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Easy Data Entry from Excel  Using GLSU and Budget Loader

Easy Data Entry from Excel  Using GLSU and Budget Loader. Charlotte Janzen, RailAmerica Jim Halepaska, Z Option. What We’ll Cover …. RailAmerica background – What drives the need for uploading data? GLSU: Overview and Examples Budget Loader: Overview and Examples Question and Answer

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Easy Data Entry from Excel  Using GLSU and Budget Loader

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  1. Easy Data Entry from Excel Using GLSU and Budget Loader Charlotte Janzen, RailAmerica Jim Halepaska, Z Option

  2. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  3. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  4. Western Corridor Sunset Lone Star ENR • 8,900 miles • 2,000 employees • 500 Locomotives • 9,100 Railcars OTVR PSAP CSCD OVR HESR NECR GEXR CORP MMRR CBNS MSTR MSR SOR GR CFE CSO IORY KYLE TPW CERA CFNR Alcoa Railroads ISRR CIND MNA VSRR CA SJVR Hawaii CPDR Eastern Corridor KRR BXN NCVA ARZC EARY North East VCRR DGNO TNER SCRF AGR SDIY RSS Atlantic PCN Heartland RailAmerica Operations North American Operations Has Five Regions Divided Into Two Corridors

  5. RailAmerica Operations (cont.) • 44 railroads located in 26 states/3 Canadian provinces • > 8,900 miles of track (per road 13 to 692 miles) • > 2000 total employees (per road 3 to 148) • 1.2 million total carloads (per road 5,000 to 114,000) • 2005 revenue budget of $425M (per road $1.5M to $26M) • Operated as individual profit centers • Employees are entrepreneurs • Bottom-up planning/zero-based planning

  6. RailAmerica Operations (cont.) • SAP Version 4.6C • Single SAP instance (i.e., all companies in one box) • Each railroad is a separate legal entity and is defined as a separate company code • All company codes are assigned to a single controlling area (USD currency, calendar fiscal year, same chart of accounts) • Cost centers record both revenue and expense • Cost center planning for both revenue and expense • Report Painter/Writer

  7. Upload Process Before GLSU and Budget Loader • Hard to change content/format of the spreadsheet • Doesn’t check for errors, creates BDC session errors • Three-step process • Uses “macros” which require maintenance and resources

  8. Upload Process After GLSU and Budget Loader Z Option cuts out the middleman by posting directly to SAP from Excel

  9. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  10. GLSU Features: • GLSU = General Ledger Spreadsheet Uploader • Post directly to SAP without leaving Excel • Validate your SAP data before posting • Lookup SAP master data values in the spreadsheet • Post more than 999 lines at a time • Post, Park, Accrue, and Foreign Currency Adj. • Supports multiple worksheets in a workbook andmultiple documents in a single worksheet • Optional off-line validations • Easy Implementation / 30 Free Trial

  11. How Rail America uses GLSU • Everyday GL Entries • Month-end Accruals • Specialty Postings • Posting History from Budget Loader Extract • Complex Spreadsheets with GLSU • Expense Report (from Z Option)

  12. GLSU Examples: Everyday FI Documents • Currencies • Cross company posting • Document number returned to the spreadsheet • Posting Messages returned • Post Non-PO vendor invoices

  13. Everyday FI Documents Cross company posting Document balanced? Doc Num returned to the spreadsheet Currencies See Posting messages without leaving Excel

  14. GLSU Examples: Specialty Posting (Eliminating history using Budget Loader Extract) • Downloading historical data using Budget Loader • Using a report writer group for selection criteria • Feeding the data into GLSU for posting • Using standard excel filters to sort data to “SKIP” $0 lines etc • Used to be much more of a manual process

  15. GLSU Examples: Specialty Posting (Eliminating history using Budget Loader Extract) SAP Budget Loader GLSU Excel

  16. GLSU Examples: Specialty Posting (Cont.) (Eliminating history using Budget Loader Extract) Using a Reporting Group to get Actuals history

  17. GLSU Examples: Specialty Posting (Cont.) (Eliminating history using Budget Loader Extract)

  18. GLSU Examples: Specialty Posting (Cont.) (Eliminating history using Budget Loader Extract) Use standard Excel filters to sort Skip $0 rows and subtotals

  19. GLSU Examples: Complex Example • Old Process required 12 people working an entire day • New Process takes 1 person 4 hours Interim calculations in Excel Get Vendor data from 3rd party GLSU Workbook (40 – 50) worksheets / Entries SAP

  20. GLSU Examples: Complex Example • Vendor Data arrives in a flat file from 3rd party vendor

  21. GLSU Examples: Complex Example • Do some additional calculations in Excel Imported values Calculated values

  22. GLSU Examples: Complex Example • Sheet 1 is an input area for the common header data on all 50 sheets. You can use Excel formulas in GLSU templates just line any other Excel worksheet Use standard Excel features like password protection

  23. GLSU Examples: Complex Example Use standard formatting options for easy to use GLSU templates Use formulas to calculate “Skip” rows and anything else

  24. GLSU Examples: Expense Report (Z Option) Never re-key another Excel based Expense Report

  25. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  26. How Budget Loader Works • Post directly from the spreadsheet to SAP • Flexible layouts • Import plan and actual history into Excel • Use Master Data Hierarchies/Groups/Sets to quickly build templates • Master Data Lookups • Easy installation / 30 day free trial

  27. How Rail America uses Budget Loader • Annual Budgets • Quarterly Forecast (Operations) • Monthly Forecast (Corporate) • Extract historical information for planning and eliminations

  28. RailAmerica Budget Loader Example

  29. Report Writer Report Example

  30. Report Writer Report Example (cont.) We’re using different Report Writer sets to create the columns we need

  31. Checklist Before Loading Budgets • Unit of Measure has been added to Cost Element • Exchange rates have been updated • Correct currency is specified • Planning versions have been created for: • Cost centers • Profit center • Special ledger • Integrated Planning is active (to allow the plan to flow to Profit Centers and Special Ledger)

  32. Quantities and Units of Measures • Quantities must be configured prior to any postings in the new year • Posting multiple Units of Measure may prevent reports from totaling correctly • Correcting Unit of Measure problems requires the deletion and reloading of all postings

  33. Currencies • Each forecast has an associated exchange rate • Confirm that all the appropriate exchange rates are updated before loading plan data (regardless of the method)

  34. Supported Planning Transactions • Cost Center • KP06: Cost/Activity Inputs • KP26: Activity Output/Prices • KP46: Statistical Key Figures • Profit Center Acct. (PCA) • 7KE1: Costs/Revenues • 7KE3: Balance Sheet • 7KE5: Statistical Key Figures • Public Sector • FMBBC: Budget Control System

  35. Supported Planning Transactions (cont.) • Internal Orders • KPF6: Cost/Activity Inputs • KPD6: Statistical Key Figures • Project Systems • CJR2: Cost Element/Activity Input • CJS2: Statistical Key Figures

  36. Supported Planning Transactions (cont.) • Profitability Analysis • KEPM: CO-PA Planning • Activity-Based Costing • CP06: Cost/Activity/Process Inputs • CP26: Process Quant./Prices • CP46: Statistical Key Figures

  37. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  38. What We’ll Cover … • RailAmerica background – What drives the need for uploading data? • GLSU: Overview and Examples • Budget Loader: Overview and Examples • Question and Answer • Wrap-up

  39. Resources • charlotte.janzen@railamerica.com – To contact Charlotte Janzen at RailAmerica • http://www.zoption.com – Z Option Web site • Jim@zoption.com – To contact Jim Halepaska • 877.653.7215 – Z Option toll-free from the U.S. and Canada • +1.972.315.8800 – Z Option (outside the U.S.)

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