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.
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Z Option
417 Oakbend
Suite 200
Lewisville, Texas 75067 www.zoption.com
(877) 653-7215
(972) 315-8800 fax: (972) 315-8804
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
2003 – 2012 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 XP or later
Microsoft Excel 2002 or later
SAP GUI 7.10 or later supported by SAP (Preferably latest available from SAP) Note: The 6.20/6.40 SAP GUI
are no longer supported by SAP. SAP GUI 7.10 support expiration 4/12/2011.
Hardware requirements same as Windows OS version
Budget Loader Workstation Component installation file
Manual Version
This is Budget Loader Manual version 4.2
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.
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Version 4.2
1.
Project Systems (CJR2) templates enhanced – Cost/Revenue
Element, Activity Input, Process Input, and Primary/Secondary
Order Costs enhanced with Expert Mode functionality.
2.
Replicate to Worksheet/Workbook function – Takes an existing
Budget Loader template and separates the template by unique header into new, separate worksheets or workbooks. The new workbooks can then be distributed to individual cost center managers, etc.
3. Enhanced edit functionality for selected groups in Apply Groups
4.
Version 4.0
1.
2. PCA – 7KE1 pick values displays Balance Sheet accounts
3. PCA – 7KE3 history includes balances carried forward
Version 3.7
1.
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 3.6
1. 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
2. New options screen with various usability enhancements (
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 3.5
1. Public Sector Management – Support for transaction FMBBC added.
Version 3.1
1. 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 ,
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.
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.
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.
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 http://www.zoption.com/support.htm
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)
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
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.
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
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 www.zoption.com
2. Select the ‘Support’ option.
3. Select ‘Support and Licensing System’.
4. Select ‘Request a Ticket System ID’
5. Fill in the required information on the ‘Request a Login’ screen.
6. Select ‘Request Login’ at the bottom of the screen.
7. You will immediately receive an e-mail notification that the request has been submitted.
8. Soon after you should receive another e-mail notifying you that the request has either been accepted or denied.
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.
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.
Get the Unlock Code:
7. Go to www.zoption.com/support.htm
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.
12. Enter the company password provided to you when you were setup in the ticket system (you should have been notified via e-mail). 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.
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’
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 5.
11. 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’.
For more information – see Supported Planning
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’.
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
6.
2. 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 3.
6. 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.
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.
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
–Bu
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.
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.
Select ‘OK’
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.
‘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.
9. 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.
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
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.
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
sections of this manual to continue the initialization process
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.
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.
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.
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.
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.
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.
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.
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.
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
History Templates are used to retrieve Plan or Actual values from
SAP and display them in Excel.
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
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.
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.
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.
Unlike Planning templates, the SAP texts for history templates are retrieved automatically when you process the template.
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.
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.
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.
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
1. 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 1 – 5.
7. 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 (Enhanced in version 4.2)
Once on this list you have some freedom to modify the values in the group.
You can modify the ranges contained in the groups
To Delete a group, single click on the group and then press the ‘Delete’ Key or alternatively you can double-click an item
to remove it
To Select multiple groups and/or values hold down the ‘Control’ key
To Delete all of the selected groups/values in one step, right click and select ‘Remove all Selected Groups from the list?’
9. Subtotals – Check the box if you wish Budget
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.
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.
In order to facilitate template distribution to cost center managers and other department heads which may need to enter their own budget data, a replicate function is available in Budget Loader. This function takes an existing budget loader template (either Expert or regular layouts) and creates unique worksheets/workbooks based on each unique header record value contained in the source sheet.
There are two target destinations a user can choose when using this function. The first involves creating a list of worksheets within the same workbook. The second method creates multiple, separate workbooks (with or without a password). The target worksheets or workbooks will be named with the following convention…
<TRANSACTION> <Cost Object 1> <Cost Object 2>
<SEQ#>
So, for example, a Budget Loader worksheet with 3 unique headers containing cost center 1000 with cost elements 2000 and 3000, would be named similar to the following…
KP06 1000 2000 0010/KP06 1000 3000 0011
After the worksheets/workbooks are created, they can be edited and processed just like any other standard
Budget Loader templates.
1. To create a replicated sheet within the same workbook Select “Budget”
“Edit” “Replicate to Sheet”
2. To create a replicated sheet creating new workbooks for each replicated sheet Select “Budget”
“Edit” “Replicate to Workbook”
3. Enter a password if you want to password protect each target workbook, Press cancel to leave the target workbooks unprotected
4. Source worksheets must contain 2 or more header lines for this functionality to be utilized.
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.
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. CJR2 – Project Systems: Cost Element / Activity / Process
7. CJS2 – Project Systems: Statistical Key Figures
8. 7KE1 – Profit Center Accounting: Costs / Revenues
9. 7KE3 – Profit Center Accounting: Balance Sheet Accounts
10. 7KE5 –Profit Center Accounting: Statistical Key Figures
The process to initialize a new Expert Mode template is similar to the process described in the section
“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.
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.
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.
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.
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.
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.
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.
–Bu
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
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.
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
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.
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…
From Budget Loader file – This means that the
Budget Loader default values are displayed.
From Company File – This means that the Company values prepared by a Premium user are displayed.
From Workbook – This means that the values stored on the active workbook are being displayed.
From Other File – this means that one of your personal label files has been opened and is being displayed
4. 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.
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
This option closes your connection to SAP.
If the Logoff SAP menu option is grayed out (as pictured) you are not logged in.
Technical support is provided to registered Premium Users per the software license agreement. Premium users can answer general questions and solve common end-user issues with Budget Loader and, if necessary, log support tickets with Z Option. To see who your Premium User contacts are for the SAP system you are logged into, from the Budget Loader Menu in Excel choose…
1. Budget Help About
2. Click “List Premium Users”
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.
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...
1. Choose the "Sheet Selection” item
2. The screen below is displayed
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...
1. Choose the "Multi-Sheet Process” menu item.
2. The screen below is displayed
3. Select appropriate option and continue
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.
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.
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
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.
E-mail notifications
See Getting a Z Option Ticket System ID if you are a premium
user and don’t already have one.
1. Open your web browser and go to www.zoption.com
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 6.
5. 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 email.
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.
Appendix:
-
This document describes the install procedure for Budget Loader SAP components.
There are 3 main steps that must be completed for Z Option Budget Loader to run on your productive SAP system.
1. Install the transports and import them into SAP
2. Set up user authorization
3. Transport to any systems where Budget Loader will be run
Each of these steps will be detailed below.
************************************************************
SECTION 1 - INSTALL AND IMPORT THE Z OPTION TRANSPORTS
************************************************************
1.1 Copy the all the files from the CD root directory (or ZIP file) into
\usr\sap\trans (or its equivalent) on your SAP machine.
1.2 Run the include ZOPUNSAR.BAT file (if you are on a Windows NT/2000
Server/2003 Server operating system). This will expand the compressed file
ZOPBUDL42U.SAR. If you are not on Windows, run the sapcar commands manually, e.g. “sapcar –xvf ZOPBUDL42U.SAR”.
Example : e:\usr\sap\trans>zopunsar
Note: Actual transport numbers may vary. sapcar -xvf ZOPBUDL40U.SAR x cofiles/K900548.ZD4 x data/R900548.ZD4
The transports for this release are as follows :
ZD4K900548 – Budget Loader Programs, Tables, Messages, Function Group
1.3 Add the transports to the correct import queue. Use transaction STMS. Press the "Truck" icon or Overview->Imports.
Double-click the queue for the system into which you want to import the transports (usually your development box).
When the Import Queue is displayed, select Extras->Other
Requests->Add and enter the first transport number.
(e.g. ZD4K900548). Confirm that you want to add it to the queue.
1.4 Import the transports using Request->Import.
The Budget Loader MAIN transport contains only client independent objects.
************************************************************
SECTION 2 - SET UP USER AUTHORIZATIONS
************************************************************
2.1
The following is a list of authority objects which will be needed to run Budget Loader.
The first object (/ZOPTION/BUDL) is the Z Option function group which provides the user access to plan history values. The second and subsequent values are standard SAP authority which must be added for routine RFC access from visual basic (Excel) into SAP.
It is also possible that users may require additional security related to the posting of plan values and the viewing of certain cost objects such as cost centers, internal orders, etc.
Since the S_RFC object only controls communication access and not access to SAP functionality, you can conserve authority profile/role development and research time by adding “*” to the name of RFC to be protected field. Transaction/data view authority will still be controlled at the RFC/BAPI level. If you have any questions or concerns about security related to Budget Loader, please feel free to contact us at the number listed at the end of this document.
Authorization
Object
Field :: Values
S_RFC Activity :: 16
Name of RFC to be protected :: /ZOPTION/BUDL, RFC1, RFCH, SRFC,
SUSO, SYST, SWOR, 6026, BAPT, KE_BAPI_COPAPLANNING,
KE_BAPI_COPAQUERY
Type of RFC object to be protected :: FUGR
Public Sector (optional)
Name of RFC to be protected :: /ZOPTION/BUDL2, 0050, 0051
************************************************************
SECTION 3 - TRANSPORT TO OTHER SYSTEMS
************************************************************
3.1 Transport to any systems where Budget Loader will be run using the steps provided in section 1 of this document.
For help or clarification, please have a premium user open a support ticket at http://www.zoption.com
or call us at 1-877-653-7215.
Budget Loader Object List:
R3TR FUGR /ZOPTION/BUDL
R3TR FUGR /ZOPTION/COMMON
R3TR MSAG /ZOPTION/BUDL
R3TR PROG /ZOPTION/BUDL
R3TR PROG /ZOPTION/BUDL_CONSTANTS
R3TR PROG /ZOPTION/BUDL_DATA
R3TR PROG /ZOPTION/BUDL_TABLES
R3TR PROG /ZOPTION/BUDL_TOP_CONSTANTS
R3TR PROG /ZOPTION/BUDL_TOP_TABLES
R3TR TABL /ZOPTION/BUDL_ACTINPUT
R3TR TABL /ZOPTION/BUDL_ACTOUTPUT
R3TR TABL /ZOPTION/BUDL_COSP
R3TR TABL /ZOPTION/BUDL_COSR
R3TR TABL /ZOPTION/BUDL_COSS
R3TR TABL /ZOPTION/BUDL_COSTCOSL
R3TR TABL /ZOPTION/BUDL_ECPCA
R3TR TABL /ZOPTION/BUDL_GLPCT
R3TR TABL /ZOPTION/BUDL_PLANACT
R3TR TABL /ZOPTION/BUDL_STATKEY
R3TR TABL /ZOPTION/BUDL_TEXT
R3TR TABL /ZOPTION/BUDL_TRANSLIST
R3TR TABL /ZOPTION/USRDAT
R3TR TABL /ZOPTION/ZDATA
R3TR TRAN /ZOPTION/BUDL
R3TR TRAN ZBUDL
R3TR TABU /ZOPTION/ZDATA
R3TR TABL /ZOPTION/BUDL_GROUP_VAL
R3TR TABL /ZOPTION/BUDL_LV_IN
R3TR TABL /ZOPTION/BUDL_LV_OUT
R3TR TABL /ZOPTION/BUDL_SORT_COSP
R3TR TABL /ZOPTION/BUDL_SORT_COSR
R3TR TABL /ZOPTION/BUDL_SORT_COSS
R3TR TABL /ZOPTION/BUDL_SORT_COST
R3TR FUGR /ZOPTION/BUDL2 (Public Sector)
R3TR PROG /ZOPTION/BUDL_DATA2 (Public Sector)
Cost Center
KP06
KP26
KP46
Internal Order
KPF6
KPD6
Activity Based Costing
CP06
Cost / Activity Inputs
Activity Output / Prices
Statistical Key Figures
Cost / Activity Inputs
Statistical Key Figures
Cost / Activity / Process Inputs
CP26
CP46
Profit Center Accounting
7KE1
7KE3
7KE5
Process Quantities / Prices
Statistical Key Figures
Costs / Revenues
Balance Sheet
Statistical Key Figure
Project Systems
CJR2
CJS2 Statistical Key Figures
Profitability Analysis
KEPM
Public Sector Management
Edit Planning Data
Cost Element / Activity / Process
FMBBC Create Budget Control Document
The Budget Loader Planning functions are designed to mimic the standard SAP on-line planning screens.
Hierarchy:
There are 3 levels in the hierarchy
The planning function hierarchy operates like any tree you have seen in windows.
Use the ‘ + ’ (plus sign) to expand a node.
Use the ‘ - ’ (minus sign) to collapse a node.
You may also double click a collapsed node to expand it,
double click an expanded node to collapse it
, and double click a node that cannot be expanded any further to select it.
Licensing:
Budget Loader is licensed by transaction. Each transaction may have several functions associated with it. The transaction must be licensed in order to activate the functions below it in the hierarchy.
Planning Transactions that are not licensed by your company are not enabled (grayed out). Please contact Z
Option about licensing additional Planning functions.
B
Blank Column
C
Controlling Area Currency Currency in which cost accounting is performed.
The controlling area currency appears as a default in the cost accounting objects (such as cost centers). In when chosen on Budget Loader planning templates the currency field is not needed because the currency of the
Controlling area is used by default.
D
Desktop Component
A column in a Budget Loader template that is ignored by
Budget Loader when the template is processed. Use blank columns to create subtotals and to contain other data used by formulas.
H
History Template
Budget Loader uses a visual basic Excel add-in along with some dynamic link libraries provided by Z Option. These components must be installed before you can use Budget
Loader.
A template created with Budget Loader that retrieves historical actual or plan values from SAP.
I
Initialize
Node
N
O
Object Currency
P
Planning Function
The process of creating a new template. After the basic layout has been created you must still add line object and line items or selection criteria to the template.
An item in a tree that can contain a subset of items in a lower hierarchy. Nodes can be expanded and collapsed to respectively show or hide their contents.
Currency defined in the master record of a Controlling object (cost center, internal order, and so on). When you create a Controlling object, the controlling area currency is defaulted as the object currency. When planning in
Budget Loader the currency field is not necessary if Object
Currency is chosen in the header. The currency in each
Object header is used by default.
There are many SAP planning transactions. Each of these has several standard screen layouts. Each of these layouts
Planning Template
Premium User
S
SAP Component
Skip Row
Standard Users
Supported Planning
Transactions
T
Technical Installation
Template
Ticket System
Transaction Currency
Tree is represented in Budget Loader as a Planning Function.
See More on Planning Functions for more information.
A template created with Budget Loader that posts planning values to SAP.
See the User Definition section at the beginning of this
manual
Budget Loader uses custom ABAP code to provide some of the functionality you see in the desktop component.
The Technical Installation of this component is required
before you can use Budget Loader.
A row in a Budget Loader template that is ignored by
Budget Loader when the template is processed. Use skip rows to create subtotals and to contain other data used by formulas.
See the User Definition Section at the beginning of this
manual.
The SAP planning transaction supported by Budget Loader.
See Planning Functions in the glossary for additional details.
The process that your basis team goes through to install the necessary Budget Loader files on your SAP system. This process must be completed before you can begin using
Budget Loader from your desktop. See the Technical
Installation Instructions for more information.
A planning or history template created by Budget Loader used to post planning data to SAP or to retrieve planning or actual values from SAP.
Z Option provides a web based system that allows you to post trouble tickets. The system will notify the appropriate support personnel to start working on a solution.
Currency in which an individual document is posted. The transaction currency can differ from the controlling area currency and the object currency. The system can perform automatic currency translations using a predefined average exchange rate. In Budget Loader you must select make the ‘Currency Field’ available if you wish to plan in transaction currency.
An expandable and collapsible list of nodes.
Value Types
V
Each Planning function will have one or more types of data that can be entered for each period. Example: For primary cost center / cost element planning you can enter both fixed and variable costs for each period.
7
7KE1 .......................................................................... 6, 65
7KE3 .......................................................................... 6, 65
7KE5 .......................................................................... 6, 65
A
Activity Output / Prices ................................................. 65
Add Transaction ....................................................... 23, 24
Adding line Items ........................................................... 37
Adding Selection Criteria............................................... 42
Apply Groups ........................................................... 36, 45 asterisk ..................................................................... 46, 48
B
Back to Budget Loader Unlock Page ....................... 21, 24
Balance Sheet Accounts ...................................................6
BAPIs ............................................................................. 10 basis ............................................................................... 68
Blank Columns ........................................................ 35, 67
Budget Loader Licenses .................. 17, 18, 19, 21, 24
C
Choose Fields / Template Layout .................................. 32
CJR2 .............................................................................. 65
CJS2 ............................................................................... 65
Controlling area ................................................. 36, 46, 67
Controlling Area Currency............................................. 67 conversion program .........................................................6
Convert Templates ......................................................... 54
Copyright .........................................................................2
Cost / Activity / Process Inputs ...................................... 65
Cost / Activity Inputs ..................................................... 65
Cost Element / Activity / Process .................................. 65
CP06 .............................................................................. 65
CP26 .............................................................................. 65
CP46 .............................................................................. 65
Create a New Trouble Ticket ................................... 57, 59
Creating New Label Files .............................................. 50
Currency......................................................................... 37
D
default directory ............................................................. 15
Delta ............................................................................... 37
Desktop Components ............................... 6, 12, 15, 27, 67
Desktop Componentss ................................................... 68 document numbers ........................................................... 9
Drag and drop ................................................................ 34
E
Edit Layout .................................................................... 44
Editing a Template ......................................................... 44 e-mail notification .......................................................... 13 error ........................................................................... 7, 17
Excel ........................................ 2, 7, 15, 17, 19, 30, 43, 67 external interfaces ............................................................ 9
eZIO .............................................................................. 10
F
Fiscal year ...................................................................... 36
G
General Ledger ................................................................ 9
Generate Budget Loader unlock codes .......................... 18
Generate License Unlock Codes .................................... 18
Get License unlock codes .............................................. 18
Get Transaction unlock codes ........................................ 24
Getting Started
................................................. 11, 13, 27
GL entries ........................................................................ 9
GLSU .............................................................................. 9
GLSU Batch Plug-in ...................................................... 9
GLSU-Batch Plug In...................................................... 67
Group types.................................................................... 46
Groups ............................................................... 36, 46, 48
Grp Val Types in Prds ................................................... 35
H
Hierarchies ............................................................... 36, 45 history ............................................ 7, 8, 32, 41, 42, 67, 68
I
import ........................................................................... 12
Initialize ................................................................... 30, 67 interface ........................................................................... 9
K
KP06 .............................................................................. 65
KP26 .............................................................................. 65
KP46 .............................................................................. 65
KPD6 ............................................................................. 65
KPF6 .............................................................................. 65
L
Label files .................................................................. 6, 50 license .................................................................... 2, 8, 17
License Unlock Code ..................................................... 19
Line Item Header ........................................................... 34
Logoff ............................................................................ 53
M
Maintain License ................................................ 17, 19, 54
Maintain Premium User ........................................... 20, 21
Maintain Premium Users ............................................... 20
Maintain Transactions ........................................ 23, 24, 54
Minimum PC Requirements.............................................2 month end close ...............................................................7
N
New Sheet ...................................................................... 32
Node ............................................................................... 67
O
Obj. Hdr ......................................................................... 39
Object Currency ............................................................. 67
Object Header .................................................... 33, 34, 39
Object Type .................................................................... 46
P
password ............................................................ 19, 21, 24
Pick Budget Values ............................................ 36, 41, 48
Pivot Fields .................................................................... 34
Planning ................................................... 8, 32, 41, 68, 69
Planning ‘Sections’ ........................................................ 40
Planning Functions............................................. 30, 66, 68
Planning Header ............................................................. 32
Planning Templates ........................................................ 36
Planning Transactions .............................................. 30, 66
Posting Completed ......................................................... 43
Premium ............................................................. 17, 21, 54
Premium User ...... 8, 13, 20, 21, 23, 24, 26, 27, 54, 57, 68
Premium User Functions ................................................ 54
Premium User Menu .................................... 17, 20, 23, 26
Pre-validate ...................................................................... 9
Process ........................................................................... 43
Process Quantities / Prices ............................................. 65
Processing a Template ................................................... 43
Profit Center Accounting ........................................... 6, 65
R
RAM ................................................................................ 2
Registration Code ............................ 17, 19, 20, 21, 23, 24
Replacing Label Values ................................................. 52
Request Login ................................................................ 13
Resetting Default Labels .......................................... 44, 52 resort .............................................................................. 44
Retrieve Unlock Codes ............................................ 21, 24
Review a Trouble Ticket ............................................... 59
S
SAP Component ............................................................ 68
SAP Requirements ........................................................... 2
SAP Texts ................................................................ 40, 42
SAP user ID ................................................................... 21
Save this layout to .......................................................... 32
Search Description ......................................................... 46
Search String ............................................................ 46, 48
Selection Criteria ........................................................... 32
Set Default Labels.......................................................... 31
Setting Default Labels ............................................. 31, 50
Setup Default Labels................................................ 50, 52
Show all of my Company Tickets .................................. 59
Skip Rows .......................................................... 35, 38, 68
Standard ......................................................................... 26
Standard Users ......................................... 8, 26, 27, 54, 68
Statistical Key Figures ............................................... 6, 65 subtotals ....................................................... 35, 46, 67, 68
Supported Planning Transactions ............................ 23, 65
T
Technical Installation ................................... 12, 17, 62, 68
Technical installation instructions ................................. 12 template header .............................................................. 41
Ticket System .................. 8, 13, 18, 19, 21, 24, 57, 59, 68
Trademarks ...................................................................... 2 transaction currency ....................................................... 68
Transaction currency ..................................................... 37 transport ..................................................................... 2, 12 trouble tickets .......................................................... 13, 68
U
unlock code ........................................................ 19, 21, 24
Unlock Codes for Company Name ................................ 18
Upgrades ..........................................................................7
User Definitions ....................................................... 20, 26
V
variance analysis ..............................................................7
W
web browser ......................................................... 9, 13, 57 wildcard ................................................................... 46, 48 workstation............................................................... 15, 27
www.zoption.com ............................................ 1, 8, 13, 18
Z
Z icon ............................................................................. 34
Z Option Support page ................................................... 18
ZBUDL ...................................................................... 6, 15 zopbudl10.zip ................................................................ 12
ZopStdTxt ...................................................................... 50
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Create spreadsheet templates for SAP planning data
Download SAP plan and actual history into Excel
Use Excel features for sophisticated planning
Create as many template layouts as needed
Post planning values directly to SAP
Retrieve history values from SAP
Budget Loader is a software product that allows you to create spreadsheet templates that post SAP planning data directly to SAP.
The minimum requirements are Windows XP or later, Microsoft Excel 2002 or later, SAP GUI 7.10 or later, and the Budget Loader Workstation Component installation file.
To maintain your licenses, you need to retrieve your Budget Loader Registration Code, maintain the license, maintain premium and standard users, and maintain transactions.
To process a template, select 'Budget -> Process' from the Excel menus. If the posting is successful, you will see a message that says 'Posting Completed.' If there are errors, no values will be posted to SAP.
What are the differences between Premium and Standard User roles in Budget Loader?
Premium Users manage licenses, default labels, support standard users, and maintain user lists. Standard Users are restricted to building templates and retrieving or posting data to SAP.
Which SAP authorization objects are required to access Budget Loader?
Access is governed by SAP authorization profiles, specifically requiring the authorization objects S_RFC for RFC access and /ZOPTION/BUDL to access plan history values.
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