tips & tricks for using winshuttle in general accounting · tips & tricks for using...

Tips & Tricks for using Winshuttle in General AccountingClinton Jones| Director of Product Management

Winshuttle User Group Conference | Fort Worth 2014

About me

[email protected] of Product Management

mailto:[email protected]


Finance at the core

• Master Records

• General Ledger Postings

• Asset Accounting

• Budget & Planning


General Ledger Posting

Sample Transaction Codes

• FB50

• FB01

• F-02

Support for :

• Basic postings

• CO-PA

• Cross Company

• Posting with Exchange Rates

Choices for posting

• Transaction Recordings

• BAPIs

• Winshuttle Journal Entry


ROI from Postings

http://www.winshuttle.com/resources/additional-benefits/roi-calculator/

“For every 100 basic postings you will save approximately half a day in manual entry time”

http://www.winshuttle.com/resources/additional-benefits/roi-calculator/


Challenges with manual Journal Postings

• Enjoy transactions behave differently to classic transactions FB50 vs FB01 and need different handling of the recordings

• Finance transactions rely on personalized settings

• You can use variants for screen layouts but be aware that the way you use variants needs to be handled with care use a search instead of a position selection

• Long text is supported but needs special handling of the recording.

• Document length (999 line limit)


Using a Transaction Recording

Advantages

• Quick & Easy to create

• SAP Configuration aligned

• Flexible usage

• with loops

• With IF conditions

Disadvantages

• Tricky the first time

• Lines post in reverse order*

• Personal settings

* You could use a macro to change the order


Journal Postings : the header

1. To identify the header press <enter> after you have filled in all the header fields or use

2. Consider fixing the Doc Header Text with a so that you can identify journals posted with a Winshuttle program

“Effective use of WS with journal postings requires the use of a loop”


Devise a script to set up the user settings


Document Attachment

Use FB02 or FB03 to record the script in

BATCH mode

Used a formula to extract the document number from the log column

Then create a chain

1


Skip Screen for finance screen handling

Record FB03 for Parked documents and use FB02 for Posted ones


Field level data validation


Using a BAPI for GL Postings

Advantages

• Allows +/- values

• Doesn’t need posting keys

• Not bound by transaction screens

• Many field combinations and permutations are possible

• Does not use the SAP transaction authorization model

• Lines are in the correct order

Disadvantages

• There are several choices• BAPI_ACC_DOCUMENT_POST

• BAPI_CASHJOURNALDOC_CREATE

• BAPI is designed for use by programmers

• Does not use the SAP transaction authorization model

• More complex to leverage

• May not work for CO-PA


Leveraging BAPI_ACC_DOCUMENT_POST

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2

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http://www.google.co.uk/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=fcOer9mh6L3TcM&tbnid=kqWNyqpvQ2H3YM:&ved=0CAUQjRw&url=http://developer.chrome.com/extensions/samples.html&ei=Y_FbUrrcC4Gp0QWYkICACA&psig=AFQjCNGkgAl4tv9T0l0SGY7RJokd2nDHGw&ust=1381843674861713


Winshuttle Journal Entry

Advantages• Comes with 30+ prebuilt

recordings & BAPIs

• Available as a rich Add-In client in Excel

• Supports 15 Transactions and BAPIs

• Customizable/Configurable

• Has additional validation and handling rules

• Doesn’t require understanding how to record a transaction

• Part of Studio & Studio Runner

Disadvantages

• Has no recording technology

• May not cover all the combinations of scenarios you want

• Limited to Journal transactions and processes


Licensing & roles

Connect• JE Workbench

• JE Runner

Central & Foundation• Studio

• Transaction

• Studio Runner

• Transaction Runner

Authors• Customize Templates• Add custom scripts• Validate/Simulate• Run

Runners• Validate/Simulate• Run

Reviewers• Validate/Simulate• Review


Customizing

1

2

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4


Enhanced Features

Special Runner buttons

Offline Validation

Document number return

Balance Checking


Cool Features

Long Document Splitting

Document Attachment

Own Script customize


Adding Workflow

Why do it?

• Inconsistent Finance master records between SAP systems

• Inappropriate granting of authorizations to create Finance Master Records

• Duplicate Finance Master Records

• Paper or email based approval processes

Options to consider

• Standard WS Workflows in Central

• Custom Workflows in Foundation

• Mass record creates with Excel

• Single record creates with Excel or Web Forms


Standard Workflows in Central

Standard Script Review Workflow

Standard Data Review Workflows


New Features

• Central templates with no data review

• Fiscal Year setting

• Multi-Loop support

• Column Based Mapping (multi document posting)


Custom Workflow for master records

WEB FORM BASED DATA GATHERING & APPROVAL

EXCEL BASED DATA GATHERING & APPROVAL


Using Studio to extract Finance data

Query

• IBAN example

• KP06 Example

BAPI

• GL Account Example

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