How to Create a Seminar Using Excel and S4HANA

Learn how to create a seminar using Excel and S4HANA with step-by-step instructions, including transaction codes, scheduling, and capacity settings.

January 8, 2025 By Julia Hamann

In this guide, we'll learn how to create a seminar using data from Microsoft Excel and the S4HANA system. The process involves entering transaction code OOET, setting up the seminar details, and configuring the schedule and capacity. We'll also cover how to register prices and relationships, ensuring all necessary information is accurately filled in. This guide will help you efficiently organize and manage seminar details within the system.

Let's get started

How to create a seminar? You need the data file from Excel and S4HANA.

Enter transaction code OOET and press Enter

Leave the business event type empty and change the start date from January 1st

Step #2: Click on "07.01.2025" and change to "01.01.2025" — Click on "07.01.2025" and change to "01.01.2025"

Step #3: Click on the white blank page to create — Click on the white blank page to create

Step #4: Click on "Classroom Training" — Click on "Classroom Training"

Step #5: Click here to fill in the number of the seminar — Click here to fill in the number of the seminar

You can find the seminar number in the Excel file

Step #7: Click here and also add the number "-25" for the year at the end of the seminar number — Click here and also add the number "-25" for the year at the end of the seminar number

Step #8: In the second field you add the full title of the seminar — In the second field you add the full title of the seminar

You can copy it from the data table

Step #9: You can find the name of the seminar in line "Titel" — You can find the name of the seminar in line "Titel"

Step #10: Copy and paste it here — Copy and paste it here

Step #11: Click on the register "Description" — Click on the register "Description"

Step #12: Click on "Business event contents" — Click on "Business event contents"

The text that will later be printed on the certificate is entered here. This can be found in Excel and is highlighted in red

Step #13: Copy the text below "Business event contents" — Copy the text below "Business event contents"

Step #14: Click here and paste the text — Click here and paste the text

Step #15: Please ensure you leave the first line empty — Please ensure you leave the first line empty

Step #16: Click on Register "Main schedule model" — Click on Register "Main schedule model"

And set the correct schedule

The schedule time is also available in the data table

Step #18: You can find the schedule in line "Zeiten" (e.g. The seminar is scheduled from 9:00 to 16:00) — You can find the schedule in line "Zeiten" (e.g. The seminar is scheduled from 9:00 to 16:00)

Step #19: Double-click to choose the right schedule — Double-click to choose the right schedule

Next, click on "Capacity" to enter the minimum, optimum and maximum values

Step #20: Click on "Capacity" — Click on "Capacity"

You can also find the information on capacity in the Excel file

Step #21: You can find minimum and maximum in line "Teilnehmeranzahl" — You can find minimum and maximum in line "Teilnehmeranzahl"

i.e. The minimum is 5 and the maximum is 15

The optimum is always 8

Step #22: Fill in the numbers — Fill in the numbers

Go to the register price section and enter the seminar price

Step #23: The seminar price is available in the excel file from the line "Seminargebühr" — The seminar price is available in the excel file from the line "Seminargebühr"

Fill in the internal and external prices with the same price

Please ensure you fill in the correct information

Step #24: Fill in the price — Fill in the price

Open the register relationships to complete the form

Step #25: Click on "000" — Click on "000"

Step #26: Click on "Relationships" — Click on "Relationships"

Step #27: Fill in the word "training" at "is organized by - Organizational Unit" — Fill in the word "training" at "is organized by - Organizational Unit"

Step #28: Add the representatives in the next step at "is held by .... Person" — Add the representatives in the next step at "is held by .... Person"

...and search for the representatives.

You can find the representers in the excel file.

Step #29: The full name is filled in column "L" (First Name + Last Name) — The full name is filled in column "L" (First Name + Last Name)

Step #30: Search the representers by name i.e. Type "Scheidw*" + press Enter — Search the representers by name i.e. Type "Scheidw*" + press Enter

Step #32: Click on the green tick — Click on the green tick

Step #33: If you need to add multiple representers click on the search button — If you need to add multiple representers click on the search button

Step #34: Click on "Multiple" to add — Click on "Multiple" to add

Step #35: Click on "Create" at "Requires ... Resource Type" — Click on "Create" at "Requires ... Resource Type"

Step #36: Click here for the search term — Click here for the search term

Step #37: Click on "Search Term" and Type "Instructor* + Enter" — Click on "Search Term" and Type "Instructor* + Enter"

Step #38: Choose "Instructors for External training" — Choose "Instructors for External training"

Step #39: Click on the green tick — Click on the green tick

Step #40: Click on the save button. — Click on the save button.

Step #41: All necessary data has been entered and the seminar can be saved — All necessary data has been entered and the seminar can be saved

The course type T11-25 was created.