Offline Data Entry with Interactive Excel (SAP Library

Offline Data Entry with Interactive Excel

Purpose

The following graphics illustrate the central scenarios in which Interactive Excel can be used for data entry within a subgroup.

Each scenario is determined by decisions taken within a subgroup concerning the technical organization and procedures for data entry.

Prerequisites

You have installed Microsoft Excel 97 or Microsoft Excel 2000 and the Interactive Excel component provided by SAP.

Microsoft Access or the offline data entry program (possibly in the form of a runtime version) is installed at least once within your local area network.

The relevant Access database is available in the form of a file.

Scenario I: Local Definition of Data Entry Matrices

This graphic is explained in the accompanying text

A parent company installs the offline data entry program based on Microsoft Access and configures it with master data and control parameters from the SAP System. It then provides a subsidiary with a copy of the Access database.
A subsidiary creates its own data entry matrices in Interactive Excel with the help of master data and control parameters from the Access database. It may also run a preparation for data entry for the matrices.
The subsidiary enters its financial data in the matrices and saves the data to its local Access database. It then exports relevant data from Access into an ASCII file, which it makes available to the parent company.
The parent uploads data from the ASCII file into the SAP System.

Comments

· In this scenario, the parent allows its subsidiary to define its own matrices.

· By using a local copy of an Access database, the subsidiary can run the following checks before passing on its data to the parent company:

- Checks on the data structure and matrix definition when saving to the database

- Validation of data in the Access database

Scenario II: Central Definition of Data Entry Matrices

This graphic is explained in the accompanying text

A parent company installs the offline data entry program based on Microsoft Access and configures it with master data and control parameters from the SAP System. It also installs Interactive Excel in order to create data entry matrices. The parent then provides a subsidiary with a copy of the database and the matrices (for which it may have run a preparation for data entry).
The subsidiary enters its financial data in the matrices and saves the data to its local Access database. It then exports relevant data from Access into an ASCII file, which it makes available to the parent company.
The parent uploads data from the ASCII file into the SAP System.

Comments

· In this scenario, the parent company creates all the necessary data entry matrices centrally in order to ensure that they are correctly defined.

· By using a local copy of an Access database, the subsidiary can run the following checks before passing on its data to the parent company:

- Checks on the data structure and matrix definition when saving to the database

- Validation of data in the Access database

Low-Level Scenario: Data Transfer Within a Network

This graphic is explained in the accompanying text

Comments

A parent company provides a subsidiary with a copy of its Access database. One instance of this file resides within the subsidiary’s network, either on a central computer or on a local PC.

The database file can be accessed through the local area network in order to save data entered using Interactive Excel.

Microsoft Access must be installed on at least one subsidiary computer in order to be able to generate an ASCII file of data entered.

Result

After the completion of offline data entry, you can continue processing the data in the SAP system, particularly you can run a consolidation with the SAP Consolidation component.