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Journal Entry Guide

Table of Contents
TRANSACTION CODE QUICK REFERENCE.....................................................4
OVERVIEW OF THE JOURNAL ENTRY PROCESS...........................................5

SET USER PREFERENCES VIA EDITING OPTIONS.........................................7

INITIATE AND COMPLETE A JOURNAL ENTRY DOCUMENT VIA PARK
DOCUMENT... 13
Description of fast entry screen template
variants....................................................13
To choose a different screen template variant
(OPTIONAL).....................................18
To enter line items on the ZJVT fast entry
template.................................................20
To add extra text (note) for the entire
document.......................................................24
To correct, add, or delete line items
(OPTIONAL)....................................................27
To park a partially entered document and place on hold
(OPTIONAL).....................28
To complete the document and initiate the approval
process...................................29

INITIATE AND COMPLETE AN ACCRUAL OR DEFERRAL VIA PARK

DOCUMENT .........33
MONITOR THE STATUS OF COMPLETED JOURNAL ENTRIES VIA THE
INITIATORS SAP OUTBOX .......37
DISPLAY A PARKED DOCUMENT (INDIVIDUAL OR VIA LIST).....................42
To display the extra text (audit documentation) in the Note
field..............................48
To get a better layout of the entire document including line item
text.......................50
To view information in the document header such as who originated the
entry........51
To view an overview of the current JV Workflow approval (for completed
documents only) ........52
To display any files (Word, Excel, etc.) attached to the parked
document................53
To view any changes made to the parked document, if
applicable...........................54
To view more details on a specific line item of the parked
document.......................57
CHANGE A PARKED DOCUMENT...................................................................59
To correct line items or add more line items via Fast Data
Entry..............................61
To delete an existing line
item...................................................................................62
To change the Document Header
fields....................................................................64
To change the Posting Date to the next fiscal
period................................................65
To change the Posting Date to the prior fiscal period (for rejected
documents).......66

To complete the document and start the JV Workflow

process................................68
ATTACH A FILE (WORD, EXCEL) VIA CHANGE PARKED DOCUMENT.......69
DISPLAY CHANGES TO A PARKED DOCUMENT..........................................73
PROCESS A REJECTED JOURNAL ENTRY VIA THE INITIATORS SAP
INBOX ......76
SEND A COPY OF A JOURNAL ENTRY TO OTHER USERS.........................80
DELETE A PARKED DOCUMENT....................................................................84
CREATE AN ACCOUNT ASSIGNMENT MODEL.............................................87
USE AN ACCOUNT ASSIGNMENT MODEL TO INITIATE A JOURNAL ENTRY......92
CHANGE OR DELETE AN ACCOUNT ASSIGNMENT MODEL.......................97
To change an Account Assignment
Model................................................................98
To delete an Account Assignment
Model................................................................100
INITIATE A JOURNAL ENTRY FROM THE EXCEL JV UPLOAD..................101
To generate the Excel spreadsheet for the
upload.................................................102
To upload the Excel file into
R/3.............................................................................107
To review and correct errors (if Display Errors Only or Display All are
chosen).....112
To review the report of the upload
results...............................................................114
Common Error
Messages.......................................................................................117
APPROVE OR REJECT A COMPLETED DOCUMENT VIA THE APPROVERS SAP
INBOX ......118

To review the email

notification...............................................................................119
To access the R/3 Inbox and Workflow list from your User
Menu...........................120
To review the details of a completed document in SAP
R/3...................................122
To approve / release the completed document in SAP R/3
Inbox..........................125
To reject / refuse the completed document in SAP R/3
Inbox................................127
FORWARD A COMPLETED DOCUMENT TO ANOTHER APPROVER.........131
To forward the parked document to another
Approver...........................................132
CREATE, CHANGE, AND VIEW ATTACHMENTS VIA THE SAP INBOX......134
To create an attachment for a document on the approval work
list.........................135
To change attachments for documents in the Approvers SAP
Inbox.....................137
To view an attachment for completed documents in the JV Workflow
process......139
DISPLAY A POSTED JOURNAL ENTRY DOCUMENT..................................141
If Document number is
known.................................................................................142
To use the Document List feature if the document number is
unknown.................142
To view the document header information, such as who created the
document....145
To print a copy of the journal
entry..........................................................................146
To view or print the extra text (note) for the

document............................................147
To view a history of the changes made to the document, if
applicable...................149
To display an overview of the Workflow approvals from a posted
document..........152
CHANGE A POSTED JOURNAL ENTRY........................................................154
DISPLAY CHANGES TO A POSTED JOURNAL ENTRY...............................157
REPORTS TO TRACK JOURNAL ENTRIES IN THE JV WORKFLOW
PROCESS .......160
Journal Entries (JVs) Awaiting Approval Report
(ZF180)........................................162
Non-Posted Journal Entries (JVs) Report
(ZF182).................................................168
Posted Journal Entries (JVs) Report
(ZF181).........................................................174
Overview of the Journal Entry Process
A journal entry (also known at Duke as journal voucher or JV) is an entry or
transaction in the general ledger to book amounts for assets, liabilities,
expenses, and revenues for a company or entity. Based on approval
parameters established for each management center across all of Duke
(University and Health System included), the journal entry may need one or
more levels of approval before being posted to the General Ledger and
appearing on financial reports. Departments may also choose to review and
approve all documents for any dollar amount, regardless of Management
Center approvals.
Journal entries are initiated and completed by those at Duke with the proper
security access to create journal entries in SAP R/3 at Duke. Those users are
known as Document Initiators in the journal entry process.

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Journal Entry Guide
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