Finance Master Record Mass Maintenance tips & tricks · PDF fileFinance –Master Record...

Finance – Master Record Mass Maintenance tips & tricksDivya Kaiwar| Winshuttle

Winshuttle EMEA User Group Conference | Brussels 2014

When does one want to do Mass Data Maintenance?

• Data Clean Up

• System Migration – QA , Testing System Refresh

• Company Restructure

• Audit Requirements


Common Business Problems

• Identifying Data problems

• Tools to fix problems (the limitations)

• Data validation

• Number of cycles


Solution?

• No Changes – Do Nothing

• Continue Manual processing of Data

• Build solutions• Using Legacy tools

• Automated programs in SAP

• Tools to do the work


Master Records

• General Ledger

• Cost Center

• Profit Center

• Asset Master

• Customer

• Vendor

• Banking Data

• Tax Data

• Payment Terms

• WBS Elements

• Orders

• More…..


General Ledger Account – Create & Maintain

Transaction Code – FS00

• Main Tabs - Basic Text Fields, Drop Downs, Check Boxes, Radio Buttons

• Add multiple Keywords

• G/L Long Text

• Call a different Transaction – Cost Element (KA01/02)


FS00 – G/L Account – Main Tabs


FS00 – G/L Account – Add Multiple Keywords


FS00 – Tip – Loops

• Repeatable - as many lines as you want• Flexible - Single Excel sheet/Multiple

sheets• Modular - Sections of the T-code

automated


FS00 – G/L Account – Long Texts (SAP Editor)


FS00 – Tip – Long Text (SAP Editor)

• Different Editors in SAP – Word, Notepad, SAP Editors

• SAP Text Editor – limit of 72 character

• Multiple lines

• Change Editors (Optional window)


FS00 – G/L Account – Cost Element Maintenance (Call different T-code)


FS00 – Tip – Single Script – GUI Scripting

Did you Know?

• GUI Scripting recording can handle multiple transactions in a single script

• Single excel sheet for all records

Bear in mind that

• The message from the final script is displayed

• Error handling can be hard

• Foreground Mode

• GUI scripting may not be enabled


FS00 – Tip – Different Scripts, Linked Scenario

A better solution

• 2 or more separate scripts

• Single Excel file - Single/Multiple sheets

• Easy error handling – 2 or more log columns

• Modular, Flexible

• Linked Scenario – Easy end user experience


Extraction of G/L Accounts

BAPI - BAPI_GL_ACC_GETLIST

• Extract G/L records list

• Company Code as an input

• Can be mapped to Excel / Access Database


Tip – Use Winshuttle DIRECT & TRANSACTION


Customer Master Data Clean Up

Approval Options

Extract Customer Data from SAP

Change Data on Excel/Access

Get the data approved (Optional)

Validate & Update New Data to SAP

One Single Template

Excel – Work within Add-in

Efficient Operations


Tip - Roundtrip!

Step 1 - Winshuttle Query to Extract Data from SAP


Tip - Roundtrip!

Step 2 - Change Data on Excel and get it approved (optional)

Supporting queries can be used to get data


Tip - Roundtrip!

Step 3 - Update Data to SAP using Winshuttle TRANSACTION


Cost Center

Transaction Code – KS01/KS02

• Handling Pop-ups – Set Controlling Area

Similar scenarios:

• Main Tabs - Basic Text Fields, Drop Downs, Check Boxes, Radio Buttons

• Long Text - Multiple Languages

• Call Different Transactions – Create/Change Templates – CPT1/CPT2


Tip – KS01 – Pop up on First Record

• Pop-Up appears only on first record

• Condition to Handle Pop-Up

• Re-record window to change value

Example: mass load of records with

different controlling areas


Vendors

Transaction Code – XK01/XK02

• Create Attachments • Duplicate Checks for Vendors – Pop-up handling• Changes to Partner Functions – No Find Button

Similar Scenarios• Main Tabs - Basic Text Fields, Drop Downs, Check Boxes,

Radio Buttons • Long Text - Multiple Languages


XK02 – Tip – Create Attachments

• Pre-defined list of T-codes

• Change Transactions only – Key Field required

• Linked Scripts - Create & Attach

• Multiple Formats supported


XK02 – Tip – Pop-Up Handling

• Some records have a pop-up, some don’t

• Record Pop-Up

• Optional Pop-Up - Setting ‘Skip Screen if not found’.


XK02 – Tip – Index Based Condition

• No Find Button available in SAP

• Data to be updated can be on any row

• GUI Scripting supports Index based Loops & Conditions

• Multiple Lines, Multiple records can be managed


Customer Stories

The Problem

• Masses of data across multiple functions requiring frequent maintenance

The Solution

• VK14 Mass Pricing Changes

– At least 58,000 records annually

– Used to update conditions at the beginning of new year or other times as needed

– Duplicates are avoided

– Accuracy is increased

• OBB8: Maintain customer payment terms

– configuration of customer payment terms

– Avoids manual edits of close to 1000 entries

The Problem

• Eliminate Lotus software from the current SAP spreadsheet interface file process.

• Create interfaces without the need of IT

• Increase ownership & responsibility of SAP data

• Decentralization of spreadsheet based interfaces.

• Reduce time for routine business process data maintenance.

The Solution

• Significantly reduced ABAP interface dev. effort

• Increased time to market on interface requests.

• Empowered SAP users with control over their data to make mass changes in an environment that they are familiar with.

• Eliminate redundant double entry of data.

• Frees up IT and Business resources to focus on more value added work.


Some Winshuttle Customers –Finance Master Records


Open Discussion


Thank You

Date post:	20-Mar-2018
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