2018 – Volume 1 – BUworks Finance Newsletter

This month’s newsletter will provide some guidance on when to use the tool and how to display, add, and extract files.

This function is used whenever:

1.  You’re using Firefox or Chrome website browser to access the SAP BUworks financial system.
2.   A need arises to attach a file such as a Word, Excel or PDF document to an entry.
3.   A need arises to extract (export) a report or listing.

The WebGUI File Browser tool is used when utilizing Firefox and Chrome website browsers to access the BUworks Central portal WebGUI tab, ECC system sub-tab.

Typically supporting documentation is attached to journal entries for reviewers and approvers to reference.  The reviewer/approver may have questions on the entry or may require additional information on the transaction before approving the entry for posting.

Attach a file to a Journal Entry – Import from native file system.

The tool is also used whenever there is a need to extract (export) a listing or report from the WebGUI ECC system.  For example, you may want to export a list of your departments Internal Service Requests using the Earmark Fund Journal report (transaction code S_P99_41000147). 

Export file from WebGUI File Browser

To attach (import) a file to a SAP BUworks finance document entry:

• Step 1 – Click the Menu button, select and click on WebGUI File Browser then click on the “Import from native file system” button.

Your defaulted browser directory will display; locate, highlight and select the file you want to attach to the entry.
Once the file has been imported to the Z:\ drive, a message will display on your WebGUI File Browser window.
You are now ready to attach the file to the finance document entry.

• Step 2 – Go to transaction code FB03 – Display FI Document or FBV3 – Display Parked Document, click and highlight the Service for Object button, then select Create Attachment. 
• Step 3 –  The :Z\ drive window appears, highlight and select the file you wish to attach to the SAP finance document.
• Step 4 – Click the Choose button to finalize the attachment.

To extract (export) a file from WebGUI ECC system:

• Step 1 -Run a listing or report from a transaction screen.  For example, run a report listing all of your department’s ISR’s, using transaction code S_P99_41000147 (Earmark Fund Journal) in WebGUI ECC system.
• Step 2 -Select Spreadsheet or Download button which is located on the WebGUI window toolbar.  Spreadsheet option defaults to exporting an Excel file.  The Download option defaults to export a text file.
  
• Step 3 – Add a name to the File Name field on the “Choose a file to save” window.
• Step 4 – For Spreadsheet option: Click the Choose button to download, open or extract the file to your Desktop.  For Download option: Click the Choose button to export to Z:\ – WebGUI File Browser.
  Note, the results for “Spreadsheet” option is contingent on your browser defaulted preferences and settings.
• Step 5 – For Download option: to download or export the file, click the Menu button, select and click on WebGUI File Browser then click on the “Export to native file system” button.  Note, a system message will display with instructions on how to access WebGUI File Browser option.
  

The file is now available on your “Z:\ drive – WebGUI File Browser.”

1. Where do I access the “Exported” file?  Use your Menu button to access WebGUI File Browser option.  The file you’ve downloaded will display Z:\ drive window screen.
2. How do I access the “Imported: file?  Use your Menu button to access WebGUI File Browser option.  The file will appear on your Z:\ drive window screen.
3. How do you delete the file in WebGUI File Browser?  Use your Menu button to access WebGUI File Browser option to get to the Z:\ drive window.  A toolbar with icons will display with options to create a new file to attach, display file, delete, sort filter, etc.