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Setting up Clarity:

  1. Setup interface: Go to Setup -> preference -> Interface and select 'SAP Business By Design (Standard) for Default export interface.
  2. Define GL code:  Go to Setup -> General Ledger Setting -> GL Accounts and define the GL Account code for every department and payroll category that you have defined in your application
  3. Export your Payroll:  After you have posted your payroll you have to export it by going under the payroll menu and select 'GL Export ' OR 'GL Export Special', for either option you will have to define one parameter value

(This export will produce a XML file)

Upload a Journal Entry Voucher in SAP by Design

Overview

When you have a large number of postings to be entered that were provided by an external application or by a service provider, you can save effort by uploading a journal entry voucher from a Microsoft Excel® file.


  • You can only upload one journal entry voucher at a time. However, a journal entry voucher can contain many line items and thus post amounts to different accounts of the general ledger and cost accounting.
  • You cannot enter a different exchange rate.

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If you outsource your payroll functions to an external provider, you can use this feature to import the file sent by the provider each month containing the accumulated personnel costs for each cost center.

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Prerequisites

You have installed the latest Add-In for Microsoft Excel. Depending on your solution set-up, you can do this from the Self Services Overview in the Home work center, from the Download Center in the Application and User Management work center, or from the Download link that is available directly on the user interface.

Also, the settings for your browser must be set correctly. You can check this by clicking Check My Computer Settings on the logon screen.

Procedure

In the General Ledger work center, Journal Entry Vouchers view, click New and then one of the following menu options:

  • Journal Entry Voucher from Microsoft Excel®

Journal entry vouchers that you upload with this option can post to G/L accounts, cost centers, project tasks, or profit centers. They cannot post to subledgers.

  • Journal Entry Voucher for Sales from Microsoft Excel®

Journal entry vouchers that you upload with this option can post to the Sales subledger (journal entry type 00088 Manual Entry for Sales Documents).

Then follow the steps below.

Get the Template

  1. Select the template.

Choose the template in the required language and click Download.


You can choose any language that you have selected during scoping. If you have selected only one language during scoping, you will not get a selection of language versions to choose from.

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  1. Decide what you want to do with the template. Choose one of the following options:
  • If you want to use the template only once, you can open the template without saving it. Click Open.
  • If you want to save the template so that you can use it again, choose a location to save the file to, enter an appropriate file name, and click Save. Then click Open.

If you have previously downloaded and saved this template on your computer, navigate to the location where you have saved the template, and open it.

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Log on to the solution from Microsoft Excel

  1. In the SAP Add-In ribbon in Microsoft Excel, click Logon.

If the SAP Add-In ribbon is not displayed, check to make sure that the Add-In for Microsoft Excel has been installed correctly (see Prerequisites in this document).

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  1. A dialog box opens where you can enter the logon details. The system URL is proposed automatically. The system URL is the URL of the system that you are working with.
  2. Enter your user ID and your password, and click Logon.

After initial logon to the system, the ribbon text is changed from SAP Add-In to the name of your solution.

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Enter Details in the Microsoft Excel Template


Note the following:

  • The Microsoft Excel template is presented with a number of rows where you can enter or copy your data. If you need more, add the number of rows you need before you start entering or copying your data.
  • Ensure that mandatory fields (those marked with an asterisk) are filled.
  • To help you fill in the details:
    • Some fields have dropdown lists.
    • In some fields you can search the system for data, for example, countries. Place the cursor on the field, and click Lookup in your solution's tool bar or ribbon to search the system. A search field is available in the Lookup dialog box that appears. When you start to type text in the search field, the relevant entries are filtered in the ID and Description columns, meaning that you do not have to scroll through the whole list. If the Lookup button is not active in the ribbon or toolbar, then it is not possible to perform a search.

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The Offset Posting Date field is only uploaded if the journal entry type is Manual Posting – JEV with Offset Entry.

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Save Your Data

  1. After you have finished entering all the data, save the Microsoft Excel file.
  2. Click Save Data to.

A dialog box opens, informing you that the data is being saved to the solution.

After the upload, a message informs you that your data has been saved in the solution.


If you do not provide all the required information, or if you provide incorrect information, some records will not be saved. Error messages will highlight the problems so that you can correct them and save the data again.

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  1. You can then log off by clicking Logoff.

A new journal entry voucher is posted with each successful upload. If you post a journal entry voucher by mistake, you can reverse it in the Journal Entry Vouchers view.



You will see records at General ledger > Journal Entry vouchers