sap bpc nw 7.5 - journal in consolidated bs and p&l

Journal in Consolidated Balance Sheet and P&L - SAP BPC NW 7.5

Authors: Jiju (Jay) Nair, PMP SAP EPM/BPC Consultant E-mail: [email protected]

Jothi Periasamy Chief Architect for SAP HANA/BPC/BI/BOBJ SAP EPM/BI/EIM Subject Matter Expert Finance Transformation Architect Phone: (916)-296-0228 E-Mail: [email protected] LinkedIn: http://www.linkedin.com/in/jothiperiasamy

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Applicable Releases: SAP BPC NW 7.0/7.5

SAP BPC MS 7.0

Version 1.0

July 2011

Journal in Consolidated BS and P&L SAP BPC NW 7.5

A Step by Step Guide




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Document History

Version Date Description Author

Version 1.0 04/23/2011 Initial Creation Jiju (Jay) Nair

Version 2.0 07/31/2011 Review & Formatting Jothi Periasamy

Version 3.0 09/25/2011 Added More Content Jothi Periasamy




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Table of Contents 1. Business Scenario .......................................................................................... 4

2. Document Objective ....................................................................................... 5

3. Prerequisites/Assumptions ............................................................................. 6

4. Implementation Steps ..................................................................................... 9

5. Journal Template Fundamentals .................................................................. 12

6. Scenario 1: Journal entry and POST ........................................................... 20

7. Scenario 2: Journal UNPOST ...................................................................... 33

8. Scenario 3: Journal Query ........................................................................... 36

9. Scenario 4: Journal Report .......................................................................... 41

10. Scenario 5: Multi Journal Entry .................................................................. 43

11. Journal entry options ................................................................................... 46




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1. Business Scenario

Journal entries play an important part in a Business’s consolidation process. They are utilized to manage reporting inconsistencies arising out of currency conversion on intercompany transactions, to carry forward balances into a new year and other consolidation operations. The consolidation process includes the collection of data from the underlying Systems which will usually include ECC. (ERP Central Component). After the data is collected, it is prepared by carrying out manual adjustments, reclassifications, and currency translations. Validation can be run at any time in the overall process. Eliminations are the last part of the process where inter unit activities as well as consolidation of investments are performed. Using BPC administration console and BPC for Excel, business users can create, post, UN post, repost and manage journals. As a onetime effort, users need to setup a journal template using BPC administration console and perform the journal operations using the BPC for Excel interface.




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2. Document Objective This guide will provide all the steps necessary to create a journal template and perform different journal operations. Three journal scenarios are explained in this guide. There are other scenarios not covered by this guide. They can be explored once the fundamentals given in this guide are understood. Following scenarios are covered by this guide: Journal operations � Journal Template Creation � Journal Enter Creation � Journal Entry Posting, Un-Posting , Re-Posting � Journal Reporting � Journal Multi Entry




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3. Prerequisites/Assumptions � Model your business scenarios in BPC (Ex : Balance Sheet Modeling)

� Model Includes � Application Set � Application

• Reporting � Financial

• Non Reporting � Rate

� Dimensions • Category • Account • Time • Entity • Data Source • Inter Company • Report Currency

� Dimensions Properties � Dimensions Members

� Configure Appropriate security settings � Application Data for Balance Sheet � Application Data for P&L � Reports

� Balance Sheet � P&L

� Input Schedules




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Sample Journal Entries for Consolidated Balance Sheet:




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SAP BPC NW 7.5 Journal Architecture:




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4. Implementation Steps

Steps listed below apply to all the scenarios with minimal adjustments.

� Step # 1- Balance Sheet verification report using EVFDRE report of application data before Journal operation

� Step # 2- Create Journal Templates � Step # 3- Create and Save Journal Entry � Step # 4- Post , Un-Post , Re-Post Journal Entry � Step # 5- Balance Sheet verification report using EVFDRE report of application data

before Journal operation

Log into BPC Admin and BPC Excel: All the exercises in the guide are performed via BPC Administration Console and BPC Excel. See below the screenshots on how to log in. There is more than one way to log in:




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a) Login to BPC Admin (For Journal template creation)

Step # 1 -

Login into SAP BPC NW Systems




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b) Login to BPC Admin (For Journal template creation)

SAP BPC NW Admin Screen –

After Login Into BPC Admin




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5. Journal Template Fundamentals Journal template is used for entering Journal data for consolidation purposes. An application can have one Journal template defined on it. Journal templates are created using BPC Administration console and required Journal operations are completed using BPC for Excel. See the screenshots in order below for navigation to access/create a Journal template in the BPC Administration Console:

c) Create Journal Template though Journal Wizard a. Navigation Path : BPC Admin �� Application �� Journal Wizard




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Fig 1 - Journal Wizard

d) Create Journal Template though Journal Wizard , Define Journal Template Header and Summary Details

a. Navigation Path : BPC Admin �� Application �� Journal Wizard

Select Journal Wizard from the

Action Pane




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Fig 2 – Journal template creation

The Journal Wizard guides the user through the creation of the Journal template by asking for the header and detail dimensions and their order. e) Create Journal Template though Journal Wizard , Define Journal

Template Header and Summary Details a. Navigation Path : BPC Admin �� Application �� Journal Wizard

Select the header dimensions for

the Journal template




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The header dimensions appear at the top (header) of the Journal template once specified. Please note the Detail dimensions specified – here only one dimension specified. f) Create Journal Template though Journal Wizard , Define Journal


Select the header dimension order

for the journal template




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g) Create Journal Template though Journal Wizard , Define Journal


Select the detail dimension for the

Journal template




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Fig 5 – Journal template creation After the Journal entry parameters are specified for the template, summary is displayed and is saved. h) Create Journal Template though Journal Wizard , Define Journal


Review the summary screen for

the Journal template




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i) Create Journal Template though Journal Wizard , Define Journal


Journal entry template being

created




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After the successful save, the Journal template is displayed in the BPC Administration tool –

Fig 7 – Journal template display

Journal entry template completed

Journal entry template being

displayed




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6. Scenario 1: Journal entry and Posting

Journal Entry in Excel for BPC

Fig 8 – Journal Entry Option

Select the Journal entry option for

creating the journal




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Enter Data in Journal Template or Create Journal Entry Journal entry screen appears as shown below. Please note the highlighted input areas for this particular Journal template.

Fig 9 - Entry fields in the Journal entry screen

Journal entry fields




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Dimension Member Selection for Creating Journal Entry:

Fig 10 - Member selection

When a field is selected, you can see the members of the dimension with a right click.

Click on each field to select the

members




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Dimension Member Selection for Creating Journal Entry:

Fig 11 - Member input process in the Journal entry screen using menus

Click on each field to select the

submembers




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Debit and Credit Entry for Creating Journal Entry:

Fig 12 - Journal entry screen after data input into the key performance idicators (debit/credit)

Enter the debit and credit values in

the journal template




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Validate Journal Entry for Selected a Data Region:

Fig 13 - BPC error indicating invalid (non-base member) entry

Invalid member entry produces an

error message




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Save Journal Entry:

Fig 14 - Message indicating successful save of the Journal

Journal entry successfully saved




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Post Journal Entry:

Fig 15 - Journal is posted using the ‘Post Journal’ option

Click on the post journal option for

posting the journal




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Fig 16 - BPC confirmation message on the Journal post

Review Journal posting through validation report - BPC for Excel:

Fig 17 - EVDRE report showing posting thoruhg Journal entry

Use the EVDRE report for

observing the changes made by the journal entries




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Fig 18 - EVDRE report when changed to reflect non-base dimensions In this example, the EVDRE () is reviewed using high level members for INTCO and P_CC. As there was no data in the application, $1000 will be displayed for all Inter companies under all cost centers as entered by the earlier Journal entry (DEBIT $1000)

Observe the result of journal entry




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Journal posting- CREDIT

Fig 19 - Journal entry reflecting the new post In this example, a Credit is posted to a different Intercompany and Cost center

New entry after posting




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Fig 20 - EVDRE() report showing the new POST

The EVDRE () report showing $1000 for the US Inter Company for Advertising costs.

Post a credit to a adifferent

company and cost center




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Fig 21 - EVDRE() report showing the new POST for non-base members

In this example, the EVDRE () report shows the collective result of the CREDIT and DEBIT Journal entries for all Inter Companies transactions.

Non-base member report




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7. Scenario 2: Journal UNPOST

Search Journal’s for Un-Posting:

Use ‘Manage Journals’ from Action Pane to bring up a specific Journal to screen

Fig 22 : BPC Excel screen showing Journal Search Use the Un-post Journal option in the Journal Options to Un-post the selected Journal

Enter the journal id for searching

for a specific journal




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Un-Post Journal:

Fig 23 : UNPOST option

Use EVDRE() in BPC for Excel to query the results of the UNPOST operation

Select the unpost option for

unposting a journal,




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Fig 24 : EVDRE() verification for the UNPOST function

Select the BPC Excel to review the

results of the UNPOST operation




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Scenario 3: Journal Query Existing journals can be queried using the Excel for BPC tool. Select Journals from the Action Pane.

Fig 25 : Journal Entry action pane

Select the journals option from the

action pane




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Open an Existing Journal: Select ‘Open an existing journal’ option

Fig 26 : Selection of opening an existing journal

Journal query screen entry can be used to query for an existing journal

Select the open existing journal

option




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Search and Query Journal Entries:

Fig 27 : Journal Query Screen

Enter the journal id for querying

journals with different status




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Search and Query Journal Entries:

Fig 28 : Journal Query Screen with data entered Journals can be queried using multiple parameters like Id, APP, Description, Created By, Modified By, Posted By, Posted Status, Entry Date. In this example, Journal Id is used to query the existing journal. Journal status can be chosen as Posted, Un-posted, Deleted or All.

Enter the journal id




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Select Journal Entries: The queried journal appears that can be selected to be opened.

Fig 30 : Opening the selected journal

After selection, the Open option opens the selected Journal.

Fig 31 : Journal entry display

Click the journal query result to open

Observe the values in the journal

entry screen




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8. Scenario 4: Journal Report

To create Journal reports, select the ‘Report on Journals’ from the action pane.

Fig 32 : Journal report option in the action pane

Users can create HTML or Excel report from existing journal entries.

Choose the report on journals from journal options in action

pane




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Fig 33 : Journal report format selection screen

Note: The Excel report format is available only for Office XP 2003 version.

Select the Journal report option as

HTML for browser




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9. Scenario 5: Multi Journal Entry

In a multi journal entry scenario, different entries (Credit & Debit) are entered into the same Journal screen. In the following example, the Consulting cost for US entity is entered as a sequence of credits and debits.

Fig 34 : Multiple entries in a Journal

Enter multiple lines on Credit and

Debit in one journal entry screen




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After the entries are completed, the Post journal option is selected for posting the entries. A dialog box asks for confirmation to save the journal. The journal status now appears as ‘Updated’.

Fig 35 : Confirmation message for saving the entries

Fig 36 : Journal saving message

Select the post journal option to

save all the entries

Observe the save journal message




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Fig 37 : Dialogue box prompting for Journal Post/Unpost

Fig 37 : Journal post confirmation message

The dialogue box confirms that Multiple entry journal has been posted.

Select the ‘yes’ option for posting

the journal

Observe the results of the journal

post




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10. Journal entry options

Journal Operation

Function

UNPOST The original entry to the application is reversed

REPOST Journal values are reentered to the InfoCube if the data was deleted.

DELETE Journal entries that are posted or un-posted are changed to delete status. When these journals are saved, they are deleted permanently.

REOPEN Reopens one or more Journal entries into a new Journal in the subsequent period

Advance Operations

Please feel free to contact us directly

Business Alignment

Please feel free to contact us directly




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Journal Advanced Options and Business Alignment:

� This document has been created as a “Jump Starting” guide for business users/SAP BPC technical consultants to better understand SAP BPC NW 7.5 journal implementation steps “end-to-end”.

� This document may or may not provide enough functional and technical

details for Journals Advanced Options and also Business Alignment with Journals for such details please feel free to call or mail us.

� Please feel free to contact us for any deeper detailed discussion around

Journals implementation in SAP BPC

Jiju (Jay) Nair, PMP SAP EPM/BPC Consultant E-mail: [email protected]

Jothi Periasamy Chief Architect SAP HANA/BPC/BI/BOBJ SAP EPM/BI/EIM Subject Matter Expert Finance Transformation Architect Phone: (916)-296-0228 E-Mail: [email protected] LinkedIn: http://www.linkedin.com/in/jothiperiasamy




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Disclaimer:

These materials strictly discuss our implementation expertise, and sample coding used our implementation or other information that does not include us official interfaces and therefore is not supported by us. Changes made based on this information are not supported and can be overwritten during an upgrade. We will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. We offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by us. You agree that you will not hold, or seek to hold, we responsible or liable with respect to the content of this document.

sap bpc nw 7.5 - journal in consolidated bs and p&l

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