How to Guide for transferring data in SAP
Short Description
How to Guide for transferring data in SAP...
Description
Chapter 3:
How To…
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Contents Using Elementary GUI Elements in R/3 ................................................................3–2 Manually or Automatically Transferring Data ......................................................3–3 Starting an SAP Program .....................................................................................3–11 Identifying Business Object Fields .....................................................................3–13 Providing the Flat File Structure in C, COBOL, PL/1, or RPG ..........................3–18 Using Excel to Create an ASCII File ....................................................................3–21 Creating the Flat File with ABAP .........................................................................3–22 Starting a Batch Input Session............................................................................3–23 Transferring Data via Direct Input .......................................................................3–28 Moving Files From a PC to an Application Server.............................................3–34 Using Customer-Defined Flat File Structures and Transfer Programs ...........3–37 Displaying or Editing a Flat File ..........................................................................3–40 Maintaining Physical Filename for Logical Filenames......................................3–41 Using the Data Transfer Workbench...................................................................3–45 Using a CATT Recording for Initial Data Transfer .............................................3–58 Recording a Batch Input ......................................................................................3–62
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Chapter 3: How To… Using Elementary GUI Elements in R/3
Using Elementary GUI Elements in R/3 The following is a description of R/3’s basic graphical user interface (GUI) elements.
Icons, Buttons, and Fields Icons, buttons, and fields are onscreen objects that are selected by clicking the left mouse button to perform certain functions or actions. See the following definitions: ! A button is labeled with a function name. ! An icon is a button with a pictorial representation of its function. ! A field is an onscreen box in which you enter data. 1. Enter Clicking this button is the 1 same action as pressing Enter on your keyboard.
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2. Command Transaction codes are entered into this field. Choose Enter after typing a command. 3.
Possible entries This arrow is on the right-hand side of a field. Clicking this tab allows you to see the last-entered values.
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4. Save saves your work. 5. Back returns you to the previous screen. 6. Exit exits the current screen and returns you to the first screen within a sequence of screens (for example, if you create a sales order or a material master record) 7. Cancel exits the current screen without saving your work. 8. Help displays the help messages at the current cursor location (like clicking F1). 9. Output Device is an example of a user input field.
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Transaction Codes Menu paths and transaction codes are two ways to access a specific screen in the R/3 System. Following a menu path is intuitive, but entering a transaction code is usually faster. If you are given a menu path, the corresponding transaction code is listed as an Alternative to the menu path. See the following example: 1. Choose Tools → Administration → Spool → Spool Administration.
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Alternative:
To enter the transaction code in the example above, enter /nSPAD in the Command field and choose Enter (the green check) or press Enter on your keyboard. Entering /n before the transaction code allows you to move from one screen to another. For example, if you are in the User Maintenance screen and wish to send a system message, enter /nSM02 (not SM02) in Command. You will proceed to the System Message window without exiting the User Maintenance window. When using /n you will leave the actual transaction without a warning and unsaved data will be lost.
Depending on your GUI customizing, error messages may also be seen in the bottom line of your screen.
Manually or Automatically Transferring Data The following flowchart may help you understand your data transfer options. You have three different options to enter your data into R/3: ! Automatically, with SAP standard data transfer programs. ! Automatically, by creating your own batch input (BI) programs. ! Manually, by entering the data via the corresponding online transactions. To decide which option is most appropriate, we provide an evaluation matrix and a data conversion justification form that helps you structure and track your decision.
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There are three ways to do initial data transfer:
Flat File for Data Transfer
SAP Data Transfer
Manual Entry
R/3 System Online transaction
Flat File for own Program
Customer specific Transfer
Automatic Transfer with a Standard Data Transfer Program This guide concentrates on automatic data conversion, which can be done if: ! A standard program exists for the data transfer of a business object in R/3 (see appendix A). ! The data is available in electronic form. ! There are a significant number of records you want to transfer. ! The cost of converting the legacy data into the required flat file format is acceptable.
Manually Transferring Business Objects You should manually transfer data to R/3 if: ! You have no legacy system. ! There is only a small number of records to enter. ! Translating the legacy data into the R/3-required structure is more effort than manually entering the data. If you choose manual input for a large amount of data, remember that configuration changes require the data to be manually re-entered. If you previously used an automatic method, and the change can be made with the data transfer program, you can re-run it.
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The manual option allows you to either transfer all data before starting R/3 or to enter the data when it is needed. For example, you can enter the data for all the open purchase orders (POs) prior to your productive start, or you can enter each open PO prior to the corresponding goods receipt. In this example, the ramifications to consider when entering data are: ! Materials Requirements Planning (MRP) cannot access data, which can result in an item being purchased twice. ! Receiving clerks can create POs. ! An invoice can be entered before a goods receipt, which can result in a non-referenced posting and a reference loss or the information. To understand the advantages and disadvantages of using manual input for a specific business object, please see your SAP consultant.
Using Customer-Specific Batch Input to Transfer Business Objects Create a BI program to transfer data if: ! No standard program exists to transfer that business object in R/3 (see appendix A). ! The data is available in electronic form. ! There is a significant number of records you want to transfer. ! Translating your legacy data into the structure required by your customer program is easier than manually entering the data. ! You have the time, money, tools, and knowledge required to write the necessary BI programs. Do not directly update SAP tables with non-SAP programs! Use the SAP standard transfer programs, the normal online transactions, or your BI program. If you create inconsistent data with an improper tool, your R/3 System may not work properly.
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Conversion Evaluation Matrix Score Number of objects
10,000
Weight
see note 1
0
1
2
1
2 or 3
4, 5, or 6
>6
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2
1
0
Good
Fair
Poor
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1
0
Little
Average
Extensive
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1
0
Few
Average
Many
2
1
0
Simple
Average
Complex
Extra-complex
1
0
0
1
1 or 2
3 to 5
6 to 10
> 10
0
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2
3
Simple
Average
Complex
Extra-complex
1
0
0
1
Yes
No
5
0
Yes
No
0
1
Number legacy inputs Weight Quality of legacy data Weight Amount of legacy data editing Weight Number of data element translations Weight Complexity of legacy data Weight Number of SAP input screens Weight Complexity of SAP input Weight Does an SAP transfer program exist? Weight Can data be entered as needed? Weight
Total score:
Notes: 1. If the number of objects is less than 500, the legacy data is complex, the SAP input is complex, and an SAP standard data transfer program exists, an automatic conversion is the best solution. Otherwise, a legacy data report and manual data input should be used. 2. A score of 5 or less indicates that a manual conversion is the most cost-effective solution. 3. A score between 5 and 10 indicates that either a manual conversion or an automated conversion may be a cost-effective solution, but the evaluation factors should be carefully reviewed before deciding a recommended course of action.
4. A score of 10 or more indicates that an automated conversion is justified.
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Conversion Justification Form Data to be converted: Requested by: Date: Number of objects: Number of files: Quality of legacy data:
Good
Average
Poor
Complexity of legacy data:
Simple
Average
Complex
Extra-complex
Complexity of manual input in SAP:
Simple
Average
Complex
Extra-complex
Priority:
High
Medium
Low
Number of SAP input screens:
Preliminary Recommendation of Conversion Method: Manual, as needed Manual, during conversion Automatic using existing SAP data transfer program Automatic creating own data transfer program Reason for recommendation:
Development labor estimate (days): Test labor estimate (days): Projected cost: Book cost to: Cost accepted by: Project management approval on: Steering committee approval on: Refer to minutes of:
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Form Label
Description
Data to be converted
The data is to be converted as identified in questionnaire sessions. This should be a descriptive, not a file, name. For example, Customer Master Data.
Requested by
The person or persons identifying this data as a conversion requirement
Date
The date this form was completed
Number of objects
This indicates the number of objects that need to be converted. For example, if converting customer master data, how many customers does the company have? When developing this number, consider legacy data that will not be converted. For example, if only “active” customers will be converted, then only the number of active customers should be entered here.
Number of files
Two factors need to be considered when developing this number. First, does the data to populate the SAP customer master data have more than one data source? For example, if a customer’s name and address exist in one file, but his or her tax information exists in a different file, then the two files must be merged during conversion. Second, if more than one entity is combined when SAP is installed, will there be more than one data source? For example, if the order-processing system has a customer master file separate and distinct from the accounts payable customer master file, will the two files need to be merged and reconciled as part of the conversion process?
Quality of legacy data
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An indication of how “clean” the legacy data is: Is the data worth converting? If the data is to be converted, will it need a significant effort to scrub the data? How many problems will be encountered due to invalid data?
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Form Label
Description
Complexity of legacy data
A number of factors need to be considered when determining the complexity of the legacy data. How many are there and what is the nature of legacy data inputs (from question above)? Does the legacy data reside on different media? Will a number of translations be required from the legacy data to the SAP data? Is the data consistent for a given data item or can the formats vary? For example, are the dates stored MM/DD/YY or YYYYMMDD? Is it an eight-character alphanumeric field with data stored in any one of a number of formats?
Number of SAP screens
If the data were to be manually input, this is the number of SAP screens that must be processed.
Complexity of input in SAP
An indication of the complexity of manually entering the data: Will a number of screens be required? Is the data readable as names and address, or is it a number of abstract codes? Will much of the data be the same for each object or will most of the data change from object to object?
Priority
How critical is the data? Do other conversions depend on the conversion of this data? The priority will also be used later when developing the conversion plan.
Preliminary recommendation of conversion method
Review the attached table and decision tree to develop a preliminary recommendation of the conversion method.
Reason for recommendation
A short discussion of why you chose a conversion method, especially if this method is contrary to the tables and decision tree.
Development labor estimate
A rough estimate of the development labor costs is associated with the development of the conversion programs. This will be revised as more analysis, program specifications, and designs are complete. This estimate will include ABAP developer effort, but should also include some business analyst and user time for walk-through and review tasks.
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Form Label
Description
Test labor estimate
A rough estimate of the testing labor costs is associated with the development of conversion programs. This estimate will be revised as more analysis, program specification, and designs are completed. This revision will include ABAP developer, business analyst, and end-user effort to test the conversions.
Projected cost
The total development and testing costs associated with this conversion
Book cost to
The cost center, phases, or projects to which the conversion will be charged
Cost accepted by
The person identifying this data as a conversion requirement, as this data conversion should occur only after the size, complexity, costs, and factors have been evaluated.
Project management approval on
The date the SAP project manager agrees that the conversion is necessary and cost-justified
Steering committee approval on
The date the project’s steering committee agrees that the conversion is necessary and cost-justified
Refer to minutes of
An indication of supporting documents about approval
The conversion evaluation matrix and the justification form are on a file on the diskette inside the back cover of this guidebook.
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Chapter 3: How To… Starting an SAP Program
Starting an SAP Program This section describes how to start programs in R/3. You must enter all the necessary data in the selection screens to run the program. In this example, we start the program to transfer the data for the material master. 1. Choose System → Services → Reporting.
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2. Enter RMDATIND (the program name) in Program. 3. Choose Execute.
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After the program is started, you will see its selection screen.
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Chapter 3: How To… Starting an SAP Program
4. Enter the appropriate parameters on the program selection screen. The parameter determines how the program works. Most often the defaults are okay.
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5. Choose Execute.
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Identifying Business Object Fields Using the material master as an example, you will learn how to identify the business object fields. This example does not contain the entire material master, only the steps to obtain the field information on the transaction’s first screen. 1. Choose Logistics → Materials management → Material master and Material → Create (general) → Immediately.
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You are now in the Initial screen to create a material. 2. Choose Help to see the field documentation for the screen. (To activate Help for a specific field, place the cursor on that field.)
3. Read the documentation and decide if you have to enter information in this field. 4. Choose Technical info. 3
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5. Note the field name in Field name. 6. Choose Enter. 7. Choose Enter and return to the screen in step 3.
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8. If you need to externally assign your material numbers, enter a material number in Material; otherwise leave the field empty. Do not enter any other values. 9. Choose Enter.
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10. This message tells you that you have to enter a material type. Choose OK to acknowledge this error message. Now you know that a material type is a mandatory entry for the material master.
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By repeating this procedure you will identify all mandatory fields. If you complete this process for the material master's first screen you will recognize the industry type (MBRSH) and the material type (MTART) fields as mandatory entries. The material number (MATNR) is only mandatory if you use an external number assignment. To use the SAP standard data transfer programs, provide this data in the corresponding fields of the required flat file structure. To see which record structures are used, see the section of the Use the Data Transfer Workbench later this chapter, or refer to chapter 2 for that business object. From release 4.5A it is possible, to record the relevant fields of the online transaction that must be supplied in the transfer file. The advantage of this is that you can automatically identify fields in the transfer file. You can access this function from the Data Transfer Workbench central initial screen by choosing Goto → Record fields. When you enter the transaction code, the system calls the online transaction and processes it after you have entered the field values. The fields are recorded in the background. When the recording is complete, the system displays these as a list that contains the fields that were entered and the following information on each field: - Short text of the screen field - Field value of the screen field - Field identification of the screen field - The corresponding record layout description. You can call part of the F1 help from the list generated.
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Chapter 3: How To… Identifying Business Object Fields
Obtain the Fields of an SAP Structure The required flat file structure depends on the business object you want to transfer. The approach you choose depends if the business object is supported in the Data Transfer Workbench (in Release 4.0, this is called the Data Transfer Workbench and no longer Data Transfer Control Center).
Business Object Supported in Data Transfer Workbench This approach is preferable, because the information is presented in one list. For more information on how to use this feature, see the Use the Data Transfer Workbench section.
Business Object Not Supported in Data Transfer Workbench This approach is the most generic and works for any structure defined in the SAP repository. The following is an example of how you can see all the defined fields for structure BGR00, also used in many flat files. 1. Choose Tools → ABAP Workbench. 2. Choose Dictionary. 2
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3. Enter BGR00 (or another structure) in Object name. 4. Select Structures. 5. Choose Display.
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On the next screen, you will see Field names (the first column) and Short text (in the righthand-side column). Browse through the fields by clicking Page Up or Page Down. 6. Print the 6 definitions by choosing Table → Print.
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Chapter 3: How To… Providing the Flat File Structure in C, COBOL, PL/1, or RPG
7. Before you print, verify your settings on the Print screen.
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Providing the Flat File Structure in C, COBOL, PL/1, or RPG Flat files can be created in different programming languages. To help you write a C, COBOL, PL/1, or RPG program, R/3 provides a report that allows you to download and print the SAP record structure definition in these programming languages. Once you have selected the business object you want to transfer, and you know the structures needed by the flat file (for example, BGR00, BKOND1, BKOND2, and BKOND3, for the pricing conditions), you are ready to begin. 1. Enter RDDSRCG0 (transaction SE38). 2. Choose Execute.
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3. Select the programming language where you need structure definitions. 4. Choose Multiple Selection to the right of Table names.
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5. Enter the structures in which you are interested (BGR00, BKOND1, BKOND2, and BKOND3).
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6. Choose Copy.
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Chapter 3: How To… Providing the Flat File Structure in C, COBOL, PL/1, or RPG
7. Enter a filename (for example, C:\strucdef.t xt).
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8. Choose Execute or press F8. You can now use the file to copy the definitions into your conversion program.
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The Identifier in TSRCG field prevents you from manually entering all table names. Enter one of the following: ! ALL-DEBI for all data transfer records for customer master (FI-DEBI is used for only the specific FI record structures). ! ALL-KREDI for all transfer structures for the vendor master (FI-KREDI for only the specific FI record structures). ! FI-BELE for all structures involved in the transfer of posting documents. ! MM-MM for the structures associated with the MM. ! AM-ANLA for the assets transfer structures. ! CS-BOM for the transfer structures relevant for bills of material. ! FI-SAKO for the structures involved in the transfer of GL accounts. Improved Integration of the Generator for Advanced Programming Languages. Until Release 4.5A to export the data structure into a different programming language (COBOL, PL/1, C, RPG) you had to specify the corresponding table names. From Release 4.5A, the system automatically reads the structures of the objects so that you do not need to enter them.
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Chapter 3: How To… Using Excel to Create an ASCII File
Using Excel to Create an ASCII File This chapter explains how you can use Excel to save a spreadsheet in an ASCII/text format to allow, for example, ABAP programs to convert the data into the required flat file structure. To start, use the following Excel file that contains some material data from the legacy system: 1. Open MatMaster.xls, from the sample data disk. 2. Choose File → Save As. This step is done to save this data as a Text (tab-delimited) file.
3. Choose Text (tab delimited) *.txt in Save File as Type.
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4. Choose OK.
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Chapter 3: How To… Creating the Flat File with ABAP
Now you have a flat file of your legacy data with the correct structure. 5. In Notepad, open the file you just created.
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Creating the Flat File with ABAP Before you take advantage of the existing SAP data transfer programs, you have to provide a flat file in the required flat file structure. This step was step one (Conversion) in the big picture. As an alternative to other programming languages, you can use ABAP to perform the conversion. This section lists some prerequisites. To show you the important elements of the program, some sample code is provided in appendix B. The prerequisites are to: ! Provide the data in an ASCII/text file format. ! Know how each line of the ASCII file is structured. ! This means knowing which fields are at which position in each line of the file. Normally you define this structure in the R/3 dictionary or as an internal table. ! Know how the required flat file for the business object must be structured. The challenge is to convert the given legacy file into the required flat file structure. For illustration purposes, some sample code is provided in appendix B. Because the program depends on the legacy data structure, which varies from case to case, some critical parts of Appendix B were written in pseudo code. Pseudo code describes the action in normal words and is marked with quotation marks at the beginning of the text.
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Chapter 3: How To… Starting a Batch Input Session
Starting a Batch Input Session Batch Input (BI) is a standard procedure to transfer large amounts of data into the R/3 System. It simulates manual data entry. Data consistency is ensured because BI uses all the checks conducted on the normal screens. Using BI is like entering the data online. Another advantage to BI is that you do not have to check the data in advance or know all the business rules behind each program. BI, a two-step procedure, involves a program that creates the BI session. This session is the data file that includes everything necessary to begin the transaction and the data to be entered on the appropriate screens. The data is not yet in the database tables of the R/3 application (this happens in the next step). Most of the SAP standard data transfer programs are based on the BI technique. A general transaction exists to process the BI session that was created in the first step. This step completes the transfer by simulating the online transaction and finally posts the data into the appropriate R/3 tables. For this example, it is assumed that you have created a BI session with a data transfer program. You can start the BI transaction from anywhere in the R/3 System by choosing this menu path: 1. Choose System → Services → Batch input → Edit. 2. Choose Overview.
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Chapter 3: How To… Starting a Batch Input Session
On the screen above, you can reduce the number of sessions to be shown on the next screen by entering the following selection criteria: ! Session name ! Creation date ! Status criteria If you just created the session, enter today’s date and select To be processed. In this example, no selection criteria were selected. 3. Choose Process. This action begins the session as 3 determined by your cursor position.
4. Select Process/foreground. 5. Choose Process or press Enter.
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You have three processing options: ! Process/foreground This option lets you step through all screens as if you were using the online transaction.
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! Display errors only This option displays errors on the transaction where they occur.
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! Background This option causes all processing to occur in the background. The log provides detailed information of what happened. 6. In our example, we selected Process/foreground. On each screen, your flat file data is automatically loaded into the appropriate fields. 7. Press Enter to move from screen to screen until you get the completion or an error message. The screens you see are usually the same screens that you would see in the online transaction. To see if your data works properly, select Foreground or Error only. To transfer the data or to check the performance of the transfer, select Background. To end a transaction, enter /bend in the command line when you process the BI session. In the BGR00 session header, the XKEEP field determines what happens with the BI session after it is successfully processed. If the field is empty, the session was deleted and the log is not available. If you enter an X in the XKEEP field, the session is not automatically deleted; you can view the log, correct each problem, and then manually delete the session.
Viewing the Log File If you finish a transaction and find that the system did not completely process your session or generated an error message, use the log file to understand the cause of the problem. To see the log file: 1. Place the cursor on a session that is already processed.
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2. Choose Log.
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Chapter 3: How To… Starting a Batch Input Session
3. You can see how many transactions were successfully processed. 4. For more information, click Analysis or Long text.
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Viewing the Batch Input Session To see what data is stored in a BI session without processing it: 1. Place the cursor on a session you want to see in detail.
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2. Choose Session. 1
3. Select one out of more options to display the data of a BI session. In this example, we selected Contents and All transactions.
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4. Position the cursor on the screen you want to view. 5. Choose Data.
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5. Choose Screen. This is a technical view. To see the data as it appears on the transaction, choose Screen.
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Chapter 3: How To… Transferring Data via Direct Input
6. The Log button works only if the session is already processed. On the screen you can see the data almost the way it would look in the transaction.
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For more information on this topic, see Help → R/3 library.
Transferring Data via Direct Input Overview Direct Input (DI) thoroughly checks the flat file before processing and updating the R/3 database. It is supplied for the material master, FI accounting documents, SD sales order and classification. You can start a DI program in two ways: ! Directly This method is the quickest way to see if the program works with your flat file. This option is possible with all direct input programs. If something goes wrong and the program ends abnormally, you will not have any logs telling you what has or has not been posted. To minimize the chance of this happening, always use the check file option for the first run with your flat file. This option allows you to detect formal errors before doing the transfer. If you start the DI program and the program has ended abnormally, you have to manually verify which of your data was correctly transferred and delete the corresponding records in the flat file. This verification and deletion of correctly transferred records from the flat file is a lot of work, especially for large flat files. To prevent the above situation from happening, thoroughly check your legacy data before beginning the transfer and use Direct Input Administration Transaction for the transfer.
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! Via the DI Administration transaction BMV0. This transaction restarts the processing, if the data transfer program aborts. Since the documents are immediately posted into the SAP database with Call Transaction or direct table updates, this transaction is a precaution that allows you to restart the data transfer program after an abnormal termination. If you started the program directly, the restart option prevents the duplicate document postings that occur during a program restart (without adjusting your flat file). The DI administration transaction is supported for the material master, the FI documents and the EH&S programs. Start the data transfer program directly if you are working with test data or are in the process of refining the data conversion. For the final data transfer, we strongly recommend that you use the DI administration transaction. The first time you work with the DI administration program, you will need to do some preparation before you can transfer data. The following example is based on the material master. 1. To start the DI administration transaction, enter BMV0.
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2. Choose Execute. 3. Entering a date is optional. You will then see the Direct Input screen.
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Creating a Variant If you do not have a variant for the data transfer program of the material master or the FI accounting documents, create one. A variant stores all the information you want to enter for a report on the selection screen, and allows you to start the program without re-entering that information. The DI administration program starts the data transfer program by using a variant.
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Chapter 3: How To… Transferring Data via Direct Input
1. To define a variant, choose Applications → Industry matl. master → Create variant.
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For FI documents, choose Applications → Fin. Acctg. documents → Create variant.
2. Enter a variant name (for example, SAP_Material or SAP_Accounting). 3. Choose Create.
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4. Enter the relevant selection data (for example, for the material master there is no further information required).
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5. Fill in all required fields.
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6. Choose Continue.
7. Enter a description. 8. Choose Save.
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9. Choose OK.
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Job Definition The job definition is the second prerequisite before you can run DI with the DI administration program. The job description is necessary to schedule the data transfer program run with the correct variant. 1. In the Direct Input Administration screen, click Define job.
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2. Choose New entries.
If you already defined a job, edit the following input fields: 3. Enter RMDATIND (the program name for the material master) or RFBIBL00 (for accounting documents).
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4. Enter the variant name you just created (SAP_Material or SAP_Accounting). 5. Choose Save. 6. Return to the Direct Input Administration screen.
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Starting a New Job If you want to start the data transfer program, you need to start a new job. 1. Choose Job Administration → Start new job to access this screen.
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2. Enter the name of a previously defined job in Name of DI job. 3. Choose Enter. 4. For another option to look for defined jobs, press F4.
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5. Choose Start immediately.
Restarting a Job Restart a job if termination problems occurred during data transfer. Before you restart the job, look at the job log and correct any problems that may have caused the error. 1. Position the cursor on a job.
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2. Choose Job Administration → Restart job. 1
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Chapter 3: How To… Moving Files From a PC to an Application Server
3. Choose Restart immediately.
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4. Choose OK.
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Moving Files From a PC to an Application Server This information will help you move the sample flat files from the disk into your application server’s working directory.
Moving Files with the Data Transfer Workbench In the Data Transfer Workbench you can easily copy files between your PC and any R/3 application server. For more information, please see Easy Copy in the Using the Data Transfer Workbench section later in this chapter.
Moving Files Without the Data Transfer Workbench Please ask your system administrator for the necessary authorizations to either log into the shared drive of the application server or use FTP to write the flat files into your working directory. If Windows NT is the operating system of your R/3 System, move the files from your PC to the R/3 System with file manager. Inform your network administrator, so that he or she can make the necessary network configurations.
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Using FTP 1. Start MS-DOS Prompt. 2. Enter ftp and pnsfo113 (the application server’s name).
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3. Separate the two words with a space. 4. Press Enter.
5. Enter user name. The user provided by your system administrator has to have write permissions.
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6. Press Enter.
7. Enter the Password. 8. Press Enter. 7
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9. Enter cd and the working directory path. Ask your system administrator for the path. 10. Press Enter. 9
11. Enter lcd a:\ to specify that you want to get the data from the disk. 12. Press Enter.
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13. Enter bin. 14. Press Enter. 15. Enter prompt off. 16. Press Enter. 17. Enter hash 18. Press Enter.
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19. Enter mput *.txt. 20. Press Enter.
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21. Enter by to log off. 22. Press Enter.
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Using Customer-Defined Flat File Structures and Transfer Programs Customer-defined flat file structures (Z-structures) allow you to replace SAP structures used in the required flat file. For the material master, for example, you can define a shorter structure ZMMH1 to reduce the number of fields in the BMMH1 structure to the 20 you actually use. Data transfer programs support these customer-defined flat file structures: ! Material master (ZMMH1 to replace BMMH1) ! G/L account master (ZSKA1 for BSKA1, ZSKAT for BSKAT, ZSKB1 for BSKB1) ! Posting documents (ZBSEG for BBSEG, ZSELP for BSELP) In general, Z-structures are always subsets of the regular SAP structures. Create these structures by copying the corresponding SAP structure and deleting the fields you do not need.
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Do not enter new fields or other fields in Z-structures, because you can adversely affect the transfer of the SAP-required fields and the entire data transfer process. If you need additional fields, please contact your SAP consultant.
Creating and Changing the Customer Structure 1. From the R/3 main menu choose Tools → ABAP Workbench. 2. Choose Dictionary.
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3. Enter the SAP structure you want to replace with a Zstructure (for example, ZMMH1). 4. Choose Copy.
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5. Enter the source and target structure (for example, BMMH1 and ZMMH1). 5
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Based on your SAP correction and transport system settings, a different popup screen may appear. 7. Select Structures. 8. Choose Change.
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9. Use Delete or Cut to remove unnecessary fields.
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10. Choose Activate.
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Do not delete any required fields (for example, never delete STYPE). Deleting required fields prevents your flat file from working successfully. To delete consecutive fields, use the block selection option on the Edit menu to mark the data before you delete it. If you create or delete the ZMMH1 structure, restart program RMDATING to activate your changes.
Integrating User-Defined Data Transfer Programs in the Workbench (4.5A) From Release 4.5A, you can generate user-defined data transfer programs and integrate them in the Data Transfer Workbench. This means that you can also use the workbench's functions for user-defined transfer programs. In the first step, you run a transaction and use the batch input recorder to record it and store it (that is, the screens, fields and field values). You base the user-defined data transfer program on this recording. In an additional step, you create a customer transfer object for this transfer program and integrate it in the Data Transfer Workbench. You start the function by calling the Data Transfer Workbench using Transaction SXDA and then choosing Goto → Int. customer data transfer object. User-defined data transfer programs and customer transfer objects can also be deleted. There is also a direct link to the ABAP dictionary in case you need to maintain structures there.
Displaying or Editing a Flat File Business Object Supported in Data Transfer Workbench Use the editor provided within the Data Transfer Workbench. For more information on how to use this feature, see Editing the flat file in Using the Data Transfer Workbench section later in this chapter.
Business Object Not Supported in Data Transfer Workbench For these business objects, use the editor provided by your operating system. If you are using Windows, use Notepad, and with UNIX, use VI. Do not to corrupt flat file records by inserting fields. All SAP flat files have fixed-length fields. If you add extra characters, all fields will shift to the right of the insertion point. This then moves the fields to an incorrect position in the record and corrupts your file.
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Maintaining Physical Filename for Logical Filenames SAP uses logical filenames to address distinct files with a unique name across different platforms. Each logical name allows you to automatically include a reference to the physical filename and path. The system automatically defaults to the working directory, unless you specify otherwise. To change or display a logical filename: 1. Choose Tools → Business Engineering → Customizing.
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2. Choose Enterprise IMG.
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3. Choose Basis Components. The main topics of the R/3 Implementation Guides (IMG) tree structure are displayed. You can open (or close) a branch by clicking on “+.” 4. Choose System Administration. 5. Choose Platform-independent File Names.
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Before proceeding, find out if your business object requires client-dependent or clientindependent filename maintenance. Read the Caution textbox below to see the type of filename maintenance your business object requires: Listed below are the logical filenames in the R/3 standard system. Maintain these filenames with the Additional client-dependent file name maintenance transaction: ! MM: MATERIAL_MASTER_BTCI ! Stocks: MM_INVENTORY_MANAGEMENT_GOODS_MOVEMENT ! Reservations: MM_INVENTORY_MANAGEMENT_RESERVATION Below are the logical filenames in the standard system that you can maintain with Clientindependent maintenance of file names and paths: ! Bill of Material: CS_BI_VARIANT_BOM_CREATE ! Characteristics: CHARACTERISTIC ! Classes: CLASS_CREATE ! Classification: CLASSIFICATION ! Documents Info Records: CV_BI_DOCUMENT_INFO_RECORDS_CREATE ! Open Sales Orders: SD_OPEN_ORDERS (only test data) ! Purchase Requisition: MM_PURCHASING_REQUISITIONS ! Purchasing Information Record: MM_PURCHASING_INFORECORDS
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Client-Independent Maintenance of Filenames 1. In the IMG, click Execute next to Client-independent maintenance of file names and paths. 2. Choose Enter. 2
3. Select Logical file name definition, client-independent.
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4. Scroll through the screen for the logical filename you want to maintain. In this example we chose MM_PURCHASING_ REQUISITIONS.
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5. Place the cursor on the filename. 6. Choose Details.
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7. Enter the filename in Physical file. In this example, we entered purreq.txt.
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8. Choose Save.
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After you click this button, depending on your system settings for the R/3 correction and transport system, there may be several screens that appear.
Client-Dependent Maintenance of Filenames and Paths 1. In the IMG, choose Execute next to Additional client-dependent file name maintenance.
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2. Using the Page Up or Page Down keys, browse for the logical filename you want to change.
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3. Place the cursor on the filename you want to maintain. In this example, we are looking for ARCHIVE_DATA_FILE. 4. Choose Details. 4
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5. Enter the physical filename and the path that you want to, or are required to, use.
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For this example, enter archive.txt (this file must be in your working directory.)
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6. Choose Save (after you have saved, there may be several screens that appear).
Using the Data Transfer Workbench Overview SXDA is a central transaction that facilitates initial data transfer by providing general tools and access to 26 (4.0B) standard data transfer programs. The provided functionality includes: ! A Generic Editor to display or change flat files for 26 existing data transfer programs (4.0B). ! An export report that describes the needed flat file structure in a machine-readable format (similar to the interface used for the SAP IDoc Interface). ! A function that allows you to easily copy files between the presentation server and other application servers in the network. ! The creation of an empty flat file for testing. ! The link to the standard data transfer program. ! Automatic recording of relevant F1 help fields (4.5A). ! Integrating User-Defined Data Transfer Programs in the Workbench (4.5A). This functionality is embedded in a central transaction (SXDA), where the data transfer object can be selected and the functionality can be used. The Data Transfer Control Center is available in 3.1G, but it is still in beta mode. If you would like to take advantage of this new functionality in an R/3 version before 3.1G, visit the developers web site at www.saplabs.com/simple. Transaction SXDA has been officially “released” from release 4.0A and is renamed Data Transfer Workbench. If you want to use the 4.0 version in your 3.0F or better system, visit the developer’s web site at www.saplabs.com/simple.
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With R/3 System 4.5A, This Tool Supports the Following Data Transfer Objects: ! Accounting documents
! HR Master data
! (Open) Sales orders
! Assets
! HR Personnel planning
! Stocks
! Bank data
! Material master
! Vendor master
! Bill of material
! Planned indep. requirements
! WM Stocks
! Classes
! Purchase requisitions
! WM Storage bins
! Classifications
! Purchasing info records
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! Characteristics
! (Open) Purchase orders
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! Condition records (pricing)
! Rental contracts
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! Customer master
! Rental units
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! Documentation info records
! Reservations
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! G/L Account master
! Routings
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Since the tool is driven by control data stored in tables, it can be easily extended to other standard data transfer programs. The workbench also supports the PM objects (400–490). Selecting a PM object starts transaction IBIP directly, which can also be used to transfer the PM objects.
The Functionality Beginning the Transaction and Choosing a Data Transfer Object 1. Enter SXDA or /nSXDA. 2. Choose Enter. 2
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3. In the Data Transfer Workbench, click possible entries to view data transfer objects.
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4. Select a data transfer object from the menu by placing the cursor on your choice and choosing Enter, or by double-clicking on the selection. 4
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5. After selecting an object, choose Enter. 5
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The SXDA Main Screen From the Data Transfer Workbench Main Screen, perform the following actions: 1. Change the Data transfer object. 2. Create an empty flat file.
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3. Edit a flat file. 4. Display a flat file. 5. Perform an easy copy. 6. Start your data transfer program. 7. Export the flat file structure into a machine-readable format.
7. The Data Transfer Object and its short name you selected should appear. 8. The data transfer object’s filename can be seen. This name may either be the logical or the physical filename.
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There are two main options when selecting the location where the file will be retrieved, the application server, and the presentation server.
Selecting an Application Server 1. Selecting the Application Server option means that the file will be retrieved from the current application server, or from any other application server on which your R/3 System is running. 2. Select Remote Server. 3. Choose a server by clicking possible entries.
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4. Choose a server from the list that appears. 5. When you have highlighted a server, choose Choose. 6. To cancel this process without selecting a server, choose Back.
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Selecting a Presentation Server 1. Selecting the Presentation Server option specifies that the file should be retrieved from your front-end computer. 2. After selecting Presentation server, choose possible entries to specify the directory and the filename. 2
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3. The screenshot to the right represents the possible entries menu for Windows NT.
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4. Select the file you want to use and choose Open. The path and filename will populate the filename for the presentation server.
Since this central tool can read and write files between application servers and presentation servers, most standard data transfer programs require that you have the file on the local application server. Therefore, you may use this tool to copy these files to the application server when they are needed.
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Changing the Data Transfer Object 1. Chooseing Other DX object takes you to a screen where you can choose another supported data transfer object.
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2. Choose possible entries or press F4.
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3. Highlight a new data transfer object. 4. Choose Enter.
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5. The new data transfer object number should appear. 6. Choose Enter.
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7. The Data Transfer Workbench will reflect the change in data transfer objects. 7
Creating an Empty Flat File 1. Choose Create init. file to create an empty flat file. This file is considered “empty,” although it does include the following: ! All record types used in the flat file to transfer an object of the chosen data transfer object. ! The record types and some header information. ! The object-specific NODATA sign is either a “/” or a space.
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A warning message will appear if you overwrite an existing file. If you ignore this message, the existing file will be lost. To save the existing file in another location, choose Copy. 2. When you choose Create init. file, the popup window to the right should appear.
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Editing the Flat File This option calls an editor for the file specified in File access. 1. From the main screen, choose Change file.
The first screen is an overview of the structures identified in the file, a description of the file, and the first 100 bytes of the content. 2. Position your cursor on the line you want to edit.
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3. Choose Change to edit the content, field by field. Choose Display to read the contents, field by field.
4. You can now edit specific field values without counting bits and bytes.
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5. To keep changes, choose Transfer Data.
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Display Flat File
Display flat file This function operates in the same way as Edit Flat File, although it does not allow you to make any changes.
Copy Files 1. This function enables you to copy files between the front-end and any R/3 application server, or between any two R/3 application servers. During the copy process you may also change the filename.
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2. Select a From location. 3. Select a To location. The default data is the information that appears on your main screen for both the From and To locations. After you have copied the files, the main screen will show the To location in the File access fields. 4. Choose Copy to copy the files.
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With Release 4.5A the copy function was enhanced. The copying of transfer files has been extended with the following options: - Copy without conversion: The file is copied unchanged. - Conversion of fixed length -> delimited tab: This copy function can only be executed from the application server to the presentation server. The data is converted from a fixed length to a tabulator delimited format. - Conversion of delimited tab. -> fixed length: This copy function can only be executed from the presentation server to the application server. During this copying process, the data is converted from tabulator delimited format to fixed length.
Starting a Data Transfer Program 1. Choose Data transfer. You can start the corresponding data transfer program from this screen, without knowing the program name.
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This option is a link to the standard data transfer program maintained for this business object. This example is for the material master. Other programs look different.
Export Structure By clicking Structure, you can display required flat file structure to be used as input for mapping tools that can understand this machine-readable structure. The output includes the following information: ! Structures used in the flat file, and whether the structures are optional or mandatory. ! Order between the different structures. ! Fields belonging to each structure (field name, type, offset, and length).
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The data transfer object is preset with the example (in the main screen) and the field name language is preset to English. The format is similar to report RSEIDOC3, used for the IDoc interface to external mapping tools. If the mapping tool being used is CA-OML certified, it would be able to understand this format.
Frequently Asked Questions Supporting Further Data Transfer Objects Because this tool is table-driven, you can support other data transfer objects by maintaining the underlying control tables. The goal is to maintain these tables for all existing data transfer programs, so that this maintenance will not have to be done during an implementation. If you support customer-specific programs, you will have to do this maintenance. The underlying tables are: ! SXDA1 for all control information for the data transfer object ! SXDA1T, which contains the language-dependent object description and is maintained simultaneously ! SXDA2, which contains the different structures used for the data transfer object, and SXDA2T which contains the related (language-dependent) description. ! SXDA3, which contains some field information about the identifying fields and their values
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Tables may be maintained with transaction SM30, but SAP strongly recommends that you keep the settings for the existing entries. If you want to add entries, please use only data transfer object numbers greater than 9000.
Using a CATT Recording for Initial Data Transfer The Computer Aided Test Tool (CATT) was developed by SAP to test SAP transactions. This testing is conducted by describing the relevant screens in a test module and executing this transaction like a BI. A CATT recording is a flexible way to transfer data in your R/3 System. To use a CATT recording for initial data transfer: 1. Record the transaction. 2. Generate the test module. 3. Assign parameters to the test module. 4. Create an external text file. 5. Run the test module and transfer the data.
A CATT Example with the Production Order 1. Choose Tools → ABAP Workbench → Test → Test Workbench →CATT procedures. 2. Choose Record module.
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Enter the transaction code for the desired transaction to be recorded (for example, CO01).
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4. Process all screens of the transaction that are relevant for you. When you choose Save to end the transaction, you will see the screen to the right. 4 Choose Enter. 5. Provide entries for Application, Subapplication, and the Component to which your transaction belongs. 6 In this example it is PP-SFC-PLN. 6. Choose Functions.
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7. Double-click on TCD.
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8. This screen lists all of the screens you recorded. To change the entered values into variables, double-click on a particular line.
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10. Define Import parameter. 11. Choose Enter.
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12. Repeat steps 9–11 for all the fields that you want to be variables. 13. Return to the screen in step 9. 14. Choose Save.
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15. Choose Goto → External variants → Export Defaults.
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16. Keep the default filename and choose Transfer.
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17. Edit the flat file using an editor of your choice (for example, Notepad).
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18. Run the CATT procedure.
Maintain Downloaded Flat File The test module number with a TXT extension will be the filename. The text file comprises the following three lines: ! Parameter name without “&” ! Short texts ! Default values Maintain the text file from the fourth line, one line per variant. Empty fields take the test module default values. Enter “!” to leave a field empty, and do not forget to save. Prerequisites Data can be transferred using the CATTs from Release 3.1G that provide a transaction recording and a CATT external data processing functionality. Both prerequisites can be realized in systems from Release 3.0D with a downgrade installation. See Online Service System notes 78448 (Advance installation of Batch Input Recorder) and 78795 (Advance installation of CATT from 3.1H).
Recording a Batch Input A BI recording allows you to record a R/3 transaction and generate a program that contains all screen and field information in the required BDC_DATA format. Replace the field entries you want to define as variables and add the necessary file handling logic to the generated program.
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You need some basic ABAP knowledge to use BI recording efficiently; experience with regular BI programming is beneficial. 1. Choose System → Services → Batch Input → Edit. 2. Choose Recording.
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3. Enter a name for the recording (dates are optional). 4. Choose Create. 4 3
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5. Enter a transaction code (for example, VA01, Create Sales order). 5
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7. Enter the needed fields of the sales order on this and the following screens (depending on your system). 8. Save the sales order.
After you saved the recorded transaction, you arrive on this screen.
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9. Choose Get transaction.
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10. Choose OK.
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11. Choose Save. 11
12. Return to the Batch Input: Recording screen and click Overview. 12
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13. Position the cursor on the justrecorded entry and click Generate Program.
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14. Enter a program name (for example, ZGENVA01). 14
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Saving a program can result in multiple popup screens depending on your system settings (for example, transport number for correction and transport system).
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