Executing Data Entry with MS Access (SAP Library

Executing Data Entry with MS Access

Procedure

Manual Data Entry of Reported Financial Data

You execute the manual data entry in the offline form-based data entry program MS Access analogous to the online data entry in the SAP system. Choose the menu option Data entry. In the initial screen you select the consolidation unit to be entered, and one of the data entry forms that relate to the unit.

Note the following FS item attributes:

Totals items

These are indicated with the sign *. Data cannot be entered for totals items. When entering reported financial data you can calculate the values of the totals items with the function Update totals.

Breakdown items

The breakdowns to be assigned for various FS items are displayed in the data entry form.

Debit/credit sign

A debit/credit sign is pre-set for every FS item. This enables data entry without a debit/credit sign.

Various entry aids are available for data entry:

For the data entry of breakdowns to item values you can go to the detailed form by placing the cursor on the input field of a FS item and double-clicking.
The option of breakdown control enables validation between the data entry of the breakdown and the FS item value in the higher-level form.

You can activate the breakdown control with the menu option Tools ® Customizing ® Options. This has the following effects:

With active breakdown control it is not possible to enter FS item values without entering the breakdown.
Likewise, changing the FS item value without changing the breakdown is not possible.
After entering the breakdowns the FS item value is automatically calculated and entered in the higher-level form.

By defining the scaling factor you can determine which powers of 10 the entry of values and quantities should be based on. The default scaling factor is set to 0, which means that whole values and quantities are entered.

You can set the scaling factor individually for values as well as for quantities via the menu option Tools ® Customizing ® Scaling factor.

The definition for the value scaling factor takes place per combination of version and currency. You can choose powers of 10 from 0 to 9.
The quantity scaling factor is defined flat-rate. You can choose powers of 10 from 0 to 9.

During entry the program carries out a check of the decimal places. The entries are based on the definition of the respective currency, which was made in the SAP system, with regard to the decimal places.
Within a data entry form, you can change the consolidation unit to be entered. The following prerequisites must be fulfilled for the consolidation unit which you want to change to:

The form is assigned to the consolidation unit via the data entry form group.
The consolidation unit has the same local currency.

Manual Data Entry in Interactive Excel

Data can be entered in data matrices in Interactive Excel, which were defined with the help of control parameters from the offline data entry program. The control parameters are transferred to MS ACCESS by a link.

After the entry of data matrices, data can be posted in MS ACCESS. An ASCII file is then exported from the database, which can be imported into the consolidation system.

You can find further information on the data entry of a MS-ACCESS-Database with Interactive Excel under Offline Data Entry with Interactive Excel.

Displaying and Printing a Data Entry Log

You can display and print the data entry log from the menu Data entry ® Log ® Reported data.

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