1. Objective and Scope

1.1. Objective of this Operation

Describe how the posting schemes templates will be defined and inserted in the Journal Entry Portal in SAP

1.2. Scope

WW

2. Definitions

See Finance Glossary:

• JE Portal - Journal Entries Portal
• CAM - Company Accounting Manager
• FAC SU - Financial Accounting Service Unit
• ACP - Accounting Platform

3. Tasks description

The JE Portal tool in SAP is a tool ton post manual entries directly in SAP without sending a request thought the ticketing tool. To allow the users to post using the proper templates, we need to create them inside the tool with the correct rules:

• Posting scheme in accordance to IFRS, GAR and Accounting rules;
• Use as much as possible same templates for all companies;
• Accruals templates must always be created with the reversal date;
• Attention to Document type matrix to create the templates accordingly.

With the rules above in mind, please find in this documents how to create the templates.

NOTE: There are two standard templates for all company codes that needs to follow the rule described below:

• MISC: For all entries that is needed only one time in life.
  • Example:: Can be considered a correction, not PO related, a merge posting, one shot posting...
• MISCPO: For all entries done to correct a PO information.
  • Example: Wrong cost center in PO, wrong cost element in PO...

3.1. I create a template inside Portal

3.1.1. I receive the e-mail from an user with approval to insert the template in the tool

After receiving the complete information with approval, accounting platform must enter in the system the new template and also fill in the Library in google drive.
To create the template, please use the following steps:

3.1.2. I upload the template into SAP

In transaction ZZF_POSTING_FILE, Select “Create New Template”

Use the “Download Template” option if you want to extract the excel file template.

First choose the file path where you want to extract the template (local PC)

After press button

Use the field “Filepath” to enter the directory path and the file name of the file to upload. It is also possible to use the search help to open the Explorer and select the file to upload.
The file should be in Excel format and should follow the layout of the business process table (ZFI_BUS_PROCESS):

If the posting should consider the reverse option (Accrual process through FBS1), this option should be flagged, on the header item and in dedicated field:

Run the transaction to upload the template into the business process table (ZFI_BUS_PROCESS).
To upload the information into the business process table the Excel file selected in the previous step must be closed. The following output layout will be presented:

Note: Please ensure the document type is aligned with Matrix. 

Use only manual doc types.

3.2. I manage the templates

Fill in “Template ID” and “Company Code” and select the option “Table_1: Business Process”

In this table it is possible to change, delete and create new templates without using the upload file

• TemplateID should be a unique key
• One TemplateID will represent a FI Document so make sure it is accordingly (Header, Itens, document balanced,...)
• If for some reason you prefer to edit an existing template in excel format and then upload it again, you need to delete all related previously from the table)

Maintain validations in Business Validation table 

Fill in “Template ID” and “Company Code” and select the option “Table_2: Business Validations”

In this table it is possible to create customized validations that will be applicable only in this cockpit when creating a Journal Entry based on a template:

The validations can be created by “Template ID”; “Line Type”; “Item Number”; “Company Code”; “Field Name”. The available values to input should be included in the set indicated in the field “Set Name”
The sets to be used in these validations should be created using transaction GS01 and should be created for the fields to validate:

Maintain the fields that can be changed when creating a Journal Entry with a specific template in Business Fields table (ZFI_BUS_FIELDS):

In this table it is possible to define for each template which fields can be changed when processing a Journal Entry:

The fields that can be changed when creating a Journal Entry with a specific template will be defined by “Template ID”; “Line Type”; “Item Number”; “Company Code”; “Field Name”. When “Item Number is filled in with 0 it means the rule will apply to all items in the template.
For mass change in this table, you can use the macro attached to facilitate the process:

Apply always the technical field name for table maintenance:

...

End of document.