Enter Accrual/Deferral Document with Winshuttle Transaction

This document describes how Transaction can be used to post accruals/ deferrals in SAP via the FBS1 (Enter Accrual/Deferral Document) transaction. The example here will show the usage of the Transaction Do-While loop feature to upload multiline entries from an Excel file into SAP R/3. The FBS1 transaction is very similar to the FB01 (Post Document), F-02(Enter G/L Account Posting), and F-43 (Enter Vendor Invoice) transactions and the steps shown here can also be used for those transactions.

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Using Microsoft Excel with transaction code FBS1

Posting Accruals/Deferrals
Launch the Transaction Application from the desktop shortcut or through the Windows Start Menu. Click New.

Enter transaction code FBS1 in the Transaction Code field. Click Go.

FBS1 Step-by-Step Guide

Choose the appropriate SAP system using the System button, if necessary. Enter appropriate User Data in the SAP Shuttle Logon window. Click the OK button.

Record
Choose a Recording Mode. NOTE: For most transactions, Batch Input Mode will suffice, but for downloading information from SAP transactions, or for Finance or HR transactions in which there are Dynamic Actions executing or user parameter values being used, Non-Batch Input Mode will be necessary. The distinction of Without SAP Controls and With SAP Controls is just a matter of what tools are on the transaction screens. So, in this procedure, choose Non-Batch Input Mode without SAP Controls. Enter any further properties such as Title, Purpose of creation and Comments into the appropriate fields. If you would like to lock down the editing of the Transaction script, select the Lock Transaction script check box. This will password-protect the Transaction script, preventing anyone from changing it. Click the Next button.

FBS1 Step-by-Step Guide

You will now be launched into the FBS1 transaction. NOTE: The following screens may vary according to the way your SAP system has been configured. These differences will be identified throughout the rest of this document. At this point, you are maneuvering through the transaction itself and the process should feel very natural. That said, to make this process repeatable by Transaction, there will be a few modifications to the process compared to how it is manually performed. These differences will be identified throughout the rest of this document. Enter data into the header section: Document Date Type Company Code Posting Date Currency Document Header Text Reversal Reason Reversal Date Posting Key Account Press the [ENTER] key.

FBS1 Step-by-Step Guide

First item entry: Amount Text * Keep in mind - These steps will most likely be different than manual entry * At the completion of the item data, click the back button.

FBS1 Step-by-Step Guide

We will now enter in our next posting key and account number, then press the [ENTER] key. * Keep in mind - Because the header screen changes after the first line item entry, we will be starting our loop from here. So one line item entry will remain in our header section later on when we get into the mapper *

FBS1 Step-by-Step Guide

Second item entry: Amount Text At the completion of the item data, click the back button. * Keep in mind - While recording this transaction, based upon the account type of the posting key, the line item screen here will change. If you will be using multiple posting keys in this transaction, you will need to account for the different screen numbers *

FBS1 Step-by-Step Guide

Complete adding all line items Press SAVE to save and exit out of the transaction. You will be brought back to the Transaction application window.

FBS1 Step-by-Step Guide

It is now time to create the mapping for this transaction. Mapping a Transaction script is just a matter of connecting SAP fields to a data file. Transaction provides a Mapper to facilitate this process. Auto Mapping will map the entire Transaction script to an Excel spreadsheet. Because of the complexity of this transaction, we will choose the Create Mapping option instead. Click the Create Mapping link on the Map panel.

FBS1 Step-by-Step Guide

The screenshot below shows the Expert Tab of the Mapper. In each of the rows of the Mapper, you will see: Mapper Row number this is just a reference number Enable flag only enabled Mapper rows will be executed by Transaction Screen / Screen Number Technical screen information from the recorded transaction Field Description The label associated with the SAP technical field name. Field Name The label associated with the SAP technical field name Mapping Type Fix Value, Excel to SAP, SAP to Excel [or, if mapping to Access: Access to SAP, SAP to Access] Value Values assigned to the SAP field; either fixed values, or values to or from the assigned data source Notes Free-format notes to provide useful information to users of the Transaction script

FBS1 Step-by-Step Guide

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It is now time to begin the mapping process. The easiest way to remember how to map is this: drag from the source of the data to the destination. Keeping that in mind, we will be uploading data from Excel to SAP. Map the data: Drag Column B up and drop it onto Document date in row 5 and continue this process for all of the fields you wish to update.

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As you will notice, there are 2 sections where we input the posting key/account number and then the amount and item text. The first entry will remain in the header, the second we will create a Loop around by highlighting the entire second line item entry, in this case row 18 through 27, and clicking the Loop button. The Do While Properties dialog box will then open. The dialog box contains default values, which can be overridden by the creator of the Transaction script. The Start row & End row fields refer to the Mapper rows contained within the Loop. The MS Excel ID Column field refers to which column in the spreadsheet will contain the values distinguishing between Header and Detail rows. The Header ID & Line Item ID fields refer to the values within the ID Column field identifying the Header and Line Item rows. The Header ID and Line Item ID values will need to be contained in the column specified in the MS Excel ID Column. Click the OK button on the dialog box to insert the Loop around the selected Mapper rows.

FBS1 Step-by-Step Guide

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The Mapper reflects the following changes as a result of inserting the Loop: The graphical depiction of the Loop around the selected lines indicates which Mapper rows will be contained within the loop. The ID Column has been identified in the Preview screen and row 2 contains the first Header ID value whereas Row 3 contains the Line Item ID Value. Click the arrow button to navigate back to the next step of the process. Click Yes to Save the Excel Preview. The next step will be to populate our Excel spreadsheet with data to upload into SAP.

If necessary, you can navigate back to the Mapper by clicking the Update Mapping link on the Map panel. Click the Excel icon to the right of the Select Data File field to open the mapped Excel spreadsheet. Notice the Log Result Column was automatically assigned the next available column after the last mapped column.

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Our data has been entered into the Excel spreadsheet in the proper format and can now be run by Transaction.

Run
Back in the Transaction window, click the Run link.

The document will now be posted based upon the data in the spreadsheet.

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Winshuttle is the ERP Usability Company, providing software products that enable business users to work with SAP directly from Excel, Web forms and other interfaces without any programming. Winshuttle focuses on a simple fact when using SAP applications, time is money. Winshuttles usability solutions radically accelerate SAP user transactions, saving and redirecting millions of dollars for SAPs customers every day. These financial benefits are achieved by significantly reducing employee and contractor costs and increasing resources to address more strategic priorities. Thousands of customers use Winshuttle to make their SAP lives easier. Headquartered in Bothell, Washington, Winshuttle has offices in the United Kingdom, France, Germany, and India. For more information, visit www.winshuttle.com.

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FBS1 Step-by-Step Guide

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