SAP BPC NW 7.5 - Journal in Consolidated BS and P&L

Journal in Consolidated Balance Sheet and P&L - SAP BPC NW 7.5

Journal in Consolidated BS and P&L
SAP BPC NW 7.5
A Step by Step Guide

Applicable Releases:
SAP BPC NW 7.0/7.5
SAP BPC MS 7.0

Version 1.0
July 2011

Authors:
Jiju (Jay) Nair, PMP
SAP EPM/BPC Consultant
E-mail: jaynair@mail.com

Jothi Periasamy
Chief Architect for SAP HANA/BPC/BI/BOBJ
SAP EPM/BI/EIM Subject Matter Expert
Finance Transformation Architect
Phone: (916)-296-0228
E-Mail: JoeSaran@Gmail.com
LinkedIn: http://www.linkedin.com/in/jothiperiasamy

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Document History

Version Date Description Author
Version 1.0 04/23/2011 Initial Creation Jiju (Jay) Nair
Version 2.0 07/31/2011 Review & Formatting Jothi Periasamy
Version 3.0 09/25/2011 Added More Content Jothi Periasamy

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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Table of Contents

1. Business Scenario.......................................................................................... 4
2. Document Objective ....................................................................................... 5
3. Prerequisites/Assumptions ............................................................................. 6
4. Implementation Steps ..................................................................................... 9
5. Journal Template Fundamentals .................................................................. 12
6. Scenario 1: Journal entry and POST ........................................................... 20
7. Scenario 2: Journal UNPOST...................................................................... 33
8. Scenario 3: Journal Query ........................................................................... 36
9. Scenario 4: Journal Report .......................................................................... 41
10. Scenario 5: Multi Journal Entry .................................................................. 43
11. Journal entry options ................................................................................... 46

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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1. Business Scenario

Journal entries play an important part in a Business’s consolidation process.
They are utilized to manage reporting inconsistencies arising out of currency
conversion on intercompany transactions, to carry forward balances into a
new year and other consolidation operations.

The consolidation process includes the collection of data from the underlying
Systems which will usually include ECC. (ERP Central Component). After the
data is collected, it is prepared by carrying out manual adjustments,
reclassifications, and currency translations. Validation can be run at any time
in the overall process. Eliminations are the last part of the process where inter
unit activities as well as consolidation of investments are performed.

Using BPC administration console and BPC for Excel, business users can
create, post, UN post, repost and manage journals. As a onetime effort, users
need to setup a journal template using BPC administration console and
perform the journal operations using the BPC for Excel interface.

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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2. Document Objective
This guide will provide all the steps necessary to create a journal template
and perform different journal operations. Three journal scenarios are
explained in this guide. There are other scenarios not covered by this guide.
They can be explored once the fundamentals given in this guide are
understood.
Following scenarios are covered by this guide:
Journal operations
Journal Template Creation
Journal Enter Creation
Journal Entry Posting, Un-Posting , Re-Posting
Journal Reporting
Journal Multi Entry

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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3. Prerequisites/Assumptions
Model your business scenarios in BPC (Ex : Balance Sheet Modeling)
Model Includes
Application Set
Application
• Reporting
Financial
• Non Reporting
Rate
Dimensions
• Category
• Account
• Time
• Entity
• Data Source
• Inter Company
• Report Currency
Dimensions Properties
Dimensions Members
Configure Appropriate security settings
Application Data for Balance Sheet
Application Data for P&L
Reports
Balance Sheet
P&L
Input Schedules

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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Sample Journal Entries for Consolidated Balance Sheet:

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Jothi Periasamy
Phone: (916)-296-0228

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SAP BPC NW 7.5 Journal Architecture:

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Jothi Periasamy
Phone: (916)-296-0228

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4. Implementation Steps
Steps listed below apply to all the scenarios with minimal adjustments.

Step # 1- Balance Sheet verification report using EVFDRE report of application data
before Journal operation
Step # 2- Create Journal Templates
Step # 3- Create and Save Journal Entry
Step # 4- Post , Un-Post , Re-Post Journal Entry
Step # 5- Balance Sheet verification report using EVFDRE report of application data
before Journal operation

Log into BPC Admin and BPC Excel:

All the exercises in the guide are performed via BPC Administration Console and
BPC Excel. See below the screenshots on how to log in. There is more than one
way to log in:

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Jothi Periasamy
Phone: (916)-296-0228

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a) Login to BPC Admin (For Journal template creation)

Step # 1 -
Login into SAP BPC NW Systems

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b) Login to BPC Admin (For Journal template creation)

SAP BPC NW Admin Screen –
After Login Into BPC Admin

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5. Journal Template Fundamentals
Journal template is used for entering Journal data for consolidation purposes.
An application can have one Journal template defined on it. Journal templates
are created using BPC Administration console and required Journal
operations are completed using BPC for Excel.

See the screenshots in order below for navigation to access/create a Journal
template in the BPC Administration Console:

c) Create Journal Template though Journal Wizard
a. Navigation Path : BPC Admin Application Journal Wizard

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Phone: (916)-296-0228

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Select Journal Wizard from the
Action Pane

Fig 1 - Journal Wizard

d) Create Journal Template though Journal Wizard , Define Journal
Template Header and Summary Details

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Select the header dimensions for
the Journal template

Fig 2 – Journal template creation

The Journal Wizard guides the user through the creation of the Journal template
by asking for the header and detail dimensions and their order.

e) Create Journal Template though Journal Wizard , Define Journal

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Phone: (916)-296-0228

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Select the header dimension order
for the journal template


The header dimensions appear at the top (header) of the Journal template once
specified. Please note the Detail dimensions specified – here only one dimension
specified.

f) Create Journal Template though Journal Wizard , Define Journal

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Phone: (916)-296-0228

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Select the detail dimension for the
Journal template


g) Create Journal Template though Journal Wizard , Define Journal

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Phone: (916)-296-0228

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Review the summary screen for
the Journal template


After the Journal entry parameters are specified for the template, summary is
displayed and is saved.

h) Create Journal Template though Journal Wizard , Define Journal

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Jothi Periasamy
Phone: (916)-296-0228

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Journal entry template being
created


i) Create Journal Template though Journal Wizard , Define Journal

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Phone: (916)-296-0228

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Journal entry template completed

After the successful save, the Journal template is displayed in the BPC
Administration tool –

Journal entry template being
displayed

Fig 7 – Journal template display

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Jothi Periasamy
Phone: (916)-296-0228

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6. Scenario 1: Journal entry and Posting

Journal Entry in Excel for BPC

Select the Journal entry option for
creating the journal

Fig 8 – Journal Entry Option

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Phone: (916)-296-0228

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Enter Data in Journal Template or Create Journal Entry

Journal entry screen appears as shown below. Please note the highlighted input
areas for this particular Journal template.

Journal entry fields

Fig 9 - Entry fields in the Journal entry screen

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Dimension Member Selection for Creating Journal Entry:

Click on each field to select the
members

Fig 10 - Member selection
When a field is selected, you can see the members of the dimension with a right
click.

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Dimension Member Selection for Creating Journal Entry:

Click on each field to select the
submembers

Fig 11 - Member input process in the Journal entry screen using menus

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Debit and Credit Entry for Creating Journal Entry:

Enter the debit and credit values in
the journal template

Fig 12 - Journal entry screen after data input into the key performance
idicators (debit/credit)

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Phone: (916)-296-0228

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Validate Journal Entry for Selected a Data Region:

Invalid member entry produces an
error message

Fig 13 - BPC error indicating invalid (non-base member) entry

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Save Journal Entry:

Journal entry successfully saved

Fig 14 - Message indicating successful save of the Journal

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Phone: (916)-296-0228

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Post Journal Entry:

Fig 15 - Journal is posted using the ‘Post Journal’ option

Click on the post journal option for
posting the journal

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Phone: (916)-296-0228

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Fig 16 - BPC confirmation message on the Journal post

Review Journal posting through validation report - BPC for Excel:

Use the EVDRE report for
observing the changes made by
the journal entries

Fig 17 - EVDRE report showing posting thoruhg Journal entry

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Phone: (916)-296-0228

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Observe the result of journal entry

Fig 18 - EVDRE report when changed to reflect non-base dimensions

In this example, the EVDRE () is reviewed using high level members for INTCO
and P_CC. As there was no data in the application, $1000 will be displayed for all
Inter companies under all cost centers as entered by the earlier Journal entry
(DEBIT $1000)

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Jothi Periasamy
Phone: (916)-296-0228

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Journal posting- CREDIT

New entry after posting

Fig 19 - Journal entry reflecting the new post

In this example, a Credit is posted to a different Intercompany and Cost center

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Jothi Periasamy
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Post a credit to a adifferent
company and cost center

Fig 20 - EVDRE() report showing the new POST

The EVDRE () report showing $1000 for the US Inter Company for Advertising
costs.

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Jothi Periasamy
Phone: (916)-296-0228

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Non-base member report

Fig 21 - EVDRE() report showing the new POST for non-base members

In this example, the EVDRE () report shows the collective result of the CREDIT
and DEBIT Journal entries for all Inter Companies transactions.

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Jothi Periasamy
Phone: (916)-296-0228

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7. Scenario 2: Journal UNPOST

Search Journal’s for Un-Posting:

Use ‘Manage Journals’ from Action Pane to bring up a specific Journal to screen

Enter the journal id for searching
for a specific journal

Fig 22 : BPC Excel screen showing Journal Search

Use the Un-post Journal option in the Journal Options to Un-post the selected
Journal

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Phone: (916)-296-0228

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Un-Post Journal:

Select the unpost option for
unposting a journal,

Fig 23 : UNPOST option

Use EVDRE() in BPC for Excel to query the results of the UNPOST operation

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Jothi Periasamy
Phone: (916)-296-0228

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Select the BPC Excel to review the
results of the UNPOST operation

Fig 24 : EVDRE() verification for the UNPOST function

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Jothi Periasamy
Phone: (916)-296-0228

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Scenario 3: Journal Query
Existing journals can be queried using the Excel for BPC tool. Select Journals
from the Action Pane.

Select the journals option from the
action pane

Fig 25 : Journal Entry action pane

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Phone: (916)-296-0228

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Open an Existing Journal:
Select ‘Open an existing journal’ option

Select the open existing journal
option

Fig 26 : Selection of opening an existing journal

Journal query screen entry can be used to query for an existing journal

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Phone: (916)-296-0228

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Search and Query Journal Entries:

Enter the journal id for querying
journals with different status

Fig 27 : Journal Query Screen

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Search and Query Journal Entries:

Enter the journal id

Fig 28 : Journal Query Screen with data entered

Journals can be queried using multiple parameters like Id, APP, Description,
Created By, Modified By, Posted By, Posted Status, Entry Date. In this example,
Journal Id is used to query the existing journal. Journal status can be chosen as
Posted, Un-posted, Deleted or All.

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Phone: (916)-296-0228

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Select Journal Entries:

The queried journal appears that can be selected to be opened.

Click the journal query result to open

Fig 30 : Opening the selected journal

After selection, the Open option opens the selected Journal.

Observe the values in the journal
entry screen

Fig 31 : Journal entry display

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Jothi Periasamy
Phone: (916)-296-0228

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8. Scenario 4: Journal Report

To create Journal reports, select the ‘Report on Journals’ from the action pane.

Choose the report on journals
from journal options in action
pane

Fig 32 : Journal report option in the action pane

Users can create HTML or Excel report from existing journal entries.

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Phone: (916)-296-0228

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Select the Journal report option as
HTML for browser

Fig 33 : Journal report format selection screen

Note: The Excel report format is available only for Office XP 2003 version.

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Phone: (916)-296-0228

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9. Scenario 5: Multi Journal Entry
In a multi journal entry scenario, different entries (Credit & Debit) are entered into
the same Journal screen. In the following example, the Consulting cost for US
entity is entered as a sequence of credits and debits.

Enter multiple lines on Credit and
Debit in one journal entry screen

Fig 34 : Multiple entries in a Journal

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Phone: (916)-296-0228

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After the entries are completed, the Post journal option is selected for posting the
entries. A dialog box asks for confirmation to save the journal. The journal status
now appears as ‘Updated’.

Select the post journal option to
save all the entries

Fig 35 : Confirmation message for saving the entries

Observe the save journal message

Fig 36 : Journal saving message

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Phone: (916)-296-0228

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Select the ‘yes’ option for posting
the journal

Fig 37 : Dialogue box prompting for Journal Post/Unpost

Observe the results of the journal
post

Fig 37 : Journal post confirmation message

The dialogue box confirms that Multiple entry journal has been posted.

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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10. Journal entry options
Journal Function
Operation
UNPOST The original entry to the application is reversed
REPOST Journal values are reentered to the InfoCube if the data was deleted.

DELETE Journal entries that are posted or un-posted are changed to delete status.
When these journals are saved, they are deleted permanently.

REOPEN Reopens one or more Journal entries into a new Journal in the subsequent
period
Advance
Operations Please feel free to contact us directly

Business
Alignment Please feel free to contact us directly

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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Journal Advanced Options and Business Alignment:

This document has been created as a “Jump Starting” guide for business
users/SAP BPC technical consultants to better understand SAP BPC NW 7.5
journal implementation steps “end-to-end”.

This document may or may not provide enough functional and technical
details for Journals Advanced Options and also Business Alignment with
Journals for such details please feel free to call or mail us.

Please feel free to contact us for any deeper detailed discussion around
Journals implementation in SAP BPC



Jothi Periasamy
Chief Architect SAP HANA/BPC/BI/BOBJ
Phone: (916)-296-0228

Authors:

Jothi Periasamy
Phone: (916)-296-0228

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Disclaimer:

These materials strictly discuss our implementation expertise, and sample coding
used our implementation or other information that does not include us official
interfaces and therefore is not supported by us. Changes made based on this
information are not supported and can be overwritten during an upgrade.

We 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.

We 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 us. You agree that you will not hold, or
seek to hold, we responsible or liable with respect to the content of this
document.

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Phone: (916)-296-0228

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SAP BPC NW 7.5 - Journal in Consolidated BS and P&L

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