Automating FI Uploads using GLSU Session code: 1603 Anne Lashley Steve Lawson OGE Energy Corp.

Automating FI Uploads using GLSU

Session code: 1603

Anne LashleySteve LawsonOGE Energy Corp

Investor owned utility and gas pipeline co.

Live with SAP January 1997

Currently running SAP 4.6c

Purchased GLSU October 2002

OGE Energy Corp

What is GLSU and who is ZOption???

• GLSU, General Ledger Spreadsheet Uploader, is a configurable software add-in to Excel. The user selects fields to be included on a spreadsheet with the “look and feel” of Excel.

• Validation of data against the R/3 system is done in Excel, limiting the number of corrections to be made in a BDC session (SM35).

• Templates can be created by users and stored in R/3 for use throughout the organization.

• Z Option, an SAP software partner, is focused on developing software that improves the end-user’s productivity.

(for more information, go to http://www.zoption.com)

Why use an Upload Tool?

• Makes it possible for employees outside of accounting to enter journal entries and expense reports into the template for uploading to SAP.

• Eliminates paper copies sent to accounting as well as duplicate entry that was required without an upload tool.

• Limits data entry errors and allows validation of data before entry into SAP.

• Allows creation of entries by employees without access to SAP.

How is GLSU used at OGE?

• Journal entry processing– OGE Financial Accounting personnel enter data for journal

entries into the GLSU spreadsheet from paper copies submitted from various locations. A template has been created for roll-out to users outside of accounting to eliminate paper journal entry copies and duplicate data entry. Also, monthly entries that only have amount changes are entered on a template to save time on data entry.

• Expense account processing– OGE developed a web-based expense reporting form that is

electronically routed for approval and payment in Accounts Payable. The expense form populates the GLSU spreadsheet in the background and is uploaded by A/P into the R/3 system.

How GLSU is Configured

Transaction code ZGLSU is used to access the configuration screen.

Set validation options from here.

Upload history tracking

Export functionality

Add-in downloadTemplates

Validation Options

Master datacheck boxes

Text check boxes

Premium Users Only

Upload History

System keeps track of file uploads, prevents duplicate entries

Initialize Excel Spreadsheet

Select OK hereto get options box

Create Spreadsheet Template

Chose the columns needed for the

template

Blank Spreadsheet Template

How OGE Uses GLSU with Expense Reports

Web front-end allows employee to log on and have their employee information pre-populated.

User Enters Expenses with Accounting Information

User enters all expenses with the accounting information & description of expense.

Accounts Payable E-Mail

Accounts Payable downloads file as .xls for processing.

A/P verifies proper approval.

After approval A/P receives an E-Mail to process the expense report.

A/P Sets Options & Validates Account

Select Proper Options

Select Proper Options

Documents can be posted or parked and accrual/deferrals made.

Select proper system

Spreadsheet is validated in Excel

If errors had been found they would appear and could be corrected before posting to SAP

Note: OG&E uses a large number of internal orders

and this has caused some PC memory

problems. To avoid this, some people bypass the validation in Excel and let the SAP system conduct

the validation.

Accounts Payable Post Document

A/P can now either post directly from here or export the file to be posted.

Log on to SAP

If posting directly from Excel the user is prompted to log on to SAP.

Enter User Name and Password

User name & password allows all SAP security to be checked

Remote Function Call to SAP

The system processes the information and will return the SAP document number.

Spreadsheet Posts

The template can be configured to populate the document number

field after posting in SAP

SAP View of Posted Document

Questions?

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Session Code: 1603