Accounting: Print All Accounting Help
Print All Accounting Help
About SAPweb Journal Vouchers
How are SAPweb Journal Voucherss different than Journal Vouchers in the SAPgui?
- Only SA and FY document types can be created.
- Online JVs can be cloned and reversed.
- Departmental parking passes can be purchased via an online JV.
- JVs cannot currently be uploaded to the web.
- Explanation text is limited to 20 lines.
How are SAPweb Journal Vouchers the same?
- Business rules are identical.
- Online JVs can be parked and later accessed for changes on the web.
- Online JVs can be accessed via SAPgui, and SAPgui JVs can be accessed via
the web.
- Journal vouchers can be parked, checked, and completed in both the SAPgui
and in SAPweb.
- You can choose between SAPweb and the SAPgui.
- JV screens in both the SAPgui and in SAPweb look slightly different on
the Macintosh and the PC.
Business Rules Governing Journal Vouchers
Submission
to CAO
Governing the use of journal documents are guidelines or rules for their
submission to CAO. These include:
- Only CAO may make changes to Employee Benefit, Allocation, and Overhead
accounts.
- Only completed parked journal documents are posted (or reviewed and then
posted).
- CAO returns rejected journal documents to the originator's Workflow In Box
for modification or deletion.
Not allowed
- Posting to cost objects with termination code 3
- Posting salary G/L accounts to cost objects with calc code 2 (e.g., fabricated
equipment)
- Posting payroll, travel, or property G/L accounts to document type SI journal
documents
Entry reminders
Posting keys (when creating a JV in SAPgui only):
40 = debits 50 = credits
Document date:
Must be within the cost object's begin and end date.
Required
before CAO can post
- A completed parked journal document with:
- A zero balance
- Line item text (DTR text) and Extra Text with the justification
- If the G/L account is property, a PO number is required in the line item
text (column I in the JV upload).
- If the G/L account is underrecovery (800703-800704, 490318-490321, 420316),
a WBS element (the WBS that incurred the F&A underrecovery) is required
in the Allocation field (column J in the JV upload)
- Only one cost object is allowed for each line item. You are not allowed
to assign a line item to more than one cost center, internal order or WBS
element.
- G/L accounts must be consistent with cost objects.
- Within a journal document, the balance of salaries/wages must equal zero.
- The balance of underrecovery reclassifications in/out must equal zero.
- No SAP errors
Reclassification of charges
All reclassifications must be appropriate to the cost object or GL
account being charged. If the cost object (usually a sponsored WBS element)
or GL account (payroll, equipment, or travel, for example) is subject to budget
restrictions or other special rules, the reclassification must be in compliance
with these restrictions or other special rules.
Documents involving the reclassification of a charge to a federally sponsored
cost object must provide the following information:
- a description of the error
- how it occurred
- how it was discovered
- why it was not reclassified on a timely basis, if the correction is submitted
more than 120 days after the original document.
Journal vouchers that alleviate an overrun require all relevant documentation
to substantiate the entries.
Journal vouchers that alleviate an overrun in a sponsored project by assigning
the overrun to a cost center or internal order supported by the Institute's
budget or fund must use the G/L account 420314, Recorded Project overrun
- No O/H. This is necessary to preserve the Research Base as required
by Federal regulations.
Entries for which the receipt date is within the effective dates of the cost
objects. Receipt dates outside the effective dates require compliance approval.
Internal meetings
Journal vouchers for internal meetings must include the following:
- location, date, purpose
- agenda
- a listing of participants.
Post any related alcohol charges to the G/L account 421205, alcoholic beverages.
Travel, equipment, and other fixed assets
Journal vouchers charging travel, equipment, or other fixed asset accounts must
follow the Institute's underrecovery, travel, and capitalization policies.
- Travel: The travel office assigns trip numbers and reviews charges.
- Equipment: The Property office generates a report to validate compliance
with MIT policy and assigns an MIT property number. Documents must reference
the Purchase Order for the equipment purchased.
- F&A Underrecovery: For proper reporting of Institute, school, and DLC
underrecovery, funding documents must reference the WBS element incurring
the underrecovery.
Compliance with Generally Accepted Accounting Principles
Activity requiring either operational or compliance review will be forwarded
to the appropriate office in CAO. Compliance approval is associated with complying
to generally accepted accounting principles and government regulations. Operational
approval is associated with the need to have a review for data integrity requirements.
CAO approval is required for the following costs before a journal voucher can
be posted. JVs requiring compliance approval are reviewed for compliance with
generally accepted accounting principles and government regulations. JVs requiring
operational approval are reviewed for data integrity (e.g., payroll).
Operational Approval Required
An operational review entails ensuring internal MIT data integrity, e.g., property,
payroll, and travel vouchers.
Payroll Activity
Approval required for:
- All current year payroll charges are processed through the payroll subsystem.
- The following Payroll G/L accounts:
|
|
G/L Account
|
Description
|
|
400005 - 400899
490100 - 490103
|
Payroll - various
Payroll - various
|
|
Compliance Approval Required
A compliance review determines whether the journal voucher complies with government
regulations and generally accepted accounting principles, e.g., journal vouchers
to sponsored research accounts.
Travel advances
Approval required for:
|
|
G/L Account
|
Description
|
|
420065
|
Travel Advance & Tickets
|
|
422070
|
Foreign Travel - for approval with WBS elements only
|
|
Reclassifications involving non-recoverable costs
Approval required for:
- Review of costs charged to a specific unallowable G/L account (object code)
within an otherwise allowable Institute cost object (cost center, internal
order, or WBS element) based on the initial G/L selection of the individual
initiating the charge.
- The following unallowable G/L accounts based on government regulations:
|
|
G/L Account
|
Description
|
|
421000
|
Meetings - Food & Beverages
|
|
420166
|
Entertainment
|
|
420302
|
Promotional Items & Memorabilia
|
|
420318
|
Recreation Related Expenses
|
|
421205
|
Alcoholic Beverages
|
|
421584
|
Membership and Social
|
|
- Any transfers involving WBS costs.
Journal voucher entries involving receipt date outside of effective dates
Approval required for:
Any entries for which the receipt date of any transaction does not fall within
the effective dates of the cost objects, that is, if the cost object has started
after, or ended prior to, the receipt date.
Operational Functionality
1. JV document types
a. Use the document type SA during fiscal year periods 1-12
b. Use the document type FY during the closing periods 13-16
- 2. For FY documents, use only WBS elements less than 5000000.
-
- 3. Line item text is required for document types SA and SI.
-
- 4. You can enter only one cost object (cost center, internal order, WBS
element) per line.
- a. When a cost object is required for transaction, the system allows you
to enter only one of type (cost center, internal order or WBS element) as
shown below:
|
G/L Account
|
Cost Center
|
OR
|
Order
|
OR
|
WBS Element
|
|
400000-469999
|
Yes
|
Yes
|
Yes
|
5. Use the document type SI for internal providers. Payroll, travel, property
and transfers are not allowed on SI JVs.-
- 6. An explanation is required for document type SA.
-
- 7. When the JV has been compiled successfully, the originator of the JV
is notified that either:
- -JV was sent for further approval OR
-JV was posted immediately
G/L Account Selection Tables
G/L account numbers between 100000-169999, 200000-299999, 300000-399999
For document types SA, cost objects (cost center, internal order, or WBS element)
are not required for G/L account numbers between 100000-169999, 200000-299999,
300000-399999.
|
|
Document Type
|
Posting Key
|
G/L Account
|
Cost Center
|
Internal Order
|
WBS Element
|
|
SA
|
40 (debit)
|
1000000-1699999
2000000-2999999
3000000-3999999
|
no
|
no
|
no
|
|
SA
|
50 (credit)
|
1000000-1699999
2000000-2999999
3000000-3999999
|
no
|
no
|
no
|
|
G/L account numbers between 400000-499999 or 800000-899999 or any combination
G/L account numbers between 400000-499999 or 800000-899999 or any combination
require a cost center or internal order or WBS element. Each line item must
have one assignment to complete the entry.
|
|
Document Type
|
Posting Key
|
G/L Account
|
Cost Center
|
.
|
Internal Order
|
.
|
WBS Element
|
|
SA
|
40 (debit)
|
400000-469999
800000-899999
|
yes
|
or
|
yes
|
or
|
yes
|
|
SA
|
50 (credit)
|
400000-469999
800000-899999
|
yes
|
or
|
yes
|
or
|
yes
|
|
G/L account numbers and use of cost objects
The following table shows which cost objects can use which G/L accounts.
|
|
|
Cost Object Ranges
|
|
|
|
1
|
1000000-1114999
1170000-1329999
|
422172
|
Other Transactions
|
|
2
|
3000000-3668999
4133100-4199999
4220000-4399999
|
800000-900012
800332-800334
|
Principal
|
|
3
|
2000000-4999999
|
800301-800331
800400-800403
|
Expendable Funds
|
|
4
|
1000000-1999999
|
801000-801045
|
General Income
|
|
5
|
1000000-1999999 (all)
|
890100-890100
|
Revenue (A/R, SR)
|
|
6
|
1000000-1999999 (all)
|
400000-422340
|
Expenses
|
|
7
|
5000000-5999999
|
490400-490402
800600-800601
|
Sponsored Research
|
|
8
|
1000000-9999999 (all)
|
600511-600519
|
Settlements
|
|
9
|
1733100-1733299
1733000
1400501
|
800703-800704
490318-490321
420316
|
F&A Underrecovery
|
|
Special Required Information for Equipment and Underrecovery G/L Accounts
If you use an equipment G/L account or an underrecovery G/L account, you will
be prompted to enter the following required information on a second page.
Supply Purchase Order Number / Reference Number
If you have used an equipment G/L account, such as 421818, you need to supply
either a purchase order number (PO#) or a reference number for each line item.
A purchase order number references an official order sent to a vendor by MIT requesting
goods and services. A reference number may be a requisition number; for example,
if the equipment was purchased from the MIT Computer Center.
Supply WBS Element
If you have used an F&A underrecovery G/L account (800703-800704, 490318-490325,
420316), you need to supply a WBS element for each line item. The WBS element
is the one that incurred the underrecovery that is being funded by this JV.
To find out more about underrecovery, see Other Resources below.
Other Resources:
F&A Underrecovery on Research WBS Elements
Create a Journal Voucher
This page contains all the fields and buttons you need to create a journal
voucher on one web page. You can check the values you enter, delete line items
as you work on the journal voucher, and then park or complete the journal voucher.
You can also print what you've entered on the page before parking or completing
the journal voucher.
1. Enter the Document Header Fields.
| Company Code: |
Select the company code. |
| Document Date: |
Either the receipt date from the source document or today's date (mmddyy).
For FY documents, enter 06/30/yy (yy = fiscal year that just
closed). |
| Posting Date: |
Defaults to today's date for creating journal vouchers. For FY documents,
enter 06/30/yy (yy = fiscal year that just closed). When you
change a journal voucher, the field displays the date the JV was posted. |
Reference:
(optional) |
Text for your reference. When correcting a JV, it is useful to include
the document number of the JV you are correcting.
Note: This data is included in the search results when searching
for parked journal vouchers and in the first part of the Description
field on the Detail Transaction Report (DTR). |
Header Text:
(optional) |
A short description of the transaction for your reference only. |
| Sending Backup: |
Indicates whether documentation for the JV is required. If you have backup
documentation, send it to:
JV Backup
c/o Mary Nicholson
NE49-4077
(Be sure to include the SAP document number for the journal voucher. This
number is assigned when you park or complete the journal voucher.) |
| Document Type: |
SA - for a current journal voucher created during fiscal periods
1-12.
FY - for a closing journal voucher created during fiscal
periods 13-16. |
Document Number:
(displayed after you park/post the JV) |
Automatically generated after you park or complete the JV. |
| Posting Period: |
Fiscal period corresponding to the document and posting dates. |
| Fiscal Year: |
Year you want to post the JV to. |
2. Enter the Line Item Fields.
| Selection box: |
(The checkbox to the left of each line item.) Click the selection box
next to each line item you want to delete; then click the Delete Selected
Items button above the checkboxes. Note: Select only those line
items you want to delete; otherwise leave the selection boxes unchecked. |
| #: |
Displays the line item number after you enter the fields and use any
of the buttons or list tabs. |
| G/L account: |
G/L account assigned to the line item. To find a G/L account number,
click the Search (binoculars) button on the right. See Related
Topics below for performing a search. |
| Cost Object: |
Cost center, internal order, or WBS element. |
| Object type: |
Display the cost object type after you enter the fields and use any of
the buttons or list tabs. |
| Line item text: |
A brief description of the journal voucher for this line item. This text
will appear on the Detail Transaction Report. |
| Transaction Date: |
Date of the original transaction if the cost object has closed since
the transaction occurred. Otherwise, leave blank. |
| Debit Amount: |
Amount you want to debit this cost object. |
| Credit Amount: |
Amount you want to credit this cost object. |
| Subtotal: |
Displays total debits and credits for all the line items on the page
after you click the Check button, or when you try unsuccessfully
to park or complete the journal voucher.
Note: Make sure that the debit and credit amounts balance to zero
before completing the journal voucher. |
| Total: |
Displays total debits and credits for the entire journal voucher
after you click the Check button, or when you try unsuccessfully
to park or complete the journal voucher.
Note: Make sure that the debit and credit amounts balance to zero
before completing the journal voucher. |
| # of line items: |
Displays the total number of line items after you enter the fields and
use any of the buttons or the list tabs. |
3. Enter Explanatory Text.
| Explanation: |
An explanation of the entire journal vouchers, up to 20 lines of text. |
4. (optional) Verify What You've Entered.
Before you park or complete the journal voucher, click the Check
button to verify G/L accounts and cost objects, calculate debits and credits,
and total the line items and debits and credits. Correct any errors before parking
or posting.
5. (optional) Print the Contents of the Page.
Click the Print button before parking or posting. After parking
or posting, the fields are blank.
6. Park or Complete the JV.
Click the Park button to save the JV but not complete it
or
Click the Complete button to send the JV through workflow. It may be
posted or sent to CAO for approval.
If no errors are found, the journal voucher is assigned a document number which
appears on the top left. Please write this down for future reference. The fields
on the page will be blank.
JV Buttons
| Check |
Verifies the G/L accounts and cost objects, calculates the
debit and credit totals, and counts the number of line items in the journal
voucher. |
| Park |
Saves the journal voucher, but does not complete it. Later
you can open the parked journal voucher and change it before completing
it. The journal voucher is assigned an SAP document number, displayed at
the top of the screen. Record this number for future reference. |
| Complete |
Sends the journal voucher through workflow. It may be posted
or sent to CAO for approval. If additional required
information is needed, you will be prompted to supply it. A journal
voucher not previously parked is assigned an SAP document number, displayed
at the top of the screen. Record this number for future reference. |
| Print |
Prints the "Create Journal Voucher" page. After
you park or complete the journal voucher, the fields will be blank. If you
want to print the fields you just entered, print the page before parking
or completing. |
| Delete Selected Items |
Deletes line items from the journal voucher. Click the selection
box for each line item you want to delete, then click the Delete
Selected Items button.
Note: When creating a journal voucher, the deleted lines are erased.
When changing a parked journal voucher, the deleted line items remain,
but their amounts are set to zero dollars. |
Special Required Information
If you use an equipment G/L account or an underrecovery G/L account, you will
be prompted to enter required information on a second screen. See Related
Topics for more information.
Note: If you want to be notified by email whenever your journal vouchers
are approved or rejected, you can subscribe to Email
Notification.
Related Topics:
Icons
Perform a Search
Special Required Information
for Equipment and Underrecovery G/L Account
Change a Journal Voucher
You can change a parked journal voucher and then park it again or complete
it.
Review Line Items of a Journal Voucher
Use the tabs on the right to scroll through ten line items at a time. See
Related Topics for an explanation of the list tabs.
Change the Journal Voucher
You can change all the fields on this page except:
- Company Code
- Document Type
- Document Number
- Posting Period
- Fiscal Year
- Originator
- Status
- Object Type
Enter the fields the same as you would on the "Create a JV" page.
See Related Topics below for instructions on creating a journal voucher.
Note: When you delete an item, the amount is erased but the rest of
the information remains on the journal voucher.
Delete Line Items
- Click in the selection box on the left to select the line item(s)
you want to delete.
Note: You can also use the Select All and Deselect All
buttons (top of column) to select/deselect the whole list of requisitions.
- Click the Delete Selected Items button.
The line item will be removed from your inbox, but not permanently deleted
from the system.
Return to List Screen to Select Another JV
Click Return if you accessed the page from the "JV Inbox"
page, or click Return to List if you were on the "Search
Results" page. Click New Search if you searched for a
single document number.
Related Topics:
Create a JV
Using the List Tabs
Clone a Journal Voucher
When you clone a journal voucher, you duplicate information on an existing
posted journal voucher so that you can create a new one without having to enter
all the fields. You have the option to keep or change the existing field values.
You can also delete line items. After completing the fields, park or complete
the journal voucher. The new journal voucher is assigned a new document number.
Note: When reversing an FY document from a previous fiscal year and
period, reset the new document to the current fiscal year and period, and change
the document type to SA.
Document Header Fields
| Company Code: |
Select the company code. |
| *Document Date: |
Either the receipt date from the source document or today's date (mmddyy).
For FY documents, enter 06/30/yy (yy = fiscal year that just closed). |
| Posting Date: |
Defaults to today's date for creating journal vouchers. For FY documents,
enter 06/30/yy (yy = fiscal year that just closed). When you change a journal
voucher, the field displays the date the JV was posted. |
| Reference: |
Text for your reference. When correcting a JV, it is useful to include
the document number of the JV you are correcting. Note: This data
is included in the search results when searching for parked journal vouchers
and in the first part of the Description field on the Detail Transaction
Report. |
Header Text:
(Display only) |
This text cannot be modified. "CL" indicates clone, followed
by the document number of the original JV. |
| *Sending Backup: |
Indicates whether documentation for the JV is required. If you have backup
documentation, send it to: JV Backup
c/o Mary Nicholson
NE49-4077
(Be sure to include the SAP document number for the journal voucher. This
number is assigned when you park or complete the journal voucher.) |
| Document Type: |
SA - for a current journal voucher created during fiscal periods
1-12.
FY - for a closing journal voucher created during fiscal
periods 13-16. |
Document Number:
(display only) |
Automatically generated after you park or complete the JV. |
| Posting Period: |
The fiscal period corresponding to the document and posting
dates. |
| Fiscal Year: |
The year you want to post the JV to. |
Line Item Fields
| Selection box: |
(The checkbox to the left of each line item.) Click the selection box
next to each line item you want to delete; then click the Delete Selected
Items button above the checkboxes. Note: Select only those line
items that you want to delete; otherwise leave the selection boxes unchecked. |
| #: |
Displays the line item number. This is useful when you use the previous
and next tabs. |
| G/L account: |
G/L account assigned to the line item. You can search for the G/L account
number by clicking on the Search button to the right. See Related
Topics for performing a search. |
| Cost Object: |
Cost center, internal order, or WBS element. |
Object type:
(display only) |
Type of cost object type. |
| Line item text: |
A brief description of the journal voucher for this line item. This text
will appear on the Detail Transaction Report. |
| Transaction Date: |
Date of the original transaction if the cost object has closed since
the transaction occurred. Otherwise, leave blank. |
| Debit Amount: |
Amount you want to debit this cost object. |
| Credit Amount: |
Amount you want to credit this cost object. |
| Page Total: |
Displays total debits and credits after you click the Check button,
the list tabs, or when you try unsuccessfully to park or complete
the journal voucher. Note: Make sure that the debit and credit amounts
balance to zero before completing the journal voucher. |
| # of line items: |
Displays the total number of line items after you click the Check
button, the list tabs, or when you try unsuccessfully to park or
complete the journal voucher. |
Explanatory Text
| *Explanation: |
Provide an explanation for the journal voucher, up to 20 lines of text. |
*Required fields
Park or Complete the JV
(optional) Before you park or complete the JV, click the Check
button to verify G/L accounts and cost objects, calculate debits and credits,
and total the line items and debits and credits.
Click the Park button to save the JV, but not complete it
or
Click the Complete button to send the JV through workflow.
Click Return to List to go back to the "Search Results"
page.
JV Buttons
| Check |
Verifies the G/L accounts and cost objects, calculates the debit and
credit totals, and counts the number of line items in the journal voucher. |
| Park |
Saves the journal voucher, but does not complete it. Later you can open
the parked journal voucher and change it before completing it. The journal
voucher is assigned an SAP document number, displayed at the top of the
screen. Record this number for future reference. |
| Complete |
Sends the journal voucher through workflow. It may be posted or sent
to CAO for review and posting. If additional
required information is needed, you will be prompted to supply it. A
journal voucher not previously parked is assigned an SAP document number,
displayed at the top of the screen. Record this number for future reference.
Note: If you want to be notified by email whenever your journal vouchers
are approved or rejected, you can subscribe to Email
Notification. |
| Delete Selected Items |
Deletes line items from the journal voucher. Click the selection box
for each line item you want to delete, then click the Delete Selected
Items button above the checkboxes. |
Related Topics:
Icons
Perform a Search
Reverse Journal Voucher
When you reverse a JV, some of the information is copied from the original
journal voucher but the debits and credits are reversed. The reversed journal
voucher is intended to cancel out the charges in the original journal voucher.
By submitting a reversed JV, you are effectively clearing out the original JV.
You have the option to keep or change the existing field values. You can also
delete some of the line items.
After completing the fields, park or complete the journal voucher. The new
journal voucher is assigned a document number.
Note: When reversing an FY document from a previous fiscal year and
period, reset the new document to the current fiscal year and period, and change
the document type to SA.
Document Header Fields
| Company Code: |
Select the company code. |
| *Document Date: |
Either the receipt date from the source document or today's date (mmddyy).
For FY documents, enter 06/30/yy (yy = fiscal year that just closed). |
| Posting Date: |
Defaults to today's date for creating journal vouchers. For FY documents,
enter 06/30/yy (yy = fiscal year that just closed). When you change a journal
voucher, the field displays the date the JV was posted. |
| Reference: |
Text for your reference. When correcting a JV, it is useful to include
the document number of the JV you are correcting. Note: This data
is included in the search results when searching for parked journal vouchers
and in the first part of the Description field on the Detail Transaction
Report. |
Header Text:
(display only) |
This text cannot be modified. "RV" indicates reverse,
followed by the document number of the original JV. |
| *Sending Backup: |
Indicates whether documentation for the JV is required. If you have backup
documentation, send it to: JV Backup
c/o Mary Nicholson
NE49-4077
(Be sure to include the SAP document number for the journal voucher. This
number is assigned when you park or complete the journal voucher.) |
| Document Type: |
SA - for a current journal voucher created during fiscal periods
1-12.
FY - for a closing journal voucher created during fiscal
periods 13-16. |
Document Number:
(display only) |
Automatically generated after you park or complete the JV. |
| Posting Period: |
The fiscal period corresponding to the document and posting dates. |
| Fiscal Year: |
The year you want to post the JV to. |
Line Item Fields
| Selection box: |
(The checkbox to the left of each line item.) Click the selection box
next to each line item you want to delete; then click the Delete Selected
Items button above the checkboxes. Note: Select only those line
items that you want to delete; otherwise leave the selection boxes unchecked. |
| #: |
Displays the line item number |
| G/L account: |
G/L account assigned to the line item. To find a G/L account number,
click the Search button to the right of the field. See Related
Topics below for performing a search. |
| Cost Object: |
Cost center, internal order, or WBS element. |
Object type:
(display only) |
The cost object type is displayed when you click the Check button,
the list tabs, or when you try unsuccessfully to
park or complete the journal voucher. |
| Line item text: |
A brief description of the journal voucher for this line item. This text
will appear on the Detail Transaction Report. |
| Transaction Date: |
Date of the original transaction if the cost object has closed since
the transaction occurred. Otherwise, leave blank. |
| Debit Amount: |
Amount you want to debit this cost object. |
| Credit Amount: |
Amount you want to credit this cost object. |
| Page Total: |
Displays total debits and credits after you click the Check button,
the list tabs, or when you try unsuccessfully to park or complete
the journal voucher. Note: Make sure that the debit and credit amounts
balance to zero before completing the journal voucher. |
| # of line items: |
Displays the total number of line items after you click the Check
button, the list tabs, or when you try unsuccessfully
to park or complete the journal voucher. |
Explanatory Text
| *Explanation: |
Provide an explanation for the journal voucher, up to 20 lines of text. |
*Required fields
Park or Complete the JV
(optional) Before you park or complete the JV, click the Check
button to verify G/L accounts and cost objects, calculate debits and credits,
and total the line items and debits and credits.
Click the Park button to save the JV, but not complete it
or
Click the Complete button to send the JV through workflow.
Click Return to List to go back to the "Search Results"
page, or click New Search if you searched for a single document
number.
JV Buttons
| Check |
Verifies the G/L accounts and cost objects, calculates the debit and
credit totals, and counts the number of line items in the journal voucher. |
| Park |
Saves the journal voucher, but does not complete it. Later you can open
the parked journal voucher and change it before completing it. The journal
voucher is assigned an SAP document number, displayed at the top of the
screen. Record this number for future reference. |
| Complete |
Sends the journal voucher through workflow. It may post automatically
or be sent to CAO for review and posting. If additional
required information is needed, you will be prompted to supply it. A
journal voucher not previously parked is assigned an SAP document number,
displayed at the top of the screen. Record this number for future reference.
Note: If you want to be notified by email whenever your journal vouchers
are approved or rejected, you can subscribe to Email
Notification. |
| Delete Selected Items |
Deletes line items from the journal voucher. Click the selection box
for each line item you want to delete, then click the Delete Selected
Items button above the checkboxes. |
Related Topics:
Icons
Perform a Search
Display a Journal Voucher
Review the Journal Voucher
This page displays detailed information on the individual journal voucher.
These fields are display only.
Use the list tabs on the right to scroll through the line items if you have
more than ten. See Related Topics below to find out how to
use the list tabs.
Return to Previous Page
These buttons will vary depending upon the previous JV function you were using.
- Click Return to List if you were displaying a JV.
- Click New Search if you searched on a single document number.
- Click Return if you ran the JV/Credit Card report or changed
a JV from your inbox.
Related Topics:
Using the List Tabs
Journal Voucher/Credit Card Report
You can run this report on one or more parked or posted journal vouchers,
or on VIP credit cards. You can run a credit card report on either one credit
card or on the credit card document type. After the report is run, you can also
drill down on the individual journal voucher or credit card document.
1. Enter the following search criteria for the report.
Include Parked or Posted Journal Vouchers
Click in the radio button to select Parked or Posted journal
vouchers.
Header Selections
You can enter single values or ranges for some of the fields.
Note: If you are running a credit card report, enter the
Credit Card field for one credit card or check Select SC (Credit
Card ) Documents for all SC transaction types.
| Company Code: |
Select the appropriate company code. |
| Posting Period: |
Fiscal periods or range of fiscal periods (mm) in which the
journal vouchers were created. |
Posting date
in the document: |
Date (mm/dd/yy) or range of dates the journal vouchers were posted. |
| Date Approved: |
Dates (mm/dd/yy) or range of dates the posted JVs were approved. |
| Fiscal Year: |
MIT fiscal year (yyyy) or years the journal vouchers were created. |
| Document Number: |
SAP document number or range of numbers for the journal vouchers. |
| Credit Card: |
Unique six-digit number assigned to each VIP credit card. The report will
list all transactions made to this card. |
Document Types
(untitled)
|
Click the checkboxes for each document type you want included in the
report.
- Select SA Documents (G/L accounts documents)
- Select FY Documents (Fiscal year documents posted in periods
13-16)
- Select SI Documents (Internal provider documents)
- Select SC (Credit Card ) Documents (VIP credit card documents)
|
Line Item Selections
Profit Centers:
-OR-
Fund Centers: |
Profit center or fund center or range of profit or fund centers for the
journal vouchers you want to view. |
| G/L Accounts: |
G/L account number or range or G/L account numbers you want to search
on. To find a G/L account, click on the Search (binoculars)
button on the right. See Related Topics below for performing
a search. |
| SAP UserID: |
Userid of the person who created the journal vouchers you want to view. |
Enter cost objects or click the checkboxes to omit a cost object type.
Cost Centers:
Internal Orders:
WBS Elements: |
Enter the cost object numbers or range of cost object numbers used in
the journal vouchers. |
|
Exclude All:
|
Click the checkbox to exclude a type of cost object from the report.
|
Include Automatic Feed Entries
Click the checkbox to include journal vouchers from automatic feeds.
2. Click Run Report to execute the report. You can read the report online
or print it out.
After the report is run, click on the document number to access
the "Display a JV" page for details on the journal voucher or credit
card.
To print the report, click on the Print link (top left). To
return to the report entry screen, click on the Back link (top
left).
Related Topics
Perform a Search
Search for a Journal Voucher
How the Search Process Works
To find a journal voucher, enter your search criteria on the "Search for
a Journal Voucher" page. If you entered multiple search criteria, you will
go to the Search Results page, but if you entered the correct document number
only, you will go directly to the specific journal voucher page. On the Search
Results page, click on a document number to select a journal voucher for further
action.
Search for a Journal Voucher
1. Select Parked JVs and/or Posted JVs.
(These fields appear for Display a JV only.)
2. Select Clone a JV or Reverse a JV for
a posted journal voucher. (These fields appear for Clone or
Reverse a JV only.)
3. For all journal vouchers, enter one or more of the following fields. Except
for Company Code, you can enter a single value or a range of values.
| Company Code: |
Defaults to CUR; select appropriate company code |
| Document No.: |
SAP document number of the journal voucher |
| Posting Date: |
Date (mm/dd/yy) the journal voucher was posted |
| Doc. Type: |
Type of journal voucher created:
SA - journal vouchers created during fiscal periods 1-12
FY - closing journal vouchers created during fiscal periods 13-16 |
| Fiscal Year: |
Fiscal year (yyyy) the journal voucher was created |
| Entered by: |
Userid of the person who created the journal voucher. Your
userid is the default. |
4. Click the Search button. You will go either to the Search Results
page or the journal voucher page, depending upon your search criteria.
Search Results
A list of the journal vouchers that met your search criteria is displayed.
Note: After changing a journal voucher, you return to the
Search Results page. A check mark appears in the left column, indicating that
the journal voucher has been completed. You cannot drill down on the journal
voucher again from the Search Results page.
Browse through the JV List
Use the list tabs on the right to scroll through the journal vouchers if you
have more than ten. See Related Topics below for using the
list tabs.
Sort the JV List
1. Click on the arrow to the right of the Sort Items field.
2. Click on a field from the drop-down list.
The page refreshes itself and the list of journal vouchers is sorted by the
field you selected.
Field Definitions
| Document. No. |
SAP document number for the journal voucher. Click the document
number to display the journal voucher. |
| Fiscal Year |
MIT fiscal year the journal voucher was created |
| Company Code |
Company code |
| Doc. Type |
Document type (either SA or FY) |
| Posting Date |
Date the journal voucher was posted |
| Reference |
Text that was entered when the journal voucher was created.
Indicates whether JV backup documentation was sent to CAO:
%B = backup was sent
%N = no backup was sent |
| Status |
Parked, completed, or posted |
Display the Journal Voucher
Click the Document No. of the journal voucher.
Repeat Search
Click the New Search button to return to the "Search for a Journal
Voucher" page.
Print the List of JVs
Click the Print button to print the list of journal vouchers on the Search
Results page.
Related Topics
Using the List Tabs
MIT Parking Pass Page
The "SAPweb: MIT Parking Passes" feature allows you to order MIT
parking passes for your department, lab, or center from the Parking and Transportation
Office by creating a journal voucher. You can purchase more than one of each
type of pass listed online. The parking passes will be charged to the G/L account
and cost object that you specify. Charges cannot be split among cost objects;
create another JV if you want to charge some of the passes to different cost
objects.
When completed, your journal voucher will be posted. Run the JV Report selecting
posted journal vouchers to review it.
Note: You must be authorized to create a journal voucher in SAP to
use this function.
All fields are required.
1. Type in the number of passes you wish to purchase in the blank box
to the left of whichever pass you need. You can purchase more than one type
of parking pass at a time. The different kinds of parking passes are described
below.
| Green Visitor Pass |
Used at the Sloan Lot, East Garage, West Garage Annex, N-10 Lot, and CRA
Lot. Valid for one day. |
| Scratch Visitor Pass |
Used at W91, W92, Windsor Lot, Reactor Lot and the 2 Pacific Lot. Valid
for one day. |
| Department Vehicle Pass |
Parking permits issued to campus vehicles. |
| Volunteer Pass |
Parking permits issued to MIT volunteers. |
Note: 420274 is the default G/L account and cannot be changed.
2. Type in the Cost Object to be charged.
3. Fill in the Line Item Text that you want to appear on the Detail Transaction
Report.
4. Type in an explanation in the Explanation Text box. This
will appear in the Text field when you look at the journal voucher in SAP.
5. Click Submit & View Receipt. You go to the "MIT Parking
Pass Receipt" page. This page is your receipt.
6. Click the Print Receipt button. Bring the receipt to the Parking
and Transportation Office to pick up your parking passes.
|