NO Goods Receipt (GR) NO Invoice Receipt (IR) - DOC by johnbennett

VIEWS: 0 PAGES: 6

									                                                                             SAP 2005-10


                                                             July 21, 2005
Procedures for Invoice Entry using FB60 for
Alternate Account Assignment
(Elimination of the Three Line Workaround)


EXECUTIVE COMMITTEE
BUREAU DIRECTORS
DISTRICT EXECUTIVES
DISTRICT FISCAL OFFICERS
DISTRICT ASSISTANT FISCAL OFFICERS
CENTRAL OFFICE BUDGET COORDINATORS



Effective Monday, July 25, 2005, a new process will be implemented in SAP to allow
invoice entry at an account assignment that is different than the account assignment of the
referenced earmarked fund (encumbering at one account assignment and expending at
another).

This will replace the three line workaround process currently used on the ZFB60
transaction. As this process is implemented, the ZFB60 transaction will be deactivated.

Please note that invoices sent to SAP via the Right of Way interface will continue to show
the three lines of coding in SAP. These additional lines of coding are provided to SAP by
the interface; SAP does not generate the additional lines. Therefore, these additional lines
will continue until enhancements are made to the Right of Way interface.

Following are detailed instructions for the entry of Non-PO invoices at a different account
assignment than established on the Earmarked Fund Document. Should you have any
questions or problems with the implementation of this process, please contact Valecia
Pierce at (717) 214-7025.




INVOICE ENTRY USING FB60 FOR ALTERNATE ACCOUNT ASSIGNMENT

Use these instructions for entry of Non-PO invoices at a different account assignment than
established on the Earmarked Funds document.




                                 Page 1 of 6
Create Screen Variant:

It is highly recommended that users create a Screen Variant to make invoice entry easier.
It is suggested that Earmarked Fund Number and Earmarked Fund Line Item should be
moved to the left so this data can be entered without scrolling. For instructions on creating
a screen variant, please refer to the EUP for “Create a Screen Variant” on the Finance Web
Page at
http://dot.state.pa.us/intranet/dotmysap.nsf/frmmysaphome?openframeset&frame=contents
&src=/intranet/dotmysap.nsf/vSPL/HomepageFinance.

Suggested order of Data Elements:

      Earmarked Fund Number
      Earmarked Fund Line Item Number
      Value Date
      Fund
      Cost Center
      Order
      WBS Element
      Set to Complete Indicator




                                 Page 2 of 6
INVOICE ENTRY

  1. Enter transaction FB60

  2. Enter Basic Data, Payment, and Notes Tab fields, as necessary, according to policy.

     a. Basic Data




     b. Notes




     c.Payment




                              Page 3 of 6
3. Enter Account Assignment

       a.   Enter EXPENSE G/L Account
       b.   Enter Line Item Amount
       c.   Enter Earmarked Fund number to be liquidated
       d.   Enter Earmarked Fund Line Item Number to be Liquidated
       e.   Enter the Value Date




4. Hit ENTER
       a. Receive Warning Message


5. Hit ENTER
       a. Account Assignment from Earmarked Fund Line Item is Defaulted
       b. G/L Account will be locked on Expense G/L entered in previous step (step
          3.a.).
       c. Value Date will remain the same as entered. If no Value Date is entered,
          today’s date will automatically be posted.




6. Make changes to Account Code (Part Code on WBS and order)




7. Continue this process for Each Earmarked Line Item to be Charged (if necessary)

8. Simulate the Posting




9. If OK, post the document.




                            Page 4 of 6
TIPS & TRICKS:

1.   If multiple line items are to be entered, a user may find it easier to default all
     the account lines first before making changes. (A warning message will be
     displayed for every line item)

        Enter the Expense G/L, Line Item Amount, Earmarked Fund Number,
         Earmarked Fund Line Item, and Value Date for Each Line.




        Hit Enter – A warning message will be displayed for each line.




        Make Changes to Account Assignments




        Simulate and Post


2.   Customize the Simulation Screen

        The following layout has been saved under: /IES – IES STANDARD
         LAYOUT- RECOMMENDED




                              Page 5 of 6
              PennDOT has a layout saved under: /ADOTCOMP – PENNDOT BASIC
               SETUP




           Users can create their own screen layout using the variant      display icon. For
           instructions on creating a layout, please refer to the EUP for “Create a Layout” on
           the Finance Web Page at
           http://dot.state.pa.us/intranet/dotmysap.nsf/frmmysaphome?openframeset&frame=c
           ontents&src=/intranet/dotmysap.nsf/vSPL/HomepageFinance.

    3.     Delete line item (when errors made – especially G/L)

              Once the G/L number has been accepted, it becomes grayed out for change.
               The easiest way to correct that line item is to delete the line and re-enter the
               proper coding. Using this method, the error can be fixed without deleting the
               entire invoice.

              Highlight the line item to be deleted.




              Hit the Delete Line button.
              Re-enter the account assignment information.




/s/rc _______________________________                   /s/tag____________________________
      Rina Cutler                                         Timothy Guss
      Deputy Secretary for Administration                 Comptroller




                                     Page 6 of 6

								
To top