Chapter 30 LSMW and Balances Upload-1

CHAPTER 30 LSMW & OPENING BALANCES UPLOAD
Table of Contents
1 LSMW Introduction................................................................................................... 2
1.1 Create a project, sub project and object ................................................................... 2
1.2 Create Recordings ................................................................................................... 4
1.3 Maintain object attributes ....................................................................................... 10
1.4 Maintain Source Structure ...................................................................................... 12
1.5 Maintain source fields ............................................................................................ 13
1.6 Maintain Structure relations.................................................................................... 19
1.7 Maintain field mapping and conversion rules .......................................................... 19
1.8 Specify file for upload and create a file for upload .................................................. 21
1.9 Assign files ............................................................................................................. 29
1.10 Read data .............................................................................................................. 30
1.11 Display Read data .................................................................................................. 31
1.12 Convert data .......................................................................................................... 33
1.13 Display converted data........................................................................................... 34
1.14 Create Batch input session .................................................................................... 36
2 Opening Balances Upload...................................................................................... 39
3 Closing Procedure.................................................................................................. 42
3.2 To carry forwarded asset balances ........................................................................ 43
3.3 To close Previous Fiscal Year (Optional Step) ....................................................... 43
1 venkat.emani@yahoo.com
1 LSMW Introduction
LSMW an abbreviation for Legacy System Migration Workbench is a tool in SAP which is used
to migrate Legacy data into SAP. It is a very important tool and easy to learn and master it.
LSMW has a recording tool which can record the transaction and the fields to be uploaded.
Thus upload of master data and transaction data is made very simple in this tool.
Thus in FI you can upload the following master data through this:
Vendors, Customers, General Ledger, Asset master, Bank Master.
In CO you can upload the following master data:

Cost element, Cost center, Profit center, Activity types, Internal orders, Statistical key figures
In this document, we cover the creation of a Vendor master data with accounting view.
1.1 Create a project, sub project and object

Type LSMW in the command field
Click to continue.
If you do not want this message to appear every time,
You can click on check box
Click on to create a new project

Update the following fields:
Click
Create a subproject
Click
Create an object description
Click
1.2 Create Recordings
Now we will proceed to Recordings since we want to record a transaction (Create Vendor
Master Data)
Important Note:
Please note that before you start the recording you should first actually perform this transaction
manually and plan what data you want to capture for upload purpose. This is required so that
you avoid doing mistakes while recording.
While recording you should not press enter in between, you should only press enter after you
have completed entering all the details on that screen.
From menu, select Go to  Recordings

Click
Click
Update the following:-
Click
Update the following fields:
Click on
We do not want capture anything here.
Click on to go to the next screen
Click on to go to the next screen.
Click
Click Yes

Click
Click to save the vendor master data.
Click to update the field name.
Click on
Make a note of these fields since they will be required later on.
You can export these fields to an excel sheet as follows:-
Select spreadsheet
Click
Click to change the location and give File name
Click
Click
We will see the file later.

Click
Click
Click
1.3 Maintain object attributes

Here we maintain the attributes of the object VENDORS. We link the recording created to the
object VENDORS.
Click on
Click on
Select radio button and give Recording name
Click on and Click
1.4 Maintain Source Structure
Notice that the radio button has automatically moved to the next step Maintain source
structures. Each time you perform a transaction the radio button moves to the next step
automatically.
Also notice on the extreme right hand side under the column Last action (date, time, and user).
This is updated with information each time the transaction is performed.
Here we maintain the source structure for the LSMW.
Click on
Click
Click
Click on and Click on then Click
1.5 Maintain source fields
Here we maintain the source fields which are to be updated with the data.
Click on
Click on
Position the cursor on

Click
Now we need to update the fields which you have captured in the recording.
In step 1 recording we had downloaded a file with the fields.
Let us open that file in excel.
Click
Click
All the fields shown in column J needs to be mapped
Now go to SAP LSMW screen and copy and paste all these fields from excel.
To know the length of fields, go to the transaction code FK02 and enter the Vendor code you
just now saved. In our case we saved vendor code 9000020
We want to know the length of the field Name
Position the cursor on field and press F1 function button on the keyboard or right click and
select Help
Position the cursor on field and press F1 function button on the keyboard or right click and
select Help
Click to see the technical information
Double click
The length of the field Name1 is 40 and the data type is character
Here you update the field name, the type of field whether C (Character, alphanumeric) or N
(Numeric) and the length of the field
After updating all the fields, click on

Click
Click on and Click
1.6 Maintain Structure relations
We actually don’t do anything except click on change button and click on save button.
Click on
Click on
Click on and Click
1.7 Maintain field mapping and conversion rules

Here we create a link between the system fields and the source fields maintained in the earlier
step.
Click on
Click on
Position the cursor on and click on
Double click on the pop up

Similarly, map all the source fields. Sometime you get a message ignore it. This is because you
have maintained the length of the field which is more than the target field. If the source field is
longer than the target field the text such as name, address could get truncated.
Finally, your screen would look like one below
Click on
Click on
System message
1.8 Specify file for upload and create a file for upload
Here you attach the text file for upload.
Skip the Step Maintain fixed values, translations, user defined routines
Select as below
Click on
Before we attach the file for upload, we must create this the file.
Use the file already downloaded for creating upload file
Copy column K and insert on a new worksheet
Right click and select Paste Special
Select Transpose in below screen
Click on
Remove the blank columns in between and your sheet would like this after removing the blank
columns
Now update the data for vendors to be uploaded into the system.
Save this file as an excel template for upload of Vendor master.
Thereafter delete the header row.
Now click on File Save as
Click
Click on
Click on
Click to close the file and select No in below screen
Open the text file to see if it is ok, whether it has no double quotes etc.
There are some double quotes or special characters in the file, we need to remove those.
Go to LSMW Screen in SAP
Click on
Double click on
Select text file you have saved

And select Tabular Radio button
Click on
Click on and Click
1.9 Assign files
We just click on change button and save the assignment
Click on
Click on
Click on and Click
1.10 Read data
By executing this step the system actually reads the data from the upload file.
Click on
Click on
It shows the number of transactions read, written and not written.

Click on and Click on
1.11 Display Read data
This step is very important. Here you come to know whether there are any errors.
Whether the data passed on from the file is mapped to correct field. So you should see a few
records to see whether it is correct.
Click on
Click on
Double click Row 1 in above table

Then the below details will be displayed
1.12 Convert data
In this step the read data is converted.
Click on
Click on
1.13 Display converted data

In this step we display the converted data. Again you should see one or 2 records to see that
they are converted correctly.
Click on
Click on
Double click on Row1
1.14 Create Batch input session
In this step we create the Batch input session for the upload data. The data is not updated when
you create Batch input session.
Click on
Click on
Press Enter
1.15 Run Batch input session
In this step, we execute the Batch input session. Data is actually updated here. We should first
execute the Batch input session for a few records in foreground. After testing that the data is
getting uploaded correctly, then you can execute this session in the background.
Click on
Select VENDORS batch

Click
Run the first record in foreground.

Select
Click on
Click on
The Vendors are successfully updated.
That brings us to an end of creation and execution of LSMW.
Go to FK03 and check the Vendor master data uploaded
2 Opening Balances Upload
Company going live in SAP from 1st January 2012 onwards, - Take Balance Sheet
account balances as on 31st December 2011 in SAP. We do not enter all the
transactions because of the following reasons:
Reasons:
1. In normal accounting all vendors, Customers, Assets are part of General Ledger
where as in SAP we have sub ledger concept.
2. In normal accounting –for vendors/ customers –Purchases /Sales transactions and
advances will be entered in one account where as in SAP we have normal items and
special GL Item.
3. In normal accounting for Fixed Assets- We have account wise acquisition value and
accumulated depreciation where as in SAP for Fixed Assets, we have each sub
asset wise acquisition value and accumulated depreciation.
4. In normal accounting depreciation in a provisional figure where as in SAP it is
actually calculated figure.
5. In normal accounting raw material consumption is a derived figure.
Opening Stock + Purchases - Closing Stock, whereas in SAP we maintain each
material wise quantity, rate and amount and raw material consumption is actually
calculated figure.
6. In normal accounting we will not pass production entries and delivery entries where
as in SAP, system pass production entries and delivery entries with production cost.
Procedure
1) We should enter day to day data in SAP production client till balances are up loaded and
tallied.
2) In case of Vendors /Customers we have to prepare a statement showing only open

items which should match with trail balance figure.
3) In case of Assets, prepare a statement showing each asset wise acquisition value and
accumulated depreciation which should match with trail balance figure.
4) In case of materials, prepare as a statement showing Material wise, Quantity, Rate and
Amount which should match with Trail Balance figure.
5) We have to create 5 dummy accounts under any account group.

A) GL Clearing
B) Vendor clearing
C) Customer clearing
D) Asset clearing
E) Stock taking
6) After uploading balances, if the above 5 clearing accounts become zero, Then our
opening balances upload is correct
Trail Balance (For opening balances)
Create GL Accounts
1. GL clearing A/c
2. Vendor clearing A/c
3. Customer clearing A/c
4. Asset clearing A/c
5. Stock taking A/c
1. To take GL Credit side items: (Transaction code F-02)
Debit: GL clearing A/c 1,300,000

Credit: Equity share capital a/c 500,000
Credit: Vendor clearing a/c 100,000
Credit: Asset clearing a/c 300,000
Credit: Sales a/c 400,000
2. To take GL debit side items (Transaction Code F-02)

Debit: Asset clearing 500,000
Debit: Customer Clearing 200,000
Debit: Stock taking Clearing 100,000
Debit: Cash account 150,000
Debit: Raw material consumption 350,000
Credit: GL Clearing 1,300,000
3A Prepare a statement showing each vendor wise bill wise open item and
Advances which showed match with trail balance.
Vendor Account Balance 100,000
Debit: Advance 20,000  advances to vendor
Credit: Bill no.1345 40,000
Credit: Bill No.2234 50,000
Credit: Bill No.3455 30,000
3B Entry for Vendors (Transaction Code F-43)

Debit: Vendor clearing 100,000
Debit: Vendor Spl. GL 20,000  advances to vendor
Credit: Vendor Bill no.1345 40,000
Credit: Vendor Bill No.2234 50,000
Credit: Vendor Bill No.3455 30,000
4 A Prepare a statement showing each customer wise bill wise open items and
advances which should match with trail balances
Customer Account Balance 200,000
Debit: Bill no.1234 50,000
Debit: Bill No.2567 180,000
Credit: Customer Spl. GL 30,000 Advance from Customer
4B Customer balances Transaction code F-22

Debit: Customer Bill no.1234 50,000
Debit: Customer Bill No.2567 180,000
Credit: Customer Spl. GL 30,000 Advances from customer
Credit: Customer clearing 200,000
5A To make fixed assets P & M GL account and accumulated depreciation

plant & Machinery GL Account as non-reconciliation accounts & Post in
Transaction code F-02
Debit: Plant & Machinery 500,000

Credit: Accum. Depreciation P & M 300,000
Credit: Asset clearing 200,000
3 Closing Procedure
In last week of December 2011, we have to do for Fiscal year 2011
3.1 To carry forward Vendor and Customer balances to next year.

Via Menus Accounting Financial AccountingAccounts payablePeriodic
processingClosingBalance carry forwarded
Via Transaction Code F.07
Click on
Ignore the warning message press enter
This is one time activity for each year
3.2 To carry forwarded asset balances
Via Menus AccountingFinancial accountingFixed assetsPeriodic processing
Year end closingExecute
Via Transaction Code 0AAQ
Click on
3.3 To close Previous Fiscal Year (Optional Step)

Via Menus AccountingFinancial accountingFixed assetsPeriodic
processingYear end closingExecute
Via Transaction Code AJAB
Schedule background job and

From the menu select SystemServicesJobsJob overview
To close only year for asset accounting we have to post depreciation for all assets and for all
months
3.4 To Open Fiscal Year 2010 for Asset Accounting

Via Menus AccountingFinancial accountingFixed assetsPeriodic
processingFiscal Year Change
Via Transaction Code AJRW
Deselect test run check box

From the menu select program execute in back ground
Press Enter
Select immediate button

Select save button
We get a message back ground job was scheduled for program RAJAWE_00
3.5 To check whether the job is processed or not
From the menu select System  Services  Jobs job overview
Select execute button

To view the result of job
Select job RAJAWE00 check box
Select SPOOL button
Select SPOOL no. Check box

Select display contents button
3.6 To Carry Forward GL Balances

Via Menus AccountingFinancial accounting General Ledger Periodic
processing Closing –Carry forwardBalances Carry forward( New)
Via Transaction Code FAGLGVTR
Deselect test run check box

Select output list of results check box
Select balances in retired earning check box
Click on
3.7 To copy number range interval for next year
Via Menus IMGFinancial accounting Financial accounting global settings
DocumentDocument number rangescopy to fiscal year
Via Transaction Code OBH2
Click on
Select Yes button for the warning message
Click on
3.8 To Open and close posting periods

Via Menus
IMGFinancial accounting Financial accounting global settings
Document Posting periodsOpen and close posting periods
Via Transaction Code OB52
Open first period of the year 2012
Click on
3.9 How to post to special periods ( F-02 or FB50)

(Adjustment entries)
Give last day of the fiscal year as posting date and posting periods as any period from 13-16
Click on
If you are not able to see the field period. From menu, select Settings  Editing Options
Select
Click on
3.10 Go and see the GL A/c FS10N
Click on and see the balance posted

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CHAPTER 30 LSMW & OPENING BALANCES UPLOAD

In CO you can upload the following master data:

1.1 Create a project, sub project and object

Click on to create a new project

From menu, select Go to  Recordings

Update the following:-

Update the following:-

Update the following:-

Update the following:-

We will see the file later.

1.3 Maintain object attributes

Select radio button and give Recording name

Click on and Click

Click on and Click on then Click

Position the cursor on

All the fields shown in column J needs to be mapped

Click to see the technical information

After updating all the fields, click on

Click on and Click

1.7 Maintain field mapping and conversion rules

Position the cursor on and click on

Double click on the pop up

Finally, your screen would look like one below

Copy column K and insert on a new worksheet

Select Transpose in below screen

Save this file as an excel template for upload of Vendor master.

Thereafter delete the header row.

Now click on File Save as

Click to close the file and select No in below screen

Select text file you have saved

Click on and Click

It shows the number of transactions read, written and not written.

Double click Row 1 in above table

Click on and Click on

Click on and Click on

1.13 Display converted data

Double click on Row1

Click on and Click on

Select VENDORS batch

Run the first record in foreground.

The Vendors are successfully updated.

That brings us to an end of creation and execution of LSMW.

Go to FK03 and check the Vendor master data uploaded

2 Opening Balances Upload

2) In case of Vendors /Customers we have to prepare a statement showing only open

5) We have to create 5 dummy accounts under any account group.

Trail Balance (For opening balances)

1. To take GL Credit side items: (Transaction code F-02)

Debit: GL clearing A/c 1,300,000

2. To take GL debit side items (Transaction Code F-02)

3B Entry for Vendors (Transaction Code F-43)

4B Customer balances Transaction code F-22

5A To make fixed assets P & M GL account and accumulated depreciation

Debit: Plant & Machinery 500,000

In last week of December 2011, we have to do for Fiscal year 2011

3.1 To carry forward Vendor and Customer balances to next year.

3.3 To close Previous Fiscal Year (Optional Step)

Schedule background job and

3.4 To Open Fiscal Year 2010 for Asset Accounting

Deselect test run check box

Select immediate button

3.5 To check whether the job is processed or not

From the menu select System  Services  Jobs job overview