departmental financial planning

8/10/2019 Departmental Financial Planning

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Departmental Financial Plann ing Create a Plan for Mu lt iple Cost Ob jects Using a Spreadsheet

Contents Overview Uploading Tips Enter Planning Data into Spreadsheet Format RulesSave File

Overview

This transaction allows planning for multiple cost objects with multiple plan versionsusing the same spreadsheet. You can upload for more than one fiscal year (current + 5future years), planning for an entire year or portions of a year down to a single month.Also you can plan either individual amounts per fiscal period or having amounts

distribute equally across all fiscal periods, or both.

Uploading Tips

Users need to include EB and OH in the worksheet since SAP will not calculate thesecharges automatically.

Users can’t change plan versions 0 (Institute Budget), 1 (Recurring Budget), 2 (Non-recurring Budget), 3 (Carry Forward Budget), or AF (Annual Forecast Budget).

Upload worksheets contains whole dollars only, no cents.

Values from the spreadsheet are the final value in SAP and will overwrite anyexisting values in the plan version. Upload values are not incremental value to beadded/subtracted from the existing value.

The spreadsheet upload will not check the cost collector effective date & expirationdate.

Processing immediately method is recommended unless the users try to upload morethan 1000 lines.

Enter Planning Data into Spreadsheet

Type your data into a spreadsheet file using an application such as Excel. Follow theexample below. See Format Rules for a description of what to enter.



Format Rules

Use the following rules when entering the data for your upload file:

Col Description Rules

A Cost Object

(7 digits)

Enter the cost center, internal order, or WBS element.

You can enter multiple cost objects.

B Cost Element(6 digits)

Type in the cost element number.

C Fiscal Year(4 digits)

Multiple fiscal years: current year + up to 5 years in thefuture

D Plan Version The version for which you wish to plan and haveauthorization to update the plan.

Note Versions 0 (zero), 1 (one), 2 (two), 3 (three) orAF are updated by the Budget Office only.

E First PlanningPeriod(1-12)

First fiscal period (month) to be budgeted. Planning periods begin with 1 (July) and end with 12 (June).

Users may plan anywhere from a single month to anentire year.



F Last Planning Period(1-12)

Last fiscal period (month) to be budgeted. Same rule asfirst planning period.

G Overall/AnnualAmount

The amount in this column will be evenly distributedfrom the first to last planning period during the plan

year. No cents will be planned, whole dollars only.

If it is blank, you can plan individual amount per fiscal period.

Note Positive or negative values are all allowed.

H-S Individual PeriodAmounts

Enter the plan amount for each G/L account. No dollarsigns ($) and commas. No cents will be planned, wholedollars only.

Note Data can be entered either in the Overallcolumns or the Individual Period Amountcolumns. If data is entered in both, only theOverall value will be updated in SAP.

Save File

Save your file as type: Text (Tab-Delimited Format).

Note Be sure to close out of the spreadsheet file before uploading.

Upload your F ile

After you complete the spreadsheet, upload the file to SAP.

>>Go to Upload Your File

Departmental Financial Plann ing Upload Your Fi le

Contents Access the SAP Planning Upload Function Complete the Upload Dept. Financial Planning screenResults for Background Processing



Access the SAP Planning Upload Function

From the SAP User Menu screen, follow the navigation path or use the transaction code below from any screen.

Navigation Path: - User Menu- Role ZMIT- Planning/Budgeting- Create/Change Plan- Spreadsheet Upload-Multiple Cost Objects

Transaction Code: /nzsul

Complete the Upload Dept. Financial Planning Screen

Note Be sure to close out of the spreadsheet file before uploading.



1. Complete the following fields.

Field Name Description

Input File Type in your file name and path or use the Matchcode (PC: ) tofind it.

Pre-Validation

Only

SAP processes the file, testing it for errors. It does not post the datain SAP. Error messages will be displayed if errors are found.If there are no errors, redo the upload process, this time selecting

Post to SAP.

Post to SAP Validates the source file and posts the data in SAP. If errors arefound, SAP will return the error message(s) to the user’s screen.Correct the error and redo the upload process. If there are no errors,

the plan amounts are updated in SAP.

Processing in

Background

Your job will be run in the background system. To view yourcompleted job, go to the Select Background Jobs screen.

An email will be sent to the user’s email address when the background job finishes.

Processing

Immediately Selecting this option posts the budget entries in the source fileimmediately and returns the results to the user’s screen in SAP.

2. Click the Execute button .

If you are processing immediately, see Departmental Financial Planning: View JobResults: View Results for Immediate Processing.

If you are running a background job, see Results for Background Processing.

Results for Background Processing

An information box appears showing the program number of the job you just submitted.

1. Write down the program number. You will need this number in order to select thecorrect file to review in the Job Overview screen.

2. Click the Enter button .



Note Validates the data file and posts the data to SAP via a background job. Email notificationwill be sent to the user.

The Upload Dept. Financial Planning screen reappears displaying your file name.

>>Go to View Job Results

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