Updating Internal Posting Statuses with Excel

If Nakisa Lease Administration is not posting directly to an SAP ERP (i.e., it is operating in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date), Lease Administrators or Accountants can perform additional steps to update the posting status in the application. Alternatively, contact your system administrator to configure the SAP Posting Bot, which will regularly transfer internally generated documents (that are after the SAP Posting Start Date) to the ERP.

If required, postings to the internal tables can be reversed from the application or via the Import Transactions option in the Main Menu.

The list of transactions that were triggered to be posted from Nakisa Lease Administration can be exported, updated, and re-imported (once the transactions are posted in the non-SAP system).

Documents can have one of the following main statuses:

  • POSTED: The document was posted to SAP by the application or manually posted in a standalone system.
  • POSTED_INTERNAL: The document was only posted to internal tables in Nakisa Lease Administration.
  • POSTED_EXTERNAL: The document was posted to SAP by the SAP Posting Bot.
  • REVERSED: The posting was reversed in both the application and in SAP or standalone system.
  • REVERSED_INTERNAL: The posting was reversed only in the internal tables.
  • REVERSED_EXTERNAL: The SAP Posting Bot reversed the posting in SAP.
  • FAILED: The posting failed in SAP.
  • FAILED_EXTERNAL: The posting made by the SAP Posting Bot failed in SAP.
  • FAILED_REVERSING_EXTERNAL: The posting reversal made by the SAP Posting Bot failed in SAP.

Note: The transaction statuses in the Excel file are not validated, therefore you must ensure the status names in the uploaded file are correct. Import Transactions should only be used to change document statuses to POSTED, REVERSED, POSTED_INTERNAL, or REVERSED_INTERNAL.

The following transactions can be exported:

  • Asset Capitalization Documents: The generated file lists all of the important information related to asset capitalization documents posted from Nakisa Lease Administration. These documents are posted at the inception of the lease.
  • Asset Depreciation Documents: The generated file lists all of the important information related to asset depreciation documents posted from Nakisa Lease Administration.
  • Asset Retirement Documents: The generated file lists all of the important information related to asset retirement documents posted from Nakisa Lease Administration. Asset retirement is triggered from the application when user creates events such as casualty or early termination of the lease.
  • Ledger Transfer Documents: If the new GL configuration is enabled in the ERP and Nakisa Lease Administration is posting payments in Accounts Payable, the application generates documents to transfer the rent amount to specific general ledger accounts. The generated file lists all of the transfer documents generated by the application.
  • Interest Accrual Documents: The generated file lists all of the important information related to interest accrual documents posted from Nakisa Lease Administration.
  • Rent Accrual Documents: The generated file lists all of the important information related to rent and payment accrual documents posted from Nakisa Lease Administration.
  • Liability Adjustment Documents: The generated file lists all of the important information related to liability adjustment documents posted from Nakisa Lease Administration. Liability adjustments are posted when there is a casualty, lease reassessment, or modification event.
  • Liability Obligation Documents: The generated file lists all of the important information related to liability obligation documents posted from Nakisa Lease Administration. These documents are posted at the inception of the lease.
  • Charge Documents: The generated file lists all of the (one time) charge documents posted from Nakisa Lease Administration. These documents are posted during the operation of the lease.

Note, among the information in the generated Excel file, the following are explained:

  • Alloc Number: Allocation Number (Activation Group ID)
  • Amt Doccur: Amount in document/contract currency
  • Asset Mai No: Asset Number
  • Asset Reference Obj Key: Fixed assets document ID
  • Asset TR Type: Asset Transaction Type used in the posting
  • Item No Acc: Accounting document line item number
  • Item Text: Transaction description
  • Bus Act: Business Transaction
  • Bus Area: Business Area
  • Obj Key: ERP Reference key
  • Object System: The system ID in which the object exists
  • Obj Type: ERP Object Type (Reference Procedure)

Note: The transaction Excel files only show information for contracts to which you have access, based on your assigned authorization profile. Also note that users can only see the contracts that they generate themselves. They cannot see the files generated by other users.

The generated files are deleted after 36 hours to free up disk space. If there are more than five users trying to generate files at the same time, the other users will be queued.

For information on how the application translates currencies, see Exchange Rates and Parallel Currencies.

To update the posting status of internal documents via Excel files:

  1. Click Main Menu > Export Transactions, and select one of the following options:
    • Asset Capitalization Documents
    • Asset Depreciation Documents
    • Asset Retirement Documents
    • Ledger Transfer Documents
    • Interest Accrual Documents
    • Rent Accrual Documents
    • Liability Adjustment Documents
    • Liability Obligation Documents
    • Charge Documents
  2. Set of the filters for the file, and click Confirm under each field to save the setting.
    • System: List of all of the systems (SAP ERPs or standalone) configured in the application.
    • Lease Area: List of all of the lease areas available across all systems.
    • Business Unit: List of all the business units available in the previously selected filters.
    • Company Codes: List of all of the company codes available in the previously selected filters.
    • Department: List of all departments available in the previously selected filters.
    • Transaction Start Date and End Date: Specify the range of transaction dates of the posted documents for which you would like to extract.
    • Posting Start Date and End Date: Specify the range of posting dates of the posted documents for which you would like to extract.
    • Document Start Date and End Date: Specify the range of document dates of the posted documents for which you would like to extract.
    • Cost Center ID: Enter any single Cost Center ID for which you would like to extract. Leave the field empty to extract data for all cost centers.
    • Profit Center ID: Enter any single Profit Center ID for which you would like to extract. Leave the field empty to extract data for all profit centers.
    • Business Area ID: Enter any single Business Area ID for which you would like to extract. Leave the field empty to extract data for all business areas.
    • Functional Area ID: Enter any single Functional Area ID for which you would like to extract. Leave the field empty to extract data for all functional areas.
  3. Click Generate. Wait for the file to be generated in the "Reports" section.
    • To view information about the file generation, click .
    • To delete the file, click .
  4. Click to export the file. Note that the files use the number format that is set in the User Preferences page, and the default date format set for the application. The column titles in the file are in the language under which you are currently logged in.
    1. Use Save As to resave the file as an Excel .xlsx file (instead of the generated html file).

      Warning: The tab name and file name must both be the unmodified version of the downloaded template (and not some variation of it if the file has been generated multiple times). If these names are not exact, the file will not be imported. For example, TH_AssetCapitalization or TH_RentPost.

    2. Filter the report to only view the transactions that need to be posted in the non-SAP system.
  5. Once the transactions have been posted in the non-SAP system, update the Excel file with the following information:
    • To complete the posting process, change the Status field value from "POSTED_INTERNAL" to "POSTED".
    • To complete the reversal triggered from the application, change the Status field value from "REVERSED_INTERNAL" to "REVERSED".
    • To reverse a posted document (that has not already been reversed from the application), change the Status field value from "POSTED" or "POSTED_INTERNAL" to "REVERSED_INTERNAL".
    • To repost a reversed document, change the Status field to "POSTED_INTERNAL".
    • Update the fields Obj Key, Obj Type, Object System, based on the information from the posted transaction in the non-SAP system. (Note that not all transactions use all three object fields.)

    Warning: If any of the column titles start with @ (i.e., it is the caption key and not the caption itself), those columns have to be replaced with the English caption. If any of the captions used in the Excel have been updated in the application, the same change will have to be applied to the Excel. Otherwise, these columns will be ignored when the file is imported.

    Warning: Never modify column headings before uploading the Excel files. The application will ignore these unrecognized columns.

  6. Click Main Menu > Import Transactions, and select the updated Excel.
    • The posting statuses on the relevant pages of the activation groups will be updated. The Transaction Reports will also be updated (once the scheduled job runs).

    Note: If you are logged in in a language other than English, the Excel file that you import can be in either the logged in language or in English.

See also:  

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