Reconciliation and Documents Guide

Reconciliation and Documents

Guide

Table of Contents

Reconciliation of Financial Transactions ......................................... 4

Importance of Financial Transaction Reconciliations .................................................4
Performing a Reconciliation .......................................................................................4
Documentation ...........................................................................................................5
Compensation Expenses (Payroll) .............................................................................5
Grants & Contracts Distinctions .................................................................................6
Responsibilities and Record Retention ......................................................................8

R/3 Documents.................................................................................... 9
R/3 Document Type List (FI) ....................................................................................10
Other R/3 Documents (CO, PS) ...............................................................................12
The Most Common Document Types In More Detail ...............................................12

Displaying Documents via Report Drill Down ................................ 15

Before drilling down on an item from a line item report: ...........................................15
To drill-down on a report line item:...........................................................................15
The stages of drill-down on a report:........................................................................16

Displaying an R/3 (FI) Document – FB03 ........................................ 17

To print a copy of a document (from Document Overview – Display screen): .........21
To view or print the extra text (note) for applicable documents:...............................22

Journal Entry (SA, ZJ, ZB, & ZZ) ..................................................... 24

Key pieces of information:........................................................................................25
To view details about a particular journal entry line item: ........................................28
To view the extra text (audit documentation) if applicable: ......................................29
To see header information about the entire accounting document: .........................31
To display any attached files (Word, Excel, etc.): ....................................................34
To display an overview of the Workflow approvals from a posted document:..........35

Vendor Invoice - Does NOT Reference PO (KN & YD) ................... 37

Key pieces of information:........................................................................................39
To see if a check or direct deposit was issued and view the payment information: .42
To view header information for the entire document: ...............................................47

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Table of Contents (cont.)

Invoice - References PO (RN, RE, KG, YM, ZN, ZS, ZC, & ZU) ...... 48
Key pieces of information:........................................................................................51
To see if a check or direct deposit was issued and view the payment information: .55
To view the referencing Purchase order for an Invoice item: ...................................62

AP Check Request /Tuition Grant (ZT & ZQ) .................................. 63

Key pieces of information:........................................................................................63
To see if a check was issued and display the payment information: .......................66

Other Research for Invoices/Check Payment ................................ 71

To see if an invoice has been paid using the Purchase Order number:...................71
To see if an invoice has been paid using the vendor’s invoice number: ..................72

Travel Accounting: Employees & Students on Payroll (YT) ......... 73

Key pieces of information:........................................................................................74
To see if a check was issued and display the payment information: .......................76
To view header information for the entire document from any screen: ....................80

Other Travel Payments (YU) ............................................................ 81

Key pieces of information:........................................................................................82
To see if a check was issued and display the payment information: .......................84
To view header information for the entire document: ...............................................90

Experimental Subject Payments (ZK) ............................................. 91

Key pieces of information:........................................................................................92
To see if a check was issued and display the payment information: .......................94
To view header information for the entire document: ...............................................99

Purchase Order ............................................................................... 100

To display a Purchase Order (document number is known): .................................101
To display a list of Purchase Orders (document number not known):....................101
To display a Purchase Order from an Invoice document referencing a PO: ..........102
To display a Purchase Order from a Commitment on a report:..............................102
Key pieces of information for each line item: .........................................................103
To find who (in Procurement Services) created the Purchase Order:....................104
To see the Purchase Order history (Goods Receipt or Invoice documents): .........105
To see the accounts charged, delivery location, and goods recipient:...................106
To see the vendor address/phone information:......................................................107
To view the referencing Purchase Requisition, if applicable: .................................108

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Table of Contents (cont.)

Purchase Requisition ..................................................................... 109

To display a Purchase Requisition (document number is known):.........................110
To display a list of Purchase Requisitions (document number not known): ...........110
To display a Purchase Requisition from a referencing Purchase Order: ...............111
To display a Purchase Requisition from a Commitment on a report: .....................111
Key pieces of information:......................................................................................112
To view the details of a line item, like the price per item: .......................................113
To see if this line item is subject to release:...........................................................114
To find who (in a department) created the Purchase Requisition: .........................115
To see the accounts charged, delivery location, and goods recipient:...................116

Material Document (WA & WE) ...................................................... 117

Key pieces of information:......................................................................................117
To view the detailed expenses by Cost Center: .....................................................119

Internal Orders (Work Orders) ....................................................... 121

Internal Order Actual/Plan/Variance Report ...........................................................122

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Reconciliation and Documents Guide
Reconciliation of Financial Transactions

Importance of Financial Transaction Reconciliations

Reconciliation or verification of financial transactions is a key element of
Duke’s internal controls and is fundamental to sound business practices. A
verification of all transactions against a cost object, accompanied by any
necessary corrections, ensures that the fundamental transactions that result
in financial reports are correct.

The GAP 200.012 - Reconciliation of Financial Transactions details the

requirements for financial transaction reconciliations. (Note: GAP details are
located at http://www.finsvc.duke.edu under Accounting Procedures, GAP,
Forms, and Codes).

Performing a Reconciliation
The reconciliation or verification procedure is done to ensure that all
transactions/charges to a cost object are appropriate and that the correct
G/L account is used for the transaction. This is accomplished for each
transaction by reviewing the R/3 online document via drilling down from a
report or by comparing the charge to paper documentation (backup).

GAP 200.012 requires that the business manager review the reconciliation.
A business manager may delegate this review process, but the individual
doing the review cannot be the same individual doing the reconciliation.
The following steps will assist in providing documentation for review and
ensuring that all transactions are reviewed.
1. Run an actual line item report for the cost object to be reconciled.
(Recommendation: Either print the report or export to Excel in order to
mark transactions and note corrections as the report is reviewed.)
2. Working down each line item of the report, verify each transaction is
appropriate per the R/3 document or paper documentation. Note any
corrections needed. (Note: If using a printed report or Excel, mark or
“check off” transactions as verified and note any corrections.)
3. For transactions where documentation is not available via paper
backup or online in R/3, contact the department responsible for the
transaction. Request that the department either send a copy of the
backup or explain why the transaction (charge) was processed.
See Next Page for Continued Steps

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Reconciliation (cont.)
4. Process a Journal Voucher to make any necessary corrections*.
Include documentation (header text, extra text, etc.) as required per
GAP 200.020 - Journal Voucher or GAP 200.150 - Cost Transfers
on Sponsored Projects, whichever is appropriate. *(Exception:
Journal vouchers cannot be processed to 60xxxx and 61xxxx payroll-
related G/L accounts. Submit the appropriate payroll form for
corrections to 60xxxx G/L accounts).

Documentation
For most non-compensatory (non-payroll) transactions charged to a cost
object, there should be some type of supporting documentation or "backup"
which substantiates the charges.
To make the verification easier, it is recommended that the department keep
a copy of all accounting forms submitted (ex. AP Check Request, Travel
Expense Voucher, IRI, Bursar deposit slip, etc.) and any items received (ex.
Invoice copies, packing slips, Bursar deposit receipt, etc.) throughout the
month. The paper documentation or backup will make it much easier to
verify that the transactions on the cost object are correct. The departmental
business manager may wish to see this backup as part of the review
process; this is at the discretion of the business manager.
Retention of the backup is at the discretion of the department with the
exception of any original backup, such as P-Card receipts and
statements. Original backup must be retained in an accessible location
for 7 years.
The majority of this guide focuses on how to display or “look up”
documentation in R/3. This includes understanding what information is
available for each type of R/3 on-line document.

Compensation Expenses (Payroll)

Corporate Payroll Services generates payroll charges (60xxxx G/L
accounts). No documents are sent as backup for these entries. The
charges on your financial statement represent the gross dollars paid to
employees per cost object by the type of payroll (monthly or biweekly).

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Reconciliation (cont.)
Payroll charges should be checked for reasonableness by comparing them
to budgeted payroll or to the prior month's payroll charges. If the amount
charged seems too high or low, contact the departmental payroll clerk for an
explanation. Additionally, some department business managers receive a
paper report or have access to the Accounting View of Payroll in R/3, which
details the payroll charges to each cost object.
Fringe benefit charges (61xxxx) are a fixed percentage based on the gross
payroll charges to the cost object and are split between monthly and
biweekly. Fringe benefit charges can be verified by doing a calculation
based on the actual payroll entries and the current year fringe benefit rate
percentage (where the calculation = Salary * fringe benefit rate). For
current fiscal year fringe benefit rates or the projected rates for future fiscal
years, see the following website:
http://www.finsvc.duke.edu/Resources/Docs.html#fringe

Payroll accruals are posted for the estimated biweekly payroll earned but
not paid through the end of the fiscal month for 1xxxxxx cost centers.
Accruals are based on the previous pay period's payroll expense. The
reversal of the accruals occurs in the following fiscal month.

Grants & Contracts Distinctions

Facilities and Administrative Cost (previously called indirect cost)
The F&A costs represent the cost to a grant for that grant’s share of costs
incurred in the general administration and operation of Duke University.
Currently, the negotiated F&A cost reimbursement rate is 56.0% for federal
research grants. F&A cost are charged to a grant on G/L account 694600.
For questions regarding F&A costs contact the Office of Sponsored
Programs at 684-5442.
The charge to the grant is derived by multiplying the F&A cost
reimbursement rate times the modified total direct costs that are
charged to the grant during the month.

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Reconciliation (cont.)
Modified total direct costs include all direct costs except the following:
• capital expense 66xxxx
• student aid expense 63xxxx
• patient care expense 694200, 696400
• amount of subcontract in excess of $25,000 697100
• interest expense 695100
• telephone expenses 698100, 698200, 698300
• non-salary cost sharing 696700, 696800
• inter/intra-fund transfers 80xxxx

Cost Sharing
Cost Sharing occurs when the sponsor will not reimburse expenses incurred
on a project. These costs are covered by another funding source, usually
departmental funds. The most common costs that are shared are salary and
fringe benefits, equipment and F&A costs. GAP 200.140, Cost Sharing on
Sponsored Projects provides more detail regarding cost sharing.
Cost shared salaries are compensation for effort expended on a project,
which will not be reimbursed by the sponsor.
• The portion of the salary expense that is to be cost shared is recorded
using G/L account 600300, training grants or G/L account 600400,
sponsored research.
• Cost shared fringe benefits on salaries charged to 600300, 600400,
603300 and 603400 are recorded on the normal G/L account for fringe
benefits (610000 or 610100).
• The portion of salaries and fringes that the sponsor will not reimburse
is credited to G/L account 808000 on the grant and is charged to the
departmental cost object that is sharing the cost also using 808000.
The Office of Sponsored Programs does the entry automatically. The
amount credited to 808000 should equal the amount charged to 600300,
600400, 603300 and 603400 plus the related fringe benefits.
Equipment and other cost sharing: When equipment is cost shared, the
initial cost is charged to the WBS element using the appropriate G/L
account. Then an entry is done to credit the WBS element using G/L
account 808100 and debit the departmental cost object that is sharing the
cost also using G/L account 808100. Thus, the charge for the equipment in
66xxxx is offset by the credit to 808100. Other cost sharing is handled
similarly, using G/L account 808200. The Office of Sponsored Programs
does these entries automatically.

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Reconciliation (cont.)
Responsibilities and Record Retention
The business manager, person who has financial responsibility, or an
individual to which this authority has been delegated, must verify all financial
transactions on a timely basis (monthly or on an ongoing basis during the
month). They must verify that the charges are accurate and charged to the
appropriate account. Erroneous transactions noted during the verification
process are to be corrected before the close of the next accounting period.

The business manager or owner of the cost object is ultimately responsible

for ensuring that the verifications are completed. They must review the
reconciliation and document their review. The business manager or owner
may delegate the review process; however, they should ensure that the
individual reviewing the reconciliation is not the same individual who is
performing the verification.

Documentation that the verification and review have taken place can take
several forms. Some documentation options are:
• Sign or initial the financial report (printed copy)
• Sign or initial the Financial Transaction Reconciliation Log
(See GAP 200.012 at http://www.finsvc.duke.edu )
• Sign or initial a reconciliation cover sheet (department may create)
• Sign or initial a monthly log of reconciliations (department may create)

This signature certifies that the account was reconciled (verified) and
reviewed for the accounting period. The documentation of the review must
be maintained in an accessible location for current year plus 2 years.

The Duke University Internal Audit Department will verify that timely
reconciliations are being performed as part of their audits of University and
Health System departments.

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Reconciliation and Documents Guide

R/3 Documents

A document is proof of a business transaction in the R/3 system and on

R/3 reports.

For research purposes, most documents can be displayed via the:

• R/3 Document number using the Display FI Document on the R/3
User Menu or transaction code FB03 as outlined in this Guide.
• Report drill down (to view source document).

From the report drill down, a source document may be the original
document or a supporting document (created from an original
document). The documents are linked in the system. Examples:
• When a purchase requisition (original document) is created charging a
cost center, an accounting document (supporting) is created to update
reports with the commitment. The two documents are linked together.
• In general, an invoice receipt document is created referencing a
purchase order, which may reference an original purchase requisition.
All three documents are linked in the drill down process. If goods are
received, a goods receipt document may also be linked.

Documents can be created in the FI - Financial Accounting area of the

system or in other areas, such as CO - Controlling and PS - Project
Systems.
• The documents created in the FI area are referenced with a two digit
Document type which identifies the type of transaction. Examples
include journal entries and invoice receipt payments.
• Documents created in other areas (CO and PS) do not have a
document type identifier. These documents are used to internally
settle or charge expenses to a department. Examples include cost
allocations and internal orders (e.g., work order). These documents
are also outlined in this section of the guide.

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R/3 Documents (cont.)

R/3 Document Type List (FI)

Doc
Reference No. Description of Document Responsible Department
Type
AA 1200 Asset Posting Plant Accounting
AB 1201 Acct. Reversal Document Accounting Services
AF 1202 Depreciation Posting Plant Accounting
AN 1203 Net Asset Posting Plant Accounting
KA 1204 Vendor Document Accounts Payable
KG 1205 Vendor Credit Memo Accounts Payable
KN 1206 Net vendors (inv.) NO REFERENCE TO PO Accounts Payable
KP 1207 Account Maintenance Accounts Payable
KR 1208 Vendor Invoice Accounts Payable
KZ 1209 Vendor Payment Accounts Payable
ML 1210 ML Settlement Not Currently Used
PR 1211 Price Change Procurement Services
RA 1212 Sub. Credit Memo Settlement Accounts Payable
RE 1213 Invoice Receipt - RECURRING PAYMENT Accounts Payable
RN 1214 Net Invoice Receipt - REFERENCES PO Accounts Payable
Anyone with JV access.
SA JVmmnnnn Journal Voucher (JV) Manually Keyed See Reference field in Header for
Assigned JV No. (JVmmnnnn)
SB G/L account posting
SK Receipt f. cash pmnt
SU Subseqnt debit doc.
TN Net goods receipt
WA 1216 Goods Issue Materials Mgmt. – Hospitals
WE 1217 Goods Receipt Materials Mgmt. – Hospitals
WI 1218 Inventory Materials Mgmt. – Hospitals
WL 1219 Goods Issue / Delivery Materials Mgmt. – Hospitals
WN 1220 Net Goods Receipt Materials Mgmt. – Hospitals
WS Goods Receipt Materials Mgmt. – Hospitals
Sponsored Programs, Payroll,
YB Accruals
and other central finance areas
EDI (Electronic Data Interchange) Vendor
YD Accounts Payable
Invoice – NO REFERENCE TO PO
YM Contract Labor for Nurse Travelers Accounts Payable
YP Travel Payment Posting Employee Travel & Reimbursement
Trip number Travel Accounting (Reimbursements to
YT Employee Travel & Reimbursement
assigned by R/3 Employees & Students on Payroll)
Payee’s Last
YU Other Travel Payment Employee Travel & Reimbursement
name + “date”

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R/3 Documents (cont.)

R/3 Document Type List (FI) cont

Doc
Reference No. Description of Document Responsible Department
Type
YV Travel Payment Clearing Employee Travel & Reimbursement
ZA 1221 PS Settlement Plant Accounting
Anyone with JV access in R/3.
ZB JVmmnnnn Accruals and Reversals See Reference field in Header for
Assigned JV No. (JVmmnnnn)
ZC 1223 Stores Credit Memo Procurement Services
ZE Conv B/S begin bal
ZF 1224 Pooled Cash Offset Accounting Services
ZG 1241 AM Expense Posting Plant Accounting
BW, MN, or NC +
ZH Payroll (Drill-down not allowed) Payroll
”date”
ZI Reconciliation Ledger Posting
Anyone with JV access &
Cost Transfers (pertains to corrections Sponsored Programs. See
ZJ JVmmnnnn
for Grants/Restricted Funds) Reference field in Header for
Assigned JV No. (JVmmnnnn)
Payee’s Name
ZK Experimental Subject Payments Employee Travel & Reimbursement
(First, Last)
BWFB, MNFB, or
ZL Fringe Benefits Payroll
NCFB +”date”
ZM 0039 Indirect Cost Calculation Sponsored Programs
EDI (Electronic Data Interchange) Vendor Accounts Payable & Materials
ZN 1226
Invoice REFERENCES PO Mgmt. – Hospitals
ZP 1227 Payment Posting Accounts Payable
ZQ Tuition Grant Accounts Payable
ZR 1228 Bank Reconciliation Not Currently Used
ZS 1229 Stores Invoice Net Duke Stores
ZT 1230 AP Check Request Accounts Payable
EDI (Electronic Data Interchange) Payment
ZU 1251 Accounts Payable
Credit
ZV 1231 Payment Clearing Accounts Payable
ZW Interface Patient Accounting Patient Accounting
ZX Interface - ETR Employee Travel & Reimbursement
ZY DCxxxxxx Cash Receipts Bursar’s Office
ZZ JVmmnnnn Dataset Interface (w / Assigned JV No.) See Reference Field on Header

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R/3 Documents (cont.)

Other R/3 Documents (CO, PS)

Doc Type Reference No. Description of Document Responsible Department
N/A 1232 Actual Assessment Accounting Systems & Procedures
N/A 1233 Actual Line Item Reposting Accounting Systems & Procedures
N/A 1234 Actual Primary Cost Report Accounting Systems & Procedures
N/A 1235 Actual Distribution Accounting Systems & Procedures
N/A 1236 Indirect Activity Allocation Accounting Systems & Procedures
N/A 1237 Overhead Costing Accounting Systems & Procedures
N/A 1238 Order Settlement Accounting Systems & Procedures
N/A 1239 Imputed Cost Calculation Accounting Systems & Procedures
N/A 1240 Actual Activity Allocation Accounting Systems & Procedures
N/A 1250 Summarized JV Accounting Services

The Most Common Document Types In More Detail

• AF (Dep. Postings) = depreciation postings for assets. Contact Plant
Accounting at 681-4575 for questions.
• KG (Vendor Credit Memo) = credit memo for invoices. For questions,
contact Accounts Payable at 684-3112.
• KN (Net vendors invoice) = vendor invoice document that does NOT
reference a Purchase Order, usually payment of standing orders done
via phone or one-time pink requisitions (under $2500). For copies of
original invoices, contact Accounts Payable at 684-3112.
• RE (Invoice Receipt - RECURRING) = vendor invoice payment for a
recurring purchase order, such as leases with a fixed payment each
month. For questions, contact Accounts Payable at 684-3112.
• RN (Net Invoice Receipt) = Vendor invoice that references a Purchase
Order. For questions about the requisition (if applicable), drill into the
Purchase requisition per steps in this Guide and locate the person who
created the requisition (use the Document header button). For
copies of original invoices, contact Accounts Payable at 684-3112.
• SA (G/L account document) = manually keyed journal entry containing
an Assigned JV number in the Reference field. Refer to the Assigned JV
List for department contact information at the following website:
http://www.finsvc.duke.edu/gap/assignedjv.html
• WA (Goods issue) = goods issued from Inventory by each Hospital’s
Materials Management / Material Services department.

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R/3 Documents (cont.)

• WE (Goods receipt) = receipts of goods into inventory.

• YD (EDI Vendor Invoice – Does NOT Reference PO) = vendor invoice
that was electronically sent to Duke from the vendor versus a paper
invoice. The process is known as Electronic Data Interchange (EDI).
The invoice does NOT reference a Purchase Order. For questions
about the document, drill into the document per steps in this Guide. For
copies of original invoices, contact Accounts Payable at 684-3112.
• YT (Travel Accounting) = travel and miscellaneous reimbursements to
employees or students who are on the Duke payroll. To view payment
information, follow steps in this Guide. For other questions, contact
Employee Travel & Reimbursement at 681-0208 or by email at
employeetravel@duke.edu.
• YU (Other Travel Payment) = reimbursements for expenses that do not
fit into one of the expense types listed on the various reimbursement
forms or to students who are not on the Duke payroll. To view check
information, follow steps in this Guide. For other questions, contact
Employee Travel & Reimbursement at 681-0208 or by email at
employeetravel@duke.edu.
• ZA (PS Settlement Doc) = project settlements, currently used to settle
minor construction projects (under $100,000) from a project to a
department’s cost center on a monthly basis.
• ZB (Accruals & Reversals) = accrual journal entries done in one
accounting period and reversed later.
• ZH (Payroll) = Documents processed in R/3 for various payrolls (monthly,
biweekly, etc.) which are not available via the drill-down from a report.
To view detailed payroll information, a user must have security access to
the ZH223 Accounting View of Payroll Activity report in R/3 and other
payroll report extracts distributed by the Payroll office.
• ZJ (Cost Transfers) = manually keyed journal entry for Cost Transfers
(corrections on Federal Sponsored Projects) which are monitored by
Sponsored Programs. For department contact information, locate the
Assigned JV number in the Reference field and refer to the Assigned JV
List for department contact information at the following website:
http://www.finsvc.duke.edu/gap/assignedjv.html

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R/3 Documents (cont.)

• ZK (Experimental Subject Payments) = Payments to those participating

as experimental subjects for research at Duke. The payee’s name is
located in the Reference field and more details about the payments are
listed in the Text field. To view check information, follow steps in this
Guide. For other questions, contact Employee Travel & Reimbursement
at 681-0208 or by email at employeetravel@duke.edu.
• ZN (EDI Vendor Invoice) = Vendor invoice that references a Purchase
Order and was electronically sent to Duke from the vendor versus a
paper invoice. The process is known as Electronic Data Interchange
(EDI). For questions about the requisition (if applicable), drill into the
Purchase requisition per steps in this Guide and locate the person who
created the requisition (use the Document header button). For
copies of original invoices, contact Accounts Payable at 684-3112.
• ZT (AP Check Requests) = Documents processed in R/3 for AP Check
Requests (one-time payments that should not be paid through a
Employee and Travel Reimbursement forms and do not require a
Purchase Order. For more details about AP Check Requests, visit the
website http://www.finsvc.duke.edu (Procuring at Duke) or contact
Accounts Payable at 684-3112.
• ZZ (Interface-JV) = Dataset interface from legacy systems at Duke, such
as Telcom, Bursar’s Office, Paris (Procurement card), Stores, etc. In
most cases, an Assigned JV number is located in the Reference field.
This number can be used to identify the department responsible and who
to contact for more research or questions. See the Accounting
Documents – Journal Entry section of this document for more details. For
contact information see the Assigned JV List via web site:
http://www.finsvc.duke.edu/gap/assignedjv.html

• Internal Orders (e.g. Work Order) = settlement documents used to

internally “settle” or charge expenses to departments for work performed
by another department. Currently, the Internal Orders are only used for
Work Orders at Duke but may be used for other transactions in the future.

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Reconciliation and Documents Guide

Displaying Documents via Report Drill Down

Overview:
This section outlines the “drill-down” process that is available for most R/3
reports. The drill-down process is a research tool and provides more details
about a particular line item or amount on a report. There are various stages
of the report drill-down process, including viewing the document for a
transaction amount.

Before drilling down on an item from a line item report:

Scroll across the line item report and review all the columns of information
displayed for the layout chosen (e.g. /DUKE). The information may be
sufficient for research and no further drill-down is needed. Some examples
of valuable columns are:
• The Posting Row (column may be abbreviated as PRw or similar)
which identifies the corresponding line item for most accounting
documents (original or supporting).
Note: If the posting row does not match to the correct
line item in a document, use the Find button to
locate the line item by amount or cost object.
• The Document type (column may be abbreviated as DocTy or
similar) which identifies the type of transaction (journal entry, invoice
receipt payment, etc.).
• The Reference column which contains the Assigned JV number for
journal entry documents to identify a departmental contact, or the
vendor’s invoice number for Accounts Payable related documents.
All of these items are referenced and discussed in further detail for each
type of Document outlined in this guide.

To drill-down on a report line item:

• Simply double click on the desired item in the report
OR
• Click anywhere on the item and click on the Details button (button
name may vary by screen or report).
Note: Repeat the above steps until no further research is needed.

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The Report Drill-Down Process (cont.)

The stages of drill-down on a report:

There are various reports available in R/3 with different levels of detail.
The stages of drill-down depend on which level of report is being
displayed. The diagram below outlines the levels of reports and how the
drill-down will progress from each report until the source document is
reached. For example, from a summary level report the drill-down will
display a line item report. Each stage of the drill-down provides more and
more details about the amount being researched.

Hierarchy Level Report

Contains higher level of summarization based on hierarchy of an
organization within Duke.

Summary Level Report

Contains summarized amounts, usually by cost element, for columns like
actual, commitment (encumbrance), plan (budget) and variance.

Line Item Report

Contains columns of specific details about each transaction amount (line
item) that makes up the summarized totals for a cost element, etc.
Note: A dialog box will prompt user to choose the type of line item report
desired based on the column (actual, commitment, plan, etc.)

Document
Proof of the business transaction and may be the original document or a
supporting document (created when an original document is saved).

More Information
From a document, several options and screens are available depending on
the type of transaction (known as Document Type) and whether it is an
original or supporting document.

Note: The reports above can be run individually as well.

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Displaying an R/3 (FI) Document – FB03

Via User Menu: Financials Financial Documents
Display FI Document

Note: An FI (financial) document can be displayed via the

User menu per these steps or via report drill-down
(into the source document). The steps below apply
to most document types, including Journal Entries,
Invoice Accounting documents, as well as Employee
Travel and Reimbursement documents.
On the Display Document: Initial Screen:
5

Use Steps 6-13 if

document number
is NOT known.

1
Use Steps 1-5 if the
document number is
known.
2
3

If Document number is known (if unknown see next page):

1. Enter the Document number.
2. Enter the Company code.
3. Enter the Fiscal year.
Note: If needed, click on the Editing Options button to
change your own preferences for the layout of the
Document Overview screen. The default layout is
ALV Classic List, which displays the Document
Overview screen in a format similar to the old paper
journal vouchers. If you prefer the SAP layout
(default prior to the upgrade), choose the Classic
View option. Click on the Save button and exit.

4. Click on the Enter button or press Enter to display the Document

Overview - Display screen.

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Reconciliation and Documents Guide

Displaying an R/3 Document (cont.)

5. Proceed to Step 14.

If Document number is unknown:

6. Click on the Document List button (Shift+F8) to display the
Document List screen.
Note: All fields on the Document List screen are optional.
Each field narrows the list from all R/3 documents to
those matching the fields specified.

12

7
8

10

13. Once executed and on the resulting

11 - Document List screen, double click
Optional on a Document number to select
and view that document.

7. Enter the Company code.

8. Enter the Fiscal year.
9. Enter the Document type. (SA, etc.)
10. Enter other optional fields outlined below as desired.
• Posting date: to search for all documents containing a certain
posting date.
• Reference number: to search for all documents with a certain
reference number (i.e., Assigned JV number).

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Displaying an R/3 Document (cont.)

11. Optional: Click in the Own documents only check box (Search for own
documents section) to view only documents that you created.

12. Click on the Execute button (F8) to display the Document List screen.

13. Double click on the desired Document number to display the

Document Overview - Display screen.

On the Document Overview - Display screen:

14

16

15

Note: The examples of the Overview screen in this guide

are based on the default layout of ALV Classic List.
This setting can be changed via the Editing Options
button on the initial screen. The layout of your
screen could be in the Classic View if you changed
your preferences via the Editing Options button.
14. Review the Document Header details in the top portion of the screen.

15. Review the posted line items listed in the bottom portion of the screen.
Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.

To view more details on a specific line item from the

Document Overview-Display screen:
16. Either click once on the actual line item number (in the first column)
OR double click anywhere else on the desired line item to display the
Display Document: Line Item XXX screen (example shown next page).

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Reconciliation and Documents Guide

Displaying an R/3 Document (cont.)

19

18

17

17. Review the fields listed, such as the cost object charged under
Additional account assignments or the Text field.

18. Use the Next item (Shift+F7) or Previous item (Shift+F6)

buttons to scroll through the detail screens for each line item if needed.

19. Click on the Call Up Document Overview button (F9) to return to the
Document: Overview - Display screen.

To view the document header information, such as the

Document Type (from any screen):
20

20. Click on the Document header button (F5) to display the Document
Header: Company Code XXXX screen (see next page).

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Reconciliation and Documents Guide

Displaying an R/3 Document (cont.)

21

22

21. View the fields of data, such as the Document Header text, Reference,
and Created by fields.
Note: The information in the fields on this screen vary
for each type of document and are outlined in the
document sections of this Guide (i.e., Journal Entry,
Invoices, etc.). Refer to those sections as needed.

22. Click on the Continue button (F7) to return to the Document Overview
- Display screen.

To print a copy of a document (from Document Overview –

Display screen):
Note: After the upgrade of April 2004, you no longer need
to choose a different layout for printing unless
desired. To choose another layout if desired, use the
Choose different display variant (layout) button
and double click on the preferred layout.

23

23. Click on the Print button (Ctrl+P) to display the Print ALV List screen
(see next page).

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Displaying an R/3 Document (cont.)

24

26
25

27

24. Enter the printer value in the Output device field, if not defaulted.
25. Ensure Print Immediately is selected in the Time of Print field.
26. Change the selections in other fields as desired (examples: change the
number of copies or select Do Not Print in the SAP Cover Sheet field).
27. Click on the Continue button (Shift+F7) to complete steps.

28

28. Click on the OK button to clear the Information message, if needed.

To view or print the extra text (note) for applicable documents:

Note: The following steps are done from the Document
Overview - Display screen. The text applies to all
line items, can be displayed from any line item, and
supplements text entered on individual line items.

29

29. Follow the menu path to display the Texts in Accounting Document
screen (shown next page): Extra Texts…

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Displaying an R/3 Document (cont.)

30

30. Double click anywhere on the Note line (or on the word Note) to display
the Display Note: 0010… screen.

31

32

Note: The text cannot be changed in the display mode.

Any text entered will be ignored when exiting this
screen.

31. To print the text, click on the Print button (Ctrl+P), and follow steps
23-28 above.
32. When done, click on the Back button (F3) to return to the Texts in
Accounting Document screen.
33. Click on the Continue button (Shift+F1) to return to the Document
Overview - Display screen.

To exit the transaction:

34. Click on the Exit button (Shift+F3) until the initial R/3 screen is
displayed.

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Reconciliation and Documents Guide

Journal Entry (SA, ZJ, ZB, & ZZ)

A journal entry is an accounting document that contains debit and credit

postings to the general ledger. Journal entries are used to transfer funds
from one account to another for payment of various services, materials, etc.,
and used to correct postings if needed.
Journal entries are:
• Manually keyed into R/3 (Document types SA, ZJ, ZB) by anyone with
authorization in any Duke department.
• Entered from electronic system feeds into R/3 by Accounting Services
(such as Document types ZZ).
Journal entries can be posted to:
• One or more departments within one company code (single company
code entries).
• One or more departments across multiple company codes (cross
company code entries).
Two journal entry examples follow (see screens below):
First, this Display Document: Overview screen is a Single Company Code
entry manually keyed as Document type SA, ZJ, or ZB.

Use Page Up and Page

1 3 Down buttons if needed.
2
7 The Overall field displays here only
4 if entry posted across company
6 5 codes (see next example).

This example is displayed in

the ALV Classic List layout.

9 10 11 12 13 14 15 16 17

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Reconciliation and Documents Guide
Journal Entry Document (cont.)
Second, this Display Document: Overview screen shows a Cross-Company
Code journal entry entered as an electronic system feed (Doc. type ZZ).

3
Use Page Up and Page
1
Down buttons if needed.

4
7 5
6
8

9 10 11 12 13 14 15 16 17

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.
1. Document Type = a two digit value that identifies the type of document
(e.g., SA = a manually keyed journal entry). Refer to the Document Type
List in a previous section of this Guide for more details.
2. Parked by and Posted by = the Parked by field contains the User ID for
the person who created the document via the park transaction. The
Posted by field contains either the User ID for the person who posted the
document (prior to early 2006) or “WF-Batch” to indicate the entry was
posted via workflow approval(s) after early 2006.
3. Document number, Company code, and Fiscal Year = assigned R/3
document number for the company code’s set of books. All three fields
help to identify the document in the system.
Note: A cross company code entry creates a separate
document with a unique number for each company
code charged, containing only that company code’s
line items. Therefore, users will only be able to
see the document and line items charged to the
company code in which they have security
access. All documents are linked with a cross
company code number, which is outlined below.

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

4. Document Date = the document date that was keyed in the header when
the document was created.
5. Posting date and Posting Period = the date that the document was posted
and corresponding fiscal period in which the posting occurred.
6. Ref. doc. (Doc. Types SA, ZJ, ZB, or ZZ) = an eight digit reference
containing the Assigned JV number (Ex: JV060132) defined as:
JV Journal Voucher (same term / meaning as journal entry or
Transfer Journal Voucher - TJV)
Next 2 digits (Example: 06) The fiscal period of the entry.
Last 4 digits (Example: 0132) A 4 digit number assigned to the “owner” of a
journal entry. The number identifies the nature of the entry and
a department contact name and phone number for any
questions. The number can be used to find this information on
the Assigned JV List located on the web at
http://www.finsvc.duke.edu/finsvc/gap/assignedjv.html

7. Overall no. = a number that links all the document numbers created
from a cross company code journal entry:
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).

8. Doc. Head. Text = generic text that pertains to all line items of the
journal entry and was entered on the Document Header initial screen to
provide a brief description of the nature of the journal entry.
9. Itm (Item) column = the line item number for each line of the entry
which helps in the drill down process from a report (see note below).
Note: When drilling down into a journal entry from an
amount on a line item report, the entire journal
entry is displayed. The journal entry may contain
numerous lines posting amounts to many accounts
across Duke, i.e., the line item double clicked on is
ONLY one line of the journal entry. The line item
number is available on the reports and should be
used to locate your line item (use the Page down
button if needed).

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

10. The PK (posting key) column = the posting key indicating a debit (40) or
a credit (50) to a particular G/L Account and Cost Object.

11. Account and Account short text columns = the six digit G/L account and
corresponding short text description of the G/L Account that is being
charged/posted for this line item.

12. Cost Ctr column = displays the Cost Center posted for this line item if
applicable (blank if a Profit Center or WBS Element was posted).
13. WBS Elem. column = displays the WBS Element (Project) posted for this
line item if applicable (blank if a Cost Center or Profit Center was posted).
14. Profit Ctr column = displays the Profit Center posted for this line item if
applicable (blank if a Cost Center or WBS Element was posted).
Note: The ALV Classic List displays all three of the
above columns (Cost Center, WBS Element. or
Profit Center). If your display has been changed to
the Classic View (standard SAP display prior to 2004
upgrade) then your screen will not contain columns to
show Profit Centers and WBS Elements for line
items posted to those types of cost objects. Profit
Centers and WBS Elements can be seen from the
Classic View by double clicking on the line item to
view the detailed line item screen.

15. Fund column = displays the Fund (for Funds Management which only
applies to Company Code 0010) posted for this line item if applicable.
16. Text column = free-form text entered for each line item posted to
provide a short description that applies specifically to that line item, i.e.,
debit or credit. Text does not appear on all journal entry line items. Text
from this field also appears in the Name field on some report screens
and is why it is important to enter text on journal entry line items.

17. Amount column = the amount posted as a debit or credit for each line
item of the document. Credits are indicated with a minus sign. The
sum of all debits and credits must net to zero before a journal entry can
be posted.
Note: The Fund Characteristic column contains the 10
digit BFR Code(Org. Unit) for Company Code 0010.

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Journal Entry Document (cont.)

From a Journal Entry Accounting document (Document

Overview - Display) screen:
To view details about a particular journal entry line item:

1. Double-click on any line item to view the Display Document: Line Item
### screen (shown below).

6 Use Next Screen and Previous

Screen buttons to view other
7
line items, if needed.

On the Display Document: Line Item ### screen, the following

information may appear depending on the line item selected:
2. Information from the previous screen, like the G/L account and
description, Company code, Document number and Amount for the
line selected.

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Journal Entry Document (cont.)

3. Information like “Line item 1/ Debit entry/ 40” = link to the previous
screen, including the line item number drilled down upon, the type of
document (debit entry), and the posting key (40).

4. Additional account assignments section = the Cost center, WBS

element (projects), and/or Profit center (revenue) to which the amount
was posted. An asset or liability posting will not display these fields and
may have a Fund field instead.

5. Text field = free form text pertaining to the line item.

6. If needed, use the Next item and Previous item buttons to

scroll through the detail of other line items as well.

7. To return to the Document Overview – Display screen, click on the

Document Overview button or the Back button.

From a Journal Entry Accounting document (Document

Overview - Display) screen:
To view the extra text (audit documentation) if applicable:
Note: The following steps are done from the Document:
Overview - Display screen. The text applies to all
line items, can be displayed from any line item, and
supplements the short text entered on individual line
items. The text serves as audit documentation.

1. Follow the menu path to display the Texts in Accounting Document

screen (shown next page): Extra Texts…

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

2. Double click anywhere on the Note line (or on the word Note) to display
the Display Note: 0010… screen (shown below).

Note: The text appears on a gray screen and cannot be

changed in the display mode.

3. To print the text, click on the Print button (Ctrl+P), and follow
printing steps outlined in the Display Document section of this Guide.
4. When done, click on the Back button (F3) to return to the Texts in
Accounting Document screen.

5. Click on the Continue button (Shift+F1) to return to the Document

Overview - Display screen.

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

From a Journal Entry Accounting document (Document

Overview - Display) screen or any other screen:
To see header information about the entire accounting
document:

1. Click on the Document header button to display the Document

Header screen (shown below).
2

5
4
6
8
7

9 10

11 12

13
14 – 16 The Reversed by, Revers.Doc.For, and
Reversal Reason fields will only be displayed
17
below the Changed on field if document is
part of a reversal.

On this screen, a sampling of the possible information that

may appear is (but not limited to):
2. Document type = Type of document for a transaction. See the
Document Type List for a complete listing of document types.
3. Doc. header text = free-form text field that provides a description or
information for the entire document.

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

4. Reference field (Doc. Types SA, ZJ, ZB, or ZZ) = an eight digit
Assigned JV number (Ex: JV060132) defined as:
JV Journal Voucher (same term / meaning as journal entry or
Transfer Journal Voucher - TJV)
Next 2 digits (Example: 06) The fiscal period of the entry.
Last 4 digits (Example: 0132) A 4 digit number assigned to the “owner” of a
journal entry. The number identifies the nature of the entry and
a department contact name and phone number for any
questions. The number can be used to find this information on
the Assigned JV List located on the web at
http://www.finsvc.duke.edu/finsvc/gap/assignedjv.html

5. Document date = The document date that was keyed in the header
when the document was created.
6. Posting date = The date the entry was posted (defaults to current fiscal
period on a document being created unless changed).
7. Posting period = The fiscal period and fiscal year which defaults based
on the Posting date.
8. Reference key = a string of reference information including the
document number, the company code, and the fiscal year in which the
document was posted.
9. Entered by = either the User ID of the person that posted the document
(for documents prior to early 2006) OR “WF-Batch” (for documents that
were posted via the workflow approval process). If a User ID is listed,
that ID should not be used to find out who to contact with questions
about the document. Use the Assigned JV number in the Reference
field to determine who to contact for questions (see Reference field
above).
Note: Use the Assigned JV number to locate who to call with
questions about a journal entry. IF NEEDED, use
transaction code ZTCD to look up the identity of a user per
the User ID that is listed in the Entered by or Changed by
fields, etc. On the screen, enter the User ID that was
displayed in a field and then click on the Execute
button. The name will be listed on the next screen. Use
the Back button to see last login date and to exit.

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Journal Entry Document (cont.)

10. Parked by = this field contains the User ID of the person who created or
entered the document via the park transaction before the workflow
approval process actually posted the document (for documents dated
prior to early 2006, the parked entry was posted by the User ID listed in
the Entered by field as the means of approving the document).

11. Entry date = the document date that was keyed in header when the
document was created.

12. Time of entry = the exact time that the journal entry was posted
(displayed in military time format).

13. Changed on = If the document was changed at all (only text fields), this
would be the date it was changed.

14. Reversed by (if applicable) = if this original document was reversed

via the system, this field contains the document number that reversed
this original document as a link and reference (only displayed below
the Parked by field if document is part of reversal).

15. Revers.doc.for (if applicable) = if this document reverses another

document, this field contains the original document number (and fiscal
year) that was reversed (only displayed below the Parked by field if
document is part of reversal).

16. Reversal reason (if applicable) = The reason for the reversal. Use the
Drop-down arrow to view the detail of the reversal reason shown. The
most common reasons will be 01 for regular reversals and 05 used only
for accruals.

17. To return to the Document Overview - Display screen, click on the

Continue button (F7).

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 Reconciliation and Documents Guide

Journal Entry Document (cont.)

To display any attached files (Word, Excel, etc.):

18

19

18. Click on the drop-down portion of the Services for Objects

button located in the Title Bar of the screen.

19. In the resulting drop-down list, click on Attachment List.

20

20. In the Service: Attachment List window, double click on the

attachment (anywhere on the line listed) to open the attached file.
Note: Review the opened file (Excel, Word, etc.) and close the
file window when done.

21. Click on the Continue button to close the Service: Attachment List
window and return to the posted document.

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 Reconciliation and Documents Guide

Journal Entry Document (cont.)

To display an overview of the Workflow approvals from a

posted document:
22

23

22. Click on the drop-down portion of the Services for Objects

button located in the Title Bar of the screen.

23. In the resulting drop-down list, click on the menu path Workflow
Workflow overview.

On the resulting Data on Linked Workflows window:

24

25 Scroll
down to
view Office
Document
link(s) if
applicable

26

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Reconciliation and Documents Guide

Journal Entry Document (cont.)

24. To view the history or work log for all the approvals completed for
the document before it was posted (i.e., view the names, dates, and
times of approvals done by the Department, Management Center, and
other Finance areas, as applicable per your approval rules), scroll
down the screen.
25. To view the Office Document attachment if applicable (e.g., the
Rejection Reason attached if a Completed Document was rejected
before it was posted), scroll to the bottom of the screen and click once
on the link.
26. When ready, click on the Continue button to close the window and
return to the posted document.

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Reconciliation and Documents Guide

Vendor Invoice - Does NOT Reference PO

(KN & YD)

These Vendor Invoices are accounting documents, similar to a Journal

Entry, that contain the debits and credits for the payment of a vendor’s
invoice that does NOT reference a Purchase Order (Document Type KN
and YD). Since the invoices for Document Types KN and YD do not
reference a Purchase Order in R/3, the original document for the invoice is
the accounting document, which is the first screen displayed for this
document from the drill-down of a line item report. Therefore, the information
in R/3 for these Document Types is very limited.

The Document Type KN is entered manually in R/3 by Accounts Payable

from either:
• A vendor’s paper invoice containing no PO number (example, for an
order placed via the phone, also known as one type of standing order).
• A pink requisition for a one time payment (under $2500 and not done
via Accounts Payable Check Request per procedure) which is sent to
Accounts Payable from Procurement Services.

The Document Type YD:

• Represents invoices that do not reference a Purchase Order and are
electronically sent to Duke (and fed into R/3) from the vendor through a
process known as Electronic Data Interchange (EDI), instead of the
vendor sending a paper invoice.
• Pertains to EDI capable vendors such as Corporate Express, Standard
Register, Kelly Services, VWR International, Fischer Scientific, UPS -
United Parcel Service, and Federal Express (which may also show
as KN). For instance, Corporate Express uses their own product, E-
WAY, for ordering. Therefore, the ordering process bypasses the need
for a purchase order.
• Also pertains to invoices that do not reference a Purchase Order for Duke
Press, Workman’s Compensation, Stores, DUAP Patient Refunds,
and DCRI. These payments are charged directly to a G/L Account.

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Invoice – Does NOT Reference PO (cont.)

Once the paper invoices are manually entered (Document Type KN) or the
EDI invoices are electronically fed into R/3 (Document Type YD), then the
process to issue a payment to the vendor will be triggered. The payment
may be either a physical check or in some cases may be electronically direct
deposited into the vendor’s bank account.

The screen layout or look of these invoice accounting documents is similar

to:
• A journal entry document, such as Document Type SA or ZZ.
• The supporting accounting document created automatically when
Accounts Payable enters an invoice that references a Purchase Order
(Document type RN - Net Invoice Receipt or RE – Recurring Invoice
Payment).
Note: In other words, the original document for a Document
Type KN or YD has the same look as the supporting
document accessed via the Accounting View button
on Document Type RN or RE.

Example of a Document Type KN (DOES NOT reference a PO):

Use Page Up and Page

Down buttons if needed.
1 2

3 6 The Overall no.

displays here for
5 cross-company
code entries if
7 Not 4 applicable.
shown

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Invoice – Does NOT Reference PO (cont.)

Example of a Document Type YD (DOES NOT reference a PO):

Use Page Up and Page

Down buttons if needed.
2
1

3
6 The Overall no. displays
5 here for cross-company
code entries if applicable.
4
7

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width. Fields
not outlined below are similar to those outlined in the
Journal Entry Document section of this Guide. Refer
to that section if needed.
1. Document Type = a two digit value that identifies the type of document
(e.g., KN = Net Vendors Invoice – DOES NOT Reference a PO; YD = EDI
Non Referencing Vendor Invoice-). Refer to the Document Type List in a
previous section of this Guide for more details.
2. Document number, Company code, and Fiscal Year = assigned R/3
document number for the company code’s set of books. All three fields
help to identify the document in the system.
3. Document date = the date of the invoice.
4. Posting date and Posting Period = the date that the document was
posted and corresponding fiscal period in which the posting occurred.
5. Ref. doc. = a reference field that contains the vendor’s invoice number,
which will print on the check or be included in the electronic deposit.

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Invoice – Does NOT Reference PO (cont.)

6. Overall no. = a number that links all the document numbers created from
a cross company code journal entry if applicable:
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).
7. Doc. Head. Text (if displayed) = general text that varies by vendor,
pertains to all lines of the document, and prints on the check.
• For Standard Register and VWR, the text contains REQ followed by
a number, where the number is the Purchase Requisition number.
• For Corporate Express, the text contains REQ followed by a number,
where the number is the vendor’s invoice number.

8. First line item (Itm 001) = the vendor invoice line (see note below).
• The PK (posting key) = 31 (invoice), 21 (credit), NOT a 40 (debit) or
50 (credit).
• The Acct (account) = the R/3 vendor account number.
• The Account short text = a vendor name (Ex. Federal Express) for
line item 001 rather than the G/L account name for other line items.
Note: The First line item (Itm 001) for some YD Document
Types does not contain the vendor invoice line (with
a posting key of 31 or 21). These payments are
posted directly to the Duke G/L Account for non-
referencing invoices pertaining to Duke Press,
Workman’s Compensation, Stores, DUAP Patient
Refunds, and DCRI.

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Reconciliation and Documents Guide

Invoice – Does NOT Reference PO (cont.)

From an Invoice Accounting document (Display Document:

Overview) screen:
To see if the document is the original or a supporting
document (for an invoice referencing a purchase order):

1. Follow the menu path: Environment Document Environment

Original document.
Note: If the screen stays the same, then the document
being viewed is the original document. If a different
screen appears, the new screen is the original
document. If you wish to return to the Accounting
invoice document, click on the Back button.

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From an Invoice Accounting document (Display Document:

Overview) screen:
To see if a check or direct deposit was issued and view the
payment information:

1. Drill down (double click) on the first line item (Itm 001, PK 31) to view
the Display Document: Line Item 001 screen (shown below):

7
Clearing (two fields):
If the fields are present, then a payment has
been processed (via check or direct deposit).
8
See “Clearing field” on next page.
9

On the Display Document: Line Item 001 screen, the following

information can be seen:
2. Vendor address = the vendor address where the check is sent.
3. Information like “Line item 1/ Invoice/ 31” = link to the previous screen
including the line item number, the type of document (invoice), and the
posting key (31 for an invoice).

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4. Amount = the amount paid on the check for this invoice (check may
actually contain more than one invoice payment – see below).
5. Payt terms = vendor payment terms (N30 = net 30 days before payment
must be made to vendor from date of invoice).
6. Bline date = This is the invoice date. (Remember the document date field
has the same information).
7. Payment Ref. = Information entered in this field prints on the check.

8. Clearing = two fields that display only when a payment has been
processed as outlined below:
• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit has
not been made.
• If the clearing fields are displayed, the first Clearing field indicates
either the date the check was issued OR the date the direct
deposit was sent from Duke’s bank to the vendor’s bank (the
actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second clearing field on this screen
contains a clearing document number that is not relevant for
internal research (this field does NOT contain the check number).
Note: Prior to July 2007, the two clearing fields contained
the check date and the check number for Company
Code 0010. For documents prior to July 2007 and
relating to the Health System (Company Codes 0020
and higher), those users must double click on the
second clearing field to locate their check number in
the Overall No. field (first 10 digits = check number).

9. Text = free form text pertaining to the line item. Text does not appear on
all accounting document line items. If the invoice is blocked, the reason
will be identified in this field. Text from this field also appears in the
Name field on some report screens.

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10

10. To view the check number (if applicable / not an EDI direct deposit),
follow the menu path: Environment Check Information.
Note: If the payment was made electronically by direct
deposit, then a message will indicate that no check
information is found. This message will also
display if the Clearing fields are not present, which
indicates that a payment has not been processed.

If a single invoice contains split coding for (i.e., is

charged to) several company codes, for example
0010 and 0030, you may need to contact Accounts
Payable at 684-3112 for the check information due to
your security rights.

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On the Display Check Information screen (only displays if a

physical check was sent to vendor), the following information
can be seen:

16

14

11

12

13

15

Note: If the payment was to an EDI capable vendor and

the payment was deposited to the vendor’s bank
account, then a message will appear in the Status
Bar and state that no check information is found.

11. Check number = the check number on the physical check.

12. Payment date = the date that the check was issued.
13. Check encashment = the date that the check cleared Duke’s back
account for payment, which indicates the check was deposited or cashed
by the vendor (i.e., the date the check was paid). A blank encashment
field will indicate that the check has not cleared the bank.
14. Amount paid = the total amount of the check.
15. The check recipient information relating to the vendor shown at the
bottom of the screen.
16. When finished reviewing the check information, click on the Back
button to return to the Display Document: Line Item 001 screen.

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17. OPTIONAL: If your security access allows, use these steps to view the
other invoice reference numbers included in this payment:

17 If your security access

allows, double click on the
second clearing field to view
other invoice numbers
included in the payment.

• From the Display Document: Line Item 001 screen, double click on
the second clearing field to display the Document Overview:
Display screen for the payment posting (like Document Type ZP).

17 On the payment posting

document, follow the
menu path.

• On the payment posting document, follow the menu path:

Environment Payment Usage (or use the Accompanying
Docs button).
Note: If invoices are included in this payment for company
codes in which you do not have security access to
view, then you may receive an error message at
this point. Clear the message if applicable and
return to the previous screen. Contact Accounts
Payable at 684-3112 for the information if needed.

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• If not the layout /AP DISPLAY is not already displayed, click on the
Select layout button and locate / click once on /AP DISPLAY to
select a better layout for the report (this layout contains the
Reference column which has the vendor’s invoice numbers that
were paid as part of the total check).
Note: Each line item references a specific invoice and
amount that was included. The vendor’s invoice
number is in the first Reference column as
reference (on the /AP DISPLAY layout). The last
line item represents the total amount of the check
that was sent to the vendor.
18. When the drill-down is complete, click on the Back button until the
accounting document screen for the invoice is again displayed.

To view header information for the entire document:

1-3

1. Click on the Document header button (from any screen).

2. Review the fields of information.

3. Click on the Continue button to return to the Display Document:

Overview screen when ready.

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Invoice - References PO (RN, RE, KG, YM,

ZN, ZS, ZC, & ZU)

The Document Types RN, RE, KG, and YM covered in this chapter are
original documents that are manually entered by Accounts Payable from
a vendor’s paper invoice (or from a credit memo) that references an R/3
Purchase Order or Framework Order number. Therefore, the original
invoice document references and links back to the Purchase Order or
Framework Order in R/3. If a purchase requisition was entered
electronically into R/3 by a department to create a purchase order, then the
invoice document will also link back to the purchase requisition via the
purchase order in R/3.

Document Types ZN and ZU are original documents that are electronically

sent to Duke via a process known as Electronic Data Interchange (EDI)
and also reference an R/3 Purchase Order or Framework Order number.

These Document Types are outlined in more detail below:

• RN - Net Invoice Receipt References Purchase Order = a paper
invoice from a vendor which references a PO or a Framework order (i.e.,
a purchase order established with a vendor for an overall limit or “total”
amount, then each vendor’s invoice is paid as received against the that
purchase order until the overall limit is reached).
• RE – Invoice Receipt Recurring Payment = a recurring payment made
to a vendor that references a PO (e.g., a PO is set up for a recurring
lease payment for a fixed billing - monthly, weekly, etc. Then the vendor is
paid that fixed amount each month or week without sending an invoice.
• KG - Vendor Credit Memo = a paper Credit memo from a vendor which
references a PO.
• YM – Contract Labor for Nurse Travelers = a payment made to a
nurses, similar to recurring payments (Document Type RE) in nature.
• ZN – EDI Invoice References Purchase Order = an electronic invoice
from a vendor which references a PO. Examples of EDI invoices
referencing a Purchase Order include hospital re-supply materials
ordered from EDI invoicing-enabled companies, such as Allegiance.
• ZS and ZC – Store Invoice and Credit Memo = a payment or credit
memo related to Duke Stores.

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• ZU – EDI Payment Credit = a result of an automatic reduction that

occurs when the invoice price exceeds the Purchase order price or when
the Goods receipt quantity exceeds the invoice quantity.

Other Points:
• The entry of this invoice into R/3 triggers a check payment (for non-EDI
capable vendors) or an electronic bank deposit (for EDI capable
vendors) to the vendor. (A Credit Memo / Payment Credit triggers a
credit back to the department.)
• The invoice or credit memo document (outlined above) creates a
supporting accounting document which looks similar to Document
Types KN or YD, invoices that do not reference a Purchase Order
• The supporting accounting document is also known as an Invoice
Receipt and tagged with “IR” (which has nothing to do with an
Interdepartmental Request form also known at Duke as an “IR”).
• If displayed via the FI Document Display transaction, the first screen
shown will be the supporting accounting document (the Accounting
Document). The original document can be displayed via a menu path.
• If displayed via the report drill-down from an actual line item report, the
first screen shown will be the original invoice document.

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Invoice – References PO (cont.)

Example of Invoice Documents that Reference a PO (such as

RN, RE, KG, ZN, or ZU):
The Display Invoice Document (# Fiscal Year) screen below is an example of
a Document Type RN – Net Invoice Receipt. The screens for Document
Type RE (Recurring Entry), KG (Vendor Credit Memo), ZN (EDI Invoice),
and ZU (EDI Payment Credit) are similar to this screen as well.

Top left
section Top right
contains section
tabs of contains the
information vendor’s R/3
regarding account
the invoice number, name,
address, and
contact
Bottom information.
section
contains
columns of
data for
each item
included on
the PO.

Note: The Accounting document (Document Overview

– Display) screen is displayed if this document was
accessed via FI Document Display. To view the
original invoice document (shown above) follow
the menu path: Environment Document
Environment Original Document. If drilling
into the document from a report, only one line item
on the invoice matches to the line item drilled
down upon from the report. Use the posting row,
amount, or material description from the previous
report screen to locate your line item.

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Key pieces of information:

• The top left section of the screen displays different pieces of
information based on the tab that is selected. The Basic tab contains
the header information about the invoice and other tabs contain more
details for research if needed (see steps below).
• The top right section of the screen displays the vendor’s account
number and name/address information; etc., as well as buttons for
more vendor information if needed.
• The bottom section of the screen displays columns of information
for each line item of the PO that is included on the invoice. The
columns displayed are based on which “layout” is chosen in the
Layout field (located on the left above the bottom section). The All
Information layout provides the most level of detail for the invoice line
items. The PO History layout provides payment history for the invoice
if research is needed.
Note: The bottom portion of the screen is best viewed if
your pixel settings on your PC are set at 1024 x 768.

Top left section / Basic data tab:

7

1
2

4
5

1. Invoice date = date of the vendor’s invoice.

2. Reference = the vendor’s invoice number, which is included on the

printed check or with the EDI payment.

3. Posting date = the date the invoice was entered into R/3

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4. Amount = the total amount of this invoice (could include several line
items; may not be the total check or payment amount sent to the
vendor, since the payment may contain more than one invoice
payment).

5. Paymt terms = vendor payment terms (N30 = net 30 days before

payment must be made to vendor from date of invoice).

6. Baseline date = the date on the vendor’s invoice which is used to

calculate when the payment is due via the payment terms for that vendor
(the Invoice date field has the same information).

7. Other tabs (Payment, Details, Notes, etc.) = provide more details

about the vendor, payment terms, date the check payment is due to the
vendor, notes, and contacts. See the Details tab for any freight charges
in the Unpl. Del. Csts. (Unplanned Delivery Costs) field.

Top right section / vendor information:

8

10
11

8. Vendor account number = the R/3 account number assigned to the

vendor.
9. Vendor name and address = the vendor’s name, corporate address
(not necessarily the remittance address for the check) and phone/fax
numbers.
10. Vendor contact numbers = the vendor’s phone and fax numbers.

11. Click on the OI (Line Item List) button to view a list of open and
closed invoices for this vendor (if your security profile permits access to
this transaction).

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Bottom section / invoice line item details (Layout = All information):

12
21

13 14 15 16 17 18 19

20 Use scroll bar for

22 23 other columns.

Note: The columns are displayed based on the Layout

chosen (All information in this example) and can be
changed as needed (see next step). In addition, the
columns can be sized (place cursor between
columns to get the black double sided arrow symbol,
then drag and release when desired size is reached).
12. Layout field = determines which columns are displayed for each invoice
line item and in which order the columns are shown (the All
information layout provides the most detail).
Note: The layout can be changed by clicking in the Layout
field, clicking on the Drop down button, and double
clicking on another layout option. For instance, the
PO History layout provides just columns related to
payment history for the invoice if research is needed.

13. Item column = the line item number for this item on the invoice.
14. Amount column = the amount of the item per the quantity ordered on
the invoice.
15. Quantity column = the quantity of the item ordered per the invoice.
16. Order Unit = the unit of measure for the item ordered per the invoice.
17. Purchase order number = the Duke R/3 purchase order number that is
referenced for the invoice line item (Duke’s purchase order number is
referenced on the vendor’s invoice and is linked to the invoice in the R/3
system).
18. Item= the item number per the Purchase Order.

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19. PO Text = the description for each line item invoiced for the referenced
purchase order.
20. Other columns for All information layout (use horizontal scroll bar to
view):
• G/L Account = six digit G/L account charged for each line item.
• Cost Center or WBS Element (Project) = cost object charged for
each line item.
• Funds Center = the ten digit BFR Code (i.e., Org. Unit) for this item
(only pertains to invoices for Company Code 0010).
• Received = the quantity received by the department for the line item
(only pertains if goods receipt done by the department).
• Settled = once the invoice is entered, the quantity to be settled via
the payment of the invoice.
• Del. material / sheet no. = the vendor’s catalog or material number
for the line item.
21. To vertically scroll through the invoice line items, use the vertical scroll
bar or click on the following buttons (located at top of screen):
21 See previous page as well.

First Page (Ctrl+Page up) to scroll to cover page,

Next Page (Page down) to scroll to next page,
Previous Page (Page up) to scroll to previous page,
Last Page (Ctrl+Page down) to scroll to last page.

22. To sort the bottom section by a column(s), click on the Column

heading(s) and use the Sort Ascending or Sort Descending
buttons.
23. To find a line item on a longer invoice, use the Item or Search Term
fields (click on column heading) and corresponding buttons as needed.
Note: If drilling into the document from a report, use the
amount or material description from the previous
screen to locate your line item. The Posting Row
from a report does not match to the Item number on
the original document (matches to the Accounting
document).

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From an Invoice (Display Invoice Document # Fiscal Year)

screen:
To see if a check or direct deposit was issued and view the
payment information:

1. Click on the Follow-on documents button to display the List of

Documents in Accounting dialog box (shown below).

2. Double click anywhere on the Accounting document line for the invoice
to display the Document Overview – Display screen (below).

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3. Drill down (double click) on the first line item (Itm 001, PK 31) to view
the Display Document: Line Item 001 screen (shown below):

9
Clearing (two fields):
10 If the fields are present, then a payment has
been processed (via check or direct deposit).
See “Clearing field” on next page.
11

On the Display Document: Line Item 001 screen, the following

information can be seen:
4. Vendor address = the vendor address where the check is sent.
5. Information like “Line item 1/ Invoice/ 31” = link to the previous
screen including the line item number, the type of document (invoice),
and the posting key (31 for an invoice).

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6. Amount = the amount paid on the check for this invoice (check may
actually contain more than one invoice payment – see below).

7. Payt terms = vendor payment terms (N30 = net 30 days before

payment must be made to vendor from date of invoice).

8. Bline date = the invoice date. (Remember the document date field has
the same information).

9. Payment Ref. = Information entered in this field prints on the check or is

included with the EDI payment.

10. Clearing = two fields that display only when a payment has been
processed as outlined below:
• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit has
not been made.
• If the clearing fields are displayed, the first Clearing field indicates
either the date the check was issued OR the date the direct
deposit was sent from Duke’s bank to the vendor’s bank (the
actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second clearing field on this screen
contains a clearing document number that is not relevant for
internal research (this field does NOT contain the check number).
Note: Prior to July 2007, the two clearing fields contained
the check date and the check number for Company
Code 0010. For documents prior to July 2007 and
relating to the Health System (Company Codes 0020
and higher), those users must double click on the
second clearing field to locate their check number in
the Overall No. field (first 10 digits = check number).

11. Text = free form text pertaining to the line item. Text does not appear
on all accounting document line items. If the invoice is blocked, the
reason will be identified in this field. Text from this field also appears in
the Name field on some report screens.

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19

19. To view the check number (if applicable / not an EDI direct deposit),
follow the menu path: Environment Check Information.
Note: If the payment was made electronically by direct
deposit, then a message will indicate that no check
information is found. This message will also
display if the Clearing fields are not present, which
indicates that a payment has not been processed.

If a single invoice contains split coding for (i.e., is

charged to) several company codes, for example
0010 and 0030, you may need to contact Accounts
Payable at 684-3112 for the check information due to
your security rights.

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Invoice – References PO (cont.)

On the Display Check Information screen (only displays if a

physical check was sent to vendor), the following information
can be seen:

25

23

20

21

22

24

Note: If the payment was to an EDI capable vendor and

the payment was deposited to the vendor’s bank
account, then a message will appear in the Status
Bar and state that no check information is found.

20. Check number = the check number on the physical check.

21. Payment date = the date that the check was issued.
22. Check encashment = the date that the check cleared Duke’s back
account for payment, which indicates the check was deposited or cashed
by the vendor (i.e., the date the check was paid). A blank encashment
field will indicate that the check has not cleared the bank.
23. Amount paid = the total amount of the check.
24. The check recipient information relating to the vendor shown at the
bottom of the screen.
25. When finished reviewing the check information, click on the Back
button to return to the Display Document: Line Item 001 screen.

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26. OPTIONAL: If your security access allows, use these steps to view the
other invoice reference numbers included in this payment:

26 If your security access

allows, double click on the
second clearing field to view
other invoice numbers
included in the payment.

• From the Display Document: Line Item 001 screen, double click on
the second clearing field to display the Document Overview:
Display screen for the payment posting (like Document Type ZP).

26 On the payment posting

document, follow the
menu path.

• On the payment posting document, follow the menu path:

Environment Payment Usage (or use the Accompanying
Docs button).
Note: If invoices are included in this payment for company
codes in which you do not have security access to
view, then you may receive an error message at
this point. Clear the message if applicable and
return to the previous screen. Contact Accounts
Payable at 684-3112 for the information if needed.

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• If not the layout /AP DISPLAY is not already displayed, click on the
Select layout button and locate / click once on /AP DISPLAY to
select a better layout for the report (this layout contains the
Reference column which has the vendor’s invoice numbers that
were paid as part of the total check).
Note: Each line item references a specific invoice and
amount that was included. The vendor’s invoice
number is in the first Reference column as
reference (on the /AP DISPLAY layout). The last
line item represents the total amount of the check
that was sent to the vendor.
27. When the drill-down is complete, click on the Back button until the
accounting document screen for the invoice is again displayed.

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From an Invoice (Display Invoice Document # Fiscal Year)

screen:
To view the referencing Purchase order for an Invoice item:

1. Drill down (double-click) on the purchase order number in the

Purchase Order column for the desired item.

2. Review the fields of information on the Display Purchase order: Item

xxxx screen (refer to the Purchase Order section in this Guide).
3. Follow the steps in the Purchase Order section of this Guide to view
other supporting documents and screens, such as:
• Entire Purchase Order Overview: Overview button
• Invoice Receipt or Goods Receipt: PO History button.
• Unloading Point and Goods Recipient: Acct. assgts. button.
• Referencing requisition: Environment Purchase requisition.
Note: Use the Back button to return to the previous
screens.

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AP Check Request /Tuition Grant (ZT & ZQ)

The Accounts Payable Check Request (Document Type ZT) and Tuition
Grant (Document Type ZQ) are accounting documents that contains the
debits and credits for the check payment. These documents are manually
entered in R/3 by Accounts Payable from forms submitted by a department.
These documents are similar to the Document type KN, Net Vendors
Invoice document (which does NOT reference a Purchase Order).

Document Type ZT Example:

This Display Document: Overview screen is an example of an Accounts
Payable Check Request document.

9 Use Page Up and Page Down

buttons if needed.
1 2

3
6 The Overall no.
5 displays here for cross-
4 company code entries if
applicable.
7

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.
1. Document Type = a two digit value that identifies the type of document
(e.g., ZT = Accounts Payable Check Request). Refer to the Document
Type List in a previous section of this Guide for more details.
2. Document number, Company code, and Fiscal Year = assigned R/3
document number for the company code’s set of books. All three fields
help to identify the document in the system.
3. Document date = the date of the invoice if applicable, date of the service
if that can be determined OR the approval date on the form.
4. Posting date and Posting Period = the date that the document was
posted and corresponding fiscal period in which the posting occurred.

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AP Check Payment or Tuition Grant (cont.)

5. Ref. doc. = Information in this field will print on the check and varies
depending on the check request per below:
• the vendor’s invoice number or tuition grant reference if applicable
• a reference number consisting of the approval date of check request
(format = YYMMDD) plus the first 5 digits of the vendor/payee name
• the company or payee’s name for any payments processed as a one
time vendor (account # 15230)

6. Overall no. = a number that links all the document numbers created from
a cross company code journal entry, if applicable.
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).
Note: If displayed, the Doc. Head. Text field contains
general text that varies by vendor, pertains to all lines
of the document, and prints on the check.

7. First line item (Itm 001) = the vendor invoice OR payee line (may
contain “One Time Vendor Account” as description).
• The PK (posting key) = 31 (invoice), 21 (credit), NOT a 40 (debit) or
50 (credit).
• The Acct (account) = the R/3 vendor account number.
• The Account short text for line item 001 = a vendor or payee
name OR the phrase “One Time Vendor Account” for some
requests, rather than the G/L account name for other line items.
• Text = used internally by Accounts Payable for Document Type ZT
(AP Check Requests) to indicate the instructions for check delivery,
such as a contact name and number for pick up if the check is
delivered to 705 Broad Street, or other text like “mail with doc” to
indicate that the check should be mailed with the document(s)
included with the check request. This field contains the name of
employee whose child is receiving the tuition grant for Document
Type ZQ (Tuition Grant).

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AP Check Payment or Tuition Grant (cont.)

8. Other line items (002, etc.) = the distribution of the expenses to the
appropriate Cost Objects (Cost Centers, Profit Centers, or WBS
Elements) as well as the G/L Accounts. These lines may contain more
check request details in the Text field as well.
9. To vertically scroll through the invoice, click on the
First Page (Ctrl+Page up) to scroll to the top cover page.
Next Page (Page down) to scroll to the next page.
Previous Page (Page up) to scroll to the previous page.
Last Page (Ctrl+Page down) to scroll to the last page.

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AP Check Payment or Tuition Grant (cont.)

To see if a check was issued and display the payment

information:

1. Drill down (double click) on the first line item (Itm 001, PK 31) to view
the Display Document: Line Item 001 screen (shown NEXT PAGE).

If the Address and Bank Data screen appears (only if payee

has description of One Time Vendor on screen above):
3

Note: If the payee is designated as a “One Time Vendor”,

then this extra screen will appear with the payee
name and check address information. If the payee
name was listed on the Document Overview –
Display screen, then the next two steps are not
applicable.
2. Review the payee name and check address information.
3. Click on the Enter button when ready to display the Display
Document: Line Item 001 screen (see next page).

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Reconciliation and Documents Guide

AP Check Payment or Tuition Grant (cont.)

On the Display Document: Line item 0001 screen:

4 Either the payee name and address

OR One Time Vendor (see previous
page for extra screen that contains
payee name if One Time Vendor).

5
7
6
Clearing (two fields):
8 If the fields are present, then a payment has
been processed (via check or direct deposit).
See “Clearing field” on next page.
9

10

4. Vendor account number, vendor payee name, and address (may

contain One Time Vendor as name).

5. Bline date = the date of the invoice if applicable OR the approval date
on the check request form.

6. Payment Method fields = S indicates “separate checks” to be issued

(example, student payments) and if blank only one check to be issued.

7. Field beside Payment Method field = 9 indicates the check/checks to

be returned to 705 Broad Street (Text field contains department
contact for internal AP use only) and if blank the checks are to be
mailed to the vendor or payee.

8. Payment Ref. field = payment information to be printed on check per

the check stub reference on the check request form (such as invoice
number or name of student receiving tuition grant).

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AP Check Payment or Tuition Grant (cont.)

9. Clearing = two fields that display only when a payment has been
processed as outlined below:
• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit has
not been made.
• If the clearing fields are displayed, the first Clearing field indicates
either the date the check was issued OR the date the direct
deposit was sent from Duke’s bank to the vendor’s bank (the
actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second clearing field on this screen
contains a clearing document number that is not relevant for
internal research (this field does NOT contain the check number).
Note: Prior to July 2007, the two clearing fields contained
the check date and the check number for Company
Code 0010. For documents prior to July 2007 and
relating to the Health System (Company Codes 0020
and higher), those users must double click on the
second clearing field to locate their check number in
the Overall No. field (first 10 digits = check number).

10. Text = used internally by Accounts Payable for Document Type ZT (AP
Check Requests) to indicate the instructions for check delivery, such as
a contact name and number for pick up if the check is delivered to 705
Broad Street, or other text like “mail with doc” to indicate that the check
should be mailed with the document(s) included with the check request.
This field contains the name of employee whose child is receiving the
tuition grant for Document Type ZQ (Tuition Grant).

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AP Check Payment or Tuition Grant (cont.)

11

11. To view the check number (if applicable / not an EDI direct deposit),
follow the menu path: Environment Check Information.
Note: If the payment was made electronically by direct
deposit, then a message will indicate that no check
information is found. This message will also
display if the Clearing fields are not present, which
indicates that a payment has not been processed.

If a single invoice contains split coding for (i.e., is

charged to) several company codes, for example
0010 and 0030, you may need to contact Accounts
Payable at 684-3112 for the check information due to
your security rights.

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Reconciliation and Documents Guide

AP Check Payment or Tuition Grant (cont.)

On the Display Check Information screen (only displays if a

physical check was sent to payee or vendor), the following
information can be seen:

17

15

12

13

14

16

Note: If the payment was to an EDI capable vendor and

the payment was deposited to the vendor’s bank
account, then a message will appear in the Status
Bar and state that no check information is found.

12. Check number = the check number on the physical check.

13. Payment date = the date that the check was issued.
14. Check encashment = the date that the check cleared Duke’s back
account for payment, which indicates the check was deposited or cashed
by the vendor (i.e., the date the check was paid). A blank encashment
field will indicate that the check has not cleared the bank.
15. Amount paid = the total amount of the check.
16. The check recipient information relating to the vendor shown at the
bottom of the screen.
17. When finished reviewing the check information, click on the Back
button to return to the Display Document: Line Item 001 screen.

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Reconciliation and Documents Guide

Other Research for Invoices/Check Payment

To see if an invoice has been paid using the Purchase Order

number:
1. Via the User Menu: Purchasing Display Purchase Order.
2. Enter the Purchase order number in the field.

3. Click on the Item Overview button to display the Display Purchase

Order: Item Overview screen.
4. Click once in the box to the left of a line item to select that item.
5. Click on the PO history button.
6. Double-click on the IR document number (5100…, etc.).
Note: If there isn’t an IR (invoice receipt) document number,
then the invoice either hasn’t been received / entered.
This means a payment has not been issued for this
purchase order.
7. Click on Follow-On Documents button (gray toolbar at top of screen).

8. Double click on the Accounting Document row in the resulting List of

Documents in Accounting box.
9. Double-click on the first line item (001) that refers to a vendor.

10. Locate the Clearing fields (if displayed) and note the following:
• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit has
not been made.
• If the clearing fields are displayed, the first Clearing field indicates
either the date the check was issued OR the date the direct
deposit was sent from Duke’s bank to the vendor’s bank (the
actual day of deposit will be 1-2 workdays later).

11. To find the check number (if applicable), total check amount, and to see
if the check has cleared Duke’s bank account, follow the menu path:
Environment Check Information.

12. When done, click on the Back button to return to the previous
screens.

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Reconciliation and Documents Guide

Invoice/Check Payment Research (Cont.)

To see if an invoice has been paid using the vendor’s invoice

number:
1. Via the User Menu: Financials Financial Documents Display FI
Document.

2. Click on the Create Document List/ Find Documents

button

3. Enter 0010 or the desired company code in the Company code

(from) field, and other optional fields like Fiscal Year as desired.

4. Enter the invoice number in the Reference number field.

5. Click on the Execute button.

6. Double-click anywhere on the line for the document shown on the

resulting Document list.

7. On the Document Overview - Display screen, double-click on the first

line item (001) that refers to a vendor.

8. Locate the Clearing fields (if displayed) and note the following:
• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit has
not been made.
• If the clearing fields are displayed, the first Clearing field indicates
either the date the check was issued OR the date the direct
deposit was sent from Duke’s bank to the vendor’s bank (the
actual day of deposit will be 1-2 workdays later).

9. To find the check number (if applicable), total check amount, and to see
if the check has cleared Duke’s bank account, follow the menu path:
Environment Check Information.

10. Click on the Back button to return to the previous screens when
done.

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Reconciliation and Documents Guide

Travel Accounting: Employees & Students on

Payroll (YT)

These documents are original accounting documents which are manually

entered into R/3 by Employee Travel and Reimbursements from travel
and miscellaneous reimbursement forms. These documents are similar
to the accounting documents created from invoice payments, such as
Document types KN and RN. The documents contain the debit and credit
postings related to the reimbursement or payment.

Travel Accounting documents (YT) include travel and miscellaneous

reimbursements to employees or students who are on the Duke payroll,
as well as travel advances. The Employee and Travel Reimbursement
department is responsible for processing these payments in R/3 via the
Travel Accounting module, which is linked to the Payroll module.

Therefore, employees or students who have “direct deposit” (known as ACH,

Automated Clearing House) of their paycheck into a bank account will also
receive any reimbursements via direct deposit to the bank account. Those
who have not opted for direct deposit with a bank will receive any
reimbursements via a check which can be picked up at the Broad Street
location.

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 Reconciliation and Documents Guide

Travel Accounting (cont.)

Document Type YT Example

The following Display Overview – Document screen shows Document Type
YT (similar to KN and Accounting view for RN).
8 Use Page Up and Page Down
buttons if needed.

2
1

3 6 The Overall no. displays

here for cross-company
code entries if applicable.
5 4

7
Document Type YT
Travel Accounting
(Travel and Miscellaneous Reimbursements to
Employees or Students on the Duke payroll).

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.
1. Document Type = a two digit value that identifies the type of document.
Refer to the Document Type List in a previous section of this Guide.

2. Document number, Company code, and Fiscal Year = assigned R/3

document number for the company code’s set of books. All three fields
help to identify the document in the system.

3. Document date = not relevant on Document Type YT.

4. Posting date and Period fields = the date and fiscal period that the
expense was posted to the ledger (and appears on financial statements).

5. Ref. doc. = Trip number assigned by R/3 and used by Employee

Travel and Reimbursement to as a reference to identify a specific trip
(not as useful to departments at this time).

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Travel Accounting (cont.)

6. Overall no. = a number that links all the document numbers created from
a cross company code journal entry:
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).
7. First line item (Itm 001) = the vendor /payee line.
• The PK (posting key) = 31 (payment/credit), 21 (credit memo/debit),
NOT a 40 (debit) or 50 (credit).
• The Acct (account) = the R/3 vendor account number assigned to
the payee rather than a G/L account like other line items.
Employees and students on the Duke payroll will be assigned a
unique 10 digit vendor account number, which begins with the
number 8. This number is their vendor account number for YT
payment purposes.
• The Account short text = the payee’s name (either employee or
student on Duke payroll). The text is NOT the G/L account
description like other line items.
• The Text = system generated text that varies per the type of YT
reimbursement or travel advance. The text includes brief details,
such as trip dates and destination or name of G/L account charged
for miscellaneous reimbursements (for more specifics, see Text
description for Display Document: Line Item 001 screen which is
covered in next pages).

8. To vertically scroll through the invoice, click on the

First Page (Ctrl+Page up) to scroll to the top cover page.
Next Page (Page down) to scroll to the next page.
Previous Page (Page up) to scroll to the previous page.
Last Page (Ctrl+Page down) to scroll to the last page.

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Reconciliation and Documents Guide

Travel Accounting (cont.)

From the YT accounting document (Document Overview -

Display) screen:
To see if a check was issued and display the payment
information:

1. Drill down (double click) on the first line item (Itm 001, PK 31) to view
the Display Document: Line Item 001 screen (see example of YT below):

3
2 Payee name and address
4 defaulted from Payroll
(usually the address associated
with the payroll clerk where
paychecks are distributed).

5. Clearing (two fields):

If fields are present, then payment
has been processed (via direct
deposit or issued check).
6
Double click in the second field for
more information per next page.

On the Display Document: Line Item 001 screen, the following

information can be seen:
2. Payee name and address defaulted from Payroll (usually the address
associated with the payroll clerk were paychecks are distributed).
Note: For employees and students on the Duke payroll,
payments are made either via direct deposit or check
payment. Checks are not mailed and must be picked
up at Broad Street.
3. Information like “Line item 1/ Invoice/ 31” = link to the previous screen
for the line item drilled down upon from previous screen.

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Reconciliation and Documents Guide

Travel Accounting (cont.)

4. Amount = the amount paid on the check or direct deposit.

Note: The Payt terms and Bline date fields are not
relevant for reimbursements processed by Employee
Travel and Reimbursements department (like
Document type YT). These reimbursements are
processed as soon as received and entered in the
R/3 system.

5. Clearing = two fields outlined per below:

• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit
has not been made. Transactions are posted to G/L Accounts on
R/3 reports on a daily basis as entered into the system. Payments
are processed (via direct deposit or check) on either on Monday,
Wednesday or Friday of each week.
• If the fields are displayed, the first field indicates the date the
check was issued or the date the direct deposit was sent to the
bank (the actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second field is the clearing
document number (not the check number; steps for finding the
check number are outlined on the next pages).

6. Text = system generated text that varies as outlined below:

• YT Travel Accounting (Travel-related reimbursements) = Trip
from <date> to <date> plus the city destination. The dates
default from the Trip from and to dates as completed on the form.
The city destination defaults from the City Destination field or the
Weekly destination field on the completed form (i.e., text is not free
form text that is entered per the description completed on the form).
• YT Travel Accounting (Miscellaneous reimbursements) = Trip
from date to date plus text describing the G/L account charged for
the reimbursement, such as Business Meetings or Office Supplies.
The date represents the first (from) and last (to) day of the week in
which the purchase/receipt occurred.

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Travel Accounting (cont.)

From the Display Document Line Item 001 screen, to view more
details about the payment:
7. Double click on the second clearing field to display the Document
Overview - Display (see below).

8. To confirm a check was issued and see check number, follow the menu
path: Environment Check Information (see example below).
Note: If a check was issued, the Display Check
Information screen will be displayed. If the payment
was made via ACH / Direct Deposit, a message will
state that check information does not exist and
the above screen will NOT appear. Use Back
button to return to previous screen when done.

Check number:
The check number printed on
the physical check.

Check encashment:
For check numbers 210300
and higher, this field contains
the date the check was cashed
by payee per bank records.

Note: Click on Back button ONCE to return to Display

Document Overview screen.

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Reconciliation and Documents Guide

Travel Accounting (cont.)

From the Display Document Line Item 001 screen, to confirm

the payment method (direct deposit or check):
Note: Depending on your security profile, you may not be
authorized to perform these next steps.
9. Double click on the second clearing field to display the Document
Overview - Display (see below).

10. Follow the menu path: Environment Payment Usage.

11. Double click anywhere on the line item for Document Type YP
(Travel Payment Posting).
12. Review the Pmnt Method field:
L = ACH Direct Deposit;
K = Physical check (which needs to be picked up at Broad Street).

Note: Use the Drop Down button in the Pmnt Method

field to display a full list of values and descriptions if
needed.

Note: When the drill-down is complete, click on the

Back button until the accounting document screen for
the invoice is again displayed.

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Reconciliation and Documents Guide

Travel Accounting (cont.)

To view header information for the entire document from any

screen:
1. Click on the Document header button.

2. Review the fields of information.

Note: The User ID listed in the Entered by field is NOT
who should be contacted with questions. For
questions, please contact the Employee & Travel
Reimbursement department at 681-0208 or via
email at employeetravel@duke.edu.

3. Click on the Continue button to return to the Document Overview -

Display screen when ready.

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Reconciliation and Documents Guide

Other Travel Payments (YU)

These documents are original accounting documents which are manually

entered into R/3 by Employee Travel and Reimbursements from travel
and miscellaneous reimbursement forms. These documents are similar
to the accounting documents created from invoice payments, such as
Document types KN and RN. The documents contain the debit and credit
postings related to the reimbursement or payment.

Other Travel Payment (YU) documents include reimbursements for

expenses that do not fit into one of the expense types listed on the
various reimbursement forms or to students who are not on the Duke
payroll. The Employee and Travel Reimbursement department is
responsible for processing these payments in R/3 via the Accounts Payable
module. If the payee is on the Duke payroll, the payee will be assigned a
unique vendor account number and the payment will be handled in the same
manner as the payroll check (direct deposit or check issued for pickup at
Broad Street). Students not on the Duke payroll are set up as a vendor
account labeled “One Time Student”. These payments have an extra screen
containing the payee name, and the student will receive a check payment.
In these instances, students can opt to pick up their check at either Broad
Street or the Bursar’s Office as designated on the reimbursement form.

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 Reconciliation and Documents Guide

Other Travel Payments (cont.)

Document Type YU Examples

The following Document Overview - Display screens show two examples of
a Document Type YU (similar to KN and Accounting view for RN).

9 Use Page Up and Page

Down buttons if needed.

2
1

3
6 The Overall no. displays
5 here for cross-company
4
code entries if applicable.
7

8 Document Type YU
Other Travel Payments
Example: Miscellaneous Reimbursement to
Employee or Student – No Expense Type on Form

9 Use Page Up and Page

2 Down buttons if needed.
1

3 6 The Overall no. displays

here for cross-company
5 code entries if applicable.
4
7
8
Document Type YU
Other Travel Payments
Example: Student not on Payroll

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.
1. Document Type = a two digit value that identifies the type of document.
Refer to the Document Type List in a previous section of this Guide.

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

2. Document number, Company code, and Fiscal Year = assigned R/3

document number for the company code’s set of books. All three fields
help to identify the document in the system.
3. Document date field = either the date the form is prepared or approved.
4. Posting date and Period fields = the date and fiscal period that the
expense was posted to the ledger (and appears on financial statements).
5. Ref. Doc. field = reference data including last name of payee plus the
approval date from the travel and reimbursement forms.
6. Overall no. field = a number that links all the document numbers created
from a cross company code journal entry:
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).

7. Doc. Head. Text = a brief description of the type of payment as entered

in the Document Header Text field when processing the payment.

8. First line item (Itm 001) = the vendor /payee line.

• The PK (posting key) = 31 (payment/credit), 21 (credit memo/debit),
NOT a 40 (debit) or 50 (credit).
• The Acct (account) = the R/3 vendor account number assigned to
the payee rather than a G/L account like other line items.
Employees and students on the Duke payroll will be assigned a
unique 10 digit vendor account number which begins with 8, while
students not on the Duke payroll will have a generic number
assigned that is labeled “One Time Student”.
• The Account short text = If the payee is an employee or student on
the payroll, then the text contains the payee’s name (name of vendor
account). If the payee is a student not on the payroll, then the text
reads “One Time Student”. The text is NOT the G/L account
description like other line items.
• Text = text that is entered by Employee Travel & Reimbursement,
which includes a brief description of the reimbursement and may
include the payee name if applicable.

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

9. To vertically scroll through the invoice, click on the

First Page (Ctrl+Page up) to scroll to the top cover page.
Next Page (Page down) to scroll to the next page.
Previous Page (Page up) to scroll to the previous page.
Last Page (Ctrl+Page down) to scroll to the last page.

From the YU accounting document (Document Overview -

Display) screen:
To see if a check was issued and display the payment
information:

1. Drill down (double click) on the first line item (Itm 001, PK 31 with
description of payee’s name or One Time Student) – SEE NOTE.

Note: If the payee is not on the Duke Payroll and has a

description of One Time Student, then an extra
screen will appear. This screen contains the payee
name, which is usually a student. If the payee is on
the Duke Payroll and paid using a unique vendor
account number, then the next two steps are not
applicable.

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

If the Address and Bank Data screen appears (only appears if

payee name is One Time Student indicating payee is not on
the Duke payroll):
3

2. Review the payee name and check address information (where check will
be delivered for pick-up).

3. Click on the Enter button when ready to display the Display

Document: Line Item 001 screen (see two examples of YU on next page).

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

On the Display Document: Line Item 001 screen, the following

information can be seen:

4 Either One Time Student or the

payee name and address
5 defaulted from Payroll
(usually the address associated
6 with the payroll clerk where
paychecks are distributed).

7. Clearing (two fields):

If fields are present, then payment
has been processed (via direct
deposit or issued check).
8
Double click in the second field for
more information per next page.

4 Either One Time Student or the

payee name and address
5 defaulted from Payroll
(usually the address associated
6
with the payroll clerk where
paychecks are distributed).

7. Clearing (two fields):

If fields are present, then payment
has been processed (via direct
deposit or issued check).
8 Double click in the second field for
more information per next page.
-

4. Either One Time Student if payee is a student not on Payroll or payee

name and address that defaults from Payroll (usually the address
associated with the Payroll Clerk where checks are distributed).
Note: For payees on the Duke payroll, payments are made
via direct deposit or check payment. Checks are not
mailed and must be picked up at Broad Street

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Other Travel Payments (cont.)

5. Information like “Line item 1/ Invoice/ 31” = link to the previous screen
for the line item drilled down upon, including the line item number, the
type of document (invoice), and the posting key (31 for an invoice).

6. Amount = the amount paid on the check or direct deposit.

Note: The Payt terms and Bline date fields are not
relevant for reimbursements processed by Employee
Travel and Reimbursements department (like
Document types YT and YU). These
reimbursements are processed as soon as received
and entered in the R/3 system.

7. Clearing = two fields outlined per below:

• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit
has not been made. Transactions are posted to G/L Accounts on
R/3 reports on a daily basis as entered into the system. Payments
are processed (via direct deposit or check) on Monday, Wednesday,
or Friday of each week.
• If the fields are displayed, the first field indicates the date the
check was issued or the date the direct deposit was sent to the
bank (the actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second field is the clearing
document number (not the check number; steps for finding the
check number are outlined on the next pages).

8. Text = text that is entered by Employee Travel & Reimbursement, which

includes a brief description of the reimbursement and may include the
payee name if applicable.

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Other Travel Payments (cont.)

From the Display Document Line Item 001 screen, to view more
details about the payment:
9. Double click on the second clearing field to display the Document
Overview - Display (see below).

10. To confirm a check was issued and see check number, follow the menu
path: Environment Check Information (see YU example below).
Note: If a check was issued, the Display Check
Information screen will be displayed. If the payment
was made via ACH / Direct Deposit, a message will
state that check information does not exist and
the screen below will NOT appear.

Check number:
The check number printed on
the physical check.

Check encashment:
For check numbers 210300
and higher, this field contains
the date the check was cashed
by payee per bank records.

Note: Click on Back button to return to Document

Overview - Display screen.

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

From the Display Document Line Item 001 screen, to confirm

the payment method (direct deposit or check):
Note: Depending on your security profile, you may not be
authorized to perform these next steps.
11. Double click on the second clearing field to display the Document
Overview - Display (see example below).

12. Follow the menu path: Environment Payment Usage.

13. Double click anywhere on the line item for Document Type YP (Travel
Payment Posting).
14. Click on the Enter button to continue.
15. Review the Pmnt Method field:
L = ACH Direct Deposit;
K = Physical check (which needs to be picked up at Broad Street).

Note: Use the Drop Down button in the Pmnt Method

field to display a full list of values and descriptions if
needed.
Note: When the drill-down is complete, click on the
Back button until the accounting document screen for
the invoice is again displayed.

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Reconciliation and Documents Guide

Other Travel Payments (cont.)

To view header information for the entire document:

1. Click on the Document header button.

2. Review the fields of information.

Note: The User ID listed in the Entered by field is NOT who
should be contacted with questions. For
questions, please contact the Employee & Travel
Reimbursement department at 681-0208 or via
email at employeetravel@duke.edu.

3. Click on the Continue button to return to the Document Overview -

Display screen when ready.

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Reconciliation and Documents Guide

Experimental Subject Payments (ZK)

This document type is the original accounting document for payments to

those participating in various research projects at Duke. This document is
processed by Employee Travel and Reimbursements in R/3 via the
Accounts Payable module. If the payee is on the Duke payroll, the
payment will be handled in the same manner as the payroll check (direct
deposit or check issued). Payees that are not on the Duke payroll are set
up as a vendor account labeled “One Time Vendor Non-Employee”, will
have an extra screen containing the payee name, and will receive a check
payment. Checks are distributed based on instructions from the department
(either distributed to payee or held for pick-up).

These documents are similar to the accounting documents created from

invoice payments, such as Document types KN and RN. The documents
contain the debit and credit postings related to the reimbursement or
payment.

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Experimental Subject Payments (cont.)

Document Type ZK Example

The following Document Overview - Display screens show two examples of
a Document Type ZK – Experimental Subject Payment (similar to YT, YU,
KN and Accounting view for RN).
8 Use Page Up and Page Down
buttons if needed.

1 2

3 6 The Overall no. displays

here for cross-company
5 code entries if applicable.
4

7 Document Type ZK
Experimental Subject
Example: Payee not on Duke Payroll)

8 Use Page Up and Page Down

buttons if needed.

1 2

3
6 The Overall no. displays
5 here for cross-company
4 code entries if applicable.

7 Document Type ZK
Experimental Subject
Example: Payee on Duke Payroll

Key pieces of information:

Note: To adjust the width of all columns, follow the menu
path: Settings Columns Optimize Width.
1. Document Type = a two digit value that identifies the type of document.
Refer to the Document Type List in a previous section of this Guide.
2. Document number, Company code, and Fiscal Year = assigned R/3
document number for the company code’s set of books. All three fields
help to identify the document in the system.
3. Document date field = the date the form was prepared or approved.

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Experimental Subject Payments (cont.)

4. Posting date and Period = the date and fiscal period that the expense
was posted to the ledger (and appears on financial statements).

5. Ref. doc. = First and last name of payee.

6. Overall no. field = a number that links all the document numbers created
from a cross company code journal entry if applicable:
• The first 10 digits = a leading zero + the 9 digit R/3 document
number created for the company code entered on the header.
• The next 4 digits = the company code that was entered on the
header screen.
• The last 2 digits = the fiscal year posted (for all the documents).

7. First line item (Itm 001) = the vendor /payee line.

• The PK (posting key) = 31 (payment/credit), 21 (credit memo/debit),
NOT a 40 (debit) or 50 (credit).
• The Acct (account) = the R/3 vendor account number assigned to
the payee rather than a G/L account like other line items.
Employees and students on the Duke payroll will be assigned a
unique 10 digit vendor account number which begins with 8, while
payees not on the Duke payroll will have a generic number
assigned that is labeled “1 Time Vndr – Non Employee”.
• The Account short text = If the payee is an employee or student on
the payroll, then the text contains the payee’s name (name of vendor
account). If the payee is not on the payroll, then the text reads “1
Time Vndr – Non Employee Exper”. The text is NOT the G/L
account description like other line items.
• Text = reference information about the experimental subject
payment as provided for the check stub message by the department,
such as the payee name, name of the study or brief description of
experiment, and date of experiment.

8. To vertically scroll through the invoice, click on the

First Page (Ctrl+Page up) to scroll to the top cover page.
Next Page (Page down) to scroll to the next page.
Previous Page (Page up) to scroll to the previous page.
Last Page (Ctrl+Page down) to scroll to the last page.

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Experimental Subject Payments (cont.)

From the Accounting document (Document Overview -

Display) screen:
To see if a check was issued and display the payment
information:

1. Drill down (double click) on the first line item (Itm 001, PK 31 with
description of payee’s name or 1 Time Vendor…) – SEE NOTE.

Note: If the payee is not on the Duke Payroll and has a

description of 1 Time Vendor…, then an extra
screen will appear. This screen contains the payee
name. If the payee is on the Duke Payroll and paid
using a unique vendor account number, then the
next two steps are not applicable.

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Experimental Subject Payments (cont.)

If the Address and Bank Data screen appears (only if payee is

not on the Duke payroll with description of “1 Time Vndr Non-
Employee”):

2. Review the payee name and check address information (where check will
be delivered for pick-up).

3. Click on the Enter button when ready to display the Display

Document: Line Item 001 screen (see below).

On the Display Document: Line Item 001 screen, the following

information can be seen:

4 Either One Time Vendor or the payee

4 name and address defaulted from
Payroll
(usually the address associated with the
5 payroll clerk where paychecks are
distributed).
6

8 Clearing (two fields):

7 If fields are present, then payment has
been processed (via direct deposit or
issued check).
Double click in the second field for
more information per next page.
9

4. Either One Time Vendor… if payee is not on Payroll or payee name and
address that defaults from Payroll (usually the address associated with
the Payroll Clerk where checks are distributed).

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Experimental Subject Payments (cont.)

5. Information like “Line item 1/ Invoice/ 31” = link to the previous screen
for the line item drilled down upon, including the line item number, the
type of document (invoice), and the posting key (31 for an invoice).

6. Amount = the amount paid on the check.

Note: The Payt terms and Bline date fields are not
relevant for reimbursements processed by Employee
Travel and Reimbursements department (like
Document types ZK). These reimbursements are
processed as soon as received and entered in the
R/3 system.

7. Pmnt Method field = indicator of method of payment (e.g. K = Physical

check which needs to be picked up at Broad Street).

Note: Use the Drop Down button in the Pmnt Method

field to display a full list of values and descriptions if
needed.

8. Clearing = two fields outlined per below:

• If the clearing field boxes do not exist or do not appear on the
screen, then the check has not been issued or direct deposit
has not been made. Transactions are posted to G/L Accounts on
R/3 reports on a daily basis as entered into the system. Payments
are processed (via direct deposit or check) on Monday, Wednesday,
or Friday of each week.
• If the fields are displayed, the first field indicates the date the
check was issued or the date the direct deposit was sent to the
bank (the actual day of deposit will be 1-2 workdays later).
• If the fields are displayed, the second field is the clearing
document number (not the check number; steps for finding the
check number are outlined on the next pages).

9. Text = reference information about the experimental subject payment as

provided for the check stub message by the department, such as the
payee name, name of the study or brief description of experiment, and
date of experiment.

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Experimental Subject Payments (cont.)

From the Display Document Line Item 001 screen, to view more
details about the check:
10. To confirm a check was issued and see check number, follow the menu
path: Environment Check Information (see ZK example below).
Note: If a check was issued, the Display Check
Information screen will be displayed. If the payment
was made via ACH / Direct Deposit, a message will
state that check information does not exist and
the above screen will NOT appear. Use Back
button to return to previous screen when done.

Check number:
The check number printed on
the physical check.

Check encashment:
For check numbers 210300
and higher, this field contains
the date the check was cashed
by payee per bank records.

Note: When the drill-down is complete, click on the

Back button until the accounting document screen for
the invoice is again displayed.

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Experimental Subject Payments (cont.)

From the Display Document Line Item 001 screen, to confirm

the payment method (direct deposit or check):
Note: Depending on your security profile, you may not be
authorized to perform these next steps.
11. Double click on the second clearing field to display the Display
Document: Overview (see example below).

12. Follow the menu path: Environment Payment Usage.

13. Double click anywhere on the line item for Document Type YP (Travel
Payment Posting).
14. Click on the Enter button to continue.
15. Review the Pmnt Method field:
L = ACH Direct Deposit;
K = Physical check (which needs to be picked up at Broad Street).

Note: Use the Drop Down button in the Pmnt Method

field to display a full list of values and descriptions if
needed.
Note: When the drill-down is complete, click on the
Back button until the accounting document screen for
the invoice is again displayed.

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Experimental Subject Payments (cont.)

To view header information for the entire document:

1. Click on the Document header button.

2. Review the fields of information.

Note: The User ID listed in the Entered by field is NOT
who should be contacted with questions. For
questions, please contact the Employee & Travel
Reimbursement department at 681-0208 or via
email at employeetravel@duke.edu.

3. Click on the Continue button to return to the Document Overview -

Display screen when ready.

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Purchase Order
A Purchase Order specifies the intent to purchase goods or services from a
vendor and is processed by Procurement Services. Purchase Order
documents are created from approved Purchase Requisitions. Departments
submit Purchase Requisitions either electronically in R/3 or by a paper form.

A Purchase Order document is:

• Entered manually into R/3 by Procurement Services from paper
requisitions. These are entered as Purchase Order documents, so there
is no referencing Purchase Requisition in R/3.
• Created electronically from an electronic purchase requisition done by a
department. The changing of an electronic Purchase Requisition into a
Purchase Order is done automatically by R/3 if certain criteria are met, or
manually by Procurement Services if needed.

The Purchase Order is then printed and faxed to or electronically sent

(Electronic Data Interchange - EDI) sent to the vendor.

Purchase Order Types:

Type Document Reference Brief Description
no. begins with:

NB 452xxxxxxx Regular or “normal business”

RSU 627xxxxxxx Re-supply

SH 459xxxxxxx Special handling

FO 46xxxxxxxx Framework Order

WOFO 441xxxxxxx Framework Order w/o Acct. Assignment

CFA 488xxxxxxx Construction Framework Order

MRP 553xxxxxxx Central inventory

PDAD 564xxxxxxx Computer generated for cart inventory

APS 776xxxxxxx Auto Payment Schedule

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Purchase Order (cont.)

Purchase Order Document Display:

To display a Purchase Order (document number is known):

1. Via the User Menu: Purchasing Display Purchase Order
2. On the Display: Purchase Order Initial Screen, enter the document
number in the Purchase order field.
3. Click on the Item Overview button to display the Display: Purchase
Order: Item Overview screen.

To display a list of Purchase Orders (document number not

known):
1. Via the User Menu: Purchasing Purchasing Documents List
Display Purch. Orders: by Account Assignment
2. On the List Display of Purchase Orders screen, enter the cost center or
range of cost centers or a WBS Element or range of WBS Elements as
needed to find a purchase order.
Note: Date(s) can also be used as additional criteria for
narrowing a search. If these initial criteria don’t work,
try removing excess criteria like Plant and/or
Purchasing group. Leave BEST as scope of list.
3. Click on the Execute button to display the Purchase Orders per
Account Assignment screen.
4. From the resulting list, double click on the desired Purchase Order
number to display the screens for that Purchase Order.
5. When ready, click on the Back button to exit the transaction.

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Purchase Order (cont.)

To display a Purchase Order from an Invoice document

referencing a PO:
1. From the Display Invoice #: Document Overview screen, double click on
the Purchase order number located in the PurchOrder field.
2. Click on the Back button to return to Item Overview screen, when
ready.

To display a Purchase Order from a Commitment on a report:

1. Double click on the commitment line item for a Purchase order.
• If a line item for a Purchase Order contains a positive dollar amount,
the Purchase Order is considered open and has NOT had a goods
receipt done or an invoice processed for the Purchase Order.
• If a line item for a Purchase Order contains a zero dollar amount, the
Purchase Order is considered closed and HAS changed from a
commitment to an actual line item when the Goods Receipt or
Invoice document was entered into R/3.
Note: These zero dollar line items will appear on a
commitment line item report from the drill-down of a
summary report. The zeros can be eliminated when
executing a Commitment Line Item report by clicking
on the “Open items only” box on the initial selection
screen before executing the report.

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Purchase Order (cont.)

Example of Purchase Order Document (NB and RSU):

The examples below show Display Purchase Order: Item Overview screens
with multiple line items (example of order using short text and R/3 materials).
Note: When drilling down from a report into a Purchase
Order, use the item number listed in a column on the
report to locate the corresponding line item per the
Item column on the Purchase Order.

1 2 3 4 5

1 2 3 4 5

Key pieces of information for each line item:

1. The item number for reference
2. An R/3 material number if this item was ordered from materials listed in
R/3 (primarily used by Hospitals/Health System).
3. Either the short text description corresponding to a material number
OR a description of the item (with no material number in R/3) as entered
on the requisition.
4. The Purchase order quantity, unit of measure, and delivery date.
5. The net price for one item per unit of measure (not per quantity).

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Purchase Order (cont.)

From the Purchase Order document (Display: Purchase Order:

Item Overview screen):
To find who (in Procurement Services) created the Purchase
Order:

1. Click once in the box to the left of the line item to select.

2. Follow the menu path: Header Statistics General.

3. On the Display Purchase Order: Header Statistics screen, review the

Created by field.
Note: IF NEEDED, use transaction code ZTCD to look up the
identity of a user for the User ID that is listed in the
Created by field. On the ZTCD screen, enter the User ID
and then click on the Execute button. The name will
be listed on the next screen.
4. Click on the Overview button to return to Display Purchase Order:
Item Overview screen.

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Purchase Order (cont.)

From the Purchase Order document (Display: Purchase Order:

Item Overview screen):
To see the Purchase Order history (Goods Receipt or Invoice
documents):

1. Click once in the box to the left of the line item to select.
2. Click on the PO history button.

3. On the Order History… screen, double click on any of the IR (Invoice

Receipt) or GR (Goods Receipt) documents to display the accounting
documents as needed.

4. Click on the Back button to return to the Display Purchase Order:

Item Overview screen.

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Purchase Order (cont.)

From the Purchase Order document (Display: Purchase Order:

Item Overview screen):
To see the accounts charged, delivery location, and goods
recipient:

1. Click once in the box to the left of the line item to select.
2. Click on the Account Assignments button.
Note: If more than one line was selected, click on the
Continue button to move to the next line’s information.

3. On the Account Assignment for Item #### screen, review the fields
below as needed:
• Cost Center or WBS Element = identifies the cost object (Duke
department / area or the Project) to be charged for these items.
• Unloading Point = specific location (room number or floor) where
the delivery is to be made within a building per the delivery address.
• Goods Recipient = first initial and last name of person who should
receive the item when delivered.

4. Click on the Continue button to return to the Display Purchase

Order: Item Overview screen.

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Purchase Order (cont.)

From the Purchase Order document (Display: Purchase Order:

Item Overview screen):
To see the vendor address/phone information:

1. Click once in the box to the left of the line item to select.
2. Follow the menu path: Header Vendor address.

3. On the Display Purchase Order: Vendor Address screen, review the

fields as needed.
4. Click on the Overview button to return to the Display Purchase
Order: Item Overview screen.

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Purchase Order (cont.)

From the Purchase Order document (Display: Purchase Order:

Item Overview screen):
To view the referencing Purchase Requisition, if applicable:

1. Click once in the box to the left of the line item to select

2. Follow the menu path: Environment Purchase requisition.

3. On the Display: Purchase Requisition: Item #### screen, review the

fields of data needed (see Purchase Requisition section in this Guide).

4. To view the Overview screen for the requisition with all line items, click
on the Overview button (different button than in a Purchase Order).

5. Click on the Back button to return to the Display Purchase Order:

Item Overview screen.

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Purchase Requisition
An R/3 Purchase Requisition document is created electronically by a
department (purchasing group) to request the purchase of goods or services.
The approvals for the requisition are also done electronically. Once all
approvals are obtained, the requisition is changed into a Purchase Order
and sent to the vendor. The process of changing a Requisition into a
Purchase Order is done automatically if certain criteria are met, or manually
by Procurement Services if needed.
Note: Some areas still prepare paper Requisitions
manually, obtain the approvals manually, and forward
to Procurement Services. Procurement Services
enters the Requisitions into R/3 as Purchase Orders,
so there is no referencing Purchase Requisition to
view in the system.

Purchase Requisition Types:

Type Document Reference Brief Description
no. begins with:
NB 100xxxxxxx Regular or “normal business”
RSU 200xxxxxxx Re-supply
SH 400xxxxxxx Special handling
MRP 500xxxxxxx Central inventory
PDAD 700xxxxxxx Computer generated for cart inventory

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Purchase Requisition (cont.)

Purchase Requisition Document Display:

To display a Purchase Requisition (document number is

known):
1. Via the User Menu: Purchasing Display Purchase Requistion

2. On the Display: Purchase Requisition Initial Screen, enter the

document number in the Purchase requisition field.

3. Click on the Item Overview button to display the Display: Purchase

Requisition: Item Overview screen.

To display a list of Purchase Requisitions (document number

not known):
1. Via the User Menu: Purchasing Purchasing Documents List
Display Requisitions by Account Assignment

2. On the List Display of Purchase Requisitions screen, enter the cost

center or range of cost centers or a WBS Element or range of WBS
Elements as needed to find a requisition.
Note: Date/s can also be used as additional criteria for
narrowing a search. If these initial criteria don’t work,
try removing excess criteria like Plant and/or
Purchasing group. Also, the check boxes at the
bottom of the initial screen can ALL be checked to
view ALL requisitions.
3. Click on the Execute button (F8) to display the Purchase
Requisitions per Account Assignment screen.

4. From the resulting list, double click on the desired Requisition

number to display the screens for that requisition.

5. When ready, click on the Back button to exit the transaction.

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Purchase Requisition (cont.)

To display a Purchase Requisition from a referencing

Purchase Order:
1. From the Display Purchase Order: Document Overview screen, follow
the menu path: Environment > Purchase Requisition.

2. Click on the Back button to return to Item Overview screen.

To display a Purchase Requisition from a Commitment on a

report:
1. Double click on the commitment line item for a Requisition.
• If a line item for a Purchase Requisition contains a positive dollar
amount, the Purchase Requisition is considered open and has NOT
been converted to a Purchase Order document as of yet.
• If a line item for a Purchase Requisition contains a zero dollar
amount, the Purchase Requisition is considered closed and HAS
changed to a Purchase Order (which may already have a Goods
Receipt or Invoice document entered into R/3 and also be closed /
zero amount).
Note: These zero dollar line items will appear on a
commitment line item report from the drill-down of a
summary report. The zeros can be eliminated when
executing a Commitment Line Item report by clicking
on the “Open items only” box on the initial selection
screen before executing the report.

2. Click on the Back button to return to report when ready.

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Purchase Requisition (cont.)

Examples of Purchase Requisition Document (NB or RSU):

The examples below show Display: Purchase Requisition: Item Overview
screens with short text line items and material line items (materials).
Note: When drilling down from a report into the Purchase
Order, use the line item number listed in a column on
the report to locate the corresponding line item listed
in the Item column on the Purchase Order.

1 2 3 4

1 2 3 4

Key pieces of information:

1. The item number for reference
2. An R/3 material number if this item was ordered from materials listed in
R/3 (primarily used by Hospitals/Health System).
3. Either the short text description corresponding to a material number
OR a description of the item (with no material number in R/3) as entered
on the requisition.
4. The Purchase order quantity, unit of measure, and delivery date.

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Purchase Requisitions (cont.)

From the Purchase Requisition document (Display: Purchase

Requisition: Item Overview screen):
To view the details of a line item, like the price per item:

1. Click once in the box to the left of the line item to select.

2. Click on the Item Details button.

3. On the Display: Purchase Requisition: Item ##### screen, review the

fields of information, such as the Val. (Valuated) Price field.

4. Click on the Back button or the Overview button to return to the

Item Overview screen.
Note: The Overview button for Purchase Requisitions looks
different than the Overview button in a Purchase Order.

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Purchase Requisitions (cont.)

From the Purchase Requisition document (Display: Purchase

Requisition: Item Overview screen):
To see if this line item is subject to release:

1. Click once in the box to the left of the line item to select.

2. Click on the Release Strategy button.

Note: The message below will appear if the item

is not covered by a release strategy

3. Review the release strategy, release codes needed and obtained, and
the release status (example: Z Fully released for PO or bid).
Note: If no release strategy is required for this item, a message
states that the item is not covered by a release strategy.

4. Click on the Continue button to return to Item Overview screen.

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Purchase Requisitions (cont.)

From the Purchase Requisition document (Display: Purchase

Requisition: Item Overview screen):
To find who (in a department) created the Purchase
Requisition:

1. Click once in the box to the left of the line item to select.
2. Click on the General button.

3. On the Display: Purchase Requisition Statistics: for Item ##... screen,

review the Created by field.
4. Click on the Back button or the Overview button to return to the
Item Overview screen.
Note: IF NEEDED, use transaction code ZTCD to look up the
identity of a user per the User ID that is listed in the
Created by field. On the ZTCD screen, enter the User ID
and click on the Enter button. The name will be listed
on the next screen.

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Purchase Requisitions (cont.)

From the Purchase Requisition document (Display: Purchase

Requisition: Item Overview screen):
To see the accounts charged, delivery location, and goods
recipient:

1. Click once in the box to the left of the line item to select.
2. Click on the Account Assignments button.
Note: If more than one line was selected, click on the
Continue button to move to the next line’s information.

3. On the Account Assignment for Item #### screen, review the fields
below as needed:
• Cost Center or WBS Element = identifies the cost object (Duke
department / area or the Project) to be charged for these items.
• Unloading Point = specific location (room number or floor) where
the delivery is to be made within a building per the delivery address.
• Goods Recipient = first initial and last name of person who should
receive the item when delivered.

4. Click on the Continue button to return to Item Overview screen.

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Material Document (WA & WE)

Material documents contain materials (goods) that are either issued from or
received into inventory. The documents are created ONLY by Materials
Management / Services personnel in each hospital, not by departmental
end-users.
Material documents are:
• Created manually or electronically, like Doc. type WA, when goods are
issued from inventory to the department.
• Created manually, like Doc. type WE, when goods are received into
inventory (or centrally received for a department at Durham Regional and
Raleigh Community Hospitals).

Material Document Example

The Display Material Document ##########: Overview screen below is a
Document type WA (Note: Material document for Doc. type WE is similar).

1
2

Note: If the document is displayed via FI Document

Display vs. the drill down, then the Accounting
View (Display Document: Overview) screen will
be displayed. To view the original material
document (shown above) follow the menu path:
Environment Document
Environment Original Document.
Key pieces of information:
1. Posting date field = the date the document was posted in R/3.

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Material Documents (cont.)

2. Posting date field = the date the document was posted in R/3.
3. Name field = One of the following:
• The User ID of the person who entered the document (from Hospital
Materials Management or Services)
• MMPDAD## representing the automatic re-supply done by the PDAD
program (explained more below).
4. Each line item = quantities issued or received, material number and
description, and movement type.
5. MvT (Movement type) column = identifies the purpose of the document
as outlined in the next section.

A material document has two basic Movement types (located

in the MvT column) as follows:
1. Goods Receipt: This movement type posts a receipt for goods or
materials. A goods receipt can occur for stock items, non-stock items,
and services. The receipt must be entered immediately after the
delivery of the material to ensure that stock is available when needed,
financial records of the company are properly updated, and suppliers
are paid for their goods and services.
• 101 (Goods Receipt): this type can be seen from the PO history on
a purchase order.
• 102 (Return)

2. Goods Issue: This movement type posts the issue of goods usually to
fulfill the material requirements of a reservation of goods from inventory.
A reservation is created automatically through the PDAD program or the
single-point-of-entry program (ZM10). The value of the materials is
expensed to the cost center at the time the goods issue transaction is
entered into the system.
• 921(Goods Issue PDAD): created from a program that’s run by
Allegiance personnel after the inventory is taken in the storage
locations. The program matches the inventory on hand with the par
levels that are set up for the inventory that should remain on hand
and the difference either is pulled from inventory (STAT room) or
gets turned into orders that are restocked when they are delivered.
• 922 (RE (reversal) Goods Issue PDAD): created for a reversal of
movement type 921.

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Material Documents (cont.)

• 201 (Goods Issue for Cost Center): created for a manually

entered goods issue in response to a reservation request by an
end-user.
• 202 (RE (reversal) Goods Issue for Cost Center): created for a
reversal of movement type 201.

From the material document (the original document):

To view the detailed expenses by Cost Center:

1. Click on the Accounting docs. button.

2. On the List of Documents in Accounting box, double-click on the

Accounting document or corresponding number to display

3. On the Document Overview – Display screen (above), review the line

item charges that correspond to your cost center.
Note: The supporting Accounting document created by a
material document is similar to an Accounting
document for journal entries. The posting keys
are different, such as 81 for debits and 96 or 99 for
credits. Refer to the Journal Entry Document
section for more details.

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Reconciliation and Documents Guide

Material Documents (cont.)

4. Click on the Back button to return to the List of Documents in

Accounting screen.

5. Click on the Cancel button to close the List of Documents in

Accounting screen and return to the material document.

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Reconciliation and Documents Guide

Internal Orders (Work Orders)

Internal orders are generally used to plan, collect and settle the costs of
internal jobs and tasks. Currently at Duke, internal orders are used to settle
the costs of Work Order jobs and charge the department’s cost center for the
work performed. In the future, internal orders may be used for other
transactions as well.

A line item report will show the amount and the Cost Center charged in the
Name field (see first screen below). From a line item report, the drill down
process only displays a settlement document (second screen below) that
contains the Internal Order reference number.

Line Item Report

Document displayed in drill-down from a Line Item

Report - provides Internal Order Reference number
for more research via the Internal Order
Actual/Plan/Variance Report

To view more details about the charge, the Internal Order

Actual/Plan/Variance Report can be run using the Internal Order
reference number. The next pages outline how to run this report and what
type of information is available.

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Reconciliation and Documents Guide

Internal Order Actual/Plan/Variance Report

Via User Menu: Financials University Reporting OR
DUHS Reporting Cost Object Reporting Internal
Orders: Actual/Plan/Variance

On the Orders: Actual/Plan/Variance Selection screen (shown

below):

1
2
3
4

1. Ensure DUKE is defaulted in the Controlling area field.

2. Enter the desired Fiscal year.

3. Enter the beginning and ending fiscal periods desired in the From
period and To period fields.
Note: This report is cumulative for the periods selected and
the last closed fiscal period that you would like
included is recommended versus a current open
period. When running reports for prior fiscal years,
Period 16 is recommended to obtain all postings for
June periods 12, 13, 14, and period 15 adjustments
from outside auditors.

4. Enter either a 0 (Current or Flex) or 1 (Original) in the Plan version

field (NO Plan data will be displayed on the report at the current time).

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Reconciliation and Documents Guide

Internal Order Report (Cont.)

5. Enter one or more Internal Order numbers (alpha numeric number

between 7 -11 digits in length) in the first Or value(s) field under the
Order Group field (use Multiple Selection button if needed).
Note: The Order group field can be used to enter a group
value (such as EO for Engineering & Operations or
FMD for Facilities Maintenance) to select all the
Internal Orders belonging to a certain group or
division. This option will be used more by central
areas.

6. Enter a value(s) in ONE of the two fields, Cost element group or Or

value(s), as outlined below:
• Enter the desired cost element group (such as DUKE_CE for
University users, or HSRPT for DUHS users) to select all the cost
elements associated with that group.
OR
• Enter one or more cost elements (i.e., object codes) in the Or
values field (use Multiple Selection button if needed).

7. Click the Execute button (F8) to display the Orders:

actual/plan/variance: Result report. (see below and next page).

10

Example of University
Internal Order Report

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Reconciliation and Documents Guide

Internal Order Report (Cont.)

10
Example of Health System
Internal Order Report

Note: This report contains HORIZONTAL pages (screens

to the right containing quantity or other columns).
One screen contains the hours billed that support
the actual amounts.

8. To view the rest of the amount columns (Abs. variance and Var %) on
the first page/screen of this report, use the horizontal scroll bar
located toward the bottom of the screen.

9. To vertically scroll through a page/screen of this report, use the

following buttons:
First Page (Ctrl+Page up) to scroll to the top cover page.
Next Page (Page down) to scroll to the next page.
Previous Page (Page up) to scroll to the previous page.
Last Page (Ctrl+Page down) to scroll to the last page.

10. To view the HORIZONTAL pages/screens to the right and see the
hours (Quantity columns), use the following buttons:
Next Page (Ctrl+F1) button TWICE to move through two horizontal
screens and view the hours
First page (Ctrl+F7) to return to the first horizontal page to the left
(original screen of report).

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 Reconciliation and Documents Guide

Internal Order Report (Cont.)

To drill down and view more details for Internal Orders:

11 & 12

11. Double click anywhere on the line (row) of the desired Cost element to
access a line item report showing the Internal Order charges in more
detail.
Note: Click on the desired option on the Choose Report
dialog box (e.g. Orders: Line Items Actuals). Once
in the line item report, review the columns of
information available.
12. Continue to double click on desired line items to view the original or
supporting documents.

13. Click on the Back button as many times as needed to exit the drill
down and return to previous report screens.
Note: If a dialog box prompts to exit the line item report,
click the Yes button, unless otherwise preferred. If a
dialog box prompts to save an extract, click the No
button.

To exit the report when ready:

14. Click on the Exit button (Shift+F3) until the initial R/3 screen is
displayed.

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