FAQ : Problems and solutions

The section below documents some of the issues and common problems you may experience and advise or solution to them. These issues are not defects in the Promenta solution – or old defects in previous versions of the solution.

FAQ : JP5_1 – Difference between simulation and upload checks

Promenta contains two points where your data is checked

File check at upload – this occurs when you upload the file (web screen) or perform the Validate function from the excel add-in. If there are errors then the file is rejected. This check only performs master data validity checks (eg GLs are valid and not blocked etc) and also balance check (if activated). Some additional checks may also be activated.

Document simulation – this occurs at the final screen before submission. A full posting simulation into SAP occurs. This checks master data and also dependant data, substitutions and validations etc.

FAQ : JP5_2 – FBD1 simulation OK but posting error

You are submitting a request for a recurring posting document (FBD1). Your request contains cross-company/intercompany lineitems. 

You are able to upload and simulate the file – but on final posting you receive error like below

“Field New company code does not exist in the screen”

FBD1 does not have a simulation because it is effectively a template posting for future postings in FB01. The “real” posting into FB01 will be generated later by standard SAP transactions (eg F.14)

In addition : FBD1 does not support intercompany postings

As there is no FBD1 simulation, Promenta simulates the FB01 posting instead. As FB01 does support intercompany postings – no error is shown at simulation.

solution

You cannot create recurring intercompany postings in FBD1.

FAQ : JP5_3 – Add-in logs in to SAP in different languages

You are using the Promenta Excel add-in and you find that “pick from SAP” brings back the descriptions in the language you logon with.  However when you “submit-to-workflow” the Promenta screens are in a different language (normally some system default language)

Background : Your first connection to SAP with the add-in should set you language for all other interactions. The logon language is passed to each browser window via standard SAP cookie “sap-usercontext”. If this cookie is not found in the new window then SAP will use some other method to determine the logon language. 

The cookie cannot be passed if the excel server url (set in the ini file) is on a different host than the url that is opened for the actual Promenta screens. 

This is normally caused by the use of the SAP Web dispatcher (or similar load balancer) that is configured in the Add-in ini file but NOT in the Promenta solution .

Solution :

Ensure the host server name in the ini file is always the same as defined in Promenta. Use the transaction /PROMENTA/EMAIL_PRM to set any external urls such as load balancers.

FAQ : JP5_4 – Duplicate posting not prevented

You use the SAP Invoice verification for duplicate postings (Transaction OMRDC ) and it is working for online postings in FB01/FB60. However when you post using Promenta you do not get the error message and duplicate postings are allowed.

Solution :

Check that ALL the parameters that are checked (eg company code, reference , date etc) really are all identical. Often one of these values is not exactly the same and hence the error will not appear.

Check that the vendor has the “double-check invoice” flag set.

If all parameters are the same then please check that you are raising the error message for Batch processing not just online processing.

Check transaction OBA5 message number F5/117 – batch input =E

FAQ : JP5_5 – FI Validation not working in Simulation

You have custom FI posting validations (Transaction GGB0 / GGB1) that do not appear to be working in Promenta simulation. However when you finally post you find that the validations are invoked and cause issues.

This can have several causes :

• Your rules contain a check on background/batch processing (SY-BATCH or SY-BINPT). The rules will be skipped because Promenta does use background processing mode. Change your rules to not check on background processing
• Your rules are set on the “document complete” level. SAP as standard does not call these rules in simulation mode*
• Your rules are referring you user sets (ie a list of user names). Posting or simulation is probably using some background user rather then the actual user invoking the simulation. Add the background user id to your user set.

* Promenta has a custom solution for this but it is not included in the standard delivery. Please contact us to discuss.

FAQ : JP5_6 – Posting to Profit Analysis not working

You are posting to a profit analysis field but your value is not appearing after posting in FB03. 

Check you are using the correct field names. You may think you are posting to fields like profit centre, sale order etc but there a are potentially TWO fields available

Example Cost object BBSEG-KSTRG is the actual coding block field. BBSEG-RKE_KSTRG is the profit analysis field.

FAQ : JP5_7 – Trading partner VBUND

You are posting to a trading partner (VBUND) but may be getting errors that the field is not available (message “no batch input fore field VBUND”)

The Trading partner field has special logic to be setup in SAP. 

Please see SAP note  1869090 – Special Logic with “Trading Partner” field (VBUND) configuration

FAQ : JP5_8 – Error “no document contained in file”

This error message means that the solution has been unable to find any valid journal documents in the supplied file. This can have several causes:

1) The format is not recognised as a journal – if a MAP format then missing map tab is possible. If GLSU then missing hideen technical field rows (ie missing BSEG or BKPF rows)
2) The solution is set to look for only GLSU or MAP formats but the wrong one has been used
3) The file is Password protected
4) SKIPSHEET has ben used in cell A1 for all sheets

FAQ : JP5_9 – Workflow error / No approvers found

The workflow errors can be caused either by mis-configuration or by missing or wrong master data. Normally the Promenta log (see Analyser) will identify the error. Causes can be

1) Workflow approval groups do not have any approvers assigned

2) Workflow approval groups are mis-spelt. Note that the APP_GROUP field is the one that is checked by the system

3) Workflow approval gups are set up correctly with approvers however the request does not have read authorisation to access the groups and so the system cannot determine approvers. See the section Authorisations (SAP)

4) New company code (or other routing master data) added to SAP but not yet updated in the rules. These configuration rules need to be updated.

FAQ : JP5_10 – Add-in “invalid HTML”

You are using the Promenta Excel Add-in and receive the message “Invalid HTML” on running the validate function. 

This is a known issue with the solution and is caused by special characters in the returned data ‘ ” & < > . This can be in texts such as GL account texts or error messages.

The issue is resolved with version 6.45.0.0 and add-in version 3.3.2.2

FAQ : JP5_11 – Unexplained balance error

You have a journal that you think is in balance but you are getting a balance error from Promenta. 

This is normally due to the way that Excel stores values verses displaying  them to the user. If you have the format set to 2 decimal places the underlying number could have many more decimal places especially if you are using macros to calculate the numbers. 

Promenta will round the values to the currency of the document before it performs a balance check (which is the same as SAP). This rounding may result in a difference in credits/debits and hence a balancing error.

It is recommended to round the values in Excel so that you are seeing exactly what would be posted and also avoid the rounding error.

FAQ : JP5_12 – Message “You cannot simulate with Parking Document-Complete set (BKPF-XPRFG)”

You have attempted to simulate a document with the “document complete” flag set.

This flag is only relevant to parking documents (FBV1). 

FBV1 cannot be simulated so Promenta converts to FB01 for the purposes of simulation. The FB01 simulation fails if the flag is set.

Fixes :

Deactivate simulation – Promenta uses FB01 to simulate a parked document (FBV1). Often a user is not authorized to post (FB01) and so it is normal to deactivate simulation for parked documents.

Remove the “document completed” field from your posting. It is not relevant to normal FB01 postings.

FAQ : JP5_13 – Multi-documents header in lineitem rows

GLSU format only

You may be using the “pull-down” format whereby you have header fields in the lineitem rows when processing multiple documents in the same spreadsheet tab.

Some restrictions apply

• Separation between documents must follow the Promenta rules – please see this link 
• Transaction code must always be in the header line and appear only once in the document.
• Posted document numbers can be imported into the sheet but only in a separate tab.
• The field BKPG-BELNR cannot be used

FAQ : JP5_14 : Non-2 decimal currency handling

You are submitting a journal with a non-2 decimal currency (for example JPY, HUF) or a currency that has more decimal places then 2 (for example KWD) and want to understand the behaviour in Promenta.

Background :

1. SAP itself will not allow decimals to be entered if the currency does not allow them (eg you cannot enter 10.01 as a JPY amount)
2. Excel will allow any number of decimals to be entered – and sometimes these are not visible to the user if they are the result of formulae. 

Promenta will round the document amounts to the document currency specified as per the SAP format (If rounding is activated. This is the default setting)

Promenta will then  perform balance checks against the rounded amounts. See :FAQ : JP5_11 – Unexplained balance error

Hence if your journals (for example JPY) contain values less than 0.5 as a decimal they will be rounded to zero.

Note : If you wish to post zero lineitems you would normally use FBB1 (currency revaluation)

FAQ : JP5_15 : Tax Entry

For information on entering tax values please review this link excel-templates/#tax-entry

FAQ : JP5_16 : Exchange rates

For information on how to enter exchange rates please review this link : excel-template/exchange-rates

FAQ : JP5_17 : Cannot find approvers

You get a message such as “no approvers can be determined” or similar.

You may also get a message such as “you are not in the correct team to request ” 

You know that the workflow is set up correctly and you can see the users in the transaction /PROMENTA/WF_RESP_01

Issue

This problem can be caused by an authorisation issue. The user (requesters) must be able to read the SAP responsibility data so that the list of approvers can be determined. If the user does not have authorisation then the system does not see the approvers and so it thinks there are no approvers.

Resolution

Assign Responsibility authorisations as per this link

FAQ: JP5_18 : Files not attached

You notice that files are not being attached to posted documents in FB03

Please check this link : https://help.promenta.com/overview-kb/kbase/kb0044-attachments-not-posting-bds-bkpf/

FAQ : JP5_19 : Parking Intercompany – only one document

Issue

You are parking an intercompany document. You notice that only one document is created in the header company code and no documents are parked in the other company codes.

Resolution

This is standard behaviour with SAP. The other documents are not created until the parked document is posted (FBV0). 

 

FAQ : JP5_20 : Parking with Local currency

Issue

You are parking a document with a local currency value (BSEG-DMBTR) . You notice that that the parked document has these values but the subsequent posted document does not have the supplied values and instead uses the SAP FX rate values instead.

Background

This is SAP standard behaviour if the field “Only transfer document in document currency when posting” is set as below. Unfortunately this field is set by default in most SAP systems.

Resolution

Add field XBWAE to the header of the document and set the value to be /

This will have the effect of clearing (unchecking) the field. This will mean that the values in the parked document will be used when posted.

Note : It is expected that in a future development this field will be set automatically by Promenta.