Document Attachments BDS/GOS

GLSU supports the attaching of the spreadsheet file to the posted documents in the SAP BDS (Business Document Service) for supplemental documentation and audit purposes or GOS (General Object Services). GOS should be used when utilizing Fiori tiles. Regular postings, parking, accrual/deferral and posting foreign currency transaction types are all allowed with the document attachment feature. There are several ways this functionality can be configured.

Note: Any Premium or Standard user must select the Send Validation Now option from the ZGLSU transaction for these settings to take effect.

From a Premium user perspective, you can set the options so certain options are always enforced or can be determined by the end user.

From the ZGLSU menu (logged-in as a GLSU Premium user) in SAP.

1. Select Premium User Functions.
2. Select Maintain Technical Options.

• If you select YES, the spreadsheet will always be attached to all SAP document numbers.
• If you select NO, the spreadsheet will never be attached to the SAP document.
• If you select PROMPT, the user will be prompted whether or not to attach documents.

  Note: The user will not be able to set options in this setting. They will always be prompted what action to take.

• If you select USER, the options on the end-user desktop will be enabled and the user will be able to set their own options accordingly.

You can also configure what description will be used in the BDS for the attached documents. This can be a combination of hardcoded text elements and parameters from both the workbook and the SAP system. For a listing of the available parameters, put your mouse cursor on the description field and select F1. The next screen will be shown.

Max Attachment Size: Allows the Premium user to set the maximum attachment size for standard users. This allows very large workbooks from being attached in order to manage the load on the SAP database.

Use link for subsequent attachments: GLSU can attach a workbook to the first document produced and then attach a link to that workbook on any subsequent documents. This saves space in the SAP database. It is ON by default. Some installations may not be able to take advantage of this feature due to SAP version and/or configuration.

Please keep in mind that reserved words must be enclosed in angle brackets ( < > ). If they are not, the literal word will be substituted in the description.

Note: These selections must be typed in. The display is only to inform you of what options are available.

If the USER option is selected by the Premium user, all of the options available for storing documents will be in the control of the standard user.

From the GLSU menu in Excel,

1. Select Options.
2. Select the Attachments tab.

   Note: This tab will only appear if the Premium user has selected an option other than NO.

If the posting timeout is reached in GLSU as set in the Premium User Functions > Maintain Technical Options > Job Wait Time setting, BDS document attachments will not be updated for the posted worksheets. SAP cannot create a link to the document because no document numbers will be recorded until the SAP job runs.

1. From the Options screen, you can select a configuration that suits your needs. If the Premium user has selected forced options, that setting would be displayed here and the other options would be disabled.

   

   • Attachments with split documents: When a GLSU document splits based on the "Maximum input lines per Doc" as configured in transaction ZGLSU, GLSU will attach the spreadsheet to all of the split documents.
   • Attachments with inter-company documents: When a GLSU document is an inter-company document (denoted by NEWBK in your template. GLSU will attach the spreadsheet to the header document ONLY. A logical link exists in SAP under the intercompany document number.
   • Excel/GLSU functionality when inside the Business Document Navigator: If you wish to perform additional functions with it rather than just using the Excel functionality within the Business Document Navigator, we always recommend extracting the source document from the BDS. If GLSU descriptions or other GLSU functions contain a "#NAME", select "Reset Links" to repopulate the cells.

An additional feature is available to allow the user to see the workbook size on disk. This is especially useful when the Max Attachment Size has been set low. Any workbook over this maximum amount will not be attached.

1. Select the View Workbook Size Report button.

   

2. The user will be presented with a quick summary report.

   

3. Select the Show Sheet Size Report button.

   

4. This report will show each sheet and its approximate size in bytes. It can be very helpful to find those over-size sheets and deal with them before posting and attaching.

   

5. Selecting the sheet name shows it as the active sheet for your review.

Attaching Multiple Documents and Files

In versions of GLSU prior to 6.2, only the current worksheet was attached to the posted document. Whe a document posts, the current worksheet is presented for attachment an cannot be deleted. However, the Multiple Attach feature allows the user to select one or more additional documents to be attached. Practical examples might be additional workbooks, Word documents, images of receipts, delimited source data text files. All file types are permitted.

If the user has selected to attach documents (discussed earlier in this BDS section), then the following dialog will display before the document post process begins. This allows the user to add/delete files of any kind. As noted, the only document that cannot be removed from the list is the current workbook. Here is what the user dialog looks like:

Simply add the files using the pop-up file browser. GLSU keeps track of the files and their sizes. Notice the Max Allow Size value. This is set by a Premium User in the ZLGU under the Premium User Functions screens and is the same for all GLSU users. The Remaining value helps users to keep track as they add files. Exceeding this value will produce a clear error.

Double-clicking a file will give the user the opportunity to remove a file from the attachment list. Note that the user is not given this option when double-clicking the required worksheet file.

After the document is posted, another dialog will display showing the attachment process and results. All files can be found attached to the posted SAP document.

As of GLSU 7.0, Excel workbooks downloaded from SharePoint, OneDrive, or any other cloud-based file repository are now able to attach to posted or parked SAP documents. Additional files such as (but not limited to) images, additional Excel workbooks, PDFs, and Word documents can also be attached. However, the additional files must be present on a local or network drive. The file attachment dialog provides a file browser to help you locate files and add files the attachment list. If these additional files are stored on a cloud-based repository, they would need to be downloaded to your local or network drive first in order to be visible to the file attachment dialog. The current workbook, as always, is attached and cannot be removed from the attachment list.