Changes to Master Data Mail Codes in SAP


June 7, 2012

The VPF General Ledger Accounting team has been working with IS&T to update the mail code selections in SAP to be consistent with current options for receiving printed statements.

The “Mail Code” field related to cost object master data in SAP identifies who (i.e., supervisor and/or addressee, if any) should receive paper copies of Summary Statements and Detailed Transaction Reports.

The options associated with a number of mail codes (i.e., the availability of backup documentation) have not been available for some time. Accordingly, VPF and IS&T in early June removed outdated mail codes from the selections in SAP to avoid redundancy. SAP will be updated in late June to ensure that all cost objects are affiliated with active mail codes.

This system work does not affect selections for receiving paper copies of Summary Statements and Detailed Transaction Reports.

The change will only affect members of the MIT community in that cost objects may be transitioned to other mail codes, and the outdated mail codes will no longer be displayed as selections in SAP.

As a result of these changes, only mail codes 1, 3, 4, and 5 from below will be available for selection for new cost objects or changes to cost objects. Cost objects affiliated with codes 2, 6, 7, and 8 will be transitioned to codes 1, 3, 4, and 5, as outlined below.

Mail Codes:
1 -- Supervisor gets statement & backup/Addressee gets statement
2 -- Supervisor gets statement/Addressee gets statement & backup -- Replaced by 1 (Both receive statements)
3 – Addressee only gets statement & backup
4 – Supervisor only gets statement & backup
5 – No Statement/Addressee gets backup
6 – Supervisor gets statement/Addressee gets backup -- Replaced by 4 (Supervisor only gets statements)
7 – Addressee gets statement/Supervisor gets backup -- Replaced by 3 (Addressee only gets statements)
8 -- No Statement/Supervisor gets backup -- Replaced by 5 (No paper statements)

These changes will occur automatically, and no action is required of MIT community members.

Please contact vpf-cost-objects@mit.edu with any questions or concerns.