Creating a sales order with Winshuttle Transaction

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

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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 eld. Then Click Go.

VA01 Step-by-Step Guide

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 OK button.

Record
Choose a Recording Mode. NOTE: Batch Input Mode is usually the preferred recording mode for VA01 it will suppress dynamic actions 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 SAP controls Input Mode will be necessary. Also, if you want to add long text (wrapped text) to header text or line 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.

VA01 Step-by-Step Guide

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 modications to the process compared to how you would manually create a sales order. These differences will be identied throughout the rest 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 Enter AFTER all Header data is entered.

VA01 Step-by-Step Guide

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

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 on the Create Item button at the bottom (do not hit enter before you click on the create item button). This will 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 know your transaction and the behavior of how the data moves within the table, you can just enter one line of data. For this transaction (VA01) the data line needs to be entered in the second line of the table. Click on the Save button this will end the recording for batch or non-batch modes.

VA01 Step-by-Step Guide

Map
It is now time to create the mapping for this transaction. Mapping a script is just a matter of connecting SAP elds to elds to your data le. 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, we will choose the Create Mapping option instead. Click the Create Mapping link 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 reect the choice. In this case, we will use Excel.

VA01 Step-by-Step Guide

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 the destination (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 rst: 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 rst line item into the Sales Order Again, using the drag & drop method, map: Column D to row 9 Column E to row 10.

VA01 Step-by-Step Guide

To add a loop to the script that will allow multiple line items to a sales order, we need to go to advanced features 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 that screen 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 eld 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 elds refer to the values within the ID Column eld identifying the Header (H) and Line Item rows (D). Click the OK button on the dialog box to insert the Loop around the selected Mapper rows.

VA01 Step-by-Step Guide

The Mapper reects 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 identied in the Preview screen and row 2 contains the rst Header ID value. Note: this will only appear in the preview le if you are mapping to a blank le. 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 ag 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 eld name. Field Name - The SAP technical eld 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 eld; either xed values, or values to or from the assigned data source Notes Free-format notes to provide useful information to users of the Transaction.

VA01 Step-by-Step Guide

The next step is to save the script (.txr le) and the excel (preview) le. Note: you can use an existing excel le if you have data set up. To save the script le Click on the Save As or Save icon at the top under the File menu option.

To save the excel (preview le) click on the Save just 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 creating new sales orders). Click the Back button at the top under the File menu option.

VA01 Step-by-Step Guide

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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 the Excel icon to the right of the Select Data File eld to open the mapped Excel spreadsheet. This will open the le that is located in the Selected Data File: Notice the Log Result Column was automatically assigned the next available column after the last mapped column (in this case Column G). Our data has been entered into the Excel spreadsheet in the proper format and can now be run by Transaction.

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

VA01 Step-by-Step Guide

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Run
Back to the Transaction window, click the Run button.

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

VA01 Step-by-Step Guide

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Winshuttle is the ERP Usability Company, providing software products that enable business users to work with SAP directly from Excel, Web forms and other interfaces without any programming. Winshuttle focuses on a simple fact when using SAP applications, time is money. Winshuttles usability solutions radically accelerate SAP user transactions, saving and redirecting millions of dollars for SAPs customers every day. These nancial benets are achieved by signicantly reducing employee and contractor costs and increasing resources to address more strategic priorities. Thousands of customers use Winshuttle to make their SAP lives easier. Headquartered in Bothell, Washington, Winshuttle has offices in the United Kingdom, France, Germany, and India. For more information, visit www.winshuttle.com.

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VA01 Step-by-Step Guide

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