Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 ...
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  1. 1. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 1 / 14Work InstructionChange Recurring Entry FBD2When to UseUse this procedure to change or set the deletion indicator for a recurring document. The recurringentry document schedules a repeated posting of a financial document. Recurring entry documentsare currently processed either at mid-month or at month-end depending on the run date specified.Steps• Obtain the recurring entry document number.If unknown, see the Additional Functionality (Step 13) section at the end of this document.• Determine the accounting information to be changed (e.g. amount, tax code, etc.).• Review the run frequency and the start and end dates for the recurring entry• Obtain the appropriate authorization• Process the changes for the recurring entry documentMenu PathUse the following menu path(s) to begin this transaction:• Accounting Financial Accounting Accounts Payable Document ReferenceDocuments Recurring Document Change• Accounting Financial Accounting General Ledger Document ReferenceDocuments Recurring Document Change Recurring EntryTransaction CodeFBD2Helpful Hints• This reference guide illustrates the change of an invoice (KN) document but can be used forother types of recurring documents such as journal entries.• Run dates between 1-15 will be entered on the 15thof the month with the document date andposting date equal to the run date. Run dates between 16-31 will be entered either on themonth-end with the document date and posting date equal to the run date.Note that the posting and document dates are not the actual dates of the cheque run –recurring entry cheque runs occur on the 15thor month-end.• To confirm that a recurring entry was successfully posted, run the FI Postings line item reportfor the funds center (or funds center / fund combination) using the variant for recurring entries(/RECURNG_LST). If the recurring entry did not post, a manual correction is required –recurring entries are not re-run.Reference Guide: FI Postings Line Item Reporthttp://www.finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/reporting/lineitems/fipostings.pdf
  2. 2. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 2 / 14• Review and revise older long-standing recurring entries whenever the University financialpolicy or procedures change, such as tax code changes. See the Additional Functionalitysection at the end of this document for more information.
  3. 3. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 3 / 14Detailed Procedure1. Start the transaction using the menu path or transaction code.SAP Easy Access University of Toronto Menu2. Double-click .
  4. 4. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 4 / 14Change Recurring Document: Initial Screen3. Complete the following as required:Field Name Required/Optional/ConditionalDescriptionDocument Number Required FIS assigned number.Recurring entry documents are in the91xxxxxxxx range.Company Code Required Defaults to UofT. Change only if required.Fiscal Year Optional The UofT fiscal year is May 1st to April 30th andthe Year is coded as follows: Year = the "annual"year in effect at April 30th (i.e. May 1st, 2006 toApril 30th, 2007 is identified as "2007" fiscalyear).Unless searching for a document createdin a particular year, leave this field blankto obtain a list of all recurring documents.
  5. 5. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 5 / 144. Click to go to the Document Overview – Change screen.Document Overview - Change5. Options available for change:If You Want To Then AdditionalInstructionsChange the Document HeaderText and/or Reference fields ClickStep 6Change the Vendor Line – item 1(A/P documents only)Double-click the Vendor line – item 1 Step 7Change G/L Account LineItem(s) detailsDouble-click on the G/L account line itemyou wish to change.Step 8Change the Recurring Entry RunDataSelect Environment Recurring entrydata....from the menuStep 9
  6. 6. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 6 / 146. Change Document Header Data:Click on the Document Overview – Change screen.InformationClick .to acknowledge the Information message.Click on the Change Recurring Document: Overview screen.Document Header: UOFT Company CodeOnly the Doc. Header Text and Reference fields may be changed in the DocumentHeader. Typical reasons for changing these fields includes incorrect information or forreporting purposes.Click to accept the changes.Click to return to Document Overview – Change screenClick to save changes.
  7. 7. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 7 / 14End of Procedure
  8. 8. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 8 / 147. Change the Vendor Line Item:Double-click the Vendor Line – Item 1Change Document: Line Item 001 – Vendor Line ItemClick or to move between line itemsAny fields that are not grayed out/locked can be changedClick to return to Document Overview – Change screenClick to save changes.End of Procedure
  9. 9. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 9 / 148. Change G/L Account Line Item(s):Double-click any G/L account line item.Change Document: Line Item 002Any fields that are not grayed out/locked can be changedClick to return to Document Overview – Change screenClick to save changes.End of Procedure
  10. 10. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 10 / 149. Select Environment Recurring entry data....from the menu to open the Change RecurringDocument: Overview screen (complex posting environment).Change Recurring Document: Overview10. Select Goto Recurring Entry Data... F7 from the menu to open the Change Recurring entrydata window.
  11. 11. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 11 / 14Change Recurring Document: Recurring entry data11. Complete the following as required:Field Name Required/Optional/ConditionalDescriptionLast run on Required The date when the recurring entry postingsshould end.Next run on Required Defaults based on the previously specified rundate.Interval in months Required The number of monthly intervals betweenrecurring entry runs.Example: For monthly runs enter 1, forevery 2 months enter 2, for every3 months (quarterly) enter 3, etc.
  12. 12. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 12 / 14Field Name Required/Optional/ConditionalDescriptionRun date Required Determines the document and posting dates ofthe transaction, as well as the entry date.Run dates between 1-15 will be entered on the15th of the month with the document date andposting date equal to the run date.Run dates between 16-31 will be entered atmonth-end with the document date and postingdate equal to the run date..Optional Selecting this parameter will indicate that therecurring entry has been completed and can bedeleted. It is set automatically after the last runbut can be set manually before this date if nofurther runs are required.Optional By selecting this parameter the recurring entrydocument long texts (in the document header andline items) are transferred to the actualdocuments.andare only applicable forrecurring entry documents in foreign currencies. Selecting these options would generatedocuments using the historical exchange rate rather than the current rate to translateactual and tax amounts respectively.12. Click to save the changes to the document and return to Change Recurring Document:Overview screen.
  13. 13. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 13 / 14Additional Functionality:The FI Postings Line Items report can be used to verify the successful execution and correctpayment amounts of recurring entries.If the list of recurring entries for a Funds Center/Fund hierarchy is unknown, the FI Postings lineitem report (ZFIR079) can be used to obtain these document numbers. The following link providesgeneral information on using the report.Reference Guide: FI Postings Line Item Report:http://www.finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/reporting/lineitems/fipostings.pdf13. Execute the report for the last two fiscal years (e.g. 2010/1 to 2011/12) using the /RECURNG_LSTlayout variant.FI Postings: Line Items by Document NumberThe report can be downloaded to Excel for further analysis. The list of documents can be used in used infor selection criteria on the Document List (Step Error! Reference source not found.)Resource Information:Contact your FAST team representative for additional assistance using this function.http://www.finance.utoronto.ca/fast/contacts.htm
  14. 14. Financial Advisory Services & TrainingFinancial Services Departmentwww.finance.utoronto.ca/fastLast Modified: 9 July 2010 Page 14 / 14Reference Guides:Reference Guide: Create a Recurring Entry:http://www.finance.utoronto.ca/AssetFactory.aspx?vid=3356Reference Guide: Display a Recurring Entry:http://www.finance.utoronto.ca/AssetFactory.aspx?vid=3358Reference Guide: Invoice Change:http://www.finance.utoronto.ca/Assets/Finance+Digital+Assets/qrg/ap/create.pdfReference Guide: Document Change:http://www.finance.utoronto.ca/fast/qrg/je/change.htm

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