Work Instruction
Functional Area: Accounts Receivable / Change Accounting Documnet_Non-Invoice/Cashier (FB02)
PurposeNon-Invoice Related Customer Payments
Use this procedure to to change or add information to assignment or text fields in an accounting document.
Prerequisites
None
Menu Path
Use the following menu path(s) to begin this transaction:
  • SAP Easy Access User Specific Menu
  • SelectDecentralFinancial Processor - Non AR (Deposits) or CashierChange Document
  • SAP Easy Access Generic Menu
  • Select Accounting Financial Accounting General LedgerDocumentChange
Transaction Code
FB02
Helpful Hints
  • The R/O/C column the field description tables below defines whether the field is Required, Optional, or Conditional
  • On certain screens you may have to scroll to view some data entry fields.
  • Only text fields can be changed.

11/8/2017
Ver: Rev 2014-1 / GL_FB02_Chg Acctg Doc_NonInv.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Accounts Receivable / Change Accounting Documnet_Non-Invoice/Cashier (FB02)
Procedure
1. / Start the transaction using the menu path or transaction code.
Change Document: Initial Screen

2. / Perform one of the following:
If / Then / Go To
You don't know the document number / Click the Document list button to search for the document. / Step 3
You know the document number / Click in the Document Number field to enter the document number. / Step 8
/ The Document Number field may display the last document number you changed or viewed.
Document List

3. / As required, complete/review the following fields:
Field / R/O/C / Description
Company code / Required / At UC, the Company Code will always be UC.
Example:
uc
Document Number / Optional / The unique identification value assigned to a business event as it is processed in UC Flex. FYI the system automatically creates and assigns document numbers as each document is posted. Note: manual assigning of document numbers is not possible
Example:
1400000550
Fiscal Year / Required / State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year
Example:
2006
Document type / Required / Document type classifies accounting documents.
Example:
gf
Posting date / Optional / The date on which a transaction in UC Flex will be posted to the appropriate accounts; UC Flex 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:
06/14/2006
Entry date / Optional / Date when the information was entered
Example:
06/14/2006
Reference number / Optional / Open field available to enter a variety of information, such as invoice numbers and other cross-reference information.
Example:
4500003851
You could enter the invoice number or Purchase order number which drove the document
4. / Perform one of the following:
If You Want To / Then
Display Noted items such as prepayment requests / Click the Display noted items check box
Display only documents you originally entered / Click the Own documents only check box
5. / Click the Execute button .
Document List

6. / Double-click DocumentNo / UC field .
7. / Go to step 10.
Change Document: Initial Screen

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification value assigned to a business event as it is processed in UC Flex. FYI the system automatically creates and assigns document numbers as each document is posted. Note: manual assigning of document numbers is not possible
Example:
1400000550
Company Code / Required / At UC, the Company Code will always be UC.
Example:
uc
Fiscal Year / Optional / State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year
Example:
2006
9. / Click .
Change Document: Overview

10. / Double-click on the line you want to change.
/ Only certain fields may be changed on a poster document. For a line the Assignment and Text field may be changed.
Change Document: Line Item 002

11. / As required, complete/review the following fields:
Field / R/O/C / Description
Assignment / Optional / Assignment number; UC Flex displays account line items according to the content of this field
Example:
3660200000
This is a short free-text field that you can use to record other data, but it DOES NOT PRINTon the A-152 form.
Text / Optional / Description field providing additional information for an entry
Example:
John Brown - Registration
This field PRINTS on the A-152 form and is a free text field that can be used to add descriptive information.
12. / Perform one of the following:
If You Want To / Then / Go To
Add additional text information / Click / Go to step13.
Add or change header text / Click / Go to step19.
Save your changes / Click . / Go to step 22.
Long Text for Document Line Item

13. / As required, complete/review the following fields:
Field / R/O/C / Description
Notes / Optional / This is a free form field. Add notes as helpful to explain the transaction.
Example:
see further notes
14. / Click button if more text needed to be added.
Change Notes: UC 14000005502006002 Language EN

15. / Click Microsoft Word Document text box and edit or paste text as necessary.
/ Any text or screen shot can be copied here.
To copy a total screen shot go to your document and while holding down the control key press the print screen key. Then come back into the SAP Change Notes screen and while holding down the control key press the V key. You should now see your screen shot.
To copy text from your document highlight the text you want to copy and while holding down the control key press the C key. Then come back into the SAP Change Notes screen and while holding down the control key press the V key. You should now see your selected text.
16. / Click to return to the previous screen. The text will be saved when the document is saved.
Long Text for Document Line Item

17. / Click the Copy text button .
18. / Go to step 12.
Document Header: UC Company Code

19. / As required, complete/review the following fields:
Field / R/O/C / Description
Doc.Header Text / Required / The document header text contains explanations or notes which apply to the document as a whole.
Example:
This is a non gift entry
This is a UC required field. Enter an explanation for the payment being deposited.
Reference / Optional / Allows for further clarification of an entry by reference to other sources of information, either internal or external to UC Flex; Any UC Flex-posted document number can be used as a "reference" when entering a new document.
Example:
GLJE DCEN-001
20. / Click the Continue/Confirm button .
21. / Go to step12.
Change Document: Initial Screen

22. / Click the button until you return to the SAP Easy Access screen.
11/8/2017
Ver: Rev 2014-1 / GL_FB02_Chg Acctg Doc_NonInv.udc
© University of Cincinnati / 1/14
Work Instruction
Functional Area: Accounts Receivable / Change Accounting Documnet_Non-Invoice/Cashier (FB02)
Result
You have changed an accounting document.
11/8/2017
Ver: Rev 2014-1 / GL_FB02_Chg Acctg Doc_NonInv.udc
© University of Cincinnati / 1/14