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General Ledger Field Descriptions

G/L posting document procedures

Below are the guidelines for completing a parked document within SAP.

Rules to park documents in SAP

  1. Document Date: Use the date that you prepare the journal entry request. Example: 07012023 (mmddyyyy).
  2. Doc Type: SA is the default; if it is a wire or ACH transaction change it to Z1.
  3. Period: Use a number to represent the (fiscal) month in which the entry should be posted. Example: a document date of 07012023 would use a Period of 1.

    January = 7
    February = 8
    March = 9
    April = 10
    May = 11
    June = 12
    July = 1
    August = 2
    September = 3
    October = 4
    November = 5
    December = 6

  4. Reference Doc: If this field is left blank, Accounting Services will assign a reference number.
  5. Doc Header Text: Enter your global ID and the date you are keying the entry.
  6. P.K.: In this field, please specify a debit or a credit. Type a 40 to indicate a debit (taking money away from an account), and type a 50 to indicate a credit (giving money to an account).
  7. Cost Center/WBS Element: A cost center is the departmental account number. This is a 5, 7 or 10-digit number. A 6-digit WBS number is used in place of a cost center number for most grants created after 11/1/05. WBS elements ending with the digit "1" represent EXTERNAL funding (e.g., grant F60064 would have the WBS element 600641). WBS elements ending with the digit "2" represent INTERNAL or matching funds (e.g., grant F60064 would have the WBS element 600642).
  8. Internal Order: Internal orders are created by departments to segregate expenses in a more detailed manner. The number can be 2 to 10 digits long. For more information on internal orders, contact Accounting Services. 
  9. Fund: Funds are a self-balancing set of cost centers. For example, the General Fund is 10000000, General Fund-Global Campus-Instruction is 10010000, etc. If you enter a cost center and a G/L Account Number (below), you do not need to fill in this field (the system will determine the Fund). Refer to the Key Business Areas and Cost Center/Fund Numbers (PDF) for determinations.
  10. G/L Account No.: G/L Account No is the general ledger account number. The G/L account number that should be used depends on the cost centers affected. Refer to the General Ledger Accounting List.
  11. Amount: Enter the amount of the transaction, without a dollar sign. Always use positive numbers.
  12. Text: In this field, you have up to 50 characters to explain the transaction. If your journal entry has several transactions and you want each entry to read the same, then after entering the text in the first line you can place a plus sign (+) in this field for the second and subsequent items. Note, however, that the text must read exactly the same as the previous line. So if entries vary even by date, you must enter new wording in the explanation field. Remember, each debit must be accompanied by a credit (and vice versa), and the debit total must match the credit total.
  13. Document No.: Document numbers are generated automatically by the SAP system.