SAP Park & Post Training

Rationale for implementing Park & Post More efficient processing of journals – this will simplify the process as the requestors of journals will complete the data validation when parking documents in SAP Formalisation of segregation of duties through SAP workflows Removal of low value threshold of $1,000 1. Under current process data validation is undertaken by Financial Operations team and requestors of journals must correct any issues prior to the journal upload. SAP Park & Post Training - 2016

Overview of Park & Post process Schools/ Portfolios Prepare journal template including relevant support. Park journal and upload template into SAP. Transaction code: ZF_PARK_DOC_UPLD Financial Operations Automatic email with journal template/support is sent to the ‘Journals’ inbox from SAP. Journal is posted. Turnaround time is 48 hours. Transaction code: FBV0 Document status Parker can review the status of parked documents in SAP. Email confirmation of posted journal will still be sent by Financial Operations (Journals email). Transaction code: FBV3 SAP Park & Post Training - 2016

Review of Excel Journal template and inputs For Park & Post, the complex journal template must be used – refer to intranet: http://www1.rmit.edu.au/browse;ID=qqtwf41w73k7z Please note the following regarding inputs: i. The worksheet with posting details must be on the first tab in the file and at the time of saving the file before uploading into SAP. ii. Intercompany Journals – Company Code in the 1st line of journal template must match Company Code in SAP upload screen. iii. Fixed Asset Journals – Asset Value Date (template) & Posting Date (SAP) must be the same month to prevent reconciliation issues. iv. Posting keys: For Ledger: Dr: 40, Cr: 50; For Assets: Dr: 70, Cr: 75 v. Supporting documents must be embedded in the Excel template (refer to recent Google+ communication from Natalia re: examples). SAP Park & Post Training - 2016

SAP Park & Post Training - 2016 Complex journal template SAP Park & Post Training - 2016

Upload a Parked Document Transaction code: ZF_PARK_DOC_UPLD => Document reference date => Date the journal is reported in SAP => See next slide => Name of Parker => Nature/reason for the journal => Journal template upload path. Goes to SAP. (max. 128 characters) => Always tick this box => Deselect on final upload => Do not use. Not applicable. => Journal support path. Goes to journals@rmit.edu.au SAP Park & Post Training - 2016

Document Types / Journal Types Code Journal Type Common Doc Types: AA FA - Fixed Assets GA AC - Accrual Document Y3 PP – Prepayment Y4 RC - Cost Recovery Y9 TR – Transfer Y2 GR – Grant  Other Doc Types:   Y5 SC - Short Course Y6* ST – Student Y7 WU – Western Union Y8 IC - Inter Company ZR BK - Banking Journals *Only to be used by the Accounts Receivable team. SAP Park & Post Training - 2016

Common issues when Parking Journals Correctly Parked Journals on test run & final parking Journals not Parked due to errors SAP Park & Post Training - 2016

Common issues when Parking Journals Cells formatted with formulae, $ signs, separators/commas and more than 2 decimal places. Internal order and/or WBS element closed/does not exist. G/L or cost element does not exist. IO cannot be used with particular G/L codes. No tax code provided or incorrect. Incorrect template used. SAP Park & Post Training - 2016

Display Parked Documents Transaction code: FBV3 Individual Document Number; or can list for one or many users via E number Document List ==> SAP Park & Post Training - 2016

SAP Park & Post Training - 2016 List of Parked Documents SAP Park & Post Training - 2016

Things to note / remember: Journals < $1,000 per line – Now allowed and supporting documents do not need to be provided. However, these are to be retained by Schools in the event of audit review. 1 support file – Only 1 file can be uploaded into SAP to email to Financial Operations, therefore, insert all supporting documentation into the journal template file (note: support can be included in multiple worksheets). Accrual reversals – Financial Operations will continue to reverse accruals the month after the accrual has been posted. No action required from the Parker. Prepayment amortisation – Financial Operations will continue to amortise prepaid amounts. No action required from the Parker. Incorrect journal parked – Advise Financial Operations ASAP. The journal will be deleted and the parker will need to re-park the correct journal. Cost transfer approvals – Financial Operations will assume there has been cost receiver approval prior to the journal being parked. Use the Complex Journal template – Journal details must be on the 1st tab of the file & at the time of saving the file before uploading into SAP. SAP Park & Post Training - 2016

SAP Park & Post Training - 2016 Where to go for Help? SAP Park & Post Procedure document Financial Operations staff: Alaina Lee x58224 Belinda McKay x52864 Any feedback about the process – please send to Alaina & Belinda SAP Park & Post Training - 2016

Thanks for your attention. Any questions? SAP Park & Post Training - 2016