Frequently Asked Questions


How do I delete a line on a parked journal voucher?

If you work on SAPweb, check the small box to the left of the line(s) you want to delete. Then click the Delete Selected Items button. SAP will leave the line as a marker, will zero out the dollar amount, and will delete the line completely at the time the document is posted. If you work in SAP GUI, click the cursor to the left of line number for the line you want to delete. Then click Edit/Delete item. When you click Document/Complete, for each deleted line you will receive a Warning Message (in yellow): Amount is zero-line item will be ignored. SAP will leave the line as a marker, will zero out the dollar amount and will delete the line completely at the time the document is posted.

How can I receive an email message that my journal voucher has been approved or rejected?

On SAPweb, click the Support tab. Then click Email Notification. In the Preferences list, check the box marked Journal Voucher is approved by the VPF and/or check the box marked Journal Voucher is rejected by the VPF. Then click Save Changes.

How do I know if I need to send backup to the VPF for my journal vouchers?

You no longer need to send journal voucher backup to the VPF. However, you do need to create a document that includes the information paper backup previously provided. This includes originating transaction numbers and transaction dates when transferring expenses and revenues between cost objects, along with clear Line Item Text, and Explanation Text explaining why the journal voucher is being made.

How do I get help with my journal vouchers?

Send an email to Journal Vouchers.

How do I delete a parked journal voucher?

To delete a JV, send an email to Journal Vouchers and ask to have the JV deleted. Only parked JVs can be deleted. SAP does not let users delete their own journal vouchers.

My journal voucher was rejected. What is the process to change the JV and return it to the VPF?

You MUST retrieve the JV from your Inbox. If you work on SAPweb, using the Inboxes tab, click on JV Inbox, and then click on the Execute Workitem icon to open the JV you want to change. Make appropriate changes, and then click Complete to send the JV back to the VPF. If you click Return, the JV remains in your Inbox. If you work in SAP GUI, click on your SAPoffice: Inbox, and then double click on the JV you want to open and change. Make appropriate changes, and then click Document/Complete. SAP will also ask you if you want to re-submit the parked document for approval. Click "Yes." If you click "No" the JV remains in your Inbox.

My journal voucher was rejected. How do I find out why it was rejected?

The reason your JV was rejected has been added to the Explanation Text of your JV. The rejection reason often includes suggestions for making changes to your JV that will result in approval and posting. If you work on SAPweb, scroll down past your Explanation Text to find the reason your JV was rejected. If you work in SAP GUI, click Extra/Texts and then open the Texts in Accounting Document box by double clicking on the word Correspondence, scroll down past your Explanation Text to find the reason your JV was rejected.