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Chapter 3: How To
Contents
Using Elementary GUI Elements in R/3
................................................................32Manually
or Automatically Transferring Data
......................................................33Starting an
SAP Program
.....................................................................................311Identifying
Business Object Fields
.....................................................................313Providing
the Flat File Structure in C, COBOL, PL/1, or RPG
..........................318Using Excel to Create an ASCII File
....................................................................321Creating
the Flat File with ABAP
.........................................................................322Starting
a Batch Input
Session............................................................................323Transferring
Data via Direct Input
.......................................................................328Moving
Files From a PC to an Application
Server.............................................334Using
Customer-Defined Flat File Structures and Transfer Programs
...........337Displaying or Editing a Flat File
..........................................................................340Maintaining
Physical Filename for Logical
Filenames......................................341Using the Data
Transfer
Workbench...................................................................345Using
a CATT Recording for Initial Data Transfer
.............................................358Recording a Batch
Input
......................................................................................362
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Using Elementary GUI Elements in R/3
The following is a description of R/3s basic graphical user
interface (GUI) elements.
Icons, Buttons, and FieldsIcons, buttons, and fields are
onscreen objects that are selected by clicking the left mousebutton
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. EnterClicking thisbutton is thesame action aspressing Enter
onyour keyboard.
2. CommandTransaction codesare entered intothis field.
ChooseEnter after typinga command.
3. Possible entriesThis arrow is onthe right-handside of a
field.Clicking this taballows you to seethe last-enteredvalues.
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 (forexample, 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 CodesMenu 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 aregiven a menu path, the corresponding transaction code is
listed as an Alternative to themenu path. See the following
example:
1. Choose Tools Administration Spool SpoolAdministration.
Alternative:
To enter the transaction code in the example above, enter /nSPAD
in the Command field andchoose Enter (the green check) or press
Enter on your keyboard. Entering /n before thetransaction code
allows you to move from one screen to another. For example, if you
are inthe User Maintenance screen and wish to send a system
message, enter /nSM02 (not SM02) inCommand. You will proceed to the
System Message window without exiting the UserMaintenance
window.
When using /n you will leave the actual transaction without a
warning and unsaved datawill be lost.
Depending on your GUI customizing, error messages may also be
seen in the bottom lineof your screen.
Manually or Automatically Transferring Data
The following flowchart may help you understand your data
transfer options. You havethree 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 dataconversion justification form that
helps you structure and track your decision.
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There are three waysto do initial datatransfer:
R/3 System
Flat Filefor DataTransfer SAP Data
Transfer
Online transaction
ManualEntry
Flat Filefor own
Program
Customer specificTransfer
Automatic Transfer with a Standard Data Transfer ProgramThis
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 ObjectsYou 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 configurationchanges require the data to be manually
re-entered. If you previously used an automaticmethod, 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 thedata 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
thecorresponding goods receipt. In this example, the ramifications
to consider when enteringdata 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 specificbusiness object, please see your SAP
consultant.
Using Customer-Specific Batch Input to Transfer Business
ObjectsCreate 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 BIprogram. If you create inconsistent data
with an improper tool, your R/3 System may notwork properly.
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Conversion Evaluation MatrixScore
Number of objects 10,000 Weight see note 1 0 1 2
Number legacy inputs 1 2 or 3 4, 5, or 6 > 6 Weight 3 2 1
0
Quality of legacy data Good Fair Poor Weight 2 1 0
Amount of legacy data editing Little Average Extensive Weight 2
1 0
Number of data element translations Few Average Many Weight 2 1
0
Complexity of legacy data Simple Average Complex Extra-complex
Weight 1 0 0 1
Number of SAP input screens 1 or 2 3 to 5 6 to 10 > 10 Weight
0 1 2 3
Complexity of SAP input Simple Average Complex Extra-complex
Weight 1 0 0 1
Does an SAP transfer program exist? Yes No Weight 5 0
Can data be entered as needed? Yes No Weight 0 1
Total score:
Notes:
1. If the number of objects is less than 500, the legacy data is
complex, the SAP input is complex, and anSAP standard data transfer
program exists, an automatic conversion is the best solution.
Otherwise, alegacy 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 bea cost-effective
solution, but the evaluation factors should be carefully reviewed
before deciding arecommended course of action.
4. A score of 10 or more indicates that an automated conversion
is justified.
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Conversion Justification FormData to be converted: Requested by:
Date:
Number of objects: Number of files: Quality of legacy data: Good
Average PoorComplexity of legacy data: Simple Average Complex
Extra-complexNumber of SAP input screens: Complexity of manual
input inSAP:
Simple Average Complex Extra-complex
Priority: High Medium Low
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
inquestionnaire sessions. This should be a descriptive, nota file,
name. For example, Customer Master Data.
Requested by The person or persons identifying this data as
aconversion requirement
Date The date this form was completed
Number of objects This indicates the number of objects that need
to beconverted. For example, if converting customer masterdata, how
many customers does the company have?When developing this number,
consider legacy datathat will not be converted. For example, if
onlyactive customers will be converted, then only thenumber of
active customers should be entered here.
Number of files Two factors need to be considered when
developingthis number.
First, does the data to populate the SAP customermaster data
have more than one data source? Forexample, if a customers name and
address exist in onefile, but his or her tax information exists in
a differentfile, then the two files must be merged
duringconversion.
Second, if more than one entity is combined when SAPis
installed, will there be more than one data source?For example, if
the order-processing system has acustomer master file separate and
distinct from theaccounts payable customer master file, will the
two filesneed to be merged and reconciled as part of theconversion
process?
Quality of legacy data An indication of how clean the legacy
data is: Is thedata worth converting? If the data is to be
converted,will it need a significant effort to scrub the data?
Howmany problems will be encountered due to invaliddata?
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Form Label Description
Complexity of legacy data A number of factors need to be
considered whendetermining the complexity of the legacy data.
How many are there and what is the nature of legacydata inputs
(from question above)? Does the legacydata reside on different
media? Will a number oftranslations be required from the legacy
data to the SAPdata?
Is the data consistent for a given data item or can theformats
vary? For example, are the dates storedMM/DD/YY or YYYYMMDD? Is it
an eight-characteralphanumeric field with data stored in any one of
anumber of formats?
Number of SAP screens If the data were to be manually input,
this is thenumber of SAP screens that must be processed.
Complexity of input in SAP An indication of the complexity of
manually enteringthe data: Will a number of screens be required? Is
thedata readable as names and address, or is it a numberof abstract
codes? Will much of the data be the samefor each object or will
most of the data change fromobject to object?
Priority How critical is the data? Do other conversions dependon
the conversion of this data? The priority will also beused later
when developing the conversion plan.
Preliminary recommendationof conversion method
Review the attached table and decision tree to developa
preliminary recommendation of the conversionmethod.
Reason for recommendation A short discussion of why you chose a
conversionmethod, especially if this method is contrary to
thetables and decision tree.
Development labor estimate A rough estimate of the development
labor costs isassociated with the development of the
conversionprograms. This will be revised as more analysis,program
specifications, and designs are complete. Thisestimate will include
ABAP developer effort, butshould also include some business analyst
and usertime 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 associatedwith the development of conversion programs.
Thisestimate will be revised as more analysis,
programspecification, and designs are completed. This revisionwill
include ABAP developer, business analyst, andend-user effort to
test the conversions.
Projected cost The total development and testing costs
associated withthis conversion
Book cost to The cost center, phases, or projects to which
theconversion will be charged
Cost accepted by The person identifying this data as a
conversionrequirement, as this data conversion should occur
onlyafter the size, complexity, costs, and factors have
beenevaluated.
Project management approvalon
The date the SAP project manager agrees that theconversion is
necessary and cost-justified
Steering committee approvalon
The date the projects steering committee agrees thatthe
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 insidethe back cover of this
guidebook.
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Starting an SAP Program
This section describes how to start programs in R/3. You must
enter all the necessary data in the selectionscreens to run the
program. In this example, we start the program to transfer the data
for the materialmaster.
1. Choose System Services Reporting.
2. Enter RMDATIND (the programname) in Program.
3. Choose Execute.
After the program is started, you will see its selection
screen.
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4. Enter the appropriateparameters on the programselection
screen.The parameter determines howthe program works. Most oftenthe
defaults are okay.
5. Choose Execute.4
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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. Thisexample does not contain
the entire material master, only the steps to obtain the field
information on thetransactions first screen.
1. Choose Logistics Materialsmanagement Material masterand
Material Create (general) Immediately.You are now in the Initial
screento create a material.
2. Choose Help to see the fielddocumentation for the screen.(To
activate Help for a specificfield, place the cursor on
thatfield.)
3. Read the documentation anddecide if you have to
enterinformation in this field.
4. Choose Technical info.
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5. Note the field name in Field name.
6. Choose Enter.
7. Choose Enter and return to thescreen in step 3.
8. If you need to externally assignyour material numbers, enter
amaterial number in Material;otherwise leave the field empty.Do not
enter any other values.
9. Choose Enter.
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10. This message tellsyou that you haveto enter a materialtype.
Choose OKto acknowledgethis error message.
Now you knowthat a materialtype is amandatory entryfor the
materialmaster.
By repeating this procedure you will identify all mandatory
fields. If you complete thisprocess 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 datatransfer programs, provide this data in
the corresponding fields of the required flat filestructure. To see
which record structures are used, see the section of the Use the
Data TransferWorkbench 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 thatmust be supplied in the transfer
file. The advantage of this is that you can automaticallyidentify
fields in the transfer file. You can access this function from the
Data TransferWorkbench central initial screen by choosing Goto
Record fields. When you enter thetransaction code, the system calls
the online transaction and processes it after you haveentered the
field values. The fields are recorded in the background. When the
recording iscomplete, the system displays these as a list that
contains the fields that were entered andthe 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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Obtain the Fields of an SAP StructureThe required flat file
structure depends on the business object you want to transfer.
Theapproach you choose depends if the business object is supported
in the Data TransferWorkbench (in Release 4.0, this is called the
Data Transfer Workbench and no longer DataTransfer Control
Center).
Business Object Supported in Data Transfer Workbench
This approach is preferable, because the information is
presented in one list. For moreinformation 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 SAPrepository. The following is an example of how
you can see all the defined fields forstructure BGR00, also used in
many flat files.
1. Choose Tools ABAP Workbench.
2. ChooseDictionary.
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3. Enter BGR00 (oranother structure)in Object name.
4. Select Structures.
5. Choose Display.
On the next screen, you will see Field names (the first column)
and Short text (in the right-hand-side column). Browse through the
fields by clicking Page Up or Page Down.
6. Print thedefinitions bychoosing Table Print.
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7. Before you print,verify yoursettings on thePrint screen.
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 RPGprogram, R/3 provides a
report that allows you to download and print the SAP record
structure definitionin these programming languages. Once you have
selected the business object you want to transfer, and youknow the
structures needed by the flat file (for example, BGR00, BKOND1,
BKOND2, and BKOND3, forthe pricing conditions), you are ready to
begin.
1. Enter RDDSRCG0 (transactionSE38).
2. Choose Execute.
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3. Select the programminglanguage where you needstructure
definitions.
4. Choose Multiple Selection to theright of Table names.
5. Enter the structures in whichyou are interested
(BGR00,BKOND1, BKOND2, andBKOND3).
6. Choose Copy.
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7. Enter a filename(for example,C:\strucdef.txt).
8. Choose Execute orpress F8.
You can now usethe file to copythe definitionsinto
yourconversionprogram.
The Identifier in TSRCG field prevents you from manually
entering all table names. Enterone 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. UntilRelease 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 Release4.5A, the system
automatically reads the structures of the objects so that you do
not needto enter them.
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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, forexample, 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 thesample data disk.
2. Choose File Save As.
This step is done to save thisdata as a Text
(tab-delimited)file.
3. Choose Text (tab delimited) *.txtin Save File as Type.
4. Choose OK.
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Now you have a flat file of your legacy data with the correct
structure.
5. In Notepad, openthe file you justcreated.
Creating the Flat File with ABAP
Before you take advantage of the existing SAP data transfer
programs, you have to providea flat file in the required flat file
structure. This step was step one (Conversion) in the bigpicture.
As an alternative to other programming languages, you can use ABAP
to performthe conversion. This section lists some prerequisites. To
show you the important elements ofthe 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. Forillustration purposes, some sample
code is provided in appendix B. Because the programdepends on the
legacy data structure, which varies from case to case, some
critical parts ofAppendix B were written in pseudo code. Pseudo
code describes the action in normal wordsand is marked with
quotation marks at the beginning of the text.
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Starting a Batch Input Session
Batch Input (BI) is a standard procedure to transfer large
amounts of data into the R/3System. It simulates manual data entry.
Data consistency is ensured because BI uses all thechecks conducted
on the normal screens. Using BI is like entering the data online.
Anotheradvantage to BI is that you do not have to check the data in
advance or know all thebusiness rules behind each program.
BI, a two-step procedure, involves a program that creates the BI
session. This session is thedata file that includes everything
necessary to begin the transaction and the data to beentered on the
appropriate screens. The data is not yet in the database tables of
the R/3application (this happens in the next step). Most of the SAP
standard data transfer programsare based on the BI technique. A
general transaction exists to process the BI session that
wascreated in the first step. This step completes the transfer by
simulating the online transactionand 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 transferprogram. You can start the BI
transaction from anywhere in the R/3 System by choosingthis menu
path:
1. Choose System Services Batchinput Edit.
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On the screen above, you can reduce the number of sessions to be
shown on the next screenby entering the following selection
criteria:! Session name! Creation date! Status criteria
If you just created the session, enter todays date and select To
be processed. In this example,no selection criteria were
selected.
3. Choose Process.This action beginsthe session asdetermined
byyour cursorposition.
4. SelectProcess/foreground.
5. Choose Process orpress Enter.
You have threeprocessing options:! Process/foreground
This option letsyou step throughall screens as ifyou were
usingthe onlinetransaction.
! Display errors onlyThis optiondisplays errors onthe
transactionwhere they occur.
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! BackgroundThis optioncauses allprocessing tooccur in
thebackground. Thelog providesdetailedinformation ofwhat
happened.
6. In our example, we selected Process/foreground. On each
screen, your flat file data isautomatically loaded into the
appropriate fields.
7. Press Enter to move from screen to screen until you get the
completion or an errormessage. The screens you see are usually the
same screens that you would see in theonline transaction.
To see if your data works properly, select Foreground or Error
only. To transfer the data or tocheck the performance of the
transfer, select Background. To end a transaction, enter /bendin
the command line when you process the BI session.
In the BGR00 session header, the XKEEP field determines what
happens with the BI sessionafter it is successfully processed. If
the field is empty, the session was deleted and the log isnot
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 FileIf you finish a transaction and find that
the system did not completely process your sessionor generated an
error message, use the log file to understand the cause of the
problem. Tosee the log file:
1. Place the cursoron a session thatis alreadyprocessed.
2. Choose Log.
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3. You can see how manytransactions were
successfullyprocessed.
4. For more information, clickAnalysis or Long text.
Viewing the Batch Input SessionTo see what data is stored in a
BI session without processing it:
1. Place the cursor on a session youwant to see in detail.
2. Choose Session.
3. Select one out of more options todisplay the data of a BI
session.In this example, we selectedContents and All
transactions.
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4. Position the cursor on the screenyou want to view.
5. Choose Data.
5. Choose Screen.This is a technical view. To seethe data as it
appears on thetransaction, choose Screen.
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6. The Log button works only if thesession is already
processed.On the screen you can see thedata almost the way it
wouldlook in the transaction.
For more information on this topic, see Help R/3 library.
Transferring Data via Direct Input
OverviewDirect Input (DI) thoroughly checks the flat file before
processing and updating the R/3database. It is supplied for the
material master, FI accounting documents, SD sales orderand
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. Thisoption is possible with all direct input
programs. If something goes wrong and theprogram ends abnormally,
you will not have any logs telling you what has or has notbeen
posted. To minimize the chance of this happening, always use the
check file optionfor the first run with your flat file. This option
allows you to detect formal errors beforedoing the transfer.
If you start the DI program and the program has ended
abnormally, you have tomanually verify which of your data was
correctly transferred and delete thecorresponding records in the
flat file. This verification and deletion of correctlytransferred
records from the flat file is a lot of work, especially for large
flat files. Toprevent the above situation from happening,
thoroughly check your legacy data beforebeginning 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 thedocuments are immediately posted into the
SAP database with Call Transaction or directtable updates, this
transaction is a precaution that allows you to restart the data
transferprogram after an abnormal termination. If you started the
program directly, the restartoption prevents the duplicate document
postings that occur during a program restart(without adjusting your
flat file). The DI administration transaction is supported for
thematerial 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 theprocess of refining the data conversion. For
the final data transfer, we strongly recommendthat you use the DI
administration transaction.
The first time you work with the DI administration program, you
will need to do somepreparation before you can transfer data. The
following example is based on the materialmaster.
1. To start the DIadministrationtransaction, enterBMV0.
2. Choose Execute.
3. Entering a date isoptional.You will then seethe Direct
Inputscreen.
Creating a VariantIf you do not have a variant for the data
transfer program of the material master or the FIaccounting
documents, create one. A variant stores all the information you
want to enter fora report on the selection screen, and allows you
to start the program without re-enteringthat information. The DI
administration program starts the data transfer program by using
avariant.
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1. To define a variant, chooseApplications Industry matl.master
Create variant.For FI documents, chooseApplications Fin.
Acctg.documents Create variant.
2. Enter a variant name (forexample, SAP_Material
orSAP_Accounting).
3. Choose Create.
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4. Enter the relevant selection data(for example, for the
materialmaster there is no furtherinformation required).
5. Fill in all required fields.
6. Choose Continue.
7. Enter a description.
8. Choose Save.
9. Choose OK.
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Job DefinitionThe 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 Administrationscreen, click Define
job.
2. Choose New entries.
If you already defined a job, editthe following input
fields:
3. Enter RMDATIND (the programname for the material master)
orRFBIBL00 (for accountingdocuments).
4. Enter the variant name you justcreated (SAP_Material
orSAP_Accounting).
5. Choose Save.
6. Return to the Direct InputAdministration screen.
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Starting a New JobIf you want to start the data transfer
program, you need to start a new job.
1. Choose Job Administration Start new job to access
thisscreen.
2. Enter the name of a previouslydefined job in Name of DI
job.
3. Choose Enter.4. For another option to look for
defined jobs, press F4.
5. Choose Start immediately.
Restarting a JobRestart a job if termination problems occurred
during data transfer. Before you restart the job, look at thejob
log and correct any problems that may have caused the error.
1. Position the cursor on a job.
2. Choose Job Administration Restart job.
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3. Choose Restart immediately.
4. Choose OK.
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 serversworking directory.
Moving Files with the Data Transfer WorkbenchIn 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
thischapter.
Moving Files Without the Data Transfer WorkbenchPlease ask your
system administrator for the necessary authorizations to either log
into the shared drive ofthe 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 tothe R/3 System with file manager. Inform
your network administrator, so that he or she canmake the necessary
network configurations.
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Using FTP1. Start MS-DOS Prompt.
2. Enter ftp and pnsfo113 (theapplication servers name).
3. Separate the two words with aspace.
4. Press Enter.
5. Enter user name.
The user provided by yoursystem administrator has tohave write
permissions.
6. Press Enter.
7. Enter the Password.
8. Press Enter.
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9. Enter cd and the workingdirectory path.Ask your system
administratorfor the path.
10. Press Enter.
11. Enter lcd a:\ to specify thatyou want to get the data
fromthe disk.
12. Press Enter.
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.
21. Enter by to log off.
22. Press Enter.
Using Customer-Defined Flat File Structures and
TransferPrograms
Customer-defined flat file structures (Z-structures) allow you
to replace SAP structures usedin the required flat file. For the
material master, for example, you can define a shorterstructure
ZMMH1 to reduce the number of fields in the BMMH1 structure to the
20 youactually 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 thesestructures by copying the corresponding SAP
structure and deleting the fields you do notneed.
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Do not enter new fields or other fields in Z-structures, because
you can adversely affect thetransfer of the SAP-required fields and
the entire data transfer process. If you need additionalfields,
please contact your SAP consultant.
Creating and Changing the Customer Structure1. From the R/3 main
menu
choose Tools ABAPWorkbench.
2. Choose Dictionary.
3. Enter the SAP structure youwant to replace with a Z-structure
(for example, ZMMH1).
4. Choose Copy.
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5. Enter the source and targetstructure (for example, BMMH1and
ZMMH1).
6. Choose Enter.
Based on your SAP correction and transport system settings, a
different popup screen may appear.
7. Select Structures.
8. Choose Change.
9. Use Delete or Cut to removeunnecessary fields.
10. Choose Activate.
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Do not delete any required fields (for example, never delete
STYPE). Deleting requiredfields prevents your flat file from
working successfully.
To delete consecutive fields, use the block selection option on
the Edit menu to mark thedata before you delete it.
If you create or delete the ZMMH1 structure, restart program
RMDATING to activate yourchanges.
Integrating User-Defined Data Transfer Programs in the
Workbench(4.5A)
From Release 4.5A, you can generate user-defined data transfer
programs and integratethem in the Data Transfer Workbench. This
means that you can also use the workbench'sfunctions for
user-defined transfer programs.
In the first step, you run a transaction and use the batch input
recorder to record it and storeit (that is, the screens, fields and
field values). You base the user-defined data transferprogram on
this recording. In an additional step, you create a customer
transfer object forthis transfer program and integrate it in the
Data Transfer Workbench.
You start the function by calling the Data Transfer Workbench
using Transaction SXDA andthen 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 structuresthere.
Displaying or Editing a Flat File
Business Object Supported in Data Transfer WorkbenchUse the
editor provided within the Data Transfer Workbench. For more
information on howto use this feature, see Editing the flat file in
Using the Data Transfer Workbench section later inthis chapter.
Business Object Not Supported in Data Transfer WorkbenchFor
these business objects, use the editor provided by your operating
system. If you areusing Windows, use Notepad, and with UNIX, use
VI.
Do not to corrupt flat file records by inserting fields. All SAP
flat files have fixed-lengthfields. If you add extra characters,
all fields will shift to the right of the insertion point. Thisthen
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. Eachlogical name allows you
to automatically include a reference to the physical filename and
path. The systemautomatically defaults to the working directory,
unless you specify otherwise.
To change or display a logical filename:
1. Choose Tools BusinessEngineering Customizing.
2. Choose Enterprise IMG.
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3. Choose Basis Components.The main topics of the
R/3Implementation Guides (IMG)tree structure are displayed.You can
open (or close) abranch by clicking on +.
4. Choose System Administration.
5. Choose Platform-independent FileNames.
Before proceeding, find out if your business object requires
client-dependent or client-independent filename maintenance. Read
the Caution textbox below to see the type offilename maintenance
your business object requires:
Listed below are the logical filenames in the R/3 standard
system. Maintain thesefilenames 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 Client-independent 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 Filenames1. In the IMG, click
Execute next to
Client-independent maintenance offile names and paths.
2. Choose Enter.
3. Select Logical file name definition,client-independent.
4. Scroll through the screen for thelogical filename you want
tomaintain.In this example we choseMM_PURCHASING_REQUISITIONS.
5. Place the cursor on the filename.
6. Choose Details.
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7. Enter the filename in Physicalfile.In this example, we
enteredpurreq.txt.
8. Choose Save.
After you click this button,depending on your systemsettings for
the R/3 correctionand transport system, there maybe several screens
that appear.
Client-Dependent Maintenance of Filenames and Paths1. In the
IMG, choose Execute next
to Additional client-dependent filename maintenance.
2. Using the Page Up or Page Downkeys, browse for the
logicalfilename you want to change.
3. Place the cursor on the filenameyou want to maintain.In this
example, we are lookingfor ARCHIVE_DATA_FILE.
4. Choose Details.
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5. Enter the physical filename andthe path that you want to, or
arerequired to, use.
For this example, enterarchive.txt (this file must bein your
working directory.)
6. Choose Save (after you havesaved, there may be severalscreens
that appear).
Using the Data Transfer Workbench
OverviewSXDA 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 beselected 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 wouldlike to take advantage of this new
functionality in an R/3 version before 3.1G, visit thedevelopers
web site at www.saplabs.com/simple.
Transaction SXDA has been officially released from release 4.0A
and is renamed DataTransfer Workbench. If you want to use the 4.0
version in your 3.0F or better system, visit thedevelopers 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 ! !
Characteristics ! (Open) Purchase orders ! ! Condition records
(pricing) ! Rental contracts ! ! Customer master ! Rental units ! !
Documentation info records ! Reservations ! ! G/L Account master !
Routings !
Since the tool is driven by control data stored in tables, it
can be easily extended to other standard datatransfer programs. The
workbench also supports the PM objects (400490). Selecting a PM
object startstransaction 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.
3. In the Data Transfer Workbench, clickpossible entries to view
data transferobjects.
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4. Select a data transfer object fromthe menu by placing the
cursor onyour choice and choosing Enter, orby double-clicking on
the selection.
5. After selecting an object, chooseEnter.
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The SXDA Main Screen
From the Data Transfer Workbench MainScreen, perform the
following actions:
1. Change the Data transfer object.
2. Create an empty flat file.
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 amachine-readable
format.
7. The Data Transfer Object and itsshort name you selected
shouldappear.
8. The data transfer objects filenamecan be seen. This name may
eitherbe the logical or the physicalfilename.
There are two main options when selecting the location where the
file will be retrieved, the applicationserver, and the presentation
server.
Selecting an Application Server1. Selecting the Application
Server
option means that the file will beretrieved from the
currentapplication server, or from anyother application server on
whichyour 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 thatappears.
5. When you have highlighted aserver, choose Choose.
6. To cancel this process withoutselecting a server, choose
Back.
Selecting a Presentation Server1. Selecting the Presentation
Server
option specifies that the file shouldbe retrieved from your
front-endcomputer.
2. After selecting Presentation server,choose possible entries
to specify thedirectory and the filename.
3. The screenshot to the rightrepresents the possible
entriesmenu for Windows NT.
4. Select the file you want to use andchoose Open.
The path and filename willpopulate the filename for
thepresentation server.
Since this central tool can read and write files between
application servers and presentationservers, most standard data
transfer programs require that you have the file on the
localapplication server. Therefore, you may use this tool to copy
these files to the application serverwhen they are needed.
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Changing the Data Transfer Object
1. Chooseing Other DX object takesyou to a screen where you
canchoose another supported datatransfer object.
2. Choose possible entries or press F4.
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3. Highlight a new data transferobject.
4. Choose Enter.
5. The new data transfer objectnumber should appear.
6. Choose Enter.
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7. The Data Transfer Workbench willreflect the change in data
transferobjects.
Creating an Empty Flat File1. Choose Create init. file to create
an
empty flat file. This file isconsidered empty, although itdoes
include the following:
! All record types used in the flat fileto transfer an object of
the chosendata transfer object.
! The record types and some headerinformation.
! The object-specific NODATA sign iseither a / or a space.
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
rightshould appear.
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Editing the Flat File
This option calls an editor for the filespecified in File
access.
1. From the main screen, chooseChange file.
The first screen is an overview of thestructures identified in
the file, adescription of the file, and the first 100bytes of the
content.
2. Position your cursor on the lineyou want to edit.
3. Choose Change to edit the content,field by field. Choose
Display toread the contents, field by field.
4. You can now edit specific fieldvalues without counting bits
andbytes.
5. To keep changes, choose TransferData.
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Display Flat File
This function operates in the same wayas Edit Flat File,
although it does notallow you to make any changes.
Copy Files
1. This function enables you to copyfiles between the front-end
and anyR/3 application server, or betweenany two R/3 application
servers.During the copy process you mayalso change the
filename.
2. Select a From location.
3. Select a To location.
The default data is the informationthat appears on your main
screenfor both the From and To locations.After you have copied the
files, themain screen will show the Tolocation 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 beenextended 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 correspondingdata transfer program from
thisscreen, without knowing theprogram name.
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This option is a link to the standarddata transfer program
maintainedfor this business object. Thisexample is for the material
master.Other programs look different.
Export Structure
By clicking Structure, you can displayrequired flat file
structure to be used asinput for mapping tools that canunderstand
this machine-readablestructure.
The output includes the followinginformation:! Structures used
in the flat file, and
whether the structures are optionalor mandatory.
! Order between the differentstructures.
! Fields belonging to each structure(field name, type, offset,
andlength).
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The data transfer objectis preset with theexample (in the
mainscreen) and the fieldname language is presetto English.
The format is similar toreport RSEIDOC3, usedfor the IDoc
interface toexternal mapping tools.If the mapping toolbeing used is
CA-OMLcertified, it would beable to understand thisformat.
Frequently Asked Questions
Supporting Further Data Transfer Objects
Because this tool is table-driven, you can support other data
transfer objects by maintainingthe underlying control tables. The
goal is to maintain these tables for all existing datatransfer
programs, so that this maintenance will not have to be done during
animplementation. If you support customer-specific programs, you
will have to do thismaintenance.
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 youkeep the settings for the existing entries. If
you want to add entries, please use only datatransfer 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 isconducted by describing the
relevant screens in a test module and executing this transaction
like a BI. ACATT 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 Order1. Choose Tools ABAP
Workbench
Test Test Workbench CATTprocedures.
2. Choose Record module.
3. Enter the transaction code for thedesired transaction to be
recorded(for example, CO01).
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4. Process all screens of thetransaction that are relevant
foryou. When you choose Save to endthe transaction, you will see
thescreen to the right.
Choose Enter.
5. Provide entries for Application,Subapplication, and the
Componentto which your transaction belongs.In this example it is
PP-SFC-PLN.
6. Choose Functions.
7. Double-click on TCD.
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8. This screen lists all of the screensyou recorded. To change
theentered values into variables,double-click on a particular
line.
9. Double-click on the fields youwant to change (for
example,Material).
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10. Define Import parameter.
11. Choose Enter.
12. Repeat steps 911 for all the fieldsthat you want to be
variables.
13. Return to the screen in step 9.
14. Choose Save.
15. Choose Goto External variants Export Defaults.
16. Keep the default filename andchoose Transfer.
17. Edit the flat file using an editor ofyour choice (for
example, Notepad).
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18. Run the CATT procedure.
Maintain Downloaded Flat FileThe test module number with a TXT
extension will be the filename. The text file comprises
thefollowing 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 testmodule default values. Enter !
to leave a field empty, and do not forget to save.
PrerequisitesData can be transferred using the CATTs from
Release 3.1G that provide a transactionrecording and a CATT
external data processing functionality. Both prerequisites can
berealized in systems from Release 3.0D with a downgrade
installation. See Online ServiceSystem notes 78448 (Advance
installation of Batch Input Recorder) and 78795 (Advance
installationof 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 andfield information in
the required BDC_DATA format. Replace the field entries you want to
define asvariables 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 regularBI programming is
beneficial.
1. Choose System Services BatchInput Edit.
2. Choose Recording.
3. Enter a name for the recording(dates are optional).
4. Choose Create.
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5. Enter a transaction code (forexample, VA01, Create Sales
order).
6. Choose Enter.
7. Enter the needed fields of the salesorder on this and the
followingscreens (depending on yoursystem).
8. Save the sales order.
After you saved the recordedtransaction, you arrive on
thisscreen.
9. Choose Get transaction.
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10. Choose OK.
11. Choose Save.
12. Return to the Batch Input:Recording screen and
clickOverview.
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13. Position the cursor on the just-recorded entry and click
GenerateProgram.
14. Enter a program name (forexample, ZGENVA01).
15. Choose Enter.
Saving a program can result in multiple popup screens depending
on your system settings (forexample, transport number for
correction and transport system).
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