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Introduction to Winshuttle Journal Entry > Journal Entry for Central > Uploading data with Journal Entry

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Uploading data with Journal Entry

Using Journal Entry with Central

When you upload data in a Central system, you can use only the templates that are provided in Central. Depending on the workflows that are enforced in your organization, after you enter data, you are probably required to submit the sheet for approval before the data is uploaded to SAP. Throughout the process, you and file reviewers receive email notification of any tasks you are required to perform. The process runs like this:

1. Download a template from Central.
2. Add data and submit the data file back to Central for review.
3. Depending on the workflow in place, Central may prompt you to choose a reviewer.
4. After the reviewer has approved the data file, you can park or post the file.

Open a template in Central

1. Open Excel and click the Winshuttle for Journal Entry tab.
2. Click Logon to Central. If necessary, add the URL to your Central site and type in your user name and password.
3. Click Open from Central .
4. Select the template that is appropriate for your task. Click OK.

   The template opens in read-only mode. Click Save to save a local copy.

   If the template author attached documents to the template, you can view these from the Attachments button .

Enter data

If your template uses column-based mapping, you will need to identify the header and line items for each entry.

Enter data using column-based mapping

You format data for multiple entries in Journal Entry the same way you format data for loops in Transaction--with an Identifier column that tells Journal Entry whether the data on the row is header information or line-item information.

Note: Column-based mapping is not supported for BAPIs.

1. Enter the Company Code, document dates, and posting dates. Ensure that you add the date in the correct format that is defined in your SAP system. Journal Entry does not automatically correct date formats. For some fields, a list of preselected values may be available. For more information, see the Using a List of Values section.
2. Enter the header data on one row, and the line item data starting on the next row.
3. Repeat step 2 for additional entries.
4. In the Identifier column, type H in each row that contains header information and D for each row that contains line item information.
5. Save the workbook. You can park the sheet, if needed. See "To park a document." Note that for BAPI templates, "park" is not available.
6. On the Journal Entry ribbon, click Validate. Your credits and debits should balance. If not, edit the entries and validate again until the sheet balances. If you have Split enabled, your sheet can be balanced by the application.
7. After you validate and make corrections, click Simulate to simulate the run.

   Simulating a run is similar to validating, except that the entire journal is uploaded to SAP, but the data is not posted. After validating and simulating, you are ready to post.

   Note: Where there are multiple templates on multiple sheets, validate and simulate must be performed on each sheet before you submit the file to Central. If all sheets are not validated and simulated, Central will not accept the workbook.

8. Click Submit to Central.
9. You are prompted to attach supporting documents, if you want. For more information, see Attaching documents.

   You are notified that the file was submitted to Central.

Enter data using cell-based mapping

1. Enter the Company Code, document dates, and posting dates. Ensure that you add the date in the correct format that is defined in your SAP system. Journal Entry does not automatically correct date formats. For some fields, a list of preselected values may be available. For more information, see the Using a List of Values section.
2. Enter data in the item cells. In BAPI templates, debit amounts must specified as negative amounts. For example, a debit of $50 is written as "-50".
3. Save the workbook. You can park the sheet, if needed. See "To park a document." Note that for BAPI templates, "park" is not available.
4. On the Journal Entry ribbon, click Validate. Your credits and debits should balance. If not, edit the entries and validate again until the sheet balances. If you have Split enabled, your sheet can be balanced by the application.
5. After you validate and make corrections, click Simulate to simulate the run.

   Simulating a run is similar to validating, except that the entire journal is uploaded to SAP, but the data is not posted. After validating and simulating, you are ready to post. For BAPI templates, if the data exceeds the chunk size, you are prompted to split the document.

   Note: Where there are multiple templates on multiple sheets, validate and simulate must be performed on each sheet before you submit the file to Central. If all sheets are not validated and simulated, Central will not accept the workbook.

6. Click Submit to Central.
7. You are prompted to attach supporting documents, if you want. For more information, see Attaching documents.

   You are notified that the file was submitted to Central.

Using a List of Values (LOV)

For some fields, a list of values (LOV) may be available.

Use an LOV

• Click LOV .

  If a field contains a customized list it shows the icon in the List of Values column in the customization wizard.

Attaching documents

For some processes, you may need to or want to attach the current Excel workbook. In Journal Entry, you do this after the documents have been parked or posted and the links to the document are returned.

Attach documents

1. When the document is validated and parked or posted, click the Attach Document button. You may need to sign in to SAP.
2. In the list of documents and their accompanying document numbers (the blue links) on the spreadsheet, click one of the links.
   
   The View Document and Attach Workbook window appears.
3. Select the check box next to any document that you want to attach and click Attach workbook to SAP. You can add them either to the Supporting Documents folder on Central or to SAP, or both.

   The Upload Status column displays the status of the uploads.

   If the supporting document already exists in the Supporting Documents folder, you can remove the document from upload, or replace it with another.

4. Click the document number link to view the posted document through the SAP GUI. When finished, click Close.

   For workbooks with multiple templates, the attached documents are available for each template.

Clearing data

You can undo entries made in the template.

• To clear only data, click Clear. All edits are removed. If you need to restore these changes, click File, click Open, and then select the file of the same name. Your changes up to your last save are restored.
• To clear all data and all formatting, including customizations and headers, click Clear All. You can now select a new template that will be opened under the same file name, unless you select to save it under another file name.

Splitting balanced documents

When you try to post a particularly large document, you are notified that the document is large enough that you must split it. The parameters for splitting the document should already be included in the template, but click the Split Document button . Empty fields will appear at the interval that the template creator has designated. When you post the document again, and the data is uploaded to SAP, the document will be split at these empty fields.

Splitting unbalanced documents

When you attempt to split an unbalanced document, you will see a prompt with two options:

• Have the system balance the document when the split is performed
• Split the document without balancing it

  Note: Splitting an unbalanced document will work exactly the same way as splitting balanced documents. However, if you choose the split an unbalanced document, you will only be able to park it. You will not be able to post it.

Submitting and reviewing data sheets

Depending on the process in your organization, before you can post a data sheet to SAP, the sheet and data must first be approved. After your file is submitted, it is added to the JE Data Files folder in Central. Any supporting documents are added to the JE Supporting Documents folder. After the file is approved and then run, the file is added to the JE Completed Data Files folder.

Submit a data sheet for approval

1. Click Submit to Central .

   You are asked to save a local copy.

2. You are prompted to attach supporting documents. Click Yes to attach documents.
3. Select the document numbers for any documents you want to add attachments to.
4. Specify which attached documents should be added to the Central Supporting Documents folder.

   If the supporting document already exists in the Supporting Documents folder, you can remove it or add another.

5. Specify which attached documents should be uploaded to SAP.
6. Click OK.
7. When the file is submitted to Central, the file status becomes Data Review and the My Actions button becomes available. Click My Actions to specify who should review the document. Only those users who are in the Data Review group in Central are listed as available reviewers.

Review a sheet

1. Open the notification email message that you received.
2. Click the My Task link to open the file. You can view the data and also any attached files.
3. If you want to try to validate and simulate the file yourself, save the file locally, and then perform any tests on the local copy. However to approve or reject the file, you must open the copy that is in Central.
4. To approve or reject the file, click My Actions .
5. Select Approved or Rejected, as appropriate.
6. Add comments, if you want. Click Complete Task.

   The file status changes to Ready to Run. For the file Runner, the Post and Park buttons are now available.

   Important: If you have permission to both review and run the sheet, you must change roles within Journal Entry. To change roles, click the Role menu .

Post a document

1. Click Post . The SAP Logon dialog box appears. Select your SAP system and enter your credentials, as necessary.

   The Journal Entry toolbar indicates the SAP system you are logged onto.

2. When the data is successfully uploaded to SAP, the SAP document number appears as a hyperlink. Click the link to verify that your data is in SAP.
3. To complete the process, click the My Actions button. Select Completed. Click Complete Task.

   The status notification is removed from the file, and the file is moved to the JE Data File Completed folder in Central.

   Note: If you try to validate or post and a message appears that says Excel is in Editing mode, save the sheet and then try again.

Park a document

• Save your document. Click Park.

  Note: To be parked a document doesn't need to be validated.

Save a document as Completed

If the Park command is not available and you are not ready to post the document, you might be able to use the Save as Completed command.

1. Click Validate to confirm that the document is balanced.
2. Click Save as Completed

Workbook and sheet switching

Parking, posting, and simulating long sheets with thousands of lines of data may take several minutes. However, you can work on other workbooks and sheets while a park, post, or simulate action is in progress for one workbook or sheet. Logs and messages are reported on the same sheet or workbook in which the action was started.

Also in this section Customizing templates

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