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

2. OGE Energy Corp
Investor owned utility and gas pipeline co. Live with SAP January Currently running SAP 4.6c Purchased GLSU October 2002

3. 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

4. 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.

5. 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.

6. How GLSU is Configured
Transaction code ZGLSU is used to access the configuration screen.
Export functionality
Upload history tracking
Set validation options from here.
Add-in download
Templates

7. Validation Options Master data check boxes Premium Users Only
Text check boxes
Master data
check boxes

8. System keeps track of file uploads, prevents duplicate entries
Upload History
System keeps track of file uploads, prevents duplicate entries

9. Initialize Excel Spreadsheet
Select OK here
to get options box

10. Create Spreadsheet Template
Chose the columns needed for the template

11. Blank Spreadsheet Template

12. How OGE Uses GLSU with Expense Reports
Web front-end allows employee to log on and have their employee information pre-populated.

13. User Enters Expenses with Accounting Information
User enters all expenses with the accounting information & description of expense.

14. Accounts Payable E-Mail
After approval A/P receives an to process the expense report.
A/P verifies proper approval.
Accounts Payable downloads file as .xls for processing.

15. Populated GLSU File

16. A/P Sets Options & Validates Account
Select Proper Options

17. Documents can be posted or parked and accrual/deferrals made.
Select Proper Options
Select proper system
Documents can be posted or parked and accrual/deferrals made.

18. Spreadsheet is validated in Excel
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.
If errors had been found they would appear and could be corrected before posting to SAP

19. Accounts Payable Post Document
A/P can now either post directly from here or export the file to be posted.

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

21. Enter User Name and Password
User name & password allows all SAP security to be checked

22. Remote Function Call to SAP
The system processes the information and will return the SAP document number.

23. Spreadsheet Posts
The template can be configured to populate the document number field after posting in SAP

24. SAP View of Posted Document

25. Questions?

26. Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: 1603