GL Account Documents (JVs)
General Ledger Account DocumentsGL Account Documents(JVs)FI GU 310FI GU 310General Ledger Account Documents FI GU 310 v101Course Content Introduction AssessmentUnit 1 – Parking General Ledger Documents (JVs)Unit 2 – Document FeaturesUnit 3 – Document ProcessingCourse SummaryGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v1021
General Ledger Account DocumentsLearning Objectives At the end of this course you should be able to: Explain the general ledger document parking processCreate parked general ledger documents (JVs)Know how to display a parked documentKnow how to display a posted documentView and change an FI documentGeneral Ledger Account Documents FI GU 310 v103Prerequisites and Roles Prerequisites IRIS/SAP Awareness and Navigation Overview – UK 100Financial Overview – FI 200Roles General UsersDepartmental FI PersonnelGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v1042
General Ledger Account DocumentsPractice, Practice and More Practice Remember, the training sandbox is available 24/7 to practice whatyou have learned in class in a non-threatening environment Logong into the trainingg sandbox usingg yyour AD logong Work with others in your department to gain and transferknowledge about IRIS to each other Remember, practice makes perfect!Use the exercises you receive in class and run through themseveral timesGeneral Ledger Account Documents FI GU 310 v105G/L Account Numbering ConventionNumberAccount CategoryNumberAccount Category40xxxxTuition / Fees51xxxxSalary41xxxxpp fts53xxxx54xxxxOperating Expense43xxxxInvestment Income55xxxx56xxxxCapital Expense44xxxx46xxxxSales and nsferNumberu .htmlGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v1063
General Ledger Account DocumentsUnit 1g General LedgergParkingDocuments( JVs )General Ledger Account Documents FI GU 310 v107Learning Objectives At the end of this unit you should be able to: Explain the general ledger document parking process Create parked general ledger (JV) documentsGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v1084
General Ledger Account DocumentsWhat is a Journal Voucher? A JV is a document that allows for the transfer of costs from oneaccount to another. A JV often is initiated by the department that is “billing” the otherddepartmenttt or byb ththe departmentdtt initiatingi iti ti a correctionti or a costttransfer. It is a way by which the accounting records can be modified Manual JV’s are done by departments, automated JV’s are donebyy service centers such as Communications to bill for work theyyhave done. A few operations (Payroll and Plant Maintenance) have specializedfunctions in SAP that build “JV-like” entries that are internal toSAP.This provides the campus a means by which, after all entries areprocessed, the accounting should be correct.General Ledger Account Documents FI GU 310 v109Department Process – Parking a Document Enter the transaction in IRIS using transaction code FV50Simulate the journal voucher to validate entriesSave Parked Document as CompletePrint Completed Parked DocumentAttach any appropriate back-up documentationGet approval signaturesForward to responsible accounting office General Accounting (GA) Hospital Accounting (Hosp) Sponsored Project Accounting (SPA)General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v10105
General Ledger Account DocumentsAccounting Process – Posting the Document The responsible accounting office will: Review parked documentAudit transactionVerif the reference fieldVerifyPost the documentFile the documentationGeneral Ledger Account Documents FI GU 310 v1011Journal Voucher ProcessEntered and parked by department then posted by accounting.General Accounting,Hosp or SPAUK DepartmentJournalVoucherUK departmentcompletes FV50parks as completeJV document,approvals andrelated docsG/A auditsparked documentsand approvalsUK departmentcan changeparked documentwith FBV2UK departmentcan deleteparked documentwith FBV0UK departmentcan verify posteddocument withFB03General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v10G/A postsparkeddocumentsFilesjournalvouchers126
General Ledger Account DocumentsCharacteristics of a Parked Document Parking a transaction: Does not post to the financial systemAssigns a document numberVisible on the general ledger accountParked complete documents are reflected as an encumbrance in FMTwo types of Parked JV documents Parked Complete – ready to send to Accounting Located in the Complete Documents folder Save CompleteComplete, Saved as CompleteComplete, Saved CompletedParked Incomplete – do not send anything to Accounting Located in the Parked Documents folder You do not have either all the information or time to complete “I’ll get back to it later”General Ledger Account Documents FI GU 310 v1013Structure of Transaction Code FV50Header areaLine item areaTree areaGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v10147
General Ledger Account DocumentsTypical Header FieldsALL 4 Header fields are required andmust be completed before anything else Document Date: date of journal entryPosting Date: defaults to today’s dateReference: GA, HOSP, or SPADoc.Header Text: reason for the entryGeneral Ledger Account Documents FI GU 310 v1015Typical Line Item Entry FieldsLine Item Fields G/L AccountD/C – debit or creditAmount in doc. currencyCost Center, Internal Order or WBS Element.System enters gray fields from the master data validation of the entered information.General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v10168
General Ledger Account DocumentsCost Objects in Line items Cost objects post to either a: Cost CenterInternal Order (job order PPD, Communications, Dining Services, etc.)WBS Element (Grant, Capital Project)Enter the appropriate cost object at the line item levelCosts can only be posted to one “real” cost object per lineStatistical internal orders (user codes) are NOT real cost objects Cost Center and Statistical Order (covered in FI GU 320)WBS Element and Statistical Order (covered in FI GU 320)General Ledger Account Documents FI GU 310 v1017Screen Variant Z UK 1 for Line Item EntryLine area columns before selecting the Z UK 1 variantDouble click the variant to modify line entry section to show only fields used by UK.Line area columns after applying Z UK 1 variantGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v10189
General Ledger Account DocumentsAmount Information Section – FV50 Checks total debits and total credits as lines are entered Traffic light: green in balance, red out of balance Only important after last line entry when ready to simulateGeneral Ledger Account Documents FI GU 310 v1019Creating a Parked Document (JV) Enter all information in FV50Click on the Simulate buttonto simulate a postingVerify that the total line is showingCli ktto save thl t dClickthe ddocumentt as completedIf necessary, click on theAmount column header, thenclick the Display Sum icon toshow total line.General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v102010
General Ledger Account DocumentsCompleting a Parked Document (JV)When the document is Saved Completea document number is generatedDocument number is shown in thelower left corner of the status bar. To print re-display document – Simulate - then print the document: Print your document using the print iconObtain approval signaturesForward screen copy along with any required documentation to centralaccounting (General Accounting, Hospital, Sponsored Projects Accounting)General Ledger Account Documents FI GU 310 v1021Parked Incomplete DocumentTo park a document as incomplete - “I’ll get back to it later” Click the Save iconon the Standard Toolbar(no data validation is performed on theincomplete document)A document number is generatedWhen you are ready to Complete the document Find the document in the Parked Documents folder in the Tree areaDouble click the document to openComplete the document, simulate and Save as CompleteThe remainder of the process is the sameGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v102211
General Ledger Account DocumentsToolbar Icons and Push ButtonsSave – use when you can not complete the documentUse this to Park the document as IncompleteTree On, Tree Off – toggles access to Tree area and existing parked documentsCompany Code – set to UK00Simulate – to validate entries and simulate a posting, view your document and print screenSave as Completed – validates data, use when ready to send paperwork to AccountingPost – you will not “post” the document. Posting creates a financial transactionEditing options – user specific defaultsGeneral Ledger Account Documents FI GU 310 v1023Integration to FM and CO When parking a document “Save as Complete” both CO and FMare updated (funds are encumbered) When parking an “incomplete” document – no updates to CO andd ((no otherth dt are created)t d)FM are madedocuments To view the integration of a “Save as Complete” parked document,go to: Environment Accounting DocumentsStep 1: go to Environment Accounting DocumentsStep 2: select the document you wish to drill intoStep 3: in this example, we chose the FM documentGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v102412
General Ledger Account DocumentsExercises Exercise - Preparing IRIS for TrainingEExercisei 1.11 1 - EnterE t a ParkedP k d G/L DocumentDt – FV50General Ledger Account Documents FI GU 310 v1025Duplicating Line Item Text There are tools within IRIS that save you time and keystrokesUse the “ ” to copy line item text from one line item to the next input the text in the first line itemin the 2nd line item input a “ ”press enterGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v102613
General Ledger Account DocumentsQuick Balancing Act Use the “*” to balance debits and credits on a line item enter the amounts for all line items except the last lineon the last line type an “*” (asterisk) in the amount fieldpress enterThe “*” only balances to the lines above the line the asterisk is onGeneral Ledger Account Documents FI GU 310 v1027Line Item Icons Using these icons you can sort, delete or copy line items.General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v102814
General Ledger Account DocumentsExercises Exercise 1.2 – Enter a MultiMulti-line Parked G/L DocumentEExercisei 1.31 3 – EnterE t a MultiMultiM lti-lineli ParkedP k d G/L DocumentDt (Grant)(Gt)General Ledger Account Documents FI GU 310 v1029Unit 2DocumentFeaturesGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v103015
General Ledger Account DocumentsLearning Objectives At the end of this unit you should be able to: Enter text(s) in a document PrintP i t allll ttext(s)t( ) iin a ddocumentt Create your line layout used for printingGeneral Ledger Account Documents FI GU 310 v1031Available Text in Documents You can enter text in the following areas: header levelline item leveldocument levelCan view text using transaction code FB03 – Display DocumentIf document level text exists, the checkbox “Texts exist” will bechecked after the document has been postedGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v103216
General Ledger Account DocumentsEntering and Printing Document Level Text To enter document level text, go to the menu barExtras Document texts Double click on the text description you want and enter text To print document level text use the printer iconTo exit document level text click the back arrowGeneral Ledger Account Documents FI GU 310 v1033Printing Header and Line Item TextTo print header and line item text,print the document in the “display as list” mode.General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v103417
General Ledger Account DocumentsChange Line Layout When printing your JV, the list display on the screen can be changed. Select the change layout icon Then press enterExample: You would like the line itemtext field to appear on the line layoutSelect “text” from the hidden fieldswindow on the right and move it tothe left using the single arrow iconGeneral Ledger Account Documents FI GU 310 v1035Save your New Line Layout Select the Save Current Display icon to save the layoutNote: Use the Choose Current Display to select a layout to use Enter a name and description for your layoutSelect the User-specific checkbox If you want to set the new line layout as your default, go toSettings Layout AdministrationGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v103618
General Ledger Account DocumentsUploading JVs from an Excel Spreadsheet If similar Journal entries need to be entered, say monthly, rather thanentering each line item into FV50, you can upload them from ExcelA pre-defined Excel spreadsheet template is available from accountingYou must save the spreadsheet file as a text file prior to uploadingThe document and posting dates must be current (typically today’s date)Use transaction code ZFI PARK FROM FILE to uploadGeneral Ledger Account Documents FI GU 310 v1037Exercises Exercise 2.1 - Enter Text and Copy Line ItemsExerciseLine LayoutEi 2.22 2 – CreateCt a LiLt ini DocumentDt OverviewOiGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v103819
General Ledger Account DocumentsSummary You are now able to: Enter text(s) in a documentPrint all text(s)( ) in a documentCreate your line layout used for printingGeneral Ledger Account Documents FI GU 310 v1039Unit 3DocumentDt ProcessingPiGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v104020
General Ledger Account DocumentsLearning Objectives At the end of this unit you should be able to: Display and Change a parked documentDelete a parked documentActivate the Reference fieldSearch for documents using the Reference fieldDisplay and Change posted documentsRun reports for both G/L account activity (FBL3N) and Cost Centeractivity (KSB1)General Ledger Account Documents FI GU 310 v1041Parked vs. Posted Documents A distinction is made between parked and posted documents Display document transactions look different – parked and postedUse different transaction codes to display or change the documentsParked documents: Can change many of the fields of a parked documentCan delete a parked documentWhen parked complete, will show in the fund center as an encumbrancePosted documents Can only change reference and doc header text in the header areaCan only change text and assignment fields in the line detail areaCannot delete a posted document (reverse only)General Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v104221
General Ledger Account DocumentsDocument Transaction CodesUse the following transaction codes to maintaina parked and/or posted documentParkedDocumentsPosted FIDocumentsPurposeFBV3FB03Display a documentFBV2FB02Change a document(line item fields)FBV0N/A(cannot delete)FBL3NFBL3NDelete a parked documentDisplay line items bygeneral ledger account(s)General Ledger Account Documents FI GU 310 v1043Display a Parked Document – FBV3 Use FBV3 if you need to display a parked documentUse Document List button to view a list of documentsSelect the workflow tab to see who created the documentGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v104422
General Ledger Account DocumentsChange a Parked Document – FBV2 Change a parked document – FBV2 If you need to make changes to a parked document like adding text tofurther explain the transactionDo not make changes to the document after you have sent thepaperwork out for approvalImportant Note: You can change almost any field in a parked document because ithasn’t been posted as a financial transactionOnce a parked document has been posted as a financial transaction,ththereiis littllittle thatth t can beb changedhd (text,(t t assignment,it reference,fanddheader)General Ledger Account Documents FI GU 310 v1045Delete a Parked Document – FBV0 Delete a parked document – FBV0 You might need to delete a parked document if: it is a duplicate G/L document it’s easier to re-enter a new document then change it To delete the document Enter the company code, document number, and fiscal yearGo to the menu bar - Document Delete Parked DocumentNever delete a document after you have submitted the paperworkYou cannot delete a document that has been PostedGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v104623
General Ledger Account DocumentsPosted Document Display – FB03 Can display general ledger journal documentsEnter the document number, the company code and fiscal yearIf the document number is unknown,select the document list push button tobring up additional search capabilitiesAfter activating, you can search fordocuments using the Reference fieldFor a journal voucher, the referencenumber is the processing accountingoffice (GA,(GA HOSPHOSP, or SPA)For a vendor, the reference numberis their invoice numberFor a DAV, the reference prefix is D followed by the DAV numberFor travel reimbursement, the reference prefix is A followed by thedepartment and travel numberGeneral Ledger Account Documents FI GU 310 v1047Activate the Reference Field – Editing OptionsGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v104824
General Ledger Account DocumentsPosted Document Change – FB02 Use transaction code FB02 to change “posted” documentsFor posted documents you can only change: Line item text – reason for entry after postingAssignment field – user code after postingExtra textOnly the assignment fieldand text field can bechanged on this screenGeneral Ledger Account Documents FI GU 310 v1049Posted Document HeaderClick the Hat iconto see whocreated thedocumentYou can only change theDoc. Header Textand Reference textGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v105025
General Ledger Account DocumentsDocument OverviewTo display the entire document, select the document overview icon(the sun going over the view of the mountain)Double click on a line itemto drill into the itemGeneral Ledger Account Documents FI GU 310 v1051G/L Account Line Item Display – FBL3N Use to view the line items for general ledger accounts Use the dynamic selectionicon,for additional searchcriteria and narrow youroutput listCan view line items by status(parked, posted, etc.)Select “Type” ofline item: normal (posted)and/or parked itemsGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v105226
General Ledger Account DocumentsFBL3N – Dynamic Selection AreaHighlighted items are availableas additional search criteriaDouble-click to addto the right side listDouble-click highlighted criteria to remove from the right side listGeneral Ledger Account Documents FI GU 310 v1053G/L Account Line Item Display – FBL3NDisplay the “FI” view of the G/L Accounts for the requested cost centerGeneral Ledger Account Documents FI GU 310 v10General Ledger Account Documents FI GU 310 v105427
General Ledger
General Ledger Account General Ledger Account DocumentsDocuments General Ledger Account Documents FI_GU_310 v10 2 Learning Objectives At the end of this course you should be able to: Explain the general ledger document parking process Create parked general ledger documents (JVs) Know how to display a parked document Know how to display a posted document
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The joint control of these JVs; The apparent lack of any other customers for these JVs, other than IQE; The seemingly one way benefit to IQE from this relationship, where IQE books the profits and the JVs retain the losses; and The cash flo
Account B. Account A is decremented by 100 to 400 and a request for 100 credit to Account B is sent on Channel C12 to site S2. Account A 400, Account B (iii) Site S2 initiates a transfer of 50 from Account B to Account A. Account B is decremented by 50 to 150 and a request for 50 credit to Account A is sent on Channel Czl to site S1.
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JVs, If Needed Identify Approver(s) JVs for Specific Accounts, If Needed Identify Approver(s) for Profit Effect Threshold, If Needed Setup Processing. Set Up JV Approvals and JV Approval Processing Flow Step 1 – Users: Set Up Roles, Security, Data Access, JV Approvers for Users Find Rol
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