The New Road to Journal Vouchers. March 2006
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1 The New Road to Journal Vouchers March 2006
2 Agenda Objective Glossary of Terms Journal Voucher Process Workflow Key Changes Overview Journal Voucher Transactions A glance into SAP Interfund Transactions A glance into SAP Communications & Training Highlights Questions 1
3 What Are The Key Objectives For This Session? To review the new Journal Voucher process in SAP and some of the benefits that will be derived from the new functionality To provide an overview on how to create, park and post journal vouchers To provide an overview on how to attach supporting documents To review the routings, the roles, and the approval options that will be implemented with Journal Workflow To discuss the SAP functionality for automatic balancing of Interfund Journal Vouchers 2
4 SAP Terminology You ll Be Hearing Today SAP: Systems Applications and Products. The name of the software vendor and its core integrated product SAP R/3. Journal Voucher: An accounting document used to record a financial transaction in the general ledger. Document: A record of a business event which has occurred and has been processed in SAP. Park Journal Voucher in SAP: Allows for entry and storage of an unfinished document in the system. A parked document is pending posting. Posted Journal Voucher in SAP: Allows for a completed document to update the General Ledger. Workflow: Ensures "the right work is brought in the right sequence at the right time to the right people". It is a tool designed to facilitate and automate business processes (e.g. a parked document is routed through multiple people for approval prior to posting). Document Splitting: Self-balancing functionality that automatically creates additional entries to balance postings that cross funds. 3
5 LAUSD Big Picture Data Flow Food Services Student Information Decision Support System Finance Human Resources Cross Application Timesheets Project Systems SACS 200x Transportation Systems Controlling Materials Management SAP System of Record Supply Relationship Management LACOE Peoplesoft FY 07 Funds Management Grants Management Budget Planning Simulation (BPS) Facilities Systems SAP BW 4
6 The Finance Ledger Sub-modules within the Finance Ledger in SAP General Ledger Accounts Receivable Finance Cash Management Sales & Distribution 5
7 Process Overview: Journal Voucher Workflow Workflow ends and Approver ID is automatically entered on the Journal Voucher document If approved, transaction is posted and an is sent to the preparer to notify the document has posted. Start Here Journal Entry (JE) Requestor submits a journal entry request Journal Voucher Workflow If rejected, an will be sent to the preparer to notify the document was rejected. JE Approver receives an and either approves or rejects work item JE Preparer creates and saves the Journal Voucher document (attaches documents if applicable) JE Preparer Parks (saves as completed) the journal voucher document. Once validation check successfully passes, workflow is triggered 6
8 What Are The Key Changes For Journal Vouchers? For Journal Voucher Preparation: SAP will provide the ability to electronically attach supporting documentation to Journal Vouchers For Journal Voucher Approvals: SAP will automate the entire approval process called workflow SAP will provide the ability to track the entire Journal Voucher review cycle SAP will provide automatic escalation of workflow items after 3 days (1 day during year-end closing) For Interfund Journal Entries: SAP will allow for automatic balancing using delivered SAP functionality called document splitting 7
9 Creating A Journal Voucher In SAP Example of journal entry screen Document Header Insert Journal Voucher Screen Shot Document Line Item 8
10 Attaching Supporting Documents To A Journal Voucher Insert Attach Supporting Document Screen Shot Click the Services for Object icon and select Create and then Create Attachment to attach a document 9
11 Attaching Supporting Documents To A Journal Voucher cont d Browse for the appropriate document(s) and select Open to attach documents 10
12 Parking A Journal Voucher In SAP Insert Journal Voucher Key Terms Screen Shot Save as completed icon performs validation checks, Parks the document, and triggers the journal workflow 11
13 Receiving Notification For Approval Sample triggered by workflow and sent to the Journal Voucher Approver via Outlook. *For every approval request you receive, accessing the link will require you to log-in each time. 12
14 Receiving Notification For Approval cont d The link from the Outlook notification takes the Journal Entry Approver to the Business Workplace SBWP Screenshot 13
15 Approver Viewing Attachments Click the Services for Object icon and select Attachment list to view attachments 14
16 Approver Viewing Attachments cont d All attachments are displayed 15
17 Approving A Journal Voucher In SAP Insert Business Workplace Screen Shot Click on Release to Approve OR Click on Refuse to Reject journal voucher 16
18 Approving A Journal Voucher In SAP cont d Click the Services for Object icon to access the Create Note window to enter a reason for rejecting a work item. 17
19 Displaying a Journal Voucher In SAP Click on the Display Document Header icon to view document audit trail. 18
20 Displaying A Journal Voucher In SAP cont d Document audit trail shows who entered (Journal Voucher Approver) AND Who parked (Journal Voucher Preparer) the document. 19
21 The Interfund Journal Voucher An example of a journal voucher to transfer an expenditure from one fund to another 20
22 The Interfund Journal Voucher cont d SAP journal vouchers automatically balanced by Fund! Balancing entries can be viewed from the posted document. 21
23 Our New Road To Journal Vouchers The Journal Vouchers (JVs) entered online through SAP or through the Journal Voucher upload program will be subject to Workflow Approvals (JV s created through interfaces will not) Journal vouchers will be processed in SAP except those affecting jobs and projects which will continue to be processed in IFS for Release 1. The Business Roles involved in the Journal Workflow are as follows: Journal Entry Requestor Journal Entry Preparer Journal Entry Approver The Workflow rules require 2 approvers at all times. Who are the Approvers? For transactions in a select JV category An approver one level above the Journal Entry Preparer plus another approver at Director level at least For transactions outside of a select JV category An approver one level above the Journal Entry Preparer plus a second approver one level above the first approver If the scheduled approver(s) do not review a JV in 3 days (1 day at year-end), the Journal Voucher document will get escalated to the next level of approver(s) 22
24 What We Have To Look Forward To Before SAP All journal vouchers were manually routed and approved After SAP We will have an automated approval process Hard copy of the supporting document is attached to the Journal Voucher and routed to approvers Supporting documents to journal vouchers will be attached electronically Users were required to manually enter lines to balance interfund journal vouchers Journal Vouchers will balance by Fund automatically 23
25 Training and Communications Timeline Dec Jan Feb March Apr. May June July Orientation to the New Processes and Open House Simulations End User Training* Go Live & Support *Training Delivery Methods: Web-based Learning, Live Virtual Training, Instructor-led Training, Expert-led Training and Open House 24
26 Sample of Relevant Training Courses for Journal Workflow Individuals will receive communications about what courses to take Course sign-up will be available on Learning Zone Course Title Course ID Delivery Method Functional Area Duration Basic Navigation of SAP R/3 R3100 Web-Based Learning Navigation 1 hour Account String Wizard Basic Navigation WI100 Web-Based Learning Navigation 1 hour General Ledger Overview GL100 Recorded Virtual Classroom GL/Funds 2 hours Journal Vouchers GL300 Instructor-Led Training GL/Funds 8 hours 25
27 More Project Information? To learn more about the BTS Project: Check out the BTS Project Website ( Contact your local Change Champion For questions, 26
28 Questions 27
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