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In many companies, one or more “legacy systems” exist whose data must betransferred when introducing EH&S. It is also very likely that not every targetgroup can access EH&S data at the same time in some companies, or that data

must be created in different places within companies as well as being createdexternally. For this purpose, many companies use several EH&S Systems. It istherefore essential that data can be exchanged easily and that no errors occur.

The EH&S import and export functions make this exchange possible and facilitate both the first import of data and data transfer in an operative system. You canexchange data between two R/3 Systems and between an R/3 System and anexternal system.

You can both import and export the following data:

Sources

Phrases

Substances (including dangerous goods data)

Properties trees

Report templates

EH&S reports and inbound documents

The data to be exchanged can be found in a transfer file that is automatically created by the R/3 System when exporting. The actual data exchange during import orexport is controlled by transfer parameters. You can use exchange profiles to accessdefault transfer parameters, thus simplifying frequent imports or exports.

The R/3 System performs different checks before data is imported or exported.You can view the results of these checks in check logs and then, for example, makecorrections to the transfer file before importing.

In most cases where there are errors, import is not terminated straight away and

the data that contains the errors is simply not transferred. This ensures that theimport of a large amount of data does not fail simply due to small datainconsistencies and that no data with errors appears in the R/3 System.

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Figure 9-1 shows how you can exchange data between different, non-networkedsystems in EH&S using a combination of data import and export.

1. First select the data that you want to export from the R/3 System.

2. Then start the export. The R/3 System creates a transfer file on the applicationserver.

3. Download this file from the application server to your PC.

4. Load a copy of the file into any directory on the second PC.5. From there, upload the transfer file onto the second application server.6. Finally, import the transfer file from the application server into the R/3 System.

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When importing sources, phrases, substance data, properties trees, and reporttemplates, the corresponding R/3 tables are filled with data.

Before you import data, you must first create a transfer file according to certainsyntax rules. You must specify, for example, which external data is to be transferred

 by the R/3 System into which table fields.

This file is very easy to create if you want to exchange data between two R/3

Systems. First of all you must export the appropriate data. The R/3 System thenautomatically generates a transfer file with which you can then perform the import.If you want to import data from another external system, comprehensiveinstructions are available online to help you create the file. The file must be inASCII format and in ISO Latin 1.

When actually importing data, you specify transfer parameters that control theexchange of data. In Customizing, you can define exchange profiles for importingsources, phrases, and substances. The R/3 System adopts the settings of theseexchange profiles. You can overwrite the parameters manually in the parameterdialog.

If there are several transfer files, each is imported in succession. Before importing,you can execute a file check where the R/3 System checks, for example, the pathspecified and the syntactical structure of the transfer file. The R/3 System makesfurther checks depending on the kind of data to be imported. For more information,see the sections below. After all checks have been completed, the R/3 System createsa check log. If errors are discovered, you can download the transfer file directly toyour PC, make corrections, and then upload the file again.

You can specify a start date and time for the actual data import. In this way youcan, for example, import a larger amount of data at night. The import runs as a

 background job. You can display the data transfer progress.

After the import has been completed, you can also view the log for the databaseupdate and display a list of all the messages for the background job.

Using source import, you can transfer sources into the R/3 System.

The check log for the file check contains the following:

The administration part of the transfer file (for example, version, date)

The number of sources that are present in the transfer file

The number of sources that already exist the R/3 System and that are to becreated

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The data is imported as follows:

If a source from the transfer file exists in the R/3 System with the same key,the R/3 System updates the source with the data from the transfer file. Oldsources are overwritten.

If the key for a source does not exist in the R/3 System, the system creates thesource.

All other sources that have not been updated remain the same. They are notdeleted by the R/3 System as they are probably being used for substancecharacteristic values.

After the import is completed, you can check the sources in source management.

Using phrase import, you can import the following data into the R/3 System:

Phrase libraries

Phrase groups

Phrases

Phrase references

Assignments to phrase sets

In phrase import you can specify the languages that you want to import. In addition,you can use the transfer parameters to control:

Whether the R/3 System adopts phrase references

Whether the R/3 System transfers the assignments of phrases to phrase sets

Whether you want to import phrases and use engineering change management.In this way the old status of the phrase library is retained. The imported phrasesare valid as of the date in the change number. This applies to newly createdphrases and changed phrases. If you import phrases without engineeringchange management, the R/3 System overwrites the existing phrases in alllanguages specified.

Whether you want to perform a full import. In this case, all phrases from theold phrase library in the R/3 System are deleted before the import. The phrasegroups are retained.

When checking files before importing phrases, the R/3 System checks, for example,

Whether the phrase library exists in the R/3 System and whether it is active orpassive

Whether the publication date of the phrase library from a file is the same as orlater than that of the existing library in the R/3 System. Imports cannot beperformed if the date is earlier.

The number of phrases that are contained in the transfer file

The number of phrases that already exist in the R/3 System and that are to becreated

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The data is imported as follows:

If the key for a phrase from the transfer file exists in the R/3 System, but thephrase texts are not identical, you can use the transfer parameters to controlwhether the phrase is to be imported with or without engineering changemanagement.

If the phrase key and the relevant phrase texts exist in the R/3 System, inother words if an identical phrase already exists, the phrase is not imported.

If the phrase key from the transfer file does not exist in the R/3 System, therelevant phrase is created in all languages specified.

Engineering change management logs all changes to phrases that were made byimporting phrases. You can view the appropriate logs via phrase management,where you can also check the phrases. In phrase history, you can display the changesthat were made using a change number.

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Using substance import, you can import the following data into the R/3 System:

Substance header

Substance identifiers with substance list assignment

Substance reference

Substance-material assignments

Substance characteristic values with additional information

Data for transport approval, packaging code approval, risk classification, and

transport classificationWhen importing substances you can choose whether you want to adopt substances,component substances, or reference substances.

Various Parameters Ensure the Precise Transfer of Data

You can control the import of substances using different parameters. You use theparameters for the preliminary check to define the methods according to whichthe substances from the transfer file are assigned to substances in the R/3 System.The transfer parameters control how the new data is imported into the R/3 Systemand whether old data is retained or deleted.

You can use the deletion category to specify whether:

All substance data in the R/3 System is deleted before importing (initialization).

No substance data is deleted and the import is performed additively(consolidation of old data). In this way it is possible, for example, to combinedata that has been created for one substance at different places within acompany.

Only data that matches the data origin and the data provider in the transferfile (update) is deleted and reloaded.

You can also determine whether a phrase conversion is to be performed. This meansthat in all substance characteristic values in which passive phrases are present, thepassive phrases are converted to phrases of the active library as long as phrasereferences exist. If there are no phrase references, the R/3 System deletes thesubstance characteristic values. In this way you can ensure that only phrases fromthe active library are present in the characteristic values of imported substances.

In addition, you can also specify that only data that belongs to the substancecharacteristic categories of a particular properties tree, or that has a particularusage (rating and validity area), is imported.

You can specify standard values for the substance category, substance authorizationgroup, user-defined text category, and component category. The R/3 System usesthese values if the corresponding values are missing in the transfer file.

Finally, you can also determine whether the R/3 System takes the substance keyfor new substances from the internal number range, or whether the key from thefile is used.

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File Check Assists You When Assigning Substances

The R/3 System checks the following before the import:

Whether you have specified all parameters necessary for substance import

Whether the source system is known in the R/3 System

Whether the data provider from the transfer file is specified in the R/3 Systemas the data owner/provider. Only then can the data provider be imported.

Whether the data for the phrase library from the transfer file and from theR/3 System correspond. If this is not the case, you are warned by theR/3 System.

Which substances from the transfer file can be assigned to the substances in

the R/3 System in accordance with the preliminary check parameters.

As a general rule, the R/3 System can only import a substance if the substance isnot assigned, or is uniquely assigned to a substance in the R/3 substance database.If the substance is not assigned, the substance is newly created. A substance isuniquely assigned if the R/3 System can assign one substance in the R/3 Systemto a substance in the transfer file. In the file check, the R/3 System lists all thesubstances in the transfer file and selects the substances that are either not assignedor are uniquely assigned to a substance in the system. You can select all othersubstances manually and assign them to substances in the R/3 System. You canalso manually revise the substance assignment made in the file check by theR/3 System.

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Importing Data Securely

While a substance is being imported, the substance that is assigned to it in theR/3 System is locked against changes. If the lock cannot be set, the substance isnot imported.

The R/3 System also does not import a substance if there are errors in the substancemaster data record (substance header, substance identifiers). If other values containerrors, the relevant data is not imported. For example, if a characteristic is assigneda phrase that does not exist in the R/3 System, or the source does not exist in theR/3 System, only the corresponding characteristic values are not transferred.Generally, all the sources and phrases that are used in the substance transfer filemust exist in the R/3 System. The characteristics and characteristic categories must

also be set up.

When importing substance identifiers, the R/3 System ensures that there are noinconsistencies with existing identifiers in the R/3 System. For example, if thedata origin of identifiers exists in both the R/3 System and the transfer file andthey do not correspond, the data origin of the identifiers is deleted in the R/3System. Identifiers that are in the transfer file, but that do not exist in the R/3System, are created in the R/3 System with the data origin from the transfer file.

Identifiers that exist in the R/3 System, but not in the transfer file, are deleted.This ensures that identifiers in the R/3 System that have errors are corrected duringthe import. You only need to ensure that all the identifiers you require are completeand spelled correctly in the transfer file.

You can check the substances in substance management after the import.

Using properties tree import, you can import a new properties tree into theR/3 System or modify an existing one. In combination with properties tree export,the R/3 System also enables you to match up properties trees in differentR/3 Systems.

When checking the file, the R/3 System determines all substance characteristiccategories that are to be changed and that are to be created and selects them. Youcan display the differences between the properties trees of the source system andthe target system for the substance characteristic categories selected. The followingdifferences may occur:

The descriptions of the corresponding substance characteristic categories aredifferent.

Different classes were assigned to the same substance characteristic categories.

Corresponding classes are defined differently.

Characteristics of the same class are different.

Corresponding characteristics are defined differently.

The descriptions of corresponding characteristics are different.

Different phrase sets were assigned to the same characteristics.

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The names of corresponding phrase sets are different.

The R/3 System imports all substance characteristic categories selected, with theexception of the SAP classes and characteristics that are protected by the namespace.In addition, you can use the parameters to control which elements of the substancecharacteristic categories are imported (for example, descriptions of the substancecharacteristic categories, classes, class descriptions, characteristics, andcharacteristic descriptions).

If a new characteristic is created in the R/3 System by the import, the elements of the characteristic that are dependent on other elements chosen (descriptions, for

example) are also imported although they were not explicitly selected.When importing, the R/3 System creates a properties tree if there is no propertiestree with the same key. If a properties tree with the same key does exist, theR/3 System matches up the structures, inserting the new substance characteristiccategories at the correct position in the properties tree. Objects that already existare not deleted by the import.

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You can use the report template import to import report templates (templates forsubstance reports, cover sheets, and acknowledgements of receipt) into theR/3 System. In combination with report template export, you can exchange reporttemplates between different R/3 Systems.

When checking the file, the R/3 System matches up the symbols that are used onthe report template. If the system finds a corresponding symbol in the R/3 Systemfor a symbol from the transfer file, it uses the key of the symbol in the R/3 System.On the other hand, if no corresponding symbol is found in the R/3 System, thesystem uses the key of the symbol from the transfer file. You should, however,

replace this symbol with an existing one after the import or delete the symbol.

When importing data, the report template is created and the document is stored inthe R/3 document management system.

After the report template has been imported, Microsoft Word is opened and thenewly imported template is loaded. The symbols are then matched upautomatically. This compares and matches up the symbols in the imported templatewith the existing symbols in your system. After symbol matchup has beencompleted, you can then edit the report template manually. You can use the reporttemplate management screens for further processing.

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You can use report import to import documents into the R/3 System in all formatsthat can be handled by the R/3 document management system (DMS), for example,Word documents, TXT files, or scanned material safety data sheets (inbounddocuments). In order to do this, you must have created the corresponding documentformat in the DMS. In addition, you can import material safety data sheets in thestandard document exchange format, Dok-X.

After importing, you can manage the inbound documents in the R/3 System and,for example, send them automatically from the R/3 System. For printing andshipping, conversion to Postscript format must be set up.

When importing, in addition to the report file, you also need a key file that theR/3 System uses to determine the relevant substance, the language, and the

generation variant. You can create the key file yourself, or it is provided, forexample, by the Dok-X system with the inbound document. During pre-import,the R/3 System determines the scope of the import and assigns an R/3 substance,a language, and a generation variant to the report. You can use an exchange profileto specify the identifiers from the key file that are used to assign an R/3 substanceto the report. After the pre-import, the R/3 System creates a check log.

You can display the key information for an imported inbound document in reportmanagement. You can also display the imported documents from within theR/3 System if you have installed a program on your PC that can display the formatof the document.

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If you have imported a Dok-X MSDS report into the R/3 System and a reportalready exists for the generation variant, language, and substance, the followingmay occur:

If the report is in the R/3 System with released status, the Dok-X MSDS reportis newly created in the R/3 System.

If the report was not yet released in the R/3 System, the imported Dok-X MSDSreport replaces the existing report.

After being imported, the Dok-X report is assigned the initial status in statusmanagement that you specified in the generation variant.

In the same way as when transferring other data, when importing reports, you

can define a start time, check the progress of the data transfer, and view a log of the database update after the import has been completed.

Before exporting, you must choose and select all sources, phrases, substance data,properties trees, and report templates for which you want to export data. Whendoing so, you can use the filtering and automatic selection functions. Afterwards,

 by specifying the transfer parameters you can determine which data you want toexport. When importing substances, phrases, and sources, you can specify anexchange profile in which the export parameters are already defined. Whenexporting you can assign these profiles to the chosen objects and overwrite themmanually if required.

The R/3 System performs the export in the background. You can check the export job that has been started.

When exporting, the R/3 System creates a transfer file for the data in the transferdirectory on the application server. The export format of the data correspondswith the syntax that is required by the import program in EH&S. This means thatthe transfer of data between different R/3 Systems can be made simpler and moretrouble-free.

Before exporting, the R/3 System checks whether the transfer file on the applicationserver can be opened. If the file already exists, you can either overwrite the transfer

file or assign a new file name.When exporting data, the R/3 System generates an export log in which you canfind information about errors that may have occurred. Phrases and substances arealso protected from changes during export.

In general, you can only export R/3 data for which you have read authorization.This ensures that unauthorized users cannot access your data even by export.

In the same way as for the import, you can also define a start time for the export of sources, phrases, and substance data, enabling you, for example, to export extensiveamounts of data at night.

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In source management, you can select and export sources.

You can use phrase export to export the following data:

Phrase libraries

Phrase groups

Phrases

Phrase references Assignments to phrase sets

Using the phrase drilldown reporting functions, you can put together phrases asrequired and select them in the hit list. In addition, you can limit the languages inwhich the phrases are to be exported. In this way you can, for example, exportphrases in the original language, have them translated outside the R/3 System,and then import the translation back into the R/3 System.

Using substance export, you can export the following data:

Substance header

Substance identifiers

Substance references

Substance-material assignments

Substance characteristic values with additional information

Using the substance drilldown reporting functions, you can put together substancesas required and select them in the hit list.

If an error occurs in the substance characteristic values, the R/3 System does notexport these individual values.

In combination with properties tree import, properties tree export allows you tomatch up properties trees in different R/3 Systems. In Customizing, you can selectthe properties trees that you want to export, and then export them from there.

The transfer file contains the following data:

Data origin

Export date

Key and description of the properties tree

All corresponding substance characteristic categories

All dependent elements (characteristics, descriptions, and so on)

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In combination with report template import, you can use report template exportto exchange report templates between different R/3 Systems. Exchange is possibleif the R/3 Systems were set up separately and the symbol keys were defineddifferently. You must make sure that Word formatting in the target systemcorresponds to that in the source system and that the methods according to whichthe symbols are replaced, for example, exist in the target system.

You can select the report templates that you want to export in the report templatehit list and then export them from there.

When exporting, the R/3 System generates two files in the transfer directory on

the application server: a DOC file containing the layout of the report template anda DAT file comprising of the following data:

Data origin

Export date

Key and description of the report template

Keys and descriptions of the symbols

You can use report export to export both R/3 System reports and imported reports(inbound reports). In addition, you can export both kinds of reports in Dok-Xformat. You can also define your own export methods in Customizing.

You can export all reports that have the status Released and to which you assigneda material in the report information system.

When you export a report for the first time, you must generate the report exportorder manually. Afterwards the R/3 System automatically generates export ordersfor reports that have been generated since the last export date and have the statusReleased. You specify the required export method in the report export order.

The R/3 System generates two files for the exported report on the applicationserver in the directory that you specified in Customizing for Dok-X report export:

A key file that contains key information for the report

A Dok-X MSDS file that contains the report in Postscript format