Getting to grips with Winshuttle Journal Entry SAP document after it has been posted, as well many other needed file types • Document types that can be attached include .xlsm, .rtf,

Getting to grips with Winshuttle

Journal Entry

Samantha Godfrey | Winshuttle

WINSHUTTLE USER GROUP CONFERENCE | LAS VEGAS 2016 2

Financial accounting in SAP

What we’ve found

• Financial data is often maintained within Excel and requires re-entry into SAP

• Financial data entry in SAP is painful and time consuming

• Depending on the size of your journal entry, this can mean thousands of screen changes

• Many financial processes are managed by word of mouth and heavily rely on user memory


Why is Winshuttle Journal Entry the answer to these problems?

Financial data is often maintained within Excel and requires re-entry into SAP

• The Winshuttle Journal Entry product exists solely as an Excel add-in

• This solution will work with your existing Excel formulas

• The tool is able to move financial data from within Excel into SAP eliminating the need for manual re-entry

• The tool is able to attach the workbook itself to the SAP document after it has been posted, as well many other needed file types• Document types that can be attached include .xlsm,

.rtf, .htm, .pptx, .txt files, email messages, and images



Financial data entry in SAP is often painful and time consuming

• Many times several screen changes are required for the entry of a single line item

• Winshuttle Journal Entry allows you to map each field to a specific cell or column, the tool takes care of the rest

• Many of these fields and screens are contained within the default templates

• For anything that is not, you can create a custom template to use within the tool



Many financial processes are managed by word of mouth and heavily rely on user memory

• Winshuttle Journal Entry has built in validation to ensure that your document is balanced and that all required fields have been populated

• Winshuttle Journal Entry has the ability to manage list of values preventing users from posting with incorrect/unapproved data


Is Winshuttle Journal Entry better suited for financial accounting than Winshuttle Transaction?

Winshuttle Journal Entry and Transaction share many of the same features however…

• Winshuttle Journal Entry has data validation features that exceed what is currently present in Transaction

• Will tell you if a required field is missing data with

some message handling flexibility

• List of values ensure users are entering the correct

data OR use list of values as a guide and allow users

to override with alternate data

• Winshuttle Journal Entry has balancing functionality

which relies on debit/credit indicators instead of

positive/negative values or complex Excel formulas





• Faster simulation

• Winshuttle Journal Entry is able to multithreaded simulate the data in SAP, greatly reducing the simulation time for large journals.

• Multi-company simulation is available

• Transaction is unable to simulate/validate in scripts where the save/commit is not the last OK code. Multi company entries have an additional screen at the end of the posting which makes this type of validation through Transaction impossible without two scripts. Journal Entry has been coded to handle this





• Ability to Park, Post or Save as completed from a single template.

• In Transaction, each saving option would require a different script

• Document link creation and ability to attach documents from within the workbook itself.

• Transaction does not have the ability to create document links, and is unable to attach an open workbook

• Winshuttle Journal Entry UI is built for accountants.

• Document splitting, balancing, and clearing options that require macros or formulas within Transaction are built into the Winshuttle Journal Entry ribbon





Winshuttle Journal Entry allows for the ability to add custom values in place of posting keys or debit/credit indicators

• When run, Winshuttle Journal Entry will transform the custom values back to the SAP supported format

• Within Transaction you would need to apply custom formulas and the data would need to be present twice in the workbook




Best Practices within Journal Entry

Base templates

• Thoroughly test your data

• The base templates have been designed simply and may not work for complex journal entry processes

• Create/run templates from their own session within Excel

• Excel shares resources between workbooks, can impact performance of the template or other open workbooks


Best Practices within Journal Entry

Custom templates

• Keep line items within the loop

• Due to balancing and splitting functionality, line items are more reliably calculated when all amounts are contained within the loop

• Use complex posting method if needed

• Can be helpful when running into issue in grid based transactions (not available in FV50, FV60, FV65, FV70, FV75)

• Completely map & thoroughly test your script within Transaction prior to importing into Winshuttle Journal Entry

• Very important if you are using if conditions within your script


Journal Entry – Connect vs Foundation


System Requirements

Component Minimum requirementDesktop softwareOperating system Windows XP/Windows 7/Windows

8 (32/64-bit).NET Framework 4.0Microsoft Excel Office 2007 and higherSAP Basis 4.6C or higher (470 or higher for

Winshuttle Function Module use)Browser(Required for Connect licensing)

Internet Explorer 8, 9, 10Firefox 17 or higherChrome, latest version

SAP GUI 640 or higherRFC Authorizations See "Required SAP authorizations

for Journal Entry" aboveNetwork Ports RFC calls require ports 33xx to be

open

Required SAP Authorizations Authorization to BDS_BAPI (Document Attachment BAPI)Transaction Codes Authorization:F-02F-05FB01FB50FB50LFB60FB65FB70FB75FBB1FBD1FBS1FV50FV50LFV60FV65FV70FV75

SAP Objects Authorization for Run –RFC1, RFCH, RHF4, SDTX, SRFC, STTF, SUSR, SYST

SAP Object Authorization for Reading – T100


Resources

Product page

• http://www.winshuttle.com/products/journal-entry/

Download links

• https://support.winshuttle.com/s/article/Journal-Entry-Current

Training materials

• http://winshuttle-training.s3-website-us-east-1.amazonaws.com/ws110/

Help pages

• http://help.winshuttle.com

Support

• https://support.winshuttle.com

http://www.winshuttle.com/products/journal-entry/

https://support.winshuttle.com/s/article/Journal-Entry-Current

http://winshuttle-training.s3-website-us-east-1.amazonaws.com/ws110/

http://help.winshuttle.com/

https://support.winshuttle.com/


Questions?

Documents

Getting to grips with Winshuttle Journal Entry SAP document after it has been posted, as well many other needed file types • Document types that can be attached include .xlsm, .rtf,