Objective and Scope

1.1. Objective of this Operation

Describe how the posting schemes will be defined and inserted in the Journal Entry Portal in SAPHow to post entries through the JE ( Journal Entries ) Portal.Portal and how to request a template creation

 1.2. Scope

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2. Definitions

See Finance Glossary:

• JE Portal - Journal Entries Portal
• CAM - Company Accounting Manager
• FAC SU - Financial Accounting Service Unit

3. Tasks description

The JE Portal tool in SAP is a tool where the user can make manual entries directly in SAP without sending a request thought the ticketing tool.

Inside the Portal, the user will find the postings schemes templates already approved to be posted.

The postings can only be performed based on the pre-approved templates. If the posting to be performed is not available in the templates there is a dedicated flow to request the creation (see 3.2).

3.1. I post an a manual entry in JE Portal 

3.1.1. I post a document in SAP

I enter in transaction ZZF_POSTING_FILE and click in the button "Journal Entries Cockpit".

The following screen will appear:

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With the option "Create a Journal Entry" selected, fill in the necessary fields:

Template ID :which can be chosen in the search button   If I do not know the name of the ID, I can search in Library what is the best option for my posting.

Sub ID: As we can have multiple postings options inside the same template, you can choose your Sub ID to display only one, you can select a range of sub IDs or you can leave it blank to bring all the sub IDs created inside the template you have chosen

Library link:

Company Code: I insert the company code where I want to post the document.

Layout: I can save the layout I like to have and use it. otherwise, I leave it blank to view the standard layout.

Then, I press execute 

The following screen will appear. Depending on the template selected, it will appear different accounts/ number of line items/ cost centers/ sub IDs and etc.:

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Fill in with the necessary information to perform the posting. Click in "add Attachment" to upload the file to justify the entry - THIS IS MANDATORY .

You can upload as many as attachments you need and you can display or delete, before posting, in the following button: Image Added.

If you are making multipostings by using the different subIDs inside the same template, the same attachment will be available for all documents, not being possible to attached different justifications by document.

Then, click in the save button

If you are posting a normal posting, the following screen will appear:

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If it is a reversal posting, the following screen will appear:

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Fill in with the posting date and document date and click in the check. (And reversal reason 05 + de date of the reversal , if an accrual) It will generate your document in SAP:

3.2. I request a new posting scheme

3.2.1. I identify a new posting scheme not yet available in portal

When the user wants to post an entry not yet available in the portal, he needs to fill in the form (LINK) in order to get the approval for the new posting scheme. If As soon as  FAC SU/CAM approved it, the user needs to forward the e-mail with the approval to accounting platform workflow will automatically goes to mission team inside accounting platform, to create the requests and after its creation, the user will receive a notification from AODOCs with the confirmation of the creation.

This team will create the new template in the JE Portal in SAP and it will be available in 3 days to be used.

There will be also an option to update an existing template, which can be found in steps below.

3.2.2. I

If I send an e-mail to FAC SU/CAM and do not get the approval, I can post my entry as miscellaneous posting.

At month end, all the miscellaneous posting will be analyzed to check the need of a new template or if a solution needs to implemented at the source to avoid the manual entry. 

3.4 I create a template inside Portal

3.4.1 I receive the e-mail from an user with  approval to insert in the tool

After receiving the complete information with approval, accounting platform must enter in the system the new template and also fill in the Library in google drive.

To create the template, please use the following steps:

3.4.2 I upload the template into SAP

In transaction ZZF_POSTING_FILE, Select “Create New Template”

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Use the “Download Template” option if you want to extract the excel file template.

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Use the field “Filepath” to enter the directory path and the file name of the file to upload. It is also possible to use the search help to open the Explorer and select the file to upload.

The file should be in Excel format and should follow the layout of the business process table (ZFI_BUS_PROCESS):

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If the posting should consider the reverse option (Accrual process through FBS1), this option should be flagged, on the header item and in dedicated field:

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Run the transaction to upload the template into the business process table (ZFI_BUS_PROCESS).

To upload the information into the business process table the Excel file selected in the previous step must be closed. The following output layout will be presented:

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Note: Please ensure the document type is aligned with Matrix.

Use only manual doc types.

3.4.2 I manage the tables of the templates:

Fill in “Template ID” and “Company Code” and select the option “Table_1: Business Process”

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In this table it is possible to change, delete and create new templates without using the upload file:

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request a new template

1 – Go to the dedicated AODOCS Library

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2 – Click on NEW -> Template Creation

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3.1 – Fill in the necessary data

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Note: it is mandatory to fill in the Validator (For IFRS: FAC Member; Statutory: CAD of the company)

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Important: Please add as attachment the posting scheme that you want to be created as Template for the Journal Entries Portal

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3.2 – Once all data is filled in click on Save

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Once the request is created it will have the state New and is pending the Validator Approval:

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The request will need to be approved by the Validator and the Journal Entries Portal Mission Team will have to create the Template after the validation.

Once the Template is created the request will have status Created:

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The requester will receive a message advising that the Template has been created

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3.2.3. I request a template modification

1 – Go to the dedicated AODOCS Library

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2 – Click on NEW -> Template Modification

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3.1 – Fill in the necessary data

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Note: it is mandatory to fill in the Validator (For IFRS: FAC Member; Statutory: CAD of the company)

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Important: Please add as attachment the posting scheme that you want to be updated to be more clear the update needed

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3.2 – Once all data is filled in click on Save

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Once the request is created it will have the state New and is pending the Validator Approval:

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The request will need to be approved by the Validator and the Journal Entries Portal Mission Team will have to create the Template after the validation.

Once the Template is updated the request will have status Updated:

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The requester will receive a message advising that the Template has been updated

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3.3 Activity Report

3.3

Maintain validations in Business Validation table 

Fill in “Template ID” and “Company Code” and select the option “Table_2: Business Validations”

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In this table it is possible to create customized validations that will be applicable only in this cockpit when creating a Journal Entry based on a template:

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The validations can be created by “Template ID”; “Line Type”; “Item Number”; “Company Code”; “Field Name”. The available values to input should be included in the set indicated in the field “Set Name”

The sets to be used in these validations should be created using transaction GS01 and should be created for the fields to validate:

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Maintain the fields that can be changed when creating a Journal Entry with a specific template in Business Fields table (ZFI_BUS_FIELDS):

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In this table it is possible to define for each template which fields can be changed when processing a Journal Entry:

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The fields that can be changed when creating a Journal Entry with a specific template will be defined by “Template ID”; “Line Type”; “Item Number”; “Company Code”; “Field Name”. When “Item Number is filled in with 0 it means the rule will apply to all items in the template.

Apply always the technical field name for table maintenance:

COPA FIELDS

3.5 Activity Report

.1 I display the entries posted

Select “Activity Reporting” and fill in the selection screen accordingly:

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The documents posted within the Journal Entries Cockpit will be presented according to the following layout:

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4. Approvals and Validations

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Link to request form of new templates

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You can click in the document number to open the document.

End of document.