Help Center>Journal Entry Solution Help

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 fields that are required by the template but are not present in your SAP system, you can enter a skip indicator ( / ).

    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 Park a document or Save as Completed. Note that for BAPI templates, "park" is not available.

Use a List of Values (LOV)

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

  • Click LOV JE LOV button.

    If a field contains a customized list it is denoted as such in the List of Values column JE list of values with icon.

    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

When you try to post a document that exceeds the specified document length, you are notified that the document is large. The best practice is to split the document, if splitting has been enabled by the script developer.

The way that you split a document depends on the transaction code. For step-by-step instructions, see Split documents.

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

If you do not split the document, the results vary, depending on the mapping:

  • Cell-based: The document is run up to the maximum number of rows; the rest of the document is not processed.
  • Column-based: The entire document is run, even though it exceeds the document length. Any rows that exceed the SAP limit will not be posted.

Validate and Simulate

  1. On the Journal Entry ribbon, click ValidateJE 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.
  2. After you validate and the document is balanced, do one of the following:
    • Click Simulate JE 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.

      Notes:
      If a column-based worksheet is split, the number of threads will not be greater than the number of documents. For example, if you split the spreadsheet into four documents and specify two threads, each thread will process two documents. If you specify six documents for the same spreadsheet, only four threads will process the documents (one document per thread).

      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 and Park

Post a document

  1. Click Post JE Park and 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.

    Note: If the list of SAP systems is empty, please see the instructions below.

  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.

If the list of SAP systems is empty

If the list of SAP systems is empty, Journal Entry might not be able to find your saplogon.ini file at the expected location: C:\Users\<your username>\AppData\Roaming\SAP\Common.

To find the saplogon.ini file, do the following:

  1. Start your SAP Logon Pad.
  2. Click the button in the top left corner, and then click Options.
  3. Click SAP Logon Options in the menu.
  4. Click Configuration Files or Local Configuration Files.

    The path to your saplogon.ini file is displayed.

  5. Move the file to C:\Users\<your username>\AppData\Roaming\SAP\Common.

Or, if your organization has defined a different path for the SAPLogon.ini file in Studio v11 or Transaction, you can change the Journal Entry 9.4 options by going to C:\Users\<your username>\AppData\Roaming\Winshuttle\Journal Entry\AppOptions.xml and typing the path in the <SAPLogonConfigPath> parameter.

Park a document or Save as Completed

  1. Save your document.
  2. Click Park or Save as Completed.

    Note: A document does not need to be validated to be parked. It must be validated before you can save it as completed.

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.
  2. In the View and Attach window, select the check box for the SAP document that you want to attach documents to.

    view and attach box

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

  3. Do one of the following:
    • To add the current workbook to SAP, click Attach Current Workbook.
    • To add a different document, click Attach Other Documents, click Browse, and locate the file.
    • Journal Entry 9.4 only: Click Create External Document URL, type the URL in the URL Path column, and then type a description.
  4. Select the check boxes for the documents that you are adding, and then click Attach.

    You may need to sign in to SAP.

    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.

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.