Excel Templates

Excel templates are used as the main data source for journals as Excel is a familiar tool to many people and allows easy data entry of multiple lineitems.

Promenta supports multiple excel file formats including formats used by Magnitude GLSU, Winshuttle and Innowera. If you are switching away from those suppliers you will only need to make minimal changes to your existing templates. 

Only office 2007 and above file formats are accepted (eg xlsx, xlsm, xlsb etc). Older binary formats like xls are not supported.

Example Journal 1 : Promenta format

The attached file is a simple example showing a journal using the map format (See General Format Information)

Example 2 : GLSU format

The GLSU format uses a row for header and rows for lineitems. The field names are in the fields above the field descriptions. This format is supported in Promenta . Please note that the format itself is not proprietary.

Field Mapping

In general the fields are mapped using the SAP technical names that can be sourced in structure BBKPF, BKDF and BBSEG. Some fields do need special handling as described below due to differences between BSEG (SAP Field/lineitems) and BBSEG (Template Field/Batch-input lineitems)

Special Field Mapping

SAP Field	Description/Comments	Template field
BSCHL	Posting Key	NEWBS
HKONT/KUNNR/LIFNR etc	FI item (GL Account , customer number, vendor number, asset etc)	NEWKO
BUKRS	New company code (with lineitems for cross-company/intercompany posting	NEWBK
UMSKZ	Special GL indicator	NEWUM
ANBWA	Asset transaction type	NEWBW
COBL-RMVCT	Transaction type	BEWAR
FKBER	Functional area	FKBER_LONG

Document Number field BELNR

The document number field BKPF-BELNR can be used in Promenta but only with these restrictions:

1] The field is an input field only. Promenta will not populate the field with any posted document numbers after posting is completed.

2] The document type number range must be set up for EXTERNAL number assignment in FBN1

3] The document number field must be empty for internal document number generation (this is the vast majority of document postings)

In summary , this field is used to create new document numbers when they are externally generated by the user.

It is recommended to remove the field from templates for most users and have a specific template only for the rare external number assignment postings. 

Since 6.46.3.0 the field is available in the add-in “Add field” button

Local Ledger

To post to local ledger groups (NewGL only) you enter transaction code as FB01L in the template and add field BKPF-LDGRP to the template [Map file should contain FLDID=BKPF_LDGRP]

Exchange Rates

In SAP the entry of exchange rates is controlled by your customising settings. Promenta should accept the same format of exchange rates that your SAP system (via FB01) accepts in the format of the posting user. This includes referencing table TCURP to setup prefixes for values.

Example when TCURP is empty (this is the most common scenario)

• Multiplier : 999.99  eg 1.54
• Divider : /999.99   eg /1.54

Example when TCURP is set as P=multiple and M=divider

• Multiplier : P999.99  eg P1.54
• Divider : M999.99   eg M1.54

Please note : If you are using service-user posting then care needs to be taken with the format as the exchange rate field will be converted to a text field (to accommodate the P,M or / ) and as such will use the number format of the service user.

Custom fields

Fields added via the standard SAP process (OXK1) should work without any additional configuration as long as the fields added appear in both BSEG and BBSEG. If fields have been added in a different way then additional chargeable consultancy will be required to establish the best approach to dealing with those fields.

Comments (Since SP24-1)

You can have comments in the lineitems by setting the posting key (NEWBS) column to text COMMENT. The entire lineitem will be ignored.
In addition entries with blank posting keys are also treated as comment rows.

If using GLSU format – in addition you can use the following codes in column A.

• SKIP
• COMMENT
• IGNORE

Clear Data (Since SP24-3)

Sometimes SAP defaults data such as cost centres, WBS, Profit centres into the FB01 transaction. In some cases customer may wish to clear (IE blank out) these default values for business reasons.
If a forward slash (/) is entered into the upload file as the value for a field the solution will attempt to clear the value.

Restrictions :
The clear function can only clear default values that appear in the FB01 screen on entry. Values that come in when a button is pressed cannot be cleared.
The clear function cannot circumvent the required field checks of SAP – if a required field is cleared an error will occur.
Substitution rules may put values in at posting time – this cannot be prevented.

Note that this is only supported for specific fields listed below:
Cost Centre
Profit Centre
WBS

Document currency only (Parking) [field BBKPF-XBWAE]

Skip/Ignore sheets

GLSU format only

If you have sheets in your file that are formatted as GLSU journals AND you want to not post them then you can enter SKIPSHEET in the cell A1. The sheet will be ignored.

Individual lineitems can be skipped with SKIP in column A. Note that rows that contain both header fields and line item fields (eg the start of a new multi-document ) cannot be skipped.

Multiple Documents – Format

Since SP27-2 uploaded journals can contain more than one journal entry (ie multiple documents) – however they must all follow a single workflow approval path. See here for more information on multi-document handling 

GLSU format special note

Note : This section  applies to versions below 6.46.3.0/7.46.3.0. Later versions do not have this restriction.

In Promenta – if using the multi-sheet format from GLSU where the headers can appear in the line item rows (see image below) you need to pay attention to the data especially if migrating from GLSU-only solution.

In the example below – the SECOND document would raise a balance error in Promenta because it would see the SECOND document as two separate documents (each with a single lineitem). In GLSU rows with the duplicate data are treated as one  so it would NOT be an error in GLSU.

Promenta uses any values entered into header fields as a dividing point between documents – even if the data is exactly the same.

Tax Entry

Promenta works in line with SAP tax entry process – please see SAP Note 15788 for more details.

In addition : check note 3535989 regarding Tax base field FWBAS

In summary there are three ways to populate taxes in the excel sheet as below. If you “mix” the method you will get errors on simulation. Please pay attention to balancing calculation as it is different depending on the method used.

Option 1 : Automatic calculation

Set the “Calculate Tax” field in the header (BKPF-XMWST) to be value X. This will enable SAP to calculate the tax against the entered tax codes. You cannot enter any tax amounts on lineitems – only enter tax codes.

Option 2 : Manual entry of total

You can enter the total tax to be paid and allow the SAP system to automatically distribute the tax over the different tax codes.

Here you must enter the vendor/customer as the FIRST lineitem and you can enter the total tax in field BSEG-WMWST.

You cannot enter other tax amounts for other lineitems – you will get an error

The balancing of the document is slightly different = Vendor/Customer amount minus total tax (as total tax will have opposite posting key to vendor/customer lineitem) and sum of the other lineitems.

Option 3 : Manual entry of all tax

You can enter the tax amount against each GL with a tax code. The first lineitem cannot be a vendor/customer line with a tax value. 

You should not enter a tax amount against any vendor/customer line as it will be ignored by SAP and give a balance error in Promenta.

Balancing of the document = Vendor/Customer amount minus sum of all lineitems and sum of all tax amounts (tax amount and GL amounts use same posting key to determine debit/credit)

Code description texts

Available since 6.44.0.0 and only when using Promenta Add-in

Sometimes it is helpful to pull texts from SAP for master data field – for example you can pull the text for a GL so that the user knows they have the correct GL account. 

Texts can be added by using the Add-field button of the Add-in. The fied is names the same as any normal field but is prefixed with the exclamation mark (!) character

The technical name of the field differs depending of the format used.

Example : GL /Vendor/Customer text

• Promenta format (using map) :     !TBLID=BSEG,FLDID=NEWKO
• GLSU format : !NEWKO

Note that the texts will only populate after the user has completed a successful Validation in the add-in