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

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Uploading data with Journal Entry for Connect

Open a template

1. Open your designated template in Excel.
2. Click the Winshuttle for Journal Entry tab.
3. Click Log in 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

1. Enter the Company Code, document dates, posting dates, and any tax information.

   Notes:
   For t-codes such as FB50, you can enter tax information on either the Basic tab or the Tax tab, and Journal Entry will balance tax amounts in the header and line items. However, fields on the Tax tab cannot be included in a loop.
   
   Long text is handled as a loop. Journal Entry supports multiple loops that are at the same level, although it does not support nested loops.
   
   In templates that have multiple loops at the same level, Journal Entry creates a document link for only the first posted document. (Fixed for column-based templates in Journal Entry 9.1)

   Important: 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 be 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.

   Note: In Journal Entry 9.1, you can choose whether to show the field name, the field description, or both the name and the description in the validation message.

5. After you validate and make corrections, do one of the following:
   • Click Simulate .
   • If your data set is large, click Options, click Simulate Threads, and enter a number between 1 and 8. Then click the Simulate arrow and click Multithread Simulation to simulate the run.

     The Multithread Simulation feature allows large sets of data to be split into chunks and processed at the same time.

     Note: If the worksheet contains protected cells, you will receive a warning message for each simulation thread.

   When you simulate a run, the entire journal is uploaded line-by-line 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.

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.

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

Park a document

1. Save your document.
2. Click Park.

   Note: A document does not need to be validated to be parked.

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.

Document types that can be attached include .xlsm, .rtf, .htm, .pptx, and .txt files, email messages, and images. Ensure that the size of each attached document does not exceed 5 MB.

Choose the document attachment method

Click Options, click Attachment Method, and then click one of the following options:

• BDS_BAPI: Creates an attachment.
• GOS: Stores the business document in an archival table, so that main tables are not affected by large attachments.

  Note: The GOS method is available only when Winshuttle Function Module is installed.

Attach documents

1. When the document is validated and parked or posted, click the Attach Documents 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 and Attach window appears.

   

   You can attach .png, .jpg, .jpeg, tif, tiff, .gif, .bmp, .txt, .htm, .xlsm, .xlsx, .xls, .msg, .pdf, .pptx, .rtf, .doc, and .docx files.

3. Select the check box next to any document that you want to attach.
4. To add the current workbook to SAP, click Attach Current Workbook.

   The Upload Status column displays the status of the uploading files.

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

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

   Note: When you view an .xlsm file, you might receive an alert that the file extensions do not match and asking whether you trust the file. Click Yes. The correct file, with the macros, will open.

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 is denoted as such in the List of Values column .

  Note: In version 9.1 and earlier, a custom SAP list of values appears in a standard Windows dialog box. In version 9.2, the list of values appears in an SAP LOV screen.

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 Documents

Important: Journal Entry cannot split a column-based document that contains multiple loops at the same level.

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 . Dummy values 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 System requirements for Connect Working with Journal Entry Working with protected sheets Customizing templates Journal Entry templates from BAPI recordings

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