Template for Accounts Receivable

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					                                                                             cfeaf2c1-6f4d-4fdd-b9fd-45b4ace40e64.xls                                                                                       8/15/2011


       A            B           C          D           E          F      G          H      I J            K                   L            M               N      O P                        Q                           R
1 Prepared by first name: David       Last name: Smoth          Title:         Date Prepared:                           Phone #:                  Email:
  For every                                                                    Secondary              AMOUNT
  transaction   Tranaction             Sender   Sender                         Cost              Sender will get credit                Receiver   Receiver Cost                                                    Line Item
2 enter "TI"     number    Sender Fund Type     Cost Object #                  Element           Receiver will get debit Receiver Fund Type       Object #              Text (50 characters)                       Date
3 TI            00001                  CC       1200999999                     995400                            100.05                CC         4800009999            Line Text detail information goes here     01/31/2010




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                                                               cfeaf2c1-6f4d-4fdd-b9fd-45b4ace40e64.xls                                                 8/15/2011
                                                                              Instructions

INSTRUCTIONS:

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
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: johnsmoth@jhu.edu
Line two: It is column heading line- do not change it.
Line three: Delete sample data on this line (do delete row) before sending this Excel file.
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. (see listing on Finance website)
Column I: Leave it blank
Column J: Leave it blank
Column K: Enter amount, decimal (can only be 2 decimal places) 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
Column O: Leave it blank
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                           cfeaf2c1-6f4d-4fdd-b9fd-45b4ace40e64.xls    8/15/2011
                                          Instructions

Column P: Leave it blank




                                                                      Page 3 of 4
                                                                   cfeaf2c1-6f4d-4fdd-b9fd-45b4ace40e64.xls                                     8/15/2011
                                                                                  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 01/31/2010.

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          for the first revision
480MDC_Inventory1106R2.xls          for the second revision

3. E-mailing the Excel worksheet for Inter-Entity (between JHU and JHHS) transactions:
For inter-entity transactions, please e-mail this Excel file as an attachment to the Inter-Entity e-mail box:
InterEntity@jhu.edu
and copy (cc) the person's on the opposite side of the transaction. Please provide a description in the subject line and body of the e-mail.
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, please call the Inter-Entity Customer Service at 443-997-2481

4. E-mailing the Excel worksheet for JHU Intra-Entity (between JHU and JHU) transactions:
For intra-entity transactions, please e-mail this Excel file as an attachment to the Intra-Entity e-mail box:
Intraentity@jhu.edu

5. E-mailing the Excel worksheet for JHHS Intra-Entity (between JHHS and JHHS) transactions:
For JHHS intra-entity transactions, please e-mail this Excel file as an attachment to the JHHS Controlller's Office
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