.. NOTE: Effective 5/20/2009 - These procedures are deemed obsolete, and this documentation is being retrained for historical purposes only. Financial Operations Journal Voucher Uploads Prepare Charges for Upload Contents Overview Column Format Format Rules Save File Overview Before uploading the charges from your data file, you must first format your file as shown below and according to the JV business rules. If these are not followed, the file upload will fail when it performs the prevalidation test for correct format and permissible G/L account numbers, etc. top   Column Format a) For a regular journal document, type your data into a spreadsheet file using the following format: b) For an F&A underrecovery journal document, type in your data as shown below: top   Format Rules Use the following rules when entering the data for your upload file: Col Description Rules A (required) End-of-document marker column. It is left blank, except on the last line of the journal document included in your upload file. Type "X" to mark the last line of the journal document included in your file. The last line of the file must contain an amount; it cannot be zero. No more than 800 lines per uploaded file. Note If your journal document contains more than 800 lines, type "X" at line number 800 and move the remaining items to a new journal document to be entered in a separate upload. B (required) Cost Object (7 digits) Enter the cost center, internal order, or WBS element to be credited or debited. C (required) G/L account number (6 digits) Enter the G/L account number identifying the revenue or expense. D (required) Description Briefly describe the line item text of the JV charge, up to 40 characters. This text will be displayed on the Detail Transaction Report. E (required) Transaction Date (mm/dd/yyyy) Date the activity occurred. Must be within the begin and end dates of the cost object. The date must be in an eight-digit format with the year in four digits, for example, 01/29/2001. Some spreadsheet programs such as Excel do not offer this as a standard option. Note To format a four-digit year in Excel: 1. Select the column to be formatted. 2. Follow the menu path: Format>>Cells. 3. Click on the Number tab. 4. Click on Custom. 5. Under the Type: field enter mm/dd/yyyy. 6. Click OK.  F (required) Debits Enter the amount to be debited. Format as follows: No plus signs (+), minus signs (-), or dollar signs($). Commas and decimal points are optional. Enter one debit per line in the file. Note Third-place decimals will be rounded to the nearest penny. G (required) Credits Enter the amount to be credited. Same format rules as for debits. Total amounts for debits and credits must balance. H* Purchase Order Number (10 characters) Only enter if the G/L account number is 421818 (Equipment-not MTDC). For equipment transfers, you must provide either the PO number or an external number. I* External (Reference) Number (12 characters) 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. J* Underrecovery WBS or Internal Order (7 characters) Only used if you entered an underrecovery G/L account number. Departments, labs, and centers enter a WBS. Only CAO can enter either a WBS or an internal order. This is the cost object that incurred the underrecovery. For an F&A underrecovery journal document, type in your data as shown in example b) of Column Format. For more information on F&A underrecovery, see F&A Underrecovery on Research WBS Elements. *Special case. See above Rules for when to enter. top   Save File Save your file as type: Text (Tab delimited). Note Be sure to close out of the spreadsheet file before uploading. top Upload your File After you complete the spreadsheet, the next step is to set up the upload process in SAP. top Copyright 2002 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 07/19/2002