Preparations for Data Entry with MS Access (SAP Library

Preparations for Data Entry with MS Access

Features

Starting the PC Data Entry Program in MS ACCESS

Open the file WDFAECCS.MDB in MS ACCESS with the menu option File ® Open database. The logon screen appears.

Logon

Logon with ADMIN in the User name field and enter ECCS in the Password field. Enter the language as well.

The system administrator (user ADMIN/GADMIN ) has the authorizations for all functions of the data entry program including authorization assignment for further users. Therefore for security reasons, you should change the password ECCS after logging on for the first time. You make this change under Tools ® Administration ® Change password.

In addition, user GADMIN has the authorization to maintain validations in MS Access.

Global Parameters

After logging on enter the global parameters dimension, version (consolidation version), year, consolidation chart of accounts and period. These are saved, you can change them using the menu option Tools ® Customizing ® Global parameters.

Note If no control parameters were imported, then you cannot change the set values.

Importing Control Parameters

The control parameters must be imported from the SAP system for every consolidation version. For this enter the path via Transfer ® Definition, in which the data is stored, that is downloaded from the SAP system. You execute the import via the menu option Transfer ® Import ® Control parameters (SAP).

All of the control parameters are imported, which are necessary with regard to the consolidation units intended for the decentralized PC data entry with MS ACCESS.

Authorizations for Users

As the system administrator you can create users and allocate authorizations to them. This takes place via the menu option Tools ® Administration.

The authorization profiles are based on the consolidation units which can be processed. Users can enter and evaluate the consolidation units which are listed in their authorization profile.

As system administrator (user ADMIN) execute the following steps when allocating authorizations:

Create the required additional users.

Define the authorization profile for the individual users by assigning the respective consolidation units to be processed to them.

You can subsequently delete users or change their authorization profile.

Generating Data Structures

Before entering the reported financial data, you generate the data structures in the offline data entry program. This generation takes place on the basis of the imported control parameters.

During generation, the data records are generated with the key fields. The value and quantity fields of the data records are filled by the subsequent data entry.

Generation must take place for every consolidation version and every fiscal year. Execute generation via the menu option Data entry ® Generation. You can execute the generation separately for the individual consolidation units or related for a consolidation group.

The parameter Effective from period enables generation of a period interval dependent on the consolidation frequency of the consolidation group. This generation is relevant for mid-year consolidation with regard to data entry.