Upload Journal Entries Now Available in SAP S/4 On-Premise Version 1709

This post is a part of GyanSys Solutions Lab’s new series titled SAP S/4 1709 Simplification Digest. Come back every Friday to a new post or subscribe below to receive a notification every time a new post is published!

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Overview

Over the years, those who worked in SAP General Ledger are very familiar with the two shortcomings of SAP GL in core Financials. One being, the famous (almost notorious) “999” line item limitation for journal entry and the other – missing standard functionality of General Ledger Upload. Both these functions need a programming change – were part of RICEF listing – Enhancement for “999” limit and Interface for GL upload. SAP did solve one of these two issues – “Fiori App” – Upload General Journal Entries has been released for uploading Journal Entries, eliminating the need for “Enhancement” or external tools such as “Winshuttle Journal Upload”. The “999” line limit will be a topic for subsequent blog posts from GyanSys’ Solutions Lab. This GyanSys Digest will focus on “Simplification” around Upload Journal Entries.

Journal Entry Business Process

Most journals are posted automatically from other integrated modules in SAP. Inventory Movements, Customer Invoicing, Vendor Invoicing, Production Activities update General Ledger at real time. While this integration is in built, General Ledger Accountants need to make large set of Journals at month end for Accrual Posting, Recurring Postings or Journals from non-SAP systems. Until now, there is no SAP standard or simplified upload process. It has been given practice to either use an external tool – such as “Z Option”, Winshuttle or Custom Interface wrapper around SAP Standard BAPI.  With SAP S/4 version 1709 onwards, this upload functions are made available for General Ledger Entries.

Upload Journal Entries Process

For posting Journals through this upload program, two Fiori Apps need to be used. Fiori App – Post General Journal Entries posts the Journals in the system and Fiori App Upload General Journal Entries actually uploads the data and keeps ready for posting app.

Post General Journal Entries App has been available from initial SAP S/4 versions. However it has undergone changes in 1709 to accommodate the Upload App. The following illustration provides end-to-end flow of the General Ledger Upload:

GL Upload flow_GyanSys

Business Process Steps

  1. Download a Template File from Fiori App – Upload General Journal Entries
  2. Template files can have different formats – csv or excel files
  3. Prepare the data header and line items for multiple journals
  4. Upload the data into Fiori App – Upload General Journal Entries
  5. Identify Errors and identify Batch ID for the file
  6. Correct Errors based on the respective error type – expected common errors
    1. Missing Cost Centers
    2. Missing Internal Orders or other Cost Objects
    3. Issues regarding field status for different GL Accounts
    4. Missing GL Accounts at company code level etc.,
  7. Once the Upload data is all in correct status, prepare for post
  8. Invoke Fiori App – Post Journal Entries
  9. Validate Journal Postings in either backend system or use display accounting journal app

Key Features of the General Journal

Following key features are available:

  1. Templates are ready to be used
  2. View logs by Batch ID
  3. Data upload into Multiple GAAP Ledgers – USGAAP and Local GAAP
  4. Search posted journal entries by data range
  5. Reprocess the file multiple times before actually posting journals

Technical Information

NameUpload General Journal EntriesPost General Journal Entries
Available 1709 Version OnwardsSAP S/4 HANA 1709

SAP S/4 HANA 1610 FSP02

SAP S/4 HANA 1610 FSP01

SAP S/4 HANA 1610

SAP S/4 HANA 1511 FSP02

SAP S/4 HANA 1511 FSP01

SAP S/4 HANA 1511

Available BackendSAP S/4 On-Premise

SAP S/4 Cloud

SAP S/4 On-Premise

SAP S/4 Cloud

SAP Business Suite on HANA

App IDF2548F0718

Functional Limitations

Following limitations have been identified:

  • Only supports Desktop Device Types
  • Accounts Payable (A/P) not supported GL lines
  • Accounts Receivables (A/R) not supported
  • Posting Journals to Fixed Assets directly not supported
  • Attachment functionality not yet integrated
  • Not available for old versions, it is nice to have for other versions of S/4 system

Key System Benefits

  • Out of the box functionality for Journal Upload
  • Error processing is extremely simplified in comparison with other options
  • Journal Processing is highly in General Ledger Accountant role and eliminates unnecessary need for IT role in the process
  • Can be used for eliminating any kind of file interfaces as file processing simplified
  • simply get the file into format and process
  • Native integration with all General Ledger Fiori Apps

 

This blog post is part of GyanSys Solutions Lab’s weekly series titled SAP S/4 1709 Simplification Digest. Come back every Friday for a new post or you can subscribe below to get updated every time a new post is published! Contact us to learn more about changes in SAP S/4 1709 and how it impacts your organization. 

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GyanSys Solution Lab

GyanSys Solution Lab

GyanSys Solution Lab focuses on researching trends and updates in all of the upcoming releases of the S/4HANA.
GyanSys Solution Lab

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