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1. Go To Error Hint If the error is an out of balance situation GLSU will not know what line item is incorrect You will have to find the error manually and correct it before posting Expand SAP Information If multiple emors exist they will all show in the dialog box shown above To correct the problem 1 Select the enor in question by clicking on the appropnate line 2 Once the item isselected click on the Go To Eror button at the bottom of the screen The dialog boxwill then disappearand your cursor will be placed in the cell containing the error This is especially useful for long entries Custom Validation errors if utilized are denoted with a CV E in front of the eror message indicating Custom Validation Eror You can view extended SAP message information long text for all messages EXCEPT when GLSU or CustVal is in the Source column To view the Source and other values select More 1 2 3 4 5 6 Errors Found During Validation Cell Error C8 Account 111015 not found in Company Code 0010 Copy Messages to Clipboard Insert an Errors WorkSheet A B C Close_Package1 Cell Error Go To Erori B4 Document Type not found in conSguration Go To Error C8 Account 111015 not found in Company Code 0010 Go Te Error3 C11 Account 121013 not found in Company Code 0010 Page 67 For ease of error processing you
2. lt e From the GLSU menu You can use multiple 1 Choose the Options menu item worksheets to book allocations across company codes Usea 2 Adjust worksheet options asrequired You can different worksheet for choose to exporta single worksheet by choosing each company option Export Active Worksheet Only Choos a range by selecting option Export Range of Worksheets and then typing in the range of worksheets in the two fields below see screenshot above Page 60 Multiple Docu ments on a Single Worksheet GLSU has the capability to post multiple documents on a single worksheet Thisisachieved by the dropped header concept In short any number of header fields can be dropped dragged and dropped in the Add Delete Columns function to the line items Most header fields can be dragged from the upper right box to the lowerright box as shown below Select Fields Fields in SAP Fields on Spreadsheet lt lt blank gt gt blank column MONAT Period KURSF Exchange rate WWERT Translatn Date BVORG Cross CC no AUGLY Clearing proc XMWST Calculate tax DOCID Document type BADD Dac IN Field Descr Field Descr XBLNR Reference WAERS Currency BLART Document Type BUKRS Company Code BLDAT Document Date BUDAT Posting Date BKTXT Doc Header Text BELNR Document Number lt lt blank gt gt blank column NEWUM Special G L ind NEWBK New co
3. UPG RADE NOTE IF YOU ARE UPG RADING FROM A PRIOR VERSION you probably have already set up the logical filenamesand authorization Those stepscan be skipped forupgrades SECTION 1 INSTALL AND IMPORTTHE ZOPTION GLSU TRANSPO RTS 1 1 Copy the all the files from the CD root directory or AP file into us sap trans or its equivalent on your SAP machine 1 2 Run the include ZOPUNSAR BAT file if you are on a Windows NToperating system This will expand the compressed file ZO PGLSU41U SAR If you are not on Windows NT run the sapcar commands manually eg sapcar xvf Z PGLSU41U SAR Note If you are on SAP version 4 7 orlater you should always install the sar file with the U character asthe last postion of the filename This verson is unicode compliant Even if your SAP system isnot unicode you should still install this verson The code iscompatible and it will save you an upgrade step if you should ever convert your SAP system to unicode Example e usr sap trans gt zopunsar sapcar xf Z PGLSU41U SAR x cofiles K900193 2D2 x cofiles K900197 2D2 x data R900193 2D2 x data R900197 2D2 Note Actual transport numbers may vary The transports for this release are as follows Z2D2K900193 G LSU MAIN PROGRAM 2D2K900197 GLSU Authorization objects Optional 1 3 Add the transports to the conect import queue Use Page 110 transaction SMS Pressthe Truck icon or Overview gt mports Doubl
4. NEWUM NEWBK WMWST MWSTS MWSKZ XSKRL FWZUZ HWZUZ ALIEND Descr Special G L New co code WRBTR Amount Tax amoun LC tax Tax Code W o c disc Addit tax LC provis Order blank column NEWBS Posting key Field Descr ind NEWKO Account t SGTXT Text KOSTL Cost Center a PRCTR Profit Center Search Search Reset Show Hidden Fields Accept Cancel Page 75 Note Line Item Long Text is called DOC_ITEMO0001 and is available in the Detail Fields section of the Select Fields dialog box A note on formatting long texts 1 The semi colon isused asa newline character If you wish to sarta new line you may either type the semi colon character or choose Alt Enter from your keyboard The semi colon character will NOT be displayed in the long text 2 Use the character on either side of a formatting option The formatting charactersavailable on your system may vary from those shown below See Example Note The total length of long text lines may not exceed 72 characters thisisan SAP hard limit which cannot be changed by GLSU Long texts are also limited to non gplit documents only but are available for multi sheet and dropped header If the posting timeout isreached in GLSU asset in the Premium User Functions gt Maintain Technical Options gt Job Wait Time setting long texts will NOTbe updated for the posted worksheets SAP cannot create a link to th
5. Page 79 Attaching Documents YES useris forced to attach the workbook NO the user is not allowed to attach the workbook PROMPT the user about attaching the workbook USER let the user decide about attachments Description GLSU lt Title gt lt Author gt Description for attachments Press F1 for help If you choose YES the spreadsheet will alwaysbe attached to all SAP document numbers If you choose NO the spreadsheet will never be attached to the SAP document If you choose PROMPT the user will be prompted whether or notto attach documents Note The user will not able to set optionsin this setting They willalwaysbe prompted what action to take If you choose USER the optionson the end user desktop will be enabled and the user will be able to set their own options accordingly You can also configure what description will be used in the BDS forthe attached documents Thiscan be a combination of hardcoded text elements and parameters from both the workbook and the SAP system Fora listing of the available parameters put your mouse cursoron the description field and select FL The next screen will be shown Enter a description to be used for the attached documents You can use reserved words which are substituted by the current values from the workbook properties when the attachment is uploaded Reserved words must be enclosed in angle brackets Re
6. Select the individual document number for drill back in an SAP session Document number 1000 1400000253 2000 1400000012 Technical notes Two pieces of functionality must be enabled for this feature of GLSU 1 SAP GUI scripting must be on in the SAP GUI foreach desktop To enable this functionality from the SAP GUI menu select Customize Local Layout gt Options Select the Scripting tab and then select the Enable Scripting checkbox You will need to close all SAP GUI sessions before the setting will take effect 2 Yourtechnical SAP team will need to configure SAP system profile parameter sapgui user scripting to TRUE Page 48 Posting or Parking Documents SAP financial transactions can be processed in different ways SAP users sometimes choose to Park documents instead of immediately posting them G LSU allows you to park yourdocuments if you choose These parked documents can then be released and posted laterin the normal way GLSU Options mre Workbook General Attachments System System ZD8 Client 800 z Last Updated 3 22 2013 11 37 58 AM Add System Transaction Type Park Document v ei IV Validate Before Post Export Check File Upload History V Show Posting Messages in Popup Export Active Worksheet Only Export Range of Worksheets EE 7 a IV Auto Resize Columns IV Auto Format OK Cancel From the GLSU menu 1 2 3 Cho
7. Again Fields Descriptions Links Contacts el Export Default Language Version Info Processing i Tools Utilities 11 Once your spreadsheet is validated Post the document to SAP cert Page Layout Formulas Developer Add Ins EzySolutions for SAP Acrobat GLSU L gt a gE Teg gt R essen eesieiis amp Show Validation Info Post Park t Validate Show Validation Options Choose Refresh Logout Initialize Reset Show My My GLSU Again Fields Descriptions Links Contacts Export Default Language Version Info Processing J Tools j Utilities 12 You will be asked to log onto your SAP system to post Thisis explained more fully in a later section of the manual Page 36 This page intentionally left blank Page 37 Spreadsheet Features Page 38 Other Spreadsheet Features The following pages will discuss the functionality of the GLSU spreadsheet in greater detail The ZOption Knowledge Base can also be reached directly from the spreadsheet by clicking on the ZOption logo Hint Use different worksheets to represent different entries in a month end close package Page 39 Initialize New Worksheets GLSU allows you to manage multiple worksheets independently in a spreadsheet These worksheets can be configured independently of each other They may also be posted independently You will also use this functionality to initialize a new spreadsheet for GLSU entry To set up a ne
8. Depending on if any license data already exists i e system copies you may not need to enter the PREM function the license dialog may display automatically Maintain License 16UYNXO 42 BUYNXO 42 The Maintain License screen shows the number of Premium and Standard users which have been licensed and how many have been used at yourcompany To change these numbess of licensed users either the first time you use GLSU orif you add seats later you will need a License Unlock Code The License Unlock Code is supplied by ZOption 1 Open an Intemet Browser and go to the ZOption website at http www zoption com 2 If you have not already done so each premium user Should request a ticket system login ID by selecting Support gt Support and Licensing System gt Request a Ticket System ID Fill out all of the information 3 Once yourticket system ID hasbeen confirmed you will receive an email you may login to the ticket system on the same support page by Clicking Log onto Ticket System Select your company from the drop down list and enter your userID and password you created in step 2 NOTE userID sand passwordsARE case sensitive 4 After you are logged in select Generate License Unlock Codes gt Generate GLSU unlock codes Page 23 gt Get GLSU License unlock codes 5 Enter the Registration Code from the SAP Maintain License screen and press Generate GLSU Licen
9. Hidden and Default fields since they are relatively static require a Send Validation Now operation in orderto be updated the next time a spreadsheet is initialized These settings will be applied each time a GLSU spreadsheet is initialized The settings are not applied when editing an existing worksheet Page 99 Premium Only Maintain Technical Options From the ZGLSU transaction in SAP logged in asa registered premium user 1 Select Premium User Functions 2 Select Maintain Technical Options E ZD4 1 800 Maintain Technical Options Job Wait Time sec Doc Retention days Disable Load Balancing Maximum Rows Returned For Live PickLists Job Class Max SQL Statement Size SubmitAs Non Unicode Custom Validations Ignore Max Lines On Tax Perform SAP Validations NEVER Delete BDC Sessions Use Header Company w split _ Attaching Documents _ YES user is forced to attach the workbook e NO the user is not allowed to attach the workbook PROMPT the user about attaching the workbook O USER let the user decide about attachments Description Excel Upload from GLSU Description for attachments Press F1 for help Job Wait Time sec Allows you to synchronize GLSU with the parameters you have set forbatch processing atyourcompany Afterthe specified number of seconds GLSU will retum a message to the usersaying that they need to try their posting again later Note When job wait times are reached n
10. file to your Premium User s Once the VB code has been received it willneed to be uploaded to your SAP server Note You MUST perform this upload step for each SAP system client combination if you wish to deploy the PC components from SAP The functionality to upload new VB Add in isunder the Premium User Functions screen Click the Upload Add in button then browse to the location of the SetupGLSU exe file on your computer Select Open and then confim the upload Your Premium User s should then test the new VBcode Once satisfied they should notify the G LSU users to download the new Add in Lookin J GLSU a lelalelm rt Name Date modified Type wia Ell SetupGLSU 12 12 2007 12 41 PM Application Recent Places Network 4 gt File name a Open Fies oftype Excel Add In Installer 2 Cancel Open as read only You are now finished with all of the Premium User only steps Please proceed to the next section G etting Started for Standard Users to continue the setup process Page 29 Getting Started for Standard Users The first step to get GLSU on your PC isto download the GLSU Add in from the GLSU ABAP program GLSU spreadsheet functionality is provided by an Excel add in Thisadd in contains the programming which makes GLSU work on your PC To get started you will need to 1 Set yourGLSU validation choices 2 Download install the GLSU add in 3 Create your fi
11. pick values and descriptions can be perfomed either off line against an INI that resides on your PC orreal time against live SAP data or a combination of both methods GLSU providesinformation about the current configuration of these options If you are a standard user of G LSU you will not be able to change these settings thisisdone by a premium user at your company but you will be able to see how each of the validated itemsis configured To see the configuration of the off line vs real time elements perform the following 1 Select Show Validation Info If the validation info is stored locally on your PC you will see Stored on PC along with the number of entries If the validation info is retrieved in a real time fashion from SAP you will see Live from SAP Fornon static entries or entries which have a large number of records you may want to consider switching to live for better performance Forstatic entries you can reduce SAP application server load by configuration the elements to be stored on the PC INI Page 66 Errors Found During Validation Correcting Errors in the Spreadsheet If the validation performed in the previous section finds an enor a dialog box will display which shows the enors found The picture below showsan enor involving an incomect GLaccount Type Cell Error E A9 Tomake posting to acct 100001 you have to make acct assign to co FI VALIDATE ITEM Z1 016
12. Layout Formulas Data Review View Developer Add Ins EzySolutions for SAP Acrobat GLSU a EA iz 73 a mg P amp Jz Retrieve Validation Data A ES H EE ESS Hg A A cw w Validation Info Post Park Export Validate Show Validation Options Choose Refresh Logout Initialize Reset Show M GLSU Fields Descriptions Links Cont rt Default Language Version Info Processing Tools e Page 69 Adding Master Data Texts GLSU will allow you to insert SAP master data texts into your spreadsheets for presentation or documentation pumoses You will put the GLSU descriptionsinto a blank column of your spreadsheet see the Ignoring Columns section on page 37 Masterdata textscan be added in either the detail or header sections In the example below Column D isa blank column Column D containsan Excel formula glsu_description xx The xx in the formula isa reference to another cell in the spreadsheet that containsa GLSU master data element in this case the account value in Column C The formula in Column D will retum the Account master description for the account shown in cell C9 The cell is shown in yellow for emphasis only Posting date Currency Doc header text gt 5 5 2003 5 5 2003 USD Header es yes balanced Cost center Tax code 400 100 1005 U1 The glsu_description xx formula will work for any master data element that GLSU pre validates including GLAccounts Vendors Cost Centers Profit Ce
13. activate the F4 key to toggle the Choose a value for XXX screen see above 1 Choose the Options menu item from the spreadsheet Choose the General tab Switch the F4 Pick GLSU Values to the checked postion GLSU Options Workbook General Language English US Font Tahoma JV F4 Pick GLSU Values Note un selecting the F4 Pick GLSU Values will not tum off the lookup functionality it will just not automatically assign the F4 key to the lookup You will still be able to use Page 53 the lookup functionality by right clicking on the cell This functionality was added in the event you encountera function key conflict with another software package Page 54 Validate Before Post Export Option The user will probably want to validate the spreadsheet values each time before posting to SAP 1 Choose the Options menu item from the spreadsheet 2 Choose the Workbook tab GLSU Options Workbook General Attachments System System ZD8 Client 800 bd Last Updated 4 29 2009 5 31 34PM Transaction Type Post Document v IV Validate Before Post Export 7 Check File Upload History IV Show Posting Messages in Popup Export Active Worksheet Only Export Range of Worksheets je C Formatting V Auto Resize Columns V Auto Format 3 Select the Validate Before Post Export checkbox 4 De select t
14. additional support the premium user may alwaysopena support ticket but all resolutionsand communication must be performed through a premium user ThishelpsZOption keep your maintenance costs below industry averages To see who your premium usersare select Show My Contacts Using the Z Option Ticket System ZOption ussa Ticket System which allows our users to notify usif there are questions or problems with the software that needsto be resolved Features of the Ticket System are Easy creation of trouble tickets Tracking of open tickets via the user dashboard Automatic paging of ZOption technical support sta ff when new tickets are created Thisassuresa timely response 4 Upload of backup documents You can attach screenshots of enor messages Excel spreadsheets INI files etc to the ticket to fully inform the ZOption technical support staff of the problem 5 Automatic email notification when resolutions or additional comments are posted 6 Search capabilities of the Ticket System database to quickly answer questions that have arisen from other ZOption customers Premium Users at yourcompany are eligible to receive Tic ket System login Ids If they have not already done so each premium user should request a tic ket system login ID 1 The ZOption Ticket System isaccessible from http www zoption com Select Support gt Support and Licensing System Requesta Ticket System ID Fill out all of the
15. any fom or by any means without the prior written permission of ZOption Inc Notice This User Guide as well as the software described in it is fumished under license and may only be used or copied in accordance with the termsof such license Before using this software or reading this user guide make sure you have read understood and agreed to the End User License Agreement signed by yourmanagement SAP Requirements e SAP System version 4 7 Enterprise or later e Transport install package from ZOption e Userauthorizations for transactions FBO1 FBV 1 FBS1 FBB1 as needed and othersaslisted in Section 3 of the Technical Installation at end of this manual Minimum PC Requirements e WindowsXP Vista 7 or8 Microsoft Excel 2007 2010 or 2013 SAP GUI Currently supported version from SAP Hardware asrequired by Windows OS version GLSU supports double byte character sets East Asian Languages e GLSU supports the use of SSO via SAP SNC Secure Network Communication If SNC is propery installed on the desktop no additional setup steps are required in GLSU e GLSU supports the use of portal and multi portal login via some native SAP configurationsora custom J ava servlet solution For more information Page 5 please contact ZOption Support e SAP Fl interfaces and therefore GLSU asof the date of publication support posting to a leading ledger when parking documents Posting functionality is supported SAP note
16. cell in G LSU will no longer display balanced Since there are multiple documentson one sheet this functionality isnot feasible in the context of dropped headers However pre validation will still be performed to ensure each individual document balances If an out of balance situation occurs a pre validation message will be issued If you double click the eror GLSU will highlight the range of amountson the worksheet in which the out of balance condition occurs Page 62 Multiple SAP Systems Many SAP users work in an environment where there are multi ple productive environments of SAP or development testing environments GLSU gives you the ability to download master data from as many of these environments asrequired Each time you download data from data a different SAP client a new and unique file of master isdownloaded to yourPC These files must be refreshed individually GLSU Options 1 3 Workbook General Attachments System SystemZ0sGlents00 v System ZD1 Client 100 Last Updated System D2 Client 020 System ZD3 Client 020 System ZD4 Client 800 System ZD5 Client 800 System ZD7 Client 800 Transaction Type pub st Sac IV Validate Before Post Export Check File Upload History IV Show Posting Messages in Popup Export Active Worksheet Only C Export Range of Worksheets oe Formatting MV Auto Resize Columns V Auto Format Choose the Options me
17. enor 4 Field STODT Reversal Date 5 Field STGRD Reversal Reason Page 50 GLSU Options Foreign Currency Adjustments On SAP systems 4 6x and newer GLSU will allow you to book Foreign Currency Adjustments documents as well as nomal Workbook General Attachments postingsand parked documents System System ZD8 Client 800 7 Last Updated 3 22 2013 11 37 58 AM Adjustment document by Add System Transaction Type PostroreigniGurrency v This is equivalent to transaction FBB1 in SAP You will need to tell GLSU explicitly that you want to booka Foreign Curency 1 Choose the Options menu item Post Document IV Validate Bef ve p Park Document 2 Choose the Workbook Accrual Deferral Tab Post Foreign Currency C Export Range of Worksheets 3 Choose the Post Foreign Curency option in the Export Active Worksheet Only i nsaction Type drop own box 4 When choosing fields for to Formatting V Auto Resize Columns V Auto Format your template add any additional amount fields such as DMBIR Local Currency and or DMBE2 Local Currency 2 and or DMBE3 Local Curency 3 Master Data Value Lookups GLSU allows you to look up certain master data elements inside the spreadsheet This functionality works simila rly to the way search helps work inside SAP To see the lists of master data values 1 Put your Excel cursoron a field 2 Rick click your
18. information uF WN Once yourtic ket system ID hasbeen confirmed you will receive an email you may login to the Page 107 ticket system on the same support page by clicking Log onto Ticket System Page 108 Export a Document 2 Step Posting Process You may choose to post yourdocument to SAP using a batch posting method The batch posting method exports an uploadable file onto yourPC Many times this will be used to troubleshoot an issue and may be requested by Z Option Support From the GLSU menu 1 Choose menu item Export 2 Select Copy Filename to Clipboard 3 Login to SAP via the SAP GUI if you are not already logged in Execute transaction ZG LSU Paste Ctr V the filename from step 2 into the PC Spreadsheet Output File field 6 Pressthe green execute F8 button Note The file issaved under the same name as your spreadsheet and with a L extenson See Processing Export Files for more detailed information with screen shots about manually processing the files in SAP Page 109 Technical Installation There are 4 main steps that must be completed for ZO ption GLY to run on your productive SAP system Install the transports and import them into SAP Set up the logical filenames for your system Set up user authorization Transport all of the above to any systems where GLSU will be run Optional Set profile parameter URBWNE Each of these stepswill be detailed below
19. installing to the default installation path Click Next and then Finish 10 Click ok through the add in insta ller steps until the installation iscomplete 11 Start Microsoft Excel and note the new GLSU menu in the ribbon Page 32 Standard Users Step3 Create your first GLSU spreadsheet Once the GLSU Add in hasbeen downloaded to your PC and activated you may now begin using GLSU To proceed you may either Initialize a new spreadsheet or download an existing template from the SAP server Thissection explains how to set up a spreadsheet from scratch The next section explainshow to download a template which hasbeen created and customized by your company s Premium users To Initialize a new spreadsheet perform the following steps 1 Download and activate the GLSU Add in See the previous section for detailed instructions 2 Choose GLSU from the Excel Ribbon if not already selected 3 Choose Initialize 3 Home Insert Page Layout Formulas Data Review Developer Add Ins EzySolutions for SAP Acrobat GLSU ea 5 a E Em ai F an amp Ws Retrieve Validation Data W amp Show Validation Info Post Park Export Validate Show Validation Options Choose Refresh taaout Initialize an Show My GLSU Fields Descriptions Links Contacts Export Default Language version Info Processing Tools Utilities pE A A a 4 Inthe Initialize Worksheet dialog i a oK Initialize Wor
20. may also copy to the clipboard or insert a worksheet of errors from the Validation Errors dialog To do this simply right click and then select the approprate option After insertion of an errors worksheet you may use the hyperlinks In Excel 2000 or later at the left of the newly created worksheet Please note that these message are only valid until changes are made to the contents of the worksheet or the worksheet name ischanged Itis also possible to printa list of errors from this worksheet Simply use the standard File gt Print functionality from within Excel Page 68 Retrieve Validation Data GLSU will allow you to retrieve the SAP maser data you have chosen to validate against on a off line or real time live basis To download the SAP master data into your PC INI file From the GLSU menu 1 Choose the Retrieve Validation Data menu item You will only be able to retrieve validation data via this method fordatasets which are 5 megabytesorless Forlarger off line datasets you should login to SAP execute transaction Zs LSU and select Send Validation Now or configure more live validationsto reduce the PC footprint The appropriate SAP master data values and texts along with SAP fields and structures will be downloaded to yourPC For mos GLSU implementations you will only need to perform this function when you have added a new document type or legal entity Company code Ea cay Home Insert Page
21. mouse from that field 3 Pick Pick GLSU Values 4 Onthe Choose a value for Dialog choose the appropnate master data value Page 51 Account Posting key Right click on the cell Petty Cash Cash Bank Boston Cash Clearing Cheques Issued AJR Trade AJR Adjustment Acct Down Payments Paid Allow Doubtful Accts Interest Receivable Inventory Raw Mat Inventory Semi FG Inventory Fin Good Use the search box to lookup master data values Any of the columnsin the Choose a value dialog box may be sorted by clicking on the column header Subsequent clicks on the header row will sort the fieldsin ascending or descending order Note If you choose a field that you do not have configured for pick values then the Choose a value dialog will not appear Forall date fields a calendar will be displayed to choose an approprate date GLSU handles date formatting differences between Excel and SAP as long asExcel recognizes the cellasa date Pick valuesare available for many CO PA fields Page 52 GLSU Date Selection April 2006 these are fields which start with RKE however descriptionsand validationsare not available for these fields Another way to lookup the SAP master data values is by using the F4 key on your keyboard since many of our custo mers already use the F4 key for other functionality Z Option has made the F4 key optional when using GLSU To
22. need to run GLSU SECTION 5 OPTIONAL SET PROFILE PARAMETER Page 114 5 1 If users will require document drill back functionality from Excel system profile parameter sapgui user scripting will need to be set to TRUE Supported Technical Environment Notes When configuring logical file pathsit is important that the file paths specified are either Network File System or Windows Shares common and writable acrossall application servers if the environment has more than one application server Since GLSU jobsare load balanced it ispossble that jobs will be started on application servers other than the one the userhaslogged onto BDC Log files stored at the application server OS level must be configured to be read by all application servers The default path suggested by SAP is us sap lt SID gt SYS global If this directory isnot common to all application servers the financial document number may not be able to be retrieve by the GLSU application since the document number is retrieved from these files SAP Upgrade Notes If you are upgrading your SAP system from any 4 0x 4 5x 4 6x or 4 7x version to any of these versions you do not need a separate transport from ZOption Although there are Sig nificant differencesin the SAP repostory components for these SAP versions all of the objects necessary to run in each of these environments are delivered with one code base Therefore an upgrade of the ZOption software
23. site Aaaa aa aaa aaa aa 92 GLSU SAP Side Installation Check Technical Project Team Utility 0 ce cette erect ee teteeeeeeteeeerenaes 97 Premium Only Default and Hidden Field List ccccccccssseeereeseessseeeeeessseessneeeeeesessessneeneeeesssesssaanneeeegs 98 Premium Only Maintain Technical Options eee een errr ence nnn eens eeeennnenteeeeeseesenaanneeeegs 99 Premium Only Create Off Line Validation File ccccccceeeeeceeseieeeeeessceeseeeeeeeesseeseennesesssseesaanneeeegs 101 Premium Only Default User Settings 0 0c ne i ne ere eee eee et aee ee naeee ee EENE Enna 103 MOUDIE SHOOTING lt 222 2 2 2 cceczczctececccesecececetecececetecedecedecededcdeceBecedecececedecetecedecececedecedecetecedecececececedecdtecetececeds 106 Getting Help from your Premium Users c ccc nn nr nn nnn Ee eee eeenninneeeeseeneaaeees 106 Using the Z Option TICKERS YSTOM iva sk fac hic fe ek fas Fa taney a ds ak tha aes Jaan a cava ta ntact ce 106 Export a Document 2 Step Posting ProCesS 0 ccccese tet in ee eae ee rater enna aeeteaeeeeneaeeetnaaeeeneaaes 108 Technical INStallation iii ce nn EEE REE a SE aaa EE i Daa Maa TSA eee nnn ener 109 Tademarks SAP is the registered trademark of SAP AG Microsoft Excel is the registered trademark of Microsoft Corporation All other trademarksare the property of their respective owners Copyright 1999 2014 ZOption Incorporated No partof this User Guide may be reproduced in
24. the words IG NORE COMMENT or SKIP Note for customers using a default language otherthan English These values will be in the native language you have installed and transated 2 GLSU will then ignore these rows when creating the AGL file 3 All other rows with data are posted nomally You can often use native Excel functionality to calculate when a row should be skipped For example if the dollar ofa calculated amount isO in column A of your spreadsheet you could use the formula SF D8 0 Skip This could then be copied to all subsequent rows to avoid 0 curency wamingsat the time of posting Multiple Worksheets GLSU spreadsheets can have multiple worksheets When posting each of these worksheets will create a separate SAP document Page 59 When posting you may wish to post one all ora range of these worksheets in your spreadsheet You could use this feature to have GLSU ignore a worksheet which contains all of your calculations which then feeds the posting worksheet s via formulas eau GLSU Options mrt Sam Workbook General Attachments System Systemz0eGients00 v Last Updated 3 22 2013 11 37 58 AM Add System Transaction Type Park Document v V Validate Before Post Export Check File Upload History IV Show Posting Messages in Popup m Export Active Worksheet Only c Export Range of Worksheets is E Formatting IV Auto Resize Columns JV Auto Format
25. 26 2000 15 86 21 600000024 09 27 2000 10 48 05 600000025 3 Show Upload History Clicking on this button will display the dialog box shown above It shows files which have been posted to SAP under your SAP login ID It shows file name date time and SAP document numbers 4 Clear Upload History Clicking on this button will delete ALL history from SAP about what files have been loaded under your ID 5 The Print Upload History option will display an SAP printer friendly version of the listing see below GLSU Upload History Report System 201 Citent 100 User I0 EVANSX Date Tise Document Filename Customers Clarke Amertcan cl ark Customers Clarke Amertc Customers Clarke Americ Customers Clarke Amert Customers Clarke Amertc Customers Clarke Americ Customers Clarke fuer tc Q uet caers CI arke taar Cat Set COANA ON pecunents asot z l 06 2 Tesi Cu stomers Canadtan Niagra c les Oustosers Canactat Wiagratc les Custoeers Canactan Wiagr les Oustomers Cansctan Wi agr les Custowers Canadtan Wiagr les Oustowers Cansctan Wiagratc Cesktce Shortcuts expense report 26L Nt Sales Custowmers Maxtor maxtor JGL nt Sales Custowers Mai maxtor5 ZGL SAP t J8 C00 ONA DODDA SSSSSSSaaaans2l22s2a5 pi gt Page 92 Spreadsheet Templates Spreadsheet Templates can be stored on your SAP server This functionality allows the efficient distribution of templates to y
26. 7 10 or later this is automatic If you are unsure what you have installed please contact the department responsible for SAP GUI deployment First open your SAP GUI settingsand open the Code Page settings Under Upload Download Encoding you will need to select Unicode UTF 16LE and select OK Repeat this step foreach double byte SAP system you will use with GLSU Note If you cannot change these settings you may need to speak with your desktop administrator group orthe group who handlesthe deployment and maintenance of the SAP GUI Second if GLSU is already installed open Excel and perform the following steps From the GLSU menu 1 Choose Options 2 Choose General tab 3 Tum Unicode File Handling to On 4 Select OK Page 77 GLSU Options Workbook General attachments Language Enalish 7 Font Tahoma 7 IV F4 Pick GLSU Values C off On m Unicode File Handling Reset Clear BELNR Option After you have performed the stepsnecessary to enable support for double byte character sets you can ensure GLSU is able to display these sets by performing a Pick Values on any supported field Pick a company code which you know contains double byte character sets You will see a display similar to below In thisexample both Korean and English texts are disolayed smultaneously Page 78 Choose a value for Account Cust Block Name
27. 961805 corects entries to all available ledgers when parking for manual on line entries only e PC Application must be installed as an Administrator Manual Version e This is GLSU Manual version 5 0a Page 6 This page intentionally left blank Page 7 Introduction Page 8 Introduction Have you ever wished foran easier way to get financial data into your SAP system Chancesare your organization uses many homegrown applications and or spreadsheets to pre process your data before entry into SAP This may require many hours of unproductive data entry time by your processing departments or IT organization Maybe you are already using a simple batch input loader but wish you had the flexibility to handle numerous requirements from different departments in your organization Maybe you wish that you could do batch input with fewer erorsin a more timely manner GLSU by ZOption allowsan organization to streamline its financial data entry functions GLSU providesa flexible and intuitive spreadsheet interface for collecting and posting transactions to SAP From smple recuning general joumal entries to allocations thousands of lines long GLSU solves many common SAP data entry problems Post directly to SAP without leaving Excel Ez a Home Insert Page Layout Formulas Data Review View Developer Add Ins EzySolutions for SAP Acrobat GLSU ma pae F Ea E JE mS eae json Jz Retrieve Validation Data ey Sad PR ae E g x Ey aw a
28. Address 301061 HRES 1 1234 Main Street 463 455 Seoul 301062 thE 2 1235 Main Street 344 462 Seoul 301063 S tEBS 3 1236 Main Street 463 822 Seoul 301064 thE 4 11 30 555 Main 203 102 Seoul 301065 9 DHODI 1 1 990 555 Main 123 223 Seoul 301066 retO DHQ 2 102 1 555 Main 334 334 Seoul 301067 H 2 DHODI 3 10 11 555 Main 345 111 Seoul 301068 retO 7124 Q 4 10 11 555 Main 556 345 Seoul 301069 Tim Curtin 1 43 555 Main 334 335 Seoul 301106 GaNa 131 9876 5432 131 010 Seoul DongJak qu SangDo Search Search Reset Select Cancel Document Attachments BDS GLSU supports the attaching of the spreadsheet file to the posted documents in the SAP BDS Business Document Service for supplemental documentation and audit purposes Regular postings parking accrual deferal and posting foreign currency transaction typesare all allowed with the document attachment feature There are several ways this functionality can be configured Important Note Asa premium and standard user you must select the Send Validation Now option from the ZG LSU transaction for these settings to take effect From a premium user perspective you can set the options so certain optionsare alwaysenforced orcan be determined by the end user From the Zs LSU menu logged in asa GLSU premium usen in SAP 1 Choose Premium User Functions 2 Choose Maintain Technical Options
29. Document enhancement Facilitates quick creation of a GLSU template with data from existing SAP financial documents Show blocking indicatorsin pick lists for Cost center Profit center and Intemal orders Add pick values for Reversal reason fields with fixed values and select fields with SAP check tables Pre validation of accounts which are Post automatically only and Reconciliation accounts and exclude from F4 pick lists Option to view SAP Message Long Text information in pre validation GLSU functions available in Excel Ribbon Premium User controlled Default User Settings New features in GLSU verson 4 2 1 2 Sup port for Windows 8 Excel 2013 Sup port for Multi Portal SSO Single Sign On New features in GLSU verson 4 1 1 Pre validation enhancement for Cost Accounting and Financial Account line items within GG BO Sister configuration transactions OKC7 and OB28 respectively configured coding block checks usually including PAI exit for customer fields in coding block asset checks SD order checks funds management checks CO relevant fields Fl relevant fields MM relevant fields and joint venture checks Document number drill back from Excel to interactive SAP screen New features in GLSU verson 4 0 1 Attach source spreadsheet documents to the BDS Business Document Service in SAP Shows cross company intercompany and split document numbers Double by
30. GLSU Version 5 0 User Manual ZOption 417 Oakbend Suite 200 Lewisville Texas 75067 www zoption com 877 653 7215 972 315 8800 fax 972 315 8804 Page 2 This page intentionally left blank Page 3 Table of Contents Table of Contents wisi onon pun unana ORAN RO ER ORO GDR RAN R R RaR EON GR aR 3 How Does GLSU Work sszscccseiseseictenes cctasinsteataencesnaa anise AAAA REAA ARA EA ALAA NeR 10 Customize Your Spr adsheels ci civcisci cesses cicaceekaecetesieisauaehweceusshaceuneehasnedseaavunucehavsueceaavevenchapephsenauuxiacharseuces caus 12 Customize by Deparimentiicci ascii ated etd a ee ee ee ah aires eee atin alee 13 Validate Data Before Posting a nn rn ener eee AEN E AE 14 Definition Of USOPS ysni ee aaea e aaa e a e a aaa e a e a aaaea 15 Whats N win GLS aennounnourni oni E E E A E E E O cn tatets 16 SOX Compliance eke cesses aae iia A i a aa iia A Aa eiaa aaa i E a a eiaa aa ia A A aE 17 Getting Staite secccccscscccctcrcseceedececctecetedetecetedetecctetatetetecetecctcctectedetecetetetecstocctecctecctecetetetecctetetecetecctecetecetets 20 Getting Started for Premium Users ccc cee te ee eee a ee eee ene aaee eee e ene aaaeeee eee tnenaaaeeeeeees 21 Step 1 Maintaining the GLSU License Premium Onlly 0 ccc tte eerie teeta e ee enae ee enaeeeeeaeeeeneaeeeened 22 Step 2 Maintaining Premium Users Premium Onlly 0 c cece ete ieee eee eee entrees tnaeeeetea
31. OMMON sy subrc 0 RFC1 sy subrc 0 SRFC Sy subrc 0 SUSO sy subrc 0 SYST sy subrc 0 SYST sy subrc 0 1 RFCH sy subrc 0 0010 F_BUKF_BUK Post Accrue sy subrc 0 0611 F_BUKF_BUK Post Accrue sy subrc 0 1000 F_BUKF_BUK Post Accrue sy subrc 0 2000 F_BUKF_BUK Post Accrue sy subrc 0 3000 F_BUKF_BUK Post Accrue sy subrc 0 nae w w hale He hide fies i AARRAAA wo a Page 98 Premium Only Default and Hidden Field List Asa premium user you can configure the possible SAP fields which will be displayed and defaulted in Excel This promotes ease of use and lack of confusion for fields which your company may neveruse oruse infrequently To configure the list of default and hidden fields perform the following 1 Start transaction ZG LSU 2 Select Validation Options 3 Choose option Select Hidden and Default Fields at the bottom of the screen you may have to scroll down 4 Check the appropriate options for fields you wish to Default and fields you wish to suppress from display Note Suppression doesnot cause the field to be unusable in GLSU it Smply doesnot display the field isthe possible fields list asthe default Date Cross CC no Clearing proc Calculate tax Document type Arch doc ID Date Branch no Number of Pages Correspondence Note Payment advice information Special G L ind I Ul OWM i i O 1 aaa CAT th th a a th Tt a ___Selecaidden and Default Fields
32. _LIVE DOC EXTRACT R3TR FUGR ZOPTION COMMON Contains ZO PTO N PING ZOPTON G ET PREMIUM_USERS ZOPTION USER R3TR MSAG ZO PTION GLSU R3TR PROG ZOPTION GLSU R3TR PROG ZOPTION GLSU PRINT HISTO RY R3TR PROG ZOPTION GLSU SEND CONFIG R3TR PROG ZOPTION GLSU_TOP_CONSTANTS R3TR PROG ZOPTION GLSU TOP TABLES R3TR PROG ZO PTION HIDDEN R3TR PROG ZOPTION GLSU SEND CONAIG_OFFL R3TR TABL ZO PTION VAL R3TR TABL ZO PTION ZDATA R3TR TABL ZO PTIO N UVEDES R3TR TABL ZO PTO N UVERET R3TR TABL ZO PTION LV_IN R3TR TABL ZO PTION LV_OUT R3TR TABL ZO PTION PIC KUST R3TR TABL ZO PTIO N C USIMSG R3TR TABL ZO PTION FIELD_ COLUMNS R3TR TABL ZO PTIO N ZBSEG R3TR TABL ZOPTION MSG_LOG_ TX R3TR TABL ZO PTION Z OG R3TR TABL ZO PTION ZBAPIRETURN1 R3TR TRAN ZO PTO N G LSU R3TR TRAN ZG LSU Page 116 R3TR VDAT V_FILENACI R3TR VDAT V_FILEPATH R3TR VDAT V_PATH
33. a fi dada eda cad ak ten ai SEEN ced aes 50 Master Data Value LOOKUDS siuen ori cdl yan cate ahad dh nade AE Aa AAN AEEA ARa AAN AE EE AAAA RAE AA AAAA ARAR KENA 50 Validate Before Post Export Option lll nnn nn A I An AAA AAA 54 Check File Upload History niidi 25 a aa a Sek baie hd GTN EA TAa wae eds oh EENE OVA aes va wu de dv Cia URE APA cna oes 55 AUtO Resize COlunniins isc ices foci ck de lok oe dec Ard oak ai detect ot Sa lea de Get ande den ds dade ates Ga leenauceuect aedeadondi dade aa dadivea duces aria 56 Auto Forrriatt Colors iii ka ei Dacia Sean Sag aac a Seca a Daan eo ai ch Nn Satcher cg aids dle ov dah te Sucve bh dead balan Meu Aeon KA AE ARAARA 56 lgnore COMMING sisi aa R a a tu the ten A dys a eat nese du dk elas co ge date ocak cad ga E A A nadie E REA 57 lanor ROWS Fertile Pedi ti Fak AN teeta eciaie E E a E nadie a E a eueuseetaedhan a dis 58 Multiple Worksheet is araudia dad dd ccndeivad EAn ria aada AS a eaa aE aAa LAE aaa AS Ea aaa cele 58 Multiple Documents on a Single Worksheet 0 eee nn nunun ANNEE AAAAEANANEEEEEANA NAE EEnnn nanana 60 Multiple SAP Syste MS rar a a ates a a E a E a a aaa Eaa E aE E aa R aa EA aS 62 Pre Validation mron aca ies a aaa a hl a ea ca ce Ae cen Beans 63 Validating the Spreadsheet i nnn nn nn aera ee A Eaa a EE AN ALESE PIA Ta Saat PEUN 64 Show Validation Info wsic fests n a r ee A A AN hectares ve eae ENA 65 Correcting Errors in the Spreadsheet ssssrssrsses
34. ached in GLSU asset in the Premium User Functions gt Maintain Technical Options gt Job Wait Time setting BDS document attachments will NOTbe updated forthe posted worksheets SAP cannot create a link to the document because no document numbers will be recorded until the SAP job runs Page 81 GLSU Options Workbook General Attachments The GLSU Premium user can set rules for attaching Workbooks to SAP Financial Documents SAP System ID zD8 Client 800 Attachment GLsU lt Title gt lt Filename gt Description OK Cancel From this options screen you can select which option suites your needs If the premium userhas selected forced options the option would be displayed here and the other options would be disabled Attachments with split documents When a GLSU document splits based on the Maximum input lines per Doc asconfigured in tcode ZGLSU GLSU will attach the spreadsheet to all of the split documents Attachments with inter company documents When a GLSU document isan inter company document denoted by NEWBK in yourtemplate GLSU will attach the spreadsheet to the header document ONLY A logical link exists in SAP under the intercompany document number Excel GLSU functionality when inside the Business Document Navigator ZOption alwaysrecommends extracting the source document from the BDS if you wish to perfomm additional functions with it rather than using the Excel functionali
35. ady document because of other SAP functionality including but not limited to substitutions custom enhancements derived values etc Load Document Document Company OK Cancel 6 The picklist will then display Configure your spreadsheet It will configure all worksheets in your spreadsheets if you have chosen to initialize more than one 7 Click the Accept button This will then format all worksheets you have selected Add Delete Columns GLSU allows complete control over which fields are available to the user Any field which is available in your FI configuration may also be posted to via GLSU As your company sconfiguration changes GLSU automatically updates the Possible Fields listing so that you always have accessto the relevant SAP fields Use the arrow buttons to move fields or you can also drag and drop the desired fields Select Fields r Fields in SAP Fields on Spreadsheet Page 41 Field Descr lt lt blank gt gt blank column MONAT Period KURSF Exchange rate WWERT Translatn Date XBLNR Reference BVORG Cross CC no AUGLV Clearing proc XMWST Calculate tax DOCID Document type BARCN Nar IN Descr Document Type Company Code Document Date Posting Date Currency Doc Header Text Document Number Field Descr lt lt blank gt gt blank column NEWUM Special G L ind NEWBK New co code Detail WMWST Tax amount Fields MWSTS LC
36. aster data to wam of potential errors before posting occurs About your User Guide This guide will help you leam how to use GLSU by ZOption It will also serve asa reference asyou attempt more sophisticated techniques The first chapter describes the high level concepts about how GLSU works The second and third chapters explain the detailed functionality of the GLSU spreadsheet and the SAP portionsof the product respectively This guide assumes you are already familiar with basic Windows and Microsoft Excel concepts menus dialogs mouse operations such asclicking and dragging This guide also assumesyou are familiar with basic SAP concepts posting parking batch sessions etc If you need more information on these subjects please refer to the appropriate Microsoft manuals or your SAP documentation or administrator For more information about ZOption and other ZOption products see our Web ste on the intemet at www zoption com Page 10 Hint Because GLSU is not written with Excel macros there is no risk of having virus problems when loading GLSU code via the Addin How Does GLSU Work GLSU isa spreadsheet uploader tool that runs in a two or three step process Ithasboth ABAP and Visual Basic Add in which work together to provide a complete solution GLSU can post data to your SAP system in two ways 1 Direct Posting 2 Batch Direct Posting allows you to enter SAP data without ever leaving the sprea
37. ation Object Field Values S PATH Full Authorization S DATASET Activity Full Authorization Delete authority isneeded to cleanup temporary intermediate files Filename Path asconfigured in Section 2 Program ZOPTION and RFBIBLO F_BKPF_BUK Company Code All required Activity OL for Posting and Accrual 03 to download master data in the INI or real time pick lists and description functionality Thisis also the activity which wasadded to adhere to SOX requirements for data access 77 for Park Document F BKPF BLA Allappropriate S TCODE Transaction Code FBS1 for Accrual FBV 1 FBVO and FBVB for Park Document FBB1 for Post Foreign Currency Adjustment S GUI Foruploading downloading files 60 and 61 for ACTVT Activity S BDS DS Forattaching documents to the BDS BKPF and ACCTGDOCMT for ClassName BO Bravo Oscar for Classlype 01 05 and 30 for ACTVT Activity Additional activities as required S BDS D Forattaching documents to the BDS 01 05 and 30 for ACTVT Activity Additional activities as required BDS for LOIO_CLASS oras configured SECTION 4 TRANSPORT TO OTHER SYSTEMS 4 1 Transport allof the above to any systems where GLSU will be run If necessary remember to add the ZGLSU profile to any users that
38. be booked to company code 2000 Posting date Currency Doc header text 5 5 2003 5 2003 USD Header 125 Loan to Shareholder 832 Misc Exp Page 73 VAT VATtaxes are calculated by your SAP system at the time of posting VATtaxesare calculated by SAP configuration thatisnot available to GLSU While GLSU cannot calculate European VATtaxes insde the spreadsheet it can allow transaction which contain VATtaxes to be successfully posted Header Field XMWSTisthe Calculate Tax field This field can be added to your spreadsheet using ZOption gt Choose Fields A user can add the field XMWSTto their spreadsheet and populate it with an X see below Once populated the Calculate Tax field will un engage the standard GLSU balancing functionality that prevents GLSU from posting entries where debits do not equal credits Once populated the balancing formula in the line item header willbe changed to taxcalc see below The user is given the respongbility of sending GLSU and SAP an entry which will be propery balanced after VAT taxes are calculated and added to the posting SD Header Cest center Tax code Jurisdict code 125 Loan to Shareholder 9 50 832 Misc Exp 1005 U1 AB1234 10 50 834 Office Supplies 100 1006 U1 AB4333 50 835 Parking amp Tolls 100 1007 U1 AB2536 836 Postage amp Delivery 100 1008 U1 AB7890 Page 74 Select Fields Document and Line Item Long Text
39. by using the spinner arrows on the right hand side Fields in SAP Fields on Spreadsheet Field Descr a Descr lt lt blank gt gt blank column Document Type MONAT Period Company Code KURSF Exchange rate Document Date WWERT Translatn Date Posting Date XBLNR Reference Currency BVORG Cross CC no Doc Header Text AUGLV Clearing proc Document Number XMWST Calculate tax DOCID Document type RADION Dac IND Field Descr Descr lt lt blank gt gt blank column Posting key NEWUM Special G L ind Account NEWBK New co code Amount WMWST Tax amount Text MWSTS LC tax Cost Center MWSKZ Tax Code Profit Center XSKRL W o c disc FWZUZ Addit tax HWZUZ LC provis ALIENID _ Order v Search Search Reset I Show Hidden Fields Accept Cancel Page 43 From the GLSU menu 1 Choose menu item Choose Fields 2 Inthe Selected Fields column choose the field you want to move 3 Use the up and down amow buttonson the right side of the screen to change their order Headerand Detail fields work separately Click the Accept button when finished Page 44 Post a Document GLSU gives you two waysto update your SAP system either via a direct posting orby a batch upload process From the GLSU menu 1 Choose menu item Post Park 2 Onthe SAP Logon screen choose the appropriate SAP system and select OK 3 On the SAP Logon at SAP sc
40. code WMWST Tax amount Detail Fields MWSTS LC tax MWSKZ Tax Code XSKRL W o c disc FWZUZ Addit tax HWZUZ LC provis ALIENID Order Field Descr gt Field Desr NSI NEWBS Posting key NEWKO Account WRBTR Amount SGTXT Text KOSTL Cost Center PRCTR Profit Center Search Search Reset Show Hidden Fields Accept Cancel Each time a header field which is dropped changes a new document will be posted Itis important to note that any headerfield which changes will tiggera new document whether it is just one dropped header field or every dropped header field Ifa dropped header field is left blank it will inhent the last non blank value Page 61 3 documents will be created one for each unique entry 4 Microsoft Excel dropped_header xls S Eile Edit View Insert Format Tools Data Budget eZIO GLSU Window Help WebEx Acrobat Dee SAY SMAPS O Bx AMA MB 0 F18 bd A B es i__ 3 a ik G 4 3 Header Document type Company code Document date Posting date Currenr y 4 SA 0010 12 12 2005 12 12 2005 USD 5 7 Line Items SWL Account Amount Text Reference Doc header text Bi 40 111010 100 refdoc same tgxt on all 9 y 50 111120 100 refdoc 10 40 121005 100 refdoc2 11 50 121010 100 refdoc2 12 40 131000 100 refdoc3 AFi 50 133000 100 refdoc3 14 All 3 documents will contain the same Document Header Text When using dropped header functionality the balance
41. d to rename and save your file and post again Auto Resize Columns GLSU hasa feature that re dzes the spreadsheet column widths each time you adjust the spreadsheet using the Choose Fields picklist This feature wasadded so that fields of various widths would alwaysbe presented propery on the spreadsheet This feature may be over ridden at the user s option Example If you have down custom formatting to your spreadsheet so that it represents a form you would probably want to tum this feature off From the GLSU menu 1 Choose the Options menu item from the spreadsheet 2 Choose the Workbook tab 3 De select the Auto Resize Columns checkbox Auto Format Colors GLSU will automatically format the colorsand appearance of the spreadsheet each time the Choose Fields pic klist is activated However the user may be using GLSU to emulate a specific form fordata entry and may not desire to have the soreadsheet reformatted each time a change is made to the columns The reformatting setting can be disabled at the user s option Tum this feature off if you are not happy with the gray blue and white colorscheme of the standard ZOption templates 1 Choose Options 2 Choose the Workbook tab 3 De select the Auto Format checkbox Hint Use blank columns to store Excel formuls for calculations You can also use the columns for the metrics used in allocations Page 57 Ign
42. dited then it is time to move to the next section Getting Started for Premium Users Page 21 Getting Started for Premium Users Premium users at your ste will be responsble for maintaining the specific users who will be using GLSU After the GLSU software hasbeen propery installed on your SAP system use transaction ZG LY to start the G LSU program Premium user functions are accessed by clicking on the Premium User Functions button Premium User Functions Maintain Templates Upload Addin Maintain Premium Users y Maintain Standard Users To get started the Premium User s need to do the following tasksin order presented These stepsare explained in detail on the next few pages 1 Maintain the GLSU license This step tells your copy of GLSU how many seats have been purchased by your Company 2 Maintain the Premium Users You will need to name atleast one premium user before anyone can post using GLSU 3 Maintain the Standard Users You can eitherhave GLSU auto register the standard usersoryou can name them manually Page 22 Step 1 Maintaining the GLSU License Premium Only The first step in getting G LSU running is to setup maintain the GLSU license Execute transaction ZG LSU in SAP Once in the GLSU transaction type PREM in the SAP command boxand pressenter Clicking on the Maintain License button from the Premium User Function screen displaysthe following dialog box Note
43. dsheet Excel dialog boxes tell you if the posting was successful and retum the SAP document number and other SAP messages upon a successful post At the highest level the GLSU batch posting functionality worksin a two step process 1 Userinputsdata into the spreadsheet Thisis the posting data which will then be posted to SAP These entriescan be aslong asyou require You are not limited by any SAP limitationson document posting size and you can post multiple worksheets ata time 2 Post the export file to SAP Using the GLSU custom transaction ZG LSU the user will then post the data to SAP using a smple procedure Installing GLSU the first time isa Smple processand is explained in detail in the next chapter Getting Started Installing GLSU involves activating the GLSU add in in Excel The GLSU spreadsheet functionality is provided by an Excel Add in This add in is written using Microsoft Visual Basic for Applications Page 11 Add Ins available E Analysis ToolPak Z Analysis ToolPak VBA E Conditional Sum Wizard Euro Currency Tools Global s Distribution Manager Global s Spreadsheet Server Net Internet Assistant VBA Lookup Wizard E Solver Add in Z Option Ezio VAI Z Option Gisu 4 Z Option Glsu Ribbon Z Option Livexpress Zoption Budget Loader Z Option Glsu Z Option GLSU General Ledger Spreadsheet Uploader V5 0 130207 Once activated the Add in wil
44. e document because no document numbers will be recorded until the SAP job runs or wo BJU ESB SX BB RR _ o A c thes text would be centered in the editorthis would be the second line since there is a sem appl adeeb ie options New Lines can be entered either with the semi colon character or Alt Enter Notes c this text would be centered im the editor thes would be the Paragraph justihed second line since there is a semicolon Centered i this line would not be centered Paragraph lon aligned this is text for the second kine item Continuous Text Extended Line Raw Line Line Feed alad eae OB 25059 AM OB Line Feed and Extence Line Feed and Raw Line Display Notes 300001000000552003001 Language EN Command Line Rp Formats ap 1 Comment Line this text would be centered in the editor his would be the second line since there is a semicolon line would not be centerede This is a typical listing of formatting options Your system may have different chocies iat Page 76 Double Byte East Asian Languages GLSU supports the use of double byte character sets If you intend to use GLSU with one or more double byte characters sets you will need to make a couple of changesdetailed below You will need the Unicode RFC Libranes on the desktop in the SAP GUI This can be found in the Development Tools section during the SAP GUI installation procedure for 6 40 and earlier For SAP GUI
45. e PC workstation Thisisan optimal configuration for an in house user with direct accessto SAP However many customers use GLSU to create spreadsheets which can be used off line Since the pre validation pick lists and descriptions are major features which would be lost if the extemal user was given a local validation file INI we provide the Create Offline Validation File function available to only premium users In order to create an off line validation file perfom the following steps Login to SAP Execute transaction Zs LSU Select Premium User Functions Select Create Offline Validation File Enter or select the offline validation file you want to create Note Be certain not to overwrite your personal local file NOW SP Ww 8 Enteryourselection criteria Leavea 2 in all fields you do NOTwantto be downloaded to the off line validation file A blank in the selection criteria will select all valuesor you can limit the selection based on specific criteria 9 Execute the program Page 102 Z Option GLSU Create Off Line Validation File E o l H Page 103 Premium Only Default User Settings Premium Users can set default values for all Balancing Account Info values Maximum Input Lines per Document and No Data Character This is extremely useful for large implementations where the number of GLSU users may be in the hundreds orthousandsof usersand you do not want t
46. e click the queue for the system into which you want to import the transports usually your development box When the Import Queue is displayed select Extras gt O ther Requests gt Add and enter the first transport number e g 22K900193 Confirm that you want to add it to the queue Do this for each of the two transports 2D2K900193 and Z2D2K900197 1 4 Import the transports using Request Amport You will need to import the AUTH transport into any clients where you want to use GLSU since it contains client dependent data The GLSU MAIN transport is only client independent objectsand should be imported first If errors occur try re importing the file using more overide flags Some enorsin importing are unavoidable If something failsto generate try importing it again and then try manually generating the object If you get stuck call usat 1 877 653 7215 1 5 Make sure to repeat the AUTH import into all clients where ZOption GLSU isto be used FK SECTION 2 SETUP LOGICAL FILE NAMES FK UPG RADE NOTE IF YOU ARE UPG RADING FROM A PRIOR VERSON you probably already have the logical filenames set up those have not changed in the upgrade If you are in a technical environment that has more than one application server please read the Supported Technical Environment Notes section below before starting this step for important information 2 1 Determine what path you would like to use to st
47. e role and profile are both called ZGLSU You only need to use one orthe other not both If you transport user masters then you will need to add the ZGLSU to the users profiles in the source system and transport Otherwise you may have to wait until the AUTH transport hasbeen imported into production The following isa list of authority objects contained in role profile ZG LSU for system administrators who wish to add the authority objects themselves instead of using the Z Option delivered role profile Authorization Field Values Object S TCODE Transaction code FBO1 SM35 ZG LSU S BICH JOB JobAction RELE JobGroup S BDC_MONI Batch input monitoring activity DELE Session name FI GLSU S RFC Activity 16 Name of RFC to be protected ZOPTION GLSU Page 113 ZOPTION COMMON RFC 1 SRFC SUSO SYST RFCH BATG message long texts BDS BAPI forattaching documents 0002 for document drill back Type of RFC object to be protected FUGR The following objects will be required to run GLSU but are NOTprovided in the security profile that is delivered in the transport The reason for thisis 1 In many instances the user role will already have this authority 2 ZOption does not know the file configuration system setup at each of ourclients nordo we want to give too broad access compromising client security for situations where you may wish to limit thisaccess Authoriz
48. ection Page 18 This page intentionally left blank Page 19 Page 20 Getting Started This getting started section is broken into three sections 1 Technical Installation This isdone by your company sBASISteam and isthe first step in the process Technical installation instructions are detailed in the last section of this manual 2 Unlock the GLSU Licenses This step is the second in the installation process It takes place after GLSU hasbeen installed on your development platform License Unlock proceduresare done by yourcompany s Premium User s Thisisthe point where you will configure GLSU with the Premium and Standard Users 3 Posting your first spreadsheet After GLSU has been technically installed and unlocked you will want to post your first simple spreadsheet This section will explain the stepsrequired to do this by introducing you to the basicsof GLSU s functionality The following section will explain GLSU s capabilities in much greater detail Step 1 Technical Installation Proceed to the last section of this manual This section contains the sequential steps necessary to install the GLSU transport onto yourdevelopment system Instructions for using the GLSU Ticket System are also explained in the Technical Installation section at the end of the manual Once the GLSU transport has been installed the logical file path hasbeen configured and necessary authorization profiles have been e
49. eeeete 24 Step 3 Maintaining Standard Users Premium Only 0 ccc eter eee teen e ee enae ae eeaeeeennaeeeene 26 Step 4 Uploading new Add ins Premium Only 0 ccc cee einen i ieee nee e en ae dentate eeeaeeeetnaeeeeia 28 Getting Started for Standard USES c ccc eee nr ee reer rena eee AEAN aaea Aa aaa aad aiaia 29 Standard Users Step1 Set your GLSU validation choices ccceeeieeeeseereeeeeeessesesieneeeesssssnaaees 30 Standard Users Step2 Download Install the GLSU add in aeee 31 Standard Users Step3 Create your first GLSU spreadsheet cccccccccccseereseeesrsiieeeessssssieeneeeeesssesaaees 32 Other Spreadsheet Features iiciin a a a n a a a a a a a a 38 initialize New Worksheets sisi setic cceaesis etanan e AEA teed aA a A a ARAA 39 Add Delete ColuM isis i enian a T a T AA E a ETE AEE ai aitain 40 RE Oreler COMMIS a a E a a 42 Post cl DOCUIME NE o i i e iaa dea isos eee dts wid wud GA teora dei eda a a dud vA teasa du bev dad 0 44 Displaying Posted Document Numbers amp MESSAGES cceeereee eee ttn e ntanu enn aee tees ee eenaaeeaeeeeeenenaaeeeeeees 46 Document Number Drill Back i c 0 00 fait kaa hae a aa a wn a a ee 47 Posting or Parking DoCUMENIDS 0 ce nn nn eee aE ANAME SEA EA A AeA EA ANS EAA IESS 48 Accrual Deferral Booking Reversing Documents cect tn ee ren ttnn u nanantunnunn nann nnnnnn nanena 49 Foreign Currency Adjustment iani niatan aad indan
50. either long texts nor BDS document attachments can be saved because no document numbers will be recorded until the SAP job runs Doc Retention days This option will control the amount of time that G LSU remembers files that are uploaded by each user GLSU will forget filenames loaded by users when they become older than the number of days specified Disable Load Balancing When selected this option will force the background job to run on the Page 100 application serverthat the user is logged into When not selected the default setting the background job isrun in an available batch work processlike any other job Maximum Rows Returned for Live PickLists The value entered here specifies the maximum number of records that will be retrieved to avoid long runtimes for real time live pick values The default value is 1000 entries Job Class This option specifies which job classGLSU background jobs will be submitted as The possible entnesare Class A High Priority B Medium Prony or C Low Priority Max SQL Statement Size This value denotes the maximum size of a database SQL statement Depending upon your SAP database this value may need to be adjusted You should contact your DB administrator before you change the default value Note The default 64K value will not need to be adjusted in approximately 95 of GLSU installations Submit As Non Unicode With application of SAP note 723363 and or certain vers
51. he checkbox if you do not want GLSU to go through the step of validating your data againat its master data each time you create a ZGL file 5 Thisoption works the same using the Post or Export routine Each time you either directly post the spreadsheet or export the ZG L file the validation routine will be executed Page 55 Check File Upload History GLSU allows you to check the SAP system priorto posting to make sure you haven t previousy uploaded a file twice It does this check based on the filename of your spreadsheet 1 Choose the Options menu item from the spreadsheet GLSU Options x Workbook General Attachments System System ZD8 Client 800 Last Updated 3 22 2013 11 37 58 AM Add System Transaction Type Park Document bed V Validate Before Post Export Check File Upload History V Show Posting Messages in Popup Export Active Worksheet Only Export Range of Worksheets 2 a Formatting IV Auto Resize Columns IV Auto Format x cos 2 Ifthe Check File Upload History checkboxison and a file with this same filename hasbeen previously uploaded under yourusername you will receive a message box smilar to the one below Page 56 Posting Results This file was previously uploaded C Temp zd1 ZGL 2005020115 19 36 2200002810 C Temp zd1 ZGL 2005020115 19 12 2200002809 C Temp zd1 ZGL 2005020115 18 41 2200002808 3 You will nee
52. he end users to have to set these values manually one userata time In order to set these values one premium user will change their values to the appropnate values and then simply select the Save Defaults for All Users pushbutton NOTE All existing GLSU user settings which DO NOTALREADY HAVE A VALUE SAVED FOR THAT FIELD will be overwritten with the premium user s settingsand values All newly registered GLSU users settings registered after the premium user performs this action will also be created with these default settings Ifa mistake is made the premium user can reset to factory default settings by selecting the Reset for All Users pushbutton This will remove ALL settings which were created by this feature AND custom settings which were created by end users Please be cautious when using the Reset for All Users function This functionality doesNOT create settings for SAP IDs which are not registered GLSU users E ZD4 1 800 Balancing Posting Information Balancing Account Debit Posting Key Credit Posting Key Business Area Allocation Cost Center Profit Center Line Item Text Page 104 This page intentionally left blank Page 105 Trouble Shooting Page 106 Trouble Shooting Getting Help from your Premium Users Standard Users should raise all first level support issues with their premium users per the Software License Agreement signed by your principals If there isan issue which requires
53. indows NT please use the New Entries button and putin yourcorect operating system in the Syntax Group field along with the cormect physcal path for this system id If you want to set up more than one system id go back to the main Change View Logical File Paths Overview screen and press the top file foldericon Do the Copy As and repeat the instructions in section 2 2 When you are finished creating the logical file paths press the SAVE button or choose menu option Table View gt Save It will ask fora transport number create a new one so you can eadly track the logical file names 2 3 Use transaction FILE to create logical file names Now that all the logical file paths have been defined and their physical paths defined we need to assign logical file names that use those paths While still in transaction FILE click on the 3rd file foldericon Scroll to the bottom of the list and again we will select the entry called ZOPTION_GLSU_ POST 21 and press the Copy As button or use the menu option Edit gt Copy As This will pop up a screen requesting the logical file information The only thing that needsto be changed is the logical file and logical path replacing ZD1 with your desred system id in both fields NOTE If you want to also change the physical file name you may edit the Physical file field The text lt PARAM _1 gt is replaced by the system with Usemame limestamp so for John Smith whose userid is SMITH ru
54. ions of SAP 4 7 support package SAPKH47023 and ECC 5 0 support package SAPKH50005 an option wasadded by SAP to the standard load program to submit asnon unicode For installations which are known to be non unicode this setting should be checked initially unless otherwise determined by ZO ption support Custom Validations GLSU can be configured along with development to handle custom validation scenarios Custom validation development can be done via your intemal development resources or outsourced fora fee to ZOption development staff Any header or detail fieldscan be validated eitheron a line by line or total document basis Drillback to the Excel spreadsheet cell is supported Errors are denoted in Excel by CV E Custom Validation Error Only emors are supported at this time Users must select Retrieve Validation Data from the GLSU gt Utilities menu option OR Send Validation Now from the ZGLSU transaction within SAP for the new setting to take effect Custom validations are only supported with a live connection i e not supported in INI off line mode Full development documentation is provided in the ZO PTON GLSU_LIVE_CUSTVAL function module Transaction SE37 available on your SAP system after GLSU has been installed Perform SAP Substitutions Reserved for future use Perform SAP Validations Activate GLSU pre validations for Financial Accounting line item validations and Cost Accounting line item validatio
55. is not necessary unless you desire new ZOption functionality in a later release of GLSU Transport object list for G LSU R3TR TABU USR12 TABU USR12 020S BDC_MONIZGLSU A TABU USR12 020S BICH ADMS BICH ADM A TABU USR12 020S RFC ZGLSU A TABU USR12 020S CODE ZGLSU A R3TR TABU USR13 TABU USR13 020DS BICH_ADMS BICH ADM A TABU USR13 020ES BDC_MONIZGLSU A TABU USR13 020ES BICH_ ADMS BICH ADM A TABU USR13 O20ES RFC ZGLS A TABU USR13 020ES TCODE ZGLSU A R3TR TABU UST12 TABU UST12 020S BDC_MONIZGLSU A TABU UST12 020S BICH_ADMS BICH ADM A TABU UST12 020S RFC ZGLSU A TABU UST12 020S TCODE ZGLSU A R3TR TDAT SUSPR TABU USR10 O20ZGLSU A TABU USR11 O20EZGLSU A TABU UST1OS O20ZGLSU A R3TR TABU AG R_TIMEB ZGLSU R3TR ACGR ZGLSU Page 115 R3TR TABU ZO PTION ZDATA R3TR DO MA ZO PTIO N CHAR8000 R3TR DO MA ZO PTIO N CHAR250 R3TR DTEL ZO PTION VALKEY R3TR DTEL ZO PTION VALLINE R3TR DTEL ZO PTION VAL250 R3TR DTEL ZO PTION VALMSG R3TR DTEL ZO PTON MAXROWS R3TR DTEL ZO PTION ROWNUMBER R3TR DTEL ZO PTO N SHEETNUMBER R3TR DTEL ZO PTION SPLITNUMBER R3TR FUGR PTON GLSU Contains ZOPTION GLSU_ POST ZOPTION GLSU_GET VALIDATION ZOPTION GLSU UVE PICK GET ZOPTON GLSU UVE VAL GET ZOPTION GLSU_UVE_AUTH ZOPTON GLSU UVE DESCR GET ZOPTION GLSU_UVE_CUSTVAL ZOPTION GLSU_GET AUFNR ZOPTION GLSU_INSTALL_ CHECK ZOPTION GLSU_LIVE COBL CHECK ZOPTON GLSU UVE SETING_GET ZOPTION GLSU_LIVE_SUBST ZOPTION GLSU
56. ist in data during posting time will be wasted in trying to correct these enors GLSU lets the user choose the fields to validate against in SAP The SAP components of GLSU then download these values to the PC either in an off line or real time method depending upon your configuration of GLSU Pre Validation of data and SAP configuration isa large part of GLSU functionality Note As of GLSU 4 1 in addition to the validationsseen from ZGLSU gt Validation Options pre validations for GG BO Cost Accounting and Financial Account Line item validations with sister transactions OKC 7 and OB28 respectively are now checked In addition all configured coding block checksasdefined in table TRWPR usually including the following are also Included PAI exit for customer fields in coding block asset checks SD order checks funds management checks CO relevant fields FI relevant fields MM relevant fields and joint venture checks These pre validations in GLSU will drill back to the eror line orrow in Excel Technical Configuration Note OKC7 and OB28 checks will be performed when activation level isset to eithera 1 ora 2 The fields which are validated are chosen in the ABAP program See the section in the next chapter to leam how to choose which fieldsto validate against By default ina new GLSU installation all pre validations are performed and performed LIVE unless otherwise configured Page 64 Validating the Sp
57. ity EXCEPT posting This will allow employeesat yourcompany to download the GLSU add in and download the master data Page 27 To maintain the Standard Users 1 Click the Premium User Functions button in the GLSU ZG LSU transaction 2 Click the Maintain Standard Users button The following screen will display EE Ea O E F H F a H T a 3 To have GLSU automatically register users enable the Auto register users checkbox 4 To manually add new users click the New icon at the bottom of the screen 5 Enter the username and click the Check icon 6 To manually delete users click the Delete icon 7 Once yourchangesare complete click the Check icon to save your changes Page 28 Step 4 Uploading new Add ins Premium Only GLSU works with two sets of programming code The ABAP code transaction ZG LSU on SAP controls the functionality of posting and user maintenance The Visual Basic for Applicationscode controls the functionality of the spreadsheet This Visual Basic code is tored in an Excel add in Typically the ABAP and the Visual Basic Add in are upgraded together However there may be times when ZOpton releases new Visual Basic Add in separately from the ABAP New spreadsheet functionality could then be acquired without re transporting a new version of the GLSU ABAP code ZOption will provide application in the form of a SetupGLSU exe
58. ksheet Are you sure The existing worksheet will be overwritten aa 5 On the next dialog box select Initialize Note There are instructions for the Initialize from a SAP Document option laterin this manual Page 33 GLSU Options Workbook General Attachments System SystemZbsiGients00 v Last Updated 3 22 2013 11 37 58 AM Add System Transaction Type Park Document v V Validate Before Post Export Check File Upload History V Show Posting Messages in Popup Export Active Worksheet Only Export Range of Worksheets ee Formatting IV Auto Resize Columns IV Auto Format If you are installing GLSU for the first time the System will say No Systems Found In thiscase you should select the Add System pushbutton login to your desired SAP system so GLSU can retrieve vital information about that SAP system and subsequently you will be able to post to it You can perfom this function multiple times for multiple SAP system client combinations you may wish to use 6 Hit OK and the picklist will be displayed Page 34 Select Fields Fields in SAP Fields on Spreadsheet Field Descr Descr lt lt blank gt gt blank column MONAT Period KURSF Exchange rate Document Date WWERT Translatn Date Posting Date XBLNR Reference Currency BVORG Cross CC no Doc Header Text AUGLY Clearing proc Document Number XMWST Calcula
59. l provide additional GLSU functionality The functionality isaccessed by new itemsin the Excel Ribbon These menu options are explained in detail later in the manual Page 12 Customize Your Spreadsheets Each column in the GLSU spreadsheet represents an SAP data element for posting There are columns foreach headerand detail field which could be populated GLSU allows you to customize which SAP data elementsare available on yourspreadsheet Each userordepartment can use GLW ina way that is intuitive for them Adding changing or deleting fieldson the spreadsheet even PA characteristics isconfigurable and doesnot require re coding of the spreadsheet orthe ABAP load program Example Accountants may not care to validate against customersand the Receivables department may not care about Vendor master data Page 13 Customize by Department Each of your departments may have a set of fields which are unique to them but are rarely used by other groups vendors for Payables customers for Receivables etc GLSU lets you tailor the spreadsheet for the needsof these individual departments These customized spreadsheets can then be stored centrally on your SAP serveras Templates Central storage of these templates enables Consstency By having your processing personnel download these centrally stored Templates you can ensure that yourdata isbeing entered in a consistent fashion Ease of distribution Central storage of the
60. m Premium Users will be able to upload new templates from their PC to SAP Premium Users will also be able to rename the templates which are stored on the SAP server If you do not have access to this functionality you will need to be setup asa Premium User or have your Company s Premium User do this for you Note templatesare not changed on the SAP server Changes which need to be made to the structure of the template must be done insde Excel Once saved the edited spreadsheet file can be uploaded to SAP To access this functionality 1 Click the Premium User Functions button on the ABAP screen transaction ZG LSU Click the Maintain Templates button Click the add rename ordelete buttons see instructions below Maintain Templates Template Name Created On Customer Credit Memo 08 10 200 Expense Report 8710 200 Jim s Template 2 11 09 2000 evenue Accrual 08 10 200 endor Credit Memo 08710 2000 CAE ox The following pages explain how to upload rename and delete the GLSU templates which are stored on your SAP server Page 94 To UPLOAD a new Spreadsheet to the SAP server 1 Click the Upload Template icon B 2 Locate the spreadsheet on yourPC using the standard Windows dialog box shown below When found click the Open button Look in yj Demos he kyles template XLS 3 RevenueAccruall emp LS BS CustCredTemp XLS 2 Trial Bal Loader xls 3 UPSInvoiceT e
61. mp Show Validation Info Post Park Export Validate Show Validation Options Choose Refresh Logout Initialize Reset Show My GLSU Again Fields Descriptions Links Contacts Export Default Language version Info Processing Tools Utilities ENV ii Favorites Extras System Help AE CR CHR anan 8 Of SAP Easy Access 3 DY S amp S seOthermenu HE A v a create role 3 Assign users Favorites G SAP menu gt Office Cross Application Components Collaboration Projects O Logistics Accounting Human Resources O Information Systems Tools CS POH S Page 9 Far more than a simple batch load program GLSU usesa combination of configurable soreadsheet interface witha custom ABAP load program These two items work together to deliver deep functionality such as 1 Configurable work space Enter only relevant SAP data items for your specific application Customize the orderof fields All rea dsheet customization is done through dialog boxes which let you choose and orderfields from a picklist Adding changing ordeleting fields takes seconds 2 Build data entry applications Form input monthly close packages complexallocations rebates accruals etc can all be automated using GLSU Different soreadsheet templates can be created stored on the SAP server and distributed to your workforce quickly 3 Pre verification of data BEFORE posting GLSU can check yourinput data against SAP m
62. mp XL 4 allocation XLS ExpenseReportl XLS ExpenseReportT emp XLS 3 VendCredTemp XLS E GLSU Features xls File name CustCredT emp XL Files of ype Excel Templates xls amp C Open as read only 3 Use the following dialog boxto name the spreadsheet template on your SAP server Page 95 To RENAME a Spreadsheet Template which is already stored on your SAP server perform the following 1 Note this functionality is only available to Premium Users 2 Clickthe Premium User Functions button from transaction ZG LSU Click the Maintain Templates button 4 Highlight the appropriate spreadsheet you wish to edit and then click the Rename icon at the bottom of the screen shown on the previouspage 5 Type inthe new name of the template in the dialog box which then displays 6 When finished clickon the Check icon 2 Page 96 To DELETE a Soreadsheet Template which is already stored on your SAP server perform the following 1 Note this functionality is only available to Premium Users 2 Clickthe Premium User Functions button from transaction ZG LSU Click the Maintain Templates button Highlight the appropriate soreadsheet you wish to edit and then click the Delete icon at the bottom of the screen shown on the previous page 5 Click Yes in the following dialog box eNO 1 Cancel Page 97 GLSU SAP Side Installati
63. n that says Validation Options in the ZG LSU transaction The following explains each of the fields in the Validation Optionsdialog box 1 Masterdata checkboxes Activate these checkboxes if you wish to download these masterdata valuesto your PC 2 Text checkboxes Activates these checkboxes to download the text values labels forthe associated master data value These default to the OFF position By tuming these on you can see a search help dialog boxin the Excel spreadsheet See next page 3 Premium Only Suppressed Required Optional radio buttons If you are a premium level user you will have the option to make selected validation fields either Suppressed Required or Optional Thisis similar to the way SAP Field Status Groups works By Suppressing or Requiring individual fields users will not have the option to make their own choices about whether they validate for these fieldsornot These radio button selections affect the entire GLSU installation for your SAP system and affect every user Standard Users will not have the capability to change these selections These radio buttons also have no relevance when a master data item isselected to be Live 4 Premium Only Off line INI or Real time Live These radio buttons will tell G LSU the source for pre Page 86 validations pick values and descriptions If you choose off line all pre validations pick values and description values will come fr
64. nd click Generate GLSU Premium In SAP paste the premium user unlock code into the field forthe unlock code and enterthe SAP user ID you are unlocking Click the Check icon The userisadded asa GLSU premium user Repeat steps 4 6 asnecessary forall Premium Users Page 26 Step 3 Maintaining Standard Users Premium Only You can register your Standard users in GLSU in 2 different ways 1 Automatic registration GLSU will know how many licensed usersare available at your site It will keep track of the different users who have UPLOADED entries using GLSU When the license limit is reached no new user na mes will be allowed to upload entries until one of the two procedures below isperformed to free up more seats 2 Manual registration If you want specific people to upload entries using GLSU you should manually add theirlogin namesto the GLSU registered user list There are two waysto get more Standard Users access to upload GLY entres 1 Purchase more Standard seatsfrom ZOption A new unlock code will be issued which will allow more unique users to upload entries 2 Remove existing Users intemally registered as Standard users so that new users can be registered automatically by GLSU or manually by a Premium User Remember that there isa difference between Standard Users and Un Registered Users Standard Usersare allowed by GLSU to upload entries Un Registered Userscan us all the GLSU functional
65. ng if thisoption ischosen to prevent the same file from being loaded multiple times ermoneousy This isa good option to leave ON GLSU will also delete all posting history attached to your ID if needed Upload Control Check Upload History Delete ZGL file after upload Show Upload History Clear Upload History Print Upload History The following explains each of the fields in the Upload File History section 1 Check Upload History Leave thischeckboxon if you want GLSU to check its history to potentially detect erroneous double postings of entries and prompt you if you want to continue If the checkboxisON and GLSU does find the file in its intemal history it will stop the posting process You will need to rename the ZGL file or tum this checkbox OFF to continue Delete 2GLfile after upload Leave this checkbox on if you want the GLSU ABAP to physically delete the ZGLfile from your PC after posting This will eliminate any chance of an erroneous double posting continued on next page Z0ption GLSU Demos custcredtemp zgl ZOption GLSU Demos custcredtemp zgl Z0ption GLSU Demos CustCredTemp ZGL ZOption GLSU Demos CustCredTemp Z6L ZOption GLSU Demos CustCredTemp ZGL oo C oo co co vx Hoos ZOption GLSuU Demos kyles template 2Z6L Page 91 08 28 2000 20 50 24 600000019 89 14 2000 15 52 25 600000021 09 14 2000 15 54 55 600000022 09 26 2000 15 05 11 600000023 09
66. nning the program at Page 112 8 38 in the moming would have a filename like ZO P_GLSU J SMITH083371 in the path you defined in step 2 2 Repeat 2 3 asnecessary forall your system ids When you have finished creating the logical file names press the SAVE button or choose the menu item Table View gt Save Asan altemative configuration method you can choose to create one logical filename definition as ZOPTION_GLSU POSTand transport it throughout your landscape Itisimportant to note you must use extreme care when utilizing this method Use appropriate variablesasthis path will be used in all systems including production unless you choose to maintain the entries separately in each system In the case ofa mixed logical filename configuration one that contains both a ZOPTION_GLSU POST SD entry and a ZPTION GLSU POSTentry the SID entry will be used if one isavailable and then the entry without a SID 2 4 Record the transport number as this will have to be transported to all systems where GLSU will be run SECTION 3 SETUP USER AUTHORIZATIONS UPG RADE NOTE IF YOU ARE UPG RADING FROM A PRIOR VERSION most of the prior authorizations will still work the only addition is RFC accessif you want your users to be able to post their documents directly from the Excel spreadsheet via RFC connection 3 1 The AUTH transport contains a role and a profile containing authorizations necessary fora userto run GLSU Th
67. ns These are the same SAP validationsas configured in OB28 and OKC7 respectively NEVER Delete BDC Sessions When this option is checked GLSU will never delete the sessions contained in transaction SM35 whether they are successful or not Use Header Company w split Activating this option will place the header company of the workbook asthe header company on EVERY SAP split document which iscreated when the number of lines exc eeds the Maximum Input Lines per Doc value With the option de selected the last New co code Technical Field NEWBK value set willbe placed on each respective split document Attaching Documents See section Document Attachments BDS Note Only Premium Users will be allowed to maintain these technical options Z Option recommends that you consult either Z Option and or your BASIS administrator before changing any of these settings from their default values Page 101 Premium Only Create Off Line Validation File Maintain Technical Options Create Offline Validation File Since GLSU offers two methods to validate Off Line and Real Time it may be a requirement to create a validation file foran extemal useror business partner Vendor etc independent of the site wide configuration configured by the Premium User Forexample in yourGLSU configuration you might have selected all fields which are available for Live validations This configuration creates the minimal footprint on th
68. nters etc except Field Status Groups continued on next page Page 70 Specific steps to include master data texts in your spreadsheets 1 Make sure yourGLSU INI file contains the master data texts by choosing the Text checkbox forall the appropriate fields in the ZG LSU transaction This option is valid if you are performing the off line method of retrieving descriptions if you are retrieving description in a real time method this configuration option hasno relevance From the LSU Transaction in SAP select Validation Options Validation Options Z Option GLSU Send configu J N Make sure you re download your INI file after making your text selections Insert a blank column into your preadsheet where you want the maser data text to appear Foran explanation of how to adda blank column see the section Ignoring Columns Optional type in a column description into your blank column header In the blank column type the formula glsu_description xx where xx equalsthe cell where the master data element is entered In the example the E column is being referenced Account Account Description 111010 Petty Cash 121005 refresh required 125000 refresh required 133000 refresh required Page 71 Using descriptions with a live setting in GLSU If you are using live descriptions for certain fields in GLSU you may need to perform a Refresh Descriptions after u
69. nu item from the spreadsheet Choose the appropriate environment from the dropdown box This listing isautomatically updated each time transaction ZG LSU is run on the client in question To have more than one choice available in the spreadsheet Options menu you must run the ZG LSU V Hint The SAP system choice does not take affect until the ABAP is run on the appropriate SAP client GLSU stores each unique clients data in a separate INI file on your PC Page 63 transaction in more than one SAP client Example To have both production and testing environment information you must run the ZG LSU transaction on both the productive and testing boxes This then downloads two unique files containing master data to your PC In order to help distinguish between workbooks for different SAP systems you may use the SAP system and client formula to display this information on the worksheet Simply add the formula glsu_sysid to any cell If you change systems in the Options of GLSU the system and client will change automatically Note It may be necessary to add a skip row to avoid a pre validation enor when adding this formula Pre Validations GLSU givesthe user the ability to pre validate many of the values being keyed aswell asotherkey configuration components such asblocked indicators posting rules and many other conditions and constraints to ensure they are corect before they are posted to SAP If errors ex
70. ny codes which have been configured for your organization you can limit the range of company codesto a specific range or list of individual values This will work for each of the masterdata elements that GLSU validates In short if you do not use the data do not send it to the INI file This will improve the processing performance of GLSU E E slslelslslslolslelolslslolslelo Page 88 Processing Export Files GLSU remembers all the settings you used the last time you posted a document through GLSU Every time you run ZG LSU the filename batch log name etc will be auto populated with the values from yourlast posting You simply edit these values as necessary then run the program PC Spreadsheet Output File ZOPTION1 tkyleiMy DocumentstZOption CustomersiLouic a Batch Job Name FI GLSU KYLE FI GLSU KYLE NoDataChar Maximum Input Lines per Doc 500 Balancing Account Info _ Append Counter to Ref Doc The following explains each of the fields in the Upload Parameters section 1 PC Spreadsheet Output File If you need to search your hard drive you can click the file dialog button then use the Standard Windows dialog box to locate the ZGLfile Look in S Demos z Al ics E allocation ZGL CustCredT emp ZGL kyles template ZGL Trial Bal Loader ZGL File name CustCredT emp ZGL Open Files of type GLSU Files zgl amp Cancel C Open as read only E
71. om the off line file that is sent to your workstation If you choose Live all pre validations pick valuesand descriptions will come from SAP in real time The more Live validations you configure the smaller the PC footprint 5 Company Codesto Validate Choosing a range of company codes will limit all ma ster data values to these rangesof companies when the validation isset to the INI setting this is not valid for real time validations If there are company codesat your organization which you never use or post entries to then omit them from your selection here Those values will not be saved on your PC s validation file 6 Sort Fields Radio Button This radio button controlsthe sort orderof the picklist in the GLSU spreadsheet 7 Save Changes You must click on the Save Changes button for GLSU to store your selections Store user choices Option GLSU Send configuration file to PC Q amp B a Text checkboxes Premium Users Only Master data checkboxes ORORORORORORORORORORORORORORORORORORO OROROROROROROROROROROROR OR OR OR ORG TORS SC Peeeeeeeaeee eed OF OF OOO OF OK OFOFOR ORCI OR OTOTOT COR ORO OR R EG TOR OROTOTOROROORO cS c3 K cs cs cs cs es es 3 cs cs 3 es Page 87 You can also select rangesof master data to be sent to the INI file This will allow you to exclude ranges of master data that you do not nomally use Forinstance if you do not use all the compa
72. on Check Technical Project Team Utility To aid in the diagnoss of installation configuration and security role issues GLSU comes equipped with an installation check utility This utility can be run by all licensed GLSU users both premium and standard Itcan be used to help intemal BASS personnel or ZOption support staff Since the utility runs fora particular SAP user ID when diagnosing issues the utility should always be run under the SAP user ID in question To run the GLSU installation check go to transaction AS LSU in SAP and then type check in the SAP command box List of items G LYU installation checker checks 1 Transport import of GLSU data transports 2 Open write transfer close and contents of temporary work fileson local and remote SAP application servers Generation status of SAP standard load programs 4 Authorizations for posting parking accruing batch session management file system access immediate job submission and the various RFC requirements needed to connect from Excel If an SAP authority object ischecked the authority object and the arguments will be shown A sy subrc 0 indicates the check was successful forthe SAP user ID the check wasrun under Any number other than 0 indicates that the check failed and may require attention BTCH_ADM BTCADMIN sy subrc 0 DC_MONI BDCGROUPID FI sy subrc 0 DC_MONI BDCGROUPID sy subrc 0 ZOPTION GLSU sy subrc 0 ZOPTION C
73. ore Columns You may choose to have columnsin your spreadsheet which you do not want to post to SAP Forexample you may need a column forcalculations which then feed the amount columnsin your spreadsheet Un postable orblank columns may be added to your spreadsheet which GLSU will ignore when creating the uploadable ZGL file Select Fields lt lt blank gt gt blank column AUGLV Clearing proc BARCD Arch doc ID BELEGO001 Correspondence BELEGO002 Note BELEGO003 Payment advice infor blank column Settl period Trans type B e pmnt req Company code Search Search Accept From the GLSU menu 1 Choose menu item Choos Fields 2 Selectitem blank column in the pic klist 3 Add asmany of these blank columnsasare required by yourapplication 4 Acceptthe changes Page 58 Hint Use blank rows to hold sub totals This is especially useful for custom form development Ignore Rows You may also need to have rowsin your sreadsheet which do not post line itemsin yourdocument These rows could be sub totalsor other items which are used forintegrity checks of the document before posting A B C D 3 Header Document type Company Code Document date 4 sa 1000 2 1 2005 5 7 Line items GEST ames Se Teco 40 101 1 01 50 400 1 01 40 101 1 01 50 400 1 01 40 101 1 01 40 101 1 01 50 400 1 01 40 101 1 01 50 400 1 01 1 In the first column of the spreadsheet type
74. ore the ZOption GLSU temporary posting files These files are usually less than 2 3 megabytesin sze but for some heavy users they can approach 15 megabytes The filesare deleted assoon asthe process completes so the nomal state of this directory isto be empty During rare circumstances filescan get hung if you want to occasionally purge any filesover 30 days old that might be a good idea You will need to set up a logical file namesand logical Page 111 file paths for each system id where GLSU will be run The logical file namesare in the format ZOPTION_GLSU POST xxx where xxx is replaced by the system id ZOPTION_GLSU POST ZD1 is provided in the transportasan example 2 2 Use transaction FILE to create the logical file paths Acknowledge the client independent waming and scroll to the bottom of the list of logical paths Select ZOPTION_GLSU POST 2D1 and pressthe Copy As button oruse menu option Edit gt Copy As This will allow you to create a new entry and shows you the current ZOPTION_GLSU POST 21 asthe default name Erase the ZD1and putin your system id When you have it corect press enter and when asked if you want to copy dependent entries select Copy All You now need to set the path for this new logical file path definition Select the new ZOPTION_GLSU POST xx entry and press the second file foldericon up at the top This will allow you to enter the physical file name for Windows NT If you are not using W
75. ose the Options menu item Choose the Workbook tab Choose the appropriate transaction type from the dropdown box Note To parka document and trigger SAP workflow you willneed to add technical field XPRFG to your spreadsheet and populate it with an X Page 49 Accrual Deferral Booking Reversing Documents On SAP systems 4 6x and newer GLSU will allow you to book accrual deferral documents as well as nomal postingsand parked documents Thisis equivalent to transaction FBS1 in SAP You will need to tell G LSU explicitly that you want to book an accrual document as follows Choose the Options menu item 2 Choose the Workbook Tab 3 Choose the Accrual Deferral option in the Transaction Type drop down box x GLSU Options Workbook General Attachments System System ZD8 Client 800 v Last Updated 3 22 2013 11 37 58 AM Add System Transaction Type Park Document Post Document V Validate Before P_ Park Document Accrual Deferral Check File Upload Post Foreign Currenc V Show Posting Messages in Popup Export Active Worksheet Only Export Range of Worksheets ae a m Formatting V Auto Resize Columns V Auto Format x om You will also have to add two new header fields to your spreadsheet These fieldsare only allowed with accrual deferral spreadsheets Populating these fieldsin a normal posting spreadsheet will result in a posting
76. osting messages from SAP From the GLSU menu 1 Choose menu item Choose Fields 2 Select field ZO PMSG S 3 Select Accept Posting Messages Posting takes place in previous fiscal year Document 2200003766 was posted in company code 1000 Page 47 Intercompany documents will not be populated in this field asonly messages which are displayed in the SAP session are shown here Since SAP doesnot show crosscompany documents in this log neither does GLSU Both of these special fields can be dropped using GLSU dropped header functionality When the fieldsare dropped the document numbersand posting messages will be populated in their respective positions for each new dropped header document that iscreated Document Number Drill Back GLSU is delivered with the capability if the document number field BELNR is present on the sheet and populated with an SAP document number to drill back to the document in an interactive SAP GUI session The document number and in the case of intercompany entries the comesponding company code will be displayed in the document number field asan Excel hyperlink You simply click the link of the document you wish to view and you will be taken to an SAP document overview screen FBO3 You must already be logged into SAP in the appropriate system via the SAP GUI A non used SAP GUI session ora newly created session oran existing document display session will be used by GLSU
77. our SAP users It also allows for your users to geta quick head start when using GLSU forthe first time Standard Users can download the templates Premium Users can Download Upload Rename and Delete the templates which you have stored The following pagesexplain the Premium User functionality in greater detail DOWNLOADING a template from SAP to your PC isan easy process Download a spreadsheet template Customer Credit Memo Expense Report Jim s Template 2 Revenue Accrual Vendor Credit Memo 08 10 2000 88 10 2000 11 09 2000 08 10 2000 88 10 2000 Choose Cancel Savein amp C a Al eX Ele _ Acrobat3 C My Documents SAPworkdir Program Files Sbpci psfonts Webshare Obooks Windows Realmode CI winzip C Recycled ZOption File name CustCredT emp XLS Save astype Excel Templates xIs l C Open as read only 1 Click the Download a spreadsheet template button from the ABAP program LSU 2 Highlight the appropriate template and click the Choose button 3 Use the standard Windowsdialog box to choos a file name and directory on your PC to store the file Click the Save button when finished Standard Users will not have access to add upload or rename spreadsheet templates Download templates is done from the first screen of ZGSLU Page 93 Premium Users will be able to maintain the Soreadsheet Templates that are stored on your SAP syste
78. readsheet After SAP master data valueshave been downloaded to your PC via the ABAP program the GLSU spreadsheet can use these valuesto tell you if you have keyed in erroneous data before posting GLSU Validation The validation can be performed either off line against an INI that resdeson your PC or real time No Errors Found ae Se ee against live SAP data ora combination of both methods To perfom a validation 1 Choose Validate 2 Ifthe document doesnot have master data errors you will see the No Enors Found dialog box Note if you DO have errors you fix the emors with the procedure described on the following page To correct multiple emors 1 Choose Show Validation Again 2 This will show you the previous listing of emors which were discovered without the overhead of reprocessing the validations This will shorten the length of time it takesto correct multiple enorsona spreadsheet Validation Info Document Types Company Codes Cost Centers Profit Centers WBS Elements Materials Internal Orders Fund Centers Commitment Items Tax Codes Stored on PC Stored on PC Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP Live from SAP 35 40 Page 65 Show Validation Info Since validation
79. reen enter your SAP user ID and password for this SAP system and click OK 4 Aftera short pause the G LSU system will retum a dialog box with the document number if the posting was successful and any relevant wa mings and enor mesages ZD3 Etemal ZD3 intemal ZD4 Ettemal User Data Client j 00 User USERT Password asx Posting Results Document 22000028 10 was posted in company code 1000 GLSU will prompt you to log into your SAP system the first time you connect forthe day or session Subsequent postings to SAP will not require that you re log into SAP To log out of a GLSU SAP Z 7 Option SAP System Selection Enter the SAP Client 700 External Internal External Internal External Internal External Internal External Internal External Internal External Internal External Internal System Selection Alternate System Selection DEK Select Cancel connection choose Logout Logging on with SSO Single Sign On with SAP logon tic kets If you plan to use SSO with GLSU there is little which is different than a ste which doesnot use SSO Firs you should login to your SAP Portal asyou would nomally do before attempting to use GLSU After successfully logging into your portal you may open your GLSU workbook and attempt to connect to SAP Upon logon attempt you will not see the standard logon dialog a
80. rst spreadsheets This section will walk you through the initial stepsto post your first GLSU spreadsheets The following section Other Soreadsheet Features will detail the remaining GLSU functionality Page 30 Standard Users Step1 Set your GLSU validation choices The GLSU ABAP program will allow you to configure the GLSU validations to your requirements For most installations the LIVE validation settings will make the most sense This setting causes GLSU to use live data to validate your workbook GLSU comes pre configured with this setting However should you wish to view or change these settings please see section Setting YourGLSU Validations Options Page 31 Standard Users Step2 Download Install the GLSU add in Download GLSU Add In Savein J Program Files a BAR ie a Name Date modified Type size S d Adobe 2 2 2007 11 24AM File Folder Recent I Citrix 10 11 2007 1 02PM_ File Folder zz J Common Files 6 22 2007 10 25AM File Folder Desktop J Dell Printers 3 23 2007 4 13PM File Folder A P Global Software Inc 2 2 2007 3 08 PM File Folder ip Ji Google 2 13 2007 1 44PM File Folder Enc a Internet Explorer 12 12 2007 9 08 AM File Folder im ava 2 1 2007 1 34 PM File Folder Ji Microsoft NET 2 1 2007 10 58AM File Folder _ Comerser_ Ji Microsoft Office 2 1 2007 10 59AM ___File Folder P Microsoft Visual Studio 2 1 2007 10 59 AM File Folder Network Ji Microsof
81. s GLSU allows you to input document and line item long texts on each document These text fields are not the same thing asthe document header text BKTXT or the line item texts SG TXT Long Texts allow you to input multiple line formatted texts Long Texts for Park Documents are also supported Long Text fields begin with the letters BELEG and are in the headerand detail sections of the possible fields listing in the Select Fields dialog box Note You will see a listing foreach of the Headerand Line Item Long Texts fields that you have configured on yoursystem You will need to ask your SAP Administrator which isthe appropriate field to populate If your want to configure additional Header Line Texts use transaction FBTA gt Other Objects gt Document Texts After you have made your configuration changes you will need to re download the GLSU INI file to be able to accessthem from the GLSU spreadsheet Header Fields Detail Fields Fields i in SAP Fields on Spreadsheet Field lt lt blank gt gt MONAT KURSF WWERT XBLNR BVORG AUGLV XMWST DOCID BADIN Descr blank column Period Exchange rate Translatn Date Reference Cross CC no Clearing proc Calculate tax Document type Dac IN Field Descr BLART Document Type BUKRS Company Code BLDAT Document Date BUDAT Posting Date WAERS Currency BKTXT Doc Header Text BELNR Document Number Field lt lt blank gt gt
82. s is documented in the previous section Instead you will see the logon dialog seen to the left You must select the SAP system you wish to logon to and enterthe client You will not be required to perform this step on subsequent GLSU operations unless you attempt to processanother workbook which is assigned to another SAP system you exit out of Excel or explicitly log out of SAP from Excel Page 45 Page 46 Displaying Posted Document Numbers amp Messages GLSU will retum posted SAP document numbers to the spreadsheet in a popup You can also have the document numbers retumed to a special cell in the spreadsheet From the GLSU menu 1 Choose menu item Choose Fields 2 Select field BELNR Document Number 3 Select Accept Upon a successful posting all document numbers posted will be displayed in this cell when it is available in the worksheet If only one company code is posted you will see the document number s as show below without a company code In the example below the document was slit into multiple documents Document number 2200003762 2200003763 2200003764 2200003765 If crosscompany documents are posted all of the document numbers will be displayed in this field with their cormesponding company codes first Document number 1000 2200003760 2000 2200000211 3000 2200000029 In addition to displaying the document numbers GLSU can also display all of the p
83. se 6 Paste the License Unlock Code from the webste into the License Unlock Code Field in SAP and pressenter Your user count isupdated and the license is unlocked License Updated Page 24 Step 2 Maintaining Premium Users Premium Only Premium users must be individually named on your system To setup the premium users for your site Restart the ZG LSU transaction NZGLSU in the SAP command box Once in the GLSU transaction type PREM in the SAP command boxand press enter From the Premium User Function screen click on the Maintain Premium Users button The following dialog box will display _ Usemame Last Used _ EvaNsk 12 08 2000 12 08 2000 LPG4JA0 42 voos 1 Click the New icon at the bottom of the page TRSFF3E 42 ac Sq You will need to repeat this procedure for each of your Premium Users on your SAP system 2 To add a Premium User you will need a Premium You will need to key in a User Unlock Code You will need to type in the unique Premium User intuck Code tor each one Premium User s SAP user ID into the Usemame field 3 Login to the ZOption Ticket System at www zoption com see previous section 4 After you are logged in select Generate License Unlock Codes gt Generate GLSU unlock codes Page 25 gt Generate GLSU Premium User Unlock Codes Enter the SAP User ID of the premium user you are registering into the website a
84. served Word Substituted Value lt Title gt Workbook Title lt Subject gt Workbook Subject lt Author gt Workbook Author lt Keywords gt Workbook Keywords lt Comments gt Workbook Comments lt Template gt Workbook Template lt Last author gt lt Revision number gt Workbook Last author Workbook Revision number lt Application name gt lt Creation date gt Please keep in mind that reserved words must be enclosed in angle brackets lt gt If they are not the literal word willbe Workbook Application name Workbook Creation date lt Last save time gt Workbook Last save time lt Security gt Workbook Security lt Category gt Workbook Category lt Format gt Workbook Format lt Manager gt Workbook Manager lt Company gt Workbook Company lt Hyperlink base gt Workbook Hyperlink base lt System gt GLSU Destination SAP System lt Client gt GLSU Destination SAP Client Choose Cancel Page 80 substituted in the description Note These selections must be typed in The display is only to inform you of what optionsare available If the USER option is selected by the premium user all of the options availa ble for storing documents will be in the control of the standard user From the GLSU menu in Excel 1 Choose Option 2 Select the Attachments tab Note Thistab will only appear if the premium user has selected an option other than NO If the posting timeout isre
85. ssnrrnnnsuttnnnnnntnnnttnn nuaa e etree rere aae neater ened aaeeeeeeeesenaaaeeeeeegs 66 Retrieve Validation Dalai aa avec o deans ea veanie sas a aa vec aaa ves Mati destik Ove anh A E 68 Adding Master Data Texts 3 20 70 cass girard eara aeia ea aed ae ets Jada AUSSER nia aE S nek isin te ees 69 Int r COMPGNY TANSACTIONS mna a lined enc aE ches E nc aoa sates keh ga ands ete N A bub acces 72 VAT re ea cake acces ae tae ce ava ee oa toed aaa ea en eect ee a ee ee a et ee ee ee ae 73 Document and Line Item Long Texts cece ne nee eee enna reefer aaeeeeeeeeeeenaaeeeeeeegs 74 Double Byte East Asian LanQguages c ccc nn nn eee rere ened ee ae een de ee aeee ee AKENE E EEEN EE EE 76 Document Attachments BDS cee ect eee eee deen deen nae nnaee ee enaaeeeenaaeees 78 GESU SAP Features i ccccciccicccsdenecedececisedstatadncececudecsducacececedudededucucacececevedesusudaccdccsdadedscdacececeesdvaesugaacdecesedvaas 84 Setting your GLSU validation ChOiCeS ce nn rn nn nee eee e etn naaaeeeeeeennnnaaaees 85 Processing Export Files aiin daa ak A sonnei coe nde AITNE 88 Maximum of Document Line IEMS ccccccccccccccecseeeeseeeeeeeeseeseeeeeeeeeuueeeeaueaeeeeuueeseueeeaeeeeceeeueeeaeeeneeeenenees 89 Page 4 Upload File Hitoy naaa a Leek SE aes a EEA beeen Pet bees del a Tess a deve a have cdel devas a AS 90 Spreadsheet Templates nidora Aua na yeakay cae ch aceatie cane device T ic aatis ch esa hy laaa cbc
86. t before posting to SAP This will reduce eror corection time and increase productivity Type Cell Error E E4 Posting Date doesn t appear to be a valid date E G8 Profit Center 1000 not found in Company Code 3000 E C9 Account 113750 not found in Company Code 3000 Go To Error Expand SAP Information Page 15 Definition of Users There are three typesof GLSU users premium users standard users and all other employees or business partners of the customer These three types of users have different capabilities with GLSU Licensed GLSU Users Function Premium Standard Everyone Else Posting Functionality Use the GLSU spreadsheet Yes Yes Yes Download GLSU Add In from the GLSU ABAP to their PC Yes Yes Yes provided they have SAP access Export documents from the GLSU spreadsheet to the Yes Yes Yes ZGL file off line users Post the spreadsheet to SAP Yes Yes No Template Spreadsheet Control Functionality Customize GLSU spreadsheets Yes Yes Yes Download spreadsheet templates from SAP to their PC Yes Yes Yes provided they have SAP access Manage GLSU templates stored on SAP Yes No No Help Support Z Option telephone ticket system support Yes No No Page 16 What s New in GLSU ZOption iscommitted to aggressive ongoing development of GLSU and its other software packages New features in GLSU verson 5 0 1 Load
87. t Works 2 1 2007 11 00 AM_ File Folder d Movie Maker 11 2 2006 6 42 AM File Folder K L File name a Save Save as type Excel Add in Installer a Cancel J Z Option GLSU InstallShield Wizard Destination Folder Install Z Option GLSU to C Program Files Z Option GLSU lt Back Click Next to install to this folder or click Change to install to a different folder Cr __ Change If your desktop admin group has already installed the GLSU add in orif you are installing from a network location you can ignore this page of instructions and smply run the Setup G LSU exe installer To download and install the GLSU add in on each PC 1 Ensure that the G LSU ABAP program hasbeen transported and propery installed on your SAP system 2 Start SAP You must have an SAP logon to download the GLSU Add in 3 Execute the GLSU transaction ZG LSU 4 Make sure you have set your validation optionsas described in the previous chapter 5 From the GLY transaction choose the Download Add in button 6 Astandard Windowsdialog box willappearand ask where the installer should be downloaded Youcan change this if desired but Z Option recommends that you do not Click Save 7 Click Yes to confirm the download of the installer Click Next On the destination folder install step ZO ption highly recommends
88. tax MWSKZ Tax Code XSKRL W o c disc FWZUZ Addit tax HWZUZ LC provis ALFENIDO Order lt Descr Posting key Account Amount Text Cost Center Profit Center Search Search Reset Show Hidden Fields From the GLSU menu Choose menu item Choose Fields The picklist is organized into Headerand Detail The picklist is also organized into possible and selected fields Select fields use graphical buttonsordrag and drop and re order them graphical buttons only as desred Click the Accept button when satisfied You can search for specific technical field namesand field descriptions by entering your search string into the search Page 42 Select Fields boxand then press Search Both the possble header and detail fields are searched Reset will retum all possible fields to the list If your premium userhas configured hidden fields you will not see these fieldsasa default Thisis meant to reduce clutter or remove fields which are rarely orneverused However these fields are still available smply by checking the Show Hidden Fields checkbox If your premium userhas configured default fields these fields will automatically appear in the selected fields although they can be removed if desired Re Order Columns Once you have chosen the appropriate fields for posting you can order these fields in whatever order makes sense for yourapplication
89. te East Asian Language Unicode support Windows installer mainly to aid in Citrix and other non end user involved deployments 5 GLSU SAP side installation check function New features in GLSU version 3 1 1 Custom Validations w Exc el drill back 2 Dropped Header Multiple Documents on a single sheet SSO Support Single Sign On with SAP Logon Tickets Configurable Default and Hidden Field List Payment Tems Pre Validation Desc ription Pick Values Live and Off line 6 Personnel Number Pre Validation Desc ription Pic k Values Live and Off line 7 Assets Pre Validation Description Pick Values Live and Off line Displays SAP SID Client on worksheet CO PA Pick Values SAP 4 7 and later with a live connection 10 Search on Choose Fields 11 Pick Date Values 12 Enhanced Pre Validation Eror List Handling Page 17 SOX Compliance GLSU meets basic data access requirements for SOX Sarbanes Oxley Act GLSU hasalways restricted access for posting documents by leveraging standard SAP authority objects The additional checks which are now in place ensure that data ata company code level cannot be viewed in the off line validation file off line and live pick list or off line and live description functionality unless the user has specific authority to view the data For specific detailson what authonity objects are checked please see Section 3 of the Technical Installation s
90. te tax DOCID Document type BADD Nar In Document Type Company Code Field Descr Descr lt lt blank gt gt blank column Posting key NEWUM Special G L ind Account NEWBK New co code Amount WMWST Tax amount Text MWSTS LC tax Cost Center MWSKZ Tax Code Profit Center XSKRL W o c disc FWZUZ Addit tax HWZUZ LC provis _ALIEMID _ Order Search Search Reset Show Hidden Fields Accept Cancel 7 Configure your spreadsheet by choosing fieldsin the Possible boxesand moving them to the Selected boxes Thisisexplained in more detail laterin the manual Use the Add gt gt and lt lt Remove buttonsto edit the fields which are in the selected boxesto the right of the screen Click the Accept button 9 Type your Fl entry data into the spreadsheet Header information goesat the top of your spreadsheet Detail information goesin the second section of the spreadsheet If you need fields which are noton your spreadsheet re do the steps explained above which describe how to edit the fields on your spreadsheet Page 35 10 When you have keyed in your data you should then validate it before exporting the upload file Choose Validate Home Formulas DA A OA OA A asu E m E za eel A 5 amp een w S Show Validation Info Post Park Export Validate Show Validation Options Choose Refresh Logout Initialize Reset Show My GLSU
91. templates also facilitates the enterprise wide distribution of these templates Everyone that hasaccessto SAP can download the templates Note GLSU Templates may also be distributed as Excel xIs files via other methods such as email ftp etc Department 1 Department 2 Account Customer Terms Account Vendor Amount Amount 3 Fields 4 Fields Ca Microsoft Excel rt Home Insert Page Layout Formu Review View Developer Add In i for SAP Acrobat GLSU 333 3 BDA WD eo e gt H ce cM es SH E7 as J Show Validation Info Post Park Export Validate Show Validation Options Choose Refresh Logout Initialize Reset Show My GLSU Again Fields Descriptions Links Contacts Export Default Language Version Info Processing Tools Utilities UBGEaAGe9 y jae Al p B c D E F G H 1 J 3 Header Document Type Company Code Document Date Posting Date Currency Doc Header Text Document Number 4 SA 3000 USD 5 7 Line Items LSLS Account balanced Text Cost Center Profit Center 8 01 100084 500 9 50 113150 500 10 11 12 13 14 15 16 17 18 Page 14 Errors Found During Validation Validate Data Before Posting GLSU lets each user choose SAP master data fields to pre validate before posting Company Codes Posting Keys Cost Centers Profit Centers Customers Vendors Field Status Group information and many othersare all selectable This feature ensures that your user s data enty is correc
92. tilizing the GLSU description function If this is the case the text refresh required will appearin each cell Upon selecting the refresh descriptions optionsin GLSU all of descriptions will be updated from SAP Page 72 Inter Company Transactions Intercompany transactionsare posted using GLSU in the same way they are done through the on line screens The user will populate field NEWBK the New Company Code field in GLSU if they want the specific line item to go toa different company code than the one listed in the header of the transaction IMPORTANT You cannot populate the NEWBK field in the first line of a GLSU spreadsheet The first line of the spreadsheet must be booked to the company code shown in the header of the spreadsheet Thisisa requirement of the SAP interface used by GLSU and cannot be changed GLSU will use the contents if any of the NEWBK field when determining if an account orother master data item is relevant to that company code GLSU will use the clearing configuration already set up for yourcompany The intercompany clearing process must be propery configured forGLSU to work correctly Populating the NEWBK field will affect all subsequent line items Example You are attempting to posta 5line document You use company code 1000 in the header and want the 4th and 5th linesto go to company code 2000 The spreadsheet should be populated as shown below Both lines shown in yellow will
93. ty within the Business Document Navigator If GLSU descriptions or other GLSU function containsa NAME select Reset Links to re populate the cells Page 82 This page intentionally left blank Page 83 GLSU R 3 Features Page 84 GLSU SAP Features Besides posting your ZGL file to SAP the GLSU ABAP program also controls many other options C work glsu close_package_1 zg1 FI CLOSE1 FI CLOSE1 NoDataChar 940 M Delete ZGL file after upload Standard Users will not see the Premium User Functions button show above Only Premium Users will see this option on the screen The following pages explain the ABAP functionality in greater detail Page 85 Setting your GLSU validation choices The GLSU ABAP program will allow you to configure the GLSU validationsto your requirements The GLSU ABAP program can be accessed by typing transaction ZG LSU in the box at the top of your SAP GUI Master data may be downloaded to your PC each time you run the ABAP on an Ad Hoc basisorin a real time live fashion You may individually select or de select certain SAP master data itemsasyou require Forexample if you never post to customers or profit centers de select those items your validation update process will execute faster when in INI mode d Validation File Options _ Refresh Validation with Upload Send validation Now validation Options Select the butto
94. w worksheet in an existing soreadsheet 1 Choose Initialize Initialize Worksheet Are you sure The existing worksheet will be overwritten cet In the Initialize Worksheet Choose OK You can choose from 1 of 2 options The first will create a new GLSU template with no data only blank fields you select The second option allows you to retrieve data from an existing SAP Financial document GLSU Initialize Initialize from a SAP Document OK Cancel In the GLSU Options dialog box choose a single worksheet ora range This will initialize the spreadsheet but not format it them A Page 40 5 OPTIONAL If you chose Initialize from a SAP Document you will see the following Enteran existing SAP document number Company Code and Fiscal Yearand select Ok Note Only fields selected in G LSU will be populated with data i e if field SGTXT Line Item Text has text in the SAP document but field SG TXT is NOTin the GLSU template orhasbeen suppressed by one of your premium users GLSU will ignore the valuesin SAP Premium Users may want to configure SAP to alwaysignore certain fields to streamline this process forend users based on your specific SAP configuration Thiscan be configured by premium users in the Default and Hidden Field List Note The Load Document feature isnot meant to load parked documents and some other Fl documents In some cases it will not create a pog re
95. xecute the transaction by clicking the Execute button accounts which use taxes you may want to limit your maximum input lines per document to 150 lines SAP books multiple FI lines for accounts using taxes z Balancing Account Info Y chek B Page 89 Maximum of Document Line Items You can have GLSU limit the numberof lines which are posted ona given entry You may want to do this because your entres are longerthan 999 lines SAP s intemal limit orbecause you are posting documents with taxes which book more FI line items than are entered by the accountant 1 2 Maximum Input Linesper Doc Thisparameter controlshow many lines each SAP document will have When this limit is reached GLSU will start a new document until the lines are fully posted Append Counterto Ref Doc You have the option to auto increment each document if more than one document is posted This sequential counter is placed in the last digit of the reference doc field Balancing Account Info Clicking on the Balancing Account Info button will display the following dialog Enterthe appropriate posting values for your balancing account and save Page 90 Upload File History The second section of the ABAP lets you view the files you have previously loaded using GLSU GLSU can prompt you if you are attempting to load the same file name in consecutive attempts GLSU can also delete the upload file after processi

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