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Financial
Operations Contents Complete
the Document Header screen 1. Use the following navigation path from the SAP User Menu
screen or type in the transaction code from any screen. Navigation
Path: - User Menu Transaction
Code: /nf-65 Note
If
you see a different
screen than the fast
entry screen shown
above, you need to
set
your user
parameters. 2. Enter the following fields for SA documents (periods 1
through 12) . For FY documents (period 13), see
below. Field
Name Description Document
date Enter today's date. Doc.
type SA is defaulted for journal vouchers posted
in periods 1 through 12. Company code Select the correct company code. Header text A short description of the transaction, for your reference
only.
Field Name Description Document date 06/30/yy (yy = fiscal year that just
closed) Doc. type FY Company code Select the correct company code. 06/30/yy (yy = fiscal year that just
closed) Doc header text A short description of the transaction, for your reference
only. 3. Click the Fast Entry button. Result: The "Park Document: G/L
Account Items" screen appears. 1. Enter the following fields. Use the
TAB key to move from field to
field. Field
Name Description PostKey or
PK You can enter either debits
first or credits first. 40 = Debit Account Enter the 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 Enter the appropriate cost
center, internal order, or WBS
element. For FY documents, use WBS elements less than 5000000. Due Date Enter the date of the original transaction; otherwise
leave blank.
Note
If
the cost object has closed since the transaction
occurred, you can backdate the expense. Amount Enter the amount that you want to debit or credit to
this cost object.
Note
Make
sure the debits and credits balance to zero.
Text Enter a description of the
transaction for this line item.
This text will appear on the
Detail Transaction Report. 2. Continue
this process for each additional line item. 1. Follow the menu path:
Extras>>Texts... Result: The "Texts in Accounting
Document" screen appears. 2. Double-click on the Correspondence field. Result: (Mac window) A large text window appears
in which you enter the explanation for the journal document. 3. Type your explanation in the text
lines. The Mac window does not have word
wrap so you must press Return at
the end of each line. PC window has automatic word wrap. 4. Click the Back button 5. Click the Enter button Result: You are returned to the
"Park Document: Overview" screen. Add,
Change, or Delete Line
Items To add a line item: 1. Click the Fast entry button. 2. Enter the line item. Refer to the
section, "Enter G/L
Account Line Items," if you need
further instructions. To change a line item:
1. On the Overview screen, double-click
on the line item you want to change. Result: The "Park Document:
Change G/L Account Item" screen is
displayed. 2. Change the line item. To delete a line item:
1. On the Overview screen, click the
line item once to select it. 2. Follow the menu path:
Edit>>Delete item. Result: The line item value
changes to 0. The line item itself
remains. Park
(Save) the Journal Voucher To save the journal document and
work on it later: 1. Follow the menu path:
Document>>Park document. Result: A document number
appears at the bottom of the screen. Important Write
this number down. You will need it to continue
working on this document later. Complete
the Journal Voucher (send it to
CAO) When you are sure all the information you have entered is
correct, you are ready to submit the journal document for
review and posting.
Note
Parked
journal vouchers must be posted within the same
fiscal year. Journal vouchers with line items requiring review by Payroll,
CAO, Property, or Travel are reviewed prior to posting. All other
journal vouchers are posted as soon as they are marked complete. If a journal voucher does not pass the review, it is returned
to the originator with an explanation of what is wrong. If
your journal voucher is rejected, you see a message when you
log on to SAP telling you that you have a message or messages
in your Inbox. See Correct and Resend
a Rejected Journal Voucher. If you have not parked the journal voucher: 1. From the "Park Document: Overview" screen, follow the
menu path: Document>>Complete. If you parked the journal voucher: 1. Follow the navigation path from the SAP User Menu screen
or type in the transaction code from any screen.
Navigation
Path: - User Menu Transaction
Code: /nfbv2 Result: The "Change Parked Document: Initial
Screen" is displayed. 2. Enter the journal document number and click the Enter
button Result: The "Change Parked Document: Overview"
screen is displayed. 3. Follow the menu path: Document>>Complete. Result: The Backup notification
dialog box is displayed. 4. Depending on whether or not
backup is required, click either Yes or No.
(Do NOT click Cancel.) If you have backup documentation,
send it to JV Backup, c/o Yan Jiang, NE49-3142.
Be sure to include the SAP journal document
number. Your JV will not be posted until the documentation
is received and matched with the JV. If you have used a property G/L account number, the following
dialog box is displayed. 5. Enter the PO number or the Reference number. Note
An
external reference
number may be a
requisition number, if
for example, the
equipment was purchased
from the MIT Computer
Center. 6. Click the Enter button If you have used an F&A underrecovery G/L account, the
following dialogue box is displayed. 7. Enter the WBS that incurred the underrecovery if you are
in a department, lab, or center. Only
CAO can enter either a WBS or an internal order. 8. Click the Enter button 9. Repeat Steps 7 and 8 for each line item of underrecovery.
For more information on underrecovery, see F&A
Underrecovery on Research WBS Elements. Result: You are informed that your parked document
will be posted directly or sent for review. The completed document is preliminarily parked and the document
number appears at the bottom of the screen. Important Write
this number down. You
will need it to refer to
the transaction
later. Note
You
may a receive Warning
message (W:) if
your transaction date is
not within the effective
date ranges of one of
the cost objects. (See
Rules
Governing Journal
Vouchers.)
Press Enter to
continue. 11. Once completed, the journal voucher is routed for posting
and you should not attempt to retrieve or modify it. If you
made an error, you must submit a new journal document correcting
the error. Notification by Email Copyright
2002 © Massachusetts Institute of Technology |
. The blank lines will be added at the end of the last entered
line item which will appear blank.
.
to close the "Texts in Accounting Document" screen. (It may
be necessary to drag the box higher in the window by clicking
on the title bar and holding down the mouse key while dragging
the box up.)
