.. Financial Operations Internal Provider Billing Uploading Billing Data to Journal Vouchers: Part II Contents Accessing the SAP Upload Function Uploading the Spreadsheet File Accessing the SAP Upload Function Before uploading your files, check the Journal Voucher Upload Rules. 1. Log on to the Production-Batch environment of the SAP R/3 system. Note The upload must be done in the Production-Batch environment, not in Production 1 or 2. 2. Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen: Navigation Path: - User Menu - Role ZISP - Billing - Create ISP JV Transaction Code : /nzip1 3. Click on the IP JV Upload button. Result: The "JV for Internal Providers Billing" screen is displayed. See below. Note You can also reach this screen from the Role ZMIT folder: User Menu>>Role ZMIT>>Journal Vouchers>>Spreadsheet Uploads>>Internal Providers. top Uploading the Spreadsheet File Note Be sure to close out of the spreadsheet file before uploading. 1. Enter the appropriate information in the fields listed below: Field Action Company Code Select the appropriate company code using the Matchcode button (PC: ). File Name If you know the file name and path for the spreadsheet file you want to upload, type it in here. You can also use the Matchcode button (PC: ) to search for it. Note If you leave this field blank, SAP will prompt you to search for the file after you click the Execute button. 1. Click on the Matchcode button (PC: ) in the File Name field. Result: A dialogue box pops up. 2. Locate your file. On a Mac use the scroll bar on the right and the up and down arrows in the upper left. On a PC, use the scroll bar on the bottom or click on the Selection List button on the right of the Save in field. 3. Double-click on the file to select it. Pre-validation Only or Pre-validation and Posting You can select either, depending on your readiness to post the document. If you select Pre-validation, the system processes the file, testing it for any errors. However, the transactions are not posted, even if no errors were found. Once processing is finished, you can review the results. If errors are found, they are listed in a file. If the system finds no errors, you redo the upload process, this time with Pre-validation and Posting selected and the transactions will be posted. If you select Pre-validation and Posting, the system processes the file, testing it for errors. The file will be posted immediately if no errors are found. You can tell that the file posted by reviewing the output file for error indicators. Note For either selection if errors are found, you must go back to the original data file, correct the errors, and redo the upload process. The system will validate that the debit account(s) in the requisition match those entered in the JV. If there is a mismatch an error is reported. This error is programmed to act like a warning that will not stop the JV from being processed with the accounts specified in the JV. As a result of the mismatched account(s) the commitment on the REQ will not be liquidated. Commitments must be manually liquidated by closing the REQ. Explanation (Corr. Text) (72 characters) Enter the name of the billing organization plus a short description about the file, if needed. Note For text longer than the window, the field scrolls horizontally as you type. Processing in Background or Processing Immediately You can select either, depending on the size of your document. A document containing more than about 800 line items should be processed in the background. Note Processing Immediately has a time-out feature that cancels your job if it takes longer than two hours to complete. 2. Click the Execute button . Result: A dialogue box appears, asking if you want to continue. 3. Click Yes. Result: The "Import from a Local File" dialog box appears if you did not select the spreadsheet file earlier. 4. (optional) Click on the Matchcode (PC: ) in the File name field to search for your spreadsheet file. Use the file find dialog box to find and open your spreadsheet file. SAP inserts the filepath in the File name field. 5. The Data format field defaults to "DAT" and should not be changed. Note Selecting the Cancel button from the "Import from a Local File" dialog box does not cancel the prevalidation processing. If you inadvertently selected the wrong file to upload, the system proceeds with prevalidation. To try again, after completing the following two steps, click the Back button to return to the JV upload screen and redo the upload. 6. Click on the Transfer button. >>Go to Upload with Immediate Processing: Option I for more instructions. For Background Processing Only: Result: The following dialog box is displayed. The program number listed in this box identifies this specific file upload. 1. Write down the program number. You will need this number in order to select the correct file to review for errors. 2. Click the Enter button . Result: The "JV for Internal Providers Billing" screen reappears, displaying the file name and the other selections you made. >>Go to Upload with Background Processing: Option II for more instructions. top Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 05/21/2001