Automatic transfer of G/L account master data

Automatic transfer of G/L account master data

Use

You can automatically transfer G/L account data by processing the data using a normal spreadsheet and then reloading it into the system.

Prerequisites

You have created a target company code in the R/3 System into which you are reloading data. To do this, select the following activity in Customizing for the Enterprise Structure: Definition ® Financial Accounting ® Define, Copy, Delete, Check Company Code

Assign the following to this company code:

A chart of accounts that does not contain any G/L accounts
The field status variant of the reference company code

To do this, select the following activity in Customizing for Financial Accounting: Financial Accounting Global Setting ® Document ® Line Item ® Controls ® Assign Company Code to Field Status Variants

Copy the account groups from your reference chart of accounts into the empty chart of accounts that does not contain any G/L accounts. To do this, select the following activity in Customizing for Financial Accounting: General Ledger Accounting ® G/L Accounts ® Master Data ® G/L Account Creation ® One-Step Manual/Automatic ® Define Screen Layout per Account Group (G/L Accounts) Select the relevant entries and choose Copy as. You then only have to enter the name of the empty chart of accounts.

Define a retained earnings account for the new chart of accounts. The P&L statement account type must be the same as for the reference chart of accounts. To do this, select the following activity in Customizing for Financial Accounting: General Ledger Accounting ® Accounting Transactions ® Closing ® Carrying Forward ® Define Retained Earnings Account

Procedure

Creating a dictionary structure

To create your own structure for the batch input, proceed as follows from Customizing for Financial Accounting: General Ledger Accounting ® Transfer G/L Account Master Data and carry out the activity Data Transfer Workbench for G/L Account Master Data I.
Under Object-specific settings/options, select Dictionary.
Enter the name ZSKX for your own structure.
Select the Dictionary object Structures and choose Create.
Enter a short description and choose Extras ® Copy fields.
Enter BSKX as the table name (contains reference structure) and choose Field selection. Select those fields that you need in the reference structure. You must copy the fields STYPE and TBNAME; they have to be in the first and second place respectively in your structure. You also need the TCODE, SAKNR, and BUKRS fields. You can decide yourself as to their position. You do not have to use any of the other fields. After selection, select Copy and then Paste.
Save your new structure and activate it. You cannot use the structure until you have left this activity and called up the data transfer workbench again.

Creating a spreadsheet file

In the activity Data Transfer Workbench for G/L Account Master Data I, select Test data under Object-specific settings/options.
Enter the following data on the selection screen:

All G/L accounts in a company code; in this case you only enter the company code and leave the G/L account field empty.
Several selected G/L accounts in a company code (such as one balance sheet account, one tax account)
The company code from which you want to take the data
The target company code into which data is entered when you reload the data into the R/3 System
File name

3. Select Program ® Execute. The program writes the data into the application server’s file system.

Processing a file with spreadsheets

To copy the file from the application server to the presentation server, select Transfer object ® Copy file.
Convert the file into a text file that can be read and interpreted correctly by a spreadsheet.
To do this, enter the file name, and choose Conversion of fixed length ® delimited tab as the conversion direction. The name of the target file must have the extension "txt".
When importing the file, set the columns to the Text data format.
Edit the file using the spreadsheet. You can enter your data manually or copy it from another spreadsheet file.
When you have finished editing the file, save it with the extension "txt".

Reloading the file into the SAP-System

Convert the text file back into SAP format.
Enter the file name, and choose Conversion of fixed length ® delimited tab as the conversion direction.
Copy the file from the presentation server onto the application server.
To reload the data into the R/3 System, select Goto ® Execute data transfer. The program creates a batch input session.
Process the batch input session.

Result

The G/L account master data is transferred to the R/3 System.