COVID-19 Internal Order Numbers FAQ

General

Revenue Refunds

Canceled Travel

Canceled Events

Grants


COVID-19 ION FAQ – General

Reposting:  I don't have access to transaction code KB61 in SAP.  I receive a security error when I try to use it. 

Please contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu.  We need to request security on your behalf. 

Multiple IONs:  Our office uses Internal Order Numbers for our own tracking purposes.  Can two Internal Order numbers be entered on the same transaction?

No, only one ION is allowed per line in a transaction.  Please use the COVID-19 ION, if possible.  If you need to use a departmental ION, but it is a COVID-19 item as well, please contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu.  We will need to track your costs separately and will need an SAP report which lists the line items that also belong on the COVID-19 ION.

COVID-19 ION FAQ – Revenue Refunds

Using Reposting (KB61) with a Revenue GL:  I need to add an ION to a revenue posting. 

If you need to repost revenue refunds to a COVID-19 ION please consider parking a journal entry instead of using the reposting function.  Due to the way SAP repostings appear with Revenue GLs it will be easier for you to review in your cost center if you use a journal entry.  If you have a lot of lines and need a batch journal entry, please contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu.

Adding an ION when issuing Refunds via FKKORD1:  I am issuing refunds via FKKORD1 to receivable/student accounts.  How do I add the ION? 

There is an Internal Order field in the FKKORD1 screen.  Please enter the appropriate ION in that field for each line item you are processing.  You may need to change your layout in order to see the Internal Order field.  See the "Quick Guide – Adjusting the FKKORD1 Layout" for instructions on changing your layout.

COVID-19 ION FAQ – Canceled Travel

My travel was canceled due to the coronavirus event.  What needs to be recorded on the COVID-19 IONs?

The university's objective is to track expenses incurred that have no future value to the university.  The lost value is affected by whether a refund of full or partial value is received by the university.  A refund should be requested for any canceled travel.  Please see the examples below:

A.     My travel expenses have been fully refunded or a full refund voucher has been received. 
Fully refunded (or vouchered) travel does not need to be tracked on the IONs since this would not be a loss for the university. However, if the university will not be able to use the voucher, the original travel expense would be tracked on the ION.

B.     My travel expenses have been partially refunded or a partial voucher has been received. 
Partially refunded travel needs to be posted to the ION in an amount equal to the portion of the expenses that was not refunded to the university (the net loss).  If both the expense and refund are posted to the general ledger, please identify both line items (original expense and refund) by document number and contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu in Accounting Services.   She will repost the portion of the expenses that was not refunded to the IONs.

C.     I have incurred travel expenses and I'm not sure yet whether a refund (full or partial) will be received. 
Record (or repost) your original travel expense to the COVID-19 ION.  Use the "Quick Guide - adding an internal order number reposting in SAP" to repost the expense to the ION or contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu for assistance.  If you later receive a full or partial refund you will need to code the refund to the COVID-19 ION as well.

D.     I have incurred travel expenses and I know I am not going to receive a refund. 

Record (or repost) your original travel expense to the COVID-19 ION.  Use the "Quick Guide - adding an internal order number reposting in SAP" to repost the expense to the ION or contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu for assistance. 


COVID-19 ION FAQ – Canceled Events

We have canceled an event because of COVID-19.  What needs to be recorded on the COVID-19 IONs?

The university's objective is to track lost revenue or incurred expenses for events that will no longer bring in revenue.  Please see the examples below:

A.     Our event had been organized and a majority of the revenue had been collected.  The revenue was intended to fund the event.  We have issued or are planning to issue refunds to the registrants/event holder(s).
Please attach the ION to the revenue refunds.  This represents the university's loss.  If extra expenses were incurred due to the cancellation (i.e.: advertising of the cancellation, lost deposits on rentals, etc) the ION should be added to those expenses as well.

B.     We had begun planning the event and had to cancel.  We intended to collect revenue/charge for the event to cover expenses. 
Please attach the ION to the expenses incurred which will not be covered since no revenue will ever be collected to cover the expenses incurred.

C.     Our event has been canceled, but no revenue was to be collected and no refunds are being issued.
There is no loss for the university and nothing related to the event should be recorded on the IONs.

D.     Our event has been postponed. 
Please attach the ION only to any extra expenses the event incurred due to the change.


COVID-19 ION FAQ – Grants

Using Reposting (KB61) with a WBS:  I need to add an ION to an entry with a WBS. 

If you need to repost line items with a WBS to the COVID-19 Grant ION please consider parking a journal entry instead of using the reposting function.  Due to the way SAP repostings appear with WBS items it will be easier for you to review in your grant if you use a journal entry.  If you have a lot of lines and need a batch journal entry, please contact Carrie E. Rojas (x3489) at welsh1ce@cmich.edu.



(last updated 4/23/2020)