1. SAP Park & Post Training

2. 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

3. 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 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.
confirmation of posted journal will still be sent by Financial Operations (Journals ).
Transaction code: FBV3
SAP Park & Post Training

4. Review of Excel Journal template and inputs
For Park & Post, the complex journal template must be used – refer to intranet:
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

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

6. 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
SAP Park & Post Training

7. 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

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

9. 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

10. 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

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

12. 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 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

13. 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

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