Departmental Financial Planning Create a Plan for Multiple Cost Objects Using a Spreadsheet

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1 Departmental Financial Planning Create a Plan for Multiple Cost Objects Using a Spreadsheet Contents Overview Uploading Tips Enter Planning Data into Spreadsheet Format Rules Save File Overview This transaction allows planning for multiple cost objects with multiple plan versions using the same spreadsheet. You can upload for more than one fiscal year (current + 5 future 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 these charges automatically. Users can t change plan versions 0 (Institute Budget), 1 (Recurring Budget), 2 (Nonrecurring 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 any existing values in the plan version. Upload values are not incremental value to be added/subtracted from the existing value. The spreadsheet upload will not check the cost collector effective date & expiration date. Processing immediately method is recommended unless the users try to upload more than 1000 lines. Enter Planning Data into Spreadsheet Type your data into a spreadsheet file using an application such as Excel. Follow the example below. See Format Rules for a description of what to enter.

2 Format Rules Use the following rules when entering the data for your upload file: Col Description Rules A B C Cost Object (7 digits) Cost Element (6 digits) Fiscal Year (4 digits) Enter the cost center, internal order, or WBS element. You can enter multiple cost objects. Type in the cost element number. Multiple fiscal years: current year + up to 5 years in the future D Plan Version The version for which you wish to plan and have authorization to update the plan. Note Versions 0 (zero), 1 (one), 2 (two), 3 (three) or AF are updated by the Budget Office only. E First Planning Period (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 an entire year.

3 F G Last Planning Period (1-12) Overall/Annual Amount Last fiscal period (month) to be budgeted. Same rule as first planning period. The amount in this column will be evenly distributed from 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 Period Amounts Enter the plan amount for each G/L account. No dollar signs ($) and commas. No cents will be planned, whole dollars only. Note Data can be entered either in the Overall columns or the Individual Period Amount columns. If data is entered in both, only the Overall 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 File After you complete the spreadsheet, upload the file to SAP. >>Go to Upload Your File Departmental Financial Planning Upload Your File Contents Access the SAP Planning Upload Function Complete the Upload Dept. Financial Planning screen Results for Background Processing

4 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: Transaction Code: /nzsul - User Menu - Role ZMIT - Planning/Budgeting - Create/Change Plan - Spreadsheet Upload-Multiple Cost Objects Complete the Upload Dept. Financial Planning Screen Note Be sure to close out of the spreadsheet file before uploading.

5 1. Complete the following fields. Field Name Input File Pre-Validation Only Post to SAP Processing in Background Description Type in your file name and path or use the Matchcode (PC: ) to find it. SAP processes the file, testing it for errors. It does not post the data in 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. Validates the source file and posts the data in SAP. If errors are found, 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. Your job will be run in the background system. To view your completed job, go to the Select Background Jobs screen. An will be sent to the user s address when the background job finishes. Processing Immediately Selecting this option posts the budget entries in the source file immediately 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 Job Results: 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 the correct file to review in the Job Overview screen. 2. Click the Enter button.

6 Note Validates the data file and posts the data to SAP via a background job. notification will be sent to the user. The Upload Dept. Financial Planning screen reappears displaying your file name. >>Go to View Job Results