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Easy Data Entry from Excel Using GLSU and Budget Loader. Charlotte Janzen, RailAmerica Jim Halepaska, Z Option. What We’ll Cover …. RailAmerica background – What drives the need for uploading data? GLSU: Overview and Examples Budget Loader: Overview and Examples Question and Answer - PowerPoint PPT Presentation
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Easy Data Entry from Excel Using GLSU and Budget Loader
Charlotte Janzen, RailAmericaJim Halepaska, Z Option
2
What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
3
What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
4
RailAmerica Operations
Eastern Corridor
North EastSDIY
VCRR
CFNR
SJVR
ARZC
CORP
PSAP
ENR
CSCDOTVR
KYLE
MNA
AGRDGNO TNER
KRREARY
CPDR
SCRF
VSRR
NCVA
CA
TPW
ISRR
IORY
CIND
HESR
MSRMMRR
GR SOR
GEXR
OVR
NECR
CSO
CBNS
CERA
CFE
Hawaii
Western Corridor
Lone Star
Sunset
Atlantic
HeartlandPCN
RSS
BXN
MSTR
Alcoa Railroads
8,900 miles2,000 employees500 Locomotives9,100 Railcars
North American Operations Has Five Regions Divided Into Two Corridors
5
RailAmerica Operations (cont.)
• 44 railroads located in 26 states/3 Canadian provinces
• > 8,900 miles of track (per road 13 to 692 miles)• > 2000 total employees (per road 3 to 148)• 1.2 million total carloads (per road 5,000 to 114,000)• 2005 revenue budget of $425M (per road $1.5M
to $26M)• Operated as individual profit centers• Employees are entrepreneurs• Bottom-up planning/zero-based planning
6
RailAmerica Operations (cont.)
• SAP Version 4.6C • Single SAP instance (i.e., all companies in one box)• Each railroad is a separate legal entity and is
defined as a separate company code• All company codes are assigned to a single
controlling area (USD currency, calendar fiscal year, same chart of accounts)
• Cost centers record both revenue and expense • Cost center planning for both revenue and expense• Report Painter/Writer
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Upload Process Before GLSU and Budget Loader
Hard to change content/format of the spreadsheet Doesn’t check for errors, creates BDC session errors Three-step process Uses “macros” which require maintenance and resources
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Upload Process After GLSU and Budget Loader
Z Option cuts out the middleman by posting directly to SAP from Excel
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What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
10
GLSU Features:
• GLSU = General Ledger Spreadsheet Uploader• Post directly to SAP without leaving Excel• Validate your SAP data before posting• Lookup SAP master data values in the spreadsheet• Post more than 999 lines at a time• Post, Park, Accrue, and Foreign Currency Adj.• Supports multiple worksheets in a workbook and
multiple documents in a single worksheet• Optional off-line validations• Easy Implementation / 30 Free Trial
11
How Rail America uses GLSU
• Everyday GL Entries• Month-end Accruals• Specialty Postings
Posting History from Budget Loader Extract Complex Spreadsheets with GLSU Expense Report (from Z Option)
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GLSU Examples: Everyday FI Documents
• Currencies• Cross company posting• Document number returned to the spreadsheet• Posting Messages returned• Post Non-PO vendor invoices
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Everyday FI Documents
Document balanced?
Doc Num returned to the spreadsheetCurrencies
See Posting messages without leaving Excel
Cross company posting
14
GLSU Examples: Specialty Posting
(Eliminating history using Budget Loader Extract)• Downloading historical data using Budget Loader
Using a report writer group for selection criteria
• Feeding the data into GLSU for posting Using standard excel filters to sort data to “SKIP” $0
lines etc
• Used to be much more of a manual process
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GLSU Examples: Specialty Posting
(Eliminating history using Budget Loader Extract)
SAP
GLSUBudget Loader
Excel
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GLSU Examples: Specialty Posting (Cont.)
(Eliminating history using Budget Loader Extract)
Using a Reporting Group to get
Actuals history
Using a Reporting Group to get
Actuals history
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GLSU Examples: Specialty Posting (Cont.)
(Eliminating history using Budget Loader Extract)
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GLSU Examples: Specialty Posting (Cont.)
(Eliminating history using Budget Loader Extract)
Use standard Excel filters to sort
Use standard Excel filters to sort
Skip $0 rows and subtotals
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GLSU Examples: Complex Example
• Old Process required 12 people working an entire day• New Process takes 1 person 4 hours
Get Vendor data from 3rd party
Get Vendor data from 3rd party
Interim calculations in Excel
Interim calculations in Excel
GLSU Workbook (40 – 50) worksheets / Entries
GLSU Workbook (40 – 50) worksheets / Entries SAPSAP
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GLSU Examples: Complex Example
• Vendor Data arrives in a flat file from 3rd party vendor
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GLSU Examples: Complex Example
• Do some additional calculations in Excel
Imported values Calculated values
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GLSU Examples: Complex Example
• Sheet 1 is an input area for the common header data on all 50 sheets.
Use standard Excel features like password
protection
You can use Excel formulas in GLSU templates just line
any other Excel worksheet
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GLSU Examples: Complex Example
Use formulas to calculate “Skip”
rows and anything else
Use standard formatting options for easy to use GLSU templates
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GLSU Examples: Expense Report (Z Option)
Never re-key another Excel based Expense
Report
25
What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
26
How Budget Loader Works
• Post directly from the spreadsheet to SAP• Flexible layouts• Import plan and actual history into Excel• Use Master Data Hierarchies/Groups/Sets to quickly
build templates• Master Data Lookups• Easy installation / 30 day free trial
27
How Rail America uses Budget Loader
Annual Budgets Quarterly Forecast (Operations) Monthly Forecast (Corporate) Extract historical information for planning and
eliminations
28
RailAmerica Budget Loader Example
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Report Writer Report Example
30
Report Writer Report Example (cont.)
We’re using different Report Writer sets to create
the columns we need
31
Checklist Before Loading Budgets
• Unit of Measure has been added to Cost Element • Exchange rates have been updated • Correct currency is specified • Planning versions have been created for:
Cost centers Profit center Special ledger
• Integrated Planning is active (to allow the plan to flow to Profit Centers and Special Ledger)
32
Quantities and Units of Measures
• Quantities must be configured prior to any postings in the new year
• Posting multiple Units of Measure may prevent reports from totaling correctly
• Correcting Unit of Measure problems requires the deletion and reloading of all postings
33
Currencies
• Each forecast has an associated exchange rate
• Confirm that all the appropriate exchange rates are updated before loading plan data (regardless of the method)
Version Description Rate1 January Forecast O2 February Forecast O3 March Forecast O4 April Forecast O5 May Forecast O6 June Forecast O7 July Forecast O8 August Forecast O9 September Forecast O10 October Forecast O11 November Forecast O12 December Forecast O98 Upload Forecast P99 Upload Budget PB1 Board Plan PB2 Board Plan + EL07 PD1 B1 - Discontinued Ops PQ1 Operations Forecast Q1 QQ2 Operations Forecast Q2 QQ3 Operations Forecast Q3 QQ4 Operations Forecast Q4 QR1 NA Railroad Budget V1 PR2 NA Railroad Budget V2 PR3 NA Railroad Budget V3 P
WM Weekly Meeting ForecastsWM
34
• Cost Center KP06: Cost/Activity Inputs KP26: Activity Output/Prices KP46: Statistical Key Figures
• Profit Center Acct. (PCA) 7KE1: Costs/Revenues 7KE3: Balance Sheet 7KE5: Statistical Key Figures
• Public Sector FMBBC: Budget Control System
Supported Planning Transactions
35
Supported Planning Transactions (cont.)
• Internal Orders KPF6: Cost/Activity Inputs KPD6: Statistical Key Figures
• Project Systems CJR2: Cost Element/Activity Input CJS2: Statistical Key Figures
36
• Profitability Analysis KEPM: CO-PA Planning
• Activity-Based Costing CP06: Cost/Activity/Process Inputs CP26: Process Quant./Prices CP46: Statistical Key Figures
Supported Planning Transactions (cont.)
37
What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
38
What We’ll Cover …
• RailAmerica background – What drives the need for uploading data?
• GLSU: Overview and Examples• Budget Loader: Overview and Examples• Question and Answer• Wrap-up
39
Resources
• [email protected] – To contact Charlotte Janzen at RailAmerica
• http://www.zoption.com – Z Option Web site• [email protected] – To contact Jim Halepaska• 877.653.7215 – Z Option toll-free from the U.S. and
Canada• +1.972.315.8800 – Z Option (outside the U.S.)