Work Instruction Functional Area: General Ledger Enter Recurring Entry Purpose Use this procedure to create a recurring entry document. Trigger Perform this procedure when a business agreement has been established where the same account will be charged the same amount each period according to a predetermined schedule. Prerequisites None Menu Path Use the following menu path to begin this transaction: SelectAccounting Financial Accounting General Ledger Document Entry Reference Documents FBD1 - Recurring Entry Document to go to the Enter Recurring Entry: Header Data screen. Transaction Code FBD1FBD1 Business Process Information Recurring invoicing functionality is used to automatically post business transactions that are repeated regularly such as rent or insurance. The following data never changes in recurring entries: (1) Posting key, (2) Account and (3) Amounts. Recurring entry functionality can be used across FI modules Accounts Receivable, Accounts Payable and General Ledger. To establish a recurring entry agreement in the system a recurring entry document must first be defined. The recurring entry document represents details of the billing agreement such as billing amounts, general ledger/accounting information, payment terms, posting schedule, etc. The recurring entry document is defined in the system using transaction code FBD1. There are several other transactions that are used in this business process: Change Recurring Entry Document (Transaction code FBD2) - It is important to note that once a recurring entry document has been saved in the system only certain fields on the document can be changed. If a change is need to a field that cannot be updated. The document must be deleted and re-entered correctly. Create Postings (Transaction F.14) - This transaction takes the data from the recurring entry document and posts the required invoices. Delete Recurring Entry Document (Transaction F.56. One way the University will use this functionality is in the area of office space rental (Accounts Receivable) and salary and benefits consultant billing (Accounts Receivable). For example, in the case of salary and benefits consultant billing, personnel in the Financial Services department will enter the recurring entry document based on data in the contracts for IPA agreements. These agreements are received by Financial Services from departments throughout the University for the salary and benefits of consultants that are paid through UC payroll. The University bills an agency in order to be reimbursed for Work Instruction Functional Area: General Ledger Enter Recurring Entry the payroll expense. Recurring invoices will also be used to bill Practice Plan entities and other areas that rent office space from the University. The data maintenance of the recurring entry documents (creation, updates (changes), deletions, etc.) will be centrally maintained at the Financial Services departments. Requests for new or changes to existing recurring entry documents will be channeled to Financial Services via UC mail (hard copy forms) or e-mail just as it is done currently. Helpful Hints The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C). On certain screens you may have to scroll to view some data entry fields. Work Instruction Functional Area: General Ledger Enter Recurring Entry Procedure 1. Start the transaction using the menu path or transaction code. Enter Recurring Entry: Header Data 2. As required, complete/review the following fields: Field Company Code R/O/C Required Description Organizational unit within Financial Accounting Example: UC First run on Required First posting date for recurring entry; Date on which the entry should first be run Example: 04/18/2005 This is the first date that the recurring document should run. 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 3/16 Work Instruction Functional Area: General Ledger Field Enter Recurring Entry R/O/C Last run on Required Description Last posting date for a recurring entry Example: 11/15/2005 This is the last day that the recurring entry should run. Interval in months Conditional Time period in months Example: 1 This is the number of times that this document should be run in terms of months. Leave this field blank if data will be entered in the Run date field. Run date Conditional The run date is used for identifying the parameters; It is the date on which the program is to be carried out as planned, however, a program run at an earlier or later date is also possible. Example: 15 This is the day of the month that this document should be run. Leave this field blank if data was entered in the Internal in months field. Run schedule Optional A predetermined schedule for posting recurring entries Example: 3. Select to the left of Copy texts. Selecting this field enables subsequent invoice documents to have the same text data (document header and line item short text) that is defined in the recurring entry document. 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 4/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Header Data 4. As required, complete/review the following fields: Field Document type R/O/C Description Required Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database. Example: JE (Department journal voucher) Reference Optional Allows for further clarification of an entry by reference to other sources of information, either internal or external to SAP; Any SAP-posted document number can be used as a "reference" when entering a new document. Example: 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 5/16 Work Instruction Functional Area: General Ledger Field Document Header Text Enter Recurring Entry R/O/C Description Optional The document header text contains explanations or notes which apply to the document as a whole. Example: You may want to include details of the recurring expense. PstKy Required Two-digit numerical key that controls how line items are posted Example: 40 (Debit) Account Required Unique identification number, SAP uses several kinds of accounts; SAP's general ledger accounts are similar to standard accounts in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors (accounts payable), and assets (asset accounts). These sub-ledger accounts roll-up to a general ledger account. Example: 535001 (Electric) Sp.G/L Optional Specification used to indicate a selection of special G/L documents; Special G/L business transactions include: down payments, bills of exchange, etc. Example: This field is normally left blank. It is used for certain down payment transactions and other special situations. Trans.type Optional Transaction type. Indicates type of asset transaction (e.g., acquisition, depreciation, transfer, retirement) Example: This field is normally left blank. Use only in special cases such as specific fixed asset, material, and down payment transactions. 5. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 6/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Add G/L account item 6. As required, complete/review the following fields: Field Amount R/O/C Required Description Indicates the value of the line item of an accounting document Example: 300.00 Tax Code Optional Indicates the type of tax and the amount of tax for a specific line item Example: i0 (letter i followed by zero) Contract Optional Document used to define the terms of a sale agreed to by the vendor and the company; Can specify the amount of material and timeframe of the sale Example: 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 7/16 Work Instruction Functional Area: General Ledger Field Enter Recurring Entry R/O/C Cost Center Required Description An area of responsibility for capturing costs Example: 1780000001 (Just Community) Fund Conditional Example: A100001 (General Funds Main) This field only displays when applicable. Text Optional Description field providing additional information for an entry Example: Depart. Electric Utility Expense PstKy Required Two-digit numerical key that controls how line items are posted Example: 50 (Credit) Account Required Unique identification number, SAP uses several kinds of accounts; SAP's general ledger accounts are similar to standard accounts in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors (accounts payable), and assets (asset accounts). These sub-ledger accounts roll-up to a general ledger account. Example: 200002 (A/P Vendor) Sp.G/L Optional Specification used to indicate a selection of special G/L documents; Special G/L business transactions include: down payments, bills of exchange, etc. Example: This field is normally left blank. It is used for certain down payment transactions and other special situations. 7. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 8/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Coding Block 8. As required, complete/review the following fields: Field Business Area R/O/C Required Description Business Area is the campus to which the cost center is assigned Example: U Asset Optional The asset number internally assigned by SAP to track the asset Example: Cost Center Required An area of responsibility for capturing costs Example: 1780000001 Order Optional Sales, production, process, purchase, internal, or work order number that uniquely identifies an object Example: WBS Element Optional Work Breakdown Structure Element Example: 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 9/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Field R/O/C Description Fund Required A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements. Example: A100001 Grant Optional An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal Example: Functional Area Required Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO. Example: 4 Earmarked Funds Optional Funds that are used to reserve portions of a budget for expected outgoings or incomings Example: Sales Order Optional Legal documents created with sales information such as name of customer, materials purchased, quantities requested, and price Example: Material Optional Substance or commodity that is bought or sold on a commercial basis, or is used, consumed, or created in production; a material can also be a service; Also, a number identifying a material master record Example: 9. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 10/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Add G/L account item (2) 10. As required, complete/review the following fields: Field R/O/C Amount Required Description Indicates the value of the line item of an accounting document Example: 300.00 Business Area Required Business Area is the campus to which the cost center is assigned Example: U Text Optional Description field providing additional information for an entry Example: 11. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 11/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Coding Block (2) 12. As required, complete/review the following fields: Note that the Coding Block window is different for line item #2. This window will vary depending on whether you are posting to an expense account or a balance sheet account. 13. Click . Enter Recurring Entry: Correct G/L account item (3) 14. Repeat Steps 5 through 13 until all required line items have been entered. 15. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 12/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Display Overview 16. Review the displayed information. 17. Perform one of the following: If You Want To Go To Make corrections to the document Step 18 Post the document Step 20 18. Double-click the line item to be changed. 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 13/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Correct G/L account item (4) 19. Enter changes as required. The displayed screen may vary based on the line item selected. 20. Click 8/9/2017 Ver: . 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 14/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Enter Recurring Entry: Header Data (2) 21. You have completed this transaction. The system displays the message, “Document XXXX was stored in company code UC.” 22. Click 8/9/2017 Ver: until you return to the SAP Easy Access screen. 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 15/16 Work Instruction Functional Area: General Ledger Enter Recurring Entry Result You have created a recurring document. Comments None 8/9/2017 Ver: 03_GL_FBD1_Crt Recur Entry_R1_GLMgmt_01.udc © University of Cincinnati 16/16
