Journals SAP BPC 7

SAP Business Planning and
Consolidation for NetWeaver -
Journals

Applies to:
SAP Business Planning and Consolidation for NetWeaver 7.0. For more information, visit the Enterprise
Performance Management homepage

Summary
This white paper covers the basics of Journals, creating Journal, Posting values, Defining Security for
Journals, Parameters that can be set for Journals, Tables used by Journals and Reporting. Also it explains a
scenario where this can be used.

Author): G.Vijaya Kumar
Company: Infosys Technologies Limited,
Created on: 22 February 2010

Author Bio

G.Vijaya Kumar is a Software Engineer in Infosys Technologies Limited worked in a Ramp Up
project in SAP BPC NW for Infosys Technologies and currently working in EPM COE for
Infosys Technologies Limited.He also have more than a year of experience in SAP BPC NW.

SAP COMMUNITY NETWORK SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com
© 2009 SAP AG 1

SAP Business Planning and Consolidation for NetWeaver - Journals

Table of Contents
1. Objective ......................................................................................................................................................... 3
2. Journal Concepts ............................................................................................................................................ 3
2.1 Journal Architecture .................................................................................................................................. 3
2.2. Journal Template Creation using Journal Wizard .................................................................................... 3
2.3. Creating Journal Entry. ............................................................................................................................ 9
2.4. Posting, RePosting and UnPosting values using Journal Templates. ................................................... 11
2.5. Reopening Journal Templates ............................................................................................................... 11
2.6. Querying Journal Templates .................................................................................................................. 13
3. Journal Security ............................................................................................................................................ 15
3.1 Journal Task Profile ................................................................................................................................ 15
3.2 Journal Property ...................................................................................................................................... 15
4. Journal Parameters ...................................................................................................................................... 16
5. Journal Tables .............................................................................................................................................. 17
6. Journal Reporting ......................................................................................................................................... 18
7. Scenario ........................................................................................................................................................ 20
Related Content ................................................................................................................................................ 22
Disclaimer and Liability Notice .......................................................................................................................... 23

© 2009 SAP AG 2


1. Objective
This white paper covers the basics of Journals, creating Journal, Posting values, Defining Security for
Journals, Parameters that can be set for Journals, Tables used by Journals and Reporting. I have further
explained the usage of Journal in BPC NW using a scenario wherein we need to add multiple comments or
remarks for any single detailed line item.

2. Journal Concepts
Journals are used to make any adjustments in the data keyed to the application. Functionally this is used
after all the data are keyed using Input Sheets to the application. Usually Journals are used by managers;
they will be checking the data entered by the owners and make adjustments if any.

2.1 Journal Architecture
Journal is used to update the values in the Application as Input Schedule. We use the Journal Entries which
is created by the administrator for updating the application. Administrator creates the standard template and
Journal Entries for making Journal Postings.
Unlike in input schedules, the system appends data, it does not replace it. The Values from the Journal is
saved as it is without finding any delta value for writing as the data from Input Schedule does.

One Detailed Line
Item can have
only one Data

Input Schedule Obtain Cube
Delta

Journal

One Detailed
Line Item can
have Multiple
Data

2.2. Journal Template Creation using Journal Wizard
Journal template is designed for each application and it is application specific. The person who has got
assigned to “JournalAdmin” task profile can create Journal template from Admin client.
The end users use the Journal template created for making Journal entries. The Journal Template is created
using Journal wizard.

© 2009 SAP AG 3


The journal template creation includes the following steps,
1. Selecting the header dimension
The Header Items are like the page key values in the Input Schedule. For any application this should always
include Time, Category and Reporting Currency (If present in the application) dimensions. Any number
dimensions can be Header dimension.

Steps in Journal
Creation

2. Setting the header dimension order
This is to set the sequence of the Header dimension that occurs in the Journal Entry. This can be done by
selecting the dimension in the Header Dimension area and move Up or Down using the buttons available.

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3. Set detail Dimension order
The dimensions other than header dimension are called as detailed dimension and there should be at least
one detailed dimension in the Journal. When setting the detail dimension order you can specify the maximum
number of detailed rows in the Journal Entry.

© 2009 SAP AG 6


4. Creating Additional Header items
The Additional header items are nothing but additional information about the Journal template. This is an
optional field which user can either select or leave before saving the Journal Entry. The maximum length of
this is 128 bytes.
Each Additional header Item can have a sub-item which the user will be selecting while working on the
journal template.

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5. Summary
The last step is Summary and it gives the details of all the information added while creating the Journal
Template using the Journal wizard.

Summary of the
Journal Template
Created

Creating a new Journal Template deletes all the Journal entries and their audit trail saved before and not the
values saved using them.

© 2009 SAP AG 8


2.3. Creating Journal Entry.
Journal Entries can be created for any application only if the Journal templates are created in the Admin
client for the corresponding application.
The person having Post Journal access can post the values only if the Journal Entries are created by the
administrator.
Steps in creating the journal entry involves the following,
 Select Enter a new journal from Journal Tasks, this will open a new Journal Entry with the
format of the Journal Template.

 Once the new Journal Entry is opened, the values for all dimensions are to be filled by
Double clicking the cells corresponding to the dimension member values.

Note: It is not possible to save a Journal Entry without Header and Detailed Dimension Member Values.

 The Journal Entry is saved using the “Save Journal” task available in journal Options.

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The Journal Entry and its contents after saving is given below,

Header
Dimension

Additional Journal
Header Item Entry Status

Detailed
Dimension

© 2009 SAP AG 10


2.4. Posting, RePosting and UnPosting values using Journal Templates.
The Journal postings are to enter the data updates to the application. Any user can do Posting only if they
are assigned to PostJournal task profile and there should be some Journal Entries saved to work. The
Journal when saved for the first time, the system generates a Journal ID which is used to identify the specific
Journal template.
The steps involved in Posting the Journal are,
 Open the Journal Entry Template
 Select all Detailed dimension member values
 Save the Journal
 Enter the debit and credit values
 Post the Journal
Posting of data using Journal template depends on the check box values. If the check box for Balanced if
checked, the system checks both credit and debit are balanced or not.
The Posting of Journal entry appends the data to the application and all the other details about the Journal
Entry, User, Time stamp in the Journal table so that it can be used for reporting.
Reposting is posting the values in the journal again to the system. It is like entering the values twice.
UnPosting is again posting the values in the journal but with reversed sign. The status of the journal now
becomes UnPosted and the system saves a read-only copy of the Journal entry to record the changes made
to the database.

Note : It is not possible to enter Debit and Credit in a single Line item.

2.5. Reopening Journal Templates
Reopening a Journal Template is like copying the values in the Journal Entry to some other Journal Entry
based on some translation Rules which needs to be maintained.
The Reopening of any Journal template is possible only if the translation table is maintained. The translation
table has the following columns,
 ACCTYPE : Type of account ( INC,EXP,AST,LEQ )
 ACCOUNT_PROPERTY : List of accounts with the specified property.
 S_[Detailed Dimension] : Source Dimension
 D_[Detailed Dimension] : Destination Dimension
 Sign : 1 ( Credit and Debit are in same position ) or -1 ( Credit and Debit are interchanged )
Once the columns in the translation table are maintained we need to save the rule. We can add new rows
and also can delete existing rows using the button provided.

After maintaining the Translation table, select Reopen Journals from Journal Options. The following window
guide us in reopening the Journal Entry form some dimension member values to other required dimension
member values based on the translation rule maintained.

© 2009 SAP AG 11


Once the Reopening of the Journal Entry is done a new journal entry with the specified Translation rule is
saved in the system with the Old Journal Entry ID as the actual Journal Entry ID and Description as
%REOPEN #ID%.

Note: Conditions for Reopening a Journal Entry,
1. The Journal Entry Status should be POSTED.
2. Journal Parameter JRN_REOPEN should be set to 1.

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2.6. Querying Journal Templates
The Query is used in filtering the Journal Entries saved based on our requirement. The Query can be built
based on any parameter like Journal ID, Application, User etc,.

Filter
Parameters

It can also be filtered based on the various status of the Journal Entry.

Journal
Status

Once we execute the query, based on the filtering criteria the system will fetch all the Journal Entries. We
can select any number of Journal Entries and perform various operations available at the bottom.

 Selecting the Journal Entries and pressing Post button posts all the values in the Journal
Entries selected.
 Copy to will copy the journal Data to some other journal as per the details selected.
 When any Journal Entry is copied from some other Journal Entry the description is
maintained as %COPYTO #ID%.
 Delete will delete the selected Journal Entries.

© 2009 SAP AG 13


 Open will open all the selected Journal Entries. When multiple Journal Entries are opened,
we can move from one Journal Entry to other using the next and Previous button in Journal
tool bar. Also the Selection list shows the list of Journal Entries opened.

Next /
Previous
List of Journal
Entries Opened

The Preview of the Journal Entries can be seen in the Querying window without opening the Journal
template by selecting the required Journal Entry and clicking the “<<” button at the top of the Journal
Manager Query.

Preview of the
selected Journal
Entry

© 2009 SAP AG 14


3. Journal Security
3.1 Journal Task Profile
The Security in case of Input schedule is depends on the secured dimension member values, like based on
the access permission provided to the user in member access profile they will be able to work on any Input
Sheet for the dimensions which they have access. But here in Journals even if they have access to all
dimensions, they can be restricted using the journal through the task profile assigned to them. Below are the
available tasks for the Journal,

The task profile needs to be created depending on the access to be provided to the user and needs to be
assigned to the user. The access privileged in the different task s for Journal are,
 AdminJournal : Have access to Create Journal Template and Delete the Journal table
through Admin client.
 CreateJournal : Have access to Create New Journal Entries.
 PostJournal : Have access to Post values through the journal Entries.
 ReviewJournal : Have access to open the existing Journal Entries and Review it.
 UnpostJournal : Have access to unpost the Journal values entered.
The task CreateJournal when given to the user without write access for any data region, denies the user in
creating any Journal Entries for that data region. These tasks when assigned to the users they will be able to
perform the corresponding action as assigned to them.

3.2 Journal Property
All the base level dimension members which the user has the access are accessible using the Journal
Entries. The Journal provides another way of security by limiting the access to the dimension members
which needs to be accessed through the Journal. This is done through the dimension property ENABLEJRN.
This property needs to be added to the dimension where you want the members to be limited and set the
value for the members which need to be accessed through Journal as “Y” against this property. Repeat this
for each dimension you want to limit, and process the dimensions.
For Example, the user might be accessing around 3 different dimension members say India,US and UK but
we need the user to access only one dimension member say India through Journal. So what needs to be
done is add the Property ENABLEJRN in the corresponding dimension and set the value India member as Y
across this property.

© 2009 SAP AG 15


4. Journal Parameters
The Journal template is common for an application, i.e., one application can have only one standard Journal
template. So the conditions for the Journal can be defined in the application parameters specific to the
Journals. The Application Parameters that are specific to Journal and their details are given below,
Parameter Description Possible Values

JRN_BALANCE Controls whether Journals are 1 or Y: Journals must balance when they are
required to be Balanced. posted. Journal users can save an
unbalanced journal, but may not post it.

0 or N: Journals can be balanced or
unbalanced. Journal users can change this
behavior. If they select Balanced, it works
the same as option 1.

2: Journals users are prompted to save the
journal as balanced, but are not required to
do so.

JRN_MAXCOUNT The maximum number of Any Number as per requirement.
journal entries returned from a
query in the Journal Manager.

JRN_ALLOWPOST Locking data for journal The sequence number of the Approval
changes only. status code (Work Status).

JRN_POST_OVERWRITE Controls whether the system 1 or Y: The Journal ID is preserved.
keeps the same journal ID
when saving journals that were 0 or N: A new ID generates when the
previously set to Posted status, unposted journal is saved.
but changed to Unposted
status.

JRN_DESC_MODE Controls whether member IDs 1 or Y: Member descriptions are shown as
or descriptions are shown in the row and column headings.
Journal template
0 or N: Member IDs are shown as row and
column headings.

JRN_REOPEN Controls whether the Journal 1 or Y: Journal Template is allowed to
Template is to be Reopened or reopen.
not.
0 or N: Journal Template is Not allowed to
reopen.

© 2009 SAP AG 16


5. Journal Tables
The information about Journal template and Journal Entries are saved in BI Tables. These tables are same
for all the Journals in different Applications and different Appsets. The tables that save the Journal template
and Entry details are,
Table Name Content Description

UJJ_JRNTMPL_INFO Contains information like Appset ID, Application ID, Journal Template ID

UJJ_TMPL_FLDS Contains information like Appset ID, Application ID, Journal Template ID,
Sequence Number, Dimension Name, Generic Indicator

UJJ_JRNL Contains all the information of Journal Entry like, User details, Time, Journal
ID, Dimension Member along with the information in UJJ_JRNTMPL_INFO
table.

UJJ_JRNL_ADITMS Contains the information about the additional header items in the Journal
Templates. TABKEY stores the Additional Header item and MEMBER stores
Sub item value.

UJJ_ADDEDITEMS Contains the details about the Additional Header Items like the Header item
name and their Parent Name along with the standard information like Appset
ID, Application ID and Journal ID.

UJJ_TRANS_MASTER Contains the Master data information of the Translation file created for
Reopening, like Account Type, Property, Sign of translation along with the
standard information about the Journal.

UJJ_TRANS_DETAIL Contains the detailed information about, reopening template from any other
template with the translation file created. The information found in this table
are Source Dimension Member, Destination Dimension member, Dimension
Name and Sequence number along with the standard information about the
template.

These tables can be cleared using the Clear journal Table option in the Admin client. Only the Journal admin
has the access to clear the table. When cleared all the details about the Journal entries will be lost, not the
values posted by the Journals. They remain in the system even after journal entries are deleted.

© 2009 SAP AG 17


6. Journal Reporting
Journal reports are web based reports and are generated based on the journal entries. These reports include
the audit trail of all Journal entries. The report can be fetched based on,
 Journal ID
 User
 Account
The Journal Report by Journal ID generates a report based on a single journal entry. The Report by User
generates the report based on the list of users who have worked on the journal entries by creating, posting
and unposting. The Report by account generates a report based on the account selected.
The Reports can be generated in either HTML format or as a Excel file.

Report in HTML format is shown below,

© 2009 SAP AG 18


Also reporting can be filtered to any type of Journal like Saved, Posted, UnPosted, Deleted or All.

Note: Journal Reports can be viewed only by the administrators.

© 2009 SAP AG 19


7. Scenario
Consider a business case where we require for a single detailed line item we need to enter n different values
and comments.
This problem is easily addressed by Journals.
For some particular account there might be debit and credit values from different clients. This is not possible
to maintain in Input Schedule. The same case is solved in journal as below,

Same Dimension
Member

Comment Values
s

The multiple values entered in the Journal across Debit and Credit are grouped together and the net value is
available in the report for reporting.
Also the Remark Column is used in adding different comment across the same line item.

© 2009 SAP AG 20


Related Content
http://help.sap.com/saphelp_bpc70sp02/helpdata/en/66/ac5f7e0e174c848b0ecffe5a1d7730/frameset.htm
Help available in BPC - http://servername/OSOFT/Help/Admin/HelpStart.htm
For more information, visit the Enterprise Performance Management homepage

© 2009 SAP AG 22


Disclaimer and Liability Notice
This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not
supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade.
SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document,
and anyone using these methods does so at his/her own risk.
SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or
code sample, including any liability resulting from incompatibility between the content within this document and the materials and
services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this
document.

© 2009 SAP AG 23

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