The New Road to Journal Vouchers

March 2006

1

Agenda

• Objective

• Glossary of Terms

• Journal Voucher Process Workflow

• Key Changes Overview

• Journal Voucher Transactions–A glance into SAP

• Interfund Transactions–A glance into SAP

• Communications & Training Highlights

• Questions

2

What Are The Key Objectives For This Session?

• To review the new Journal Voucher process in SAP and some of the benefits that will be derived from the new functionality

• To provide an overview on how to create, “park” and “post”journal vouchers

• To provide an overview on how to attach supporting documents

• To review the routings, the roles, and the approval options thatwill be implemented with Journal Workflow

• To discuss the SAP functionality for automatic balancing of Interfund Journal Vouchers

3

SAP Terminology You’ll Be Hearing Today

• SAP: “Systems Applications and Products”. The name of the software vendor and its core integrated product – SAP R/3.

• Journal Voucher: An accounting document used to record a financial transaction in the general ledger.

• Document: A record of a business event which has occurred and has been processed in SAP.

• “Park” Journal Voucher in SAP: Allows for entry and storage of an unfinished document in the system. A “parked” document is pending posting.

• “Posted” Journal Voucher in SAP: Allows for a completed document to update the General Ledger.

• Workflow: Ensures "the right work is brought in the right sequence at the right time to the right people". It is a tool designed to facilitate and automate business processes (e.g. a parked document is routed through multiple people for approval prior to posting).

• Document Splitting: Self-balancing functionality that automatically creates additional entries to balance postings that cross funds.

4

SAP BW

Budget PlanningSimulation (BPS)

Transportation Systems

SACS200x

LACOEPeoplesoft

StudentInformation

Finance HumanResources

Cross Application Timesheets

Project Systems

SupplyRelationship Management

Materials Management

Controlling

Grants Management

Funds Management

SAP

System ofRecord

FY‘07

Food Services

LAUSD Big Picture Data Flow

Facilities Systems

Decision Support System

5

The Finance Ledger

Finance

Cash Management

General Ledger

Accounts Receivable

Sales & Distribution

• Sub-modules within the Finance Ledger in SAP

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Journal Voucher Journal Voucher WorkflowWorkflow

Journal Entry (JE) Requestor

submits a journal entry request

JE Approver receives an email and either approves or rejects

work item

Workflow ends and Approver ID is automatically entered on the

Journal Voucher document

JE Preparer creates and saves the

Journal Voucher document (attaches

documents if applicable)

JE Preparer “Parks”(saves as completed) the journal voucher

document. Once validation check

successfully passes, workflow is triggered

Process Overview: Journal Voucher Workflow

If rejected, an email will be sent to the

preparer to notify the document was

rejected.

If approved, transaction is posted and an

email is sent to the preparer to notify the document has

posted.

Start Here

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What Are The Key Changes For Journal Vouchers?

• For Journal Voucher Preparation:– SAP will provide the ability to

electronically attach supporting documentation to Journal Vouchers

• For Journal Voucher Approvals:– SAP will automate the entire approval

process called “workflow”– SAP will provide the ability to track the

entire Journal Voucher review cycle– SAP will provide automatic escalation of

workflow items after 3 days (1 day during year-end closing)

• For Interfund Journal Entries:– SAP will allow for automatic balancing

using delivered SAP functionality called document splitting

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Creating A Journal Voucher In SAP

Insert Journal Voucher Screen Shot

Example of journal entry

screen

Document Line Item

Document Header

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Attaching Supporting Documents To A Journal Voucher

Insert Attach Supporting Document Screen ShotClick the “Services for Object” icon and select

“Create” and then “Create Attachment” to

attach a document

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Attaching Supporting Documents To A Journal Voucher cont’d

Browse for the appropriate document(s)

and select “Open” to

attach documents

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“Parking” A Journal Voucher In SAP

Insert Journal Voucher Key Terms Screen Shot

“Save as completed” icon performs validation checks, “Parks” the

document, and triggers the journal workflow

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Receiving Email Notification For Approval

Sample email triggered by workflow and sent to the Journal Voucher Approver via Outlook.

*For every approval request email you receive, accessing the link will require you to log-in each time.

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Receiving Email Notification For Approval cont’d

The link from the Outlook

e-mail notification takes the

Journal Entry Approver to the

Business Workplace

•SBWP Screenshot

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Approver Viewing Attachments

Click the “Services for Object” icon and select “Attachment

list” to view attachments

15

Approver Viewing Attachments cont’d

All attachments are displayed

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Approving A Journal Voucher In SAP

Insert Business Workplace Screen ShotClick on “Release” to Approve

ORClick on “Refuse” to

Reject journal voucher

17

Approving A Journal Voucher In SAP cont’d

Click the “Services for Object” icon to access the Create

Note window to enter a reason for rejecting

a work item.

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Displaying a Journal Voucher In SAP

Click on the “Display Document Header” icon to view document audit

trail.

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Displaying A Journal Voucher In SAP cont’d

Document audit trail shows who entered (Journal

Voucher Approver)

AND

Who parked (Journal Voucher Preparer) the

document.

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The Interfund Journal Voucher

An example of a journal

voucher to transfer an expenditure

from one fund to another

21

The Interfund Journal Voucher cont’d

SAP journal vouchers

“automatically”balanced by

Fund!

Balancing entries can be viewed from the posted document.

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Our New Road To Journal Vouchers…

• The Journal Vouchers (JVs) entered online through SAP or through the Journal Voucher upload program will be subject to Workflow Approvals (JV’s created through interfaces will not)

– Journal vouchers will be processed in SAP except those affecting jobs and projects which will continue to be processed in IFS for Release 1.

• The Business Roles involved in the Journal Workflow are as follows:– Journal Entry Requestor – Journal Entry Preparer– Journal Entry Approver

• The Workflow rules require 2 approvers at all times.

• Who are the Approvers?– For transactions in a select JV category An approver one level above the

Journal Entry Preparer plus another approver at Director level at least– For transactions outside of a select JV category An approver one level above

the Journal Entry Preparer plus a second approver one level above the first approver

• If the scheduled approver(s) do not review a JV in 3 days (1 day at year-end), the Journal Voucher document will get escalated to the next level of approver(s)

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What We Have To Look Forward To…

Journal Vouchers will balance by Fund automatically

Users were required to manually enter lines to balance

interfund journal vouchers

Supporting documents to journal vouchers will be attached electronically

Hard copy of the supporting document is attached to the

Journal Voucher and routed to approvers

We will have an automated approval process

All journal vouchers were manually routed and approved

After SAP…Before SAP…

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Dec Jan Feb March Apr. May

2005 2006

June

End User Training*

July

“Go Live” & Support

Training and Communications Timeline

Orientation to the New Processes and Open House Simulations

*Training Delivery Methods: Web-based Learning, Live Virtual Training, Instructor-led Training, Expert-led Training and Open House

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Sample of Relevant Training Courses for Journal Workflow

1 hourNavigationWeb-Based LearningR3100

Basic Navigation of SAP R/3

GL/Funds

GL/Funds

Navigation

Functional Area

8 hoursInstructor-Led TrainingGL300Journal

Vouchers

2 hoursRecorded

Virtual Classroom

GL100General Ledger Overview

1 hourWeb-Based LearningWI100

Account String Wizard Basic Navigation

DurationDelivery MethodCourse IDCourse Title

• Individuals will receive communications about what courses to take

• Course sign-up will be available on Learning Zone

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More Project Information?

To learn more about the BTS Project:

•Check out the BTS Project Website (www.lausd.net/bts)

•Contact your local Change Champion

•For questions, e-mail bts@lausd.net

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Questions