Correct and Resend a Rejected Journal Voucher

Financial Operations
Journal Vouchers
Correct and Resend a Rejected Journal Voucher

Contents
Overview
Check Your Workflow
Find the Document that Needs Correcting
Add, Change, or Delete Line Items
Complete the Journal Voucher

Overview
Once you complete your journal voucher, it is sent to CAO if it needs review. If no errors or problems are found, it is posted. If errors or problems are found, the document is returned to you for correction or deletion.

You will know if your journal voucher has been rejected when you first log on to SAP. There will be a message saying that there are messages in your workflow inbox. You also have the option to receive an email message notifying you whenever a line item in your journal voucher is approved or rejected. For more information on setting up the email option, see SAP Email Event Notification.

top

Check Your Workflow

1. Do one of the following:

- Click the Workplace button button on the function bar.
- OR use the following navigation path from the SAP User Menu screen.
- OR use the following transaction code from any screen.

Navigation Path:

- User Menu
- Role ZMIT
- Mailbox
- SAP Office Inbox

Transaction Code:

/nso01

2. Click the Workflow item in the Inbox folder.

Result: The Workflow view appears in the work area to the right of the navigation area.

top

Find the Document that Needs Correcting

1. Find the document with the document number that corresponds to one of your parked documents. Depending on your activities, you may see only the rejected journal document or you may see other queued tasks such as credit card charges to verify or requisitions to authorize.

You can recognize the journal vouchers because the description will say "Correct and complete parked doc. ######."

screen capture:  Workflow Inbox

2. Double-click on the Execute icon in the Executable column.

Result : The "Change Parked Document: Overview" screen appears.

3. Follow the menu path: Extras >> Texts…

Result: The "Texts in Accounting Document" window appears.

4. Double-click on Correspondence .

Result : The "Change Correspondence: CUR ######### Language EN" window appears. In this window, you find your explanation for the transfer followed by a message from CAO about why the document was rejected and what to do about it.

5. Click the Back button Back button .

6. Click the Enter button Enter/accept button at the bottom of the window.

Result: The "Change Parked Document: Overview" screen appears.

top

Add, Change, or Delete Line Items

To add line items:

1. To add line items, click on the Fast entry button. See the section "Add, change, or delete line items" in Create a Journal Voucher Using the Fast Entry Format if you need further instructions.

To make changes:

1. Double-click on the line item you wish to change on the Overview screen.

Result: The "Park Document: Change G/L Account Item" screen appears.

2. Change the line item.

3. Click the Back button Back button to return to the Overview screen.

To delete a line item:

1. From the Overview screen, click the line item to select it.

2. Follow the menu path: Edit>>Delete item .

Result : The line item value changes to 0 (zero). The line item itself remains.

When you have completed your changes, you are ready to resubmit the corrected journal voucher.

top

Complete the Journal Voucher

1. Follow the menu path: Document>>Complete .

Result: The message, "This parked doc. will be routed to PAYROLL for approval."

2. Click the Enter button Enter/accept button .

Result: SAP confirms that you want to resubmit the journal voucher for approval.

screen capture

Choose to Resubmit

If you want to resubmit the journal voucher:

1. Click Yes.

2. SAP returns you to your Workflow Inbox and replaces the journal voucher into workflow to be routed for approval.

Choose not to Resubmit

You may want to save the journal voucher, but not resubmit it for approval. You can save the document to be completed later. SAP considers the journal voucher an "incomplete document" until you complete and resubmit it for approval. If you choose not to resubmit the journal voucher at this time:

1. Click No.

2. Click the Save button button .

3. SAP confirms that you want save your journal voucher as an incomplete document and keep it in your Workflow Inbox. Click Yes. (If you click No or Cancel, you will be returned to the Overview screen.)

screen capture

4. SAP warns you that the journal voucher will not be routed for approval until you complete it and resubmit it.

screen capture

5. Click the Enter button . SAP returns you to your Workflow Inbox

Note

The next time you open the incomplete journal voucher from your Workflow Inbox, SAP will warn you that it is considered incomplete and will not be routed for approval until you complete it and resubmit it.

screen capture

 

 

top