Navigating the SAP User Menu Screen Quick Reference for Mac
Transcript Of Navigating the SAP User Menu Screen Quick Reference for Mac
Navigating the SAP User Menu Screen Quick Reference – for Mac Users
PC Users (other side)
Command field
Follow the menu path: Extras>>Settings to change user settings on the SAP User Menu screen.
System name, session, and client
Menu bar SAP Standard Menu screen button
SAP User Menu screen button
List of “favorites” you can create; frequently used transactions and URLs
Click on an arrow to open and close folders.
Double-click to start a transaction.
SAP water graphic; to remove it, follow the menu path: Extras>>Settings. Select Do not display picture.
Navigation area
Status Bar
Navigation Area Navigation Path
Menu Bar Command Field User Menu button SAP Menu button Create a Favorite Status Bar User Settings
Working area on the SAP User Menu screen where the menu and Favorites folders are located. Open the folders until you see a transaction name such as Create a Requisition. Double-click on it to start a transaction.
Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction. For example, the navigation path for Create a Requisition is:
- User Menu - Role ZMIT - Purchasing - Requisitions - Create a Requisition
Allows you to perform some system and display functions through a dropdown menu.
Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen. Type in a transaction code such as /nme51 and press Enter to bring up the transaction.
Click on the SAP User Menu screen button to access the Roles menu folders for which you have authorization.
Click on the SAPMenu button to access the SAP menu folder, the equivalent of the SAP R/3 menu.
Open the folders and click on the transaction you want to add to the Favorites folder.
Follow the menu path: Favorites >> Add or click . To use the favorite, double-click on it.
Shows the same system information that is on top of the screen.
The following settings can be turned on and off: display water graphic, display transaction code to the left of each transaction item, put Favorites folders on the bottom of the screen, display Role ZMIT folder, display only Favorites folder, but not menu ones.
Navigating the SAP User Menu Screen Quick Reference – for PC Users
Click the arrow to open the Command field.
Follow the menu path: Extras>>Settings to change user settings on the SAP User Menu screen.
Windows buttons – Place cursor over them to highlight them.
Menu bar
SAP Standard Menu screen button
SAP User Menu screen button List of “favorites” you can create; frequently used transactions and urls
Click on an arrow to open and close a folder.
Double-click to start a transaction.
SAP water graphic; to remove it, follow the menu path: Extras>>Settings. Select Do not display picture.
Navigation area
Navigation Area
Navigation Path
Menu Bar Command Field User Menu button SAP Menu button Create a Favorite Status Bar User Settings
Click the arrow to open the Status Bar.
Working area on the SAP User Menu screen where the menu and Favorites folders are located. Open the folders until you see a transaction name, such as Create a Requisition. Double-click on it to start a transaction.
Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction. For example, the navigation path for Create a Requisition is:
- User Menu - Role ZMIT - Purchasing - Requisitions - Create a Requisition
Allows you to perform some system and display functions through a dropdown menu.
Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen. Type in a transaction code such as /nme51 and press Enter to bring up the transaction.
Click on the SAP User Menu button to access the Roles menu folders for which you have authorization.
Click on the SAP Menu button to access the SAP menu folder, the equivalent of the SAP R/3 menu.
Open the folders and click on the transaction you want to add to the Favorites folder.
Follow the menu path: Favorites >> Add or click . To use the favorite, double-click on it.
When open, shows system name, session, and client on the left.
The following settings can be turned on and off: display water graphic, display transaction code to the left of each transaction item, put Favorites folders on the bottom of the screen, display Role ZMIT folder, display only Favorites folder, but not menu ones.
Doc#: C-010327-UMS-KH-1.00
Copyright 2001 Massachusetts Institute of Technology
SAP – Frequently Used Buttons – Quick Reference
Note: Keyboard shortcuts for the same buttons may be different depending on the SAP screen you are using.
Standard Toolbar Buttons
Keyboard Button Shortcut Description
Keyboard Button Shortcut
Description
Button
Keyboard Shortcut
Description
Enter key Enter/Continue
Ctrl P
Print
Page Down
Next page
Ctrl S F3
Save to database
Back
Shift F3 F12
Exit system task
Cancel
Ctrl F
Find
Ctrl Page Down Last page
Ctrl G
Continue Search
Ctrl Page Up First page
Page Up Previous page
F1
(Mac only)
None
(PC only)
Alt 12
(PC only)
Help
Create new session Customize local layout
Application Toolbar and Screen Buttons
Keyboard Button Shortcut Description
Keyboard Button Shortcut
F8
Execute
Shift F2
Description Delete
Button
Keyboard Shortcut
Shift F5
Description Get variant
F5
Overview
None
Update/ Refresh
Navigation Buttons
Keyboard Button Shortcut Description
Button
Enter key Enter/Continue/ Copy
F12
Cancel
Ctrl F10 User menu
Keyboard Shortcut F8
Shift F1 Shift F7 Ctrl F11
Description
Scroll left
Scroll right Next Item SAP menu
Ctrl F7 Previous layout
Ctrl F8 Next layout
Shift F6
Selection screen help
Button
Keyboard Shortcut Ctrl Shift F1
Ctrl Shift F2
Ctrl F12
F6
Description
Move Favorites Up
Move Favorites Down
Business Workplace Menu
Display Period screen
Matchcode Buttons
Button
Keyboard Shortcut
Description
F4
(Mac)
Display Matchcode list
F4
Display Matchcode list
(PC)
Shift F6
Restores the original Matchcode list
Button
Keyboard Shortcut
F6
Shift F6
(PC only) Shift F4
Description
Insert in personal list. Click on an item, then on the button.
Display personal list. After you create the personal list, click to end the list.
Hold list displayed while you make a selection. Click on the button, then double-click to select a value.
Working with Data
Button
Keyboard Shortcut
Ctrl F1
Description Select all items
Button
Keyboard Shortcut
Ctrl F2
Description Deselect all
Ctrl F3 F5 F7
Start/end of block. Select first item; click button. Select last item; click button.
Change sort order to descending or ascending.
Display all possible values.
Ctrl F6
Display results
None F8
Multiple Selection. Include or exclude single values or ranges.
Collapse All
Shift F4
F2 None
Transactions
Button
Keyboard Shortcut
F6
Dynamic Selections. Allows you to select additional fields for search criteria.
Selection Options. Choose values <, >, ≠, etc.
Replace item back into workflow in Workflow Inbox.
Shift F5
Restrict values on Matchcode list.
F5 (Mac)
Display → Change. Switches from display to change mode.
Description Display header details.
Button
Keyboard Shortcut
F2
Description Display details
F2
Shift F6
F7
Text Button
Shift F5 Ctrl F12
Keyboard Shortcut Shift F2
Display line item details.
Display conditions for a PO line item. Display the vendor address for a PO. General Statistics (Reqs) PO History
Ctrl Shift F6 Ctrl F11 Shift F5 None
Description Delete selection line
Button
Keyboard Shortcut
F9
Ctrl F10 Shift F6 Ctrl Shift F1
(PC only)
F6
Item text (POs) Detailed text (JVs) Cut text (JV item text)
Create text (JVs)
F9
(PC only) (Mac only)
Ctrl Shift F2
Shift F4
Show release strategy for PO. Display delivery address.
Display the delivery schedule for a PO line item. Services for object (Display JVs, Reqs)
Description Paste text into field after you copy or cut it. Position the cursor and click the button. Select. Click in a line item, then on the button. Copy text (JV item text)
Search and replace words in the JV text screen.
Copyright 2001 Massachusetts Institute of Technology Doc #: C-010301-BUT-KH-4.00
SAP Matchcode Quick Reference
Display Matchcode List or Search
Click in the field and then on the Matchcode button to the right of the field. Note: Not all fields have Matchcodes.
Mac:
PC:
Types of Matchcodes
A. Hit List – for a short list of values –
1. Scroll down to see all the values.
2. Double-click on a value such as 1040 to select it.
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Search the Hit List (optional):
3. Click the Find button.
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4. When the Find box appears, type in a search term such as computer.
5. Clear the check boxes for Starting at current line
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and/or Only on current page unless you want to
limit your search accordingly.
6. Type in a number to limit or expand your search
results in Cancel search after hits.
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7. Click the Find button at the bottom of the screen.
8. Double-click on the value to select it from the list
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that appears.
9. Double-click again to copy it into the entry field.
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B. Restrict Value Range – category search –
On a Mac:
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1. Click on the Tab List button and select from the list. (The name of the tab may be wrong for the category you selected but the screen is correct.)
2. Type in your search term. You can enter more than 2
one field.
TIP: Type part of the word followed by an asterisk, (such
as sera*) if you don’t know the full name.
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3. Type in a number in the Restrict display to field to limit your search or click No restrictions.
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4. Click the Enter button.
5. Double-click on the value to select it.
On a PC:
1. Click on the arrows to scroll through the tabs, then click on one; or use the Tab List button and select from the list like the Mac.
2. Type in your search term. You can enter more than one field.
TIP: Type part of the word followed by an asterisk, (such as sera*) if you don’t know the full name.
3. Type in a number in the Restrict number to field to limit your search or click No restriction.
4. Click the Enter button.
5. Double-click on the value to select it.
C. Calendar Search – for month, day, and year –
On a Mac:
1. Click on the month and year on top of the screen. Select from the dropdown list.
2. Double-click on the number in the middle to select a day.
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On a PC:
1. Scroll up and down in the navigation bar on the right to find the month and year. They are listed on the left side of the box.
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2. Double-click on the number in the middle to select a day.
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Create your own Personal Matchcode List (on the Hit List Matchcode screen)
Insert in Personal List Display Personal List
Delete from Personal List Display all values Doc#: C-010108-MAT-KH-1.00
Add a value to your list. Click on a value, then on the button. Repeat for as many values as you want in the list.
Displayed after you select a personal value. Click on this button after you select your values to view the entire list. This list then becomes the default whenever you click on the Matchcode button for that field.
Same button as the Insert button but on the Personal Value List screen. Click on a value, then on the button to delete the value from the personal list.
Used on the Personal Value List screen. Click to display the original Matchcode list.
Copyright 2001 Massachusetts Institute of Technology
SAP - Create Journal Voucher Quick Reference
Navigating to Create Journal Voucher
From the SAP Easy Access Screen, follow the navigation path: User Menu Journal Vouchers Parked JVs Create a Parked JV Or use the transaction code: /nf-65
1. Complete Initial Screen:
Document date:
Today's date or the receipt date from the source document. For FY documents enter 06/30/yy (yy=fiscal year that just ended).
Doc.type:
SA – for periods 1-12 FY – for period 13
Company code: Select correct company code.
Posting date:
Today's date or the receipt date from the source document. For FY documents enter 06/30/yy (yy=fiscal year that just ended).
Currency/rate: USD
Header text: (Optional)
Short description of the transaction, for your reference only
2. Click the Fast entry button.
3. Enter Debits and Credits:
Complete the following fields for each line item:
PK:
Posting Key:
40 – for debit
50 – for credit
Account:
G/L account
Cost ctr: Order WBS element
Enter only one cost object.
For FY documents, use WBS elements less than 5000000.
Due date:
Enter date of original transaction; otherwise leave blank. If cost object has closed since the transaction occurred, you can backdate the expense.
Amount:
Amount of debit or credit
Text:
Description of transaction
Note: Be sure debits & credits balance to zero.
4. Follow the menu path: Extras >> Texts…
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5. Enter Explanatory Text
a) In the “Text in Accounting Document” dialog box, double-click on 'Correspondence.
b) Type an explanation in the Text Screen and click the Back button.
c) You are returned to the “Text in Accounting Document” dialog box. Click the Enter button.
6. Add, Change, or Delete line items:
a) To add line items, click the Fast entry button and enter line items as described above.
b) To change a line item, click the Fast entry button and make changes on the Fast Entry screen. Then follow the menu path: Extras >> Texts… to make text changes.
c) To delete a line item, click the line item once to select it and follow the menu path: Edit >> Delete.
7. Park the Journal Voucher
To save the JV and work on it later:
Follow the menu path: Document >> Park document
Note: Write down the document number that appears at the bottom of the Initial Screen.
8. Complete the Journal Voucher
To submit the JV for review and posting:
a) Follow the menu path: Document >> Complete.
b) The “Backup Notification” dialog box asks if you are sending backup to CAO. Click Yes or No accordingly (Do NOT click Cancel).
Note: Include the document number with all backup. Your JV will not be posted until the backup is received and matched with the JV.
c) For each line item with a property G/L account, enter a PO number or an external reference number and click the Enter button.
d) For each line item with an underrecovery G/L account, enter a WBS element if you are in a department, lab, or center. Only CAO can enter either a WBS or an internal order. Click the Enter button.
e) A dialog box tells you whether the JV will be posted directly or sent for review. Click the Enter button.
Note: Write down the document number that appears at the bottom of the Initial Screen.
5a
8b 8c
8d
5c
6a & 6b 6c
Doc#: C-020719-JV-DP-3.02
Copyright 2002 © Massachusetts Institute of Technology
SAP Journal Voucher Upload Quick Reference
For SA and FY Journal Documents
I. Type your data into a spreadsheet file using the following format:
AB 1777900 1734567 1670900
X 2345678
C 420050 800704 420050 800703
D Transfer travel expenses Fund U/R Transfer travel expenses Fund U/R
E
F G H* I* J*
05/01/2002 450
05/01/2002 5622
6789000
05/01/2002
450
05/01/2002
5622
6789000
Note: Do not type in the column headings. They are shown for clarity only.
Col Description A End of document marker
B Cost object (7 digits) C G/L account number (6 digits) D Description E Transaction date
(mm/dd/yyyy) F Debits
G Credits *H Purchase Order number
(10 characters) *I External (reference) number
(12 characters) *J Underrecovery WBS or
internal order (7 characters)
Rules Type “X” to mark the last line of the journal document in your upload file. No more than 800 lines per uploaded journal document. The last line must contain an amount; it cannot be 0. Enter the cost center, internal order, or WBS element to be credited or debited. Enter the G/L account number identifying the expense or revenue. A short description of the line item text of the JV charge, up to 40 characters. Date the activity occurred. Must be within begin and end dates of cost object. To format a 4digit year, see: http://web.mit.edu/sapr3/docs/webdocs/finop/jv/foJVUPprepch.html The amount to be debited. Format as follows:
• No plus signs (+), no minus signs (-), no dollar signs ($) • Commas and decimal points are optional • Enter one debit per line in the file
Amount to be credited. Same rules as for debits. Total debits and credits must balance. Only enter if the G/L account number is 421818 (Equipment-not MTDC).
Only enter if the G/L account number is 421818 (Equipment-not MTDC) and there is no PO number. This may be a purchase requisition number. Only used for underrecovery. If you are a dept., lab, or center, enter a WBS for each line item with an underrecovery G/L account. Only CAO can enter either a WBS or an internal order.
*Special fields. See the above Rules for when to use.
II. Save your file as type: Text (Tab delimited).
III. Upload your file in SAP. From SAP User Menu screen, use the transaction code /nzjva or follow the navigation path: User Menu Role ZMIT Journal Vouchers Spreadsheet Uploads SA/FY JV Documents
1. Select the company code from the Matchcode list.
2. If you know the file name and path, type it in here. Otherwise, use the Matchcode button to select it.
3. Choose Pre-validation Only to check the file for errors but
not post the transactions. Select Pre-validation and Posting
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to check the file for errors first, and if error-free post the
transactions to SAP.
4. Enter an explanation for all line items (72 spaces).
5. Enter Y if you will be sending backup documents to CAO; enter N if you won’t.
6. For normal charges, choose SA and skip to Step 8. For charges in closing period 13, choose FY.
7. For FY charges ONLY, enter the last day of the fiscal year for the posting date (e.g., 06/30/2001) even though the screen says SA/FY/SX documents. Enter 13 for the period (CAO uses 14–16). Otherwise, leave the default date.
8. Choose Processing in Background for files over 100 lines. Processing Immediately is for files 100 lines or less.
9. Click the Execute button.
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IV. Check the results of the upload.
If you chose Processing in Background, go to Step 11. If you chose Processing Immediately:
10. For Pre-validation and Posting with no errors, the “Electronic Journal Voucher” screen shows the journal document number on the left.
For Pre-validation only with no errors, redo the upload and choose Pre-validation and Posting in Step 3 to post the JVs.
For both options: If errors are found, correct them and redo the upload.
For Processing in Background (Steps 11–19):
11. A dialogue box displays the background job number. Write down the job number. Click the Enter button.
12. To see the results of your upload, check the background job directly after executing it. Follow the menu path: System>>Services>>Jobs>>Job overview
13. Type in the job number from Step 12 or leave the asterisk (*) to list all your jobs.
14. Click the Execute button to go to the "Job Overview" screen.
15. When the job is finished, select the job name.
16. Click the Spool button. The “Output Controller: List of Spool Requests” screen is displayed.
17. Select the spool number.
18. Click the Display button. The “Graphical display of spool request…” screen is displayed.
19. Scroll to the bottom of the screen to see your job results.
For Pre-validation and Posting with no errors, the journal document number is on the left.
For Pre-validation only with no errors, redo the upload and choose Pre-validation and Posting in Step 3 to post the JVs.
For both options: If errors are found, correct them and redo the upload.
Journal Document Number
13 14
16 15
18 17
Copyright 2002 Massachusetts Institute of Technology Doc.#: C-020719-DP-JVUP-3.02
PC Users (other side)
Command field
Follow the menu path: Extras>>Settings to change user settings on the SAP User Menu screen.
System name, session, and client
Menu bar SAP Standard Menu screen button
SAP User Menu screen button
List of “favorites” you can create; frequently used transactions and URLs
Click on an arrow to open and close folders.
Double-click to start a transaction.
SAP water graphic; to remove it, follow the menu path: Extras>>Settings. Select Do not display picture.
Navigation area
Status Bar
Navigation Area Navigation Path
Menu Bar Command Field User Menu button SAP Menu button Create a Favorite Status Bar User Settings
Working area on the SAP User Menu screen where the menu and Favorites folders are located. Open the folders until you see a transaction name such as Create a Requisition. Double-click on it to start a transaction.
Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction. For example, the navigation path for Create a Requisition is:
- User Menu - Role ZMIT - Purchasing - Requisitions - Create a Requisition
Allows you to perform some system and display functions through a dropdown menu.
Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen. Type in a transaction code such as /nme51 and press Enter to bring up the transaction.
Click on the SAP User Menu screen button to access the Roles menu folders for which you have authorization.
Click on the SAPMenu button to access the SAP menu folder, the equivalent of the SAP R/3 menu.
Open the folders and click on the transaction you want to add to the Favorites folder.
Follow the menu path: Favorites >> Add or click . To use the favorite, double-click on it.
Shows the same system information that is on top of the screen.
The following settings can be turned on and off: display water graphic, display transaction code to the left of each transaction item, put Favorites folders on the bottom of the screen, display Role ZMIT folder, display only Favorites folder, but not menu ones.
Navigating the SAP User Menu Screen Quick Reference – for PC Users
Click the arrow to open the Command field.
Follow the menu path: Extras>>Settings to change user settings on the SAP User Menu screen.
Windows buttons – Place cursor over them to highlight them.
Menu bar
SAP Standard Menu screen button
SAP User Menu screen button List of “favorites” you can create; frequently used transactions and urls
Click on an arrow to open and close a folder.
Double-click to start a transaction.
SAP water graphic; to remove it, follow the menu path: Extras>>Settings. Select Do not display picture.
Navigation area
Navigation Area
Navigation Path
Menu Bar Command Field User Menu button SAP Menu button Create a Favorite Status Bar User Settings
Click the arrow to open the Status Bar.
Working area on the SAP User Menu screen where the menu and Favorites folders are located. Open the folders until you see a transaction name, such as Create a Requisition. Double-click on it to start a transaction.
Refers to the folders and transactions you need to access on the SAP User Menu screen to start a transaction. For example, the navigation path for Create a Requisition is:
- User Menu - Role ZMIT - Purchasing - Requisitions - Create a Requisition
Allows you to perform some system and display functions through a dropdown menu.
Another way of starting a transaction from any SAP screen instead of using the folders on the SAP User Menu screen. Type in a transaction code such as /nme51 and press Enter to bring up the transaction.
Click on the SAP User Menu button to access the Roles menu folders for which you have authorization.
Click on the SAP Menu button to access the SAP menu folder, the equivalent of the SAP R/3 menu.
Open the folders and click on the transaction you want to add to the Favorites folder.
Follow the menu path: Favorites >> Add or click . To use the favorite, double-click on it.
When open, shows system name, session, and client on the left.
The following settings can be turned on and off: display water graphic, display transaction code to the left of each transaction item, put Favorites folders on the bottom of the screen, display Role ZMIT folder, display only Favorites folder, but not menu ones.
Doc#: C-010327-UMS-KH-1.00
Copyright 2001 Massachusetts Institute of Technology
SAP – Frequently Used Buttons – Quick Reference
Note: Keyboard shortcuts for the same buttons may be different depending on the SAP screen you are using.
Standard Toolbar Buttons
Keyboard Button Shortcut Description
Keyboard Button Shortcut
Description
Button
Keyboard Shortcut
Description
Enter key Enter/Continue
Ctrl P
Page Down
Next page
Ctrl S F3
Save to database
Back
Shift F3 F12
Exit system task
Cancel
Ctrl F
Find
Ctrl Page Down Last page
Ctrl G
Continue Search
Ctrl Page Up First page
Page Up Previous page
F1
(Mac only)
None
(PC only)
Alt 12
(PC only)
Help
Create new session Customize local layout
Application Toolbar and Screen Buttons
Keyboard Button Shortcut Description
Keyboard Button Shortcut
F8
Execute
Shift F2
Description Delete
Button
Keyboard Shortcut
Shift F5
Description Get variant
F5
Overview
None
Update/ Refresh
Navigation Buttons
Keyboard Button Shortcut Description
Button
Enter key Enter/Continue/ Copy
F12
Cancel
Ctrl F10 User menu
Keyboard Shortcut F8
Shift F1 Shift F7 Ctrl F11
Description
Scroll left
Scroll right Next Item SAP menu
Ctrl F7 Previous layout
Ctrl F8 Next layout
Shift F6
Selection screen help
Button
Keyboard Shortcut Ctrl Shift F1
Ctrl Shift F2
Ctrl F12
F6
Description
Move Favorites Up
Move Favorites Down
Business Workplace Menu
Display Period screen
Matchcode Buttons
Button
Keyboard Shortcut
Description
F4
(Mac)
Display Matchcode list
F4
Display Matchcode list
(PC)
Shift F6
Restores the original Matchcode list
Button
Keyboard Shortcut
F6
Shift F6
(PC only) Shift F4
Description
Insert in personal list. Click on an item, then on the button.
Display personal list. After you create the personal list, click to end the list.
Hold list displayed while you make a selection. Click on the button, then double-click to select a value.
Working with Data
Button
Keyboard Shortcut
Ctrl F1
Description Select all items
Button
Keyboard Shortcut
Ctrl F2
Description Deselect all
Ctrl F3 F5 F7
Start/end of block. Select first item; click button. Select last item; click button.
Change sort order to descending or ascending.
Display all possible values.
Ctrl F6
Display results
None F8
Multiple Selection. Include or exclude single values or ranges.
Collapse All
Shift F4
F2 None
Transactions
Button
Keyboard Shortcut
F6
Dynamic Selections. Allows you to select additional fields for search criteria.
Selection Options. Choose values <, >, ≠, etc.
Replace item back into workflow in Workflow Inbox.
Shift F5
Restrict values on Matchcode list.
F5 (Mac)
Display → Change. Switches from display to change mode.
Description Display header details.
Button
Keyboard Shortcut
F2
Description Display details
F2
Shift F6
F7
Text Button
Shift F5 Ctrl F12
Keyboard Shortcut Shift F2
Display line item details.
Display conditions for a PO line item. Display the vendor address for a PO. General Statistics (Reqs) PO History
Ctrl Shift F6 Ctrl F11 Shift F5 None
Description Delete selection line
Button
Keyboard Shortcut
F9
Ctrl F10 Shift F6 Ctrl Shift F1
(PC only)
F6
Item text (POs) Detailed text (JVs) Cut text (JV item text)
Create text (JVs)
F9
(PC only) (Mac only)
Ctrl Shift F2
Shift F4
Show release strategy for PO. Display delivery address.
Display the delivery schedule for a PO line item. Services for object (Display JVs, Reqs)
Description Paste text into field after you copy or cut it. Position the cursor and click the button. Select. Click in a line item, then on the button. Copy text (JV item text)
Search and replace words in the JV text screen.
Copyright 2001 Massachusetts Institute of Technology Doc #: C-010301-BUT-KH-4.00
SAP Matchcode Quick Reference
Display Matchcode List or Search
Click in the field and then on the Matchcode button to the right of the field. Note: Not all fields have Matchcodes.
Mac:
PC:
Types of Matchcodes
A. Hit List – for a short list of values –
1. Scroll down to see all the values.
2. Double-click on a value such as 1040 to select it.
1
Search the Hit List (optional):
3. Click the Find button.
2
4. When the Find box appears, type in a search term such as computer.
5. Clear the check boxes for Starting at current line
3
and/or Only on current page unless you want to
limit your search accordingly.
6. Type in a number to limit or expand your search
results in Cancel search after hits.
4
7. Click the Find button at the bottom of the screen.
8. Double-click on the value to select it from the list
5
that appears.
9. Double-click again to copy it into the entry field.
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B. Restrict Value Range – category search –
On a Mac:
1
1. Click on the Tab List button and select from the list. (The name of the tab may be wrong for the category you selected but the screen is correct.)
2. Type in your search term. You can enter more than 2
one field.
TIP: Type part of the word followed by an asterisk, (such
as sera*) if you don’t know the full name.
3
3. Type in a number in the Restrict display to field to limit your search or click No restrictions.
4
4. Click the Enter button.
5. Double-click on the value to select it.
On a PC:
1. Click on the arrows to scroll through the tabs, then click on one; or use the Tab List button and select from the list like the Mac.
2. Type in your search term. You can enter more than one field.
TIP: Type part of the word followed by an asterisk, (such as sera*) if you don’t know the full name.
3. Type in a number in the Restrict number to field to limit your search or click No restriction.
4. Click the Enter button.
5. Double-click on the value to select it.
C. Calendar Search – for month, day, and year –
On a Mac:
1. Click on the month and year on top of the screen. Select from the dropdown list.
2. Double-click on the number in the middle to select a day.
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On a PC:
1. Scroll up and down in the navigation bar on the right to find the month and year. They are listed on the left side of the box.
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2. Double-click on the number in the middle to select a day.
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Create your own Personal Matchcode List (on the Hit List Matchcode screen)
Insert in Personal List Display Personal List
Delete from Personal List Display all values Doc#: C-010108-MAT-KH-1.00
Add a value to your list. Click on a value, then on the button. Repeat for as many values as you want in the list.
Displayed after you select a personal value. Click on this button after you select your values to view the entire list. This list then becomes the default whenever you click on the Matchcode button for that field.
Same button as the Insert button but on the Personal Value List screen. Click on a value, then on the button to delete the value from the personal list.
Used on the Personal Value List screen. Click to display the original Matchcode list.
Copyright 2001 Massachusetts Institute of Technology
SAP - Create Journal Voucher Quick Reference
Navigating to Create Journal Voucher
From the SAP Easy Access Screen, follow the navigation path: User Menu Journal Vouchers Parked JVs Create a Parked JV Or use the transaction code: /nf-65
1. Complete Initial Screen:
Document date:
Today's date or the receipt date from the source document. For FY documents enter 06/30/yy (yy=fiscal year that just ended).
Doc.type:
SA – for periods 1-12 FY – for period 13
Company code: Select correct company code.
Posting date:
Today's date or the receipt date from the source document. For FY documents enter 06/30/yy (yy=fiscal year that just ended).
Currency/rate: USD
Header text: (Optional)
Short description of the transaction, for your reference only
2. Click the Fast entry button.
3. Enter Debits and Credits:
Complete the following fields for each line item:
PK:
Posting Key:
40 – for debit
50 – for credit
Account:
G/L account
Cost ctr: Order WBS element
Enter only one cost object.
For FY documents, use WBS elements less than 5000000.
Due date:
Enter date of original transaction; otherwise leave blank. If cost object has closed since the transaction occurred, you can backdate the expense.
Amount:
Amount of debit or credit
Text:
Description of transaction
Note: Be sure debits & credits balance to zero.
4. Follow the menu path: Extras >> Texts…
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5. Enter Explanatory Text
a) In the “Text in Accounting Document” dialog box, double-click on 'Correspondence.
b) Type an explanation in the Text Screen and click the Back button.
c) You are returned to the “Text in Accounting Document” dialog box. Click the Enter button.
6. Add, Change, or Delete line items:
a) To add line items, click the Fast entry button and enter line items as described above.
b) To change a line item, click the Fast entry button and make changes on the Fast Entry screen. Then follow the menu path: Extras >> Texts… to make text changes.
c) To delete a line item, click the line item once to select it and follow the menu path: Edit >> Delete.
7. Park the Journal Voucher
To save the JV and work on it later:
Follow the menu path: Document >> Park document
Note: Write down the document number that appears at the bottom of the Initial Screen.
8. Complete the Journal Voucher
To submit the JV for review and posting:
a) Follow the menu path: Document >> Complete.
b) The “Backup Notification” dialog box asks if you are sending backup to CAO. Click Yes or No accordingly (Do NOT click Cancel).
Note: Include the document number with all backup. Your JV will not be posted until the backup is received and matched with the JV.
c) For each line item with a property G/L account, enter a PO number or an external reference number and click the Enter button.
d) For each line item with an underrecovery G/L account, enter a WBS element if you are in a department, lab, or center. Only CAO can enter either a WBS or an internal order. Click the Enter button.
e) A dialog box tells you whether the JV will be posted directly or sent for review. Click the Enter button.
Note: Write down the document number that appears at the bottom of the Initial Screen.
5a
8b 8c
8d
5c
6a & 6b 6c
Doc#: C-020719-JV-DP-3.02
Copyright 2002 © Massachusetts Institute of Technology
SAP Journal Voucher Upload Quick Reference
For SA and FY Journal Documents
I. Type your data into a spreadsheet file using the following format:
AB 1777900 1734567 1670900
X 2345678
C 420050 800704 420050 800703
D Transfer travel expenses Fund U/R Transfer travel expenses Fund U/R
E
F G H* I* J*
05/01/2002 450
05/01/2002 5622
6789000
05/01/2002
450
05/01/2002
5622
6789000
Note: Do not type in the column headings. They are shown for clarity only.
Col Description A End of document marker
B Cost object (7 digits) C G/L account number (6 digits) D Description E Transaction date
(mm/dd/yyyy) F Debits
G Credits *H Purchase Order number
(10 characters) *I External (reference) number
(12 characters) *J Underrecovery WBS or
internal order (7 characters)
Rules Type “X” to mark the last line of the journal document in your upload file. No more than 800 lines per uploaded journal document. The last line must contain an amount; it cannot be 0. Enter the cost center, internal order, or WBS element to be credited or debited. Enter the G/L account number identifying the expense or revenue. A short description of the line item text of the JV charge, up to 40 characters. Date the activity occurred. Must be within begin and end dates of cost object. To format a 4digit year, see: http://web.mit.edu/sapr3/docs/webdocs/finop/jv/foJVUPprepch.html The amount to be debited. Format as follows:
• No plus signs (+), no minus signs (-), no dollar signs ($) • Commas and decimal points are optional • Enter one debit per line in the file
Amount to be credited. Same rules as for debits. Total debits and credits must balance. Only enter if the G/L account number is 421818 (Equipment-not MTDC).
Only enter if the G/L account number is 421818 (Equipment-not MTDC) and there is no PO number. This may be a purchase requisition number. Only used for underrecovery. If you are a dept., lab, or center, enter a WBS for each line item with an underrecovery G/L account. Only CAO can enter either a WBS or an internal order.
*Special fields. See the above Rules for when to use.
II. Save your file as type: Text (Tab delimited).
III. Upload your file in SAP. From SAP User Menu screen, use the transaction code /nzjva or follow the navigation path: User Menu Role ZMIT Journal Vouchers Spreadsheet Uploads SA/FY JV Documents
1. Select the company code from the Matchcode list.
2. If you know the file name and path, type it in here. Otherwise, use the Matchcode button to select it.
3. Choose Pre-validation Only to check the file for errors but
not post the transactions. Select Pre-validation and Posting
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to check the file for errors first, and if error-free post the
transactions to SAP.
4. Enter an explanation for all line items (72 spaces).
5. Enter Y if you will be sending backup documents to CAO; enter N if you won’t.
6. For normal charges, choose SA and skip to Step 8. For charges in closing period 13, choose FY.
7. For FY charges ONLY, enter the last day of the fiscal year for the posting date (e.g., 06/30/2001) even though the screen says SA/FY/SX documents. Enter 13 for the period (CAO uses 14–16). Otherwise, leave the default date.
8. Choose Processing in Background for files over 100 lines. Processing Immediately is for files 100 lines or less.
9. Click the Execute button.
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IV. Check the results of the upload.
If you chose Processing in Background, go to Step 11. If you chose Processing Immediately:
10. For Pre-validation and Posting with no errors, the “Electronic Journal Voucher” screen shows the journal document number on the left.
For Pre-validation only with no errors, redo the upload and choose Pre-validation and Posting in Step 3 to post the JVs.
For both options: If errors are found, correct them and redo the upload.
For Processing in Background (Steps 11–19):
11. A dialogue box displays the background job number. Write down the job number. Click the Enter button.
12. To see the results of your upload, check the background job directly after executing it. Follow the menu path: System>>Services>>Jobs>>Job overview
13. Type in the job number from Step 12 or leave the asterisk (*) to list all your jobs.
14. Click the Execute button to go to the "Job Overview" screen.
15. When the job is finished, select the job name.
16. Click the Spool button. The “Output Controller: List of Spool Requests” screen is displayed.
17. Select the spool number.
18. Click the Display button. The “Graphical display of spool request…” screen is displayed.
19. Scroll to the bottom of the screen to see your job results.
For Pre-validation and Posting with no errors, the journal document number is on the left.
For Pre-validation only with no errors, redo the upload and choose Pre-validation and Posting in Step 3 to post the JVs.
For both options: If errors are found, correct them and redo the upload.
Journal Document Number
13 14
16 15
18 17
Copyright 2002 Massachusetts Institute of Technology Doc.#: C-020719-DP-JVUP-3.02