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SAP Business Planning and Consolidation for NetWeaver Journals

Applies to:
SAP Business Planning and Consolidation for NetWeaver 7.0. For more information, visit the Enterprise Performance Management homepage

Summary
This white paper covers the basics of Journals, creating Journal, Posting values, Defining Security for Journals, Parameters that can be set for Journals, Tables used by Journals and Reporting. Also it explains a scenario where this can be used. Author): G.Vijaya Kumar

Company: Infosys Technologies Limited, Created on: 22 February 2010

Author Bio

G.Vijaya Kumar is a Software Engineer in Infosys Technologies Limited worked in a Ramp Up project in SAP BPC NW for Infosys Technologies and currently working in EPM COE for Infosys Technologies Limited.He also have more than a year of experience in SAP BPC NW.

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Table of Contents
1. Objective ......................................................................................................................................................... 3 2. Journal Concepts ............................................................................................................................................ 3 2.1 Journal Architecture .................................................................................................................................. 3 2.2. Journal Template Creation using Journal Wizard .................................................................................... 3 2.3. Creating Journal Entry. ............................................................................................................................ 9 2.4. Posting, RePosting and UnPosting values using Journal Templates. ................................................... 11 2.5. Reopening Journal Templates ............................................................................................................... 11 2.6. Querying Journal Templates .................................................................................................................. 13 3. Journal Security ............................................................................................................................................ 15 3.1 Journal Task Profile ................................................................................................................................ 15 3.2 Journal Property ...................................................................................................................................... 15 4. Journal Parameters ...................................................................................................................................... 16 5. Journal Tables .............................................................................................................................................. 17 6. Journal Reporting ......................................................................................................................................... 18 7. Scenario ........................................................................................................................................................ 20 Related Content ................................................................................................................................................ 22 Disclaimer and Liability Notice .......................................................................................................................... 23

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1. Objective
This white paper covers the basics of Journals, creating Journal, Posting values, Defining Security for Journals, Parameters that can be set for Journals, Tables used by Journals and Reporting. I have further explained the usage of Journal in BPC NW using a scenario wherein we need to add multiple comments or remarks for any single detailed line item.

2. Journal Concepts
Journals are used to make any adjustments in the data keyed to the application. Functionally this is used after all the data are keyed using Input Sheets to the application. Usually Journals are used by managers; they will be checking the data entered by the owners and make adjustments if any. 2.1 Journal Architecture Journal is used to update the values in the Application as Input Schedule. We use the Journal Entries which is created by the administrator for updating the application. Administrator creates the standard template and Journal Entries for making Journal Postings. Unlike in input schedules, the system appends data, it does not replace it. The Values from the Journal is saved as it is without finding any delta value for writing as the data from Input Schedule does.

One Detailed Line Item can have only one Data

Input Schedule

Obtain Delta

Cube

Journal

One Detailed Line Item can have Multiple Data

2.2. Journal Template Creation using Journal Wizard Journal template is designed for each application and it is application specific. The person who has got assigned to JournalAdmin task profile can create Journal template from Admin client. The end users use the Journal template created for making Journal entries. The Journal Template is created using Journal wizard.

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The journal template creation includes the following steps, 1. Selecting the header dimension

The Header Items are like the page key values in the Input Schedule. For any application this should always include Time, Category and Reporting Currency (If present in the application) dimensions. Any number dimensions can be Header dimension.

Steps in Journal Creation

2.

Setting the header dimension order

This is to set the sequence of the Header dimension that occurs in the Journal Entry. This can be done by selecting the dimension in the Header Dimension area and move Up or Down using the buttons available.

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3.

Set detail Dimension order

The dimensions other than header dimension are called as detailed dimension and there should be at least one detailed dimension in the Journal. When setting the detail dimension order you can specify the maximum number of detailed rows in the Journal Entry.

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4.

Creating Additional Header items

The Additional header items are nothing but additional information about the Journal template. This is an optional field which user can either select or leave before saving the Journal Entry. The maximum length of this is 128 bytes. Each Additional header Item can have a sub-item which the user will be selecting while working on the journal template.

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5.

Summary

The last step is Summary and it gives the details of all the information added while creating the Journal Template using the Journal wizard.

Summary of the Journal Template Created

Creating a new Journal Template deletes all the Journal entries and their audit trail saved before and not the values saved using them.

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2.3. Creating Journal Entry. Journal Entries can be created for any application only if the Journal templates are created in the Admin client for the corresponding application. The person having Post Journal access can post the values only if the Journal Entries are created by the administrator. Steps in creating the journal entry involves the following, Select Enter a new journal from Journal Tasks, this will open a new Journal Entry with the format of the Journal Template.

Once the new Journal Entry is opened, the values for all dimensions are to be filled by Double clicking the cells corresponding to the dimension member values.

Note: It is not possible to save a Journal Entry without Header and Detailed Dimension Member Values.

The Journal Entry is saved using the Save Journal task available in journal Options.

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The Journal Entry and its contents after saving is given below, Header Dimension

Additional Header Item

Journal Entry Status

Detailed Dimension

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2.4. Posting, RePosting and UnPosting values using Journal Templates. The Journal postings are to enter the data updates to the application. Any user can do Posting only if they are assigned to PostJournal task profile and there should be some Journal Entries saved to work. The Journal when saved for the first time, the system generates a Journal ID which is used to identify the specific Journal template. The steps involved in Posting the Journal are, Open the Journal Entry Template Select all Detailed dimension member values Save the Journal Enter the debit and credit values Post the Journal Posting of data using Journal template depends on the check box values. If the check box for Balanced if checked, the system checks both credit and debit are balanced or not. The Posting of Journal entry appends the data to the application and all the other details about the Journal Entry, User, Time stamp in the Journal table so that it can be used for reporting. Reposting is posting the values in the journal again to the system. It is like entering the values twice. UnPosting is again posting the values in the journal but with reversed sign. The status of the journal now becomes UnPosted and the system saves a read-only copy of the Journal entry to record the changes made to the database.
Note : It is not possible to enter Debit and Credit in a single Line item.

2.5. Reopening Journal Templates Reopening a Journal Template is like copying the values in the Journal Entry to some other Journal Entry based on some translation Rules which needs to be maintained. The Reopening of any Journal template is possible only if the translation table is maintained. The translation table has the following columns, ACCTYPE : Type of account ( INC,EXP,AST,LEQ ) ACCOUNT_PROPERTY : List of accounts with the specified property. S_[Detailed Dimension] : Source Dimension D_[Detailed Dimension] : Destination Dimension Sign : 1 ( Credit and Debit are in same position ) or -1 ( Credit and Debit are interchanged ) Once the columns in the translation table are maintained we need to save the rule. We can add new rows and also can delete existing rows using the button provided.

After maintaining the Translation table, select Reopen Journals from Journal Options. The following window guide us in reopening the Journal Entry form some dimension member values to other required dimension member values based on the translation rule maintained.

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Once the Reopening of the Journal Entry is done a new journal entry with the specified Translation rule is saved in the system with the Old Journal Entry ID as the actual Journal Entry ID and Description as %REOPEN #ID%.
Note: Conditions for Reopening a Journal Entry, 1. The Journal Entry Status should be POSTED. 2. Journal Parameter JRN_REOPEN should be set to 1.

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2.6. Querying Journal Templates The Query is used in filtering the Journal Entries saved based on our requirement. The Query can be built based on any parameter like Journal ID, Application, User etc,.

Filter Parameters

It can also be filtered based on the various status of the Journal Entry.

Journal Status

Once we execute the query, based on the filtering criteria the system will fetch all the Journal Entries. We can select any number of Journal Entries and perform various operations available at the bottom.

Selecting the Journal Entries and pressing Post button posts all the values in the Journal Entries selected. Copy to will copy the journal Data to some other journal as per the details selected. When any Journal Entry is copied from some other Journal Entry the description is maintained as %COPYTO #ID%. Delete will delete the selected Journal Entries.

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Open will open all the selected Journal Entries. When multiple Journal Entries are opened, we can move from one Journal Entry to other using the next and Previous button in Journal tool bar. Also the Selection list shows the list of Journal Entries opened.

Next / Previous List of Journal Entries Opened

The Preview of the Journal Entries can be seen in the Querying window without opening the Journal template by selecting the required Journal Entry and clicking the << button at the top of the Journal Manager Query.

Preview of the selected Journal Entry

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3. Journal Security
3.1 Journal Task Profile The Security in case of Input schedule is depends on the secured dimension member values, like based on the access permission provided to the user in member access profile they will be able to work on any Input Sheet for the dimensions which they have access. But here in Journals even if they have access to all dimensions, they can be restricted using the journal through the task profile assigned to them. Below are the available tasks for the Journal,

The task profile needs to be created depending on the access to be provided to the user and needs to be assigned to the user. The access privileged in the different task s for Journal are, AdminJournal : Have access to Create Journal Template and Delete the Journal table through Admin client. CreateJournal : Have access to Create New Journal Entries. PostJournal : Have access to Post values through the journal Entries. ReviewJournal : Have access to open the existing Journal Entries and Review it. UnpostJournal : Have access to unpost the Journal values entered.

The task CreateJournal when given to the user without write access for any data region, denies the user in creating any Journal Entries for that data region. These tasks when assigned to the users they will be able to perform the corresponding action as assigned to them. 3.2 Journal Property All the base level dimension members which the user has the access are accessible using the Journal Entries. The Journal provides another way of security by limiting the access to the dimension members which needs to be accessed through the Journal. This is done through the dimension property ENABLEJRN. This property needs to be added to the dimension where you want the members to be limited and set the value for the members which need to be accessed through Journal as Y against this property. Repeat this for each dimension you want to limit, and process the dimensions. For Example, the user might be accessing around 3 different dimension members say India,US and UK but we need the user to access only one dimension member say India through Journal. So what needs to be done is add the Property ENABLEJRN in the corresponding dimension and set the value India member as Y across this property.

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4. Journal Parameters
The Journal template is common for an application, i.e., one application can have only one standard Journal template. So the conditions for the Journal can be defined in the application parameters specific to the Journals. The Application Parameters that are specific to Journal and their details are given below, Parameter JRN_BALANCE Description Controls whether Journals are required to be Balanced. Possible Values 1 or Y: Journals must balance when they are posted. Journal users can save an unbalanced journal, but may not post it. 0 or N: Journals can be balanced or unbalanced. Journal users can change this behavior. If they select Balanced, it works the same as option 1. 2: Journals users are prompted to save the journal as balanced, but are not required to do so. JRN_MAXCOUNT The maximum number of journal entries returned from a query in the Journal Manager. Locking data for journal changes only. Controls whether the system keeps the same journal ID when saving journals that were previously set to Posted status, but changed to Unposted status. Controls whether member IDs or descriptions are shown in the Journal template Any Number as per requirement.

JRN_ALLOWPOST

The sequence number of the Approval status code (Work Status). 1 or Y: The Journal ID is preserved. 0 or N: A new ID generates when the unposted journal is saved.

JRN_POST_OVERWRITE

JRN_DESC_MODE

1 or Y: Member descriptions are shown as row and column headings. 0 or N: Member IDs are shown as row and column headings.

JRN_REOPEN

Controls whether the Journal Template is to be Reopened or not.

1 or Y: Journal Template is allowed to reopen. 0 or N: Journal Template is Not allowed to reopen.

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5. Journal Tables
The information about Journal template and Journal Entries are saved in BI Tables. These tables are same for all the Journals in different Applications and different Appsets. The tables that save the Journal template and Entry details are, Table Name UJJ_JRNTMPL_INFO UJJ_TMPL_FLDS Content Description Contains information like Appset ID, Application ID, Journal Template ID Contains information like Appset ID, Application ID, Journal Template ID, Sequence Number, Dimension Name, Generic Indicator

UJJ_JRNL

Contains all the information of Journal Entry like, User details, Time, Journal ID, Dimension Member along with the information in UJJ_JRNTMPL_INFO table. Contains the information about the additional header items in the Journal Templates. TABKEY stores the Additional Header item and MEMBER stores Sub item value. Contains the details about the Additional Header Items like the Header item name and their Parent Name along with the standard information like Appset ID, Application ID and Journal ID. Contains the Master data information of the Translation file created for Reopening, like Account Type, Property, Sign of translation along with the standard information about the Journal. Contains the detailed information about, reopening template from any other template with the translation file created. The information found in this table are Source Dimension Member, Destination Dimension member, Dimension Name and Sequence number along with the standard information about the template.

UJJ_JRNL_ADITMS

UJJ_ADDEDITEMS

UJJ_TRANS_MASTER

UJJ_TRANS_DETAIL

These tables can be cleared using the Clear journal Table option in the Admin client. Only the Journal admin has the access to clear the table. When cleared all the details about the Journal entries will be lost, not the values posted by the Journals. They remain in the system even after journal entries are deleted.

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6. Journal Reporting
Journal reports are web based reports and are generated based on the journal entries. These reports include the audit trail of all Journal entries. The report can be fetched based on, Journal ID User Account The Journal Report by Journal ID generates a report based on a single journal entry. The Report by User generates the report based on the list of users who have worked on the journal entries by creating, posting and unposting. The Report by account generates a report based on the account selected. The Reports can be generated in either HTML format or as a Excel file.

Report in HTML format is shown below,

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Also reporting can be filtered to any type of Journal like Saved, Posted, UnPosted, Deleted or All.

Note: Journal Reports can be viewed only by the administrators.

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7. Scenario
Consider a business case where we require for a single detailed line item we need to enter n different values and comments. This problem is easily addressed by Journals. For some particular account there might be debit and credit values from different clients. This is not possible to maintain in Input Schedule. The same case is solved in journal as below,

Same Dimension Member

Comment s

Values

The multiple values entered in the Journal across Debit and Credit are grouped together and the net value is available in the report for reporting. Also the Remark Column is used in adding different comment across the same line item.

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All the values entered in Journal comes as a single value in Report

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Related Content
http://help.sap.com/saphelp_bpc70sp02/helpdata/en/66/ac5f7e0e174c848b0ecffe5a1d7730/frameset.htm Help available in BPC - http://servername/OSOFT/Help/Admin/HelpStart.htm For more information, visit the Enterprise Performance Management homepage

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Disclaimer and Liability Notice


This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP 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. SAP 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 SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

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