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SAP Reconciliation & Documents Guide

Revised
June 1, 2022

SAP Reconciliation & Documents Guide

Contents
  1. Reconciliation of Financial Transactions
    • Full Reconciliation vs. Financial Assessment & Management (FAM)
    • Importance of Financial Transaction Reconciliations
    • Performing a Full Reconciliation
    • Documentation
    • Compensation Expenses (Payroll)
    • Grants & Contracts Distinctions
    • Responsibilities and Review
  2. SAP Documents
    • SAP Document Type List (FI)
    • Other SAP Documents (CO, PS)
    • The Most Common Document Types In More Detail
  3. Displaying Documents via Report Drill Down
    • Information available for the line item report before drilling down 
    • How to drill-down in line item report for more details
    • The stages of drill-down on a report
  4. Displaying a SAP (FI) Document – FB03
    • Display Any Attached Files for the Document
    • Print a copy of a document (from Document Overview – Display screen)
    • View or print the extra text (note) for applicable documents
  5. Journal Entry (SA, ZJ, ZB, AB, YF, & ZZ)
    • Key pieces of information
    • View details about a particular journal entry line item
    • View the extra text (audit documentation) if applicable
    • View header information about the entire accounting document
    • Display any attached files (Word, Excel, etc.)
    • Display an overview of the Workflow approvals from a posted document
  6. Vendor Invoice - Does NOT Reference PO (KN, XN, YD, & YM)
    • Key pieces of information
    • Determine if Document is the original or a supporting document
    • View header information for the entire document
    • See if an Invoice Paid and View the Payment Information
    • View the scanned invoice attachment
  7. Invoice - References PO (RN, RE, KG, XO, ZN, ZS, ZC, & ZU)  
    • Key pieces of information
    • Determine if the Document is the Original or a Supporting Document
    • See if a Payment was Issued and View Payment Information
    • View the Scanned Invoice Attachment
    • View the Referencing Purchase Order for an Invoice Item
  8. AP Check Request /Tuition Grant (ZT & ZQ)
    • Key pieces of information
    • See if a Payment Was Issued and View the Payment Information
    • View the Scanned Invoice Attachment
  9. Verify if Invoices Have Paid and View Details
    • Verify if a payment has been issued and view basic payment information
    • Determine if payment was a physical check or ePayable and view check information if applicable 
    • View payment information for electronic ePayable payments 
    • View the invoice image attachment or attached notes 
    • View the scanned invoice attachment
    • See if an invoice has been paid using the Purchase Order number
    • See if an invoice has been paid using the vendor's invoice number
  10. Concur Accounting: Travel, Corporate Card, and Out-of-Pocket Expense for Employee & Student Employees (YS)
    • View details about the Concur posting from a line item report 
    • Key pieces of information available in the document drill-down
    • Display the payment information for out-of-pocket expense reimbursement
    • View header information for the entire document from any screen
  11. Travel Accounting: Employees & Students on Payroll (YT)
    • View the Expense Report/Travel Statement Document from a Line Item Report
    • Other Key pieces of information available in the document drill-down
    • See if a check was issued and display the payment information
    • View header information for the entire document from any screen
  12. Other Travel Payments (YU)
    • Key pieces of information
    • See if a check was issued and display the payment information
    • View header information for the entire document
  13. Experimental Subject Payments (ZK)
    • Key pieces of information
    • See if a check was issued and display the payment information
    • View header information for the entire document
  14. Accounts Receivable Invoices Sent to Sponsors for Sponsored Research (YI, DR, DG, and DZ)
    • View a copy of the invoice sent to the Sponsor (YI or DR)
  15. Purchase Order
    • Purchase Order Types
    • Display a Purchase Order in SAP (Document Number is Known) – Transaction Code ME23
    • Display a List of Purchase Orders in SAP (Document Number is Not Known) – Transaction Code ME2K
    • Display a Purchase Order from the an Invoice Document Referencing a PO
    • To Display a Purchase Order from a Commitment on a Report
    • Key Pieces of Information for Each Line Item of a PO
    • Find Who Created the Purchase Order
    • See the Purchase Order History (Goods Receipt or Invoice Documents)
    • See the Accounts Charged, Delivery Location, and Goods Recipient
    • See the Vendor Address/Phone Information
    • View the Referencing Purchase Requisition (DUHS ONLY)
  16. Purchase Requisition (DUHS Only)
    • Purchase Requisition Types
    • Display a Purchase Requisition (Document Number is Known)
    • Display a List of Purchase Requisitions (Document Number is Not Known)
    • Display a Purchase Requisition from a Referencing Purchase Order
    • Display a Purchase Requisition from a Commitment on a Report
    • Key Pieces of Information
    • View the Details of a Line Item, like the Price per Item
    • See if this Line Item is Subject to Release
    • Find Who Created the Purchase Requisition
    • See the Accounts Charged, Delivery Location, and Goods Recipient
  17. Material Document (WA & WE)
    • Key pieces of information
    • View the detailed expenses by Cost Center
  18. Internal Orders (Work Orders)
    • Internal Order Actual/Plan/Variance Report (ZFR1G)
Other Resources
Categories

Accounting - Resources, Admin Systems - Resources, SAP - Resources, System Manuals, System Manuals - Financials