FB50 step by step: Post Journal vouchers - Automate_Studio - Latest

FB50 step by step: Posting Journal vouchers

This document describes how you can use Automate Transaction to post Journal Vouchers in the SAP Business Suite from data in Microsoft Excel using the SAP transaction FB50 (Enter G/L Account Document).

The example here will show how to use the Transaction loop feature to upload multiple-line GL entries from an Excel file into SAP.

Steps

The FB50 transaction is very similar to the FV50 (Park G/L Document), FB60 (Enter Invoice), and FV60 (Park Invoice) transaction, and the steps shown here can also be used for those transactions.

Record

1. Start Automate Studio from the desktop shortcut or from the Windows Start menu.
2. Click New.

   

3. Click Transaction, and then click Create from Recording.

   

4. Choose the SAP system that you want to use, enter the appropriate user data, and then click Log On to SAP.

   

   If you do not see the SAP system that you want, click Advanced SAP Logon, click Add System, provide the system information, and click OK.

5. In the Transaction code box, type FB50.

   

6. Leave the recording mode as Standard. If you do not see Standard, click Change, click Non-Batch Input Mode Without SAP Controls, and then click OK.

   Note: For most transactions, the default mode is Standard, and the Automate Function Module (WFM) selects the optimum mode for the t-code that is being recorded. If the WFM is not installed, Non-Batch Input Mode Without Controls will work for most transactions. Non-Batch modes are necessary for downloading information from SAP transactions, or for Finance or HR transactions in which there are Dynamic Actions executing or user parameter values being used; otherwise, if you do not have access to Non-Batch modes, you can try recording in Batch Mode. The difference between Without SAP Controls and With SAP Controls is just a matter of what tools are on the transaction screens. For more information, see the Recording modes topic (Connect mode or Foundation mode).

7. Click Start Recording.

   

   The FB50 transaction starts.

   Note: The following screens may vary according to the way your SAP system has been configured.

   These differences will be identified throughout the rest of this document.

8. To make this process repeatable by Transaction, there will be a few changes to the process compared with how you would manually create a material. These differences will be identified throughout the rest of this document.

9. Enter the company code and click the green checkmark button.
10. Enter data into the header section of the screen. In this example:
    • Document Date
    • Posting Date
    • Currency
    • Reference
    • Doc. Header Text
    • Document Type

    

11. Press the Enter key.
12. In the item section, enter data for the first line item:
    • G/L Account number
    • Debit/Credit Indicator
    • Amount
    • Cost Center/Profit Center

    Important: These steps will most likely be different from manual entry.

13. After you enter all of the data for the line, select and highlight the row.
14. Click the Insert Row button to insert an empty row above the current row.

    

15. Now fill in the newly inserted line on top with the data for the next item, and then press the Enter key.

    

    Important: While recording this transaction, pay close attention to the running balances of the debit and credit entries. The transaction balance indicator must be green at the end of the recording.

16. Click Save to save and exit out of the transaction.

    

17. When SAP notifies you that the document was posted, click the green checkmark button. This ends the recording.

After Studio finishes compiling the script, it will take you to the Map tab.

Map

It is now time to create the mapping for this transaction. Mapping a script is just a matter of connecting SAP fields to fields in your data file. Transaction provides a Mapper to facilitate this process.

Auto Mapping will map the entire script to an Excel spreadsheet in the order that they appear in the Mapper. Because of the complexity of this transaction, we will map the fields manually instead.

The screenshot below shows the Basic View tab of the Mapper.

In each of the rows of the Mapper, you will see:

• Mapper row number: This is just a reference number.
• Enable flag: only enabled Mapper rows will be executed by Transaction.
• Field Description: The label associated with the SAP technical field name.
• Field Name: The SAP technical field name.
• Field Type & Length: For example, String or Decimal, and the padding options.
• Mapping direction: Fixed Value, Excel to SAP, SAP to Excel (or, if mapping to Access: Access to SAP, SAP to Access).
• Value: Values assigned to the SAP field; either fixed values or mapped locations in the associated data source.

Note: The Properties pane is also displayed, but it is not shown below.

In the Data Set panel, you will see a preview screen of the selected data source type.

To change the data source type, click the drop-down menu under the Data Set tab and choose the data source type that you want.

The preview will change to reflect the choice. In this case, we will use Excel.

Disable duplicate fields

As you can see, the line item data for G/L Account number, Debit/Credit, Amount, and Tax Code repeat again on the next screen because in our recording we entered two line items.

We do not need these fields to be enabled, because in the next step we will insert a loop to allow uploading multiple line items.

To disable the duplicate fields:

1. Click the Expert View tab.
2. Select the rows by clicking the first row in the selection and pressing Shift while you click the last row in the selection.