GL.2 General Ledger Entry Functions
Transcript of GL.2 General Ledger Entry Functions
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GL.2 General Ledger Entry Functions
GL.2.2 GL Document Entry - Cash Journals
GL.2.2.1 Migrating Legacy Petty Cash Balances to SAP
Name of the Manual: GOM SAP Reference and Procedure Manual for
General Ledger
Manual Code: GL
Section: General Ledger Entry Functions Section No.: GL.2
Subject: GL Document Entry - Cash Journals Subject No.: GL.2.2
Unit: Migrating Legacy Petty Cash Balances to SAP Unit No.: GL.2.2.1
Approved by: Mohamed Ahmed
Financial Controller
Prepared by:
Hassan Waheed
Document History:
Date Version Editor Remarks
01.12.2010 1.01 Hassan Waheed Initial Release
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GL.2.2.1 Migrating Legacy Petty Cash Balances to SAP
Objective
Migrate the petty cash balance that is being maintained manually in to SAP Cash Journal
Responsibility
Migration of legacy petty cash into SAP cash journal involves;
1. creating a Payment Cash Journal for the agency in SAP for the agency
This will be done and informed to the agency by TPAD. Refer unit GL.4.2.1 (Cash Journal
Configuration) for further information.
2. passing a journal voucher for recording un-replenished petty cash expenses prior to
migration
This document will be entered by GL entry user (at the agency or TPAD) and posted by
GL officer at TPAD. The responsibilities of GL entry user are covered in unit GL.2.1.1
(Parking GL Documents - General (Enjoy Screen) and those for the GL officer are
covered in Unit GL.4.1.1 (Posting GL Documents).
3. entering an invoice for replenishment of un-replenished petty cash expenses prior to
migration
This will be entered and posted by AP entry user and AP authorizing officer at the
agency respectively. Their responsibilities are covered in the relevant AP procedure
manuals
4. bringing the balance of petty cash on hand just prior to migration as a replenishment in
to Cash Journal
This will be done by Petty Cash Holder at the agency. His responsibilities are covered in
unit GL.2.2.3 (Recording the Replenishment of Cash Expended).
Procedure
Scenario: On 01.10.2010, agency 1005 migrates its petty cash to SAP Cash Journal. The last
replenishment was made on 15.09.2010 Further information on the status of petty cash float
are as follows;
Approved float: MVR4,000.00
Cash balance as on 01.10.2010: MVR1,135.00
Un-replenished expenses (since 15.09.2010);
223010 (Annce., Subs. & Ads.) MVR1,865.00
222001 (Stationery & Req.) MVR1,000.00
The SAP Cash Journal created for the agency was P020
The migration process involves three separate tasks;
A. Agency/TPAD GL entry user: Pass a journal voucher for recording un-
replenished petty cash expenses prior to migration
The entry in the system for this transaction in Cash Journal would be;
1 Dr. 223010 1,865.00 Announcements, Subscriptions and Advertisements
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2 Dr. 222001 1,000.00 Stationery and Office Requisites
3 Dr. 414199 1,135.00 Cash-in-Transit - Petty Cash Replenishment
4 Cr. 913999 4,000.00 Initial Entry of GL Balances
B. Agency Accounts Payable user: Enter an invoice for replenishment of un-
replenished petty cash expenses prior to migration
The entry in the system for this transaction in Cash Journal would be;
1 Cr. Vendor 2,865.00 << Audit Card Holder >>
2 Dr. 414199 2,865.00 Cash-in-Transit - Petty Cash Replenishment
C. Petty Cash Holder: Bring the balance of petty cash on hand just prior to
migration as a replenishment in to Cash Journal
The entry in the system for this transaction in Cash Journal would be;
1 Dr. 414100 1,135.00 Petty Cash Journals
2 Cr. 414199 1,135.00 Cash-in-Transit - Petty Cash Replenishment
A. Agency/TPAD GL entry user: Pass a journal voucher for recording un-replenished
petty cash expenses prior to migration
Refer unit GL.2.1.1 (Parking GL Documents - General (Enjoy Screen) for more information.
Note: The entry of this transaction follows the same rules as described in unit GL.2.1.1
(Parking GL Documents - General (Enjoy Screen) except for the GL accounts, assignments and
text descriptions. A properly entered document for this scenario would be as follows;
Note: This transaction could be entered by a Public Accounting Division’s General Ledger user
if the General Ledger entry function has not been rolled out to the agency yet.
B. Agency Accounts Payable user: Enter an invoice for replenishment of un-replenished
petty cash expenses prior to migration
Refer the relevant AP procedure manuals for guidance on recording invoice for petty cash
replenishment
Note: The entry of this transaction follows the same rules as described in the relevant AP
procedure manuals except for the assignments and text descriptions. A properly entered
document for this scenario would be as follows;
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Note: Like any other invoice, this document also needs to be posted. Refer the relevant AP
procedure manuals for guidance on posting invoice for petty cash replenishment)
C. Petty Cash Holder: Bring the balance of petty cash on hand just prior to migration as a
replenishment in to Cash Journal
Note: The entry of this transaction follows the same rules as described in unit GL.2.2.3
(Recording the Replenishment of Cash Expended) except for the assignments and text
descriptions. A properly entered document for this scenario would be as follows;
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GL.2 General Ledger Entry Functions
GL.2.2 GL Document Entry - Cash Journals
GL.2.2.2 Making a Payment through Cash Journal
Name of the Manual: GOM SAP Reference and Procedure Manual for
General Ledger
Manual Code: GL
Section: General Ledger Entry Functions Section No.: GL.2
Subject: GL Document Entry - Cash Journals Subject No.: GL.2.2
Unit: Making a Payment through Cash Journal Unit No.: GL.2.2.2
Approved by: Mohamed Ahmed
Financial Controller
Prepared by:
Hassan Waheed
Document History:
Date Version Editor Remarks
01.12.2010 1.01 Hassan Waheed Initial Release
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GL.2.2.2 Making a Payment through Cash Journal
Objective
Make a petty cash payment and record the transaction in SAP Cash Journal.
Responsibility
This needs to be done by the Petty Cash Holder at the agency. He has to make sure:-
1. that the payment is being made for valid cash journal transaction
2. that the payment is being made for duly prepared and approved “requests for petty
cash”
3. that the transaction is recorded on the correct date
4. to thoroughly check the document, before saving or posting it
5. not to hand over cash before posting the transaction in the cash journal (because,
the system checks for budget availability while posting the document and might be
rejected due to insufficient budget)
6. to attach electronic copies of all the supporting documents to the SAP document
Procedure
Scenario: On 02.03.2009, a “request for petty cash” for Rf80 is submitted to the Petty Cash
Holder after being duly approved. The requestor, Mr. Ahmed needs the cash for up and down
trip to MMA to deposit Cheques.
Note: This is paid from Cash Journal P003. The request was numbered as MEMO-01
The entry in the system for this transaction would be;
1 Dr. 221002 50.00 Travelling Expenses - Local Land Travel
2 Cr. 414100 50.00 Petty Cash Journals
1. Log on to SAP (refer unit GL.1.1.1 (Logging onto SAP))
2. Use one of the following options to access the cash journal;
SAP Menu Accounting ® Financial Accounting ® Banks ® Incomings ® Cash Journal
User Menu Z:GL_PAYMENT-CASHIER_P003_1009 ® Cash Journal
T-Code FBCJ
3. If you are prompted to enter the cash journal, enter the following parameters;
Field name User action and values Type Description
Company
Code:
GOM R Company code for Government of
Maldives
Cash
Journal:
P003
If the system does not
request you to make an
entry, check whether
you are already in the
correct cash journal.
R If necessary, choose or
[Change Cash
Journal] to select the correct cash
journal.
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4. Select or enter the appropriate date in the Display period area;
5. Select the Cash Payments Tab;
6. Fill in the fields as follows;
Field name User action and values Type Description
Business
Transaction
TRAVELLING EXP. -LOC.
LAND
R The transaction for Local Land Travel
Amount 80 R The transaction amount
Tax Code I0 R If left blank, it is derived by the
system based on the transaction used.
Business Area 1009 R Enter the proper bunsiness area
Cost Center C10099999 R Enter the appropriate Cost Center
number
Fund C-GOM R Consolidated Revenue Fund
Receipt
Recipient
Mr. Ahmed D The name of the person who received
cash.
Text Taxi fare to and from
MMA for cheque deposit
D A short description of the transaction
(50 characters max.)
Reference MEMO-01 D The reference of the petty cash
request (e.g. MEMO-001)
Posting Date 02.03.2009 R The system defaults this field to the
selected date. It may be corrected if
necessary.
Document
Date
02.03.2009 R The date of document for which the
payment is made. The system
defaults this field to the selected date.
It may be corrected if necessary.
G/L Not Needed This is derived by the system based
on the transaction used. DO NOT
ENTER ANY VALUE HERE
WBS Element Leave blank Leave this field blank. (Assumed that
this payment is not a project
payment)
Note: After properly keying in all the above-mentioned, press “ENTER”. This would validate the
information entered and give out any validation errors. If the system does not give out any
error message, you can proceed to saving the entry.
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7. To save the entry in Cash Journal, select the appropriate line by clicking on [square
on the left side of the row] and click [Save Selected Button]. Observe that
[Red Traffic Light] changes to [Yellow] and the balances are updated.
8. To post the transaction, select the appropriate line (as described above) and click
[Post Selected Button]. Observe that [Yellow Traffic Light] changes
to [Green].
Note: The line must be de-selected before proceeding to the next entry.
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Red traffic light signifies that the cash journal entry has been recorded in the
system; initial checks have been carried out for the data entered.
Yellow traffic light signifies that the entry has been saved (parked) in the cash
journal.
Green traffic light signifies that the entry has been saved in the cash journal
and posted in the general ledger.
Red cross signifies that the document is a reversal document or that it has been
reversed.
9. Now quote the SAP accounting document number on the hard copies based on which the
payment was made
a) Click on [Follow-on document] after selecting the line item or
simply double-click on the line to display the different documents relating to the
transaction
b) Click on “Accounting Document”
10. Attach the electronic copies of the supporting documents to SAP accounting document.
a) Click on [Follow-on document] or double-click on the line to
display the different documents relating to the transaction
b) Double-click on “Accounting Document” and follow Unit GL.2.1.6 (Attaching Files to SAP
Documents) to attach the files to it
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GL.2 General Ledger Entry Functions
GL.2.2 GL Document Entry - Cash Journals
GL.2.2.3 Recording the Replenishment of Cash Expended
Name of the Manual: GOM SAP Reference and Procedure Manual for
General Ledger
Manual Code: GL
Section: General Ledger Entry Functions Section No.: GL.2
Subject: GL Document Entry - Cash Journals Subject No.: GL.2.2
Unit: Recording the Replenishment of Cash Expended Unit No.: GL.2.2.3
Approved by: Mohamed Ahmed
Financial Controller
Prepared by:
Hassan Waheed
Document History:
Date Version Editor Remarks
01.12.2010 1.01 Hassan Waheed Initial Release
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GL.2.2.3 Recording the Replenishment of Cash Expended
Objective
Record the receipt of cash as replenishment of expenditure from petty cash
Responsibility
This is the final step in the process of replenishment of expenditure from petty cash. Upon
receipt of replenishment cash, the Petty Cash Holder must record the transaction in cash
journal.
The Petty Cash Holder has to make sure:-
1. that he received correct amount of cash
2. that the transaction is recorded on the correct date
3. to thoroughly check the document, before saving or posting it
4. to attach electronic copies of all the supporting documents to the SAP document
Procedure
Scenario: The agency 1009 has expended MVR810 between 01.03.2009 and 06.03.2009 from
Cash Journal P003 and wants to replenish the amount. The request is made on 07.03.2009. The
cash was received on 10.03.2009.
This involves 5 main steps (this manual covers the final step);
A. Petty Cash Holder: Prepare and submit Cash Journal Transaction Report to
Accounts Payable user
(refer unit GL.3.2.1 (Cash Journal Transactions Report) for guidance on preparing Cash
Journal Transaction Report)
B. Accounts Payable User: Enter the Cash Journal Transaction Report as an invoice
payable to the Audit Card Holder
(refer the relevant AP procedure manuals for guidance on recording invoice for petty
cash replenishment)
C. Accounts Payable Authorizing Officer: Post the Invoice
(refer the relevant AP procedure manuals for guidance on posting invoice for petty
cash replenishment)
The entry in the system for this transaction in Accounts Payable would be;
1 Dr. 414199 810.00 Cash-in-Transit - Petty Cash Replenishment
2 Cr. Vendor 810.00 Audit Card Holder
D. Audit Card Holder: Collect the Cheque from MoFT and encash at MMA
E. Petty Cash Holder: Record the replenishment in the Cash Journal
The entry in the system for this transaction in Cash Journal would be;
1 Dr. 414100 810.00 Petty Cash Journals
2 Cr. 414199 810.00 Cash-in-Transit - Petty Cash Replenishment
E) Record the replenishment in the Cash Journal
Responsible person: Petty Cash Holder
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1. Use one of the following options to access the cash journal;
SAP Menu Accounting ® Financial Accounting ® Banks ® Incomings ® Cash Journal
User Menu Z:GL_PAYMENT-CASHIER_P003_1009 ® Cash Journal
T-Code FBCJ
2. If you are prompted to enter the cash journal, enter the following parameters;
Field name User action and values Type Description
Company
Code:
GOM R Company code for Government of
Maldives
Cash
Journal:
P003
If the system does not
request you to make an
entry, check whether
you are already in the
correct cash journal.
R If necessary, choose or
[Change Cash
Journal] to select the correct cash
journal.
3. Select or enter the appropriate date in the Display period area;
Note: The posting date of replenishment transactions must be the date on which the Petty Cash
Holder received cash (for instance, 10.03.2009 in the scenario above)
4. Select the Cash Receipts Tab;
5. Fill in the fields as below;
Field name User action and values Type Description
Business
Transaction
REPLENISHMENT R Transaction used for recording receipt
into Petty Cash
Amount 810 R The transaction amount
Tax Code Not Needed Tax-code is not required for budget-
irrelevant balance sheet items.
Business
Area
1009 R Enter the proper bunsiness area
number
Cost Center Leave blank Cost center is not needed for balance
sheet account
Fund C-GOM R Consolidated Revenue Fund
Receipt
Recipient
Leave blank Leave this field blank
Text PXXX replenishment
dd.mm.yyyy to
dd.mm.yyyy
D A short description of the transaction
(50 characters max.)
(e.g. P003 replenishment 01.03.2009 –
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Field name User action and values Type Description
06.03.2009)
Reference Leave blank Leave blank
Customer Not Needed Leave this field blank
G/L Not Needed This is derived by the system based on
the transaction used. DO NOT ENTER
ANY VALUE HERE
6. To save the entry in Cash Journal, select the appropriate line by clicking on [square
on the left side of the row] and click [Save Selected Button]. Observe that
[Red Traffic Light] changes to [Yellow] and the balances are updated.
7. To post the transaction, select the appropriate line (as described above) and click
[Post Selected Button]. Observe that [Yellow Traffic Light] changes
to [Green].
8. Now quote the SAP accounting document number on the Petty Cash Holder’s copy of the
Cash Journal Transaction Report
c) Click on [Follow-on document] after selecting the line item or
simply double-click on the line to display the different documents relating to the
transaction
d) Click on “Accounting Document”
9. Attach the supporting documents to the accounting document (refer unit GL.2.1.6
(Attaching Files to SAP Documents))
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GL.2 General Ledger Entry Functions
GL.2.2 GL Document Entry - Cash Journals
GL.2.2.4 Correcting of Incorrect Entries
Name of the Manual: GOM SAP Reference and Procedure Manual for
General Ledger
Manual Code: GL
Section: General Ledger Entry Functions Section No.: GL.2
Subject: GL Document Entry - Cash Journals Subject No.: GL.2.2
Unit: Correcting Incorrect Entries Unit No.: GL.2.2.4
Approved by: Mohamed Ahmed
Financial Controller
Prepared by:
Hassan Waheed
Document History:
Date Version Editor Remarks
01.12.2010 1.01 Hassan Waheed Initial Release
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GL.2.2.4 Correcting Incorrect Entries
Objective
Correct (delete or if necessary, reverse) an incorrect entry in the Cash Journal
Responsibility
This needs to be done by the Petty Cash Holder at the agency. He has to make sure:-
1. that he corrects the right entry
2. that the entry is not in an already replenished period
Procedure
Scenario: The transaction on 02.03.2009 was entered wrongly. This was noticed after it was
posted. The transaction amount was entered wrongly as MVR520 instead of MVR250.
The reversal entry in the system for this transaction would be;
1 Dr. 414100 520.00 Petty Cash Journals
2 Cr. 222008 520.00 Supplies for Office Cleaning
1. Log on to SAP (refer unit GL.1.1.1 (Logging onto SAP))
2. Use one of the following options to access the cash journal;
SAP Menu Accounting ® Financial Accounting ® Banks ® Incomings ® Cash Journal
User Menu Z:GL_PAYMENT-CASHIER_P003_1009 ® Cash Journal
T-Code FBCJ
3. If you are prompted to enter the cash journal, enter the following parameters;
Field name User action and values Type Description
Company
Code:
GOM R Company code for Government of
Maldives
Cash
Journal:
P003
If the system does not
request you to make an
entry, check whether
you are already in the
correct cash journal.
R If necessary, choose or
[Change Cash
Journal] to select the correct cash
journal.
4. Select or enter the appropriate date in the Display period area;
5. Select the appropriate Tab (Payments Tab in this case);
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6. Select the appropriate transaction
7. Click [delete row]. The system will ask to affirm the action to reverse the document.
Click “YES”.
8. The system will ask for the reversal reason. Select the appropriate option (usually “01” for
reversing in the current period) and press ENTER or click [green check mark].
The system will post a reversal document and update the balance.
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9. Now re-enter the transaction with correct values (refer unit GL.2.2.2 (Making a Payment
through Cash Journal) for guidance on recording a payment in cash journal or unit GL.2.2.3
(Recording the Replenishment of Cash Expended) for guidance on recording replenishment
in cash journal)
Note: Reversal is needed only if the document is posted. A saved entry can be deleted and re-
entered.
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GL.2 General Ledger Entry Functions
GL.2.2 GL Document Entry - Cash Journals
GL.2.2.5 Retirement (Closure) of Petty Cash Journal
Name of the Manual: GOM SAP Reference and Procedure Manual for
General Ledger
Manual Code: GL
Section: General Ledger Entry Functions Section No.: GL.2
Subject: GL Document Entry - Cash Journals Subject No.: GL.2.2
Unit: Retirement (Closure) of Petty Cash Journal Unit No.: GL.2.2.5
Approved by: Mohamed Ahmed
Financial Controller
Prepared by:
Hassan Waheed
Document History:
Date Version Editor Remarks
01.12.2010 1.01 Hassan Waheed Initial Release
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GL.2.2.5 Retirement (Closure) of Petty Cash Journal
Objective
Close the SAP Cash Journal by depositing any cash balances on hand in to Public Bank Account
Responsibility
When the decision is made to close the cash journal, the Accountable Officer of the agency must
make sure that;
1. the cash expended were promptly authorized and delivered
2. necessary documents were maintained
3. all the entries being approved for replenishment are posted in cash journal
4. the balance in Cash Journal reconciles with the cash on hand
5. electronic copies of all the supporting documents are attached to the SAP
documents
Procedure
Scenario: On 01.06.2010, Ministry of Finance and Treasury instructed to close the Cash
Journal P014 (Letter 13-XX/2009/101). The reconciled balance of cash on hand was Rf1485.
The sum of Rf1485 was deposited into Public Bank Account via deposit form number 1166-
C255.
The entry in the system for closure of cash journal would be;
1 Dr. 462011 1,485.00 Public Bank Account Deposits Clearing In
2 Cr. 414100 1,485.00 Petty Cash Journals
1. Log on to SAP (refer unit GL.1.1.1 (Logging onto SAP))
2. Use one of the following options to access the cash journal;
SAP Menu Accounting ® Financial Accounting ® Banks ® Incomings ® Cash Journal
User Menu Z:GL_PAYMENT-CASHIER_P014_1166 ® Cash Journal
T-Code FBCJ
3. If you are prompted to enter the cash journal, enter the following parameters;
Field name User action and values Type Description
Company
Code:
GOM R Company code for Government of
Maldives
Cash
Journal:
P014
If the system does not
request you to make an
entry, check whether
you are already in the
correct cash journal.
R If necessary, choose or
[Change Cash
Journal] to select the correct cash
journal.
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4. Select or enter the appropriate date in the Display period area;
5. Select the Cash Payments Tab;
6. Fill in the fields as follows;
Field name User action and values Type Description
Business
Transaction
PAYMENT TO BANK R Transaction for paying in to Public
Bank Account
Amount 1485 R The transaction amount
Tax Code Leave blank Tax-code is not required for budget-
irrelevant balance sheet items
Business Area 1166 R Enter the proper bunsiness area
Cost Center Leave blank Not needed for balance sheet items
Fund C-GOM R Consolidated Revenue Fund
Receipt
Recipient
Leave blank Not needed for this transaction
Text Closure of Cash Journal
P014
D A short description of the transaction
(50 characters max.)
Reference 13-XX/2009/101 D The reference of the supporting
document
Posting Date 01.06.2010 R The system defaults this field to the
selected date. It may be corrected if
necessary.
Document
Date
01.06.2010 R The date of document for which the
payment is made. The system
defaults this field to the selected date.
It may be corrected if necessary.
G/L Not Needed This is derived by the system based
on the transaction used. DO NOT
ENTER ANY VALUE HERE
WBS Element Leave blank Leave this field blank
Note: After properly keying in all the above-mentioned, press “ENTER”. This would validate the
information entered and give out any validation errors. If the system does not give out any
error message, you can proceed to saving the entry.
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7. To save the entry in Cash Journal, select the appropriate line by clicking on [square
on the left side of the row] and click [Save Selected Button]. Observe that
[Red Traffic Light] changes to [Yellow] and the balances are updated.
8. To post the transaction, select the appropriate line (as described above) and click
[Post Selected Button]. Observe that [Yellow Traffic Light] changes
to [Green].
Note: The line must be de-selected before proceeding to the next entry.
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Red traffic light signifies that the cash journal entry has been recorded in the
system; initial checks have been carried out for the data entered.
Yellow traffic light signifies that the entry has been saved (parked) in the cash
journal.
Green traffic light signifies that the entry has been saved in the cash journal
and posted in the general ledger.
Red cross signifies that the document is a reversal document or that it has been
reversed.
9. Now quote the SAP accounting document number on the hard copies based on which the
transaction was recorded.
10. Attach the electronic copies of the supporting documents to SAP accounting document.
(refer unit GL.2.1.6 (Attaching Files to SAP Documents) for guidance on attaching files to
SAP documents)
Note: The bank-related line item (462011) in this transaction must bear the reference of the
deposit form by which the money was deposited to PBA
11. Open the SAP accounting document by clicking [Follow-on document]
or simply double-clicking the line item in Cash Journal.
12. Click [Change Display / Change Mode] or simply press Ctrl+F1 to change the document.
13. Double-click the line item for 462011 (Public Bank Account Deposits Clearing In) and
replace the contents of the assignment field to reflect the deposit form number (1166-C255
in this case).
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14. Now click [Save] or simply press Ctrl+S to save the changes