Excel in Planning

SAP AG 1999

Planning using Excel

SAP AG 1999

Enhance User Interfaces

Limited datavolumesLow process integrationOccasional usersLow Data-dynamics

EXAMPLES: Sales rep. doing his yearly forecast Project Manager preparing report Employee registering time

SAP AG 1999

Planning using Excel

Scenario 1: Excel Planning in

Cost Center Accounting (CO-CCA)

Internal Orders (CO-OPA)

Activity Based Costing (CO-ABC)

Profit Center Accounting (EC-PCA)

Planning in Financial Accounting and Special Purpose Ledger (FI-GL, FI-SL)

Executive Information System (EC-EIS)

Business Planner (EC-BP)

Scenario 2: Excel Planning in Profitability Analysis (CO-PA)

SAP AG 1999

Content

Overview of Integrated Planning with Excel

How to define a planning profile with integrated Excel

How to generate the Excel file

How to upload from local planning

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New4.5

Integration of Microsoft Excel in Planning

In CO-OM, EC-PCA, FI-SL, PS (WBS) and CO-PA you can define where to enter plan data:

In traditional R/3 planning layouts

In an Excel spreadsheet

Define an Excel master spreadsheet in the Implementation Guide (IMG):

This master forms the link to your plan data

The master can contain special formatting, graphics, or other macros

Planning documents that you process using Excel can be saved on your local hard drive, processed and uploaded again.

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Process of preparing for Excel Planning (1)

Scenario 1: Excel planning in CO-OM, EC-PCA, FI-SL, EC-BP

Create Planning Lay-out

Change Planning Profile

Enter Planning Lay-out in Profile

Enter default parameters

Generate standard spreadsheet lay-out

Generate generic file name (for uploading)

Save

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Prerequistes

For using integrated planning

Windows NT or Windows 95

Microsoft Excel 97 (min)

SAP GUI matching system release (min. 4.5)

Hardware:

Local PC with minimum Pentium II processor and 64 MB RAM

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Create Planning Lay-out

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Create Planner Profile

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Enter Default Parameters

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Overview

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Formatting

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Note: To move data

To move data in the planning sheet (within the SAP area) only use the appropriate SAP function:

Select

Move

Save

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Using SAP and EXCEL

NEVER use these EXCEL functions:CUT, PASTE, SORT

If you want to delete data, use the SAP mark and delete function (NOT the Excel delete)

When you enter formulas in the SAP area in EXCEL they are overwritten by the formula result during posting. The formula itself is discarded

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Creating a generic file name

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Save

When you save

The file description is saved

The lay-out is saved

DO NOT change the SAP layout later - if you need changes, create a new SAP lay-out and generate a new file

But you can change the formatting as much as you like

When you add the planning lay-out to the Planner Profile: DO NOT save the settings, before you are done with the Excel definition (OR it will appear, but you’ll not be able to change your planning data)

The Generic name should be *.TXT

NO overlap in generic names

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Lay-out after saving

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Using the lay-out on-line

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Saving the spreadsheet as file

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Upload

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Specify file and path

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Logs

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Important points

Only sheet 1 is read by SAPSheet 2, 3 etc can be used for additional calculations or diagrams

Sheet 2 can for example be used for entering data by the user in another form.

Using Macros data from other sheets can be transferred to sheet 1 for upload in ’SAP’ format (Note that these are limited due to the connection to OLE)

If you enter formulas in SAP Area in sheet 1, these are automatically changes (and ’overwritten’) by numbers, when saving in SAP.

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Uploading multible files from Directory

Naming of files needs to follow the generic name

In local planning DO NOT use Delete, Paste, Sort in SAP Area (sheet 1). This can prevent the data from being uploaded.

If you want to reset the value on a cost element enter ’0’. Do NOT delete rows

Remove subtotals/total in SAP Area before uploading

Excel files need to be saved in

CSV-format or

TXT-format

before upload

SAP AG 1999

Process of preparing for Excel Planning (2)

Scenario 2: Excel planning in Profitability Analysis (CO-PA)

Create Planning Level

Create Planning Package

Planning Method

Choose Excel Planning

Save

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Create Planning Level

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Create Planning Package

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Create Parameter set for Enter Planning Data

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Create Planning Lay-out

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Execute Planning Method - Change lay-out

Setting->Formatting

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Generic file

After saving the formatting:

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Using integrated Excel on-line

Valuate, line item etc. can still be used

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Saving local file

Remember Generic file name!!

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Working locally - sheet 1

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Preparing local files for upload

• Delete subtotals/totals• Save as TXT files (only first sheet is saved

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Uploading from file

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Using addition sheets

Macro

Transferring data to sheet 2,3,4 for updating

In sheet 2 calculation of prices and quantities can for example be used as basis for the planning data

Set up the Macro in a LOCAL sheet first (or you might risk that your Excel settings does not work in SAP anymore)

Saving the local Excel spreadsheet from SAP transfers macro. These have to be respected.

Uploading

All files saves in .TXT format (all sheets except sheet 1 automatically deleted)

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SAP R/3 Macro in local spreadsheet

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Important points

Only sheet 1 is read by SAPSheet 2, 3 etc can be used for additional calculations or diagrams

Sheet 2 can for example be used for entering data by the user in another form.

Using Macros data from other sheets can be transferred to sheet 1 for upload in ’SAP’ format (Note that these are limited due to the connection to OLE).

SAP AG 1999

Uploading multible files from Directory

Naming of files needs to follow the generic name

In local planning DO NOT use Delete, Paste, Sort in SAP Area (sheet 1). This can prevent the data from being uploaded.

If you want to reset the value on a cost element enter ’0’. Do NOT delete rows

Remove subtotals/total in SAP Area before uploading

Excel files need to be saved in

CSV-format or

TXT-format

before upload

SAP AG 1999

Others Areas with Excel Planning

Logistic Informations System

Flexible Planning

Human Ressource

Personel Cost Planning