Deletion of Parked and Not‐Yet‐Posted JVWF Documents

Overview

April 2011, Accounting System Administration will delete all documents on the parked document list or in JV workflow that have not posted within 60 days of the date the document was initiated (defined as the “entered on date”).

 

Definitions

JVWF
Journal Voucher Work Flow – JVWF is a review and approval process for all journal vouchers initiated in SAP.

Parked document
A parked document is a journal voucher (JV) created by a user and saved in SAP. This is a document that has not been COMPLETED (as defined below) through JVWF.

Completed document
A completed document is a JV that is initiated and completed by a user, thus initiating the JVWF approval process based on established criteria for the management center of the originator.

Approved document
An approved document is a JV that has been initiated and COMPLETED and has been sent to an approver for further review. The approver can either release or refuse the document. If the JV has correct codes and proper documentation the approver releases the JV which does one of two things, 1) the JV moves through the workflow process to the next approver or 2) if no further approvals are necessary, the JV posts to the ledger. If the approver is not satisfied with the validity of the JV, or the supporting documentation or explanation in SAP, the JV should be refused thus causing the JV to go back to the initiator to be corrected or deleted.

Posted document
A posted document is a JV that has been completed, approved (if necessary), and posted on the general ledger in SAP.

Rejected document
If a JV is refused, the initiator needs to change the document as instructed and then complete it again (do not hit the save icon as this will cause the JV to be suspended without notification as “logically deleted”) so that the JV starts the workflow process again.

Un‐posted document
Any document “parked” or “completed” that has NOT been posted to the general ledger.

 

Deletion Policy for Parked Documents, Not Yet Completed Through JVWF

Documents will not post to the general ledger in SAP until they have been “completed” and/or “approved” (as necessary) through the JVWF process. Accounting System Administration monitors the parked document list via the ZF182 report (this report is also available to the end user as a tool for monitoring documents that have been initiated – see the reports section below). If during close week, a document is still on the report on the 60th day from when it was initiated, the document is subject to deletion by Accounting System Administration without notification.

 

Deletion Policy for Documents That Are In JV Workflow But Not Yet Posted to the General Ledger

Accounting System Administration monitors the JV workflow document list via the ZF180 report and/or the ZF182 report (these transactions are also available to the end user as a tool for monitoring documents that are in workflow awaiting approval prior to posting – see the reports section below). If during close week, a document is still on the report on the 60th day from when it was initiated,  the document is subject to deletion by Accounting System Administration without notification.

 

SAP Reports for Monitoring Un-Posted Documents

The following transaction types are available to create reports in SAP to monitor unposted documents:

  • ZF180 – This transaction code is used to produce a report that includes all unposted documents in JV Workflow awaiting approval(s).
  • ZF181 – This transaction code is used to produce a report that lists completed JVs that have posted to the general ledger.
  • ZF182 – This transaction code is used to produce a report that lists parked JVs and JVs in JVWF awaiting approval(s). The output includes a document total and identifies the initiator of the document.
  • FBV3 – This transaction code is used to view a list of all parked documents. Please contact Accounting System Administration at 684-2752 if you need further assistance.