.. 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 Set Up the Upload Process Contents Access SAP Upload Function Complete the Electronic Journal Voucher upload screen Access SAP Upload Function Use 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 - Spreadsheet Uploads - SA/FY Documents Transaction Code: /nzjva top Complete the Electronic Journal Voucher upload screen Note Be sure to close out of the spreadsheet file before uploading. Field Name Description Company Code Select the appropriate company code using the Matchcode button (PC: ). File Name If you know the file name and path for the spreadsheet file you want to upload, type it in here. You can also use the Matchcode button (PC: ) to search for it. Note If you leave this field blank, SAP will prompt you to search for the file after you click the Execute button. You can select either Prevalidation Only or Prevalidation & Posting, depending on your readiness to post the document. Pre-validation Only If you select Prevalidation Only, the system processes the file, testing it for any error. However, the transactions are not posted, even if no errors were found. Once processing is finished, you can review the results. If errors are found, they are displayed in a file. If the system finds no errors, you redo the upload process, this time with Prevalidation & Posting selected. Pre-validation & Posting If you select Prevalidation & Posting, the system processes the file, testing it for errors. If errors are found, they are displayed in a file.  If no errors are found, the journal document will be loaded into SAP as a completed document. If the entries do not require CAO approval, they are posted immediately and this message is displayed, "This parked document will be posted directly." (This may take up to 15 minutes.)  If entries require CAO approval, a message appears, such as "This parked document will be routed to Payroll (or Travel, Accounting, or Allowables) for approval." Note For either selection, if errors are found, you must go back to the original data file, correct the errors, and redo the upload. Explanation (Corr. Text) (72 characters) Enter an explanation of the transaction. This is the same as the information you would enter in the "correspondence text" field when creating a journal document directly in SAP. This explanation must apply to all line items in the file being uploaded. If you have unrelated charges to upload, split them into separate files. Note For text longer than the window, the field scrolls horizontally as you type. Is there backup supporting? Enter Y if you have backup documentation. Enter N if you do not. Backup documents should be sent to CAO for review and filing. Document Type: SA for Period 1-12 FY for Period 13-16   Select SA for normal charges for journal documents. Select FY for charges in closing period 13. Only CAO personnel are authorized for transactions in periods 14-16. Posting Date & Period for FY documents only Posting Date Period Complete these fields for FY charges only, even if the field is labelled Posting Date and Period for SA/FY/SX documents. Otherwise leave the default date and period. Enter the last day of the fiscal year, e.g., 06/30/2001. Enter the FY period number: 13. Processing in Background or Processing immediately You can select either, although it is recommended to use Processing Immediately. It should take about 10 minutes to process an 800-line upload file. If you selected Processing in Background, the instructions are continued in Upload with Background Processing. If you are Processing immediately, see Upload with Immediate Processing. top   Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 05/21/2001