.. NOTE: Effective 5/20/2009 - These procedures are deemed obsolete, and this documentation is being retrained for historical purposes only. Financial Operations Journal Voucher Uploads Upload with Background Processing Contents Upload the Tab-delimited Data File Check the Results of the Background Job Check for Errors Prevalidation Results Upload the Tab-delimited Data File The following instructions are for Processing in Background. If you are processing immediately, see Upload with Immediate Processing. 1. After entering the appropriate information in the fields in the Electronic Journal Voucher upload screen, click the Execute button . The "Import from a Local File" dialog box appears if you did not enter the filepath for your spreadsheet earlier. 2. (optional) Click on the Matchcode button (PC- ) in the File name field to search for your spreadsheet file. Use the file find dialog box to find and open your spreadsheet file. SAP inserts the filepath in the File name field. 3. The Data format field defaults to "DAT" and should not be changed. Note Selecting the Cancel button from the "Import from a Local File" dialog box does not cancel the prevalidation processing. If you inadvertently selected the wrong file to upload, the system proceeds with prevalidation. To try again, after completing the following two steps, click the Back button to return to the JV upload screen and redo the upload. 4. Click on the Transfer button. Result: The following dialog box is displayed. The program number listed in this box identifies the file that you just submitted to be uploaded. 5. Write down the program number. You will need this number in order to select the correct file to review for errors. 6. Click the Enter button . Result: The Electronic Journal Voucher upload results screen appears, displaying the file name and the other your other upload selections. top Check the Results of the Background Job After you have submitted an upload job to run in the background, you can check the results as follows: 1. Use the menu path or the transaction code from any screen. Menu Path: System>>Services>>Jobs>>Job overview Transaction Code: /nsm37 The Simple Job Selection background jobs screen appears. 2. Enter the following fields. Field Name Description Job Name (required) Enter the job number you obtained from the "Background Processing" window described earlier. Note If you don't know the job number, leave the asterisk (*) in the Job name field. The system will list all the jobs processed by you between the dates specified in the "Start date" window of this screen. If no dates are entered, the system lists all jobs associated with the specified userid. User name (required) Defaults to your userid. Jobs status You can select any of these criteria to further limit the jobs that should be displayed. If selected, SAP displays all your jobs: Scheduled - Scheduled for processing Released - Released for processing Ready - Ready for processing Active - Actively being processed Finished - Finished processing Cancelled - Cancelled due to internal process processing problems Job start condition   Leave blank if you entered a job number in the Job Name field. Otherwise, enter in the Fr. and To fields a span of date(s) and time(s) when you uploaded the file. Leave the or after event field blank. Job Step Leave blank. Note If you need to be more specific with your selection, click the Extended job selection button on the function bar. The criteria are the same, but the you can be more specific with the parameters of your job selection if necessary. 3. Click the Execute button . Result: The Job Overview screen appears, displaying the job number for either the number you entered, or all job numbers based on the selection criteria you specified. The sixth column, Finished, displays a check mark o an X if the job is finished processing. Note Click the Update button to see the current status of your job if it takes a long time to process. top Check for Errors 1. If the Status column on the Job Overview screen indicates that the job has finished processing, click on the appropriate job number. (Select only one job.) 2. Click the Spool button. Result: The Output Controller: LIst of Spool Requests" screen is displayed. 3. Click to check the selection box for the spool item, then click the Display button . Result: The "Graphical display of spool request..." screen displays your job results. 4. Scroll to the bottom to see if the file processed successfully. top Prevalidation Results For Prevalidation Only option with no errors: 1. The ending line of the screen reports "All Pre-validations performed and no errors found for JV processing." 2. To post the charges, redo the upload process, this time selecting the Prevalidation and Posting option. See Journal Voucher Uploads: Set Up the Upload Process.   For Prevalidation and Posting option with no errors: The screen reports that the document will be posted directly and assigns it a journal document number at the bottom of the screen. Note Write down the journal voucher number assigned to the uploaded charges. You will need this number if you want to view the completed journal document in SAP.   ERRORS - For both options with errors: 1. The ending line of the screen reports "Fatal error occurred, please fix it." 2. Return to the original spreadsheet file and correct the errors. See the Introduction for a list of common errors and how to correct them. 3. Redo the upload process. See Journal Voucher Uploads: Set Up the Upload Process. top   Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 05/21/2001