9cc3c46c-2d85-4d38-afe5-96cc1df5795a.xls
11/16/2008
A B 1 Prepared by first name: For every transaction 2 enter "TI" 3 TI 4 TI
C
D Last name: Sender Type CC CC
E
F Title:
G
H I J Date Prepared: Secondary Cost Element 926660 926660
K
L Phone #:
M Email: Receiver Type CC CC
N
O P
Q
R
Tranaction number Sender Fund 00001 1040000000 00002 1040000000
Sender Cost Object # 4009999999 4009999999
AMOUNT Sender will get credit Receiver will get debit Receiver Fund 100.05 1048000000 100.3 1048000000
Receiver Cost Object # 4800000000 4800000000
Text (50 characters) Text information goes here Enter add'l info here
Line Item Date 02/28/2007 02/28/2007
Page 1 of 9
9cc3c46c-2d85-4d38-afe5-96cc1df5795a.xls Instructions INSTRUCTIONS:
11/16/2008
1. Worksheet Preparation Line one: Enter your full first name in cell C1 and your full last name in cell E1 Line one: Enter your title in cell G1 Line one: Enter the date when you prepared this sheet in cell K1 in YYYYMMDD format. Example: 20061127 Line one: Enter your ten digit phone number in cell M1 without dashes. Example: 4105024444 Line one: Enter your e-mail in cell Q1. Example: johnsmith@jhu.edu Line two: It is column heading line- do not change it. Line three: Delete this line (do delete row) before sending this Excel file. This line is an example line. Line four: Delete this line (do delete row) before sending this Excel file. This line is an example line. Column A: Enter "TI" for every transaction line, as it is shown in example in lines 3 and 4. Column B: Enter 5 digits long sequential numbers. Include leading zeros. Example: 00001, 00002, 00003, 00004, 00005, etc. The maximum limit of transaction lines (TI lines) per each upload file is 498. If you need to post more than 498 transaction lines, create another upload file following the same instructions. Column C: Enter 10 digits long Sender Fund if not derived. If Sender Fund is derived, leave this cell blank. Column D: Enter Sender Cost Object type either "CC", "IO" or "WBSE". "CC" for Cost Center "IO" for Internal Order "WBSE" for Work Breakdown Structure Element Column E: Enter Sender Cost Object number: For CC- Cost Center, enter 10 characters For IO - Internal Order, enter 8 characters For WBSE - Work Breakdown Structure Element, enter up to 24 characters Column F: Leave it blank Column G: Leave it blank Column H: Enter Secondary Cost Element. Column I: Leave it blank Column J: Leave it blank Column K: Enter amount, decimal is necessary, but no commas are necessary. Exp: 15000.55 The sender receives a credit and receiver receives a debit. If the amount entered is a negative number, the sender receives a debit and receiver receives a credit. This is how to record a Revenue allocation. Column L: Enter 10 digits long Receiver Fund if not derived. If Receiver Fund is derived, leave this cell blank. Column M: Enter Receiver Cost Object type either "CC", "IO" or "WBSE". "CC" for Cost Center "IO" for Internal Order "WBSE" for Work Breakdown Structure Element Column N: Enter Receiver Cost Object number: For CC- Cost Center, enter 10 characters For IO - Internal Order, enter 8 characters For WBSE - Work Breakdown Structure Element, enter up to 24 characters Page 2 of 9
9cc3c46c-2d85-4d38-afe5-96cc1df5795a.xls Instructions Column O: Leave it blank Column P: Leave it blank
11/16/2008
Page 3 of 9
9cc3c46c-2d85-4d38-afe5-96cc1df5795a.xls Instructions Column Q: Enter descriptive information up to 50 characters to appear on SAP BW reports. It should include: description of an expense, the month, the date(if applicable) and the year. Examples: Mailing for Radiology 1106 Copy for Cardiology 1106 Support salary for J. Smith 1106 Work Order 1217206-3042670 1106 The information provided in this column should be sufficient to track back to the source documents for all line items in this upload for the reporting and audit purposes. Therefore, keep all source documents available to support all line items on this upload. Column R: Enter the last day of the month you are processing for in format MM/DD/YYYY. Example: On February 2, you prepared a spreadsheet to be processed in January, enter 01/31/2007. 2. Saving the worksheet Name and save this Excel file as: Sender's (who gets credit) Business AreaDepartment name_Invoice(charge) descriptionMMYY Note: separate department and Invoice description by underscore. For revised files, add "R" and the number at the end of the file. Examples: 480MDC_Inventory1106.xls 480Copy1106.xls 170Pediatrics_Work Orders1106.xls Examples of revised files: 480MDC_Inventory1106R1.xls 480MDC_Inventory1106R2.xls
11/16/2008
for the first revision for the second revision
3. E-mailing the worksheet for Inter-Entity and JHU Intra-Entity transactions: For inter-entity and JHU Intra-Entity transactions, please e-mail this Excel file as an attachment to the Inter-Entity e-mail box: InterEntity@jhu.edu and copy (cc) this e-mail to the person/s on the opposite side of the transaction/s. For example: if you work for JHU, copy (cc) to JHHS counterpart person/s, and reverse. If you have any questions regarding the inter-entity and JHU intra-entity upload, please call the Inter-Entity Customer Service at 443-997-2481 4. E-mailing the worksheet for JHHS Intra-Entity transactions: For JHHS intra-entity transactions, please e-mail this Excel file as an attachment to the JHHS Controlller's Office and copy (cc) this e-mail to the person/s on the opposite side of the transaction/s.
Page 4 of 9
What KB15N errors really mean 1. “Invalid account assignment element Fund of budget address” - one or more of the receiver cost objects in the file does not derive a receiver fund.
Solution - check the position # in the bottom right of the ‘Enter Manual Cost Allocation’ screen. It should be the position of - select the Overview button (snow capped mountains with sun). you can scroll down the page to determine which l - enter ‘/n’ in the white box at the top of the screen. the system will inform you that the transaction has been termina 2. “Account 9xxxxx requires an assignment to a CO Object”
Solution - check to make sure each line has a valid sender and receiver cost object - check to insure that each TI line has a valid # (00001, 00002, etc.). A clue to which line the errors occurs on will b - check to insure that the Cost Object type is in column D and the sender cost object is in column E.
3. “Value BLANK / SPACE is invalid for account assignment element “fund”” - check the position # in the bottom right of the ‘Enter Manual Cost Allocation’ screen. It should be the position of - select the Overview button (snow capped mountains with sun). you can scroll down the page to determine which l - enter ‘/n’ in the white box at the top of the screen. the system will inform you that the transaction has been termina
4. “Period entry is ignored by the system” or 5. “Field RK23F-SKOSTL. input value is longer than screen field” - This message will appear after the file is run, at the SUCCESS/ERROR screen. The file did not process correctly. - The most likely cause is that one of the sender and/or receiver cost objects has an extra space at the end of the field - Go back to the original file and trim all relevant columns to remove any extra spaces from input fields and reproces 6. “Sender and receiver are identical; change one or the other” - Each allocation must be between two unique cost objects.
reen. It should be the position of the totals line from the file. wn the page to determine which lines are missing a receiver fund, which then will have to be added to the KB15N file and reproc at the transaction has been terminated by the user. the system will pop up an info box ‘email could not be sent.’ the next screen
ch line the errors occurs on will be the amount field. Match the amount field value in SAP to the amount field value in the file, c ct is in column E.
reen. It should be the position of the totals line from the file. wn the page to determine which lines are missing a receiver fund, which then will have to be added to the KB15N file and reproc at the transaction has been terminated by the user. the system will pop up an info box ‘email could not be sent.’ the next screen
The file did not process correctly. extra space at the end of the field. The program cannot read the input because it exceeds ten (10) characters. ces from input fields and reprocess the file.
dded to the KB15N file and reprocessed. uld not be sent.’ the next screen will display results of the upload. note that screen will state that all files processed successfully
he amount field value in the file, correct, & reprocess.
dded to the KB15N file and reprocessed. Only the cost objects which do not derive a fund will have to have the fund entered on uld not be sent.’ the next screen will display results of the upload. note that screen will state that all files processed successfully
10) characters.
hat all files processed successfully but if you scroll down further, the ERROR REPORT will appear. no data is recorded in the sy
have to have the fund entered on the file. hat all files processed successfully but if you scroll down further, the ERROR REPORT will appear. no data is recorded in the sy
pear. no data is recorded in the system.
pear. no data is recorded in the system.