SAP Upload FB60 & FV60

SAP Upload FB60 & FV60
For posting vendor invoices you do not need to use BDC call transaction


Use function module "'BAPI_ACC_DOCUMENT_POST'

or

else if you are posting through IDOCs
you can use type "FIDCC1".

SAP Batch input session SM35

Procedure :
1. Run SM35


2. Go to System ->Services->Batch Input->Sessions


3. Check the session name , ID of who create the session and date on which the file was created.


4. Highlight the file created in the previous step and click the button in upper left corner of screen to process the file.

5. Click radio button of "background" to begin processing the work file in the background

This message will display
6. Click to check if the session ran successfully without error .

7. Return to “Batch Input: Log Overview” screen.



8. Highlight the session and click
9. This will be appeared

Note: If any errors are encountered during the background processing the session will be written to the ‘Incorrect’ tab of the “Batch Input: Session Overview” screen. These errors will need to be looked into by BCPO or the Office of Attorney General’s Comptroller’s Office.


Cross Functional Dependencies:

SAP Create Batch Journal Entry

Journal entries can be processed in batch using SAP data (i.e., cost center, business area, GL account) by entering the data in a spreadsheet and feeding the data/file to SAP using the program ZFIJRNL1.

The data file should be formatted like the IFIS F60 record layout with the exception that SAP data will be used instead of IFIS data.

This process typically can be used, but is not limited to, uploading some of the year end journal entries such as: College Work Study charge backs, Salary Prorates, SPS Benefit deductions, Endowment Market Adjustments, and Endowment Income Distribution.

This procedure will outline the following:
1.Formatting the Excel spreadsheet so that the F60 record layout is resembled.
2.Populating the correct fields with the correct SAP data within the spreadsheet.
3.Saving the spreadsheet file in the correct format so that it can be fed to SAP.


Procedural Steps

Open a new Excel spreadsheet and format it as follows:
a.Open a new spreadsheet within Excel.
b.Click the blank button above the row 1 button to select the entire sheet.
c.Change the font to Courier New 8.
d.With the entire sheet highlighted, click the Align Left button.
This ensures all the data is left justified within the cells.

e.With the sheet still highlighted, select Format > Cells.
Click the Number tab.
Select Text, then click OK.
This will format the cells to display exactly as the data is entered.

f.Format the width of columns A-M by clicking once on the column letter to highlight the column.
From there select Format > Column > Width.
Enter the width (number of characters) for the column, then click OK. Format columns A-M with the following widths:
A=1, B=3, C=29, D=6, E=6, F=6, G=10, H=11, I=6, J=11, K=50, L=36, M=1

Note: All of the columns for this file must be formatted even though only a few of them will actually contain data.


2.Save the spreadsheet as an Excel file (with a .xls extension).
This will serve as a template for entering journal entries.

3.Open the Excel template created in step 2.
To create the journal entry, populate the following columns in the spreadsheet with the data indicated:
B = F60
D = Business Area (needed if entry is a Business Area/GL entry only)
E = Cost Center
F = GL acct
G = Internal Order
I = Document date (‘YYMMDD format)—you must start the entry with the hyphen (‘) to obtain proper filling of zeros
J = Amount (whole number, no decimal, ex: enter $150.25 as 15025)
K = Line item text
M = D or C (debit/credit indicator)

Note: All data should be in uppercase.

4.Save the file with a name different from that of the template created in step 2. This file should be saved as a PRN file.
Proceed as follows:
a.Click File > Save As
b.Name the file, then select .prn file extension from within the Save As Type field.
c.Click Save.
d.Click OK on the window that appears.
e.When closing the file, click Yes on the window that appears.
The Save As window will re-appear. Click Save, then click Yes.
Click OK.
The file should now close.

5.The file can now be forwarded to Business & Finance Information Systems for testing and processing.

6.A sample spreadsheet template file prior to saving it as a .prn file is on the next page.

SAP batch input session

If you use the batch input method to transfer data, then you should remember that an ABAP program has to read the external data which is to be entered in the R/3 System. Subsequently, it stores the concerned data a "batch input session."

The batch Input session records the actions which are required in the process of transferring data into the system.

This can be done by using normal SAP transactions.

As soon as the program generates the said session, you will be able to run the session in order to execute the SAP transactions in it.
Moreover, you can start the session, and at the same time, can monitor a session with the help of batch input management function.

For this you have to choose:
System -> Services -> Batch input.
Moreover, you can have the session run in the background processing.


The process flows for a batch input are discussed below.

Data Transfer Decision-Making:
It is with a decision to transfer data from an external source into R/3 that the process of batch input begins.
It is probable that the external source may be a legacy system that is being replaced.
A one-time bulk data transfer is foreseen in this regard.
Alternatively, the external source may be an external system that is to remain in use.
In this case, a regularly recurring bulk data transfer is foreseen.


Setting up Batch-Input for Data Transfers:
If R/3 standard one-time or regular data transfers are required, then by means of customizing settings in the R/3 Customizing System in SAP ASAP set up will occur. You must set up custom batch input procedures by hand, which means the system administrator must schedule the data conversion program that creates the batch input session.
The system administrator and the batch input programmer must determine the following:
-how frequently data is made available from the external system
-how frequently the conversion program should run
-whether the conversion program runs in R/3 (ABAP program) or in a host system (external program).


Processing Batch Input Sessions:
When a batch input session is processed, then the actual transfer of data into R/3 takes place. Little attention is required in processing of batch input sessions by the system administrator. Usually, the starting of batch input sessions is automated by the system administrator. If necessary, the administrators can also start batch input session explicitly from transaction SM35.


Checking Batch Input Sessions:
For a system administrator the routine activity is to check daily or more frequently in transaction SM35 whether all batch input sessions have been completed successfully.
It is the schedule for running batch input sessions on which the schedule for checking sessions depends upon.
For doing this check the R/3 System provides easy-to-use batch input management tools.


Analyzing Errors:
It is the duty of the system administrator to analyze the problem if one or more transactions in a session end in errors.
Usually, the assistance of the affected data entry specialist or department for this analysis will be needed by the system administrator.
In the situation where the problem was caused by incorrect data conversion or incorrect generation of the batch input session then the programmer who wrote the data conversion program may also need­ to be involved.