VA01-StepbyStepGuide

8/12/2019 VA01-StepbyStepGuide

1/132011 Winshuttle, LLC. All rights reserved. 3/11 www.winshuttle.com

Creating a sales order with

Winshuttle Transaction

This document describes how Transaction can be used to create a salesorder in the SAP Business Suite from data in Microsoft Excel using the SAPtransaction VA01.


2/132VA01 Step-by-Step Guide

Using Excel with transaction code VA01

Create Sales Order

Launch the Transaction Application from the desktop shortcut or through the Windows Start Menu.

Click New.

Enter transaction code VA01 in the Transaction Code field.

Then Click Go.



An SAP Log On Screen will appear.

Choose the appropriate SAP system using the System button, if necessary.

Then enter appropriate User Data in the SAP Logon window.

Click the OKbutton.

Record

Choose a Recording Mode.

NOTE: Batch Input Mode is usually the preferred recording mode for VA01 it will suppress dynamicactions executed by SAP (i.e. ATP). This usually allows all sales order to be repeatable without having ATP

checked with in the system.

If you want to read/ downloading (reading from SAP) information from SAP then Non-Batch without SAPcontrols Input Mode will be necessary. Also, if you want to add long text (wrapped text) to header text orline item text then you will need to select Non-Batch with SAP controls.

Then you can enter any Metadata at the bottom section if you want.

If you would like to lock down the editing of the Transaction, select the Lock TRANSACTION script

checkbox. This will password-protect the script, preventing anyone from changing it.



You will now be launched into the VA01 transaction.

Note: The screens might appear slightly different in the recording mode since we are using a background mode

At this point, you are maneuvering through the transaction itself and the process should feel very natural.

Enter the order type and Organization Data that is needed.

Press the [ENTER]key.

That said, to make this process repeatable by Transaction there will be a few modifications to the procescompared to how you would manually create a sales order. These differences will be identified throughout therest of this document.

Keep in mind: The next step may be different than the manual entry process

Continue to enter all Header data into the Header portion of the screen.

Press EnterAFTER all Header data is entered.



Enter Item Section, Material Number, PO Quantity& [any other necessary fields]

Keep in mind: These steps will most likely be different than manual entry

Proceed in entering the detail items on the 2nd line. Be sure to enter on the 2nd line each time and clicking onthe Create Item button at the bottom (do not hit enter before you click on the create item button). This wil

ensure that the do-while loop in the script will enter in the detail items into a new blank line for every entry.

You can enter another line to ensure the repeatability is good for the loop, but it is not necessary. If you knowyour transaction and the behavior of how the data moves within the table, you can just enter one line of dataFor this transaction (VA01) the data line needs to be entered in the second line of the table.

Click on theSavebutton this will end the recording for batch or non-batch modes.



Map

It is now time to create the mapping for this transaction. Mapping a script is just a matter of connecting SAPfields to fields to your data file. Transaction provides a Mapper to facilitate this process. Auto Mapping will

map the entire script to an Excel spreadsheet and in order. Because of the complexity of this transaction, wewill choose the Create Mapping option instead.

Click theCreate Mappinglink in the middle section.

In the Data Source Preview section, you will see a preview screen of the selected data source.To change the Data Source, click the Change Source Type link at the top. This displays a drop-down box to

switch to Microsoft Access. The Preview section will also change to reflect the choice.

In this case, we will use Excel.



It is easiest to map from the Basic Tab (as shown below). To begin the mapping process, you will drag

in the direction the data moves. You will start from the source (in this case excel) and drag it to thedestination (in this case SAP). For this script we are uploading data from Excel to SAP.

The easiest way to remember how to map is this: drag from from the source of the data to the destination.

Map the Header data first: Drag Column A up and drop it onto row 6.

Drag Column B up and drop it onto row 7,Drag Column C up to row 8.

Now we will map the first line item into the Sales Order

Again, using the drag & drop method, map:Column D to row 9

Column E to row 10.



To add a loop to the script that will allow multiple line items to a sales order, we need to go to advancedfeatures like looping you will need to go to the Expert tab.

Then highlight the lines that contain the line item data including the screen name and ok code for thatscreen and click on the loop icon at the top right of the screen.

In this case, we will select rows 15 through 19 in the mapper.

After clicking the Loop button, the Do While Properties dialog box will then open with default values,

which can be overridden. The start and end row refer to the rows in the mapper that contain the loop(the highlighted rows- in this case 15 and 19). The MS Excel ID Column field refers to which column in

the spreadsheet will contain the values distinguishing between Header and Detail (line item data) rows.The Header ID & Line Item ID fields refer to the values within the ID Column field identifying the Header(H) and Line Item rows (D).

Click theOK button on the dialog box to insert the Loop around the selected Mapper rows.



The Mapper reflects the following changes as a result of inserting the Loop:

The graphical depiction of the Loop around the selected lines indicates which Mapper rows will be

contained within the loop.

The ID Column has been identified in the Preview screen and row 2 contains the first Header IDvalue.

Note: this will only appear in the preview file if you are mapping to a blank file.

The screenshot below shows the Expert Tab of the Mapper.

In each of the rows of the Mapper, you will see the following: Mapper Row number this is just a reference number

Enable flag only enabled Mapper rows will be executed by Transaction. Screen / Screen Number Technical screen information from the recorded transaction Field Description The label associated with the SAP technical field name.

Field Name- The SAP technical field name. Mapping Type Fix Value, Excel to SAP, SAP to Excel [or, if mapping to Access: Access to SAP, SAP

to Access]

Value Values assigned to the SAP field; either fixed values, or values to or from the assigned datasource

Notes Free-format notes to provide useful information to users of the Transaction.



The next step is to save the script (.txr file) and the excel (preview) file.

Note: you can use an existing excel file if you have data set up.

To save the script file Click on the Save Asor Saveicon at the top under the File menu option.

To save the excel (preview file) click on the Savejust above the preview screen of excel.

The next step will be to populate our Excel spreadsheet with data to upload into SAP (i.e. data for creatingnew sales orders).

Click the Backbutton at the top under the File menu option.



This will take you to the Run screen shown below.

This is the Run screen.

If necessary, you can navigate back to the Mapper by clicking the Update Mapping link on the Map panel.

Click theExcelicon to the right of the Select Data File field to open the mapped Excel spreadsheet. This

will open the file that is located in the Selected Data File:

Notice the Log Result Column was automatically assigned the next available column after the last mappedcolumn (in this case Column G).

Our data has been entered into the Excel spreadsheet in the proper format and can now be run byTransaction.

After the excel file contains all the date you need to upload new sales orders you are ready to run.



Run

Back to the Transaction window, click the Runbutton.

The Sales Orders will now be created based upon the data in the spreadsheet and the sales order numbersare returned in the Log Column - G.


13/13

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