14 Journal Entry Guide 330491326886752

R/3 Journal Entry
Journal Entry Guide

Table of Contents
TRANSACTION CODE QUICK REFERENCE .....................................................4 OVERVIEW OF THE JOURNAL ENTRY PROCESS...........................................5 SET USER PREFERENCES VIA EDITING OPTIONS.........................................7 INITIATE AND COMPLETE A JOURNAL ENTRY DOCUMENT VIA PARK DOCUMENT ............................................................................................13
Description of fast entry screen template variants .................................................... 13 To choose a different screen template variant (OPTIONAL)..................................... 18 To enter line items on the ZJVT fast entry template ................................................. 20 To add extra text (note) for the entire document ....................................................... 24 To correct, add, or delete line items (OPTIONAL) .................................................... 27 To park a partially entered document and place on hold (OPTIONAL)..................... 28 To complete the document and initiate the approval process ................................... 29
INITIATE AND COMPLETE AN ACCRUAL OR DEFERRAL VIA PARK DOCUMENT ............................................................................................33 MONITOR THE STATUS OF COMPLETED JOURNAL ENTRIES VIA THE INITIATORS SAP OUTBOX......................................................................37 DISPLAY A PARKED DOCUMENT (INDIVIDUAL OR VIA LIST) .....................42
To display the extra text (audit documentation) in the Note field .............................. 48 To get a better layout of the entire document including line item text ....................... 50 To view information in the document header such as who originated the entry........ 51 To view an overview of the current JV Workflow approval (for completed documents only)................................................................................ 52 To display any files (Word, Excel, etc.) attached to the parked document................ 53 To view any changes made to the parked document, if applicable........................... 54 To view more details on a specific line item of the parked document ....................... 57
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Table of Contents (cont.)

CHANGE A PARKED DOCUMENT ...................................................................59
To correct line items or add more line items via Fast Data Entry.............................. 61 To delete an existing line item................................................................................... 62 To change the Document Header fields.................................................................... 64 To change the Posting Date to the next fiscal period................................................ 65 To change the Posting Date to the prior fiscal period (for rejected documents) ....... 66 To complete the document and start the JV Workflow process ................................ 68
ATTACH A FILE (WORD, EXCEL) VIA CHANGE PARKED DOCUMENT .......69 DISPLAY CHANGES TO A PARKED DOCUMENT ..........................................73 PROCESS A REJECTED JOURNAL ENTRY VIA THE INITIATORS SAP INBOX..........................................................................76 SEND A COPY OF A JOURNAL ENTRY TO OTHER USERS .........................80 DELETE A PARKED DOCUMENT ....................................................................84 CREATE AN ACCOUNT ASSIGNMENT MODEL .............................................87 USE AN ACCOUNT ASSIGNMENT MODEL TO INITIATE A JOURNAL ENTRY..........................................................................................92 CHANGE OR DELETE AN ACCOUNT ASSIGNMENT MODEL .......................97
To change an Account Assignment Model................................................................ 98 To delete an Account Assignment Model................................................................ 100
INITIATE A JOURNAL ENTRY FROM THE EXCEL JV UPLOAD ..................101

To generate the Excel spreadsheet for the upload ................................................. 102 To upload the Excel file into R/3 ............................................................................. 107 To review and correct errors (if Display Errors Only or Display All are chosen) ..... 112 To review the report of the upload results ............................................................... 114 Common Error Messages ....................................................................................... 117
APPROVE OR REJECT A COMPLETED DOCUMENT VIA THE APPROVERS SAP INBOX......................................................................118

To review the email notification............................................................................... 119 To access the R/3 Inbox and Workflow list from your User Menu........................... 120 To review the details of a completed document in SAP R/3 ................................... 122 To approve / release the completed document in SAP R/3 Inbox .......................... 125 To reject / refuse the completed document in SAP R/3 Inbox ................................ 127
FORWARD A COMPLETED DOCUMENT TO ANOTHER APPROVER.........131

To forward the parked document to another Approver ........................................... 132
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Table of Contents (cont.)

CREATE, CHANGE, AND VIEW ATTACHMENTS VIA THE SAP INBOX......134
To create an attachment for a document on the approval work list......................... 135 To change attachments for documents in the Approvers SAP Inbox ..................... 137 To view an attachment for completed documents in the JV Workflow process ...... 139
DISPLAY A POSTED JOURNAL ENTRY DOCUMENT ..................................141

If Document number is known................................................................................. 142 To use the Document List feature if the document number is unknown ................. 142 To view the document header information, such as who created the document .... 145 To print a copy of the journal entry.......................................................................... 146 To view or print the extra text (note) for the document............................................ 147 To view a history of the changes made to the document, if applicable ................... 149 To display an overview of the Workflow approvals from a posted document.......... 152
CHANGE A POSTED JOURNAL ENTRY........................................................154 DISPLAY CHANGES TO A POSTED JOURNAL ENTRY...............................157 REPORTS TO TRACK JOURNAL ENTRIES IN THE JV WORKFLOW PROCESS ............................................................................160
Journal Entries (JVs) Awaiting Approval Report (ZF180)........................................ 162 Non-Posted Journal Entries (JVs) Report (ZF182) ................................................. 168 Posted Journal Entries (JVs) Report (ZF181) ......................................................... 174
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Transaction Code Quick Reference

Editing Preferences Initiate and Complete a Journal Entry Document Monitor Status of Completed Documents via SAP Business Workplace (Initiators Outbox) Change a Parked Document Display Changes to a Parked Document Display a Parked Document Delete a Parked Document Create an Account Assignment Model Change or Delete an Account Assignment Model Excel JV Upload Approve or Reject Completed Documents (Approvers Inbox) Forward a Completed Document to Another Approver Create, View, and Change Attachments (Inbox) Display a Posted Journal Entry Change a Posted Journal Entry Display Changes to a Posted Journal Entry Report to Track Journal Entries Awaiting Approval Report to Track Non-Posted Journal Entries Report to Track Posted Journal Entries FB00 F-65 SBWP FBV2 FBV5 FBV3 FBV0 FKMT FKMT ZF104 SBWP SBWP SBWP FB03 FB02 FB04 ZF180 ZF182 ZF181
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Overview of the Journal Entry Process

A journal entry (also known at Duke as journal voucher or JV) is an entry or transaction in the general ledger to book amounts for assets, liabilities, expenses, and revenues for a company or entity. Based on approval parameters established for each management center across all of Duke (University and Health System included), the journal entry may need one or more levels of approval before being posted to the General Ledger and appearing on financial reports. Departments may also choose to review and approve all documents for any dollar amount, regardless of Management Center approvals. Journal entries are initiated and completed by those at Duke with the proper security access to create journal entries in SAP R/3 at Duke. Those users are known as Document Initiators in the journal entry process. Journal entries are created in R/3 via the Park Document transaction (Transaction Code F-65). This transaction allows the user to either park (place on hold) a partially completed entry or to complete the entry and start the approval process. This approval process is known as Journal Voucher (JV) Workflow. When the document is fully entered and ready for approval, the Document Initiator will Complete) to indicate that the follow a menu path (Document document is complete and start the approval workflow process. Note: 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.
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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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Set User Preferences via Editing Options

As part of the Journal Entry process, there is a function called Editing Options (Transaction Code FB00) that allows you to set your own user preferences for both initiating journal entries and displaying posted journal entry documents in SAP R/3. For instance, if you use a certain fast entry template (detailed in next sections of this Guide) more often than others, like ZJVT or ZJVF, there is a field under Editing Options where you can designate this template as your default. The Editing Options transaction also allows you to choose a better layout for the display of posted Journal Entry documents. These Editing Option preferences are saved and will default each time you use the Park Document transaction or display a posted Journal Entry document. This also pertains to displaying a Journal Entry document from the drill-down of reports.
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Set User Preferences via Editing Options FB00

Use Transaction Code FB00
On the Accounting Editing Options screen under the Document entry tab:
1. 2.
Enter the preferred screen template (ZJVT recommended) in the Park document field (dropdown to select if needed). If you create account assignment models, enter the preferred screen template (ZJVT recommended) in the Act assignment model field (dropdown to select if needed).
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Editing Options (cont.)

On the Accounting Editing Options screen under the Doc. display tab:
Note: The steps below relate to setting the editing option for the look of the Document Overview screen when displaying posted documents.
3.
Click on the Doc. display tab at the top of the screen.
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4. 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: When you display a document with the ALV Classic List option chosen, the Document Overview screen displays more like a report with all three cost object columns and line item text on one screen. This layout does not include the Extra Text indicator (a check box) in the Document Header as it does on the Classic Display.
See Next Page for Another Option.
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5. 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: When you display a document with the Classic Display option chosen, the Document Overview screen displays more like a report with all three cost object columns and line item text on one screen. This layout does not include all three cost object columns or line item text (must drill-down on a line item to view these fields). This layout includes the Extra Text indicator (a check box) in the Document Header.
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Once all editing preferences are chosen on the Accounting Editing Options screen (on any tab):
6. 7.
Click on the Change User Master button (Ctrl+S) to save the settings as defaults. Click the below). OK button to clear the Information dialog box (see
8.
Click on the Menu.
Back or the
Exit buttons to return to the User
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Initiate and Complete a Journal Entry Document via Park Document

A journal entry (also known at Duke as journal voucher or JV) is an entry or transaction in the general ledger to post or book amounts for assets, liabilities, expenses, and revenues for a company or entity. Journal entries are initiated and completed by those at Duke with the proper security access to create journal entries in SAP R/3. Those users are known as Document Initiators. Document Initiators use the Park Document transaction (Transaction Code F-65) to create and complete the journal entries. This involves keying line items to record the debits and credits to G/L Accounts and Cost Objects (Cost Centers, Profit Centers, and WBS Elements), as well as entering adequate documentation in the various text fields. The document will be edited for proper coding, etc. during the data entry process. The Park Document transaction contains a Fast Data Entry function that allows the keying of a document in a table format with columns pertaining to Duke. Screen template variants were customized for Duke to allow faster entry of journal voucher entries and provide for the inclusion or exclusion of certain fields by selection of the appropriate screen template variant.
Description of fast entry screen template variants:

ZJVT - a template like ZJV with an added field to enter line item text. This line item text displays on the Actual Line Item reports as additional information about that posting (RECOMMENDED). ZJVF - a template like ZJV with added fields for a fund and line item text. This template is used for the posting of assets for Company Code 0010. ZJV - a standard screen template for Duke with fields for accounts, amounts, etc., but no tax or text fields. This is the simplest template, but does not include line item text fields (line item text fields are mandatory, so this is not an ideal template). ZJVTT a template like ZJV with added fields for tax and line item text. This template is used for corrections of postings involving tax codes by those in central areas.
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Initiate and Complete a Journal Entry (cont.)

In addition, the Editing Options function (Transaction Code FB00) allows you to set your own preferences for various options, such as the preferred fast entry screen template (covered in the previous section of this Guide). Once data is entered for a document via the Park Document transaction, the initiator has the option to either: Park (place on hold) the entry - used for partially completed entries to hold until ready to be changed or completed. Also used to add a Word or Excel attachment (covered later in Guide). OR Complete the entry used to complete or finish the entry and start the approval process. When the document is fully entered and ready for approval, the Document Initiator follows a menu path (Document Complete) to indicate that the document is complete. At this point, if all corrections of edits have been made, the approval process will begin. This approval process is known as Journal Voucher (JV) Workflow. Note: 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.
Once a document is complete, an R/3 document number is assigned. The levels of approval needed, if any, will be determined by R/3 per the approval parameters established by the respective Management Centers at Duke (see http://www.finsvc.duke.edu/gap/jvworkflow/ ). Some documents will not need approvals and will directly post to the General Ledger.
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Initiate and Complete a Journal Entry (cont.)

Those designated with the security to review and approve completed documents are electronically notified via their regular email to take action. The reviewer / approver can use their SAP Inbox to review and approve or reject the completed journal voucher documents (covered later in Guide). Once all levels of approval are met, the completed document is posted (i.e., shows up on reports), which indicates that the journal entry document has been fully approved. The Document Initiator can monitor or track the status of the document and the levels of approval needed using their SAP R/3 Outbox (covered later in this Guide). If a document is parked or put on hold, the document number is automatically assigned by the R/3 system. When the document is then completed and posted, the same document number assigned during parking will be retained as the posted document number. If a parked or completed document is deleted for some reason, the document number cannot be reused. Journal Entry documents should be initiated and completed on a timely basis to ensure that those reviewing have time to take action. If possible, do not wait until the fiscal month closing week to initiate documents. All parked documents must be completed by the fiscal month end. If not, the dates will need to be adjusted via the Change Parked Document transaction before the document can be posted in a different fiscal month. During the fiscal year end process, documents cannot be parked in one fiscal year and posted in another fiscal year, i.e., they can only be posted in the fiscal year that was indicated when the document was originally parked.
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Initiate and Complete a Journal Entry Document via Park Document - F-65
Via User Menu: Financials Park Document Financial Documents
On the Park Document: Document Header screen:

8 1 4 6 7 3 5 2
1. 2.
Enter todays date in the Document date field (use the Drop-down button to select if desired). Enter one of the following in the Doc. type field: SA (defaults) Use for all manually entered documents that are NOT Cost Transfers on Sponsored Projects. ZJ Use for a Cost Transfer on Sponsored Projects (see GAP 200.150, Cost Transfers on Sponsored Projects) ZB Use for an Accrual / Deferral journal entry (see next section of the Guide for more details). Note: Do NOT use any other Document type than those listed above, even though others are listed on the drop-down for that field. If other Document types are selected, the entry will not route properly and therefore will not post to the General Ledger and reports. The document will just sit in the R/3 system.
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Initiate / Complete a Journal Entry (cont.)

3. Enter the appropriate Company code in that field. Note: The company code entered here must match the company code used on the first line item of the journal entry. Therefore, if the journal entry will contain line items for more than one company code, be sure to enter the company code on this initial screen that will match the first line item on the journal entry.
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). Enter USD in the Currency/rate field. Enter the Assigned JV (journal voucher) number assigned by Accounting Services in the Reference field (must be entered in the eight digit format JVMMxxxx, where MM=fiscal month, xxxx=assigned number). Enter generic text that pertains to all lines of a journal entry in the Doc. header text field (free text field to describe the entry). Note: For ZJ (Cost Transfer) entries, enter a short description describing the need for the cost transfer. (Ex: Unallowable Charges, Correct G/L Account, or Correct WBSE).
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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On the Park Document: G/L account items screen:
The layout of this screen is determined by the screen template variant that defaults based on your user settings. The template can be temporarily changed from this screen (see steps next page) or your user default settings can also be changed for a more permanent solution (see Set User Preferences for Journal Entry via Editing Options in this Guide).
To choose a different screen template variant (OPTIONAL):

Note: The variant selected in the steps below will continue to temporarily default for subsequent journal entries only UNTIL you log off of R/3. See the next section of this Guide for steps on how to change the default template for your User settings and eliminate these steps.
9.
To display the Screen template variants dialog box (shown below), follow the menu path: Settings Screen template.
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10
10. Double click on the desired Variant (ZJVT is recommended) to choose and display that template on the Enter G/L account document: Add G/L account items screen (see next page). Note: See the overview section for detailed descriptions of the Duke variants. The recommended variant for most users is ZJVT. Some users may need ZJVF if the entry affects assets or liabilities, or other variants depending on their role.
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To enter line items on the ZJVT fast entry template:
20 15. Enter ONLY one of these fields per line.
12 11
13
14
16
17 & 18
11. Enter 40 (debit entry) or 50 (credit entry) in the PK (posting key) field (debit entry line items should be keyed first per accounting procedures). Note: Use the Tab key to move between fields.
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: If entering multiple company codes, the company code entered on the first line item MUST match the company code entered on the Header Data screen. If this field is left blank, the company code entered on the Header Data screen will default into the field for each line item entered.
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15. Enter either the Cost center, or Profit center, or WBS element depending on account type (expense, revenue, or project). Note: Asset and liability accounts do not require an entry in these columns. However, you will be prompted to enter a fund (1001000) for some asset or liabilities for Company Code 0010 on another screen before posting the entry. If preferred, use the menu path: Settings Screen template, and choose ZJVF, which contains a field for the fund and text.
16. Enter adequate documentation in the Text field for the line item. Note: While this field is limited in size, adequate documentation should provide a brief description for those receiving the debit or credit line item on a report. This field is helpful to the reviewers / approvers as well. Refer to the Journal Voucher (JV) Guidance document at the web site: http://www.finsvc.duke.edu/gap/jvworkflow /guidance.html for guidelines and examples of adequate documentation. Text can be copied from one line item to lines below. Enter + (copies last text) or ++ (copies last text with notification) at the beginning of the text field for subsequent lines. Note: For ZJ (Cost Transfer) entries, enter information about the initially recorded charge being transferred, such as Document number and Fiscal Year/Fiscal Period (02/08).
17. Repeat steps 11-16 as required for more debit and credit lines.
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18. If you accidentally click on the Enter button or the Document Overview button before youve entered all the lines: The line items already keyed will be edited and warning or error messages will be displayed in dialog boxes. Clear messages and correct errors, clicking on the button to work through the editing of all line items. Enter
When all errors are corrected, the Park Document: Display Overview screen will be displayed. To continue entering more lines, simply click on the Fast Data Entry button to return to the entry screen and scroll down past the line items already keyed to the first blank line item. 19. If more line items are needed, click on the Next page button (or press Page down) to display a new screen with more line items. Note: The last line item entered will display at the top as a place holder and more blank line items will appear. Continue to enter data as needed using the Next page button until all lines are entered. Previous page and First page buttons The can also be used to scroll back through the screens or return to the first screen.
Once all line items are entered:

20. Click on the Note: Document overview button (Shift+F2). The line items already keyed will be edited and warning or error messages will be displayed in dialog boxes. Clear messages Enter and correct errors, clicking on the button to work through the editing of all line items. When all errors are corrected, the Park Document: Overview screen will be displayed.
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On the Park Document: Overview screen:
Use these buttons to view line items on additional screens if needed.
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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To add extra text (note) for the entire document:
Note: This text applies to all line items, can be displayed from any line item, and supplements the text entered in the description field on individual line items. This text should provide adequate documentation to describe the nature of the entry and why it was done (who authorized the entry, etc.). In addition, this text serves as documentation of the entry for reviewers / approvers and for audit purposes. If the text is not entered, proper documentation needs to be kept on file in the department for the current year plus seven additional years. Refer to the Journal Voucher (JV) Guidance document at the web site http://www.finsvc.duke.edu/gap/jvworkflow /guidance.html for guidelines and examples of adequate documentation. 22. Ensure the Park Document: Overview screen is displayed (use Document Overview button if needed). the
23
23. To display the Texts in Accounting Document screen (see example on next page), follow the menu path: Extra Texts
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On the resulting Texts in Accounting Document screen:
24
24. To display the Change Note: 0010 screen, double click anywhere on the Note line (on the word Note or in 1st line field).
26
25
25. Click in front of the * (asterisk symbol) and enter the text. Note: For ZJ (Cost Transfer) entries, refer to the Notes section of GAP 200.150, Cost Transfers on Sponsored Projects for required documentation. For more on the documentation needed for Journal Entries, refer to the Journal Voucher (JV) Guidance document located at the following web site http://www.finsvc.duke.edu/gap/jvworkflow /guidance.html .
26. When text is entered, click on the Back button (F3) to return to the Texts in Accounting Document screen (see example on next page).
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27
Note:
The beginning of the text will appear on the note line in the 1st line field. If prompted by Information dialog box that text changes Ok button. were transferred, click the
27. Click on the Continue button (Shift+F1) to return to the Park Document: Display Overview screen.
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To correct, add, or delete line items (OPTIONAL):
Note: The following steps are OPTIONAL for corrections if needed before completing the document. (If not needed, skip to Step 35 to complete the document.)
28
28. Click on the Fast Data Entry button (Shift+F8) to display the Park Document: G/L Account Items screen.
31 30
29
29. Correct any fields displayed in white or add line items as needed. 30. To delete a line item, key 0.00 (zero dollar amount) in the Amount field for the desired line to be deleted. Note The deleted line item still appears with a zero amount until the document is completed. Once completed, line items with zero amounts are ignored.
31. Click on the Overview button (Shift+F2) to return to the Park Document: Overview screen if desired.
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To park a partially entered document and place on hold (OPTIONAL):
Note: If the document does not need to be placed on hold, skip to Step 35 to complete the document. The Park feature is useful when the document is partially entered or the debits and credits do not equal and more analysis is needed. Documents can be parked or put on hold as often as needed until ready to be completed. The Park feature must be used to attach an Excel or Word file to the parked document before completing the document.
32
32. Click on the Note:
Park document button or press Ctrl+S. 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.
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).
R/3 Journal Entry

To complete the document and initiate the approval process:
Note: The document must be completed in order to initiate the approval routing process, known as Journal Voucher (JV) Workflow. Until the document is completed per the steps below, the document will NOT post to the R/3 General Ledger and will NOT appear on financial reports.
36
35
35. Ensure the debit and credit totals net to zero (i.e. balance). 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.
36. To start the approval process as outlined below, follow the menu path: Document Complete. Note: If certain G/L Accounts are used in the entry, a warning message states Let the system calculate tax amounts. See the next step if needed.
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37. If prompted by the warning message shown above: Click on the OK button to close the dialog box if applicable (message may only appear in Status Bar per Users settings) Click on the Enter button (upper left corner of screen) to continue and complete the document. 38. Note the following information about the JV Workflow process: The document is assigned a sequential R/3 document number for the company code entered on the Header (nine digits with the first digit always being a 1). Since a company code has its own set of accounting books, each company code also has its own set of document numbers (all with the same format and all within the same range beginning with 100000000). These numbers start over and are re-used each fiscal year. . For instance, the document numbered 100000123 in Company Code 0010 for 2005 is totally different and unrelated to document number 100000123 in the same company code for 2006. As another example, the document numbered 100000123 in Company Code 0010 for 2006 could be completely different and unrelated to a document numbered 100000123 in Company Code 0030 for 2006. Until posted, the completed document is still labeled in R/3 as a parked document. The R/3 system determines if any review is needed for each document and the levels of approvals needed per the approval parameters established by each Management Center and the department.
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If no review is needed, the document posts to the R/3 General Ledger and updates financial reports. If review and approvals are needed, the document automatically routes to those designated for review and approval and emails are sent to notify those approvers. When the document is fully approved (all approval levels are met per the approval rules), the document posts to the R/3 General Ledger with the same document number and updates reports. 39. Note the following information about documents where multiple company codes are entered (Cross Company Code entries): Once the document is fully approved and ready for posting, the system creates and posts separate documents with unique document numbers for each company code. (The definition of a company code = separate set of books.) Each document contains those debits and credits affecting that company code, including a system generated line item for the movement of cash between company codes. In addition, a cross company code reference number is assigned to every document (known as the Overall number). This number ties together all the related individual documents in the system. The number (0100000123003006) consists of a 0 in the first digit, the nine digit document number for the company code entered in the header and first line item, the four digit company code, and the last two digits of the fiscal year.
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40. Refer to the section of this Guide titled Monitor the Status of Completed Journal Entries via the Initiators SAP Outbox to monitor the status of the completed document and see the current approvals needed, if applicable. 41. Click on the Exit button press Shift+F3 until the initial R/3 screen is displayed.
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Initiate and Complete an Accrual or Deferral via Park Document

Accruals or deferral journal entries are done to accrue or defer (i.e. record) revenue and/or expense in a fiscal period or fiscal year in which that revenue or expense was incurred but did not actually post. These entries are then reversed in the next fiscal period or fiscal year, when the actual revenue or expense is expected to actually post to the R/3 General Ledger. Accruals or deferral journal entries are prepared just like any other journal entry via the park transaction, except the Document Type ZB needs to be used on the Document Header initial screen (the Document Type SA defaults and needs to be changed). Once the document is entered and completed, the same approval rules will apply as with any other journal entry. Once all approvals are met, the document will post. Once posted, Accounting Services will monitor the accruals via the Document Type ZB and reverse the documents in the next fiscal month or fiscal year. These reversal documents will be stamped with and can be identified via Document Type AB. If you discover that you forgot to enter ZB in the Doc. Type field on the header screen when creating the accrual or deferral, contact Dawn Bettany (668-0834) or Kelly Ard (684-6013) in Accounting Services to correct the Document Type.
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Initiate and Complete an Accrual or Deferral via Park Document - F-65

Via User Menu: Financials Park Document
Note:
Financial Documents
The steps for creating an accrual or deferral journal entry are the same as covered in the previous section and are summarized below. The only difference is that Document Type ZB must be used on the Document Header per steps below. Refer to the previous section of this Guide for more details if needed.
On the Parked Document: Document Header screen:

4 3 1 2
1.
Enter ZB in the Doc. type field to identify the document as an accrual or deferral that needs to be reversed at some point (default is SA, be sure to change to ZB). Enter all other required fields as usual (Document date, Company Code, Posting Date, Currency, Reference, and Doc. Header Text). Click on the Fast Data Entry button (or Acct model button to use the Account Assignment Model).
2.
3.
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Initiate / Complete an Accrual or Deferral (cont.)

On the Parked Document: G/L Account Items screen:
4. 5.
Enter the line items for the debits and credits, including text (see previous section for more detail). Once all line items are entered, click on the Document overview button (see previous section for more detail).
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Initiate / Complete an Accrual or Deferral (cont.)

On the Parked Document: Overview screen:
6
6. 7. 8.
Enter additional text in the Note field via the menu path: Extras Text (see previous section for more details) Ensure the debit and credit totals are equal and net to zero. Follow the menu path: Document section for more details). Note: Complete (see previous
Once approvals are met and the document is posted, Accounting Services will monitor the accruals via the Document Type ZB and reverse the documents in the next fiscal month. These reversal documents will be stamped with and can be identified via Document Type AB. If you discover that you forgot to enter ZB in the Doc. Type field on the header screen when creating the accrual or deferral, contact Dawn Bettany (668-0834) or Kelly Ard (6846013) in Accounting Services to correct the Document Type.
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Monitor the Status of Completed Journal Entries via the Initiators SAP Outbox
Document Initiators can monitor the JV Workflow approval status of their completed documents using the SAP Business Workplace functionality in R/3. This functionality provides an outbox that contains a work list of all the initiators completed documents that are in the JV Workflow approval process. The JV Workflow work list can be used to select a document and view the steps already completed for the review, as well as the current level of review and approvals needed at that particular point in time. The work list will also indicate if a document has already been posted once all approval levels are met. This is just one of many ways that initiated documents can be tracked in the system. The Display Parked Document transaction can also be used to generate a Document List that tracks both parked (not completed) and / or completed documents by SAP User ID (covered later in Guide). Once the document is posted to the General Ledger and appears on financial reports, then the history of approvals can also be viewed via the report drill-down or the FI Document Display transaction.
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Monitor the JV Workflow Approval Status of Completed Journal Entries via SAP Business Workplace - SBWP
Via User Menu: Use the SAP Business Workplace button per steps below or Transaction Code SBWP.
On the SAP Easy Access User menu for (YOUR NAME) screen:
1.
Click on the
SAP Business Workplace button.
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Monitor the JV Workflow (cont.)

On the Business Workplace of (YOUR NAME) screen:
2 3
2.
button to the left of the In the left window, click on the Outbox option to open your SAP R/3 Outbox. In the far left window, click once on the Started workflows option to display a list of your initiated documents in the upper right window and note the following: The Title column contains the R/3 Document Number. Completed symbol (light blue color) in the Status The column indicates that the document has been fully approved and posted to the General Ledger and reports. The In Progress symbol (light gray color) in the Status column indicates that the document is still in the JV Workflow process (not fully approved or posted).
3.
4.
In the upper right window, click once on each document listed to highlight the document and display more details about that document in the lower right window.
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On lower left window of the Business Workplace of (YOUR NAME) screen:
5.
Review the details / status of the approval process for the document as follows (scroll down as needed): If the document did not require approvals, then the document will post within seconds (Result = Parked document posted). If the document required approvals and is still in process of obtaining those approvals, then the steps for the approval process and the status of those steps will be outlined in the lower right window (Status = Completed or Ready). If the document required approvals and all approvals have been met, then the document will post (Result = Parked document posted). If the document was rejected in one of the approval steps, an email will be sent to your Inbox and action will be required as outlined in steps on the next pages.
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6. If the document is still in process, follow these steps to see more details:
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:
The pop-up window does not display the approvals still required in the workflow process after the current approvers have approved the document.
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Display a Parked Document (Individual or via List)

There are many ways to display a parked document in SAP R/3. One way is to use the Display Parked Document transaction as covered in this section. In addition, initiators and approvers can easily display the parked document from their JV Workflow Outbox or Inbox, by clicking on the Parked Document ########### link once a completed document is highlighted on the work list. This section of the Guide covers using the Display Parked Document transaction, which can be used to view parked documents (those on hold) and / or completed documents (those in the JV Workflow approval process) BEFORE the documents have been fully approved and posted to the SAP R/3 General Ledger and financial reports. Documents that are completed documents and still in the JV Workflow approval process (i.e., have not been fully approved) are still considered as a parked document in SAP. Once posted, documents can still be displayed using the Parked documents menu path, but a message will indicate that this is now a posted accounting document, instead of a preliminarily posted one. A parked or completed document can be displayed either individually or by using the Document list button on the initial screen. An individual parked document can be displayed by entering a known document number, fiscal year, and company code. If the document number is unknown, a list can be generated based on specific criteria and an individual parked document can be chosen from that list of parked documents. Both methods are covered in this section. The Document list feature of this Display Park Document transaction is a handy tool for tracking parked and/or completed documents in SAP R/3, whether your role is to initiate or review / approve documents. While displaying the parked document, if any files are attached, those files can be opened and viewed as well.
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Display a Parked Document - FBV3

Via User Menu: Financials Display Parked Document Financial Documents
On the Display Parked Document: Initial Screen:

4 Use Steps 6-13 if document number is NOT known. 1 2 3 Use Steps 1-5 if the document number is known.
If the Document number is known:

1. 2. 3. 4. 5. Enter the Company Code for the parked document. Enter the Document number for the parked document. Enter the Fiscal year for the parked document. Click on the Enter button or press Enter to display the Display Parked Document: Overview screen. Proceed to step 16.
If the Document number is unknown (Document list):

6. Click on the Document list button (F5) to display the List of Parked Documents screen.
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Display a Parked Document (cont.)

On the List of Parked Documents initial screen:
13 7 8
10
11
12
Choose an option as outlined below
Note:
All fields on the Document List screen are optional. Each field narrows the list from all R/3 documents to those matching the fields specified.
7. 8. 9.
Enter the Company code for the parked document. Enter the Fiscal year for the parked document. Enter the Document type (SA, ZJ, or ZB) for the parked document. Posting date: to search for all documents based on the posting date that was entered on the Document Header when the document was initiated (or that falls within a range of posting dates). Document date: to search for all documents based on the Document date that was entered on the Document Header when the document was initiated (or that falls within a range of posting dates). Reference number: to search for all documents with a certain reference number (i.e., Assigned JV number).
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10. To narrow the search, enter other fields outlined below:
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11. Leave your defaulted R/3 User ID in the Entered by field to view only parked and/or completed documents that you created. Note: Those reviewing and approving can also use this transaction and enter the R/3 User ID for those initiating documents to display those Multiple documents as well. Use the Selection button to enter more than one R/3 User ID if needed.
12. In the Processing Status section, choose one of the following options to view a list of parked and/or completed documents that have not yet posted to the General Ledger: To view a combined list of all parked documents (those completed and those not), do not enter a value in the Completed field (leave blank). This list now includes a Document Complete column which will indicate if a parked document has been completed with an X mark. To view a list of only parked documents that have been completed, enter an X in the Completed field (use Dropdown button if needed). To view a list of parked documents that have NOT been Multiple Selections button for completed, click on the the Completed field (to far right of field), click on the Single vals tab shaded in RED, and enter an X in the first field to exclude all Completed Documents from the list, and click on the Execute button (bottom of the box). 13. Click on the Execute button (F8) to display the Display Parked Documents: List screen (example shown next page).
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On the resulting Display Parked Documents: List screen:
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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On the Display Parked Document: Overview screen:
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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To display the extra text (audit documentation) in the Note field:
Note: The following steps are done from the Display Parked Document: Overview screen (not available in the display as list format for a Parked document). The text applies to all line items, can be displayed from any line item, and supplements the short text entered on individual line items. The text serves as audit documentation.
20
20. Follow the menu path to display the Texts in Accounting Document screen (shown below): Extra Texts.
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:
The text appears on a gray screen and cannot be changed in the display mode.
22. Review the documentation for the journal entry. 23. To print the text, click on the Print button (Ctrl+P), and follow printing steps outlined in the Display Document section of this Guide. 24. When done, click on the Back button (F3) to return to the Texts in Accounting Document screen.
25
25. Click on the Continue button (Shift+F1) to return to the Display Parked Document: Overview screen.
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To get a better layout of the entire document including line item text:
Note: The following steps are done from the Display Parked Document: Overview screen. This function allows the parked document to display in the format of a posted document.
26
26. Follow the menu path: Goto

28
Display as list.
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: Use the menu path Settings Columns Optimize Width to size columns and possibly fit the entire line item on one screen.
28. Use the Back button to return to the Display Parked Document: Overview screen when desired.
R/3 Journal Entry

To view information in the document header such as who originated the entry:
29
29. Click on the Document header button to view the Display Parked Document: Display Document Header screen.
31
30
30. Review data in the fields, such as: Fields that display in the top section on the Overview of the document (Document Header Text, Reference, Dates, etc.) The Entered by field = the R/3 UserID of the person who originated (i.e., parked and/or completed) the document. The Entered on and Entered at fields = the date and time the entry was either parked or completed originally. The Doc. Complete field under Workflow Control = check in the box indicates if Document is complete and in the JV Workflow process (no check if parked and not complete).
R/3 Journal Entry

31. Click on the Overview button to return to the Display Parked Document: Overview screen.
To view an overview of the current JV Workflow approval (for completed documents only):
32
33
32. From the Display Parked Document: Overview screen, click on the drop-down portion of the Services for Objects button located in the Title Bar of the screen. 33. In the resulting drop-down list, click on the menu path Workflow Workflow overview.
On the resulting Workflows for Current Context window:
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.
R/3 Journal Entry

To display any files (Word, Excel, etc.) attached to the parked document:
36
37
36. Once in the parked document, click on the drop-down portion of the Services for Objects button located in the Title Bar of the screen. 37. In the resulting drop-down list, click on Attachment List.
38
39
38. In the Service: Attachment list window, double click on the attachment to open the file (MAC users see below). Note: MAC users will not be able to open the attached file, since opening the file is a Windows function. The file can be exported to the MAC and then opened. To export the file, click once on the attachment, click on the Export button, and choose a directory path and file name. Open the file once it is exported to the MAC. Continue button
39. When ready, close the file and click on the to exit the Service: Attachment list window.
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To view any changes made to the parked document, if applicable:
40
40. Follow the menu path: Environment
Changes.
On the Parked Document: Changed Fields screen, to view more details made to the document, if applicable:
42
41
Note:
The Parked Document: Changed Fields screen, shown above, contains a list of all of the fields that were changed on a document. (If a dollar amount was changed, both the Amount and Amt in loc. Cur. Field will be listed.) This list does not provide other details about the changes. However, there are several options that are available to see more details about the changes as outlined in the next pages.
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41. Double click on a field (e.g. Amount, Document Header Text, etc.) to display the Parked Document: Overview (shown below) with more details as follows:
To return to the list of changed fields, click on the Changed fields button or use the Back button.
Review the list of changes and double click on a line to see more details, like who made the change and which line item was changed.
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.
Click on the X to close the window when done. To return to the list of changed fields, click on the button or the Changed fields button. Back
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42. From the Parked Document: Changed Fields screen, click on the All Changes button to view a summary of all the changed fields for that document as follows:
To return to the list of changed fields, click on the Changed fields button or use the Back button.
Review the changes outlined on the Parked Document: Overview screen (above), including New and Old values for that particular field that was changed. Note: If a dollar amount was changed, both the Amount and Amt in loc. Cur. Field will be listed for each line item that was changed. Amounts can only be changed before a document is posted.
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.
Click on the X (in the upper right) to close the window. To return to the list of changed fields, click on the button or the Changed fields button.
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Back
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To view more details on a specific line item of the parked document:
Note: The function outlined below is another way to view the details of a line item, such as the line item text, from the Display Parked Document: Overview screen. A better alternative is to use the menu path provided earlier in this Display as list. section: Goto
43
43. Double click on a line item to display the Display Parked Document: Display G/L Account Item screen (shown next page).
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On the Display Parked Document: Display G/L Account Item screen:
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.
To exit the transaction:

47. Click on the Exit button or press Shift+F3 until the initial R/3 screen is displayed.
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Change a Parked Document

Once a document is parked (i.e. put on hold, not completed) or completed (i.e., in the workflow process, not yet posted), many types of changes can be made to the document before it is approved. These changes are made via the transaction titled Change Parked Document on the User Menu. Do NOT use this transaction to display the document once completed and in the JV Workflow approval process. Use this transaction only to make changes to a parked or completed document if needed. The transaction can be used to finish entering line items if the entry was parked with partially entered data. While line items can be added or deleted, those lines already entered can also be changed. Most fields can be changed, such as amount, G/L Account, cost objects (Cost Center, Profit Center, WBS Element), and text fields (Document Header Text, Reference, line item text, extra text entered in the Note, etc.). Also, the Document Date and Posting Date fields can be changed on the Document Header via this transaction. This is useful when a document is parked in one fiscal period or fiscal year, but needs to be completed in another fiscal period or fiscal year. In addition, changes or corrections can be made to a rejected document if needed, and are covered in detail in the section of the Guide titled Process a Rejected Document. The Change Parked Document transaction can also be used to attach a file (Word, Excel, etc.) before the document is completed, approved, and posted. Attaching a file is covered in detail in the Attach a File via Change Parked Document section of the Guide and referenced in this section of the Guide. After a parked document entry has been modified, the document may be parked again until ready to be completed, or the document can be completed while in the Change Parked Document transaction. All of these steps and more are covered in this section of the Guide.
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Change a Parked Document FBV2

Via User Menu: Financials Change Parked Document Financial Documents
On the Change Parked Document: Initial Screen:

4
Note: 1 2 3
Use this button and follow Steps 6-13 in the subsequent Display a Parked Document section if document number is NOT known.
1. 2. 3. 4.
Enter the Company Code (e.g., 0010, 0030, etc.). Enter the Document number in the Doc. Number field. Enter the Fiscal Year. Enter button or press Enter to display the Click on the Change Parked Document: Overview screen (see next page). Note: If the document number is not known, click on Document list button (F5) to display the the List of Parked Documents screen. Follow the instructions per steps 6-13 in the pervious section titled Display a Parked Document. Select the document number to change per the list and proceed to the next step on the next page.
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Change a Parked Document (cont.)

To correct line items or add more line items via Fast Data Entry:
5.
Click on the
Fast Data Entry button (Shift+F8).
7 8 If an error message displays stating that only G/L Accounts can be added, see Step 8 below.
6. 7. 8.
Enter additional line items or correct existing line items as needed. Click on the Overview button (Shift+F2) to return to the Change Parked Document: Overview screen. At this point if an error message displays stating that only G/L Accounts can be added (when changing existing line items): Click the OK button to close the error message dialog box. Cancel button to return to the Change Click on the Parked Document: Overview and repeat steps 5 -7 above. Note: If the error message still displays, use the steps on the next pages to correct existing line items if needed.
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Change a Parked Document (cont.) Change a Parked Document (cont.)

To delete an existing line item:
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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11. To return to the Change Parked Document: Overview screen, Document overview button. click on the
17
12. If applicable, click OK to close the Warning dialog box stating that the 0.00 amount will be deleted (message may appear in Status bar only).
18
19
13. Since the warning message appeared, click on the Enter button to actually return to the Overview screen. Note The deleted line item still appears with a zero amount until the document is fully approved and posted. Once posted, line items with zero amounts are deleted.
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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To change the Document Header fields:
21
20
15. Enter changes to the Reference or Doc. Header Text fields as needed (only fields displayed in white on the Overview screen). 16. Click on the Document Header button to display and change other header fields (Document Date, Posting Date, and Fiscal Year).
23
22
17. Change any fields displayed in white as needed (see specific steps for changing the Posting Date if needed). Note: The Posting Date field overrides the Period field, i.e., the Period field will default to a period that matches the Posting Date entered. Overview button when complete.
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18. Click on the
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To change the Posting Date to the next fiscal period:
Note: These specific steps apply if the document was initiated and / or completed in one fiscal period (e.g. Period 11), yet due to timing wont be approved until the next fiscal period (e.g. Period 12). The Posting Date must be changed to a date that falls in the next fiscal period.
24
19. Click on the Document Header button to display and change the Posting Date field.
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 Overview button when complete.
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To change the Posting Date to the prior fiscal period (for rejected documents):
Note: These specific steps apply during a fiscal period or fiscal year closing, when two fiscal periods are open. The steps are helpful if the document was completed in one period (e.g. Period 12), yet was rejected and should be completed and approved in the prior period (e.g. Period 11). The Posting Date must be changed to a date that falls in the prior fiscal period.
27
29
28 Follow the menu path and steps to access the Change Parked Document: Overview screen again.
22. Click on the Park Document button to place the document on hold and reset the completed flag. 23. Follow the Change a Parked Document menu path and steps 14 to access the Change Parked Document: Overview again. 24. On the Change Parked Document: Overview screen, click on Document Header button to display and change the the Posting Date field.
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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 Overview button when complete.
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To complete the document and start the JV Workflow process:
Note: If NOT ready to complete the document, Park Document button to save use the the changes and place the entry on hold. IF NO CHANGES WERE MADE, DO NOT USE THIS BUTTON. If a document has been completed and no changes are made, then Park Document button will using the cause the document to reset as uncompleted and the parked document will not route to the JV Workflow for approvals. For steps on how to attach a file (Word, Excel, etc.) via the Change a Parked Document transaction, see previous section of the Guide.
Note:
23
27. Follow the menu path: Document Note:
Complete.
An Information dialog box will appear notifying you that the Preliminary posted document (document number and company code) was OK button to proceed. changed. Click the

28. Click on the is displayed.
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Exit button (Shift+F3) until the initial R/3 screen
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Attach a File (Word, Excel) via Change Parked Document

Via
Files created in other software, such as Word or Excel, may be attached to the journal entry BEFORE the document is completed, in other words to a parked, not-completed document. The files can be attached via the transaction titled Change Parked Document on the User Menu. This transaction also allows for other types of changes which are covered in the next section of this Guide. In addition, changes can be made to a rejected document and are covered in that section of the Guide as well. To attach a file, the Park Document button must be used when initiating the document to put the document on hold and reserve a document number in the SAP R/3 system. The menu path: Document Complete should not be used yet. Then the parked document can be changed (the attached file added) via the Change Park Document transaction. The Change Parked Document transaction contains the Services for Objects button, which can be used to attach the file per the steps outlined in this section of the Guide. Once the file is attached, the document can be completed (i.e., routed to approvers in the JV Workflow process) right from the Change Parked Document transaction as well.
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Attach a File (Word, Excel, etc.) via Change Parked Document FBV2
Via User Menu: Financials Change Parked Document
Note:
Financial Documents
When the document is initiated or created, Park Document button to place use the the document on hold and reserve a document number in the SAP R/3 system (i.e., DO NOT use the menu path Document Complete and start the approval process). Access the parked document via the menu path: Financials Financial Documents Change Parked Document or the Transaction Code FBV2.
On the Change Parked Document: Overview screen:

1
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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Attach a File via Change Parked Document (cont.)

On the resulting Import File pop-up window:
2. 3.
Browse the various network drives to locate the file to be attached (use Drop-down button in Look in: field if needed). 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: Multiple files or notes may be attached to a single parked document. There is no visual indicator that the file was attached.
4.
To verify the file was attached if desired: 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 Attachment List. In the Service: Attachment List window, the attachment will be listed and can be opened by double-clicking on the attachment if needed.
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Attach a File via Change Parked Document (cont.)

5.
While still in the Change Parked Document screen, via the menu path Extra Texts to let approvers know that an attachment exists (use Note field and double click on the word Note for more text if needed). Note: Since there are no visual cues to an approver that there is a note or file attached, it is highly recommended that the initiator use the text fields on a parked document to indicate that attachments exist.
6.
While still in the Change Parked Document screen once the document is complete and ready to be approved / posted, initiate the routing process (known as workflow) via the menu Complete. path: Document Click on the is displayed. Exit button (Shift+F3) until the initial R/3 screen
7.
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Display Changes to a Parked Document

If a parked and / or completed document (i.e., non-posted) has been changed, the history and detail of the changes can be displayed via the Parked Document Changes transaction. This transaction allows changes to be viewed before the document is actually posted. A similar transaction is available to see all the changes made to a posted document after the document is posted. Changes to parked documents are logged in the system as they are made. As a reminder, completed documents in the JV Workflow process are still labeled as parked documents. This transaction provides a log of all changes made to the parked document before it is posted, including the details of which fields changed and the old value and new value for that field. If changes were only made when the document was parked and not once it was posted, the system makes this known, automatically searches for the changes to the parked documents, and proceeds to list them.
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Display Changes to a Parked Document FBV5

Not Available Via User Menu Use Transaction Code
Note: Since FBV5 is not on the User Menu, to add FBV5 to your Favorites folder, follow the menu path: Favorites Insert Transaction. Enter FBV5 in the Transaction code field and Continue button. click on the
On the Parked Document Changes: Initial Screen:

5
1 2 3
1. 2. 3. 4. 5.
Enter the Company Code. Enter the Document number. Enter the Fiscal year. Enter other optional fields to view changes from a certain date forward or made by a certain user. Enter button or press Enter to display the Click on the Parked Document: Changed Fields screen.
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Display Changes to Parked Documents (cont.)

On the Parked Document: Changed Fields screen:
6.
Click on the All changes button (F6) to display the Parked Document: Overview screen (see below).
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.
To exit the transaction: 9. Click on the Exit button (Shift+F3) until the initial R/3 screen
is displayed.
R/3 Journal Entry
Process a Rejected Journal Entry via the Initiators SAP Inbox

Those designated as Reviewer / Approvers for a particular journal entry may decide to reject the document back to the Initiator. The person who rejected the document should attach an Office Document, which is a note that explains why the document was rejected (i.e., the rejection reason). This section covers the steps needed by the Initiator to process a rejected document in the event a document is rejected. Document Initiators can process a rejected journal entry document using the SAP Business Workplace functionality in R/3. This functionality provides an inbox that will contain any journal entry documents that have been rejected back to the Initiator by those designated to review that journal entry. Similar to the Document Initiators outbox, the inbox contains a work list of JV Workflow items that have been rejected and returned to the Initiator. The JV Workflow work list can be used to view the rejection reason attached as an Office Document, to select the document and view more details, and to take appropriate action on the document. Using the JV Work list, the Initiator can open the rejected document and choose to change the document, delete the document, or simply exit that document if no action is desired at that time. If the Initiator chooses to change the document per the choices outlined above, once the changes are made, the Initiator can go ahead and complete the document (via menu path Document Complete) while in the Change Parked Document screen. As a note, something on the document must be changed if that option is chosen or the document cannot be completed.
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Process a Rejected Journal Entry via SAP Business Workplace - SBWP

Note: If your document is rejected by an approver, you will receive an email notification and the document will be returned to your R/3 inbox. Use the SAP Business Workplace button and open the Inbox and Workflow options to process a rejected document as outlined below.
On the SAP Easy Access User menu for (YOUR NAME) screen:
1.
Click on the
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Process a Rejected Journal Entry (cont.)

On the Business Workplace of (YOUR NAME) screen:
5 2 3
2.
In the left window, click ONCE on the button to the left of the Inbox option to open your SAP R/3 Inbox.. To display a list of documents in the upper right window that are Workflow awaiting your action, click once on the # option in the far left window (where # = the number of documents awaiting your action). To review the attachment containing the reversal reason (if applicable): Click once on the rejected document item in the work list. Click on the link to the attachment named Office Document plus the title of the attachment) in the lower left window. Review the attachment and click on the return to your Inbox. Back button to
3.
4.
5.
To take action on the rejected document, double click on the rejected document item from the work list.
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Process a Rejected Journal Entry (cont.)

In the resulting Decision Step in Workflow window:
6.
Choose one of the following actions from the prompted list: Click on CHANGE parked document to go into the parked document and change, add, or delete any line items (refer to the steps in the Change a Parked Document section for the details). A change must be made to the document BEFORE the document can be completed again. After the corrections are made, to initiate the workflow process again, Complete. follow the path Document Click on DELETE parked document to delete the parked document from SAP R/3 if desired (document cannot be recovered if this option is used). Click on Cancel and keep work item in inbox to exit this screen without changing or deleting the document. This option allows you to return to the rejected document at a later time to change or delete the document as needed.
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Send a Copy of a Journal Entry to Other Users

Regardless of the status of a Journal Entry document (parked, completed, or posted), a copy of the document can be sent to other users, if desired. This copy will appear in their SAP Inbox for their review. A note can be included to provide the reason that those recipients received a copy of the document for their review. However, an email notification will NOT be sent to the recipient. When the recipient logs into SAP, there will be message stating You have unread documents in your Inbox. This does NOT forward any rights to approve the document. The function to send a copy of a journal entry document is part of the Services for Objects button. This button is available in several document related transactions and will most likely be used from these two transactions: Display a Parked Document FI Document Display (for Posted Documents) Therefore, the Services for Objects button is also available when displaying a parked document via the Parked Document link from an Initiators Workflow Outbox or an Approvers Workflow Inbox in SAP or when drilling-down into a parked, completed, or posted document from respective Workflow reports or financial reports (once posted).
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Send a Copy of a Journal Entry to Other Users

Available in Several Transactions See Note Below
Note: This function is part of the Services for Objects button, which is available in several document related transactions. The function is best used when displaying a parked / completed document or displaying a posted document. Refer to other sections of the Guide for different ways to display documents if needed.
On the Display Parked Document: Overview screen for a parked / completed document OR the Document Overview: Display screen for a posted document:
1 2
1 2
1. 2.
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 menu path Send Send object with a note.
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Send a Copy (cont.)

In the resulting Create Document and Send window:
Click on the Send button when done.
3. 4.
In the top section under the Document contents tab, enter a note to the recipient(s) if desired. 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: If preferred, an email address or the SAP User ID can be entered in the Recipient field versus searching for the User name.
Click in the Recipient field and click on the Drop-down button to search and find the name. In the resulting Selection window, ensure the radio button for Internal User is selected Enter a last name (not case sensitive) in the Srch. field. Click on the Continue button. If one name is found that matches the last name, that name will populate automatically. If the search yields a list of results, click once on the desired persons name and click on the Copy button.
R/3 Journal Entry
Send a Copy (cont.)

5. Click on the Note: Send button at the bottom of the window. The recipient will receive a copy of the document in their SAP Inbox. Unlike forwarding or rejecting a document, an email notification will NOT be sent. However, when the recipient logs into SAP, a message will appear stating You have unread documents in your Inbox.
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Delete a Parked Document

At times, certain parked or completed documents should not be posted and need to be removed from the data base. The delete function can be used on these documents. Once the delete function is performed, the document is blanked out and the document number that was reserved cannot be reused. There are two ways to delete a parked or completed document. One way is via a Delete Parked Document transaction on the User Menu (formerly known as Post Parked Document). The other way is to choose the Delete option when processing a rejected document.
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Delete a Parked Document FBV0

Via User Menu: Financials Delete Parked Document Financial Documents
On the Post Parked Document: Initial Screen:

Note: Although the screen titles for this transaction state Post Parked Document, this transaction can only be used to delete a parked document (including completed documents).
Note:
1 2 3
Use this button and follow Steps 6-13 in the previous Display a Parked Document section if document number is NOT known.
1. 2. 3. 4.
Enter the Company Code. Enter the Document number. Enter the Fiscal year. Click on the Enter button or press Enter to display the Post Parked Document: Overview screen. Note: If the document number is not known, click on List button or press F5 to display the the List of Parked Documents screen. Follow the instructions per steps 6-13 in the previous section titled Display a Parked Document. Select the document number to change per the list and proceed to the next step on the next page.
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Delete a Parked Document (cont.)

On the Post Parked Document: Overview screen:
6
5. 6.
Review the parked document to make sure this is the document to be deleted. Follow the menu path given below to display the Delete Parked Delete Document dialog box: Document
7.
In the Delete Parked Document dialog box (above), click on the Yes button unless otherwise desired.

8. To exit the transaction, click on the Exit button (Shift+F3) until the initial R/3 screen is displayed.
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Create an Account Assignment Model

Many journal entries occur on a regular basis (i.e.: weekly, monthly, etc.). Those repetitive entries can be used to create an account assignment model. An account assignment model is a reference document, which allows the creation of a template or shell for a journal entry. This template can be used over and over again to create or initiate those repetitive type of journal entries. The user enters only data that changes from entry to entry, saving time and keystrokes. The model (template) can contain multiple lines with only the fields of data that remain constant or do not change. The lines may be left incomplete for the fields of data that will change. Any of the lines of data can be changed or deleted as the journal entry is created, and new lines can also be added. Also, the account assignment model can be revised or deleted at a later date if needed.
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Create an Account Assignment Model FKMT

Via User Menu: Financials Account assignment model Financial Documents
On the Account Assignment Model: Initial Screen:
2 1
1. 2.
Enter a relevant name for the new model being created in the Acct assignment model field. Click on the Create button (F5) to display the Account Assignment Model: Create Header screen. Note: If the name entered has already been used, an error message will prompt for another name to be entered. Otherwise, the Attribute fields will display in white at this point.
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Create Account Assignment (cont.)

On the Account Assignment Model: Create Header screen:
3 4 5
Note: Leave Reference field blank unless copying from another Account Assignment Model. Do not enter a Pre-assigned JV Number in this field.
Note:
Ensure the Reference field is blank, unless using another Account Assignment model to copy and create a new model. On this screen, the Reference field is used to enter the model name to be copied, not to enter the Assigned JV number.
3. 4. 5. 6.
Enter USD in the Currency field. Enter DUKE in the Chart of Accounts field. Enter the desired text in the Sample text field. Line items button (Shift+F8) to display the Click on the Account Assignment Model: Change Line Items screen.
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On the Account Assignment Model: Change Line Items screen:
12
7-8 11
10
The layout of this screen is determined by the screen template variant that defaults based on your user settings. The template can be changed from this screen (see steps below) or your user default settings can also be changed for a more permanent solution (see Set User Preferences for Journal Entry via Editing Options in this Guide).
To choose a screen template variant (if Editing Options not set):

7. 8. Follow the menu path given below to display the Screen template variants dialog box: Settings Screen template Double click on the desired Variant (ZJVT recommended) to display the Account Assignment Model: Change Line Items screen.
To enter line items on the template:

9. Enter 40 (debit entry) or 50 (credit entry) in the PK field for each line. Note: The PK field and the G/L account field must be entered on the line item to hold this line item in the template. They are the only fields that are required.
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10. Enter the G/L (account) in the field for each line item.
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R/3 Journal Entry

11. Enter other fields that will remain the same on entry after entry, such as amount, company code, Cost Center (or Profit Center or WBS Element), and text. Note: Once data is entered on the lines displayed, if more Next page button lines are needed, click on the (or Page down). The last line item entered will display at the top as a place holder and more blank line items will appear. Continue to enter data as Next page button until all needed using the Previous page and lines are entered. The First page buttons can also be used to scroll back through the screens or return to the first screen. To delete a particular line item while in the create mode, click (place cursor) on the line item desired to select, and click on the Delete item button (or Shift+F7).
Note:
To save the model and exit the transaction:

12. Click on the Save button or press Ctrl+S.
13. To exit the transaction, click on the Exit button or press Shift+F3 until the initial R/3 screen is displayed.
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Use an Account Assignment Model to Initiate a Journal Entry

For journal entries that occur on a regular basis (i.e.: weekly, monthly, etc.), an account assignment model can be used initiate a journal entry via the Park transaction (F-65) to save time and keystrokes. Once the data is complete on the initial screen of the Park transaction (F-65), instead of using the Fast Data Entry button, the Account Model button can be used to get the account assignment model (i.e., template) with partially completed line items. Any of the lines of data can be changed or deleted as the journal entry is created and new lines can be added. Also, the account assignment model can be revised and saved for future use if lines need to be changed or added for future use and the model can be deleted at a later date if needed.
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Use an Account Assignment Model to Initiate a Journal Entry

Via User Menu: Financials Park Document (F-65) Financial Documents
On the Park Document: Document Header screen:
1-7
Note:
Steps 1-7 below are summarized. For more detail and examples, refer to the Initiate and Complete a Journal Entry Document sections of this Guide.
1. 2. 3. 4. 5. 6. 7.
Enter todays date in the Document date. Enter SA, ZJ (for Cost Transfers), or ZB (for Accruals) in the Document type field. Enter the appropriate Company code in that field. Ensure the date in the Posting date field falls within the fiscal period in which you are trying to post. Enter the Currency/rate. (USD) Enter the Assigned JV (journal voucher) number assigned by Accounting Services in the Reference field. Enter the Doc. header text to record generic text that pertains to all lines of a journal voucher entry.
At this point, to use an account assignment model to create the journal entry:
8. Click on the button). Acct model button (not the Fast Data Entry
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Use Account Assignment Model (cont.)

In the Select Account Assignment Model dialog box:
9
Note: Use the Drop-Down button if needed.

10
9.
Enter the name in the Acct assgnmnt model field. Note: To search for a name, click in the field and click on the Drop down button. If needed, Restrict Values button to narrow use the the search or view all values (enter 9999 in the Restrict Value range field vs. 500). Double-click on the desired name to select that model. For more on Matchcode Searches, refer to the Duke R/3 Basics Guide. Enter button or press Enter.
10. Click on the
On the Park document: Entry with account assignment model screen:
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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12. OPTIONAL: Change line item data in fields that defaulted from the model if desired. 13. OPTIONAL: Add line items, if desired. 14. OPTIONAL: Delete line items by entering a 0.00 in the amount field for that line item, if desired.
To display the Document Overview screen, once all line items (changes, additions, deletions) are complete:
Note: This step takes the place of the Document Overview button, since the button is NOT available when using Account assignment models to post or park documents. Back button. Remember to enter additional text (Extras Text) for audit purposes from the Document Overview screen if needed. If text is not entered as documentation of the entry, then proper documentation needs to be kept on file in the department for the current year plus seven additional years.
15. Click on the Note:
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On the Park Document Overview screen, to complete the document and initiate the JV Workflow process:
16
Note:
If not ready to complete the document, use Park Document button to save the changes and place the entry on hold. Complete.
16. Follow the menu path: Document

17. Click on the is displayed. Exit button (Shift+F3) until the initial R/3 screen
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Change or Delete an Account Assignment Model

Occasionally, your repetitive entries will change and you will need to update or revise your Account Assignment Model, so that the template or shell of the journal entry is accurate. This can save time so that you do not have to add lines, delete lines, or change lines when actually using the model each month or on a regular basis. In addition, if those repetitive entries are no longer needed, you need to delete the Account Assignment Model from the R/3 system.
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Change or Delete an Account Assignment Model - FKMT

Via User Menu: Financials Account assignment model Financial Documents
To change an Account Assignment Model:
2 1
1. 2.
Enter the name (for the existing model to be changed) in the Acct assignment model field. Click on the Display/Change button.
On the Account Assignment Model: Change Header screen:
3. 4.
Verify that the Name, Sample Text, and other fields defaulted and represent the Account Assignment Model to be changed. Click on the Line items button (Shift+F8) to display the Account Assignment Model: Change Line Items screen.
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Change or Delete an Account Assignment Model (cont.)

On the Account Assignment Model: Change Line Items screen:
5. 6. 7.
Change any of the fields of data for existing line items. Add new line items as needed. Delete existing line items as needed, per the following steps: Click anywhere on the line item to be deleted. Click on the Delete item button (Shift+F7).
8.
To choose a different screen template (if desired or if Editing Options not set), follow the steps below: Follow the menu path: Settings Screen template Double click on the desired Variant (ZJVT recommended).
9.
To save the changes to the Account Assignment Model, click on Save button (Ctrl+S). the Exit button until the initial
10. To exit the transaction, click on the R/3 screen is displayed.

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Change or Delete an Account Assignment Model (cont.)

To delete an Account Assignment Model:
1. 2.
Enter the name (for the existing model to be deleted) in the Acct assignment model field. To display the Delete Account Assignment Model dialog box, follow the menu path: Act. Assignment Model Delete. Note: When this path is used, the Name and Sample Text fields will default. Before proceeding, ensure that those fields represent the Account Assignment Model to be deleted.
In the Delete Account Assignment Model dialog box:
3. 4.
Click on the Yes button to complete the process, otherwise click the No or Cancel buttons. To exit the transaction, click on the Exit button (Shift+F3) until the initial R/3 screen is displayed.
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Initiate a Journal Entry from the Excel JV Upload

The Excel JV Upload transaction is used by areas that have larger journal entries to be created from other databases or complex spreadsheets. This transaction allows those areas to create an Excel file or extract that contains the journal entry data in a specific and defined format. This Excel file can then be uploaded or imported directly into SAP R/3 to create the journal entry without manually entering all of the line items. Therefore, the upload can significantly reduce data entry and the amount of errors from duplicate entry. In general, this tool should not be used when it is more practical to key entries directly into R/3. This Excel JV Upload transaction is especially useful for complex spreadsheets with large amounts of data to be booked to the R/3 General Ledger, such as allocations, calculations, or distributions. This tool in no way changes the requirements for a Journal Voucher as outlined in GAP 200.020, Journal Vouchers and GAP 200.150, Cost Transfers on Sponsored Projects. The journal entry document created must still be edited, completed, and routed to the appropriate approval levels per the content of the document. Once fully approved, the document will be posted.
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Initiate a Journal Entry using the Excel JV Upload ZF104

Via User Menu: Financials Excel JV Upload Financial Documents
To generate the Excel spreadsheet for the upload:
1. 2.
Open a blank Excel file Ensure that Sheet1 is selected (per the folder tabs at the bottom of the Excel spreadsheet).
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Excel JV Upload (cont.)

3. Create and save the Excel file per the guidelines outlined below.
A B C Fund CC D E F G Health insurance J Smith May 2006 Health insurance J Allen May 2006 Health insurance R Johns May 2006 Health insurance L Reed May 2006 Health insurance T Mone May 2006 1871.88 Duke Select 2134 May 2006
1 0010 1001000 2 0010 1573146 3 0010 3032305 4 0010 3032326
213400 380.52 694900 239.02
WBSE 694900 593.57 WBSE 694900 505.16 694900 152.81 694900
5 0030 301060009 CC 6 0010 1573123 CC
Col Description A Company Code
Rules Format column as text Enter the appropriate company code, must be 4 digits. The company code of the first line item must be the same as the company code keyed into R/3, when processing the upload. It is okay to have more than one company code on a spreadsheet.
Cost Object
Enter the Cost Object number, can be a Cost Center Profit Center WBS Element Fund or Internal Order
Cost Indicator
Indicates the type of Cost Object CC for a Cost Center PC for a Profit Center WBSE for a Work Breakdown Structure Fund for a Fund IO for an Internal Order
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G/L Account
Enter the 6 digit G/L account number
Debits
Enter the amount to be debited, formatted as follows: No Plus signs (+), no minus signs (-), no dollar signs ($) Decimal points are optional except when keying cents No Commas Enter one debit per line in the file When using formulas, round to 2 decimal places
Credits
Enter the amount to be credited, formatted as follows: No Plus signs (+), no minus signs (-), no dollar signs ($) Decimal points are optional except when keying cents No Commas Enter one credit per line in the file When using formulas, round to 2 decimal places
Total Debits must equal total Credits.
Description Description of the line item, up to 50 characters This description displays on the financial statement and provides guidance regarding the nature of the entry. If an adequate description for the Journal Voucher cannot be provided in the description field then Additional Notes must be incorporated.
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Once you have completed the Excel spreadsheet:
4
4.
Sort it by the G/L Account in Column D as follows: Highlight / select all columns of data. Follow the path: Data Sort.
Continued
Enter Column D in the Sort by field and choose the Ascending radio button (to place all asset and liability G/L Accounts at the top of the file). Note: When Column D is sorted, the first line item for the uploaded entry may change. If entering more than one company code (i.e., a cross company code entry), please ensure that the Company Code on the first line item matches the Company Code entered in the Document Header section of the initial screen for the Excel JV Upload (Transaction ZF104) as outlined on the next page. Click OK to close the window.
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5. Save the file as follows (the folder name used for the spreadsheet must be Sheet1 per the Step 1 on previous page):
Follow the menu path: File
Save As
Continued
In the resulting window, choose a path and directory via the Save in field. Enter a file name with the extension of .xls Choose the type of Microsoft Excel Workbook (*.xls). Click on the Save button to complete the process.
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To upload the Excel file into R/3:
6. Follow the menu path via User Menu: Financials Financial Documents Excel JV Upload (Transaction ZF104).
On the Electronic Journal Voucher screen:
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). Drop-
8.
Enter today's date in the Document Date field or use the Drop-down button to select (default format must be mm/dd/yyyy).
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9. 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).
10. Enter the Assigned JV Number in the Reference field, formatted as JVMMnnnn (MM = fiscal month; nnnn = Assigned JV number from Accounting Services). 11. Enter generic text that pertains to all lines of a journal entry in the Document Header Text field (free text field to describe the entry). Note: For ZJ (Cost Transfer) entries, enter a short description describing the need for the cost transfer. (Ex: Unallowable Charges, Correct G/L Account, or Correct WBSE).
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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14. In the Allowable Operations section, choose the following radio buttons for the appropriate Document Type (SA = regular journal entry, ZJ for Cost Transfers, and ZB for accruals) as follows: To park the document (i.e., place on hold and not start the workflow process) choose the radio button on the Park row for the appropriate Document Type (SA, ZJ, or ZB). Use this option if you need to attach a file, like Word or Excel, or if you need to add any other data before completing the document). Note: To attach a document to the upload, select the Park radio button per above and then use the Change Parked Document transaction and the Services for Objects button in R/3 to attach the document per the steps outlined in this Guide.
To complete the document (i.e. start the JV Workflow approval process to post the document) in R/3, choose the radio button on the Complete row for the appropriate Document Type (SA, ZJ, or ZB). To process an accrual document, choose the only radio button available on the Accrue row (all accruals are Document Type ZB). If choosing the Accrue radio button, click on the Enter button (top right of screen) to default the Expected Reversal Date as the first day of the next fiscal month. Note: The Post row of radio buttons is no longer available to most users due to the implementation of the JV Workflow Approval process.
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15. To enter additional text as required per the GAP, click on the Enter additional text button and follow next two steps below. Note: For ZJ (Cost Transfer) entries, refer to the Notes section of GAP 200.150, Cost Transfers on Sponsored Projects for required documentation. For more on the documentation needed for Journal Entries, refer to the Journal Voucher Guidance document located at the following web site http://www.finsvc.duke.edu/gap/jvworkflow /guidance.html
16
17
16. Enter the text on this screen. 17. Once the text is entered, click on the Return button.
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18. In the Screen Display Options (for use in error determination) section, choose one of the following radio buttons as desired: No Display (default) = generates a report that reflects the upload results only. This option starts the edit process and ends when the first error is encountered, if applicable. If an error is encountered, the results report will display only the first error encountered (not all errors) and you will need to open the Excel file, manually find the error, and correct the Excel file. The Excel file can then be uploaded again until each error is identified and corrected. Display Errors Only = (RECOMMENDED) edits the entire document and displays only the error messages needing your action. This option allows you to work through and correct each error, one at the time, until all errors are corrected. This option also displays the results report once the editing is done. Display All = edits the entire document and displays all warning and error messages, even those that do not need action on your part. This option still allows you to work through the messages, correct the errors as needed, and displays the results report once the editing is done. 19. Once all fields are complete, select the Execute button to the upload the Excel file and initiate the journal entry. Note: At this point the Excel file will be accessed and the file will be edited for any corrections needed. Depending on the option chosen in the step above, a report containing the results will be displayed and/or the editing process will begin and errors will be displayed and can be corrected. See the steps in the following pages for more details. If no errors are found, a document will be initiated in the system and either parked or completed per the radio button selected.
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To review and correct errors (if Display Errors Only or Display All are chosen):
Note: This section pertains to the action needed to review and correct errors if either the Display Errors Only or Display All radio buttons were selected.
23 Repeat the edit steps until the Park Document: Overview screen is reached (see next page).
21
22
20
20. Read the Error message (or Warning message if applicable) Confirm button to close the message dialog and click the box. 21. In the resulting window (example above titled Coding Block), correct the fields highlighted in red, which contain the error(s). Note: 22. Click on the Refer to the Common Error Messages chart in the next few pages. Continue button to continue the editing process.
23. Repeat the above steps until all edits are corrected and the Park Document: Overview screen is displayed (see next page).
R/3 Journal Entry
25
24
24. If needed, use the Fast Data Entry button to correct any debit and credit amounts if not in balance (as indicated by a message) or any other line item fields. 25. Once all errors are corrected, follow the menu path Document Complete to finish the edit process and display the results report.
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To review the report of the upload results:
Note: Review the results of the Electronic Journal Voucher Report showing the status of the upload per the examples that are outlined below. This section covers several examples of reports where the upload was successful and where the upload encountered errors.
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: The No Display option stops and reports an error as soon as the first error is encountered and does not edit the entire document at once. When each error is encountered in the process, a report will be generated, one error at the time. If there are four errors in the spreadsheet, it will need to go through the process four times in order to identify all of the errors.
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28. Use the Back button to exit the report and return to the Excel JV Upload selection screen. 29. Follow one of these steps depending on the options chosen form the upload: If the Completed radio button was chosen, check your SAP Outbox to verify that the document was completed and has been routed for approvals per approval parameters. If the Park radio button was chosen, use the Change a Parked Document transaction to attach files (Excel or Word), complete the document, or make any other changes. Note: If the journal entry is parked, please remember to complete the document using the Change Parked Document transaction Financial Documents (Financials Change Parked Document - FBV2).
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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Common Error Messages
Error 1. ABAP runtime error 2. G/L account does not exist 3. Account is blocked for posting 4. Cost Center does not exist 5. FI Posting is not permitted 6. WBS element does not exist 7. Profit Center does not exist 8. Company Code is not defined 9. Item 1000 should be created; a maximum of 999 items are allowed. 10. Document can only be posted if it balances to zero 11. Cursor field COBLGEBER does not exists in the screen 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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Approve or Reject a Completed Document via the Approvers SAP Inbox

Once a parked document has been completed and the JV Workflow Approval process has been initiated by a Document Initiator, those in the role of reviewer / approver will be notified of documents needing their approval, as outlined in the summary below. Approval rules have been established at Duke to provide guidelines for journal entries that need approval and the level of approval that is needed. Approvals will be sequential, with any departmental approvals required before the document is routed to management center approvers, and management center approval required prior to routing to Financial Services. For each step in the approval process, department, management center, etc., multiple approvers will be designated in order to provide backup. All approvers at each step of the process will receive an email notification, and the work item is available in each approvers SAP R/3 inbox for processing. The approver has 24 hours to either approve (release) or reject (refuse) the document. After that time, if the document has not been approved or rejected, reminder email notifications will be generated every 24 hours until the document is approved or rejected, except for weekends. Weekends are NOT taken into account for the deadline monitoring, so approvers will not receive reminder emails on weekends. When any reviewer / approver selects a document item from their Inbox work list, the item is removed from the inboxes of all other approvers for that approval step, until the document is either approved, rejected, or exited. If the document is rejected, the document item is removed from the inboxes of all other approvers. The email notification will provide the document number and the name of the person who initiated the document, as shown in the next steps. Note: For the latest JV Workflow approval rules, training materials, announcements, etc., visit the website: http://www.finsvc.duke.edu/gap/jvworkflow/
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Approve or Reject a Completed Document via the Approvers SAP Inbox in SAP Business Workplace - SBWP
To review the email notification:
1. 2.
Access the email in Lotus Notes or other preferred software Review the subject line which begins Approve JV and includes: Document Number Company Code Name of person who initiated / parked the document Name of org. unit (BFR Code) identifying the department or division of the initiator. Open the email if desired to reveal the directions stating to refer to your R/3 Inbox for more details and to take the appropriate action.
3.
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Approve or Reject (cont.)

To access the R/3 Inbox and Workflow list from your User Menu:
4.
Click on the
On the Business Workplace of screen:

8
5 6
5.
In the left window, click ONCE on the button to the left of the Inbox option to open your SAP R/3 Inbox. To display a list of documents in the upper right window that are awaiting your approval, click once on the Workflow # option in the far left window (where # = the number of documents awaiting your approval).
6.
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7. 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: Once you have approved the document, it is removed from your list as it is posted or routed on to another area for review and approval.
8.
To make sure the Workflow list contains all the current Update documents awaiting your approval, click on the (refresh) button periodically.
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To review the details of a completed document in SAP R/3:
9 10
Note:
These steps outline how to view the parked document in a layout that shows all the details across one screen with no drill-down needed. However, you will not be able to approve or reject the document via these steps. The parked document can also be reviewed when approving the document, but you must drilldown to view each lines text and cost object.
9.
In the upper right window, click ONCE and highlight each document listed to display more details about that document in the lower right window, such as: Name of initiator (Created by) Department of initiator Debit amounts The routing and approval history. Note: As covered in the next few pages, if you double click on the document in the upper right, you will not be able to view all the details of the document on one page.
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10. To display the document for review, click ONCE on the underlined link to the Parked Document # under Objects and attachments in the lower right window.
11
11. To review the documentation for the entry as entered in the Texts. Note field, follow the menu path: Extras Note: For the step by step instructions for displaying the extra text in the Note field and other options, see the Display a Parked Document section of this Guide.
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: For the step by step instructions for displaying the attached files and other options, see the Display a Parked Document section of this Guide. Attachments, which are a Windows application, will NOT launch on a MAC. MAC Users must save the attachment to their MAC and then open the file.
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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: For the step by step instructions on displaying the parked document in a better layout and other options, see the Display a Parked Document section of this Guide.
On the Document: Overview - Display screen:

15
14
Note:
Even though the completed document is still parked, this layout shows the document as it will look when it is fully approved and posted. This layout displays all the information for a line item on one line versus across several screens (except for the Extra Text).
14. Review the header data and line items for each cost object, along with other details like the line item text. Note: Use the menu path Settings Columns Optimize Width to size columns and possibly fit the entire line item on one screen.
15. Use the Back button to return to the Business Workplace of screen and your Inbox.
R/3 Journal Entry

To approve / release the completed document in SAP R/3 Inbox:
Note: If not already there, display the list of all completed documents awaiting your approval SAP Business Workplace button. via the Inbox option Click once on the and click once on the Workflow # option (where # = the number of documents awaiting your approval).
17 Double click on document to approve.
16
16. To review the document if needed, follow the steps on the previous pages using the link to the Parked Document #. 17. When ready to approve the document, double click on the desired document from the list in the upper right window. Note: When you double click on and open the document to approve, the document is automatically removed from your SAP Inbox and any other approvers SAP Inbox (for that approval level). If you exit the document without approving, the document is returned to all appropriate approvers SAP Inboxes.
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On the Parked Document Release: Overview screen:
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: The document cannot be changed by the reviewer / approver. If changes are needed, reject the document and the person who initiated the document can make any corrections.
19. If ready to approve the document, click on the Release button. Note: The document is now removed from your Inbox. If additional review is required, the document will route to the next approver. If additional review is not required, the approved document will post to the General Ledger.
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: If you open the document from the Inbox and exit without taking action, the document is temporarily removed from your Inbox. If Update button to refresh needed, use the the Inbox and see the document listed again.
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To reject / refuse the completed document in SAP R/3 Inbox:
Note: If not already there, display the list of all completed documents awaiting your approval SAP Business Workplace button. via the Inbox option Click once on the and click once on the Workflow # option (where # = the number of documents awaiting your approval).
On the Business Workplace of screen, to attach a rejection reason:
22 23 21
Note:
BEFORE the document is rejected, you must add an R/3 attachment explaining why the document is being rejected per the steps outlined below (see the detailed steps under Add an R/3 Attachment covered later in the Guide, if needed). If you forget to add the attachment and double click on the document from the work list to reject it, then use the Back button to return to the work list and the Update (Refresh) button to view the document on the work list again.
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21. In the upper right window, click once on and highlight the document that needs the attachment. 22. Click on the drop-down portion of the Manage Attachments button located in the work list toolbar. 23. In the resulting drop-down list, click on Create attachment.
24 25
24. In the Create Document Header pop-up window (shown above), enter a title for the attachment in the Title field. 25. Click on the
28 27
Continue button.
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: Back button to return to your Inbox work list. The document will now have the Attachment icon on that document line in the Inbox worklist, and an Office Document link with the title of the attachment in the lower right window when that document is selected.
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On the Business Workplace of screen, to reject the document:
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: If you forget to add the attachment and double click on the document from the work list to Back button to return reject it, then use the Update (Refresh) to the work list and the button to view the document on the work list again.
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On the Parked Document Release: Overview screen, to reject the document:
30. If ready to reject the document, click on the Refuse button. Note: The document will be removed from your Inbox and returned to the Document Initiators Inbox. An email notification will be sent to the Document Initiators regular email inbox to indicate the document has been rejected and needs action. 31. If you decide not to reject (or approve) the document, use the Back button to exit the document and return to the Inbox. Note: If you open the document from the Inbox and exit without taking action, the document is temporarily removed from your Inbox and the Inbox of other approvers at your approval Update button to level. If needed, use the refresh the Inbox and see the document on your list again.
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Forward a Completed Document to Another Approver

Once a parked document has been completed and is in the JV Workflow Approval process, those in the role of the current reviewer / approver have the option of forwarding that specific document from their SAP Inbox to another persons SAP Inbox to approve the document. If this option is chosen, the original approver is delegating his or her approval and rejection authority for that specific document to the new recipient, who becomes the next approval level needed. The new recipient of the forwarded document needs to be an SAP R/3 user. The new recipient does not have to be a previously designated approver to be able to act as the approver for this specific document. The recipient of the forwarded document becomes the current approver, receives an email notification and the work item is available in the recipients SAP R/3 inbox for processing. The email notification will provide the document number and the name of the person who initiated the document. The new approver has 24 hours to either approve (release) or reject (refuse) the document. After that time, if the document has not been approved or rejected, reminder email notifications will be generated every 24 hours until the document is approved or rejected, except for weekends. Weekends are NOT taken into account for the deadline monitoring, so approvers will not receive reminder emails on weekends. Once the recipient of the forwarded approval has approved the document, the document routes on to other approval levels if needed, or post directly to the General Ledger if no further approvals are needed. Note: For the latest JV Workflow approval rules, training materials, announcements, etc., visit the website: http://www.finsvc.duke.edu/gap/jvworkflow/
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Forward a Completed Document to Another Approver via SAP Business Workplace - SBWP
To forward the parked document to another Approver:
Note: If you choose this action, you are delegating your approval / rejection authority to the recipient. The person to whom you are forwarding this document does not have to be a previously designated approver, but can act as the approver for this specific document.
2 4
3 Add an SAP attachment if desired.
1. 2.
In the left window, return to the Inbox and Workflow options if not already open and displayed. In the upper right window, if the document is not displayed, click Update (refresh) button in the toolbar to display the on the document on the list again.
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Forward to Another Approver (cont.)

3. If desired, add an R/3 attachment providing an explanation to the new approver (see the Add an R/3 Attachment section of this Guide if needed). To select and highlight the document to be forwarded, click ONCE on the document. When ready to forward, click on the toolbar at the top of the screen. Forward button in the
4. 5.
In the Choose Agent dialog box:

6
6.
Enter the User ID of the person who should receive the forwarded document in the User field (use the Drop-down button to search for User ID by last name if needed).
7.
Click on the Continue button to close the dialog box and complete the forward process. Note: The document is removed from your SAP Inbox and is forwarded to the other persons SAP Inbox. An email notification is also sent to that person.
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Create, Change, and View Attachments via the SAP Inbox

Once a parked document has been completed and is in the JV Workflow Approval process, those in the role of the current reviewer / approver have the option of creating an attachment (i.e., a note) to the document. The completed document must still be listed in the current approvers SAP Inbox for Workflow. This feature is especially useful when a document is rejected by an approver to add a note for the initiator that explains the reason for the rejection. This could also be used to provide details if forwarding a document to another approver. Once the attachment is created, a link titled Office Document will appear in the lower right portion of the Workflow screen when the completed document is selected from the approval work list. If the document is rejected, the Initiator will be able to view this attachment link from their SAP Inbox when the completed document is selected. If an approver has created an attachment for a completed document in their SAP Inbox and the document has not yet been approved or rejected (i.e., is still in that approvers SAP Inbox), then the attachment can be changed. Once the document is approved or rejected and out of the current approvers SAP Inbox, then that approver can no longer change the attachment. Once the document is posted, the Office Document link can be accessed via the Workflow Overview (see the section titled Display a Posted Journal Entry Document in this Guide). The steps for creating the attachment are also included in the section titled Approve or Reject a Completed Document via the Approvers SAP Inbox in this Guide.
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Create, Change, or View an Attachment via SAP Business Workplace - SBWP

To create an attachment for a document on the approval work list:
Note: These steps are especially useful when a document is rejected to add a note or file explaining the reason for the rejection.
1.
On the SAP Easy Access User Menu for screen, click on SAP Business Workplace button. the

5&6
2 3 4
2.
button to the left of the In the left window, click on the Inbox option to open your SAP R/3 Inbox. In the left window, click once on the Workflow # option to display a work list in the upper right window of the documents awaiting your review and approval. In the upper right window, click on and highlight the document that needs the attachment. Click on the drop-down portion of the Attachments button located in the toolbar above the work list. In the resulting drop-down list, click on Create attachment.
3.
4.
5. 6.
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Create, Change, or View an Attachment

(cont.)
In the Create Document Header pop-up window:
7 8
7. 8.
Enter a title for the attachment. Click on the Continue button.
On the resulting screen titled per above:

10
9.
Enter the text desired (free form text). Save button when complete. Back button to return to your Inbox work list. The attachment can be viewed by those who receive the work item in their Inbox (like initiators if the document is rejected). The attachment is viewed by clicking in the lower portion of their Inbox.
10. Click the 11. Use the Note:
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(cont.)
To change attachments for documents in the Approvers SAP Inbox:
Note: This is especially useful for the Approver to revise the text in the rejection reason that is attached to a document BEFORE the document is rejected.
12. On the SAP Easy Access User Menu for screen, click on SAP Business Workplace button. the

16 & 17
13 14 15
button to the left of the 13. In the left window, click on the Inbox option to open your SAP R/3 Inbox. 14. In the left window, click once on the Workflow # option to display a work list in the upper right window of the documents awaiting your review and approval. 15. In the upper right window, click on and highlight the document that needs the attachment. 16. Click on the drop-down portion of the Attachments button located in the toolbar above the work list. 17. In the resulting drop-down list, click on Change attachment.
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(cont.)
In the resulting pop-up window (titled with the name that you entered previously):
19
18
20
18. Revise the text as needed (free form text). 19. Click the 20. Use the Note: Save button when complete. Back button to return to your Inbox work list. The changed attachment can be viewed by those who receive the work item in their Inbox (like initiators if the document is rejected). The attachment is viewed by clicking in the lower portion of their Inbox.
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(cont.)
To view an attachment for completed documents in the JV Workflow process:
Note: This is especially useful for a Document Initiator to view the rejection reason attachment when a document is rejected and sent back to the Initiators SAP Inbox.
21. On the SAP Easy Access User Menu for screen, click on SAP Business Workplace button. the
22 23 24
25
button to the left of the 22. In the left window, click on the Inbox option to open your SAP R/3 Inbox. 23. In the left window, click once on the Workflow # option to display a work list in the upper right window of the documents awaiting your action. 24. In the upper right window, click on and highlight the document (e.g., the document that was rejected and needs your action). 25. Click on the link to the attachment named Office Document plus the title of the attachment) in the lower left window (or Display Attachment button in the toolbar). use the
R/3 Journal Entry

(cont.)
In the resulting pop-up window (titled with the name that the creator entered previously):
27
26
26. Review the attachment. 27. When ready, click on the Note: Back button to return to your Inbox.
Once the document is posted, the Office Document link can be accessed via the Workflow Overview (see the section titled Display a Posted Journal Entry Document in this Guide).
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Display a Posted Journal Entry Document

Once a journal entry (i.e., journal voucher) document is fully approved, the document is posted to the R/3 General Ledger. Once posted, the document updates and appears on reports. Posted journal entry documents can be displayed several ways, such as from the report drill-down or via the Display FI Document transaction, which is covered in this section. In addition, the Display FI Document transaction can be used to display other types of posted documents, such as Invoice payments and Employee Travel and Reimbursement related documents. When a journal entry document is initiated in the R/3 system, the system automatically assigns a document number to the entry, along with the company code and fiscal year entered in the header. As the document is fully approved and posted to the General Ledger, all three fields serve as the complete reference for how to identify the document in R/3 and remains with the document. If the original document includes more than one company code, then a separate document with its own sequential document number is created for each company code when posted and contains that company codes debits and credits. The R/3 document number, company code, and fiscal year are all needed to display the document via the Display FI Document transaction. If the R/3 document number, company code, and fiscal year are not known, the user may still use the transaction and use the List Display feature. This feature allows the user to enter other known criteria and display a list from which to choose the desired journal entry to be displayed. The Workflow Summary Report of JV Documents (Posted), Transaction Code ZF181, is a better tool for viewing lists of posted documents (see Reports for Journal Entries section of the Guide).
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Display a Posted Journal Entry Document FB03

Via User Menu: Financials Display FI Document Financial Documents
On the Display Document: Initial Screen:

4 Use Steps 6-13 if document number is NOT known. 1 2 Use Steps 1-5 if the document number is known.
If Document number is known:

1. 2. 3. 4. 5. Enter the Document number. Enter the Company code. Enter the Fiscal year. Click on the Enter button or press Enter to display the Display Document: Overview screen. Proceed to step 13.
To use the Document List feature if the document number is unknown:

6
6.
Click on the Document List button (Shift+F8) to display the Document List screen (example shown on next page).
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Display a Journal Entry Document (cont.)
11 7 8 9 10
12. Once executed and on the resulting Document List screen, double click on a Document number to select and view that document.
Note:
All fields on the Document List screen are optional. Each field narrows the list from all R/3 documents to those matching the fields specified. The Workflow Summary Report of JV Documents (Posted), Transaction code ZF181, is recommended for viewing lists of posted documents.
7. 8. 9.
Enter the Company code. Enter the Fiscal year. Enter the Document type. (SA) Posting date: to search for all documents containing a certain posting date or within a range of posting dates. Reference number: to search for all documents with a certain reference number (i.e., Assigned JV number).
10. To narrow the search, enter other fields outlined below:
11. Click on the List screen.
Execute button (F8) to display the Document
12. Locate and double click on the desired Document number to display the Display Document: Overview screen.
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On the Document Overview - Display screen:
13
14
Note:
The layout of the screen above is the ALV Classic List. The layout of your screen could be the Classic View if you have not changed your Editing Options for the Document Display tab (see Editing Options section of the Guide if needed).
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).
R/3 Journal Entry

To view the document header information, such as who created the document:
15
15. Click on the
Document header button.
On the Document Header: Company Code XXXX screen:
16
17
16. Review the fields of header information as summarized below: Document type = Type of document for a transaction (SA, ZJ, or ZB for manually keyed documents). Doc. header text = free-form text field that provides a description or information for the entire document. 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.) Reference field = an eight digit Assigned JV number (Ex: JV060132) to help identify who to call with questions. Other fields such as Entry Date, Time of Entry, and Changed On (if the entry was changed after posting).
R/3 Journal Entry

17. Click on the Continue button to return to the Document Overview - Display screen.
To print a copy of the journal entry:
18
18. Click on the (see below).
Print button to display the Print ALV List screen
19
20
21 22 23
24 If needed, click the OK button to clear Information dialog box which confirms that the document printed.
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)
R/3 Journal Entry

22. Use Properties button to change other options and set defaults for printing a document as desired. 23. When all fields are chosen on the screen above, click on Continue button to complete the print request. the 24. If needed, click the OK button to clear the Information dialog box which confirms that the document printed.
To view or print the extra text (note) for the document:

Note: The following steps are done from the Document Overview - Display screen. The text applies to all line items, can be displayed from any line item, and supplements text entered on individual line items.
25
25. Follow the menu path to display the Texts in Accounting Document screen: Extra Texts
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).
R/3 Journal Entry
27
28
Note:
The text cannot be changed in the display mode. Print button and follow Steps
27. To print the text, click on the 19 24 above.
28. When done, click on the Back button to return to the Texts in Accounting Document screen.
29
29. Click on the Continue button (Shift+F1) to return to the Enter G/L account document: Display Overview screen.
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To view a history of the changes made to the document, if applicable:
30
30. Follow the menu path: Environment
Document Changes.
On the Document Changes: Changed Fields screen:
32
31
Note:
The Document Changes: Changed Fields screen, shown above, contains a list of all of the fields that were changed on a document. (If a dollar amount was changed, both the Amount and Amt in loc. Cur. Field will be listed.) This list does not provide other details about the changes. However, there are several options that are available to see more details about the changes as outlined in the next pages.
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31. Double click on a field (e.g. Amount, Document Header Text, etc.) to display the Document Changes: Overview (shown below) and review as follows:
To return to the list of changed fields, click on the Back button.
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).
Click on the X to close the window when done. To return to the list of changed fields, click on the button. Back
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32. Click on the All Changes button to view a summary of all the changed fields for the document as follows:
To return to the list of changed fields, click the button. Back
Review the changes outlined on the Document Changes: Overview (above), including the New and Old values for all the fields that were changed. Note: If a dollar amount was changed, both the Amount and Amt in loc. Cur. Field will be listed for each line item that was changed. Amounts can only be changed before a document is posted.
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.
Click on the X (in the upper right) to close the window. To return to the list of changed fields, click on the button or the Changed fields button. Back
33. When finished reviewing the changes, click on the Back button to return to the Document Overview: Display screen
R/3 Journal Entry

To display an overview of the Workflow approvals from a posted document:
34
35
34. Once in the posted document, click on the drop-down portion of the Services for Objects button located in the Title Bar of the screen. 35. In the resulting drop-down list, click on the menu path Workflow Workflow overview.
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On the resulting Data on Linked Workflows window:
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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Change a Posted Journal Entry

At times, it is necessary to modify a document after it has been posted. The Change Journal Entry transaction allows a user to change certain fields if needed. At the document header level, the document header text field and the reference field can be changed. At the line item detail level, the line item text field can be changed. Although it can be changed per R/3, the allocation field should not be changed. R/3 prevents data in certain fields of posted documents from being changed, since those fields update certain balances and reports (real time) upon posting. Some of these fields are as follows: G/L account, posting amount field, posting key field, and fiscal year field. If a field cannot be changed and a correction is needed to that field, the original document can be reversed and entered correctly as a new document or a new entry could be created to fix the old entry and make the new one at the same time.
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Change a Posted Journal Entry FB02

User Menu is not applicable for this transaction. Use Transaction Code FB02 in the Command field.
Note: Since FB02 is not on the User Menu, to add FB02 to your Favorites folder, follow the menu Insert Transaction. path: Favorites Enter FB02 in the Transaction code field and Continue button. click on the If the document number is not known, use the List button (Shift+F8) to find journal entries that match certain criteria entered. If needed, refer to instructions in the Display a Posted Journal Entry Document (document number unknown) section of this Guide.
1.
Enter the Document Number. Note:
2. 3. 4.
Enter the Company code. Enter the Fiscal year. Click on the Enter button or press Enter to display the Document Overview: Change screen.
To change and save text related to the Document Header:

5. Click on the Document header button (F5) to display the Document Header: NNNN Company Code dialog box. Note: If prompted by Information dialog box, click on Continue button. On the resulting the Change Document: Overview (SAP standard Document look) screen, click on the Header button again.
6. 7.
Enter the desired changes in the Doc. Header text and/or Reference fields. Click on the Continue button (F7) to display the Change Document: Overview screen (SAP standard look).
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R/3 Journal Entry
Change a Posted Journal Entry (cont.)

8. 9. Click on the Save button (Ctrl+S) to save changes.
Click on the Back button to return to the Document Overview: Change screen.
To change and save text related to a line item:

10. 11. 12. 13. 14. 15. Double click on a line item to display Change Document: Line Item ### screen. Enter changes as required in the Text field. Click on the Save button (Ctrl+S) to save changes.
Click on the Document overview button (F9) to display the Document Overview: Change screen. Click on the Click on the displayed. Save button (Ctrl+S) to save changes. Exit button (Shift+F3) until the initial R/3 screen is
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Display Changes to a Posted Journal Entry

R/3 offers a high level of flexibility for displaying journal entries so that desired information may be accessed quickly and accurately. Journal entry changes, which are posted in the system in the current month, fiscal year, or prior period, may be viewed as necessary. In addition to displaying entire document changes, changes to the individual journal entry line items may be displayed. The Change Journal Entry transaction allows a user to change certain fields if needed. At the document header level, the document header text field and the reference field can be changed. At the line item detail level, the line item text field can be changed. Although it can be changed per R/3, the allocation field should not be changed.
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Display Changes to a Journal Entry FB04

User Menu is not applicable for this transaction. Use Transaction Code FB04 in the Command field.
Note: Since FB04 is not on the User Menu, to add FB04 to your Favorites folder, follow the menu path: Favorites Insert Transaction. Enter FB04 in the Transaction code field and Continue button. click on the
On the Document Changes: Initial Screen:

4
1 2 3
1. 2. 3. 4.
Enter the Company code. Enter the Document number. Enter the Fiscal year. Click on the Enter button or press Enter (see next page).
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Display Changes to Journal Entry (cont.)

On the Document Changes: Changed Fields screen:
5.
Click on the All changes button (F6) to display the Document Changes: Overview screen (see below).
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.

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Reports to Track Journal Entries in the JV Workflow Process

Currently, three reports are available to help you track the journal entry documents in the JV Workflow process. Information about each report is briefly outlined below. ZF180 Journal Entries (JVs) Awaiting Approval This report is used to monitor the current JV Workflow status of Journal Entry Documents that have been completed and are in the Workflow process, but have NOT yet posted to the R/3 General Ledger and financial reports. Several selection options are available to refine the selection criteria and expedite the report, including the ability to select the report by the SAP User ID of the Initiator / Originator or by the Org. Unit (BFR Code, Cost Center Group, or Profit Center Group). ZF182 Non-Posted Journal Entries (JVs) This report can be used to monitor parked Journal Entry (JV) documents that have NOT been completed (i.e., actually parked, but not in the JV Workflow process yet) In addition, the report provides the user with the option to incorporate documents that are also in workflow that have been completed and are in the Workflow process (similar to ZF180). Therefore, the report can be used to monitor ALL NON-POSTED Journal Entry (JV) documents. Several selection options are available to refine the selection criteria and expedite the report, including the ability to select the report by the SAP User ID of the Initiator / Originator or by the Org. Unit (BFR Code, Cost Center Group, or Profit Center Group). In addition to automatically selecting all parked documents that are not in the workflow process, a check box allows the user to incorporate completed documents that are in the workflow process as well.
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Reports to Track Journal Entries (cont.)

ZF181 Posted Journal Entries (JVs) This report is used to view a summary of Journal Entry Documents that have posted to the R/3 General Ledger and financial reports. The report will provide data about the documents and the history of the workflow process that posted the document. Several selection options are available to refine the selection criteria and expedite the report, including the ability to select the report by the SAP User ID of the Initiator / Originator or by the Org. Unit (BFR Code, Cost Center Group, or Profit Center Group). All of these reports are covered in more detail in this section.
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Journal Entries (JVs) Awaiting Approval Report (ZF180)

Via User Menu: Financials DUHS Reporting OR University Reporting Workflow Reporting Journal Entries(JVs) Awaiting Approval
On the Workflow Monitoring Report of JV Documents (Non-posted) selection screen:
For help, see the Menu bar and follow the path: Help Application Help.
1.
Enter as many of the fields in the Standard Report Selection as possible per the suggestions below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible. For help, use the menu path Help Application Help.
Company Code enter the four digit Company Code (e.g., 0010 for Duke University, 0030 for Duke Hospital, etc.) that was entered by the originator on the document header. Fiscal Year enter the fiscal year desired (example 2006). Posting Date enter the Posting Date or a range of dates that might have been entered on the journal entrys document header when created (this report is for Non-posted documents so this is not asking for the actual Posting Date).
R/3 Journal Entry
Journal Entries Awaiting Approval (cont.)

Document Date enter the Document Date or a range of dates that might have been entered on the journal entrys document header when created. Document Type enter the Document Type or range of Document Types that might have been entered on the journal entrys document header when created (e.g., SA, ZJ, or ZB). Reference enter the eight digit Assigned JV reference number that might have been entered on the journal entrys document header when created (example JV091234, where the 09 represents the fiscal period and the last four digits are the actual assigned number). Workflow Create Date enter the date or a range of dates when the journal entry document might have been completed in the R/3 system, which initiates the workflow process. 2. OPTIONAL: Enter ONE of the fields in the Further Selection (with Originator or Org Unit) section as outlined below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible. For help, use the menu path Help Application Help.
Originator enter the SAP User ID of the person who originated or created the journal entry document (the person who either parked or completed the Journal Entry document). Org. Unit For Company Code 0010, enter the 10 digit org. unit (known as the BFR Code) associated with the originator of the document. For all Health System Company Codes (0020 0060), enter the 8 digit org. unit (known as the Cost Center Group or Profit Center Group) associated with the originator of the document. 3. When all selection criteria is entered, click on the button to generate the report.
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On the resulting Workflow Monitoring Report of JV Documents (Non-posted) report screen:
6 5
Note:
This report displays all documents that are completed and in the JV Workflow process, but have not yet been fully reviewed and approved. These documents have not posted to the R/3 General Ledger.
4.
Use the horizontal scroll bar to view all columns outlined:

Indicates with a red asterisk if there is a workflow problem with the document, such as a rejected document or overdue approval (column will be blank if not applicable). The four digit company code for the completed, non-posted journal entry document 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 completed, non-posted journal entry document The fiscal period for the completed, non-posted journal entry document 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). 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. The SAP User ID of the person who created and either parked or completed the non-posted journal entry document. 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.
* (first column) Company Document Fisc Yr Fisc Pd Doc Type
Reference
Originator
Department
Continued on next page.

R/3 Journal Entry
Entries Awaiting Approval (cont.)

Department Name Debit Tot Document Header Required Approvals Received Approvals Current Approval Rejected Deadline > 24 Deadline > 48 The name associated with the Department number above. The total amount of the debits for the completed, non-posted journal entry document The text entered in the Document Header that provides a brief overview of the document. The number of approvals needed in the JV Workflow process for the document per the Approval Parameters (see website ) The number of approvals already received in the JV Workflow process for the document per the Approval Parameters (see website: http://www.finsvc.duke.edu/gap/jvworkflow/ ) The level of approval currently needed (i.e., pending) in the JV Workflow process for the document per the Approval Parameters (see website: http://www.finsvc.duke.edu/gap/jvworkflow/ ) 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.
To vertically scroll through this report, use the following buttons: First Page (Ctrl+Page up) to scroll to the top cover page. Next Page (Page down) to scroll to the next page. Previous Page (Page up) to scroll to the previous page. Last Page (Ctrl+Page down) to scroll to the last page. To print or export the report, use the Print button or Export button and follow the standard steps outlined in any Duke R/3 reporting class guide.
6.
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To drill-down and view more details for a document, follow the steps outlined below:
Note: There are several options for the drill-down to view different pieces of the details for a document. Choose the steps outlined below as desired. To return to the report Back button. from any drill-down, use the
7 Choose one of several options outlined below.
7.
To display the parked document, choose one of the following: Click ONCE on any of the column fields that identify the document (i.e., those highlighted in blue - Company Code, Document, or Fiscal Year) Double click on the Fisc Pd, Doc Type, or Reference column fields for that document line. Click once on the other column fields to place the cursor on Doc Display button. that line and then click on the
8.
To view the JV Workflow status of the document if there is a problem, click ONCE on the red asterisk (*) for that documents line (first column and only displayed if the document encountered a workflow problem). Note: Examples of documents with a workflow problem and flagged with the red asterisk include rejected documents, documents with overdue approvals, and those where an approver could not be found or determined in R/3.
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9 10 11 12
13
9.
To view the approvals needed to complete the workflow, double click on the Required Approvals field for that document.
10. To view which approvals have been completed, double click on the Received Approvals field for that document. 11. To view who currently needs to approve the document in the workflow (pending approval): For a brief overview, double click on the Current Approval field for that document. For a more detailed workflow status, click ONCE on the line for that document (not on blue fields) and click on the Workflow Summary button. 12. To view who rejected a document, double click on the Rejected field for that document (applicable only if X displayed in that field).
To exit the report when ready:

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Non-Posted Journal Entries (JVs) Report (ZF182)

Via User Menu: Financials DUHS Reporting OR University Reporting Workflow Reporting NonPosted Journal Entries (JVs)
On the Monitoring Report of Actual Parked JV Documents selection screen:
1.
Enter as many of the fields in the Standard Report Selection as possible per the suggestions below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible.
Company Code enter the four digit Company Code (example 0010 - Duke University, 0030 - Duke Hospital, etc.) that was entered by the originator on the document header. Fiscal Year enter the fiscal year desired (example 2007).
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Non-Posted Journal Entries (cont.)

Posting Date enter the Posting Date or a range of dates that might have been entered on the journal entrys document header when created (this report is for Non-posted documents so this is not asking for the actual Posting Date). Document Date enter the Document Date or a range of dates that might have been entered on the journal entrys document header when created. Document Type enter the Document Type or range of Document Types that might have been entered on the journal entrys document header when created (e.g., SA, ZJ, or ZB). Reference enter the eight digit Assigned JV reference number that might have been entered on the journal entrys document header when created (example JV091234, where the 09 represents the fiscal period and the last four digits are the actual assigned number). Entry Date enter the date or a range of dates when the journal entry document might have been initiated or parked in the R/3 system. 2. OPTIONAL: Enter ONE of the fields in the Further Selection (with Originator or Org Unit) section as outlined below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible. For help, use the menu path Help Application Help. Originator enter the SAP User ID of the person who originated or created the journal entry document (the person who either parked or completed the Journal Entry document). Org. Unit For Company Code 0010, enter the 10 digit org. unit (known as the BFR Code) associated with the originator of the document. For all Health System Company Codes (0020 0060), enter the 8 digit Cost Center Group or Profit Center Group associated with the originator of the document.
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3. To include documents that are complete (i.e., still parked yet already in the JV Workflow process), click in the check box beside Parked Workflow Documents to select that option. Note: This report displays all documents that are parked (not in the JV workflow). In addition, if selected, this report displays all completed documents (in the JV Workflow process) that have not yet been fully reviewed and approved. Both types of documents have NOT posted to the R/3 General Ledger. When all selections are entered, click on the to generate the report. Execute button
4.
On the resulting Monitoring Report of Actual Parked JV Documents (i.e., Non-posted) report screen:
7 6
Note:
This report displays all documents that are parked (not in the JV workflow). In addition, if selected, this report displays all completed documents (in the JV Workflow process) that have not yet been fully reviewed and approved. Both types of documents have NOT posted to the R/3 General Ledger.
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5. Use the horizontal scroll bar to view all columns outlined:
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). 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). 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. The SAP User ID of the person who initiated the non-posted journal entry document. The name associated with the SAP User ID for the person who created and either parked or completed the non-posted journal entry document. 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. The name associated with the Department number above. The total amount of the debits for the non-posted journal entry document (parked or completed). The text entered in the Document Header that provides a brief overview of the document. Applicable only for those completed documents already in the JV Workflow process - the number of approvals needed in the JV Workflow process for the document per the Approval Parameters (see website http://www.finsvc.duke.edu/gap/jvworkflow/). 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. Indicates with an X in the field if the document has been rejected for some reason (blank if not applicable)
Company Document Fisc Yr Fisc Pd
Doc Type
Reference
Originator
Originator Name
Department
Department Name Debit Tot Document Header Text Required Approvals
Completed
Rejected
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R/3 Journal Entry

6. To vertically scroll through this report, use the following buttons: First Page (Ctrl+Page up) to scroll to the top cover page. Next Page (Page down) to scroll to the next page. Previous Page (Page up) to scroll to the previous page. Last Page (Ctrl+Page down) to scroll to the last page. To print or export the report, use the Print button or Export button and follow the standard steps outlined in any Duke R/3 reporting class guide.
7.
8.
To display the parked document, choose one of the following: Click ONCE on any of the fields in columns that identify the document (i.e., those highlighted in blue - Company Code, Document, or Fiscal Year) Double click on the Fisc Pd, Doc Type, or Reference column fields for that document line. Click once on the other column fields to place the cursor on Doc Display button. that line and then click on the
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9 11 10
9.
To view the approvals needed to complete the workflow, double click on the orange highlighted field for the Required Approvals column for that document.
10. To view who rejected a document, double click on the Rejected field for that document (applicable only if X displayed in that field).

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R/3 Journal Entry
Posted Journal Entries (JVs) Report (ZF181)

Via User Menu: Financials DUHS Reporting OR University Reporting Workflow Reporting Posted Journal Entries (JVs)
On the Workflow Summary Report of JV Documents (Posted) selection screen:
1.
Enter as many of the fields in the Standard Report Selection as possible per the suggestions below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible. For help, use the menu path Help Application Help. Company Code enter the four digit Company Code (e.g., 0010 for Duke University, 0030 for Duke Hospital, etc.) that was entered by the originator on the document header. Fiscal Year enter the fiscal year desired (example 2006). Posting Date enter the Posting Date or a range of dates that might have been entered on the journal entrys document header when created (this report is for Non-posted documents so this is not asking for the actual Posting Date).
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Posted Journal Entries Report (cont.)

Document Date enter the Document Date or a range of dates that might have been entered on the journal entrys document header when created. Document Type enter the Document Type or range of Document Types that might have been entered on the journal entrys document header when created (e.g., SA, ZJ, or ZB). Reference enter the eight digit Assigned JV reference number that might have been entered on the journal entrys document header when created (example JV091234, where the 09 represents the fiscal period and the last four digits are the actual assigned number). Entry Date enter the date or a range of dates when the journal entry document might have been entered or completed in the R/3 system, which initiates the workflow process. 2. OPTIONAL: Enter ONE of the fields in the Further Selection (with Originator or Org Unit) section as outlined below: Note: The more selection criteria entered, the quicker the report will run. To avoid the report timing out, please enter as many selection fields as possible. For help, use the menu path Help Application Help.
Originator enter the SAP User ID of the person who originated or created the journal entry document (the person who either parked or completed the Journal Entry document). Org. Unit For Company Code 0010, enter the 10 digit org. unit (known as the BFR Code) associated with the originator of the document. For all Health System Company Codes (0020 0060), enter the 8 digit org. unit (known as the Cost Center Group or Profit Center Group) associated with the originator of the document. 3. When all selection criteria is entered, click on the button to generate the report.
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Execute
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On the resulting Workflow Summary Report of JV Documents (Posted) report screen:
5 6
4.
Use the horizontal scroll bar to view all columns outlined:

The four digit company code for the posted journal entry document The R/3 document number for the posted journal entry (has a leading zero added to the number). The fiscal year for the posted journal entry document The fiscal period for the posted journal entry document 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). 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 . The SAP User ID of the person who created and either parked or completed the posted journal entry document. The name of the person who created and either parked or completed the posted journal entry document. 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. The name associated with the Department number above. The total amount of the debits for the non-posted journal entry document The text entered in the Document Header that provides a brief overview of the document.
Company Document Fisc Yr Fisc Pd Doc Type
Reference Originator (first field) Originator (second field)
Department
Department Name Debit Tot Document Header Text
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5. To vertically scroll through this report, use the following buttons: First Page (Ctrl+Page up) to scroll to the top cover page. Next Page (Page down) to scroll to the next page. Previous Page (Page up) to scroll to the previous page. Last Page (Ctrl+Page down) to scroll to the last page. To print or export the report, use the Print button or Export button and follow the standard steps outlined in any Duke R/3 reporting class guide.
6.
7.
To display the posted document, choose one of the following: Click ONCE on any of the fields that identify the document (i.e., those highlighted in blue - Company Code, Document, or Fiscal Period) Double click on the Posting Period, Reference, or Document Type fields for that document line. Click once on the other fields to place the cursor on that line Doc Display button. and then click on the
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8. To view the workflow history (approvals obtained), click ONCE on the line for that document (not on blue fields) and click on the Workflow Summary button.

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R/3 Journal Entry

Journal Entry Guide

Revised: 10/27/2006 9:27 AM

R/3 Journal Entry

Table of Contents (cont.)

INITIATE A JOURNAL ENTRY FROM THE EXCEL JV UPLOAD ..................101

APPROVE OR REJECT A COMPLETED DOCUMENT VIA THE APPROVERS SAP INBOX......................................................................118

FORWARD A COMPLETED DOCUMENT TO ANOTHER APPROVER.........131

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R/3 Journal Entry

Table of Contents (cont.)

DISPLAY A POSTED JOURNAL ENTRY DOCUMENT ..................................141

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R/3 Journal Entry

Transaction Code Quick Reference

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R/3 Journal Entry

Overview of the Journal Entry Process

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R/3 Journal Entry

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R/3 Journal Entry

Set User Preferences via Editing Options

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R/3 Journal Entry

Set User Preferences via Editing Options FB00

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R/3 Journal Entry

Editing Options (cont.)

Click on the Doc. display tab at the top of the screen.

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R/3 Journal Entry

Editing Options (cont.)

See Next Page for Another Option.

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R/3 Journal Entry

Editing Options (cont.)

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R/3 Journal Entry

Editing Options (cont.)

Click on the Menu.

Exit buttons to return to the User

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R/3 Journal Entry

Initiate and Complete a Journal Entry Document via Park Document

Description of fast entry screen template variants:

R/3 Journal Entry

Initiate and Complete a Journal Entry (cont.)

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R/3 Journal Entry

Initiate and Complete a Journal Entry (cont.)

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R/3 Journal Entry

On the Park Document: Document Header screen:

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R/3 Journal Entry

Initiate / Complete a Journal Entry (cont.)

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R/3 Journal Entry

Initiate / Complete a Journal Entry (cont.)

To choose a different screen template variant (OPTIONAL):

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R/3 Journal Entry