Prerequisites in the SAP System (SAP Library

Prerequisites in the SAP System

Prerequisites

Working in the SAP System

First check the steps on MS Access entry in the Implementation Guide.

In particular you must create directories for consolidation groups and parameter records for the specific and general download. The columns are to be interpreted as follows, the first two columns specify the receiver of control parameters, that is the unit to be entered. The other columns specify the data to be entered.

In offline data entry you can enter data simultaneously for several dimensions or versions. To do this you create several entries which do not differ in the receiver view, the receiver consolidation group and the language. If these entries are downloaded simultaneously, a record of control parameters is generated, which contains all the parameters in the remaining columns.

For example the versions 100 and 200 could be generated in dimension 01 by the following rows:

Dimension	Cons group	Dimension	Version	Hierarchy	Top cons group	Language
01	CG1	01	100	01	CG1	DE
01	CG1	01	200	01	CG1	DE

Execute the download of specific and general control parameters. If you want to transfer comparison values or balance carried forward values into offline data entry with Microsoft Access, then you should also execute a download of reported financial data.

Activities

Customizing of Offline Data Entry in MS Access

After the download of the control parameters into the SAP system has been completed, the following preparations must be made:

Maintain the directory for the import/export of data with the menu Transfer ® Definition.

Import the control parameters from the SAP system with the menu Transfer ® Import ® Control parameters (SAP).

Set the global parameters (dimension, version, fiscal year, period, consolidation chart of accounts) with the menu Tools ® Customizing ® Global parameters. The version must be three figures with possible leading zeros to be entered.

You assign the companies to be processed to the individual users with the menu Tools ® Administration ® Authorization profile. This task can only be carried out by the users admin and gadmin .

Generate the data structures using the menu Data entry ® Generation.

If necessary import the reported financial data exported from the SAP system with Transfer ® Import ® Reported financial data.

Data Entry

From the data entry layout definition, only the offline data entry is transferred, which contains value items and totals items in the data entry layout.

You can only enter the breakdown in accordance with the definition in the breakdown category.

You can go to the respective breakdown form by double-clicking on the input field when entering an FS item.

The F4 input help for the corresponding breakdowns lists possible input values, taking account of the breakdown indicators (optional, required, no default and so on) and possibly defined maximum sets.
The default sets defined in the breakdown category are not relevant for the F4 help.

The offline data entry only generates default rows on account of the default sets defined in the breakdown category, without taking into account possible values defined in the data entry layout.
If in Access Customizing, you do not activate the indicator Check, whether total breakdown equals value in main form, you can enter a total value for the FS item in the overview form, which you then later distribute to the individual subassignments using the breakdown form. Later during validation, it is checked whether the entered total value corresponds to the total breakdowns.

Reporting Data to the Head Office

Execute validation and if required, correct the data entered.

Export the reported financial data with Transfer ® Export ® Reported financial data.

Load the reported financial data into the SAP system.

Note

As long as the control parameters do not change in the SAP system, you can execute the entry of reported financial data with the same database, without downloading and importing control parameters, for as many periods and years as you like. Though it is advisable to delete financial reporting data which is no longer required from time to time and to compress the database.