Journal Entry Fiori Upload

SAP Fiori

Introduction

The purpose of JE posting is to take a batch, validate it for consistency, and create FI documents and post those entries in various line item accounts needed for subsequent business processing.

JE Posting is a process that with a few exceptions runs "behind the scenes" (without user dialog) and is the heart of Journal Entry. It receives journal entry data (representing financial transactions) from the PRA modules (Valuation, Revenue Distribution, etc.), and summarizes them in batches and posts them to the PRA JE line item tables and to SAP FI. JE Posting is the link between the journal entries coming from PRA applications and the FI documents and JE line item table items that are created.

The JE Posting Module is automatically called by the various PRA application areas. For example, whenever you create a Valuation, Revenue Distribution, Checkwrite, Check Input, Tax and Royalty, Owner Suspense, or Accounts Receivable document, the JE Posting Process is automatically triggered, but the standard postings limited in such a way that it can’t handle mass upload of the JE records for various business needs like periodically post entire leasing documents and costs associated to it into SAP FI . Also, the standard SAP JE backend upload program provides the ability to rejected / errored out entries corrected online and it is a manual and tedious effort. This can be simplified by using this JE Fiori upload application by mass upload of the rejected records by downloading, correcting and uploading again

The need is to have an JE Fiori upload application so that the end users can validate, park / post the various financial records into SAP FI with ease, simplified and with great user experience.

Benefits

  • What was observed in an organization typically the Journal entry is limited in that it only permits creation of a single financial document. Absolutely necessary to upload multiple (or large numbers of) JE documents in to SAP Financials. 

  • Also, the customers are using a third party application WinShuttle to upload the excel to create the Journal entries by writing VB script to call the SAP RFC. This JE Fiori app can replace the win shuttle application completely and will help to save the license costs associated to it, and gives the users flexibility to download the error records in the same uploaded format to make the necessary corrections to the failed records and upload the downloaded file again

  • The other important feature of this Fiori app is what typically observed is the JE file generated  / received from a third party system and need to over write entire contents of the header file with some predefined values without changing the received file, for example the different fiscal year to be used compared to what is available in the file 

  • The Fiori app supports both .csv and .xls or .xlsx formats and user can able to first validate the file and then either park / post the JE records into the SAP system. It also generates an email to the approver who is responsible for those JE records in the file

  • The other great feature of this Fiori JE app is for any reason the position of the fields changed in the file as it doesn’t matter , also to add any new fields to the file is just a matter of adding it to the config mapping table and the underlying code which is written dynamically will handle it without changing any single line of code

Prerequisites

The SAP NW GW 740 , ECC 6.0  - FI GL , GW and OData with any underlying  database 

Architecture 

SAP Consulting

Details

JE file template:

SAP JE File Template
SAP ERP JE File Template
SAP ERP Consultants

The JE excel header and item fields are mapped to the backend JE upload program is configured to handle dynamically to the underlying structures to validate and park / post the JE records from the file

The JE Fiori app layout: 

JE Fiori App Layout

 To facilitate any modifications that should apply to all documents, the upload report should provide the user the ability to make mass changes to any of the document header fields.  Additionally, it is anticipated that users will frequently need to change the posting date or period.  The header fields section can be collapsible. 

SAP Help

The buttons Validate, Park, Post and Error Report are used as below described 

Validate : The JE records in the file are validated prior to Parked or Posted in to the system 

Park: The JE records are parked in the system and will send an email to the approver to login to SAP to check the accounting documents which are parked and approve it to post into the system

Post: The JE records are directly posted into the system for those which are not Parked previously, which means only Validated but not parked 

  • Error Report: Once it is selected after the Park / Post button is selected the records are errored out are  downloaded in the same original JE file format to the user desktop , so that users can correct the downloaded file and post the same file without working on the original file received 

  • Below is the example error message screen when JE file uploaded and “Validate” button used 

SAP Help
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  • Error records in the same format gets download to the user desktop when “Error Report” is selected after the “Park / Post” button is selected . 

  • Sample excel file for those records errored out when the Park / Post button used by the user, the excel file contains 2 tabs one contains actual JE records which are errored out and the other tab where the error messages raised by the system for the corresponding JE header records as each error message is easily identifiable by the column “Header row no”.

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Error details tab:

SAP Help

Key design points: 

  • The Fiori JE upload layout is developed in SAP UI5 by using the OData developed in ECC

  • The OData is designed such a way that the file (.CSV, .XLS, .XLSX) content of the JE header and line item records are read and it will go through the validations as per the business needs 

  • The wrapper FM is designed and developed to map the JE file header and line items records to the underlying posting program by utilizing the config table , the key is that the order of the fields in the JE file is need not to be predefined and the fields can be in any columns in the file

  • It is very easy to extend the file template to add any new fields or delete the existing fields just by changing the mapping in the config table which is in place and the underlying wrapper program will handle these changes without making a single line of a code change

  • To post the JE records in to SAP FI GL is handled through the BAPI_ACC_DOCUMENT_POST

Author: Bhasker Gudipally

ERPfixers expert Fixer and SAP Development certified and HANA certified professional with 15 years experience in providing technical, functional and solution expertise in CRM,ECC,HANA modeling, Fiori / UI5 / HTML5,SAP netweaver gateway , ODataservices, BOBJ tools, BODS, MM, SD, HCM/HR, WM, PM, QM, CO-PA, cProjects, PS,SRM, PP, FI/CO, BI7.0/BW 3.5, IS-Mill, XI, EP and BPS.