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Print All JV Help
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About SAPweb JVs
Business Rules
Additional Required Info
Creating a JV
Changing a JV
Displaying a Parked JV
Correcting a Rejected JV
JV Reporting
JV Workflow Inbox
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About SAPweb JVs
| How are SAPweb JVs different? |
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How are SAPweb JVs the same? |
- Only SA and FY document types can be created.
- JVs cannot currently be uploaded to the Web.
- Explanation text is limited to 20 lines.
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- Business rules are identical.
- Journal vouchers can be parked and later accessed for changes on the
Web.
- Web 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 SAPgui
and on the Web.
- The user can choose between the SAPweb and SAPgui.
- The Mac and PC JV screens will look slightly different.
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Business Rules
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:
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G/L Account
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Description
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400005 - 400899
490100 - 490103 |
Payroll - various
Payroll - various
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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:
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G/L Account
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Description
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420065
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Travel Advance & Tickets
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422070
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Foreign Travel - for approval with WBS elements only
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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:
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G/L Account
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Description
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421000
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Meetings - Food & Beverages
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420166
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Entertainment
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420302
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Promotional Items & Memorabilia
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420318
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Recreation Related Expenses
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421205
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Alcoholic Beverages
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421584
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Membership and Social
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- 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.
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- 3. Line item text is required for document types SA and SI.
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- 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:
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G/L Account
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Cost Center
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OR
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Order
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OR
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WBS Element
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400000-469999
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Yes
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Yes
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Yes
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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.
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- 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.
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Document Type
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Posting Key
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G/L Account
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Cost Center
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Internal Order
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WBS Element
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SA
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40 (debit)
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1000000-1699999
2000000-2999999
3000000-3999999
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no
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no
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no
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SA
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50 (credit)
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1000000-1699999
2000000-2999999
3000000-3999999
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no
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no
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no
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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.
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Document Type
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Posting Key
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G/L Account
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Cost Center
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.
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Internal Order
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.
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WBS Element
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SA
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40 (debit)
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400000-469999
800000-899999
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yes
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or
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yes
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or
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yes
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SA
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50 (credit)
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400000-469999
800000-899999
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yes
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or
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yes
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or
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yes
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G/L account numbers and use of cost objects
The following table shows which cost objects can use which G/L accounts.
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Cost Object Ranges
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1
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1000000-1114999
1170000-1329999
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422172
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Other Transactions
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2
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3000000-3668999
4133100-4199999
4220000-4399999
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800000-900012
800332-800334
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Principal
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3
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2000000-4999999
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800301-800331
800400-800403
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Expendable Funds
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4
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1000000-1999999
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801000-801045
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General Income
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5
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1000000-1999999 (all)
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890100-890100
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Revenue (A/R, SR)
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6
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1000000-1999999 (all)
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400000-422340
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Expenses
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7
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5000000-5999999
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490400-490402
800600-800601
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Sponsored Research
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8
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1000000-9999999 (all)
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600511-600519
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Settlements
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9
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1733100-1733299
1733000
1400501
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800703-800704
490318-490321
420316
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F&A Underrecovery
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Additional Required Info
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 screen.
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, 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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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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Changing a JV
With the Change JV function, you can access your parked journal vouchers
on the Get a Parked Journal Voucher screen. Make the necessary changes
on the Change a Journal Voucher screen, and then park or complete the journal
voucher.
NOTE: Rejected journal vouchers can be accessed directly from your workflow
inbox (see the help topic: JV Workflow Inbox ).
Get the Journal Voucher
If you know the SAP document number of the journal voucher , see the help topic:
Getting a Parked JV. Otherwise,
you can search for the journal voucher. See the help topic: Searching
for a Parked JV for details.
Change
the Journal Voucher
The Change a Journal Voucher screen is the same as the Create
Journal Voucher screen except that:
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1.
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These fields cannot be edited:
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- Document Type
- Document Number
- Posting Period
- Fiscal Year
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2.
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The del. lines button reduces line items to a zero amount, but
does not erase them from the journal voucher.
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Getting a Parked JV
If you know the SAP document number for the journal voucher you want:
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1.
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Enter the SAP document number in the Document Number field.
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2.
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Click the Get JV button.
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If you do not know the SAP document number, you can search for the journal
voucher:
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1.
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Select the Company Code.
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2.
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Enter the fiscal year.
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3.
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Click the Find JV button.
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NOTE: Rejected journal vouchers can be accessed directly from your workflow
inbox (see the help topic: JV Workflow Inbox).
Searching for a Parked JV
If you know the document number for the journal voucher(s):
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1.
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Select the Company Code.
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2.
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Enter the SAP document number or range of document numbers in the
Document Number field.
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3.
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Click the Search button.
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If you don't know the document number:
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1.
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Select the Company Code.
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2.
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Enter the userid of the person who created the JV in the Entered by
field (your userid is the default).
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3.
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Enter one or more of the following fields (the more fields you enter
results in a faster, more precise search):
- Date (mm/dd/yy) or range of dates the JV was posted in the Posting
Date field.
- SA or FY in the Doc. Type field, or enter FY to SA to see
all document types.
- Four-digit fiscal year, or range of fiscal years the JV was created
in the Fiscal Year field.
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4.
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Click the Search button.
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(Optional) Click the Back button to return to the Get a Parked Journal
Voucher screen.
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Search Results
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Search results are sorted by SAP document number, displaying
15 journal vouchers at a time. |
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Doc. No.
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SAP document number for the journal voucher. The document number is a
link to the journal voucher. Click the document number to change the journal
voucher, if desired.
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Year
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Fiscal year the journal voucher was created.
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CoCd
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Company code.
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DT
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Document type (either SA or FY).
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PstgDate
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Date journal voucher was posted.
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Reference
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Indicates whether JV backup documentation was sent to CAO:
%B = backup was sent
%N = no backup was sent
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More Options:
- Use the Previous 15 JVs and Next 15 JVs buttons to
browse the search results.
- Click the document number to change the journal voucher.
- Click the Back button to return to the Search for a Parked
Journal Voucher screen.
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Change
the Journal Voucher
The Change a Journal Voucher screen is the same as the Create
Journal Voucher screen except that:
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1.
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These fields cannot be edited:
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- Document Type
- Document Number
- Posting Period
- Fiscal Year
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2.
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The del. lines button reduces line items to a zero amount, but
does not erase them from the journal voucher.
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Document Header Fields
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Review and/or edit 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)
|
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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Line Item Fields
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Review and/or edit 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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#:
|
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:
|
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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Enter 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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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
|
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
|
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
|
Use the PREVIOUS and NEXT tabs to browse
the line items. See the # column to know which line items are
displayed.
|
|
del. lines
|
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.
|
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.
|
|
Displaying a JV
The Display Parked JV function lets you access your parked journal
vouchers on the Get a Parked Journal Voucher screen. You can then review
it on the Display Parked Journal Voucher screen. A parked journal voucher
is one that has been saved to be completed in the future. Posted journal vouchers
are completed transactions. If you want to review more than one parked journal
voucher or posted (completed) JVs, use the JV Report. For more information,
see the help topic: JV Report.
Get the
Journal Voucher
If you know the SAP document number of the journal voucher, see the help topic:
Getting a Parked JV. Otherwise, you can search
for the journal voucher. See the help topic: Searching
for a Parked JV.
For detailed information about the fields on the Display Parked Journal
Voucher screen, see Display Parked Journal
Voucher help.
Getting a Parked JV
If you know the SAP document number for the journal voucher you want:
|
1.
|
Enter the SAP document number in the Document Number field.
|
|
2.
|
Click the Get JV button.
|
If you do not know the SAP document number, you can search for the journal
voucher:
|
1.
|
Select the Company Code.
|
|
2.
|
Enter the fiscal year.
|
|
3.
|
Click the Find JV button.
|
NOTE: Rejected journal vouchers can be accessed directly from your workflow
inbox (see the help topic: JV Workflow Inbox).
Searching for a Parked JV
If you know the document number for the journal voucher(s):
|
1.
|
Select the Company Code.
|
|
2.
|
Enter the SAP document number or range of document numbers in the
Document Number field.
|
|
3.
|
Click the Search button.
|
If you don't know the document number:
|
1.
|
Select the Company Code.
|
|
2.
|
Enter the userid of the person who created the JV in the Entered by
field (your userid is the default).
|
|
3.
|
Enter one or more of the following fields (the more fields you enter
results in a faster, more precise search):
- Date (mm/dd/yy) or range of dates the JV was posted in the Posting
Date field.
- SA or FY in the Doc. Type field, or enter FY to SA to see
all document types.
- Four-digit fiscal year, or range of fiscal years the JV was created
in the Fiscal Year field.
|
|
4.
|
Click the Search button.
|
(Optional) Click the Back button to return to the Get a Parked Journal
Voucher screen.
Search Results
|
Doc. No.
|
SAP document number for the journal voucher. The document number is a
link to the journal voucher. Click the document number to change the journal
voucher, if desired.
|
|
Year
|
Fiscal year the journal voucher was created.
|
|
CoCd
|
Company code.
|
|
DT
|
Document type (either SA or FY).
|
|
PstgDate
|
Date journal voucher was posted.
|
|
Reference
|
Indicates whether JV backup documentation was sent to CAO:
%B = backup was sent
%N = no backup was sent
|
|
More Options:
- Use the Previous 15 JVs and Next 15 JVs buttons to
browse the search results.
- Click the document number to change the journal voucher.
- Click the Back button to return to the Search for a Parked
Journal Voucher screen.
|
Review the Journal Voucher
The Display a Journal Voucher screen is the same as the Create a
Journal Voucher screen, except that:
- None of the fields can be edited. All values are for display only.
- The Delete Lines, Check, Park, and Complete buttons do
not appear. These buttons are only available for creating and changing journal
vouchers
Document Header Fields |
These fields are display only. |
|
Company Code:
|
CUR or TECR
|
|
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 fieldon
the DTR.
|
|
Header Text:
(Optional)
|
A short description of the transaction. Optional and 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
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.)
|
|
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:
|
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 |
These fields are display only. |
|
del. lines:
|
(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.
|
|
#:
|
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. If you don't know the G/L account
number, you can look up the G/L account.
|
|
Cost Object:
|
Cost object (cost center, internal order, or WBS element).
|
|
Object type:
|
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.
|
|
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 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.
|
|
# of line
items:
|
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.
|
Explanatory Text
|
Explanation:
|
An explanation of the entire journal vouchers, up to 20 lines of text.
|
|
|
Correcting a Rejected JV
The Correcting a Rejected JV function lets you access your
rejected journal vouchers from the JV Workflow Inbox screen. The
journal voucher is then automatically displayed on the Change
Journal Voucher screen so that you can correct it an resubmit
it for approval.
| 1. |
Access the JV Workflow Inbox:
- Click on the JV Menu link in the upper right corner of the screen,
or
- Click on JV Workflow Inbox on the SAPweb Journal Voucher home page.
See JV Workflow Inbox for more information on
the screen.
|
| 2. |
Display the Rejected JV:
You can access the rejected journal voucher on the JV Workflow Inbox
screen by clicking the Execute Workitem icon
to the left of the JV you want to change.
|
| 3. |
Correct the Rejected JV:
Use the Change Journal Voucher screen to correct your journal voucher.
After you enter your changes, you can then complete the journal voucher so that
it will be resubmitted for approval. See help topic: Change
the Journal Voucher for information on using the screen.
|
|
|
JV Reporting
You can use the JV Report to compile and review a report for one
or more parked or posted journal vouchers. A parked journal voucher
is one that has been saved to be completed in the future. Posted
journal vouchers are completed transactions.
Set the Parameters of the Report
Complete the following sections to set the parameters of the report.
You can enter single values or ranges for the fields.
Include Parked or Posted
Journal Vouchers
Click in the radio button next to either parked or posted journal
vouchers.
Header Selections |
Enter information in the appropriate fields. |
|
Posting Period:
|
Fiscal periods or range of fiscal periods 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. Defaults
to today's date.
|
|
Date Approved:
|
Dates (mm/dd/yy) or range of dates the posted JVs were approved.
|
|
Fiscal Year:
|
Fiscal year (yyyy) or years the journal vouchers were created.
NOTE: If you do not select a fiscal year, matching posting periods
for all fiscal years will be included in the report.
|
|
Document Number:
|
SAP document number or range of numbers for the journal vouchers.
|
|
Select Document Type:
|
Click the checkboxes for each document type you want included in the
report.
- SA - journal vouchers created during fiscal periods 1-12
- FY - closing journal vouchers created during fiscal periods
13-16
- SI - journal vouchers for internal provider billing
|
Line Item Selections |
Enter information in the appropriate fields. |
|
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 or range of G/L accounts used in the journal vouchers you
want included in the report.
The field heading is also a link to a list of G/L accounts. The link
opens a separate window. When you have the G/L accounts you want, close
the separate window to return to the JV report screen.
|
|
SAP UserID:
|
Userid of the person who created the journal vouchers you want to view.
|
|
Cost Centers:
Internal Orders:
WBS Elements:
|
Cost object or range of cost objects used in the journal vouchers.
|
|
Exclude Cost Object Type:
|
Click the checkbox to the right of the cost object fields to exclude
that type of cost object from the report.
|
Include Automatic Feed Entries
Click the checkbox to include journal vouchers from automatic feeds.
Run the Report
When you have set the parameters of your report, click the Run
Report button. You can read the report online or print it. If
the font is too small to read online, use the Netscape menu: View>>Increase
Font (on the PC) View>>Increase Font Size (on the
Mac). If the printed report does not fit on the page, follow the
Printing Tips below for the Macintosh or for the PC.
Printing Tips
|
Print setup for
Macintosh:
|
- Go to the menu File>>Page Setup.
- Select the button for Landscape Orientation.
- Click the Page Attributes pull-down menu and select "Netscape
Communicator."
- Click the checkbox "Fit to page if possible" to select
it.
- Click OK.
- Click the Netscape Print button to print.
|
|
Print setup for
PC:
|
- Go to the menu Edit>>Preferences.
- In the side menu under Appearance, click "Fonts."
- For the "Fixed Width Font" section, change the size to
8.
- Click the radio button for "Use document-specified fonts, including
Dynamic Fonts."
- Click OK.
- Click the Netscape Print button.
- In the Print window, select the Properties button.
- In the Page Setup tab, select the Landscape button.
- Click OK.
- In the Print window, click OK to print.
NOTE: If you click Cancel, you will need to set the properties
to Landscape before printing later.
|
|
|
JV Workflow Inbox
Your workflow inbox contains journal vouchers that have been rejected and
sent back to you for correction. You can access your rejected journal vouchers
from this screen so that you can change them.
Fields on the Screen:
|
Execute Workitem:
|
To access a rejected journal voucher on the Change Journal Voucher screen,
click the Execute Workitem icon
.
|
|
Document Date:
|
Date the journal voucher was created.
|
|
Workflow Description:
|
A description of the workflow item and what needs to be done for the
journal voucher to be posted.
|
Correct a Rejected JV:
|
1.
|
Click the Execute Workflow icon
or JV next to the JV you want to review. The Change Journal
Voucher screen is displayed.
|
|
2.
|
Correct the JV on the Change Journal Voucher screen.
If you need help with this, please review Change
Journal Voucher help.
|
|
|