Work Instruction
Functional Area: General Ledger / Enter GL Accounting Document
Purpose General Ledger Management - Cash Management - Grants Management - Project Creation and Management - Endowment and T.I.P. Management
Use this procedure to enter journal vouchers (JVs). This transaction will be used by central offices to process individual journal entries that are not robots or interfaces. Cash transfers between funds will be processed via FB50 as well as expense and revenue transfers and entries utilizing balance sheet accounts.
Trigger
Perform this procedure when a JV form is submitted by a decentral department or when the central department has a need to process a journal entry.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
·  Select AccountingFinancial AccountingGeneral LedgerDocument EntryFB50 - Enter G/L Account Document to go to the EnterG/L Account Document: Company Code UC screen.
Transaction Code
FB50
Helpful Hints
·  The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
·  On certain screens you may have to scroll to view some data entry fields.
·  Verify that your screen variant is set up for UC. (Edit Screen Variant Select Screen Variant ZFB50_UC_Variant). Once you select this screen variant it should save with your profile.
·  Also click the “Editing Options” icon on the FB50 transaction screen. The following are recommended settings. Check them and select the save icon to add these to your user profile:
1. Check “Documents Not Cross-Company Code” so you don’t have to data enter the “UC” company code on each transaction.
2. Check “Display Periods” if you prepare JVs after month-end but before closing that will post in that prior month. Also select this option if you ever leave documents in saved status crossing months so you can adjust the dates and the period.
3. “Local Currency” is already defaulted. Leave it this way or you will have to enter “USD” for every transaction.
4. Uncheck “Documents only in local currency”. If this field is selected, the Currency field in the FB50 transaction will be grayed out. This will prevent the ZFI_ROBOT from working.
5. Check “Document Date Equals Posting Date” so SAP will fill in both dates, normally with today’s date. You can always adjust it if necessary.
6. Click on the Doc.type option pull-down menu and select Document type ready for input.
Work Instruction
Functional Area: General Ledger / Enter GL Accounting Document
Procedure
1. / Start the transaction using the menu path or transaction code.
Enter G/L Account Document: Company Code UC

2. / Perform one of the following:
If You Are / Go To
Using an Account Assignment Template / Step 3
Not using an Account Assignment Template / Step 6
3. / Click to the left of Account assignment templates.
/ The list of account assignment templates created under your user profile is displayed. To access account assignment templates that were created by someone else’s user profile, select EditAccount Assignment TemplatesSelect Account Assignment Template.
4. / Double-click on the account assignment template you want to edit.
Information

5. / Click .
/ This is a warning that SAP is not repeating the header data that was on the original transaction which created the Account Assignment Template. You must carefully complete this information for each new transaction.
Enter G/L Account Document: Company Code UC (2)

6. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Document Date / Required / The date the document is created
Example:
03/21/2005
Currency / Required / Monetary unit; The currency of the entity processing transactions
Example:
USD
Posting Date / Required / The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.
Example:
03/21/2005
This date normally defaults to today’s date, but can be changed.
Period / Required / Unit that subdivides a fiscal year
Example:
9
Standard set-up does not show this field. If you are doing any post-dating into an open, prior period you must have this option selected in your “editing options” before you begin the transaction. Once the editing option is selected to show this field, you will have to maintain the posting period field in FB50. You may wish to keep this off until an occasion arises when you need to enter a transaction in the new month before closing to avoid maintenance of this field.
When changing a posting date to an open prior month, you must also change the period to coincide with this date. Otherwise, SAP will change the posting date back to the current month without notice when the document is saved.
Reference / Required / Allows for further clarification of an entry by reference to other sources of information, either internal or external to SAP; Any SAP-posted document number can be used as a "reference" when entering a new document.
Example:
John Smith
This field is used to record a reference document number to identify the document responsible for this JV or to record brief general data. Maximum 16 digits. When entering a GT document, the PI name must be recorded in this field.
Doc.Header Text / Conditional / The document header text contains explanations or notes which apply to the document as a whole.
Example:
#100005378, 3/5/05
This field must be completed when using document type GT and JE. The document number and posting date of the document being JV’d should be listed.
Document type / Required / Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database.
Example:
SA (Adjustments entered by central office personnel.)GT (Adjustments entered for expense transactions posted incorrectly that involve a grant.)
Select the document type based on the JV transaction involved. Special document types have been provided for each of the interfaces and for adjusting interface data. In addition, BL has been provided to departmental users for internal billing and the printing of invoices and JE has been established for non-salary, non-grant transfers initiated by decentralized users.
7. / As required, complete/review the following fields:
/ If your screen is not organized in the sequence demonstrated and/or has extra fields, you need to adjust your screen variant to the UC Variant.
8. / Repeat Step 7 for each line item you need to enter.
/ The dollar amount of debits must equal the dollar amount of the credits before the document can be posted into SAP.
9. / Perform one of the following:
If You Want To / Go To
Save this transaction as a template / Step 10
Continue the transaction / Step 13
10. / Select Edit Account Assignment Templates Save Account Assignment Template.
/ When you create an account assignment template you do not need to finish the transaction. You can leave empty most of the fields that will change each time you use the template. This is the safest method.
Save Assignment Template

11. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Act asst temp. / Required / Template for postings that occur regularly; For example, an account assignment model might be created to speed up the monthly entries associated with spreading overhead revenue to various cost centers each month.
Example:
Office Supply Expense
Name the account assignment template based on your own choice of naming conventions. You may choose to have it be very descriptive and/or include your name or department.
12. / Click .
Enter G/L Account Document: Company Code UC (3)

13. / Perform one of the following:
If You Want To / Then / Go To
Print the document before saving, posting or parking / Click . / Step 14
Save the document and park-as-complete without printing / Click . / Step 17
Park the document without finalizing / Click .
The document does not have to be complete or in balance in order to park it. Transaction FBV0 must be used at a later date to finish and post the document. / Step 18
Post the document / Click .
The system generates the message, “Document XXXX was posted in company code UC.” / Step 18
Document Overview

14. / Review the displayed information.
15. / Click .
The document number will not print on this form because the transaction has not been parked or posted. If you want to print the document with its number, use transaction FB02 or FB03 after this transaction has been parked or posted.
Print ALV List

16. / Click .
Document Overview (2)

17. / Click .
/ The system generates the message, “Spool request (Number XXXX) created without immediate output.”
/ The SAP document number will not generate until you save this transaction. Hand-write the document number on the paper after you park or post the document. (The transaction number prints at the bottom of the screen.) Or, after parking the document, you can go to transaction FBV2, simulate it, and then print it. At that point the transaction number will print on the paper. Once you post the document there is no way to print the full journal entry.
/ SAP checks the document for errors. All errors must be corrected prior to posting the document.
Enter G/L Account Document: Company Code UC (4)

18. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Document XXXX UC was parked.”
19. / You have completed this transaction.
10/4/2017
Ver: / 01_GL_FB50_Enter GL Acctg Doc_R1_JEsCntrlUsers_02.udc
© University of Cincinnati / 12/13
Work Instruction
Functional Area: General Ledger / Enter GL Accounting Document
Result
You have parked, printed, parked as complete or posted an accounting document.
Comments
None
10/4/2017
Ver: / 01_GL_FB50_Enter GL Acctg Doc_R1_JEsCntrlUsers_02.udc
© University of Cincinnati / 13/13