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Creating a JV
This screen contains all the fields you need to create or change a journal
voucher on one screen. 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.
NAVIGATION OPTIONS:
- Click on JV Home or SAPweb Home (upper right corner of the
screen) to exit the screen without saving any changes and return to the JV
home page or the SAPweb home page.
- Click on JV Menu (upper right corner of the screen) to select another
JV function and exit the screen without saving.
- Use the PREVIOUS and NEXT tabs above
the credit and debit columns to browse the previous or next eight line items.
| Enter the Document Header Fields |
| Enter information in the appropriate fields. |
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Company Code:
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CUR or TECR
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Document Date:
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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).
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Posting Date:
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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.
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Reference:
(Optional)
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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 fieldon
the DTR.
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Header Text:
(Optional)
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A short description of the transaction. Optional and for your reference
only.
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Sending Backup:
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Indicates whether documentation for the JV is required. If you have backup
documentation, send it to:
JV Backup
c/o Mary Nicholson
E19-530
(Be sure to include the SAP document number for the journal voucher.
This number is assigned when you park or complete the journal voucher.)
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Document Type:
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SA - for a current journal voucher created during fiscal periods
1-12.
FY - for a closing journal voucher created during fiscal periods
13-16.
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Document Number:
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Automatically generated after you park or complete the JV.
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Posting Period:
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The fiscal period corresponding to the document and posting dates.
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Fiscal Year:
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The year you want to post the JV to.
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| Enter the Line Item Fields |
| Enter information in the appropriate fields. |
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del. lines:
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(The checkbox to the left of each line item.) Click the selection box
next to each line item you want to delete.
NOTE: Select only those line items that you want to delete; otherwise
leave the selection boxes unchecked.
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#:
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Displays the line item number. This is useful when you use the PREVIOUS
and NEXT tabs.
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G/L account:
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G/L account assigned to the line item. If you don't know the G/L account
number, you can look up the G/L account.
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Cost Object:
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Cost object (cost center, internal order, or WBS element).
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Object type:
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The cost object type is displayed when you click the Check button,
the PREVIOUS or NEXT tabs, or when you
try unsuccessfully to park or complete the journal voucher.
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Line item text:
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A brief description of the journal voucher for this line item. This text
will appear on the Detail Transaction Report.
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Transaction Date:
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Date of the original transaction if the cost object has closed since
the transaction occurred. Otherwise, leave blank.
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Debit Amount:
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Amount you want to debit this cost object.
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Credit Amount:
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Amount you want to credit this cost object.
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Page Total:
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Displays total debits and credits after you click the Check button,
the PREVIOUS or NEXT 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.
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# of line
items:
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Displays the total number of line items after you click the Check
button, the PREVIOUS or NEXT tabs,
or when you try unsuccessfully to park or complete the journal voucher.
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Explanatory Text
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Explanation:
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An explanation of the entire journal vouchers, up to 20 lines of text.
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Park or Complete the JV
(Optional) 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 to CAO for review and posting.
JV Buttons
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Check
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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.
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Park
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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.
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Complete
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Sends the journal voucher to CAO for review and posting. If additional
required information is needed, you will be prompted to supply it.
If no errors are found, the completed journal voucher is routed to CAO
for review and posting. 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 Event Notification.
For information on setting up this option, see SAP
Email Event Notification.
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PREVIOUS
and NEXT
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Use the PREVIOUS and NEXT tabs to browse
the line items. See the # column to know which line items are
displayed.
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del. lines
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Deletes line items from the journal voucher. Click the selection
box for each line item you want to delete, then click the Del
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.
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Supply PO or 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, if for example,
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.
For more information about underrecovery, see F&A Underrecovery on Research WBS Elements in SAP for MIT
Documentation on the Web.
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