will not be posted until the backup is received and matched with the JV. 8c) For each line item with a property G/L account, you are asked to supply a PO number or an external reference number. Enter the number and click the Enter button . 8d) For each line item with an underrecovery G/L account, you are asked to supply a WBS element or an internal order number. Departments, labs, and centers enter a WBS element. Only CAO can enter either a WBS or an internal order. Click the Enter button after entering each WBS or internal order. 8e) A dialog box tells you whether the JV will be posted directly or sent for review. Click the Enter button . Write down the document number that appears at the bottom of the Document Header Screen.   top  Copyright 2002 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 01/02/2003