General Ledger Tips and Tricks

Document Types

Please use Incoming Payment, Incoming credit memo w/o verification, and Incoming invoice w/o verification as document types.

Document Types

Both the FB03 – Attachments and Workflow and ZV60 – Key and Post Invoice Quick Reference Guides  reference the appropriate document types.

Attachments

Please use PDF, .doc and .xls Doc types:

  1. .docx and .xlsx files are being saved to Perceptive Content as .zip and are not viewable. Perceptive does not recognize .zip files.  This is a known issue and the team will continue looking for a resolution. The workaround is to have the users save these documents as a .pdf, then upload.
  2. PDFs, .docs and .xls are successfully saved. 
  • Internal error appears to be a Perceptive issue.  This happens when a user attempts to store a supporting document as a business document in services for objects.  This is a known issue and the team will continue looking for a resolution.
  • The workaround – it only happens once per day, per user, so they can click by it the first time and repeat the upload operation successfully in S4. 
  • The indexing FI document number comes over to Perceptive with the supporting documents with a leading zero. 
  • If a person wants to search directly in Perceptive for a document (as opposed to using the ABAP buttons within S4), they need to add a leading zero to the document search criteria. 
Fiori Inbox

The supporting documents do not appear as attachments, but as a connection.  This is a known issue and the team will continue looking for a resolution.

  • When you launch the connection, WEB GUI is launched and the transactional document is rendered giving you access to the supporting docs. 
  • The supporting documents can still be accessed via the regular route if SAP GUI is launched via the Launchpad.  Once in Perceptive, the ABAP buttons will be used.
Payroll Retroactivity

Including actions that otherwise would have been completed through the dashboard.

Business Office:
  1. Complete Payroll Action (PA) form to indicate hiring information - and -
  2. Complete Additional Payment (ADPAY) for the gross amount that was over or under paid prior to June 25 for bi-weekly employees or July 1 for monthly employees.
Central Office:
  1. Key PA Form with a payroll action date as of June 25 for bi-weekly employees or July 1 for monthly paid employees.
  2. In both cases, they will record the actual hire or termination date in IT0041, which will not generate pay or create a repayment for the retroactive period.
  3. To generate the retroactive pay or repayment, the PA Specialist or Time Admin will enter the information from the ADPAY form with a date of June 25 or July 1. A notation will be placed in the text field to indicate the date that the payment or repayment is actually for.
  4. The benefits team will be notified to make any necessary manual retroactive changes to benefits for the employee.
Business Office:
  1. Complete an ADPAY form for the gross amount of retroactive underpayment or overpayment prior to June 25 for bi-weekly employees or July 1 for monthly paid employees.
  • The appropriate choice from the drop down for retroactive regular pay for hourly paid employees is 1100.
  • The appropriate choice from the drop down for retroactive regular pay for monthly paid employees is 1010.
  • Please use the 2018 Summer Pay Calculator for any retroactive adjustments to Summer Pay.
 Central Office:
  1. To generate the retroactive pay or repayment, the PA Specialist or Time Admin will enter the information from the ADPAY form with a date of June 25 or July 1. A notation will be placed in the text field to indicate the date that the payment or repayment is actually for.
Business Office:
  1. Complete a Quota Correction Form.
Central Office:
  1. Time Admin will enter the quota correction into IT2013, which will update the employee’s quota balance.
  2. Business office can use PA20 Infotype 2013 to view the change. A notation in the record will indicate as to what period the correction relates to.
Business Office:
  1. Complete a FMLA Leave Form.
Central Office:
  1. Benefits Team will appropriately enter the FMLA leave in the system and will provide any overpayment or underpayment information to the PA Specialists or Time Admin.
  2. The PA Specialist or Time Admin will enter the retroactive pay or repayment with a date of June 25 or July 1. 
  3. A notation will be placed in the text field to indicate the date that the payment or repayment is actually for.
Business Office:
  1. Complete a Journal Voucher (JV) following Payroll JV guidelines

  Payroll JV Guidelines:

  • JV text field must contain PERNR, Payroll Area, Payroll Period, and a short explanation.
    • Text field has a 50-character limit
      • Formatting (examples)
        • 99999999, FY 201712, overdraft
        • 99999999, AY 201802, wrong fund
        • 99999999, BW 201823, grant just established
  • Only one PERNR per document
  • Each pay period must be separated on its own lines in order to be able to reconcile back to payroll records
  • Be sure to pick up all salary and wages and fringes
  • Attach backup documentation –
    • Completed CD-01 or revised Personnel Activity Report (PAR) and PAR Explanation form(s) are required attachments with the JV. These forms provide all the required information needed, including detailed explanation of why the adjustment is being done.
    • A copy of the Detailed Charge Report for each pay period being moved by individual is also a required attachment. This attachment assists the reviewer’s ability to determine all the appropriate fringe benefits are being picked up and the correct GLs being used.
Central Office:
  1. Cost Accounting will run reports and audit payroll JVs that have been posted.

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