SAP FICO: Attach Documents to a Journal Entry

Documenting Journal Entries is always a challenge, especially if you want to make the documentation accessible to people who aren’t down the hall from the filing cabinet. Well, SAP has a solution! You can attach Excel, Word, PDF, and other document types to SAP journal entries. You can even add attachments AFTER you’ve posted the entry.

Attaching documents to JE’s – Here’s How:

  1. Create entry in FB50:  FB50 Journal Entry - screenshotStart by creating your journal entry in FB50 (or your favorite je t-code: f-02, f-30, etc). It’s all normal up to this point, and you should have something like this:
  2. Post or park your entry:  At this point, you can either post or park your entry. I’ll go ahead and post mine. (If you’re parking yours, use FBV2 to change your parked document and FBV0 to post it. You can add the attachment either after parking or posting.)
  3. FB03 ScreenshotView posted document in FB03 (parked document in FBV2): In FB03 or FBV2, Double-click the document in the document list to view the document.
  4. Optional – Double click document line item to attach at line level:  You can attach at either the document level (step 3 above) or line item level…double click line item to drill in.
  5. Click Services for Object button >> Create attachment:  In either the document overview or the line item display, click the Services for Object button and select Create >> Create attachment.FB03 Display Document screenshot
  6. Select your document from your local drive:  Clicking the Services for Object button or System >> Services for Object, and then Create attachment will bring up the screen that allows you to browse for and select your attachment. Once you’ve selected it, clicking Open will upload the file and attach it to the journal entry. (If you’re working from a parked document, you’ll need to post it using FBV0 when you’re ready.) You can repeat the process to upload multiple attachments as needed.

 

Viewing Attachment in SAP Journal Entry Documents

At this point, you can view your attachment(s) at anytime by using FB03. Once you’ve selected your document, you can use the Services for Object button >> Attachment List to view the attachment list, or from the menu bar, you can click System >> Services for Object, and select the Attachment list button from the little tool bar that pops up (see screenshot).Services for object button

Here’s the attachment list. Just double click on the attachment you want to view and it opens in the default file for the file type (Excel or Word, etc).Attachment list

That’s it! A no sweat way to attach documents to your JE’s.

13 Responses to SAP FICO: Attach Documents to a Journal Entry

  1. gopal August 25, 2007 at 12:16 pm #

    hi,

    I am new user for SAP, CAN YOU PLEASE SHOW ME HOW TO UPLOAD 999 entries in sap

  2. byron August 25, 2007 at 7:51 pm #

    Hi, Gopal,

    You are very correct about the maximum # of line items on a FI Journal Entry being 999. The problem is that SAP doesn’t have a ready-to-run t-code for uploading FI journal entries. They do provide a BAPI that you can use to build a program (or rather have your ABAPpers build it for you), but nothing pre-built, at least not that I am aware of in R/3 4.6C (which is the version of SAP we are running). We had to build a program (which I am not privy to the Source Code).

    Ultimately, we ended up purchasing ZOption’s General Ledger Spreadsheet Uploader (GLSU). I highly (and I can’t stress that enough)…highly recommend purchasing something like GLSU. The time and headache it would take you to build a fully functioning application will greatly outstrip the cost of ZOption’s GLSU.

    I’ve written more on this topic in these posts:
    http://www.whypad.com/posts/sap-fico-bapi-for-uploading-accounting-documents/96/

    and

    http://www.whypad.com/posts/sap-hitting-saps-999-line-item-limit-on-journal-entries/66/

    and

    http://www.whypad.com/posts/sap-uploading-gl-journal-entries-the-easy-way/24/

    Hope this helps!
    Byron

  3. Ed March 11, 2008 at 10:37 am #

    Do you where the attachments are phisically stored? I am looking for the table name in SAP.

  4. byron March 11, 2008 at 4:02 pm #

    Sorry, don’t know where the attachments are stored. I wouldn’t be surprised if it is in the file system versus storing the docs in the database, but I really don’t know.

  5. Vineet December 11, 2008 at 8:04 am #

    Byron,

    In regards to your post I am difficulty applying it to our current scenario. We have implemented GL Workflow in SAP R/3 that utilizes SBWP – Business Workplace and Workflow tables (User, Approver). It is a much simpler design than our our PO workflow. The difficulty is having the object button available in FB03. Everywhere that I have heard requires that you add the security object S_DEVELOP activity 03 to the roles but that is not a best practice.

    What are your thoughts?

    Thanks,
    Vineet

  6. Byron Bennett December 11, 2008 at 9:41 am #

    Vineet,

    Unfortunately, I’m not at all familiar with the security objects that are required to expose the Services for Object button. I suppose that when you click on System -> Services for Object, that you don’t the pop up box with the attachment options either.

    We have enabled this in our environment, and we’ve had no issues thus far (5 years in), though I don’t know what security object permits this in our instance. I think that enabling/authorizing that Services menu is your only option for the attachments unless you want to write some custom code, which wouldn’t make any sense to do.

    Perhaps there is another security object other than S_DEVELOP that exposes the services menu? Anyone?

    Byron

  7. Sana January 30, 2009 at 3:48 am #

    Is there a report to view/mass print documents that have been attached to SAP documents?

  8. Byron Bennett January 30, 2009 at 8:22 am #

    Hi Sana,

    There could be one, but I am unaware of it. I took a look through the Information System menus in FI-GL, but didn’t see anything likely.

    If you don’t find one, you might try a SQVI if you can figure out what tables are involved.

    Byron

  9. Nitin February 12, 2009 at 9:32 am #

    Vineet,

    You stated that you have implemented GL Workflow in SAP R/3 that utilizes SBWP – Business Workplace and Workflow tables (User, Approver).

    Can you please share the design the document or any other documentation for the same

    Thanks

  10. João July 28, 2009 at 9:55 am #

    Hi Sana!! Did you find any report to view all docs attached to SAP documents without using the SQVI?

    Thanks

  11. Jaime Gutierrez November 24, 2009 at 4:29 pm #

    Hi

    I’ve some comments to the questions posted in several of the replies here:

    1. If you attach via GOS you can attach inside SAP system tables via “Create Attachment” or in a external repository (i.e. IXOS/Open Text) via “Store Business Documents”.
    the tables that keep the links are :
    a) using create attachment in GOS: SRGBTBREL
    b) using OAWD or Store Buss. docs in GOS : TOA01, TOA02, TOA03 (configurable in OAC3)

    2) if you want to see the list of documents attached using the store Buss. Docs use transaccion OAAD. For “Attachments” run a report over SRGBTBREL

    3) regarding authorizations, check authorization object S_OC_ROLE, pay attention to the note: 552127 – FAQ: SAPoffice – Authorizations. However a new authorization object was created in ECC5 to separate the authorizations in GOS attachment list and in SAPoffice. This could be useful if a user should have the SAPoffice administrator authorization, but should not be able to have full access to the attached documents in the attachment list. For this purpose you can use the new authorization object S_GOS_ATT (and the new role SAP_BC_GOS_ATTACHMENT_LIST), as written in the note

    cheers

    Jaime

  12. Shan June 26, 2010 at 12:21 am #

    Hi Byron Bennett,

    The method which you have describe to upload the documents in FB03 is not feasible since user can at any point of time delete the attachment by going through the same mode of Click Services for Object button >> Create attachment.

    The best solution is to link the T-code FB03 with DMS server by giving an additional TAB in header level and calling the DMS server through transaction variant in which user don’t have access to delete the attachment only he can upload new version of same attachment. This will maintain audit trail also.

    Now can you suggest some BADi to me to create an additional tab in t code FB03 so that we can link the same to DMS server for uploading the doc

    regards
    shan

  13. zuzana July 8, 2010 at 2:54 am #

    Hi,
    I would like to attach to more journal entries the same attachment – can this be done by “one click” or it is necessary to open every document and create the attachment.
    Thank you very much in advance!
    Best regards,
    Zuzana

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