Enter Data in a Form

You can consult and enter data, for example, using copy and paste, in a form.

For example, you can split transaction types, make adjustments (such as IFRS or group adjustments), add appendices data, enter HR data, add comments, and enter qualitative data.

Data includes the following:

  • Amounts in local currency, transaction currency, and group currency

  • Quantities

  • Answers to a question

    An answer can contain a maximum of 10,000 characters.

The following sections outline some of the features you can use when entering data in a form:

Enter Data

Enter Data in a Cell

You can enter data when the cell is editable. Updated data are shown in blue.

Instead of entering an amount, you can enter a formula. The result is calculated and displayed in the cell, and saved like amounts entered manually. The formula remains editable, meaning that you can still display and change it, as long as the form is not saved. The formula can be copied using the fill handle feature.

Cut, Copy, and Paste Data

You can cut or copy data from one cell, row, or column and paste the data to one or more cells, rows, or columns. You can also cut or copy and paste data from several cells, rows, or columns. You can cut or copy data from selected cells, columns, or rows, and drag the data to the extended area using the fill handle feature. You can use these buttons in addition to the existing keyboard shortcuts to manage changes more easily. You can also cut, copy, and paste from and to Microsoft Excel.

Undo and Redo

When entering data in a form, you can use the Undo and Redo buttons to undo your last action or redo an action you just undid. You can use these buttons in addition to the existing keyboard shortcuts to manage changes more easily.

Enter Numbers with Decimals

You can enter numbers for the local currency, translation currency, and group currency with up to two decimal places.

For quantities, the display format is updated based on the unit of measure. In the header for columns and rows, the unit of measure is shown with the decimal format displayed underneath surrounded by brackets. For example, if the unit of measure allows two decimal places, (0.00) is displayed. If the unit of measure allows five decimal places, (0.00000) is displayed.

The settings for these quantities can be updated in your SAP S/4HANA system. For more information, see Units of Measurement.

If a currency allows less than two decimal places or the unit of measure for a quantity allows less than eight decimal places, when you save the form, the system validates the data entry and rounds the number to the authorized number of decimal places.

Highlight Invalid Data

If there are too many digits (more than 16) or digits entered as text, the cells are displayed with a red background. The digits after the decimal separator are counted within the 16 digits. If you save the form and it still contains invalid data, you get a warning message. If you continue and save the form without changing the invalid data, all data updated since the last save is deleted.

Insert Rows and Columns

Some forms allow you to insert rows and columns using Value Help. For example, in the S0I2200 - Assets Detailed by Partners form, using Value Help you can select additional partners and these are added as new rows in the form.

Although you can't delete a row or column, you can delete the amount shown in a cell by entering 0 or removing the value and leaving the cell blank.

In addition, you can resize the rows and columns as needed.

Find a Value

The search makes it easier for you to find values and texts within the grid display in a form. For more information, see Find a Value in the Grid Display.

Display Cell Details

You can choose to display further information on the data in a cell. For more information, see Display Cell Details.

Enter Comments

You can enter comments on a cell in a form. For more information, see Enter Comments.

Go to Linked Forms

A form can contain links to other forms within the same package, which allows you to navigate to more details or disclosures. For more information, see Go to a Linked Form.

Enter Document Type Total

Where there are multiple document types for a cell, you can display and change data for all these document types at the same time. For more information, see Enter Data on Aggregated Document Types.

Enter Data for Multiple Group Currencies

Where a form has been defined with different types of versions using the Manage Forms app, you can enter data for multiple group currencies in a standard version, an extension version, and a group currency (GC) extension version. For more information, see Enter Data for Multiple Group Currencies.

Save or Cancel Data Entry

When several users are entering data in the form at the same time and they save their changes, the most recent data is saved and replaces the previously saved data.

You can choose Cancel to cancel the changes you made to the data since the last time the form was saved.