How to upload jv in sap?

Rules Governing Journal Vouchers

Submission to CAOGoverning the use of journal documents are guidelines or rules for their submission to CAO. These include:

Not allowed

Entry reminders

Required before CAO can post

Reclassification of charges All reclassifications must be appropriate to the cost object or GL account being charged. If the cost object (usually a sponsored WBS element) or GL account (payroll, equipment, or travel, for example) is subject to budget restrictions or other special rules, the reclassification must be in compliance with these restrictions or other special rules.

Documents involving the reclassification of a charge to a federally sponsored cost object must provide the following information:

Journal vouchers that alleviate an overrun require all relevant documentation to substantiate the entries.

Journal vouchers that alleviate an overrun in a sponsored project by assigning the overrun to a cost center or internal order supported by the Institute's budget or fund must use the G/L account 420314, Recorded Project overrun - No O/H. This is necessary to preserve the Research Base as required by Federal regulations.

Entries for which the receipt date is within the effective dates of the cost objects. Receipt dates outside the effective dates require compliance approval.

Internal meetings Journal vouchers for internal meetings must include the following:

Post any related alcohol charges to the G/L account 421205, alcoholic beverages.

Travel, equipment, and other fixed assets Journal vouchers charging travel, equipment, or other fixed asset accounts must follow the Institute's underrecovery, travel, and capitalization policies.

Compliance with Generally Accepted Accounting Principles

Activity requiring either operational or compliance review will be forwarded to the appropriate office in CAO. Compliance approval is associated with complying to generally accepted accounting principles and government regulations. Operational approval is associated with the need to have a review for data integrity requirements.

CAO approval is required for the following costs before a journal voucher can be posted. JVs requiring compliance approval are reviewed for compliance with generally accepted accounting principles and government regulations. JVs requiring operational approval are reviewed for data integrity (e.g., payroll).

Operational Approval Required An operational review entails ensuring internal MIT data integrity, e.g., property, payroll, and travel vouchers.

Payroll Activity Approval required for:

Compliance Approval Required A compliance review determines whether the journal voucher complies with government regulations and generally accepted accounting principles, e.g., journal vouchers to sponsored research accounts.

Travel advances Approval required for:

Reclassifications involving non-recoverable costs Approval required for:

Journal voucher entries involving receipt date outside of effective dates Approval required for:

Any entries for which the receipt date of any transaction does not fall within the effective dates of the cost objects, that is, if the cost object has started after, or ended prior to, the receipt date.

Operational Functionality

1. JV document types

G/L Account Selection Tables

G/L account numbers between 100000-169999, 200000-299999, 300000-399999

For document types SA, cost objects (cost center, internal order, or WBS element) are not required for G/L account numbers between 100000-169999, 200000-299999, 300000-399999.

G/L account numbers between 400000-499999 or 800000-899999 or any combination

G/L account numbers between 400000-499999 or 800000-899999 or any combination require a cost center or internal order or WBS element. Each line item must have one assignment to complete the entry.

• Download the template for uploading.
• Open the template file, copy the header and line item sections, and paste them on the same sheet page as the default sections.
• Adjust the header sequence on the sheet page.
• Fill in the information of general journal entries.
• Save your changes.

Over the years, those who worked in SAP General Ledger are very familiar with the two shortcomings of SAP GL in core Financials. One being, the famous (almost notorious) “999” line item limitation for journal entry and the other – missing standard functionality of General Ledger Upload. Both these functions need a programming change – were part of RICEF listing – Enhancement for “999” limit and Interface for GL upload. SAP did solve one of these two issues – “Fiori App” - Upload General Journal Entries has been released for uploading Journal Entries, eliminating the need for “Enhancement” or external tools such as “Winshuttle Journal Upload”. The “999” line limit will be a topic for subsequent blog posts from GyanSys' Solutions Lab. This GyanSys Digest will focus on “Simplification” around Upload Journal Entries.

Most journals are posted automatically from other integrated modules in SAP. Inventory Movements, Customer Invoicing, Vendor Invoicing, Production Activities update General Ledger at real time. While this integration is in built, General Ledger Accountants need to make large set of Journals at month end for Accrual Posting, Recurring Postings or Journals from non-SAP systems. Until now, there is no SAP standard or simplified upload process. It has been given practice to either use an external tool – such as “Z Option”, Winshuttle or Custom Interface wrapper around SAP Standard BAPI.  With SAP S/4 version 1709 onwards, this upload functions are made available for General Ledger Entries.

For posting Journals through this upload program, two Fiori Apps need to be used. Fiori App - Post General Journal Entries posts the Journals in the system and Fiori App Upload General Journal Entries actually uploads the data and keeps ready for posting app.

Post General Journal Entries App has been available from initial SAP S/4 versions. However it has undergone changes in 1709 to accommodate the Upload App. The following illustration provides end-to-end flow of the General Ledger Upload:

Following key features are available:

Following limitations have been identified:

This blog post is part of GyanSys Solutions Lab's weekly series titled SAP S/4 1709 Simplification Digest. Come back every Friday for a new post or you can subscribe below to get updated every time a new post is published! Contact us to learn more about changes in SAP S/4 1709 and how it impacts your organization.