Entering content frameProcedure documentation Planning Locally with Excel Upload Locate the document in its SAP Library structure

Use

You can carry out planning de-centrally, that is, you can process planning data locally with a number of Excel files on one or more computers. The planning data entered with Excel can be imported to the SAP system via an upload.

Prerequisites

Planning with Excel is based on the settings in the planning layout. In order to prepare and carry out an Excel upload, the following prerequisites must be met for the planning layout:

Caution

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

Preparing the Excel Upload

In order to enter planning data in Excel and to then import it to the SAP system, you must first prepare the Excel upload. To do so, you have to set up a connection between the planning layout and the Excel file. To do this, proceed as follows:

  1. Choose Budget Control System (BCS) ® Planning ® Define Planning Profile in Customizing of Funds Management.
  2. Go to the desired plan task and set the Excel Int. indicator, ensure that it is set.
  3. Open the default parameters for your plan task.
  4. Enter the values for the variables defined in the planning layout. This entry is necessary so that the Excel spreadsheet can be opened in the next step.

  5. Choose This graphic is explained in the accompanying text (Overview Screen F5). 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.

Note

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

  1. This takes you to the screen Maintain File Name with Excel as the entry screen.
  2. The screen defined in the planning layout is displayed in the upper left hand corner of the Excel sheet. You can set up the spreadsheet individually. Various functions are available for this purpose. For more information see Functions for Editing Excel Sheets.

  3. Enter a generic file name under Generic File.

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

Caution

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

Note

The name ranges of the various generic file names cannot overlap as 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 cannot uniquely assign the upload of file PLANN5*.TXT.

You can display an overview of all data files with generic data names. To do this, call up the program RKCDPREO using the ABAP Editor . You can delete data file names and generic data names from this list if they are no longer used.

  1. Save a copy of the Excel file in Excel on your PC and give it a name that matches your generic file name. If you have defined, for example, SALES*.TXT as a generic data file, you can name the local file on your PC SALES1*.TXT, SALES2*.TXT or SALES_D*.TXT.

Caution

You first have to use the Excel format with the ending .XLS as a file format. The file can now be opened in Excel independent of the SAP system. You have to save the file as a text file .TXT if you want to upload this file to the SAP system.

  1. Save your file name. Choose This graphic is explained in the accompanying text (Save File Name).
  2. You can copy the downloaded copy of the Excel sheet as often as required and make it available for de-central planning.

Caution

Ensure that the individual file names correspond to the generic file name so that you can upload this file to the SAP system correctly.

Creating Planning Data Locally with Excel

  1. Open the downloaded copy of the excel sheet on your local PC.
  2. Enter your planning data. Keep a copy saved with the Excel format .XLS during planning.

Caution

Do not use the following Excel functions:

If you use these functions, data cannot be imported to the SAP system correctly.

The following functions are available for entering your planning data in the Excel sheet:

Caution

Complete the following before the Excel upload:

Completing the Excel Upload

  1. To start the upload, from the Funds Management menu, choose Budgeting ® Budget Control System (BCS) ® Tools ® Planning ® Upload Planning Data from Excel.
  2. Enter the file to be imported or the file directory to be imported.

Caution

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

  1. You can enter a file name in the field File Names 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.
  2. Start the upload.
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