.. Financial Operations Internal Provider Billing Rules for Uploading Billing Data to Journal Vouchers Contents Who Can Upload Journal Vouchers? What Does an Internal Provider Bill for? Internal Provider Journal Voucher Business Rules Validation Rules Unallowable Costs Operational Rules Who Can Upload Journal Vouchers? Only internal providers can submit billings via the upload transaction. In addition, you must be specifically authorized to use the upload transaction in SAP. Being authorized to submit electronic journal vouchers via the Park Journal Document function (/nf-65) does not also permit you to upload billing files. Contact Gillian Emmons (3-2777) or Joe Keohan (8-7645) in CAO to request authorization for this function. top What Does an Internal Provider Bill For? An internal provider is an MIT organization that bills other MIT organizations for services it provides. These billings are typically distinguished from intradepartmental transfers by the following characteristics:  You are billing to cost objects outside of your department.  You are crediting a revenue G/L account. Uploaded billings have a different journal document designation than interdepartmental journal documents. The journal document designations are listed below: Journal document type Description SI Internal provider journal vouchers used for billing departments. SA Standard journal voucher. FY Closing journal voucher. top Internal Provider Journal Voucher Business Rules Uploaded journal documents cannot be sent for compliance or operational review to CAO. Therefore, uploaded journal vouchers operate according to business rules different from the standard journal voucher business rules. Any cost that would normally require compliance or operational review is not allowed to be uploaded. The prevalidation test performed by the upload program identifies any G/L account numbers that would require compliance or operational review and rejects the upload file as containing a fatal error. top Validation Rules The following sections describe the upload journal voucher validation rules, specifically identifying G/L accounts that are not permitted on SI journals to be uploaded: G/L Account Type G/L Account Number Payroll activity 400005 - 400899 490100 - 490103 Travel advances 420050 420060 420070 422065 Property 420152 421771 421774 421800 - 421836 Allocations 490100 - 490106 Cost sharing 490400 - 490402 Employee Benefits 490200 - 490203 Overhead 490300 490302 - 490306 top Unallowable Costs Some are permitted, as described below. Billings to unallowable G/L accounts by internal providers are sometimes appropriate. For example, MIT Food Services often provides services that must be billed to an entertainment or meetings unallowable G/L account. Transactions billed to these G/L accounts will be permitted through the billing upload transaction, and are subject to an after-the-fact compliance review. The internal providers are required to supply backup documentation regarding any charge to an unallowable G/L account. The following table contains the categories and associated general ledger accounts of sensitive items which are permitted for upload. G/L Account Description Object Code 421000 Meetings Food & Beverages 462 420166 Entertainment 522 420302 Promotional Items & Memorabilia 604 420318 Recreation Related Expenses 435 421205 Alcoholic Beverages 581 421584 Membership & Social 824 421800 Fabricated Equipment Offset 603 Important A report of these accounts is run daily. Backup is matched up to the report. If it is not received, the originator will be notified. top Operational Rules The upload program also checks for integrity. The following lists the basic operating rules. 1. There can only be one cost object (cost center, internal order, or WBS element) per line item. 2. The Document Date must be within the cost object's begin and end date. 3. A description (line item text) is required. 4. An explanation (in the Corr. text field) is required. Note Since uploaded WBS element journal documents are not sent to CAO for review, please exercise extra care to get them right, using only G/L accounts (object codes) provided by the department receiving your service. 5. To decommit or close a requisition, the G/L account or cost object must match the requisition. If they don't match, an error will be reported. It is the responsibility of the internal provider to decommit these requisitions. top Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 03/14/2001