Edit Or Park GL Document (FV50)

Work Instruction
Functional Area: General Ledger / Edit or Park GL Document (FV50)
Purpose Central Accounts Receivable - General Ledger Journal Entries
Use this procedure to charge a department/unit for a non-salary expense or to adjust an incorrect line for a non-salary expense or revenue.
Trigger
Perform this procedure when a JV form is completed or a department/unit identifies a need to adjust an account line on a previous transaction or to “bill” an internal unit.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
·  Sap Easy Access User Specific Menu
o  Decentral Financial Procr - GL Doc type (BL or JE or GT) Park G/L Account Items
o  Central Financial Reviewer - AR (Financial Services)Park G/L Account Items
·  SAP Easy Acess Generic Menu
o  Select Accounting Financial Accounting General Ledger Posting Edit or Park G/L Documentto go to the Park G/L Account Document: Company Code UC screen.
Transaction Code
FV50
Business Process Information
·  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.
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.
·  Complete the following the first time you use the FV50 transaction:
o Click on the FV50 transaction screen. The following are
recommended settings. Select to the left of them.
o Select “Documents Not Cross-Company Code” so you don’t have to data enter the “UC” company code on each transaction.
o Select “Display Periods” to display the accounting period in which the document will post.
o “Local Currency” is already defaulted. Leave it this way.
o Select “Document Date Equals Posting Date” so SAP will fill in both dates, normally with today’s date. You can always adjust it if necessary.
o Select “No special G/L transactions.”
o Select “No partner business area in head screen.”
o In the Doc.type option field, use the option pull-down menu and select “Document type ready for input.”
o Click to save your user profile, then click .
o Enter /nfv50 in the Command field, then click to refresh the screen and bring in the editing options.
o Make sure your screen variant is set up for UC. Select EditScreen VariantSelect Screen VariantZFB50_UC_Variant. Once you select this screen variant and save your first document, the screen variant will save with your profile.
·  During a transaction you can check whether the account line entered is OK by clicking the “St” box to the left of the G/L acct field. This causes a check of the full line and a message regarding errors.
·  Use the functionality to access a list to the left of your screen. This Tree will include Screen variants, Account assignment templates, your Complete documents and your Parked documents.
11/7/2017
Ver: Rev 2012-1 / GL_FV50_Edit Park GL Doc_JE.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: General Ledger / Edit or Park GL Document (FV50)
Procedure
1. / Start the transaction using the menu path or transaction code.
Park 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 8
3. / Click .
Park G/L Account Document: Company Code UC (2)

4. / Click to the left of Account assignment templates.
Park G/L Account Document: Company Code UC (3)

5. / Double-click the account assignment template you want to edit.
/ A 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.
Information

6. / Click .
/ This is a warning that UC Flex is not repeating the header data that was on the original transaction which created the Account Assignment Template. You must carefully complete that for each new transaction.
Park G/L Account Document: Company Code UC (4)

7. / Click.
Park G/L Account Document: Company Code UC (5)

8. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Document Date / Required / The date the document is created
Example:
09/26/2006
Posting Date / Required / 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:
09/26/2006
This date normally defaults to today’s date, but can be changed.
Reference / Required / 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:
John Smith
This is a 16-digit open text field. Often it is used to record a reference document number to identify the document responsible for this JV or to record brief general data. If a NIU form has been completed, enter NIU, and then its number. You must enter the PI name in this field for document type GT.
Doc.Header Text / Required / The document header text contains explanations or notes which apply to the document as a whole.
Example:
1000000098 09/26/2006
This is a 25-character open text field. It must be completed when using document type BL , GT , and JE. For document type BL , the department’s contact and phone number should be entered in this field.
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:
JE
JE (Adjustments entered by decentralized departmental users for expense and revenue transactions posted incorrectly that do not involve grants.)
GT (Adjustments entered by decentralized departmental users for expense transactions posted incorrectly that involve a grant.)
BL (Billing transactions by one UC department to another. A grant line may be involved if a grant is being billed.)
Select the document type based on the JV transaction involved.
/ If your screen is not organized in the sequence demonstrated below and/or has extra fields, you need to adjust your screen variant to the UC Variant.
9. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
G / L acct / Required /
Example:
530201
D / C / Required /
Example:
Credit
Often the account line(s) of the credit are listed in the beginning and the debit line(s) afterwards. This is not mandatory but it is a good idea to be consistent in how your JVs are organized to help avoid errors.
Amount in doc. curr. / Required / Line item amount in document currency
Example:
1,500
Fund / Required / A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements
Example:
A100001
Cost Center / Required / Organizational unit for capturing costs
Example:
1780000001
Functional area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
4
Grant / Optional / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
1000027
Order / Optional / Cost Collector; Can vary from simple activities to complex projects and can cross an organization’s fiscal years, funding sources, and organizational units
Example:
P34500
WBS element / Optional / Work Breakdown Structure Element utilized to track plant projects
Example:
98052A
Text / Required / Description field providing additional information for an entry
Example:
Credit
This is a 50 digit field.
For document type BL the text for the credit account line should be the "From" that will print on the invoice document. Leave any other credit lines blank. The first debit account line text should be the "To" that will print on the invoice document. Leave any other debit lines blank.
For document types GT and JE, record the document number being JV'ed and the explanation in the first lines Text field to record the justification for the cost transfer.
Earmarked funds / Optional / Funds Reservation; Used to reserve portions of a budget for expected expenses
Example:
3000000164
Assignment / Required / Assignment number; UC Flex displays account line items according to the content of this field
Example:
09/26/2006
Do not change this field.
10. / Repeat Step9 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 UC Flex.
11. / Perform one of the following:
If You Want To / Go To
Save this transaction as a template / Step 12
Continue the transaction / Step 15
12. / Select Edit Acct assignment templates Save Account Assignment Template.
/ When you create an account assignment template you do not need to finish the transaction. You can leave most fields empty that will change each time you use the template which is the safest method.
Save Assignment Template

13. / 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 Exp 2006
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 in the account assignment template name.
/ If you are modifying and saving an account assignment template created by someone else, the previous account assignment template name will default. You must enter a new account assignment template name to save the template.
14. / Click.
Park G/L Account Document: Company Code UC (6)

15. / Perform one of the following:
If You Want To / Go To
Print the document before parking / Step 16
Park this transaction without printing / Step 22
16. / Clickto check the transaction and produce a screen view that demonstrates the journal entry that will be created when this document is posted.
Document Overview

17. / Click.
Print ALV List

18. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
Output Device / Required /
Example:
Locl
Number of copies / Required / Number of copies of the document to be printed.
Example:
1
19. / Perform one of the following:
If You Want To Print / Then / Go To
A single page or a range of pages / Select to the left of Print from page. / Step 20
All pages / Select to the left of Print all. / Step 21
20. / As required, complete/review the following fields:
/ Field / R/O/C / Description /
From (first field located to the right of Print from page.) / Required /
Example:
1
To / Required / End date when specifying a range of dates
Example:
3
21. / Click.
Document Overview (2)

22. / Perform one of the following:
If You Want To / Then
Park the document as complete / Click .
This triggers UC Flex to check the document for errors. You will need to correct all errors in order to process it in a completed status.
A central office will not post your document until it is parked as complete.
Park the document as incomplete / Click .
This allows you to complete the document at a later time. A central office will not post your document while it is parked in this status.
Use transaction FBV2 to complete a parked document that someone else created.
Use transaction FBV2 or FV50 to complete a parked document that your user id created.
/ The system displays the message, “Spool request (number XXXX) created without immediate output.”
/ If you are completing a BL document this is not the method to use to print the invoice. After the document is parked you will need to complete transaction ZBL to print the invoice.