A Better Way to Integrate SharePoint & Excel with SAP Webinar Q&A

Transcription

1 A Better Way to Integrate SharePoint & Excel with SAP Webinar Q&A October 24 th, 2013

2 Q: Can Winshuttle be used for Journal entry uploads? A: Yes. The SAP transaction-codes for maintaining journals can be automated using the 3-step process in Winshuttle TRANSACTION application to process mass/single journals. Winshuttle also offers a point-based solution called Journal Entry which allows users to design and deploy pre-built templates for FI processes such as journals, AP/AR invoices etc. Q: We run SAP 3.1i is Winshuttle compatible with this version? A: Winshuttle supports SAP versions 4.6c onwards. However, please do get in touch with us and we are happy to evaluate the tool with you and explore options. Q: Can you integrate Winshuttle with a function module? A: Yes. We can work with BAPIs and Remote Function Modules to automate a business process. Q: How can we extract data that resides in SAP structures? A: We cannot directly extract data from SAP structures. However, Winshuttle QUERY works with many different data sources Tables (including Transparent, Cluster, Pool, and Views), SAP Infosets, SAP Queries and Logical Databases. We can work with a combination of tables and up. Q: What technique is used when updating/creating data in SAP? (LSMW or RFC?) A: The connection to SAP from Winshuttle is via RFCs, the update is using Batch Data communication. Q: Does Winshuttle only integrate to SAP ECC, or can it also integrate to NW MDM? A: Winshuttle integrates with any SAP system (ECC, SRM, SCM, MDG etc) except business one, with the following options: Tcodes (standard or custom) BAPIs or RFMs (Standard or custom) SAP MDM is quite singular as it does not have a TCode or BAPI interface, it has a JAVA based API, so we cannot integrate directly, we can integrate from our workflows using the java scripting functionality to interact with this Java API. Q: Does Winshuttle also work on SAP systems that do not have CATT available such as SAP-SEM? A: For systems which are not t-code driven, we can connect to automate data loads and extractions via BAPIs and remote function modules.

3 Q: How complex can the routing be that I have in the workflow? (e.g. if field A>1000 then XXX, otherwise YYY). A: The workflow routing is flexible to have conditional logic within the transitions to determine the route. For example, it can be values based within the web form that can be used to dynamically route the workflow through the various steps. Q: Is the security on view level, as the user, or down to field level? A: The security is down to the field level. For example, a user can have access to changing material data in SAP using MM02; however they may have access only to change data for Plant This will be leveraged while using Winshuttle. Q: When the master data form has been approved and sent to the Master Data team, can that form be automatically updated to SAP to create the master record, or must the form data be put into a different format before upload? A: The form can be automatically updated to SAP in the current format. The workflow designer has out of the box plug-ins that can be used for auto-post into SAP. Q: Is it possible to create a query to get the cost centre group hierarchy found in KSH3? A: Data held within tables can be extracted irrespective of how the data is presented on the screen within SAP. Q: Can we create a script to update long text for PM Master Data objects like Functional location, equipment, plan and task list? And can we create a script for attaching documents or URL s to the above PM master data object via services for object? A: We can create scripts to update long text of information into PM master data. We will either use the Long text window or the SAP editor as an option to do so. We also support attachments of documents into SAP. We have some pre-defined transactions which have an out of the box capability for document attachment. Q: How easy is it to create the templates that you have shown today? A: We showed the steps to create a new script and template using the application. The tools have a simple 3-step process called record-map-run in order to set up a template for a transaction upload. Q: Is possible to make reports with calculated fields? A: We can have calculated fields within the Excel workbook where the data extraction happens. If Excel is used as an interface all capabilities of Excel can be used calculated fields, formulae, macros, pivot tables etc.

4 Q: How is SAP locking handled when master data is being edited in SharePoint? A: When the data is being edited in SharePoint i.e. on a form interface, the SAP record will remain untouched. SAP will be updated when the record is processed from the form by the call of the webservice. The locking mechanism is similar to a user logging into SAP to update a specific record. Only the record that is getting updated will remain locked for the duration of update. Q: Does Winshuttle work with MSS, or is it only for full GUI access? A: We can use the Winshuttle tool set in order to automate processes to complement MSS type. Q: Do you have integrated SharePoint workflows in the Excel integration? (ie. is there some governance over this Excel integration process, or is it simply that the user hits some button in Excel and shoots data into SAP?) A: No SharePoint workflow is integrated with Excel for the data load. With our desktop components a user who has a valid license and has access to SAP can click on a button to load data from Excel to SAP or extract data from SAP to Excel. We do have a SharePoint based governance platform which can be used to add control over the way the application is deployed. For example: Use data review process, add custom workflows for data approvals, add policies for adding further restrictions to how users use the tools. Q: In the Excel integration, how do you do mass uploads (under what conditions do you advise mass uploads) and how do you do it in the non-batch mode (which conditions stipulated for such manual uploads)? A: Typically you would use the capability for doing mass loads of data into SAP for Data creation, routine Data Changes, Data Migration processes. You can find a demo which shows the design of a script Q: Do you hide the complexity of the SAP UIs when you present Excel of PDF interfaces- only making mandatory fields or fields that a particular role has to fill in visible, for example? A: Yes. That s the idea of using excel and web forms as an alternate user interface, so as to provide only those fields to the user which needs to be updated and provide field level help (look up, drop downs) and validation (Mandatory, field-lengths) for user input. With web forms, we can also provide different views for different types of users (read-only, role specific views etc).

5 Q: If a field is closed for modifying in SAP how will it be visible in our SharePoint form? Will it be visible as modifiable or not? A: The fields which are display-only or hidden in SAP will have to be designed in a similar way on the form. Q: Where are the drop downs values maintained? Are they retrieved from SAP or an Excel list? A: The drop-down values can be maintained in multiple ways. They can either be static values within the form. Q: Would we have the facility to add our own workflows or change RFC functionality, or would that be solely accessed by Winshuttle staff? A: You will have complete ability to design and add workflows, change the connections to SAP and SharePoint sites. We will not have any access to the workflows you would design inhouse. Q: How does Winshuttle work with the SAP guitree(multi level structure) element? A: We either choose to work with alternate transactions. Example PPOME for org management is a transaction code with multi-level structure. We can use PP01 and PP03 instead to maintain the same data. We can also design the transactions to capture one step/level at a time and link the scripts together. Q: Does the tool provide pre-configured workflows or update processes, or do they have to be developed from scratch? A: No. We do not provide any pre-configured workflows. We provide the tools which are simple to use and the training that organizations can use to design processes for their business. Q: Does SharePoint share the same warning messages that are set up in SAP? (I was also referencing to the possibility of overrunning these warning messages.) A: Yes. The messages returned on the form will be that from SAP. The log returns the final success or failure message from SAP and we have an extended log to capture warning, information & notification messages. Q: Can Winshuttle connect to other non-sap systems / databases? A: Winshuttle provides out of the box features for data upload to SAP and data extractions from SAP into SQL, Access DB. Connections to other non-sap systems can be done from within the workflow by using the plug-ins and connectors.

6 Q: Is there a Winshuttle forum where you can discuss issues related to scripts creation or running? A: Yes. We have a community site on our website which you can use to go through the knowledge base, various articles and get in touch with other users working on Winshuttle. The url is

7 Winshuttle provides software products that improve how business users work with SAP. For customers who struggle with rigid, expensive and inefficient processes that limit their ability to adapt to changing business conditions, Winshuttle has the solution. The Winshuttle Platform enables customers to build and adapt Excel and SharePoint-based interactive forms and workflows for SAP without programming. Thousands of Winshuttle customers have radically accelerated SAP processes, saving and redirecting millions of dollars every day. Winshuttle supports customers worldwide from offices in the United States, United Kingdom, France, Germany, and India. Corporate Headquarters United Kingdom Germany Bothell, WA London, U.K. Bremerhaven, Germany Tel + 1 (800) Tel +44 (0) Tel +49 (0) Fax + 1 (425) Fax +44 (0) Fax +49 (0) France India Maisons-Alfort, France Research & Development Tel +33 (0) Chandigarh, India Fax +33 (0) Tel +91 (0)