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SAP

There are various flavours of SAP and its related interfaces out there, including SAP Business One, ERP (Sometimes referred to as Intuitive ERP) and Easy Access. Instructions for each are below:

SAP Easy Access

In the SAP Menu, choose:

Accounting - Financial Accounting- General Ledger - Periodic Processing - Closing - Report - General Ledger Reports - Document -General - Document Journal

run S_ALR_87012287 - Document Journal

Select the appropriate Company Code

Change Fiscal Year

Change Posting Date to match fiscal year , ie if you chose 2012 fiscal year, and your fiscal year is calendar, selection 01/01/2012 in the first Posting date field, and 12/31/2012 in the last

Select the following options:

Line items only

Short Header

No CPU Date in list

Master data text: Select the shortest item which still includes name (typically option 2 which is name1,city)

To Export:

List - Save - File

select unconverted

If that option is not available, choose this:

List - Save - File

select Spreadsheet

Repeat this process for each fiscal year, going back 4.

Chart of Accounts:

SAP Business One

Two Methods:

In the Main Menu, under Modules, select:

Financials - Financial Reports Accounting - Transaction Journal Report

Select: All Transactions

Posting Date from: "beginning of 4 year period" to "end"

Run Report

Select File - Export - MS-EXCEL

Choose filename and location to save

Select OK if system message asks about currency symbols

Close excel and select "don't save" if prompted

Email/zip/email the files

On some older SAP Business One systems the process is slightly different:

Financials Financial Reports Accounting Transaction Journal Report

In the Drop down box for original journal field select: ap invoice.

Then select the date range.

Export the report as a TXT file

SAP ERP

Report: GL Transaction Details

Select the following:

Source: AP Invoice

Group by: Transaction Number

Year and period (4 years ideally)

Choose the arrow button (to Export to Excel rather than preview)

This report typically contains the Source Ref field which contains Vendor No and Invoice No. Since it doesnt contain Vendor names, we typically require a Vendor Listing in addition to this report:

Report: Vendor Listing

Criteria: All Vendor IDs, All Status Codes, All Currencies, Sorted by Vendor ID