Issue 2
July 1, 1998
Table of Contents
New SAP Documentation on the Web
Common JV Error: "No authorization for FM area MIT action 10 post"
Internal Provider Journal Voucher Billing Upload Now Available
New/Changed SAP Reports
New Recapitulation Report:
A new management report, the Recapitulation Report (/nzrcp), has been added to the MIT Financial System menu. This report summarizes expenses across a range of profit centers (department numbers) or a range of cost objects (MIT accounts). This report is similar to the GL44 report in the CAO financial system.
New Profit Center Volume Report:
A second new management report, the Profit Center Volume Report (/nZVL2), has also been added to the MIT Financial System menu. This report displays a summary of all activity for one or more profit centers (department numbers) for a specified period. Because this report summarizes data from an entire profit center (department), your SAP reporting authorization must be at the profit center level or above to run this report.
If you do not have the appropriate authorization, SAP will not let you access this report. (Each MIT department has a designated 'authorized requestor' for SAP authorizations. See the list at http://web.mit.edu/sapr3/ If your authorizations need to be changed, please contact your department's authorized requestor.)
New Parked Journal Voucher Report
A new JV Parked Documents Report (/nzjvv) has been added that contains all journal vouchers that are either (a) parked but not yet completed ("completed" means "sent to be posted"); or (b) completed but not yet posted. The (b) category includes journal vouchers that require review by CAO prior to posting, such as journal vouchers on WBS elements (research accounts). The JV Parked Documents Report complements the JV Posted Documents Report, which shows all journal vouchers that have been posted.
Enhancements to JV Posted Documents Report
The following additional selection criteria have been added to the JV Posted Documents Report (/nzjvp):
- You can print each JV on a separate page by selecting
a "Separate page per JV" checkbox.
- New checkboxes have been added to permit you to
select "FY" (closing) journal vouchers, "SI" (internal
provider) journal vouchers, or "SA" (regular
departmental) journal vouchers.
- New selection criteria have been added: "Posting Period" and "Date Approved."
New SAP Documentation on the Web
All SAP user documentation is accessible online: http://web.mit.edu/sapr3
Some documents--typically Quick Guides and brief writeups--are in web format (HTML) which you can read in your web browser. Other documents--typically longer documents such as User Guides--are in a format suitable for printing on paper. These documents are in a format called "PDF" (Portable Document Format).
To view PDF documentation, you need free software called Adobe Acrobat Reader, version 3.0 or later. If you don't have Acrobat Reader or need a new version, you can download it from a local site at MIT: http://web.mit.edu/is/help/acrobat/reader.html
If you have difficulty downloading or installing Acrobat
Reader, send email to saphelp@mit.edu and someone will
assist you.
The following user documentation is now available on the web from the SAP on-line support page: http://web.mit.edu/sapr3/
|
Title |
Document Number |
|
U-980615-MFR-TR-1.00 | |
|
Q-980616-MFR-TR-1.00 | |
|
Departmental Financial Planning User Guide (An Interim Approach) |
U-980615-DFP-DP-1.00 |
|
Q-980623-DFP-TR-1.00 | |
|
U-980619-IPB-TR-1.00 | |
|
Q-980624-IPB-TR-1.00 | |
|
Recapitulation Report and Profit Center Volume Report User Guide |
U-980601-RPT-KH-X.01 |
Common JV Error: "No authorization for FM area MIT action 10 post"
If you encounter the above error message when trying to complete an SAP journal voucher, the most likely cause is that you have followed the wrong menu path, or used the fastpath /nfbv0, which takes you to the system task for "Deleting a Parked Journal Document." The correct menu path to complete a parked journal document is:
Accounting>>Financial Accounting>>General
Ledger>>
(new menu) Document>>Parked
documents>>Change
From the "Change Parked Document: Initial Screen," type in the document number of the journal document you're trying to complete (or use the list button and selection criteria to locate the document you want). Then select the Document>>Complete menu choice.
Internal Provider Billing Journal Voucher Upload Now Available
Internal providers at MIT such as Copy Technology Centers, Food Services, Audio-visual Services, Telecommunications, etc., bill for their services via journal voucher.
A new SAP feature that lets internal providers upload billing journal vouchers directly to SAP from a spreadsheet (or other tab delimited text file) is now in production. This will replace the Summit journal voucher upload for internal providers.
Go to MIT SAP Documentation Main Page
This upload is for internal provider billing only, not for regular departmental JVs. You must be authorized to use the internal provider billing upload by CAO. For more information on authorization, contact Joe Keohan (jkeohan@mit.edu) or Gill Emmons (gemmons@mit.edu) in CAO.
An upload feature for departmental JVs will be available very soon.
NOTE TO INTERNAL PROVIDER UPLOAD USERS:
The following changes have been made to the Internal Provider Billing upload.
- The "Explanation (Corr. Text)" field is now limited
to 72 characters.
- You may now have only 995 (instead of 999) lines per
journal document.
- The prevalidation error report now displays only lines with errors.
Reminder: SAP "Milestone 2" Training Classes End July 15
SAP training classes for the functions in the "Milestone 2" SAP release will end on July 15. Seats are available in all classes between now and 7/15. More sections will be offered between now and July 15 if there is sufficient demand. If you plan to attend any of the following classes, please register as soon as possible by completing the form at
http://web.mit.edu/sapr3/training/regform.html
MILESTONE 2 COURSES:
- SAP: Department Budget Plans
- SAP: Journal Vouchers
- SAP: Manual Reservations
NOTE: The two basic introductory SAP courses, "Basic Skills" and "Display and Reporting" will be offered periodically during the summer.
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