Version 4.0. Z Option 417 Oakbend Suite 200 Lewisville, Texas (877) (972) fax: (972)

Transcription

1 Version 4.0 Z Option 417 Oakbend Suite 200 Lewisville, Texas (877) (972) fax: (972)

2 Page 2 Trademarks SAP is the registered trademark of SAP AG. Microsoft Excel is the registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. Copyright Z Option Incorporated. No part of this User Guide may be reproduced in any form or by any means without the prior written permission of Z Option, Inc. Notice This User Guide, as well as the software described in it, is furnished under license and may only be used or copied in accordance with the terms of such license. Before using this software or reading this user guide, make sure you have read, understood, and agreed to the End User License Agreement signed by your Principals. SAP Requirements: SAP System version 4.6c (support package SAPKH46C15 of application component SAP_APPL) or later. SAP provided function modules and BAPIs used by Budget Loader exist in the environment and have not been altered by customer modifications outside of standard SAP support packages, configuration and note applications." Transport install package from Z Option SAP Requirements (for use with Public Sector Management) SAP System version 4.7 Extension Set 1.1 or later Minimum PC Requirements: Windows 2000 or later Microsoft Excel 2000 SR-1 or later S AP GUI 6.20 or later supported by SAP ( Preferably latest available from SAP) Hardware requirements same as Windows OS version Budget Loader Workstation Component installation file Manual Version This is Budget Loader Manual version 4.0 This manual assumes that the reader has a basic understanding of the SAP planning transactions and processes and Microsoft Excel. This manual addresses features of the Budget Loader product and should not be interpreted as a how to of SAP planning and/or Excel usage.

3 Page 3 Table of Contents ABOUT BUDGET LOADER... 5 WHAT S NEW IN BUDGET LO ADER... 6 HOW DOES BUDGET LOADER WORK?... 7 PRODUCTIVITY... 7 SECURITY... 8 DEFINITION OF USERS... 8 OTHER Z OPTION SOFTWARE... 9 GETTING STARTED TECHNICAL INSTALLATION: GETTING STARTED FOR PREMIUM USERS Getting a Z Option Ticket System ID Installing the Desktop Components Maintaining the Budget Loader Licenses Maintaining Premium Users Maintaining Transactions Maintaining Standard Users GETTING STARTED FOR STANDARD USERS BUDGET LOADER FEATURES INITIALIZING A NEW BUDGET LOADER TEMPLATE PLANNING TEMPLATES Apply Groups Pick Budget Values Populating the Header Adding line Items Adding Skip Rows Adding More Planning Sections Manually Retrieving SAP Texts Processing a Budget Loader Template HISTORY TEMPLATES Pick Budget Values / Using Groups as Selection Criteria Populating the Header Adding Selection Criteria Retrieving SAP Texts Retrieving Secondary (Internal) Cost Postings EDITING A TEMPLATE Edit Layout Apply Groups Pick Budget Values EXPERT MODE Overview and Business Application Supported Transactions/Templates Initializing a New Expert Mode Template Expert Mode Choose Fields Working within Expert Mode Expert Mode - Processing Expert Mode One-Cell Concept PUBLIC SECTOR SPECIFIC FEATURES Define/Redefine a Document Using Hierarchies... 59

4 Page 4 UTILITIES SETTING DEFAULT LABELS Overview Creating New Label Files Editing / Replacing Label Values in a Workbook LOGOFF OPTIONS SCREEN PROCESSING MULTIPLE WORKSHEETS PREMIUM USER FUNCTIONS GETTING HELP - Z OPTION TICKET SYSTEM About the Ticket System Create a New Trouble Ticket Review a Trouble Ticket BASI S / TECHNICAL INSTALLATION INSTRUCTIONS SUPPORTED PLANNING TRANSACTIONS MORE ON PLANNING FUNCTIONS GLOSSARY INDEX... 85

5 About Budget Loader Page 5

6 Page 6 What s New in Budget Loader Version Expert Mode Processing 2. PCA 7KE1 pick values displays Balance Sheet accounts 3. PCA 7KE3 history includes balances carried forward Version Retrieve secondary (internal) cost postings into history templates for select templates. 2. Retrieve partner object and original partner object values, types, and descriptions for appropriate transactions. 3. Multi-sheet processing: Process multiple history/planning sheets with one process. 4. Value rounding: Automatically round history and/or plan values. 5. Additional reporting options for rounded values. Version Retrieve multiple value types/record types in history for primary cost transactions and PCA (i.e. allocations, distributions, etc. internal to SAP). ( See Using Groups as Selection Criteria ). 2. New options screen with various usability enhancements ( See Options Screen ). 3. Error drill-down directly to Excel row (No overhead to SAP back-end on second and subsequent usage) See Processing a Budget Loader Template. 4. Section totals in history templates. 5. Optional transaction commit when warnings (not errors) are detected (See Processing a Budget Loader Template ). Version Public Sector Management Support for transaction FMBBC added.

7 Page 7 Version Controlling Profitability Analysis: Budget Loader can now plan, reforecast, and retrieve historical budgeting data in the CO-PA module of SAP. 2. Usability Enhancements: Various usability enhancements have been made to increase productivity ( see Initializing a new Budget Loader Template, Apply Groups, Pick Budget Values). How Does Budget Loader Work? Budget Loader allows you to create spreadsheet templates that post SAP planning data directly to SAP. Download SAP plan and actual history into Excel. Use all the features and flexibility of Excel to create sophisticated and powerful planning applications. Create as many template layouts as needed to satisfy the requirements of each of your departments. Productivity Remove the effort to re-key data into SAP, and the associated risk of introducing errors inherent in keying data. Create plans with more detail Enhance variance analysis Faster month end close Simplify SAP Upgrades It works now Simple installation You will be up and running in a matter of hours.

8 Page 8 Security Only SAP created code is used to post data in SAP. All or none of the data is posted. If an error occurs you will not need to worry about what did and didn t get posted. Users can only post to the objects allowed by their authorization profiles. Definition of Users Premium Users: Access to the same Budget Loader features available to the Standard Users Maintain the Budget Loader licenses. Maintain Default Labels. Access to the Z Option Support Ticket system at Support the Standard Users Standard Users: Build History and Planning templates. Post Planning values to SAP (if authorized) Retrieve History values from SAP (if authorized)

9 Page 9 Other Z Option Software GLSU (General Ledger Spreadsheet Uploader) Post SAP GL entries directly from a spreadsheet. Similar to the way Budget Loader works, GLSU allows you to create General Ledger Entry templates in a spreadsheet and post them directly to SAP. Chances are, your organization uses many homegrown applications and/or spreadsheets to pre-process your data before entry into SAP. This may require many hours of unproductive dataentry time by your processing departments or IT organization. GLSU allows you to streamline your financial data entry functions. GLSU provides a flexible and intuitive spreadsheet interface for collecting and posting transactions to SAP. From simple, recurring general journal entries, to allocations thousands of lines long, GLSU solves many common SAP data entry problems. Here are some of the ways GLSU can help you: Post directly to SAP from Excel. Pre-validate your data. GLSU validates 19 types of data that cause most of your problems during posting including the Field Status Group settings. Point-and-click interface. A non-technical user can completely control the content and presentation of entries. Every spreadsheet can be different. And more

10 Page 10 LIVExpress LIVExpress enables Excel integration with logistics invoice postings. (Similar to SAP transaction: MIRO) LIVExpress allows you make invoice as well as credit memo postings. It supports parking and reversing invoices and posting subsequent debits and credits. It also supports posting of account assignment, material, and g/l data to the invoice. Similar to native SAP functionality, LIVExpress can pre-populate the spreadsheet with live Purchase Order data as a starting point for your invoice. LIVExpress, with pre-populated data can create PO history variance reports within Excel. Please contact Z Option for a no obligation demo today.

11 Page 11 Getting Started

12 Page 12 Technical Installation: Soon after purchasing Budget Loader the primary contact at your company will receive the installation file from Z Option. You will perform the following two steps in this order. 1. Install the Budget Loader ABAP components. Send the zopbudlxx.zip file to your Basis team. This file contains an SAP transport, technical installation instructions and some other files. Your Basis team must import the transport into your SAP system before the rest of the installation process can continue. (Note: The Technical Installation Instructions are also contained in the appendix of this manual.) 2. Install the Budget Loader Desktop Components. After the transport is completed you will be able to install the Desktop Components. See Getting Started for Premium Users or Getting Started for Standard Users

13 Page 13 Getting Started for Premium Users Getting a Z Option Ticket System ID Before you can unlock your Budget Loader Installation you must request a Z Option Ticket System ID. This ID will allow you to retrieve Budget Loader Unlock codes and submit Trouble Tickets on the Z Option web site. 1. Open your web browser and go to 2. Select the Support option. 3. Select Request a Ticket System ID 4. Fill in the required information on the Request a Login screen. 5. Select Request Login at the bottom of the screen. 6. You will immediately receive an notification that the request has been submitted. 7. Soon after you should receive another notifying you that the request has either been accepted or denied.

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15 Page 15 Installing the Desktop Components NOTE: the Desktop Components must be installed on each workstation where Budget Loader is to be used. 1. Close MS Excel. 2. Log into an SAP system that has been updated with the Budget Loader Transports. 3. Go to transaction ZBUDL 4. Select the Download/Install PC Components button. 5. Select the folder where the Installation file is to be saved. (Note: this is not where the Budget Loader files will be installed) 6. When you select Open the Installation file will be saved to your computer and executed. From this point on it will look and act just like any other installation program you have used. 7. If you have administrator access to the workstation you can change the default directory to an accessible folder / directory during the installation process. 8. When the installation is complete - Open Excel. You should now see the new Budget menu item in the Excel Menu bar.

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17 Page 17 Maintaining the Budget Loader Licenses After Budget Loader has been installed on SAP, you will need to activate it by unlocking users and transactions. These steps are detailed on the following pages. To activate Budget Loader, you will need to 1. Retrieve your Budget Loader Registration Code. See steps below. 2. Maintain the License. This tells your copy of Budget Loader how many overall users you will have. 3. Maintain Premium and Standard Users. You will tell Budget Loader specifically which SAP users can use the software. 4. Maintain Transactions. You will tell Budget Loader specifically which transactions are activated. Retrieve your Budget Loader Registration Code: 1. Open MS Excel 2. From the main Excel Menu bar, select Budget -> Utilities -> Premium User Functions. 3. Log into the SAP system for which you are maintaining licenses. (Note: If you get an error here it usually means that the Technical installation has not been completed for this SAP system. 4. If you are maintaining the license for the first time the Maintain License dialog will pop up immediately so you can skip to step 6 in this task. 5. From the Premium User Menu select Maintain License 6. From the Maintain License dialog, make a note of the Registration Code or copy it to your Windows Clipboard by highlighting the Registration Code and then selecting Ctrl-C from your keyboard. Note: The Registration Code is case-sensitive.

18 Page 18 Get the Unlock Code: 7. Go to 8. On the Z Option Support page select Log onto Ticket System. 9. On the Z Option Support Welcome page select Generate License Unlock Codes then the Go button 10. On the Unlock Codes for Company Name page select the Generate Budget Loader unlock codes option 11. On the Budget Loader Licenses for Company Name select the Get License unlock codes option.

19 Page Enter the company password provided to you when you were setup in the ticket system (you should have been notified via ). NOTE: these are case sensitive. 13. Paste the Registration code you copied in step 6 into the Registration Code: from Budget Loader field. 14. Select the Generate Budget Loader License Unlock button 15. Copy the License Unlock Code value. Maintain the License (toggle back to Excel): 16. Paste the unlock code into the License Unlock Code field on the Maintain License dialog. 17. Select the Update License button. 18. Confirm that the Premium and Standard user counts are correct.

20 Page 20 Maintaining Premium Users See User Definitions for more information about what Premium Users can do. 1. Turn on MS Excel 2. Select Budget -> Utilities -> Premium User Functions 3. On the Premium User Menu select Maintain Premium Users 4. On the Maintain Premium User List dialog select Add a Premium User 5. From the Add Premium User dialog, copy the Registration Code

21 Page 21 Retrieve Unlock Codes: 6. If you have just unlocked your Budget Loader License you can simply select the Back to Budget Loader Unlock Page option where you retrieved the license unlock code Skip to step 8 7. Log into the Z Option Ticket system (see steps 7 12 in the Maintaining the Budget Loader Licenses section above) 8. On the Budget Loader Licenses for Company Name select the Get Premium User unlock codes option. 9. Enter your company password. (Note: these are case sensitive) 10. Paste in the Registration code copied in step Type in the SAP user ID for the person you wish to setup as a premium user. 12. Select the Generate Budget Loader Premium User Unlock button 13. Copy the Premium User Unlock Code: value. Add the new Premium User: 14. On the Add Premium User dialog in Excel, type the new premium users SAP ID (for this SAP system) into the Premium User field. 15. Paste the unlock code in the Premium User Unlock Code. 16. Select Add Premium User 17. Select Close 18. Confirm that the new Premium User has been added to the list on the Maintain Premium User List.

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23 Page 23 Maintaining Transactions For more information see Supported Planning Transactions in the glossary. 1. Turn on MS Excel 2. Select Budget -> Utilities -> Premium User Functions 3. On the Premium User Menu select Maintain Transactions 4. On the Maintain Transactions List dialog select Add a Transaction 5. From the Add Transaction dialog, copy the Registration code.

24 Page 24 Retrieve Unlock Code: 1. If you have just unlocked your Budget Loader License or a Premium User you can simply select the Back to Budget Loader Unlock Page option where you retrieved the unlock code. Skip to step Log into the Z Option Ticket system (see steps 7 12 in the Maintaining the Budget Loader Licenses section above) 3. On the Budget Loader Licenses for Company Name select the Get Transaction unlock codes option. 4. Enter your company password. (Note: these are case sensitive) 5. Paste in the Registration code copied in step Type in the Supported Planning Transaction code. 7. Select the Generate Budget Loader Transaction Unlock button 8. Copy the Transaction Unlock Code: value. Add the new Transaction: 9. On the Add Transaction dialog type the new SAP Transaction (TCODE) into the Transaction field. 10. Paste the unlock code retrieved from the Z Option Ticket system into the Transaction Unlock Code field. 11. Select Add Transaction 12. Select Close 13. Confirm that the new transaction has been added to the list in the Maintain Transactions List dialog.

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26 Page 26 Maintaining Standard Users See User Definitions for more information about what Premium Users can do. 1. On the Premium User Menu select Maintain Standard Users 2. On the Maintain Standard User List dialog select Add a Standard User 3. On the Add Standard User dialog, type the Users SAP ID (for this SAP system) into the Standard User field. 4. Select Add Standard User 5. Select Close 6. Confirm the new user has been added to the list in the Maintain Standard User List dialog.

27 Page 27 Getting Started for Standard Users NOTE: If one of the Premium Users or someone from the IT Dept. has already installed the Budget Loader Desktop Component on your workstation then you can skip to the Budget Loader Features section of this manual. See Installing the Desktop Components When you have completed this section you can proceed to Budget Loader Features.

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29 Page 29 Budget Loader Features

30 Page 30 Initializing a new Budget Loader Template New Budget Loader templates can be added to an existing workbook or you can open a new one if you wish. 1. From the Excel menu bar select Budget -> Utilities -> Initialize 2. If you are not already logged into an SAP system you will be required to do so. Log into the SAP system where the new template will be used. Select a Planning Function: 3. On the Choose a Planning Function dialog select the Planning transaction for the template. Select OK Use the + - signs or simply double click the nodes to show or hide the available planning functions. Planning transactions that have not been licensed by your company are grayed out. See More on Planning Functions in the appendix for more details.

31 Page 31 Set Default Labels: 4. If this is a new Budget Loader workbook you will receive the message Default labels have not been created for this workbook. Click OK on the Set Default Labels screen to accept the defaults. Select OK if you get this message If you don t get this message it means the default labels have already been set for this workbook. Skip to Choosing Fields steps. 5. On the Set Default Labels dialog. In the upper left corner of the dialog you will see the source of the Default Labels being displayed. It will display either from Budget Loader File or From Company File. The Budget Loader File contains the factory default values. Company File has values specifically created for your company. You can use the Options at the bottom of the dialog to select another Labels file if you wish. If you do not wish to change any of the default values you may simply select Accept to keep the proposed default label values. See Setting Default Labels in the Utilities section for more information about changing the Default Labels.

32 Page 32 Choose Fields / Template Layout screen: 6. Use the drop down list to select Planning or History in the Planning or History field. The History and Planning wizards are slightly different. Selecting History will cause the wizard to display an extra node called Selection Criteria in the Selected Fields / Layout window. As the name implies, this extra node is for the selection criteria Budget Loader requires to retrieve and display historical values. 7. Use the drop down list in the Save this layout to field to determine which sheet the new template should be created on. You may select an existing sheet from the list or, Select New Sheet which will add a sheet to the workbook. If you select New Sheet be sure and replace the New Sheet Name value with a real name for the new worksheet. Selecting Fields to display: 8. The best way to start selecting fields is to start at the top and work your way down through the nodes. The first node is the planning header. Notice that there are no check boxes in the Hide column. This is because all of the Planning Header fields are required. You cannot hide them but you can change the order in which they will appear on the sheet by dragging and dropping them within the Planning Header node.

33 Page Continue to work your way down the nodes until you have selected, positioned or hidden each of the fields. Your choices in one node can affect the available choices in another node. For example - turning off Activities in the Object Header node causes some of the value fields in the Line Items node to be hidden because they are only used in conjunction with Activities. A Check Box in the Hide column means that the field is not required and you can hide it if you wish to.

34 Page 34 Moving fields around: 10. Drag and drop. You can always move fields around within their nodes by dragging and dropping them. For example if you wanted to display the months in reverse order you could drag period 12 from its normal location at the end of the year and drop it on period 1. This will move period 1 down and replace it with period 12. Repeat this operation with period 11 then 10 etc. Value and Period nodes can also be dragged and dropped within their parent nodes. All of the associated underlying nodes will also be moved. 11. Hide All/Unhide All A right click on any field will display a menu which will allow you to hide or unhide all non-required fields. This is especially helpful with large lists. When inside of a list, only the current level of the list will be modified 12. Pivot Fields. Notice the Z icons that are on some of the nodes and fields. A field that has the Z icon can be moved to a node that also has the Z icon. This feature allows you to Pivot the dimensions of your template. Example: A normal planning template for cost centers will have the Cost Center as the object and cost elements (accounts) in the line items. But, if you want to plan Rent expense at a high level you can drag the cost element field from the Line Item node and drop it in the Object Header node. Likewise, drag the cost center field from the Object Header node and drop it

35 Page 35 in the Line Items node. You can now plan a single account for a list of cost centers. You can also drag the Object field from the Object Header and place it in the Line Item Header. This kind of structure is useful for mass data entry. NOTE: If you are displaying the associated texts for these object fields you must also manually move the text field to the appropriate position alongside the object field. Navigating the Period and Value fields 13. If there is more than one type of value field available you have the option of toggling the period and value fields to display them the way you prefer. The default display will have the Value Types on top. Select Grp Val Types in Prds to make the periods display over the value types. Note that the label of the button changes depending on how the display is set. 14. Select the check box in the Hide column to limit the number of periods that are available for your template. You can easily create templates for quarterly updates by hiding all but the current quarter s periods. Adding Blank Columns: 15. Adding blank columns is easy. Simply select the field in the tree where the blank column should be then select the Add Blank Column button. You will be put into edit mode in the tree so you can enter the text that you want displayed in the header for the blank column description. Budget Loader ignores Blank Columns so they are great for displaying subtotals.

36 Page 36 They are also great for containing data that is to be used for allocations and input into other kinds of formulas that you might be using. In conjunction with Skip Rows you can create sophisticated and functional planning templates Completing the Template: 16. After you have arranged all the fields the way you want, then simply select OK. 17. See the Planning Templates or History Templates sections of this manual to continue the initialization process Planning Templates Planning Templates are used to post your planning values from Excel directly into SAP. Once you have in initialized the template in Excel you can use all the formatting and formula capabilities of Excel to customize it as needed. Apply Groups If you are initializing a planning template you will be given the opportunity to populate it using Groups from your SAP system after the fields have been selected. You can cancel this operation and populate the new template manually if you wish. The Apply Groups feature is also available at all times from the Budget Loader menu. See Using Groups / Hierarchies for a detailed description of this feature. Pick Budget Values Budget Loader offers you a master data search feature similar to what you are used to in SAP. Simply right click a cell and select the Pick Budget Values menu item. Most fields in your Budget Loader template offer this feature for your convenience in populating the cells of the template. See Pick Budget Values for more detailed information.

37 Page 37 Populating the Header Every planning template will have header values that must be populated so that SAP will know where the objects and line items should be posted. Most of these fields will all be very familiar. They are the same ones you see in the SAP online screens. Controlling area Fiscal year From and To Periods Version There are also a couple of other fields that you need to know about. 1. Currency You usually have 3 choices for the currency. A drop down list of the available values is provided in the template. The available currency types vary depending on the planning transaction you have chosen. If you choose Transaction currency The transaction currency field requires that the currency field be on the sheet. When initializing a new template you will find the currency field in the Line Items node of the tree. 2. Delta (not available on all transactions) Delta tells SAP to either replace the existing values with the new values or to add the new values to the existing values. There is a drop down list of available values built into the template. No indicates that the existing values should be replaced. Yes indicates that the new values should be added to the existing values. Keep in mind that you can add negative numbers to the existing values to reduce them.

38 Page 38 Adding line Items Once the initial planning template has been Initialized you can begin to add details. Each line of the template can contain values (1, 2, 3, A, B, C, etc.) or formulas that refer to other cells or worksheets.

39 Page 39 Adding Skip Rows To create a Skip Row simply type the word skip in column A of that row. Budget Loader will ignore this row when you process the template. Skip Rows are extremely useful for creating forms that users will be comfortable using. You can use skip rows to contain subtotal formulas or other data that is to be used by formulas in your template. You can also hide column A if you don t want the skip rows labels to be visible.

40 Page 40 Adding More Planning Sections Manually Once you have completed the single Object and line Items section provided by Budget Loader when you initialized the template, you may wish to add more sections for other Objects. For example, you may wish to have several groups of cost centers and line items on a single sheet. 1. Copy the completed section starting on the row above the Obj. Hdr. 2. Paste the selection on the row following the last line item. 3. Remember to change the Object Header values. 4. Repeat as necessary.

41 Page 41 Retrieving SAP Texts When you have filled in the Object header and Line Item headers you can retrieve their SAP texts if you have the text fields displayed in your template. From the menus select Budget -> Edit -> Load SAP Texts Budget Loader will evaluate the available text fields, find the associated object values, retrieve the appropriate text values from SAP and display them in the template. Processing a Budget Loader Template From the Excel menus select Budget -> Process At this point 1 of 2 things can happen 1. The posting works perfectly. In this case you will see a message that says Posting Completed. You can go to SAP and see that all the values have been posted. 2. Or something goes wrong. In this case NONE of the values are posted. If only warnings are displayed Budget Loader will allow you to post your work or you can choose to not post your work. In all cases, if errors are encountered, nothing will be updated in SAP. On the errors dialog you see below, you may now double-click any error and be taken directly to the Excel line where the error occurred. You may show the validations errors (see left) as many times as you wish without any additional load on the SAP system

42 Page 42 History Templates History Templates are used to retrieve Plan or Actual values from SAP and display them in Excel. Pick Budget Values / Using Groups as Selection Criteria Budget Loader offers you a master data search feature similar to what you are used to in SAP. Simply right click a cell and select the Pick Budget Values menu item. History Templates allow you to use your SAP Reporting Groups as selection criteria. See Pick Budget Values Key for more detailed information. You may now select multiple Value/Record Types for Primary Cost Transactions and Profit Center Accounting respectively. The Value/Record Type fields appear in the Choose Fields dialog. In reply to: order to use groups with the Value/Record Types. Execute SAP transaction GS01 (Set Create). For Value types enter reference table COSP and field WRTTP. For Record

43 Page 43 Types (PCA) enter reference table GLPCT and field RRCTY. Then, enter your values. You may also use the Pick Values functionality from inside Excel as well if you do not know which values to select. Populating the Header Just as with the Planning template header you must also populate the History template header. In this case the header information will tell Budget Loader what SAP data is to be returned to the template.

44 Page 44 Adding Selection Criteria If you are building a History template you will notice that there is an additional section in the spreadsheet called Selection. As you may have guessed this is where you enter the values that you wish to be returned from SAP into your template. Budget Loader inserts 3 input lines by default. However, you can add as many lines as are required for your particular application. To insert more lines simply select the whole row of the last selection row and paste it just below the last selection row. Repeat as necessary. Retrieving SAP Texts Unlike Planning templates, the SAP texts for history templates are retrieved automatically when you process the template. Retrieving Secondary (Internal) Cost Postings To retrieve secondary (or internal) cost postings such as allocations, distributions, assessments, etc into a history template, simply add one (or more) of the partner object fields. Budget Loader will detect when any history template contains these fields and will retrieve the additional information from SAP. To stop retrieving the secondary cost postings, simply use the Budget Loader Edit functionality and remove all partner object fields.

45 Page 45 Each partner object and origin partner object field will have a partner object type field associated with it. Since partner objects can be different cost objects (cost centers, internal orders, etc), this field will denote which type of cost object it is. Labels such as Cost Center and Order will appear in this cell. To add the other partner fields simply unhide the field and the other partner fields will appear in the edit function. There is a separate field available for Activity, this will always contain ONLY partner activity types. Each partner object and origin partner object field will also have a corresponding SAP text description. These text fields are populated automatically in the spreadsheet upon processing of a history template along with the other SAP texts cells present in the spreadsheet. There are a total of 10 fields available for this functionality. There are 5 for partner object and 5 for origin partner object. An example of retrieved data can be seen below.

46 Page 46 Editing a Template Edit Layout You can still make changes to your templates after they have been created even if they have values in them. WARNING: One very important thing to note before beginning the editing process is that some changes will cause Budget Loader to resort the data in the template. In these cases all formulas contained in the template will be lost. You will be warned about these situations and you can cancel the process at any time. It is a good idea to save the edited template to a new sheet in these cases. You can always go back to the original if needed. 1. From the menus select Budget -> Edit -> Edit Layout 2. NOTE: The default value in the Save this Layout field is New Sheet. This will cause the edited template to be saved to a new worksheet. You can then delete the old sheet later if you wish. You can also select any other existing sheet including the sheet being edited. This will overwrite the targeted sheet. 3. You will see the Choose Fields / Template Layout dialog. This is the very same screen you used to Initialize the template. 4. Make your changes just like you did during initialization. Resetting Default Labels: If you have made changes to the labels in your template and you wish to reset them to the default values stored within the workbook, simply select the Reset Default Labels button.

47 Page 47 Apply Groups Please Note: The Apply Groups feature is currently available only for Planning templates. When you first initialize a new planning template you are given the opportunity to populate it using the groups / hierarchies on your SAP system. You can skip this process simply by selecting Cancel. This feature is also available from the Budget / Edit / Apply Groups menu any time. A drop down selection for controlling area is now available

48 Page Object Type This list contains all the Object fields you chose to display in your template. (Cost Centers, Activities, Cost Elements, etc.) Select one Object at a time to build combinations of groups in the Selected Groups list that will be used to generate the content in your template. Only groups of this Object will be displayed in the Choose Groups list. You may repeat this step for each object prior to choosing the Apply Button. 2. Group types These are the different types of groups available in SAP. Choose the Group Type you wish to search for. 3. Controlling area Always required 4. Search String This value is used to search for the name of the Group. You may use the * (asterisk) wildcard to return multiple similarly name Groups (exp*, mycostcenter*etc.) Using the * wildcard in both search fields is not allowed when searching for sets. 5. Search Description Use this search term to further limit the list of Groups returned from SAP. 6. Get Groups Returns a list of groups to the Choose Groups list that match the search criteria you entered in steps Choose Groups list - The list of requested SAP Groups. You may select whole groups, sub-groups or the bottom level ranges which contain the actual list of objects in the group. Select the group(s) you want by double clicking them. This will move them to the Selected Groups list. Please note: Subtotals will not be calculated for ranges which contain the actual object list. 8. Selected Groups List Once on this list you have some freedom to modify the values in the group. You can modify the ranges contained in the groups and Delete whole groups or bottom level ranges contained in the groups. 9. Subtotals Check the box if you wish Budget

49 Page 49 Loader to calculate subtotals for all the levels in the selected group(s). 10. Repeat steps 1 9 until you have selected groups for as many of the Objects as you require. 11. Apply Derive the combinations of real objects, calculate the appropriate subtotals (if chosen) and populate the template with the results. 12. Errors / Warnings If errors are encountered during the Apply process they will be displayed on this tab. Some common errors and warnings you might encounter are: Duplicate values Error If you have chosen multiple sets that contain duplicate values (example: Cost Center 1000 is contained in more than one Group) you will not be able to proceed until the duplicate has been removed. No Values Found Warning If a the bottom level range of a group contains a master data value that does not exist you will get this warning. You can navigate to the Selected Groups list item causing the problem by double clicking the Error / Warning item. If you encounter only Warnings you may proceed with building your template by selecting Apply(disregard warnings) on the Errors/Warnings tab.

50 Page 50 Pick Budget Values 1. You can enter the initial search value directly in the cell of the template. Then right click your mouse and select Pick Budget Values from the menu. 2. Single Values / Groups Select either single master data values or Groups. 3. If you select Groups you must also choose the Group type from the dropdown list. 4. Search String In our example the search string is labeled Cost Element. This label will vary depending on the object you are for. In our example the search string is 8*1*. This will return all the cost elements that begin with an 8 and contain a 1 anywhere. Use the * (asterisk) wildcard to return multiple similarly named items. 5. Description Use this search value to further limit the list of master data values returned from SAP. The * wildcard is also available for this search value. 6. Controlling Area Always required. 7. Search Start searching 8. Double click an item in the list to populate the template cell with the value. 9. A drop-down selection is now available for controlling area (and Chart of Accounts in CO-PA) 10. Planning Documents whether you choose groups or single values you may only choose a single value. 11. History Documents You may select whole groups or individual values to populate the Selection Criteria of a History document. Groups may only be chosen for the From range of an object.

51 Page 51 Expert Mode Overview and Business Application Budget Loader Expert Mode (available as of version 4.0) allows for the mixing of Planning and History functionality within a single spreadsheet. It will also allow for a rolling period sheet configuration as well as spanning multiple planning years and supports the independent layout of columns of either plan and/or historical information. At a high level, apply groups, pick values, and much of the functionality of regular templates is supported in Expert Mode. Multi-sheet processing in Expert Mode is not supported, due to the extreme flexibility of the template layout. Outlined below is a detailed explanation of specific functionality within Expert Mode. Supported Transactions/Templates The following transactions are currently supported for Expert Mode. Every template available in Budget Loader under each transaction listed is also supported. 1. KP06 Cost Center: Cost / Activity Inputs 2. KP26 Cost Center: Activity Output / Prices 3. KP46 Cost Center: Statistical Key Figures 4. KPF6 Internal Order: Cost / Activity Inputs 5. KPD6 Internal Order: Statistical Key Figures 6. CJS2 Project Systems: Statistical Key Figures 7. 7KE1 Profit Center Accounting: Costs / Revenues 8. 7KE3 - Profit Center Accounting: Balance Sheet Accounts 9. 7KE5 - Profit Center Accounting: Statistical Key Figures Initializing a New Expert Mode Template The process to initialize a new Expert Mode template is similar to the process described in the section Initializing a new Budget Loader Template with one exception. To switch to Expert Mode, simply select Set Expert Mode on the Choose Fields screen for any of the supported transactions. After selecting Set Expert Mode, your Choose Fields screen will change and the Expert Header section and other Expert Mode fields will be displayed. If the Set Expert Mode is grayed out, then Expert Mode is not available for the selected transaction.

52 Page 52 Expert Mode Choose Fields The Choose Fields layout is very similar to nonexpert mode with the addition of a few items. The most notable of these will be an Expert Header section with various fields. This block of fields is the common set of criteria which will be applied to each expert column in Excel. Fields which can be applied to both planning and history columns (such as Period, Fiscal Year, Version, etc.) will be displayed at the top level along with Planning/History fields which are Planning and History specific and have the same name but different sets of possible values. There will be another set of History only fields in a sub-section of Choose Fields denoted as ReportFlds. These fields are only relevant for history columns in an Expert Mode template. (Note: These fields are selection criteria used to limit which historical information is displayed but which cannot be posted to directly for planning/budgeting purposes). Adding blank columns, for calculation, notes, etc. to the Object and Line Items sections are supported in Expert Mode from this screen. Switching of dimensions by dragging and dropping cost objects marked with the Z icon is also supported as it is with non-expert templates.

53 Page 53 In the Choose Fields screen in Expert Mode, you will notice that the value fields are labeled generically as Exp. 1, Exp. 2, etc. This is short for Expert Value 1, etc. Since expert columns can take on any definition as specified in the expert header section, these cells, upon initialization, are labeled in this fashion. Later in the Expert Mode documentation is additional help for quickly labeling all of the cells in a multi-section Budget Loader template. Initially, 12 expert columns will be displayed, but you can add as many as required and have as few as a single expert column. You can also right click and quickly select and de-select all of the fields in any given section. Also keep in mind it will be easy to add more expert columns after the sheet is created if the initial column count is not adequate. Working within Expert Mode Once you have finished initializing your Budget Loader Expert Mode template, you can begin defining each Expert column in the worksheet. The cells in green denote expert header fields which apply to the value types in green in the section below. They modify what value type will be displayed. The blue cells denote regular selection fields that are also available in regular Budget Loader templates. In regular Budget Loader templates you can use a skip, comment, or ignore statement in the first column to denote a skip row. The same concept applies in Expert Mode, with the addition of the Skip Column. If the Skip column is left blank, the expert column will process.

54 Page 54 Other fields can be filled in using static drop down lists which are valid for that particular field. You can also right-click and select Pick Budget Values for Version, Value Type, and many other fields. The Plan/Hist field denotes whether a column is a Planning or History column. Note that the requirements for field population change when this is modified (i.e. if the column was changed to Hist you would need to select a Hist.PerType and so on). The Period cell can be populated with a single month value, multiple values by using a comma, and a quarter or range by specifying the range with a comma as seen in the graphic to the right. As illustrated in the graphic displayed to the right, when using multiple sections, you can quickly change all subsequent value type headers by simply modifying the first label. When the Apply Groups functionality is utilized in conjunction with Expert Mode, all of the subsequent value types header fields will contain a formula which will take the text of the first section. Those cells will not be modified on subsequent processing of the template. Blank columns and Expert columns may be added by right-clicking and selecting Add Blank Column. Selecting Yes will add a new blank column and selecting No will add a new Expert column.

55 Page 55 Expert Mode - Processing To process an Expert Mode template from the Budget menu, select Process from the menu just as you would a regular template. If the template is an Expert template, the dialog to the left will be displayed. To process the History only columns, select the first radio button, to process the Planning columns only, select the second radio button, and to process both Planning and History columns, select the third radio button. To refresh, or populate master data descriptions when processing, check the Load SAP Texts checkbox. Error messages will be handled the same as they are in normal templates.

56 Page 56 Expert Mode One-Cell Concept When using Budget Loader in Expert Mode, it is important to note a distinct difference in the manner in which data is displayed in Excel. In a regular budget loader template, especially in history templates, selection criteria are entered and can represent the selection of multiple records, especially in a range of values. All of the matching records are then sorted and displayed in the template. In Expert Mode, each selection field represents a match of exactly one value (as denoted in the example with selection cells E8 E15, C20, and C24) and one result cell (as denoted in the example as cell E24). The only range selection could be multiple periods. Also, keep in mind, especially for history processing, if you need to research a quick set of historical information, it may be faster to use the regular history template than using an expert template. Expert templates should be used for recurring use, where you want to combine budgeting/planning packages into one sheet for recurring use, but can take longer to initially setup and configure depending upon the complexity of the planning transaction in use.

57 Page 57 Public Sector Specific Features

58 Page 58 Define/Redefine a Document When using Budget Loader with Public Sector, there is additional functionality above and beyond regular Budget Loader functionality. When creating a FMBBC transaction document, it is necessary to define (and in some instances redefine) your document. To define a document, follow the steps as defined in section Initializing a new Budget Loader Template. Perform the following steps: 1. Select Public Sector Management 2. Select Planning FMBBC Create Budget Control System Document 3. Select Create Budget Control System Document 4. Select values from the dialog as seen to the left 5. Select Ok Since many dependencies exist on the protected fields you see in a Public Sector Budget Loader document, if you need to change these values you may right-click anywhere on the spreadsheet and select Redefine PubSec Document as seen to the left.

59 Page 59 Using Hierarchies When using Budget Loader with Public Sector, you may use account assignment element hierarchies, however you must use the SAP standard provided transactions for copying hierarchy data to group data. Only after using these standard SAP transactions, will hierarchies be available for use with Budget Loader in Public Sector. The transactions are listed below and can be found in SAP by navigating to Accounting Public Sector Management Funds Management Master Data (appropriate master data object) Create Group Hierarchy from Master Data Hierarchy transactions: FMRP_CI_SET_HIER Commitment Item Hierarchy FMRP_FC_SET_HIER Funds Center Hierarchy All other account assignment element groups may be retrieved with no additional steps in SAP

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61 Page 61 Utilities

62 Page 62 Setting Default Labels Overview Default labels offer you an opportunity to customize your Budget Loader templates to the specific needs of your company, groups of users or even individual users. There are 3 kinds of Label files: Budget Loader Default (factory settings) Company Default Created by a Premium User and used by default when detected by Budget Loader Other Label Files You can create as many sets of labels as required. Naming Convention: Budget Loader Default = ZopStdTxtL0409.ini. You may not overwrite or edit this file. These are the Factory Settings for the English Language (other Languages can be supported by request) Company Default = ZopStdTxt2.ini. Only Premium Users may create this file. Other Label Files = ZopStdTxt*.ini. Anyone may create label files for their own needs. Creating New Label Files You can create Label files for our own use and Premium Users can create files for your company that will be used by default in Budget Loader. 1. Open a new workbook. (Any non Budget Loader workbook will do.) 2. From the menus select Budget -> Utilities -> Setup Default Labels 3. In the upper left corner of the dialog box you will see either 1. From Budget Loader file This means that the Budget Loader default values are displayed. 2. From Company File This means that the Company values prepared by a Premium user are displayed. 3. From Workbook This means that the values stored on the active workbook are being displayed. 4. From Other File this means that one of your personal label files has been opened and is being displayed

63 Page Edit the texts as necessary. 5. From the Options list select Save as a new List 6. On the Save a Budget Loader Labels File dialog enter the name of the new file. Remember the naming convention discussed earlier? Be sure and stick to that. 7. Once you select the Open button the file will be saved.

64 Page 64 Editing / Replacing Label Values in a Workbook When you Initialize the first template in a workbook you are asked to setup Default Labels to be stored in the workbook. If you later want to change these stored labels: 1. Open the workbook to be changed. 2. Go to Budget -> Utilities -> Setup Default Labels. Edit the Stored Label Values: Expand the nodes Type over the values in the Short Text and Long Text Columns as necessary. Select the Accept button to update the labels stored in the workbook. Replace the Stored Label Values: From the Options list select Open a different List On the Open a Budget Loader Labels File select the Label file you wish to open then select the Open button. You can still edit these values as needed. Select the Accept button to update the labels stored in the workbook. NOTE: This operation does not change the label values currently displayed in the templates in the workbook. For more information on resetting the labels of a template go to Resetting Default Labels

65 Page 65 This option closes your connection to SAP. Logoff If the Logoff SAP menu option is grayed out (as pictured) you are not logged in.

66 Page 66 Options Screen Various usability/reporting enhancements are available on the options screen. In addition the default template colors can be changed by selecting the Template Colors tab of the Setup Custom Options dialog. Rounding: Different settings for both planning and history templates may also be configured. Budget Loader will round the currency values to the specified precision. Rounding Reporting Options: The option As above but round Currency amounts before checking will eliminate any 0 values for quantity and currency after the rounding is applied in a history template. NOTE: Only currency type fields are rounded with this functionality, other non-currency types such as quantity, consumption, etc are NOT rounded. Processing Multiple Worksheets Budget Loader workbooks can contain/process multiple worksheets. The worksheets can be of either Budget Loader type during multiprocess, planning or history or a combination. When posting, you may wish to post one, all, or specific, individual worksheets in your workbook. You could use this feature to have Budget Loader ignore a worksheet which contains all your calculations which then feeds the posting worksheet(s) via formulas. From the Budget menu Choose the "Sheet Selection item 2. The screen below is displayed

67 Page 67 Choose which worksheets you wish to process. You may also choose to stop on the first SAP error and not attempt to post any subsequent sheets if any errors are found. Once you are finished select OK. You may also use the filter to the left to limit the display to one type of Budget Loader template. To process your selection From the Budget menu Choose the "Multi-Sheet Process menu item. 2. The screen below is displayed 3. Select appropriate option and continue

68 Page 68 If you select Use Current Settings and Don t Ask Again you will not be prompted, in this session of Budget Loader again. If you select Review or Change Current Settings you will be taken to the sheet selection dialog before processing continues.

69 Page 69 Premium User Functions When you select this option you will be required to login to an SAP system. Access to these functions will be denied if you are not a registered Budget Loader Premium user. See Maintain Premium Users See Maintain Standard Users See Maintain License See Maintain Transactions As a premium user you may upload Budget Loader Templates for distribution throughout your organization. 1. Enter transaction code ZBUDL while in SAP 2. Select the Premium User Functions option 3. Select Maintain Templates It may also be necessary from time to time to upload a new PC components installation file. To perform this task you would perform the same steps as outlined above but select Upload PC Components instead and browse to the location of the PC installation file

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72 Page 72 Getting Help - Z Option Ticket System About the Ticket System Z Option has a full-functioning Ticket System which allows our Premium Users to notify us if there are questions or problems with the software. Using the Ticket System is the best way to get support from Z Option. Multiple support pagers will be triggered. Upload files. notifications See Getting a Z Option Ticket System ID if you are a premium user and don t already have one. Create a New Trouble Ticket 1. Open your web browser and go to 2. On the Z Option home page select the Support option. 3. On the Z Option support page select the Log onto Ticket System option. 4. If you have logged into the Ticket System before you can skip to step Enter your Ticket System ID and password provided when your request for Ticket System ID was approved. 6. On the Z Option Support Welcome page, select the Report a new Issue option then the Go button. On the Create New Ticket page 7. Select the appropriate Category 8. Select Budget Loader as the Product 9. If the problem is with a template, attach it using the Browse Button on the Excel File?: field. 10. You won t need the ZGL file or INI file fields. 11. Enter a Short Description of the problem. 12. Enter a complete description of the problem including any error messages and the steps taken that lead to the problem. 13. Select the Create Ticket button. 14. You will be notified of our responses via .

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74 Page 74 Review a Trouble Ticket Follow the steps 1 5 in the Create a New Trouble Ticket section above to access the ticket system. On the Z Option Support Welcome page, select the Show all of my Company Tickets option then the Go button. Click on the ticket number to display its' contents.

75 Page 75 Appendix: