Professional Documents
Culture Documents
Journal Entry Guide
Journal Entry Guide
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FB00
F-65
SBWP
FBV2
FBV5
FBV3
FBV0
FKMT
FKMT
Excel JV Upload
ZF104
SBWP
SBWP
SBWP
FB03
FB02
FB04
ZF180
ZF182
ZF181
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The
Park Document (Save) button will
not initiate the approval process. This
button will only place the document on hold in
the system and the document will not be
posted until the Initiator follows the menu path
Complete) to start the
(Document
approval process. The button can be used to
park and change the document as needed
until the document is complete and ready to
be approved.
Page 5
Overview (cont.)
Once the Initiator completes the document via the menu path, the
approval workflow process is automatically started and emails
will be sent to those designated as Reviewers / Approvers.
The approval levels needed for each document are determined by the
approval parameters established for each department, school, or
division per the respective Management Center (see
http://www.finsvc.duke.edu/gap/jvworkflow/ for approval parameters).
Some documents will not need approvals and will directly post
to the General Ledger.
Departments can also choose to see every document initiated,
regardless of dollar amount. The Initiator can monitor the status of
the completed documents and which approvals are needed from their
SAP R/3 Outbox.
Completed journal entries are reviewed and approved by those
designated to do so as determined by the department and respective
Management Centers. Those designated to review and approve are
known as Reviewers / Approvers in the journal entry process.
These users will have the proper security access to review and
approve or reject those documents in SAP R/3 at Duke.
Reviewers / Approvers will review the completed documents via their
Inbox in R/3. The document can be approved or rejected back to the
Initiator for more documentation or corrections.
When the document is fully approved (all approval levels are met per
the approval parameters established by the Management Centers),
the document will be posted to the General Ledger in R/3 and will
update financial reports. If no approvals are needed, the journal entry
document will immediately post to the R/3 General Ledger and
appear on financial reports.
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1.
2.
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3.
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If you prefer the look of the Document Overview screen with the
/PAPERJV layout as your default (recommended layout - see
example below of how the Document Overview screen looks
once steps are done):
Locate the section for Additional Display Options and
Document Overview toward the bottom of the screen.
Click on the radio button beside ALV Classic List.
Note:
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If you prefer the look of the Document Overview screen with the
Classic Display layout as your default (see example below of
how the Document Overview screen looks once steps are done):
Locate the section for Additional Display Options and
Document Overview toward the bottom of the screen.
Click on the radio button beside Classic Display.
Note:
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6.
Click on the
Change User Master button (Ctrl+S) to save the
settings as defaults.
7.
Click the
below).
8.
Click on the
Menu.
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Back or the
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Page 13
The
Park Document (Save) button will
not initiate the approval process. This
button will only place the document on hold in
the system and the document will not be
posted until the Initiator follows the menu path
(Document
Complete) to start the
approval process.
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Financial Documents
1
3
6
7
1.
2.
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4.
Ensure the date in the Posting date field falls within the fiscal
period in which you are trying to post (only change if posting
to a prior period during fiscal period or year end closings).
Note:
The Posting date defaults and determines
the fiscal period in which the journal entry will
post.
The Period field defaults per the
Posting date (i.e., the posting date will
override anything manually entered in the
Period field).
5.
6.
7.
8.
Click on the
Fast Data Entry button (Shift+F8) to display the
Enter G/L account document: Add G/L account items screen.
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9.
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10
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20
15. Enter ONLY one of these fields per line.
12
13
14
11
16
17 & 18
12. Enter the G/L Account in the Account field for the entry.
13. Enter the Amount for the entry.
14. Enter the Company code in the CoCd field for the entry.
Note:
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16. Enter adequate documentation in the Text field for the line item.
Note:
Note:
17. Repeat steps 11-16 as required for more debit and credit lines.
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Enter
Note:
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21
21. Review debit and credit totals and the net amount of the journal
entry.
Note:
The debit and credit totals MUST net to zero
(i.e., balance) in order to complete the document
and initiate the approval workflow process. The
debit and credit totals do NOT have to net to zero
(i.e., balance) in order to park a partially completed
document and place it on hold.
Next page (Page Down) and
If needed, use the
Previous page (Page Up) buttons to view lines
on additional screens.
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23
Page 24
24
26
25
25. Click in front of the * (asterisk symbol) and enter the text.
Note:
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27
Note:
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28
31
30
29
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Note:
The
Park Document (Save) button will
NOT initiate the approval process. Parked
documents do not have to net to zero. A
parked document that has not been
completed will not appear on any financial
reports in R/3. A document number will be
assigned to the entry and reserved in the
system until the document is posted.
32
33. In the resulting box or at the bottom of the screen, review the
parked document number that is reserved in the system (this
number remains with the document as it is completed,
approved, and posted to the R/3 General Ledger).
34. When ready to finish entering line items, make corrections, or
attach an Excel or Word file, use the Change Parked
Document transaction (FBV2) to complete the document (see
that section of the Guide).
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36
35
35. Ensure the debit and credit totals net to zero (i.e. balance).
Note:
36. To start the approval process as outlined below, follow the menu
path: Document
Complete.
Note:
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Financial Documents
1.
2.
3.
Click on the Fast Data Entry button (or Acct model button to
use the Account Assignment Model).
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4.
Enter the line items for the debits and credits, including text (see
previous section for more detail).
5.
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6.
Enter additional text in the Note field via the menu path:
Extras Text (see previous section for more details)
7.
Ensure the debit and credit totals are equal and net to zero.
8.
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1.
Click on the
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2
3
2.
3.
4.
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5.
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Scroll down to locate the last step in the lower right window
(status listed as Ready).
Click on the Information link in the Agent column to view a
pop-up window displaying all the individuals to whom the
document has currently been routed for approval (see
example below).
Note:
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Financial Documents
2
3
2.
3.
4.
Click on the
Enter button or press Enter to display the
Display Parked Document: Overview screen.
5.
Click on the
Document list button (F5) to display the List of
Parked Documents screen.
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10
11
12
Note:
Choose an
option as
outlined
below
7.
8.
9.
Enter the Document type (SA, ZJ, or ZB) for the parked
document.
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11
14. Review the columns of data for each parked document found
per the search criteria as follows (based on the standard layout):
The first few columns identify the document (Company
Code, Document Number, Document Type, etc.)
The User column contains the SAP R/3 UserID of the person
who initiated the document.
The Reference column contains the Assigned JV Number
entered in the Document Header.
The Entered on column contains the date that the document
was originated.
The Document Complete column contains a checkbox a
check indicates the document has been completed and is in
the JV Workflow approval process and a blank indicates that
the document is parked but has not been completed.
15. To display the parked document, double click on the desired
Doc. no. or anywhere on that line.
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16
19
17
18
16. Review the Document Header details in the top portion of the
screen.
17. Review the posted line items listed in the bottom portion of
the screen.
18. Review the total of the debits and credits and the net of
those totals (needs to equal 0.00 before document can be
completed).
19. Review the Texts exist checkbox to see if a check indicates
that more text is available (via the menu path: Extras
Text).
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20
21
21. Double click on the Note line (or on the word Note) to display
the Display Note: [Company Code + Document number]
screen (shown next page).
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24
23
22
Note:
25
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26
Display as list.
28
27
27. Review the header data and line items for each cost object,
along with other details like the line item text (i.e., the layout of a
posted document).
Note:
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29
31
30
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33
34
35
34. Scroll down to view the current approvals needed and use the
Information link to display who needs to approve the document.
35. When ready, click on the
Continue button to close the
window and return to the parked document.
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37
38
39
Continue button
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40
Changes.
42
41
Note:
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Review the list of changes for that field (i.e., in this example
the amount was changed on two line items from 5000.00 to
500.00 in this parked document).
Double click on a line item to view the details of that
change, including the R/3 User ID of the person who made
the change (shown below).
When done,
click on the X in
the upper right
to close the
window.
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Back
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Back
Page 56
43
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45
46
44
44. Review the details of the line item selected, such as the cost
object (cost center, WBS Element, Profit Center) charged or the
line item text.
45. Use the
Next item (Shift+F7) or
Previous item
(Shift+F6) buttons to scroll through the other detailed line item
screens if needed.
46. Click on the
Overview button to return to the Display Parked
Document: Overview screen.
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Financial Documents
Note:
1
2
1.
2.
3.
4.
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5.
Click on the
7
8
If an error message
displays stating that
only G/L Accounts
can be added, see
Step 8 below.
6.
7.
Click on the
Overview button (Shift+F2) to return to the
Change Parked Document: Overview screen.
8.
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14
9.
Double click on the desired line item to select that item (or use
Fast Data Entry button if preferred).
the
16
15
10. Key 0.00 in the Amount field (amount field also available on
Fast Data Entry screen).
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17
19
13. Since the warning message appeared, click on the Enter button
to actually return to the Overview screen.
Note
14. If needed, follow Steps 5-8 to add the line item with the
Fast Data Entry button.
corrected G/L Account via the
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21
20
23
22
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24
26
25
20. Change the Posting Date to a date that falls in the next fiscal
period, so that the document can be completed and approved in
that fiscal period.
21. Click on the
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27
29
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31
30
25. Change the Posting Date field to a date that falls within the prior
fiscal period, so that the document can be completed and
approved in that fiscal period.
26. Click on the
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Note:
23
Complete.
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Financial Documents
1.
To attach a file:
Services for
Click on the drop-down portion of the
Objects button located in the Title Bar of the screen.
In the resulting drop-down list, click on the path: Create
Create Attachment.
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2.
3.
Once located, click once on the file name to populate the File
Name field and click on the Open button to create the
attachment.
Note:
4.
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5.
6.
7.
Click on the
is displayed.
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1
2
3
1.
2.
3.
4.
5.
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6.
7.
To see more details about the changes for a specific line item,
double click on the desired line item (see Details screen below).
7
8.
Click on the
Close button in the upper right corner to return
to the Parked Document: Overview screen.
Page 75
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1.
Click on the
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5
2
3
2.
3.
4.
5.
Back button to
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6.
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1
2
1.
Services for
Click on the drop-down portion of the
Objects button located in the Title Bar of the screen.
2.
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Click on the
Send button
when done.
3.
4.
In the bottom section under the Recipient tab, enter the desired
names of SAP R/3 users who should receive a copy of the
document per the following steps:
Note:
Page 82
Click on the
Note:
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Financial Documents
Note:
1
2
1.
2.
3.
4.
Click on the
Enter button or press Enter to display the Post
Parked Document: Overview screen.
Note:
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5.
6.
Follow the menu path given below to display the Delete Parked
Delete
Document dialog box: Document
7.
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Financial Documents
2
1
1.
Enter a relevant name for the new model being created in the
Acct assignment model field.
2.
Click on the
Create button (F5) to display the Account
Assignment Model: Create Header screen.
Note:
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3
4
5
Note:
3.
4.
5.
6.
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12
7-8
10
11
8.
10. Enter the G/L (account) in the field for each line item.
Note:
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Note:
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Financial Documents
1-7
Note:
1.
2.
3.
4.
Ensure the date in the Posting date field falls within the fiscal
period in which you are trying to post.
5.
6.
7.
Enter the Doc. header text to record generic text that pertains to
all lines of a journal voucher entry.
Click on the
button).
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9.
15
11 - 14
11. Enter data into the fields as needed for each line item to
complete the journal entry (such as amount, cost center, etc.).
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16
Note:
Complete.
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Financial Documents
2
1
1.
2.
Click on the
Display/Change button.
3.
Verify that the Name, Sample Text, and other fields defaulted
and represent the Account Assignment Model to be changed.
4.
Click on the
Line items button (Shift+F8) to display the
Account Assignment Model: Change Line Items screen.
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5.
6.
7.
8.
Screen template
Page 99
1.
Enter the name (for the existing model to be deleted) in the Acct
assignment model field.
2.
3.
4.
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Financial Documents
1.
2.
Ensure that Sheet1 is selected (per the folder tabs at the bottom
of the Excel spreadsheet).
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Create and save the Excel file per the guidelines outlined
below.
A
1 0010 1001000
Fund
213400 380.52
2 0010 1573146
CC
694900 239.02
3 0010 3032305
4 0010 3032326
5 0030 301060009 CC
694900 152.81
6 0010 1573123
CC
694900
Col Description
Rules
Company Code
Cost Object
Cost Indicator
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The company code of the first line item must be the same as the
company code keyed into R/3, when processing the upload.
Cost Center
Profit Center
WBS Element
Fund or
Internal Order
Page 103
G/L Account
Debits
Credits
No Commas
No Commas
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4.
Sort.
Continued
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Save the file as follows (the folder name used for the
spreadsheet must be Sheet1 per the Step 1 on previous page):
Save As
Continued
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19
7
8
9
10
11
12
13
14
15-17
18
7.
Enter the file name and directory path for where the input file
is located in the Excel Workbook File field (use
down button to locate path and file if needed).
8.
Drop-
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Enter the four digit Company Code (e.g., 0010, 0030, etc.) in the
Company Code field (the company code entered here must
match the company code used on the first line item of the
journal entry on the Excel spreadsheet).
12. Ensure the date in the Posting date field falls within the fiscal
period in which you are trying to post (only change if posting
to a prior period during fiscal period or year end closings).
Note:
The Posting date defaults and determines
the fiscal period in which the journal entry will
post.
The Period field defaults per the
Posting date (i.e., the posting date will
override anything manually entered in the
Period field).
13. At fiscal year end ONLY, select a radio button for the
appropriate posting period in the Posting Period Override
section (only to be used as part of the year-end close
process).
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16
17
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21
22
20
23. Repeat the above steps until all edits are corrected and the Park
Document: Overview screen is displayed (see next page).
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25
24
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26
26. If the upload was successful and no errors were found, the
results report (see above) will provide several pieces of
information:
Messages with a Message Type S (successful) indicating
the text changes were transferred if applicable and the
Document (with Reference number) was parked (see
example above).
A Line Item Summary containing the Total Debits and
Credits (dollar amounts), as well as the Line Item Count.
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27. If the upload encountered errors, the results report (see two
examples above) will provide the error(s) encountered (shows
only the first error if No Display was selected).
Note:
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If the No Display option was chosen, open the Excel file and
correct the error and repeat the upload process until all errors
are corrected.
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Meaning
1. Spreadsheet is not formatted correctly. Spreadsheet must be
formatted exactly as illustrated.
2. G/L account is invalid or does not follow the 6-digit format required.
3. G/L account is not active.
4. Cost Center is invalid or does not follow the digit format required.
OR Cost Indicator is incorrect.
5. Cost Object is blocked to transaction processing.
6. WBS is invalid or locked. OR Cost Indicator is incorrect.
7. Profit Center is invalid. OR Cost Indicator is incorrect.
8. Company Code is invalid or does not follow the 4-digit format
required.
9. The system will not process a transaction greater that 999 lines in
length.
10. The total debits do not equal the total credits on the spreadsheet.
11. Cost object has an incorrect cost indicator. This error indicates
that you entered one type of 7 digit Cost Object (for example a
Cost Center) but used the wrong cost indicator (for example a
WBS Element - WBSE). Other examples include using a Fund
with a Cost Center (CC) indicator and vice-versa; and entering a
Profit Center with a Cost Center (CC) Indicator and vice-versa.
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1.
2.
3.
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4.
Click on the
5
6
5.
6.
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Review the columns of data for each document in the list, such
as:
Title = the area associated with the initiator per the Org. Unit
(BFR Code), the R/3 document number, and Company Code
of the initiator.
Status = the
In Progress symbol (light gray color)
indicates that the document is still in the JV Workflow
process (not fully approved or posted). Once youve
approved the document, it is removed from your workflow list.
Creation Date and Creation Time = the date and time that
the document was created and either parked or completed.
Attachment = the
Attachments Exist symbol indicates
that the document has an internal R/3 attachment, such as a
Rejection Reason or note from the initiator.
Note:
8.
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9
10
Note:
9.
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11
12
12. To display any attached files (Excel, Word, etc.) if needed, use
the drop-down portion of the
Services for Objects
button, select Attachment List, and double click on the
attachment.
Note:
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13
13. To get a better layout of the entire document including line item
text (see example next page), follow the menu path: Goto
Display as list.
Note:
14
Note:
14. Review the header data and line items for each cost object,
along with other details like the line item text.
Note:
Page 124
17 Double click
on document
to approve.
16
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19
20 If you decide
not to approve,
use the Back
button to exit.
18
18. If needed, review the document (double click on each line item
to view the line item text and cost object if needed).
Note:
20. If you decide not to approve (or reject) the document, use the
Back button to exit the document and return to the Inbox.
Note:
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22
23
21
Note:
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24
25
Continue button.
28
27
26
26. On the resulting screen (shown above), enter the text desired.
27. Click the
Save button when complete and click OK to close
the confirmation message.
28. Use the
Note:
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29
29. Once the rejection reason attachment has been added, double
click on the desired document from the work list to open the
document.
Note:
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3 Add an SAP
attachment if
desired.
2
4
1.
2.
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4.
5.
6.
7.
Click on the
Continue button to close the dialog box and
complete the forward process.
Note:
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1.
2
3
4
2.
3.
4.
5.
6.
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7
8
7.
8.
Click on the
Continue button.
9.
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12. On the SAP Easy Access User Menu for screen, click on
SAP Business Workplace button.
the
13
14
15
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19
18
20
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21. On the SAP Easy Access User Menu for screen, click on
SAP Business Workplace button.
the
22
23
24
25
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27
26
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Financial Documents
1
2
2.
3.
4.
Click on the
Enter button or press Enter to display the
Display Document: Overview screen.
5.
6.
Click on the
Document List button (Shift+F8) to display the
Document List screen (example shown on next page).
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11
7
8
9
10
Note:
7.
8.
9.
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13
14
Note:
13. Review the Document Header details in the top portion of the
screen, such as:
Parked by = the User ID associated with person who created
or initiated the document.
Posted by = WF Batch indicates that the document was
posted through the JV Workflow approval process. (Older
documents may have the User ID associated with the person
who posted the entry prior to late 2005 / early 2006)
Doc. Number, Company Code, and Fiscal Year = serves
as reference for or identifies the document in R/3.
Doc. Date, Posting Date, and Period = indicates the
timeframe that the document was created and posted.
Ref Doc = indicates the eight digit Assigned JV number
(Ex: JV060132) that identifies who to contact concerning the
document using the last four digits via the following website:
http://www.finsvc.duke.edu/gap/assignedjv.html.
14. Scroll across and review the posted line items listed in the
bottom portion of the screen (40 = debit, 50 = credit).
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16
17
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18
19
20
21
22
23
19. On the Print ALV List screen (shown above) enter the printer
value in the Output device field, if not defaulted.
20. Enter Print out immediately in the Time of Print field (via
drop-down), if not defaulted.
21. Optional: In the SAP Cover Sheet field, drop-down and
choose No Cover Sheet if preferred (if left at System
Adminstrator: Default Setting a cover sheet will print)
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25
26
26. If text is present in the Note field, then double click anywhere on
the line (or on Note) to display the Display Note: 0010 screen
(example on next page).
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27
28
Note:
29
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Document Changes.
32
31
Note:
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Review the list of changes for that field (i.e., in this example
the amount was changed on two line items from 5000.00 to
500.00 in this parked document).
Double click on a line item to view the details of that
change, including the R/3 User ID of the person who made
the change (shown below).
When done,
click on the X in
the upper right
to close the
window.
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click the
button.
Back
Back
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35
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36
37 Scroll down
to view Office
Document
link(s) if
applicable
38
36. To view the history or work log for all the approvals
completed for the document before it was posted (i.e., view the
names, dates, and times of approvals done by the Department,
Management Center, and other Finance areas, as applicable
per your approval rules), scroll down the screen.
37. To view the Office Document attachment if applicable (e.g.,
the Rejection Reason attached if a Completed Document was
rejected before it was posted), scroll to the bottom of the
screen and click once on the link.
38. When ready, click on the
Continue button to close the
window and return to the posted document.
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1.
2.
3.
4.
Click on the
Enter button or press Enter to display the Document
Overview: Change screen.
Click on the
Document header button (F5) to display the Document
Header: NNNN Company Code dialog box.
Note:
6.
Enter the desired changes in the Doc. Header text and/or Reference fields.
7.
Click on the
Continue button (F7) to display the Change
Document: Overview screen (SAP standard look).
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Click on the
9.
Click on the
Back button to return to the Document Overview:
Change screen.
Double click on a line item to display Change Document: Line Item ###
screen.
11.
12.
Click on the
13.
Click on the
Document overview button (F9) to display the
Document Overview: Change screen.
14.
Click on the
15.
Click on the
displayed.
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1
2
3
1.
2.
3.
4.
Click on the
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5.
6.
To see more details about the changes for a specific line item,
double click on the desired line item (see Details screen below).
7.
Click on the
Close button in the upper right corner to return
to the Document Changes: Overview screen.
Click on the
is displayed.
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1.
Page 162
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Execute
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Note:
4.
* (first column)
Company
Document
Fisc Yr
The fiscal year for the completed, non-posted journal entry document
Fisc Pd
The fiscal period for the completed, non-posted journal entry document
Doc Type
The two digit Document Type that identifies the type of entry
(examples SA for manually keyed entry; ZJ for Cost Transfer entry for
projects; and ZB for accruals / deferrals).
Reference
The eight digit assigned JV number that consists of JV plus the two
digit fiscal period for the entry and a four digit number that identifies the
nature of then entry and who to call with questions about the entry per
the website: http://www.finsvc.duke.edu/gap/assignedjv.html.
Originator
The SAP User ID of the person who created and either parked or
completed the non-posted journal entry document.
Department
For Company Code 0010, the 10 digit org. unit (known as the BFR
Code) for the level of the department, school, or division that originated
the document. For all Health System Company Codes (0020 0060),
the 8 digit org. unit (known as the Cost Center Group or Profit Center
Group) for the organizational level that originated the document.
Page 164
Debit Tot
The total amount of the debits for the completed, non-posted journal
entry document
Document Header
Required
Approvals
Received
Approvals
Current Approval
Rejected
Deadline > 24
Deadline > 48
Indicates with an X in the field if the document has been rejected for
some reason (blank if not applicable)
Indicates if the deadline for approving the document within 24
hours has already passed (is blank if not applicable).
Indicates if the deadline for approving the document within 48
hours has already passed (is blank if not applicable).
5.
6.
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7.
8.
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10
11
12
13
9.
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1.
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4.
Execute button
Note:
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Company
Document
Fisc Yr
Fisc Pd
The four digit company code for the non-posted journal entry
document (parked or completed).
The R/3 document number assigned to the completed, non-posted
journal entry (has a leading zero added to the number).
The fiscal year for the non-posted journal entry document (parked or
completed).
The fiscal period for the non-posted journal entry document (parked or
completed).
Doc Type
The two digit Document Type that identifies the type of entry
(examples SA for manually keyed entry; ZJ for Cost Transfer entry for
projects; and ZB for accruals / deferrals).
Reference
The eight digit assigned JV number that consists of JV plus the two
digit fiscal period for the entry and a four digit number that identifies the
nature of then entry and who to call with questions about the entry per
the website: http://www.finsvc.duke.edu/gap/assignedjv.html.
Originator
The SAP User ID of the person who initiated the non-posted journal
entry document.
Originator Name
The name associated with the SAP User ID for the person who
created and either parked or completed the non-posted journal entry
document.
Department
For Company Code 0010, the 10 digit org. unit (known as the BFR
Code) for the level of the department, school, or division that originated
the document. For all Health System Company Codes (0020 0060),
the 8 digit org. unit (known as the Cost Center Group or Profit Center
Group) for the organizational level that originated the document.
Department Name
Debit Tot
The total amount of the debits for the non-posted journal entry
document (parked or completed).
Document Header
Text
Required
Approvals
Completed
The SAP User ID of the person who initiated and completed the nonposted journal entry document, which indicates that this document
has been completed and is awaiting approval in the JV Workflow
process.
Rejected
Indicates with an X in the field if the document has been rejected for
some reason (blank if not applicable)
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7.
8.
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10
11
9.
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1.
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Execute
Page 175
4.
Company
The four digit company code for the posted journal entry document
Document
The R/3 document number for the posted journal entry (has a leading
zero added to the number).
Fisc Yr
Fisc Pd
Doc Type
The two digit Document Type that identifies the type of entry
(examples SA for manually keyed entry; ZJ for Cost Transfer entry for
projects; and ZB for accruals / deferrals).
Reference
The eight digit assigned JV number that consists of JV plus the two
digit fiscal period for the entry and a four digit number that identifies the
nature of then entry and who to call with questions about the entry per
the website: http://www.finsvc.duke.edu/gap/assignedjv.html .
Originator
(first field)
The SAP User ID of the person who created and either parked or
completed the posted journal entry document.
Originator
(second field)
The name of the person who created and either parked or completed
the posted journal entry document.
Department
For Company Code 0010, the 10 digit org. unit (known as the BFR
Code) for the level of the department, school, or division that originated
the document. For all Health System Company Codes (0020 0060),
the 8 digit org. unit (known as the Cost Center Group or Profit Center
Group) for the organizational level that originated the document.
Department Name
Debit Tot
The total amount of the debits for the non-posted journal entry
document
Document Header
Text
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6.
7.
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Click on the
is displayed.
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