Are you actively searching for SAP Automation? If yes, then you might have heard of Winshuttle. But what is it and How to use Winshuttle in SAP? How to use Winshuttle Scripts?
Today, I’ll try to give answers to all these questions. To start with, a Winshuttle is a software that is widely used to automate SAP processes by integrating SAP to Excel. In organizations, users have to post thousands of journal entries every day. The users can post these journal entries manually but it is a time-consuming process.
Also, a user may end up doing some error as well. Though SAP provides the LSMW functionality that you can use to process the data. But, it is limited and does not work for all the processes.
Hence, you have individual Winshuttle Scripts for all the SAP Processes. For example, if you want to post a GL Journal posting in SAP, you can use the ‘FB50 JE‘ template. These templates are also known as Scripts.
There are hundreds of these scripts to manage master data, transaction data, and even SAP CO postings.
Table of Contents
How to use Winshuttle in SAP?
Winshuttle software works on top of Microsoft Excel. As a pre-requisite, you should have a valid license for Microsoft Excel. After that, you need to buy a license to use Winshuttle.
Once you have a valid license, you can download the Winshuttle Studio and use it. I’m not going to cover the installation process of winshuttle studio in this tutorial. I would rather focus on the tutorial on journal entry posting using the ‘FB50 JE’ template.
A 3-Step Process
Winshuttle follows a 3-step process for SAP journal entry automation.
Firstly, record the type of transaction that you want to post. Secondly, map the SAP fields to an excel sheet. Thirdly, run the script in excel using Winshuttle to process it in the SAP system.
Record the Script
Map the fields
This is a feature block that you can use to highlight features.
Winshuttle Scripts: Settings for FB50 JE Template
Before you start executing the ‘FB50 JE‘ script in excel, you need to make some changes in the FB50 tcode in SAP.
Execute the tcode FB50 in the SAP system and click on the ‘Processing Options‘ or ‘Editing Options‘ button to display the FB50 document settings.
Maintain the following settings and save:
- Enable the ‘Do Not Copy Tax Code‘ checkbox.
- Enable the ‘Propose Last Tax Code‘ checkbox.
- Activate the ‘No Company Code Proposal‘ checkbox.
- Set the Local Currency as the Default Document Currency.
Log on to Winshuttle and open the FB50 JE Template
Open a blank Excel file and click on the ‘Winshuttle Run‘ tab. After that, click on the ‘Log on to Winshuttle‘ to login to the Winshuttle foundation software.
Once done, you should be able to see your name in the Winshuttle Run tab. This will also enable the ‘Winshuttle Foundation‘ tab in the excel file. Also, log on to the SAP system in the Winshuttle run tab. This is required to post data to the SAP system.
The next step is to select the existing template. Click on the Winshuttle Foundation tab and then ‘Open Transaction Data Template‘.
This will open a pop-up to select the template. Click on the ‘FB50 JE Enter GL Doc‘ template to open it in Excel.
Fill the Template for Winshuttle in SAP
After opening the GL posting template, you need to fill it with the transaction data. There are two sections in this template, i.e., Header and Line Item.
You need to fill both the sections correctly so that the chances of getting an error during validation are minimal.
In this example, In the header data, I have given Fiscal Year as 2021, Company Code IT91, Document and Posting Dates as 30th July 2020, Document Type SA, and Currency EUR (Euro).
Similarly, in the line item section, I have taken 2 GL Accounts, i.e., an expense and a balance sheet account. I’m debiting the expense GL account by taking the posting key 40 and crediting the balance sheet account by taking the posting key 50. I have given amounts to 1000 Euros.
As you are aware that it is mandatory to assign a CO object to a P&L Account, so I have also assigned a WBS element in the first line item. Please note that you can also use a cost center instead of a WBS element.
Validate and Simulate the Winshuttle Scripts
After entering all the transaction data, it is time to validate the data. In Validation, the software will verify if you entered all the required data or entered it properly.
Click on the ‘Validate‘ button to start validating the data in the template. It will take around 1 minute before the software displays the results of the validation. In case of any errors, the software will highlight it in the template itself and you need to resolve it to proceed further.
The data validation is successful if you don’t see any errors and the amounts are balancing, i.e., the debit amount is matching the credit amount.
After validation ends, comes the Simulation. Click on the ‘Simulate‘ button at the top to start simulating the data. Again, it will take around a minute to simulate the data. If there are no errors, you should be able to see ‘Success‘ written in the ‘Simulate Log Column‘ for all the line items.
Run the Winshuttle Scripts to Post Data to SAP
The last step is to run the template in excel. Once done correctly, it will automatically post the document in the SAP system.
Click on the ‘Test Run‘ button to start posting the document to SAP. Again, it will take a while to post it and display the results.
The Winshuttle software will automatically post the document and you can view the document number in the ‘Posting Result Cell‘ field.
Display the Document in Tcode FB03
You can display this accounting document in the SAP system using tcode FB03. Enter the Document Number, Company Code, and Fiscal Year and Press Enter.
You can display the header data and line items of the document posted in the SAP system via Winshuttle.
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