Planning Locally with Excel Upload (SAP Library

Planning Locally with Excel Upload

Use

You can complete planning decentrally with Excel, that is, you enter the plan data locally with multiple Excel files on one or more computers. The plan data entered in Excel sheets can then be imported to the SAP System using an upload.

Prerequisites

Planning with Excel upload is based on the planning layout. In order to prepare and complete the Excel upload, the following prerequisites have to be met for the planning layout:

You have to first define the planning layout which serves as the basis for the entry of plan data.

If you change a planning layout after creating an Excel template, you can no longer use this Excel template. In this case, you have to create a new Excel template.

Plan data has to already be in the system and has to match the planning layout (at least one row). If no plan data is present, enter this data using the desired planning layout without Excel integration.

In order to import the plan data into the SAP System using an upload, you have to enter the characteristic value in the key column of the planning layout used. The characteristic text alone is not enough.

Procedure

Preparing the Excel upload

In order to enter plan data in Excel and to then import it to the SAP System using an Excel upload, you first have to prepare the Excel upload. To do so, you have to set up a connection between the planning layout and the Excel file. Proceed as follows:

In Financial Accounting Customizing, choose Special Purpose Ledger ® Planning ® Define Planner Profile.

Goto the desired plan task and set the Excel Int indicator, that is, make certain it is set.

Open the default settings for your plan task.

Enter the values for the variables defined in the planning layout. This entry is necessary so that the Excel sheet can be opened in the next step.

Choose

. This opens Microsoft Excel as the entry screen.

The system automatically assigns a file name. A connection between the plan task and the Excel spreadsheet is created by the file name, that is, a connection between the cells of the spreadsheet and the cells of the planning layout.

You can also enter a file name. To do so, you have to go to the column File name in the plan task when editing your plan task and enter your own file name.

This takes you to the screen Maintain File Name with Excel as the entry screen.

The screen defined in the planning layout is displayed in the upper left hand corner of the Excel spreadsheet. You can individually set up the spreadsheets. Various functions are available for this purpose. For more information see Functions for Editing Excel Templates.

Under Generic file, enter a generic file name.

The generic file name creates the connection between the file on the local PC and the file name during the upload.

The generic file name must consist of a group of characters (capitals), the generic sign *, and the file ending .TXT; for example PLANNING*.TXT.

The name ranges of the various generic file names may not overlap, since this would not allow a unique assignment of the local file to the file name. If for example, the generic file name PLAN*.TXT was assigned at one position and PLANN*.TXT at another, the system would not be able to uniquely assign the upload of file PLANN5.TXT.

You can display an overview of all file names with the generic file names. Using the ABAP Editor, start program RKCDPREO. You can delete file names and generic file names from this list, if they are no longer being used.

In Excel, save one copy of the Excel file on your computer and give it a name that matches the generic file name. If you, for example, choose SALES*.TXT as the generic file name, you can name the local file on your PC SALES1, SALES2, or SALES_D.

As file format, you first have to use the Excel format .XLS. The file can now be opened, independent of the SAP System, in Excel. If you want to upload this file to the SAP System, you have to save the file as a text file (.TXT).

Save your file name. To do so, choose Save file name.
You can copy the downloaded copy of the Excel sheet as often as needed and make it available for decentral planning.

Make certain that the individual file names correspond to the generic file name so that you can upload the data correctly to the SAP System.

Creating plan data locally using Excel

Open the downloaded copy of the excel sheet on your local PC.

Enter your plan data. During planning, keep a copy saved with the excel format .XLS.

Do not use the following Excel functions:

Delete
Insert
Sort

If you use these functions, you cannot import the data correctly to the SAP System.

When entering your plan data in the Excel sheet, the following functions are available:

In a second spreadsheet, you can complete your own calculations or insert diagrams. When saving the Excel folder as a TXT file prior to the upload, only the first spreadsheet page is saved. The additional pages are not relevant for the upload.
If you want to delete a value for a characteristic, such as cost center, in the SAP System, enter the value 0 for it in the Excel sheet. This is necessary, since all objects contained in the local file are processed during the upload. If you delete the characteristic value in the Excel sheet, it is not reset in the SAP System.

Prior to the Excel upload, complete the following:

Remove the totals row from the first spreadsheet page. Otherwise, the system searches in the master data for the entry "Total" and the upload in cancelled.
Save the Excel file using the text format .TXT.
Make certain that the local file name matches the generic file name in order to ensure a correct assignment to the file name.

Completing the Excel upload

To start the upload, from the SAP Easy Access menu, choose Accounting ® Financial Accounting ® Special Purpose Ledger ® Planning ® Planned values ® Upload from Excel.

Enter the file or file directory to be imported.

The path and file names on your computer, in which your plan data is saved, must not have any spaces, such as the directory "My Documents".

In the file name file, you enter a file name, which the system uses to import the file(s). If you do not enter a file name, the system determines the file name automatically using the generic file name.
Start the upload.