Web Help

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

Back to Journal Entry for Connect

Uploading data with Journal Entry

Getting started with Journal Entry

Journal Entry now includes column-based mapping. This means that you can post multiple entries from one Excel worksheet.

Note: Column mapping is not supported for BAPIs.

Open a template

1. Open your designated template in Excel.
2. Click the Winshuttle for Journal Entry tab.
3. Click Logon to Connect and enter your credentials. Set proxy settings, if necessary. The green button in Licensing indicates that you are online with Connect. Your Journal Entry template appears. You can save your template now or you will be prompted to save it later.

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.

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.
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 "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.

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.
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 "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. If the data exceeds the chunk size, you are prompted to split the document.

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 on to.

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.

   Note: If you try to validate or post and a message appears that says Excel is in Editing mode, click a different cell and try again.

Park a document

• Save your document. Click Park.

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

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.

Using a List of Values (LOV)

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

To 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

In Journal Entry, you can attach the current Excel workbook after the documents have been parked or posted and the links to the document are returned.

You can also attach text files, email messages, and images. Ensure that none of the attached documents is larger than 5 MB.

Attach documents

1. After 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. You can attach .png, .jpg, .jpeg, .tif, tiff, .gif, .bmp, .txt, .xlsx, .xls, .msg, .pdf, .doc, and .docx.
3. Select the check box next to any document that you want to attach.
4. To add the current workbook to SAP, click Attach workbook to SAP.

   The Upload Status column displays the status of the uploads.

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

Clearing data

You can undo entries made in the template.

• To clear only data, click Clear Data. 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 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 works the same way as splitting a balanced document. However, if you choose to split an unbalanced document, you can only park it. You cannot post it.

Workbook and sheet switching

Parking, posting, and simulating sheets may take several minutes. However, you can work on other workbooks and sheets while park, post, and simulate actions are in progress.

Also in this section Customizing templates

• Trademarks
• Winshuttle.com
• Back to top
        
• 
• 
• 
•