Excel Timesheet Upload into CATS. Category 1 : Time Management Category 2 : Personnel Time Recording. Work Instruction

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Theodore Robertson
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1 Excel Timesheet Upload into CATS ZCATSLOAD Purpose The purpose of the Timesheet Upload is to give Schools without access to SAP the ability to enter time. This will potentially save on the data entry effort if the time entered can be uploaded directly into SAP. Use this procedure to enter employee time on a spreadsheet and upload that information into CATS. Only one week at time can be uploaded to CATS. A separate spreadsheet is required for each calendar week. Trigger Perform this procedure when an employee s timesheet information needs to be uploaded into SAP. Prerequisites A completed employee timesheet of attendance and absence hours. See the BPP Excel Time Entry - Record Time Entry for details on creating a timesheet. Menu Path Use the following menu path(s) to begin this transaction: None Transaction Code ZCATSLOAD Helpful Hints The Excel Timesheet Upload Program loads data from an Excel spreadsheet directly into CATS as if it were entered by a user directly into CATS. All edits and validations normally performed in CATS will be triggered by the upload program and any error messages will be returned to the user in an error report. The CATS Timesheet Entry BPP contains detailed information on what s required in each field on the CAT2 screen. This script will be useful to understand the data requirements for the Excel spreadsheet. CAT2 Data Entry Profiles- Daily Time Entry Page 1 / 18

2 Save a Variant once all the required information that you will be re-using has been entered. This way you can work with the same spreadsheet and keep retrieving the same information. The results of the upload for each line item in the spreadsheet will be output as a report. Line items with errors will have a red stop light icon and an E (hard error) in the Err.Flag column. Any error messages generated will be displayed in the Message Fields 1 through 8. For Audit Purposes, this report should be saved as a new file to log the history of the timesheet upload. Line item without error will have either a yellow light (warning) a green light icon (no errors found). To save only those records that were in error you can place a filter on the Err. Flag column and filter only those records where Err. Flag = E. This will produce a spreadsheet that can be re-loaded once the errors are corrected. The Macro Security settings in Excel must be set to Medium in order to export the results to a spreadsheet. In Excel select Tools / Options from the menu, click on the Security tab, click on the Macro Security button and select Medium. Click on the Trusted Sources tab and turn on "Trust Access to Visual Basic Project". Blank lines should be removed from the spreadsheet before uploading it into SAP. This will allow the row numbers in the output report to match the row numbers in the Excel spreadsheet and will make error handling easier. There is no logic in the upload program to over-write, replace or add to existing hours regardless of the Attendance or Absence code. If any hours already exist in CATS you will receive the following error message Time already entered on <date>. If a correction needs to be made to this entry it will have to be done manually in CATS. Personnel Number, Attendance or Absence Code and Hours in at least 1 field Sunday through Saturday are required. If anything is missing an error message will be generated and the line item will not be loaded. The program will NOT default attendance code 0800 if the Attendance/Absence field is blank. See the following BPP for information on creating a weekly time entry spreadsheet Excel Time Entry - Record Time Entry Page 2 / 18

3 See the following BPP for information on creating a single day Mass Entry spreadsheet Excel Timesheet Upload into CATS To determine whether all entries have successfully loaded into CATS you can run transaction CADO. See the BPP CAD0 Display Time Sheet Data by Personnel Number Due to the width of this report you cannot print directly from SAP. You will have to export the report to excel then print. If you choose the print icon you will loose your spreadsheet. If you use the Replaced Person functionality and the Replaced Person has 2 or more different Absence codes on the day that you have entered time, SAP will prompt the user who uploads the spreadsheet to select which Absence the Substitute is filling in for. This prompt will appear for each Replaced Person on the spreadsheet with 2 or more different absences on the day. Therefore the user uploading the spreadsheet will need to know exactly which absences the Substitute is filling in for so that they can make the correct selection. Page 3 / 18

4 Procedure 1. Start transaction ZCATSLOAD by typing the transaction in the transaction box on the SAP Easy Access screen. 2. Click Enter. Upload Spread Sheet into CATS 3. As required, complete/review the following fields: Page 4 / 18

5 Field Name R/O/C Description Run Type R Determines the type of upload. Select Regular load if the spreadsheet being uploaded is a regular weekly spreadsheet. This is the system default. Example: Select Mass load if the spreadsheet being uploaded is for multiple employees for a single day. Regular Load Data entry profile R Determines the method of data entry and the layout of the data entry screen. Example: If the profile number is not known click beside the field and choose the drop down list and make your selection by choosing the profile number you have authorization for. SB Key date R The date that corresponds to DAY1 on the spreadsheet. For a Regular Load the Key date must always be a Sunday because the CATS screen has been configured for Sunday to Saturday. If the date is not a Sunday you will receive a hard stop error Key date must be a Sunday! and the upload program will not run until a Sunday is entered. For a Mass load the key date can be any day of the week but the data on the timesheet will only be loaded for that day. The Key date will always default to the last Sunday of the system date. To choose the appropriate date choose the drop down list and double click on the Sunday that corresponds to DAY1 on the spreadsheet Example: Page 5 / 18

6 Field Name R/O/C Description Last Row of Spread Sheet Data R The last row of timesheet data on the spreadsheet. The timesheet upload program is designed to ignore the first row of the spreadsheet because it is the header row. It will then process each row up to the number that is entered in this field. R If you enter a number greater than the number of rows in the spreadsheet the upload program will process all entries and ignore any blank lines. If you enter a number less than the number of rows in the spreadsheet the upload program will only process up to that entry. Example: 100 The system automatically defaults to Simulation Mode If you have errors and bypass the Simulation mode all entries as of the error detected will not be uploaded. The program can be run in Simulation mode as many times as you like to check for errors The system automatically defaults this field. You should always run the upload program in test mode first to ensure no errors have occurred. If errors are detect then make the necessary changes. Rerun in Simulation mode until no errors are detected. While in Simulation mode, no updates will be saved to CATS. File Name of Input File R The filename of the spreadsheet to be uploaded. Enter the full path and filename to the spreadsheet. Click the pick list button to browse for the file. Example: c:\week1.xls If you enter an incorrect path or filename that cannot be found you will receive the following error message. Page 6 / 18

7 Information 4. To save time from entering this information each time, a variant can be saved. Click Save to save a Variant. Page 7 / 18

8 ABAP: Save as Variant When using Variants pay close attention to the data in each field. The Key date, Last Row of Spread Sheet Data and File Name of Input File may need to be changed each time an upload is performed. Ignoring this information may result in incorrect, duplicate or incomplete data being loaded. 5. Enter a Variant Name. 6. Enter a Variant Description. 7. Click Save to save the Variant. The next time you run this program you can click the variant(s). Variant button to retrieve your Page 8 / 18

9 Upload Spread Sheet into CATS 8. Click Enter to verify the data entered on the screen is correct. 9. Click Execute to execute the program. Page 9 / 18

10 Upload Spread Sheet Into CATS 10. Check for errors. Errors will have a red stop light icon and an E (hard error) in the Err.Flag column. Error messages will be found in fields Message 1 to Message 8 which can be seen by scrolling to the right. These records will not been loaded into CATS until the error is corrected. If no errors are generated then a yellow light (warning) or a green light icon will appear and the.field Message 1 will read No errors found. The actual row numbers from the Excel spreadsheet are displayed in the error report on the far left. These will correspond to the same row numbers in the Excel spreadsheet if there were no blank rows in the spreadsheet. If the upload program was run with the Simulation Mode field checked then no records have been saved into CATS yet. Errors can be corrected on the original spreadsheet or in SAP if necessary and it can be reloaded in its entirety until no more errors are generated. Page 10 / 18

11 If the upload program was run without the Simulation Mode field checked then all entries as of the error detected will not be uploaded for that week. If no errors are detected then all records for that week have been saved into CATS. Errors must be corrected by one of two ways: 1. Resolving the error and making the entry directly in CATS. 2. Resolving the error and uploading a New Spreadsheet with the correct entry. The original spreadsheet must not be reloaded in its entirety because that will result in errors being generated for each entry that has already been uploaded. If any hours already exist in CATS you will receive the following error message Time already entered on <date>. If a correction needs to be made to this entry it will have to be done manually in CATS. If you use the Replaced Person functionality and the Replaced Person has 2 or more different Absence codes on the day that you have entered time, SAP will prompt the user who uploads the spreadsheet to select which Absence the Substitute is filling in for. This prompt will appear for each Replaced Person on the spreadsheet with 2 or more different absences on the day. Therefore the user uploading the spreadsheet will need to know exactly which absences the Substitute is filling in for so that they can make the correct selection. A screen similar to the one below may appear during the upload. Double-Click on the entry that represents the Absence the Substitute is actually filling in for. Page 11 / 18

12 Replaced Person 11. Once all errors have been correct, remove the check mark, complete/review the following fields: Field Name R/O/C Description R The system automatically defaults to Simulation Mode Do not remove the check mark until all errors have been resolved. Always verify that all information is correct before executing the upload program with Simulation mode turned OFF (un-checked). The program can be run in Simulation mode as many times as you like to check for errors. If you have errors and bypass the Simulation mode all entries as of the error detected will not be uploaded. click in the box to remove the check mark Example: The error report has direct links to transactions CAT2 (Timesheet Data) and PA30 (Maintain HR Master Data). If the user who is doing the upload has read-only authorization for an employee these links will open transactions CAT3 and PA20 respectively. Page 12 / 18

13 Upload Spread Sheet into CATS 12. To go directly to transaction CAT2 double-click anywhere on a line item Except the employee number. If you click on the employee number it will take you directly to PA30. Page 13 / 18

14 Time Sheet: Initial Screen 13. Click Enter Times to open the Timesheet to review entries that have been uploaded. 14. Click to return to the Timesheet Upload Report. Page 14 / 18

15 Upload Spread Sheet into CATS 15. To go directly to transaction PA30, click on the employee number Page 15 / 18

16 Display HR Master Data 16. Enter the Infotype you wish to view. The CAT2 entries which were just uploaded will not show in Infotypes 2001 Absences or 2002 Attendances until CAT6 Transfer of Time Data to HR Time Management has been run. 17. Click to return to the Timesheet Upload Report. To save the results of the error report into a new Excel spreadsheet follow these steps. This can be useful for audit purposes or if you want to filter out the entries that generated errors. The Macro Security settings in Excel must be set to Medium in order to export the results to a spreadsheet. In Excel select Tools / Options from the menu, click on the Security tab, click on the Macro Security button and select Medium. Page 16 / 18

17 You can filter the results first in SAP or later in Excel. To filter results in SAP click on the columns you wish to filter and click the Filter button and enter your filter criteria. To save only those records that were in error you can place a filter on the Err. Flag column and filter only those records where Err. Flag = E. This will produce a spreadsheet that can be re-loaded once the errors are corrected. 18. Click Microsoft Excel button. Do Not choose the print icon. If you choose the print icon instead of exporting the report to excel you will loose your spreadsheet. 19. Select File Save Copy As Enter the path and filename of the file you are saving. Results / Next Steps CADO Display Time Sheet Data. See the s. CAD0 Display Time Sheet Data by Personnel Number CAT4 Approve Time Entries. See the s CAT4 System Approval-Approve Time Entries CAT6 Transfer Time Entries to HR. See the s CAT6 Transfer-Transfer Entries from CATS PT60 Time Evaluation. See the s PT60 Execute Time Evaluation Comments Page 17 / 18

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WEB ADI USER GUIDE. 1. The first step is to review and ensure you meet the following system requirements:

WEB ADI USER GUIDE. 1. The first step is to review and ensure you meet the following system requirements: Getting Started: 1. The first step is to review and ensure you meet the following system requirements: One of the following operating systems must be installed on the client PC: _ Windows ME _ Windows