Data Entry with MS Access (SAP Library

Data Entry with MS Access

Purpose

Decentralized data entry and processing of individual financial data is possible with MS Access.

Implementation Considerations

Use MS Access to execute the decentralized data entry of individual financial statements for some consolidation units, which have no access to the SAP system.

Features

You can execute the following actions decentrally with the offline data entry program MS Access:

Display master data

It is only possible to display master data here, no changes can be made.

Import control parameters, which are necessary for data entry, into MS Access

The control parameters for offline data entry are delivered by the upper unit and are made available for the import with a download from the SAP system. The following data is necessary for this:

Master data

Consolidation units and consolidation group
Consolidation chart of accounts
Data entry layout
Exchange rate (optional)
Version
Dimension
Consolidation chart of accounts

Validation rules

Data entry of individual financial data

After generating the data structures on the basis of the imported control parameters, the data entry of the individual financial data takes place. You can give authorizations to some employees dependent on the consolidation unit.

Data entry of additional financial data (inventory and supplier data) for the elimination of IU profit and loss in transferred inventory
Validation of entered values

Validation must be executed before exporting reported financial data into the SAP system. Validation rules are defined in the SAP system. Though in addition to that you can define and change validation rules locally.

Copying reported financial data
Translation of data with an exchange rate indicator and a translation ratio for reporting purposes or in the sense of a data entry in group currency

Reporting

The component Interactive Excel can also be used for reporting on the basis of data entered in Access. For further information on this read Reporting with Interactive Excel.

Transferring data into the SAP system as well as into Interactive Excel

The reported financial data can be exported from MS ACCESS and uploaded into the SAP system.

Reported financial data and control parameters can be imported again into the PC data entry program after a release upgrade.

Compressing the database to the required size

This should be carried out at regular intervals. To do this choose Tools ® Compress database

Deleting reported financial data

You choose this option when you no longer require reported financial data in MS Access after the end of a fiscal year or period.

Constraints

You can only enter cumulative data, not periodic data with MS Access.