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FINANCIAL INFORMATION

SYSTEM

FINANCIAL INFORMATION

SYSTEM

Uploading COST CENTER PLAN to SAP

23rd November 2008

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• Overview of SAP Plan Upload• Steps to Follow

1. Create the Plan2. Create the upload file(s) 3. Upload file(s) into SAP

Agenda

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Uploading Cost Center plan into SAP is a relatively simple process, which will allow plan to be uploaded for:

• a single cost center, or• for multiple cost centers (by saving all the plans into a file directory; i.e., “folder”)

Generally, the steps required to successfully upload the plans are:

• Create plans in an Excel spreadsheet, using the appropriate template. • Save the spreadsheet as a text file.• Go to SAP and upload the text file.

Overview: Uploading CO plan into SAP for Cost Center Plan

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To upload the plan to SAP, you will need to use a specially prepared template. Template is available for Cost Centers.It is recommended that you save the blank template(s) to your own desktop folder and use it as a starting point for your spreadsheet.

As mentioned on the previous slide, this process is relatively simple. However, it is pertinent that the uploaded file is saved in a precise format or the upload will fail…it is very important that when using the template, none of the headings are moved.

Step 1: Create the Plan

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Enter the detail data:

Cost element: a valid cost element

Total planned costs: your amounts (remember to enter negative for revenues; i.e. -1500)

Distribution key: a valid distribution key (i.e. 1)

Step 1: Create the Plan (cont’d)Example of CC upload templates: Enter the header

data:Version: enter the relevant version (1 or 0)

Period: From = 1 To = 12

Fiscal year: enter the year for which you are planning (i.e. 2008)

Cost center: your cost center

The CC template is very simple.

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Step 1: Create the Plan (cont’d)Example of finalized Cost Center plan Excel

spreadsheet:Notice revenue amounts have a minus sign in front of them, and that when entering planned cost amount, no decimal, comma, or dollar sign is used.

NOTE: Revise numbers and save spreadsheet as an Excel document as many times as necessary, until the plans have been finalized. Don’t include any totals in the spreadsheet.

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Step 2: Create the Upload File(s) When ready to upload the data, save the final version of the

spreadsheet as a Text (Tab delimited) file (*.txt). Only text files will be uploaded to SAP. In other words, any file with an .xls suffix will not be uploaded to SAP.

If you wish to upload plans for multiple cost centers, save all the text files into a single directory (“folder”). It is okay to mix .xls and .txt files in the directory; again, the upload program will look at the text files (.txt) only.

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Step 2: Create the Upload File(s) (cont’d)

When saving an Excel document as a Text (Tab delimited) file (.txt), the following message will appear.

Click on Yes button

NOTE: To view the Text file, remember to change the “files of type” to “All Files”.

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Step 3: Upload File(s) into SAPThe SAP menu path to upload CC plan files is as follows:

Accounting >> Controlling >> Cost Center Accounting >> Planning >> Cost and Activity Inputs >> Change

Transaction code: KPO6

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Step 3: Upload File(s) into SAP (cont’d)

After clicking on “Change”, this pop-up box may appear.

If the Planner profile isn’t populated with ZUOFT-1, either type it in the field or click on the “match code” button to make this list appear and click on ZUOFT-1.

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Step 3: Upload File(s) into SAP (cont’d)

Once on the “Change” page, you’ll need to choose the appropriate variant…

Click on: Extras>>Excel planning>>Upload

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Step 3: Upload File(s) into SAP (cont’d)

It is important to use one of the pre-defined variants. Click on the variant icon. The following window will appear. Chose the variant that reflects the appropriate upload…

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Step 3: Upload File(s) into SAP (cont’d)As you can see from the previous slide, there are 2

variants available:

1. If you have saved plans for multiple cost centers into a single directory (“folder”), and would like to upload all the

plans, choose: UPLOAD CC DIR (Upload Cost Center plan directory)

2. If you are uploading plans for a single cost center, choose:

UPLOAD CC PLAN (Upload plan - single cost center)

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Step 3: Upload File(s) into SAP (cont’d)After clicking on the appropriate variant, a screen similar

to the one below will appear. In “Path or file” field, enter your own path + file name, or click on the “match code” button to browse your drives for “your file” (this process is similar to attaching a file to an email).

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Step 3: Upload File(s) into SAP (cont’d)

1. Ensure the appropriate “Decimal notation” and “Separator in CSV files” radio buttons are chosen.

2. Once you have attached the correct file, click on the “Execute” icon to upload the plans.

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Step 3: Upload File(s) into SAP (cont’d)

Upload is successful!!! JJJ

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Troubleshooting: Failed Upload L...What Next?

SCREEN SHOT of error message

SCREEN SHOT of log

If the following message appears, double click on the error message to view a “log” of the upload problem(s). Open your text file and correct each error; re-save the text file and repeat the process until the upload posts.

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Troubleshooting: How to Prevent Common Errors

• Ensure the layout of the template hasn’t been changed.

• Ensure plan file is saved as a Text files; only text files can be uploaded.

• Ensure the “Change” screen isn’t open in CO planning for the same cost center you’re trying to upload.

• Ensure the .txt file and the associated .xls file are BOTH closed, if they aren’t, your upload will fail, but when you double click on the message the “Error Log” won’t appear.

• Use valid Cost Elements only.

• A Cost Element should appear once only in any given file.

• Distribution key must be present for every plan line.

• You must be authorized to change plans in SAP in order to successfully upload from a text file.

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THEEND!