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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 INITIATOR’S 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

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 INITIATOR’S 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 APPROVER’S 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

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 Approver’s 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


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.


Download attached file

Journal Entry Guide