emc viewpoint for sap database export interface version 2 ... · data format the format of the sap...

EMC ViewPoint for SAPDatabase Export Interface

Version 2.1

USER MANUALP/N 300-003-963

REV A01

EMC CorporationCorporate Headquarters:

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Copyright © 2006 EMC Corporation. All rights reserved.Published August, 2006

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All other trademarks used herein are the property of their respective owners.

EMC ViewPoint for SAP Database Export Interface User Manual

Contents

Preface.............................................................................................................................. v

Chapter 1 Introducing ViewPoint for SAP DEIIntroduction ...................................................................................... 1-2

Data extract................................................................................ 1-2Data format................................................................................ 1-5Safety .......................................................................................... 1-7

Navigation in the SAP system ....................................................... 1-8

Chapter 2 DEI GenerationOverview........................................................................................... 2-2Export monitor ................................................................................. 2-8

Master data .............................................................................. 2-11Transaction data ...................................................................... 2-12Customizing data.................................................................... 2-20Master data changes............................................................... 2-24

Other extracts ................................................................................. 2-26Accounting............................................................................... 2-26Materials management .......................................................... 2-29Sales .......................................................................................... 2-37Miscellaneous .......................................................................... 2-42

Solutions to special problems....................................................... 2-44Open items at key date .......................................................... 2-44Reconciliation of index data with transaction figures including data export ............................................................. 2-44Extended field selection......................................................... 2-44Export of data of the advance return for tax on sales/purchases (SAP Enterprise release)........................... 2-45Restricting the scope of selection.......................................... 2-46

EMC ViewPoint for SAP Database Export Interface User Manual iii

Contents

Chapter 3 Using ViewPoint for SAP DEIDEI Display....................................................................................... 3-2

Export viewer............................................................................ 3-2Export viewer administration................................................. 3-3Evaluation.................................................................................. 3-5

Storage............................................................................................... 3-6Data extract administration (SAP Enterprise release)......... 3-6Function overview.................................................................... 3-6Maintain storage nodes ........................................................... 3-7Connection to a content repository...................................... 3-11Administration of extract files .............................................. 3-12

Customizing ................................................................................... 3-14Displaying export structures ................................................ 3-14Document infopool administration ..................................... 3-14Generating XML file for data access .................................... 3-14

PC-based data analysis ................................................................. 3-20Requirements .......................................................................... 3-20Excel.......................................................................................... 3-20Audit software IDEA ............................................................. 3-20

Tips and tricks ................................................................................ 3-30Size of the export file.............................................................. 3-30Authorization concept ........................................................... 3-30Transferring files into the PC environment ........................ 3-30

Chapter 4 DEI AccessCustomized data .............................................................................. 4-2Transaction data ............................................................................... 4-3Sales data........................................................................................... 4-4Master data ....................................................................................... 4-5Master data — other........................................................................ 4-6Customizing data............................................................................. 4-7Master data changes........................................................................ 4-8

EMC ViewPoint for SAP Database Export Interface User Manualiv

Preface

As part of an effort to improve and enhance the performance and capabilities of its product line, EMC from time to time releases revisions of its hardware and software. Therefore, some functions described in this manual may not be supported by all revisions of the software or hardware currently in use. For the most up-to-date information on product features, refer to your product release notes.

If a product does not function properly or does not function as described in this manual, please contact your EMC representative.

ViewPointfunctionality

This document describes how to use the various components that make up EMC ViewPoint for SAP Database Export Interface (DEI). EMC’s technology allows you to effectively manage your application data by providing the ability to define the access, retention, and service level requirements for any business transaction at each point in its lifecycle.

Audience This guide is part of the ViewPoint for SAP documentation set and is intended for use by anyone using the ViewPoint for SAP DEI. It is assumed that the user has a working knowledge of SAP Basis and has the appropriate levels of responsibilities to perform the tasks described.

EMC ViewPoint for SAP Database Export Interface User Manual v

vi

Preface

Relateddocumentation

Be sure to review the EMC ViewPoint for SAP Release Notes for the most up-to-date information on product features available at:

http://Powerlink.EMC.com

Introductory◆ EMC ViewPoint for SAP Release Notes

Installation◆ EMC ViewPoint for SAP Software Suite Installation Manual

Administrative◆ EMC ViewPoint for SAP Modules Administration Manual

User◆ EMC ViewPoint for SAP Modules User Manual

◆ EMC ViewPoint for SAP Modules Utilities User Manual

Conventions used inthis guide

EMC uses the following conventions for notes, cautions, warnings, and danger notices.

Note: A note presents information that is important, but not hazard-related.

CAUTION!A caution contains information essential to avoid data loss or damage to the system or equipment. The caution may apply to hardware or software.

WARNING

A warning contains information essential to avoid a hazard that can cause severe personal injury, death, or substantial property damage if you ignore the warning.

DANGER

A danger notice contains information essential to avoid a hazard that will cause severe personal injury, death, or substantial property damage if you ignore the message.


Preface

Typographical conventionsEMC uses the following type style conventions in this guide:

Where to get help EMC support, product, and licensing information can be obtained as follows.

Product information — For documentation, release notes, software updates, or for information about EMC products, licensing, and service, go to the EMC Powerlink website (registration required) at:

http://Powerlink.EMC.com

Technical support — For technical support, go to EMC WebSupport on Powerlink. To open a case on EMC WebSupport, you must be a WebSupport customer. Information about your site configuration and the circumstances under which the problem occurred is required.

bold • User actions (what the user clicks, presses, or selects)• Interface elements (button names, dialog box names)• Names of keys, commands, programs, scripts, applications,

utilities, processes, notifications, system calls, services, applications, and utilities in text

italic • Book titles• New terms in text• Emphasis in text

Courier • Prompts • System output • Filenames • Pathnames• URLs • Syntax when shown in command line or other examples

Courier, bold • User entry• Options in command-line syntax

Courier italic • Arguments in examples of command-line syntax• Variables in examples of screen or file output• Variables in pathnames

<> Angle brackets for parameter values (variables) supplied by user.

[] Square brackets for optional values.

| Vertical bar symbol for alternate selections. The bar means or.

... Ellipsis for nonessential information omitted from the example.

EMC ViewPoint for SAP Database Export Interface User Manual vii

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Preface

Your comments Your suggestions will help us continue to improve the accuracy, organization, and overall quality of the user publications. Please send your opinion of this guide to:

[email protected]


1Invisible Body Tag

This chapter includes these topics:

◆ Introduction ........................................................................................1-2◆ Navigation in the SAP system..........................................................1-8

Introducing ViewPointfor SAP DEI

Introducing ViewPoint for SAP DEI 1-1

1-2

Introducing ViewPoint for SAP DEI

IntroductionThe objective of data extracts from the SAP System is to verify data in subsequent analysis programs independently from the source system. These can be general office tools such as EXCEL from Microsoft or special PC analysis programs such as IDEA or ACL.

A reporting pool supplied by ViewPoint for SAP that selects the data via logical databases or direct Select statements from the SAP System and exports them to a sequential file in the Unix/Windows NT environment is used as the basis for the extracts from the SAP System, as shown in Figure 1-1. You can define the fields to be exported via the ABAP List Viewer (SAP-ALV). The fields are selected from field structures which display a partial business process. The created file can be further processed by a PC analysis program after transfer to the PC environment. The usual SAP standard format AIS (Audit Information System) has been selected as the data format.

Figure 1-1 Exporting data

Data extract In general, the selection screen of each export program in the reporting pool provided consists of the following parts.



Selections influencing the scope of selection — In this part the selection options are provided from the logical databases or the report assigned to the respective report.

Selecting list layouts — A list layout contains all fields that are to be displayed from the selected data volume, as shown in Figure 1-2.

Figure 1-2 Selecting list layouts

The list can be defined via the SAP-ALV (ABAP List Viewer) within an export program and can be stored under a separate name. Several list variants are possible for each export program in order to meet different requirements. At least one list definition for each extract program is supplied with the ViewPoint standard. To meet the tax regulations in Germany (GDPdU) list variants with the identifier /PBS/GDPDU are supplied. These field catalogs are based on the DSAG user group GDPdU's proposal for the SAP Data Retention Tool (DART). Please see the standard documentation for more information about the SAP-ALV functions.

To create a list for an export program, first execute the report in dialog using the option "Display/Print" (see below). The data volume to be selected should be kept low. You can then define the scope of the list via the function keys Settings ' Layout ' Change. You can then save the list variant via Settings ' Layout ' Save. If the list is created in a test system and then needs to be transferred to the production

Introduction 1-3

1-4


system, include the layout in a transport request via Settings ' Layout ' Layout administration ' Layout' Transport, as shown in Figure 1-3.

Figure 1-3 Extract program and field selection

Note: In general the width of a list is limited due to the number of bytes or number of columns in the list display. This means that you usually cannot select all fields at the same time in one list definition. Field selection is thus essential.

Output option — In the selection screen, you can always decide whether the selected data should be displayed as an ALV list or transferred to the specified export directory, as shown in Figure 1-4. If the selection volume is large, the process should be carried out in the background.

Figure 1-4 Output options of the extract program



During the data export the following is checked before execution:

◆ Whether the specified directory exists.

◆ Whether the specified directory can be written to.

◆ Whether the specified file name already exists. If this is the case, the end user can decide whether the existing file should be overwritten or whether another file name should be assigned.

The system issues export statistics after each export, as shown in Figure 1-5.

Figure 1-5 Export log

Data format The format of the SAP Audit Information System (the SAP-AIS format) has been used as the data format for the ViewPoint Database Export Interface extract files. The advantages are clear:

The data can be imported to Microsoft Excel without a conversion.

Introduction 1-5

1-6


An SAP interface for the AIS format is defined in normal PC analysis programs such as IDEA and ACL.The SAP AIS format has the structure shown in Table 1-1.

In general:

The field delimiter is a TAB (hex code x'09'). The line break is a CLRF (Hexcode x'0D0A').

At this point we would like to reiterate that the data format is an official SAP AG interface format and has been agreed between SAP AG and the following suppliers of revision software for external and internal auditors:

◆ A C L Services Ltd., Vancouver BC, Canada http://www.acl.com/en/default.asp

◆ AUDICON GmbH, 70565 Stuttgart http://www.audicon.net/

Table 1-1 SAP AIS format

Line type Number Characteristic value

Header 1 Field name

2 Description

3 Field description

4 Data type (C,N,P,I,D,T,F)C = text, N = numeric text on the left filled with zeroes, P = packed (number of digits = field length * 2 - 1) This is the SAP internal type. The format [-]digits[,|.digits] is used in the data records. Example: Type P length 7 decimal places 2 results in -12345678901.23, I = integer, D = date with format DD.MM.YYYY, T = time with format HH:MM:SS, F = floating point number.

5 Field length

6 Number of decimal places

7 Currency code or quantity indicator (F,W,M,E)A currency unit field always follows a currency amount field. A unit of measure field always follows a quantity field.F = currency amount, W = currency unit, M = quantity, E = unit of measure

8 Special field types (R,C,P,M)R = rank (statistics), C = counter (statistics), P = percentage (statistics), M = mean value (statistics)

Data line 9 Data records



◆ (I D E A) http://www.caseware.com

Safety After the export the data leaves the SAP environment. The SAP authorization concept no longer functions as the data is stored in a readable format, as shown in Figure 1-6.

Figure 1-6 Example of an AIS file

Extensive safety precautions are essential to protect the data contents:

◆ In the file system of the target computer (c:\...)

◆ In the file system of the application server (d:\usr\sap\...)

◆ In the storage and the access protection of the created data carrier

In general: Protect the data against unauthorized access.

Introduction 1-7

1-8


Navigation in the SAP systemFrom Release 4.6 navigation in the SAP System has changed completely due to the implementation of the SAP Easy Access technique. This also has consequences for the transactions in the environment of the ViewPoint Database Export Interface.

The delivery scope of the ViewPoint Database Export Interface contains the area menu /PBS/DEI. From this menu, you now need to generate a role which then can be included in the user master. The role can be created directly from the Easy Access menu, as shown in Figure 1-7, or via transaction PFCG.

Figure 1-7 Creating a role

You can select any name for the role. This name can also be created within the ViewPoint namespace. You then transfer a ViewPoint area menu by pressing the function key 'Transfer menus from area menus' and specifying the respective ViewPoint menu name. During the transfer, answer the system query regarding the resolution of the area menu with 'Yes'.



You can now include the role you have created in the respective user master, as shown in Figure 1-8.

Figure 1-8 User master role

Please refer to the current SAP standard documentation for more details on creating roles.

Navigation in the SAP system 1-9

1-10


An overview of the possible ViewPoint Database Export Interface menu items is shown in Figure 1-9.

Figure 1-9 Initial DEI menu


2Invisible Body Tag


◆ Overview.............................................................................................2-2◆ Export monitor ...................................................................................2-8◆ Other extracts....................................................................................2-26◆ Solutions to special problems.........................................................2-44

DEI Generation

DEI Generation 2-1

2-2

DEI Generation

OverviewAn independent data extract program exists for each partial business process. The advantage of this is that each program can be used separately (call via transaction SE38/SA38). However, if you wish to display business processes for a longer period of time, for example within the context of a tax audit, we recommend using the data export monitor. The programs that support the data export from the database of the SAP System within the ViewPoint Database Export Interface are listed in Table 2-1.

Table 2-1 ViewPoint for SAP DEI supporting programs

Program name Description

Logical database Table name FE ID a Description/PBS/CFI_LIS Vendor list

Financial accounting - Master data -

VENDOR Vendor list /PBS/KDF LFA1 _A Vendor master in general

Master data LFAS _T EU taxes

LFB1 _B Vendor master company code

LFB5 _M Dunning data

LFC1 _1 Transaction figures

LFC3 _3 Special General Ledger transactions

CUSTOMER Customer list /PBS/DDF KNA1 _A Customer master in general

Master data KNAS _T EU taxes

KNKA _L Credit limit

KNB1 _B Customer master company code

KNB4 _Z Payment history

KNB5 _M Dunning data

KNC1 _1 Transaction figures

KNC3 _3 Special General Ledger transactions

GLACC G/L account list /PBS/SDF SKA1 _A G/L account master in general

Master data SKB1 _B G/L account master company code


DEI Generation

SKAT _T G/L account text

SKC1A _1 Transaction figures local currency

SKC1C _3 Transaction figures foreign currency

Financial accounting - Transaction data -

ITEM Item list /PBS/BRF BKPF _K Document header

BSEG _G Document item

BSET _T Tax line

BSED _D Bill of exchange line

BSEC _C CPD line

ITEM_TTXY External tax TTXY External tax information

ITEM_COFISDB) Reconciliation ledger FI/CO

COFIS Actual line items for reconciliation ledger

ITEM_PAYRDB) Payment documents

PAYR Payment medium file

BILA00 P+L statement internal

Financial accounting - Open items -

AR_ITEM Open item list customers

/PBS/DDF BSID _D Secondary index customer

WITH_ITEM _T w Withholding tax info

AP_ITEM Open item list vendors

/PBS/KDF BSIK _K Secondary index vendor

WITH_ITEM _T w Withholding tax info

GL_ITEM Open item list customers

/PBS/SDF BSID _S Secondary index G/L account

Financial accounting - Document changes -

CHANGES_ITEM Document changes CDHDR Change document header

CDSHW Change documents

Table 2-1 ViewPoint for SAP DEI supporting programs (continued)



Overview 2-3

2-4

DEI Generation

Asset accounting - Master data -

ASSET Asset list ADA ANLAV _A Asset in general

Master data ANLV _V Insurance data

ANLZ _Z Value-dated asset assignments

ANLB _B Depreciation parameters

ANLCV _C Assets value fields

ANLP _X Assets period value fields

Asset accounting - Transaction data -

ITEM_ASSET Asset item list ADA ANEK _K Document header

Asset accounting - Asset history sheet

GITT Asset history sheet ADA internal

Material accounting - Master data-

MATERIAL Material master MSM MARA _A General material data

MARM _M Quantity units

MBEW _B Material evaluation

MARC _C Plant data

Material accounting - Transaction data -

ITEM_MATERIAL Material items /PBS/Z2M MSEG Material items

MKPF _K Material header

ITEM_EKKO Purchase orders EKPO Purchasing document item

EKKO _K Purchasing document header

MAT_STOCK Material stock per posting date

/PBS/CFI_MATERIAL_STOCK

Material stock per posting period

Sales - Transaction data -





DEI Generation

ITEM_VBRK Invoices VBRP Billing: Item data

VBRK _K Billing: Header data

ITEM_VBAK Sales order VBAP Sales document: Item data

VBKD _D Sales document: Business data

VBAK _K Sales document: Header data

ITEM_LIKP Delivery notes LIPS Delivery: Item data

LIKP _K Delivery: Header data

ITEM_VBPA Sales partner VBPA Sales document: Partner

SADR _A Address

ITEM_KONV Conditions KONV Conditions (activity data)

ITEM_EIKP Foreign trade EIKP Foreign trade: Export/import header

EIPO Foreign trade: Export/import item

Service management

ITEM_AFRU Order confirmations

AFRU Order confirmations

ITEM_AFVC Operation within an order

AFVC Operation within an order

Cost accounting – Transaction data

ITEM_COBK CO line items COBK CO object: Line items

COEP CO object: Document header

Cost accounting - Master data-

CSKS Master data CSKS Cost center master

CSKA Cost elements CSKA Cost element master

CSKB Cost element master

COHIER Hierarchies TXW_COHIER

Cost center hierarchies




Overview 2-5

2-6

DEI Generation

Controlling

CO_TOTALS Total costs /PBS/TXW_COCOST_TOTALS

Controlling total costs

Profit Center - Master data-

CEPC Master data CEPC Profit center master

Activities - Master data-

CSLA Master data CSLA Activity types

Master data changes

CHANGES Master data changes

CDHDR Change document header

CDSHW Change documents

Customizing

REFERENCE_POOL

General table contents of Customizing

Customer objects

REFERENCE_POOL

Individual customer tables

a. Field extension indicator





DEI Generation

The supplementary extracts that support the data export from the database of the SAP System within the ViewPoint Database Export Interface are listed in Table 2-2.

As you can see from this overview, data export is possible for both primary tax-relevant financial accounting data as well as for secondary tax-relevant data and for specific requirements of the internal audit or the user department.

Table 2-2 Supplementary Extracts


Logical database Table name FE ID a Description/PBS/ Vendor list

Sales - Variable document extract

CSD_LIS_ITEM_VBRK Billing documents Any billing table

CSD_LIS_ITEM_VBAK Sales order Any order table

CSD_LIS_ITEM_LIKP Delivery notes Any delivery note table

Purchasing –- Variable document extract

CMM_LIS_ITEM_EKKO Purchase orders, contracts, Scheduling agreements, requests

Any procurement table

Customizing changes

CFI_LIS_TAPROT b Changes in Customizing tables

/PBS/CFI_Z3_CUST

ViewPoint structure documentation Customizing changes

a. Field extension indicator

b. SAP Enterprise release

Overview 2-7

2-8

DEI Generation

Export monitorAn export monitor has been developed for the convenient export of primary and secondary tax-relevant data that extracts all relevant data for the fiscal period concerned and makes this data available for further processing with a PC analysis program. The monitor consists of 4 subareas as shown in Figure 2-1.

Figure 2-1 Export monitor subareas

One or more extract programs for specific data export from the SAP System exists for each subarea. The monitor's task is to start the extract programs automatically in the correct sequence in order to display dependencies between data from different applications.

The functionality can only be used consistently if tax-relevant data has not yet been archived via SAP data archiving. In this case, the data extract concept should be discussed jointly with EMC Support and, if applicable, the use of a ViewPoint archive module should be considered.


DEI Generation

Navigation — You can execute individual parts of the export monitor via the main menu of the ViewPoint Database Export Interface Generate as shown in Figure 2-2.

Figure 2-2 Partial menu export monitor

Scope of the data to be extracted — The reports supplied by ViewPoint can assist in meeting the legal requirements with regard to the data that needs to be extracted. The scope of selection provided by ViewPoint should only be considered as a proposal and can be extended if required. The overview of export programs lists the database tables from which data can be extracted. For users subject to German law, each one of these extract programs contains a field catalog with the name /PBS/GDPDU which has been approved following the recommendation of the German SAP user group e.V. (DSAG) for tax-relevant fields in the SAP System. In addition to this, the corresponding Customizing tables are exported.

Before data export — Before a data export can be completely executed, each field variant should be checked to see if it meets the requested requirement. In order to do this, first execute the respective extract program for a manageable data stock in dialog and adjust the corresponding field variant in the ABAP List Viewer. You can start the call from the export monitor by pressing the button 'Execute' for each partial business process, so that you do not have to select each extract program manually.

Storage strategy — Generated data extracts are stored in a file path of the SAP System. This is particularly useful if the extracts have been created to meet ad hoc requests. The generated spool log displays information on the data extract volume as shown in Figure 2-3.

Export monitor 2-9

2-10

DEI Generation

If the data is to be stored for a longer period of time for the purpose of later audits, we recommend using the ViewPoint storage system functions.

Figure 2-3 Export log extract program

The individual partial areas of the export monitor are described in the following sections.


DEI Generation

Master data In the master data area of the monitor, shown in Figure 2-4, you can export large amounts of master data information from various different applications.

Figure 2-4 Export monitor master data

Customer, vendor, G/L account, material and asset master data is exported from the primary tax-relevant data. You can limit selection to a company code. You must enter the fiscal year and a file directory or a storage node. Apart from master data for customers, vendors and G/L accounts, you can also export transaction figures and special G/L transactions.

Cost elements, cost centers and hierarchy data as well as profit center, activity type and controlling master data is exported from the area of secondary tax relevant data.

We recommend executing the complete master data extract in the background for documentation purposes and in order to avoid runtime problems. The default setting has been chosen so that all

Export monitor 2-11

2-12

DEI Generation

master data types are always extracted. If you do not require this setting, deactivate the checkbox 'Master data' for each data type.

Further selections One or more extract files are created in AIS format for each master data type, which is why you must enter the file name and a path. Alternatively, the checkbox 'Administration requested' can be activated instead of the file path and a storage node of the ViewPoint storage system can be specified.

The file name must be unique in order to avoid overwriting data extracts. This can be easily achieved by activating the checkbox 'Add date/time to file name' which assigns a time stamp that is exact to the second to each extract file.

You can maintain variants of the field catalog from the export monitor interface for each partial extract using the button . You can start the partial extract directly via the respective selection screen using the button Execute.

Transaction data In the case of transaction data, the export monitor's task is to start the extract programs automatically in the correct sequence in order to


DEI Generation

display dependencies between data from various different applications correctly, shown in Figure 2-5.

Figure 2-5 Export monitor transaction data

Export monitor 2-13

2-14

DEI Generation

This is absolutely essential for exporting transaction data from different applications. A document info pool is used in this case. Starting from the export of accounting data, an additional document info pool is implemented, allowing access to the document information of other applications from the reference in the document header of the accounting document. The document info pool is stored in an SAP Dictionary table and released by the export monitor at the end of processing.

We recommend executing the complete transaction data extract in the background for documentation purposes and in order to avoid runtime problems. The default setting has been chosen so that all transaction data types are always extracted.

There are several ways of influencing the volume of data to be exported. The possible selections are shown in Figure 2-6.

Figure 2-6 Influencing volume data export

You can restrict selection to a company code or an interval. The description you enter refers to the document info pool that is to be created and which can be kept for further processing. You need to enter a corresponding description. The selection File directory determines the storage path of the data for all subsequent data export files. Alternatively, you can specify a storage node of the ViewPoint storage system.

Data export volume referring to time/contents —

The scope of the data export can be varied easily with regard to the period of examination and the contents. You can restrict the data volume by selecting data by a period or by a fiscal year. It is also possible to restrict selection to specific activities or key dates.


DEI Generation

Period-related data export — In period-related data export, you select the financial accounting documents according to the posting period, as shown in Figure 2-7.

Figure 2-7 Period-related data export

Data export related to fiscal year — A fiscal year-related data export takes into account the financial accounting documents which were posted in this fiscal year as well as all documents which were open at the beginning of the selected fiscal year and which were cleared within or after the period of examination, as shown in Figure 2-8.

Figure 2-8 Fiscal year related export

Data export related to activity — The scope of the accounting data to be exported must be determined in an activity-related data export, as shown in Figure 2-9.

Figure 2-9 Activity related data export

To do this, branch to the export program for the FI documents by pressing the button Maintain. You can restrict the selection scope to a certain amount or a certain document type, for example, using the function Dynamic selections. These settings should be stored in a selection variant. Make sure that the path name for the data export,

Export monitor 2-15

2-16

DEI Generation

the directory and the description are correct and the parameters are set as displayed in Figure 2-10.

Figure 2-10 Activity related data export example

In an activity-related data export, only those selections that have been stored in the report variant are valid for the accounting documents.

Make sure that the dynamic selections you have made at item level result in the export of only those items that comply with the selection criteria, not the complete document. If you want to provide all the document information, choose Keep document context with selections at item level.

After you have saved the selection variant return to the overview screen of the export monitor and start the activity-related data export by specifying the selection variant.


DEI Generation

Data export related to key date — In addition to period-related data selection, time-related data selection is possible, as shown in Figure 2-11.

Figure 2-11 Key date related data export

The selection 'Documents with open items at key date' selects all documents which contain one or more document items that are still open on the selected date.

If you select 'Documents with cleared items' for a particular clearing date, all documents which contain one or more items in this clearing period are selected. If you also enter an open item date, the clearing date must be after this date.

If you select 'All documents to posting date', data is selected according to the posting period you have entered.

Extended selections — Asset transactions are not selected and exported via the generated document info pool. The data export is executed via the depreciation area or the report date, as shown in Figure 2-12.

Figure 2-12 Extended selections

Export monitor 2-17

2-18

DEI Generation

You can determine which dependent data for the specified activity or period should be selected by selecting or deselecting the individual document types, as shown in Figure 2-13.

Figure 2-13 Document type selection

It is essential to export accounting documents as this fills the document info pool. You can define the fields that should appear in the data extract in the SAP ALV (ABAP List Viewer) for each document type. Press the maintenance button in the selection screen of the maintenance monitor to define the fields. Enter the description for the created dataset in the field 'File name'. If the checkbox "Add date/time to file name" is also active, the file name is automatically supplemented with the current date and time.

At the end of processing, the generated document info pool is deleted from the file /PBS/CFI_POOL_CD via the checkbox Deletion of doc infopool after export?. This checkbox should not be activated if the document info pool is to be used again later on.

Dependent document types can be exported at any time, as shown in Figure 2-14.

Figure 2-14 Dependent document selection

An info pool that has been generated previously is used for this purpose, which can be selected via the input help. In addition, the


DEI Generation

checkbox 'Export only dependent docs. via doc info pool' should be activated.

All transaction data in the export files is linked via the financial accounting terms company code, document number and fiscal year and can be specifically linked again in the PC analysis program.

If the created extract data needs to be kept in an unalterable state for auditing purposes, we recommend storing the data in the ViewPoint storage system. Select a storage node by pressing Storage node, as shown in Figure 2-15.

Figure 2-15 Storage node

The classical extract volume in external Accounting includes selecting the offsetting account. If this is included in the selected list variant for the accounting documents, the checkbox Determine offsetting account for accounting documents should be activated in the selection screen of the export monitor.

Reconciliation of the data — In principle, a reconciliation of extracted documents with transaction figures is executed in the SAP System during the export of accounting documents, if the data is extracted via the export monitor. Before data extraction the program for extracting accounting documents (/PBS/CFI_LIS_ITEM) can be executed for reconciliation purposes in reconciliation mode for the requested company codes and fiscal years. This requires activation of the checkbox Log file with reconciliation totals and deactivation of the checkbox Generate document pool. If no differences are shown in the reconciliation log, the dataset is correct and global data export can then be executed.

Export of external tax documents (TTXY) — Due to runtime reasons, external tax documents should only be exported if they are actually active in the system.

Execution of data export in single steps — Data export for all the data does not have to be carried out immediately. If the accounting documents have been exported, a document info pool exists in the database table /PBS/CFI_POOL_DC. This info pool is assigned a run number when the financial accounting data is exported. The dependent data can be exported consecutively by executing the individual programs when this number is specified. In order to use

Export monitor 2-19

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this procedure, you must deactivate the checkbox 'Deletion of doc info pool after export?' in the export monitor. After all data exports have been terminated, the info pool can be deleted using program /PBS/CFI_LIS_POOL_DELETE.

Customizing data Master data and transaction data extracts are supplemented by the export of relevant Customizing tables from the SAP Data Dictionary. In addition, extract programs for customer-specific tables can be generated generically, as shown in Figure 2-16.

Figure 2-16 Export monitor customizing data


DEI Generation

Export of customizing table pool — In addition to the option of exporting individual tables, a table pool has been created for financial, asset and material accounting, which corresponds to the recommendations of the German "SAP User Group e.V." (DSAG). The Customizing tables from Sales, Cost Accounting and Purchasing can also be extracted. A table pool should be exported in the background. The file name is defined automatically and consists of the table name, the date and the time of the export. Language-dependent entries during the export of a table pool are only carried out in the logon language. A file prefix can also be assigned, thus establishing the uniqueness of a table extract. This might be expedient, for example, if the extract is made from different SAP instances or clients.

Export of customer tables or other standard tables and database views — Extract programs for individual tables or database views can be generated from the export monitor for Customizing data. Select Single table, enter the table name, and confirm the entries by pressing Enter. When you press function key F8 'Execute' an export program is generated from the entries you have made, as shown in Figure 2-17. A layout list can then be created and saved followed by the data export.

Figure 2-17 Generated table export program

Export monitor 2-21

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DEI Generation

Characteristics of single table exports — If you want to export the data from a single table, you can configure the selection options as you wish by pressing the button 'Fields for selection'. The maximum number of selections is limited to 120. If you enter more than 120 selections, the additional number of selections will be ignored when the export program is generated. It is also possible to select the data for this table from existing SAP archive files by selecting an archiving object for the requested table from the input help. As the data can only be processed sequentially in this case, you may have to reckon with long runtimes. You should therefore run this process in the background. Archive data can only be processed for single tables, not for database views, as shown in Figure 2-18.

Figure 2-18 Enhanced functionality single table extract

The dynamically generated program can be transferred to a fixed program via the function 'Save gen. export program single table for reuse'. This enables the data extract option for the specified table to be available on a permanent basis. This option requires that the user has a valid developer license to create ABAP/4 programs. When you create a program, you must ensure include programs are also copied from the dynamic program '/PBS/CFI_LIS_REFERENCE'.


DEI Generation

Example A fixed program needs to be created for Table MARA (material master). You select the program name during the copy procedure, as shown in Figure 2-19.

Figure 2-19 Creating a fixed extract program for the dictionary table

When you create the fixed extract program you have to ensure that the programs selected in the diagram are also copied and stored under another name. If they are not copied, it is possible that the program would no longer be able to run if other tables are copied subsequently.

Export monitor 2-23

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DEI Generation

Master data changes

In order to meet the requirements of making old data available 'ON DEMAND', the relevant changes to a master record must also be exported, so that the changes can be documented precisely. This is supported by the export monitor for master data changes for all types of changes in master records, as shown in Figure 2-20.

Figure 2-20 Export monitor master data changes

The selection of all master data types can usually be restricted to the account number or the company code. The checkbox 'Selection requested' must be activated for each master data type individually for this purpose.


DEI Generation

The export of 'Other changes' has a particular status, as shown in Figure 2-21.

Figure 2-21 Other changes

All changes are assigned to object classes. Since a special export function has not been implemented for all master data types, the respective object must be selected for the requested master data type. All object classes for which change documents exist are selected using the button 'Propose value'.

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DEI Generation

Other extractsThe experience in practice has shown that audits are not only executed at document level but that other questions and audit requirements can also easily be solved using specific data extracts. For this purpose, ViewPoint has developed specific data extracts which are presented in the following sections.

Accounting Additional reports can be found in the ViewPoint Database Export Interface menu under the menu item Special extract reporting, as shown in Figure 2-22.

Figure 2-22 Special extract reporting

Line items forCustomer, Vendor, G/L

account

Line items for a customer, vendor and G/L account can be exported using this extract program type. This enables the data to be taken into account in the same way as for the line item transactions FBL1N, FBL3N and FBL5N. The programs are pre-configured such that the open items for the current date are selected first. The relevant selection parameters Key date and Clearing date are available for this purpose.

If you require a selection for All items choose the values, as shown in Figure 2-23.

Figure 2-23 All items


DEI Generation

If you require a selection of Open items at a key date in the past, for example, Open Items at Key Date December 31, 2005, you should choose the settings shown in Figure 2-24.

Figure 2-24 Open items

If the exported data is to be reconciled, you should not restrict the clearing date. However, you must enter one fiscal year and the corresponding posting periods. The checkbox 'Reconcile indices/transaction figures' must also be activated.

All other parameters have already been explained in the previous chapter, except for the selection option 'Extended field selection' for the export of G/L account line items.

Changes to FIdocuments

If necessary, the changes to an FI document can also be exported. Selection is carried out through the accounting document, not via the change document table (CDHDR). The changes can be displayed in document form in dialog, with the change document header and change document lines. However, for an extract, you need to switch from document display to item display, as shown in Figure 2-25.

Figure 2-25 Extract of document changes FI

P’nL Statement The values of the P’nL Statement can also be included in the extract. ViewPoint provides a version of the standard SAP program RFBILA00 which makes P’nL statement data available in SAP AIS

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DEI Generation

format and thus with the correct formatting for subsequent PC analysis programs, as shown in Figure 2-26.

Figure 2-26 P’nL Statement

Asset history sheet The asset history values do not have to be selected laboriously from the asset documents but can be exported easily using a ViewPoint


DEI Generation

variant of the standard SAP report RAGITT_ALV01 in AIS format, as shown in Figure 2-27.

Figure 2-27 Asset history sheet

Materials management

Variable documentextract purchasing

documents

Objective:

◆ Purchasing document data is to be displayed or printed with a user-defined field combination.

◆ Purchasing document data is to be made available to an external PC application, for example Win Idea.

◆ Purchasing document data is to be transported to a Business Information Warehouse (SAP BW System).

Data Selection:

All purchasing documents can be selected from the database. They can be generally accessed via a document number or document number interval. However, selection can also be influenced by dynamic selections at header or item level.

Other extracts 2-29

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Selection Screen:

Figure 2-28 displays the selection screen of the extract program /PBS/CMM_LIS_ITEM_EKKO.

Figure 2-28 Selection screen of the extract program purchasing documents

The individual selections are described in detail below.

Selecting purchasingdocuments

These are the standard selections of the logical database /PBS/ENM which enable purchasing documents to be selected via a document number. In addition to the document number, the purchasing organization can also be taken into account, as shown in Figure 2-29.

Figure 2-29 Selecting purchasing documents


DEI Generation

Layout options In the layout list, you determine which purchasing document fields should be displayed or exported, as shown in Figure 2-30.

Figure 2-30 Layout options

Document output — This layout option can only be used to display or print data as a uniform record format is not written here and only one or more item lines follow a header line . The ALV list variant can be used to define which header or item fields are selected. If an ALV list variant does not exist, a standard variant is displayed that can be changed and stored under another name, a shown in Figure 2-31.

Figure 2-31 Document output

Item output — This layout option enables you to combine header and item fields into a record format that can either be used to display, print or export data to a file. The list contains both header and item fields. The ALV list variant can be used to define which header or item fields are selected. If an ALV list variant does not exist, a standard variant is displayed that can be changed and stored under another name, as shown in Figure 2-32.

Figure 2-32 Item output

Other document data — This layout option proves the fact that a purchasing document consists of tables other than Table EKKO for

Other extracts 2-31

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DEI Generation

the document header and Table EKPO for the items, such as Table EKKN for account assignments, Table EKET for scheduling agreement schedule lines or Table EKBE for purchase order histories. If you wish to display or export data from one of these tables, you can define an appropriate list variant using the function Define layout and enter this as a variant for the layout option 'Other document data'. You can also combine several tables in this variant if they are in a parent-child-relationship, for example purchase order header EKKO, item EKPO and purchase history EKBE. As in the case of the layout option 'Item output', this data can be both displayed and exported. Figure 2-33 shows a list that has been created by this type of free list variant and contains EKKO, EKPO and EKBE fields.

Figure 2-33 Other document data

Output options Using these 3 options, you can define whether the selected data should be displayed or exported to a file. If you export to a file, you can choose between 2 formats - either the SAP AIS format as used by tax controllers' and auditors' PC programs or a format as required for data import data to SAP BW systems. If you want to avoid a file being overwritten by a file with the same name, the file name can be supplemented automatically by the current date and time, as shown in Figure 2-34.

Figure 2-34 Output options


DEI Generation

Defining a free variant — This function enables you to determine which fields should be displayed or exported from which tables that belong to the archiving object MM_EKKO, as shown in Figure 2-35.

Figure 2-35 Selection of tables EKKO, EKPO and EKBE to create a list variant

You can make a selection by choosing the table and clicking on the button . Please note that you cannot combine tables that are not in a parent-child-relationship with one another. As a unique record format is generated from the selected tables and fields, you must define distinctly which data is to be combined in one record. For this purpose, a clear hierarchy structure must exist for several tables. As shown by the example in Figure 2-35, only one higher-level item EKPO exists for each purchase history EKBE and that for this item only one purchase order header EKKO exists. This data can be combined clearly in one data record. This distinction is not possible for data from tables at the same hierarchy level.

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The other buttons have the following functions:

— Deletion of a table from the selection list. In this case, the table must be marked in the selection list, as shown in Figure 2-36.

Figure 2-36 Deletion of a table from the selection list

— Display of the available fields. The requested fields can be selected and saved as a variant under a name that can be chosen by the user, as shown in Figure 2-37.

Figure 2-37 Display of the available fields


DEI Generation

— Display of detailed information for a selected table in the tree structure, as shown in Figure 2-38.

Figure 2-38 Display of detailed information for a selected table in the tree structure

— Display of the table structure of a selected table, as shown in Figure 2-39.

Figure 2-39 Display of the table structure of a selected table

Other extracts 2-35

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DEI Generation

— Link of document data with table outside the archiving object, as shown in Figure 2-40.

Figure 2-40 Link of document data with table outside the archiving object

Using this function, you can add more tables to the tree hierarchy and thus also to the extract structure. As the example shows, data from the item of the respective material document are to be read and added to the extract structure for each purchase order history record, as shown in Figure 2-41.

Figure 2-41 Data from the item of the respective material document

This example is supplied as a layout variant /PBS/CMMMSEG. The ABAP coding for the selection of this additional information must be added by the customer in the include program '/PBS/CMM_LIS_ITEM_EKKO_EXIT' in the form routine ‚GET_SPECIAL_DATA'. It is, of course, already available for the example layouts /PBS/CMMMSEG and /PBS/CMMWERK.


DEI Generation

Application programmers who want to add coding for customer-specific extracts should view the function of both examples in debug mode and should then proceed in the same way. If data from different external tables is to be added, it might be useful to create a view structure with the respective fields and to add only this to the tree. It can then be filled with 'MOVE-CORRESPONDING' from the external tables in the customer exit.

You can branch directly to the customer exit coding via the button , which is displayed as soon as an external table is selected.

Material stock forposting date

The material stock data for a specific posting date period can be exported in transaction /PBS/CFI_FR56. The quantity-based and value-based stocks at the start and end of the selected period, including the inflow and outflow per material, are taken into consideration. In combination with the individual material movements (report /PBS/CFI_LIS_ITEM_MATERIAL) the extracts can be used to support the evaluation of material and inventory stocks by third parties (auditors), as shown in Figure 2-42.

Figure 2-42 Reconciliation material stock

Sales Experience in practice has shown that an increasing number of SAP customers are interested in extracting different combinations of sales data from their SAP System, whereby the type and scope far exceeds the options possible with the export monitor extract program.

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ViewPoint therefore provides extended extract functions for sales data, which are described in the following chapter.

◆ Sales documents /PBS/CSD_LIS_ITEM_VBAK

◆ Delivery documents /PBS/CSD_LIS_ITEM_LIKP

◆ Billing documents /PBS/CSD_LIS_ITEM_VBRK

The programs select the data from the SAP database and the ViewPoint archive and export them either directly onto the screen or into a sequential file in the Unix/Windows NT environment. You can define the fields to be exported via the ABAP list viewer (SAP-ALV). The created file can be processed by a PC analysis program after the transfer into the PC environment. The usual SAP standard AIS (Audit Information System) format was selected as the data format.

The extract programs can be started either directly from transaction SE38 by entering the program name, or selected from the ViewPoint Database Export Interface menu from the subfolder Special extract reporting > Sales and distribution, a shown in Figure 2-43.

Figure 2-43 Menu tree for data export

Extraction reports The interface of the extraction report interface is divided into three areas. The first area is used to limit the data to be exported. The list format is determined in the second area, and the target for the export is defined in the third area.

Selection area — First, by using the button in the first column, you have to decide which index should access the data. The index fields document number, customer number, or material number can be selected. In any case a selection has to be made for the index selected.


DEI Generation

Further delimitations are optional. All orders of sold-to party 4711 from the month August 2005 are exported, as shown in Figure 2-44.

Figure 2-44 Data selection to export order documents

List format — A list layout contains all fields that are to be displayed from the selected data volume. The list can be defined via SAP ALV (ABAP List Viewer) within an export program and can be stored under a name that you define. Several list variants are possible per export program in order to meet different requirements. List variants, which can be used, extended, or serve as a template for other variants as required, are already supplied with the ViewPoint standard. Your SAP documentation has more information about the SAP-ALV functions.

In the area 'Layout List' the user can select one of three different basic layout options shown in Figure 2-45.

Figure 2-45 Definition of the list layout

◆ The first option 'Document output' generates a list that displays header and item lines separately. This list is only suitable for display purposes and cannot be exported to a file.

◆ Using the second option, line item lists can be generated that can display header and items in a uniform record layout (that means table fields from VBAK and VBAP for orders, from LIKP and

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DEI Generation

LIPS for delivery notes, and from VBRK and VBRP for billing documents). These lists can either be displayed on the screen or exported.

◆ The third option provides general layout options as fields from many tables can be selected in this list type. To combine the tables the button 'Define variant' should be selected.

To change the field combinations of the lists and to store them as list variant, first execute the report online with the option 'Display/Print'. When doing this, the data volume to be selected should be kept small. You can then define the scope of the list via the function keys Settings ' Layout ' Change. The list variant can be stored via Settings ' Layout ' Save. If the list is defined in a test system and should then be transferred into the productive system, transfer the layout in a transport request via Settings' Layout ' Layout management ' Layout' Transport.

In general, the width of a list - meaning the number of columns - is limited. This means that you cannot select all fields at the same time in one list definition. Therefore, a field selection has to be made.

Free design of the list layout — To get to the interface for the free design of the list layout select the pushbutton 'Define variant'. There is a tree structure on the left, shown in Figure 2-46, containing all tables that can be selected for the object specified (sales order, delivery note, etc.).

Figure 2-46 Hierarchical structure to select the tables to be exported


DEI Generation

The required tables can be selected using Export in the menu bar. The selected tables are then displayed in the right hand side of the screen in the area 'Tables for extraction', shown in Figure 2-47.

Figure 2-47 List of the selected tables

Table combinations from the same level are not possible, meaning that the tables have to be in a parent-child-relationship in the tree structure. This is necessary so that all fields can be combined in a single line. Tables can be removed from the target list using the second button ('Delete line').

After having defined the tables, the fields can be selected using the third button ('Display variants') in this menu bar.

Output options — In general, you can decide in the selection screen whether the selected dataset should be displayed in the form of an ALV list or transferred into the specified export directory. If there is a large selection volume, processing should be performed as a background job. When a data export is executed, it is first checked whether the specified:

◆ Directory exists

◆ Directory can be written to

◆ File name already exists. If this is the case, the end user can decide whether the existing file should be overwritten or whether another file name should be given.

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At the end of each export transaction an export statistic is exported, as shown in Figure 2-48.

Figure 2-48 Determination of the data export target

Miscellaneous

Customizing changes Customizing changes for evaluation purposes can be exported outside of the SAP System in transaction PBS/SCU3 or the ViewPoint Database Export Interface menu. For this purpose, the changes in Customizing must also be logged in the SAP System. Please see the SAP standard documentation for details. The tables critical from the customer's perspective whose changes are to be exported for documentation purposes can be stored in transaction /PBS/SCU3, via the menu item Administration > Maintain Customizing tables Z3 access, as shown in Figure 2-49 and Figure 2-50 on page 2-43.

Figure 2-49 Maintenance of customizing tables for data extract


DEI Generation

Figure 2-50 Selections for customizing extract

Other extracts 2-43

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DEI Generation

Solutions to special problems

Open items at key date

Apart from the classical document data export it is also possible to extract open/cleared item data for customers, vendors and G/L accounts at a particular key date. You can call up the program from the ViewPoint Database Export Interface Menu ' Generation ' Other Extracts ' Accounting ' Financial Accounting ' Open/Cleared Items.

Reconciliation of index data with transaction figures including data export

If you want to reconcile index data (Tables BSID, BSIK, BSIS) for customers, vendors and G/L accounts before the data export, you can also use the above mentioned reports. In these reports, it is important to enter the fiscal year and to activate the checkbox 'Reconciliation indices/transaction figures' as well as to enter the posting period.

A reconciliation is made between index data and transaction figures based on the company code currencies for the desired period.

Extended field selection

Export of G/L Account Line Items (Transaction /PBS/CFI_FR29)

The extract of G/L account line items can be specifically supplemented by individual fields. The extended G/L account index can be used for items from the ViewPoint archive in order to make these fields available. For documents from the database the respective fields must be selected subsequently.

The following fields can be extracted additionally:

* Document header fields

CPUDT LIKE BKPF-CPUDT — Entry date

BKTXT LIKE BKPF-BKTXT — Document header text

DOKID LIKE BKPF-DOKID — Document name

ARCID LIKE BKPF-ARCID — Extract ID

USNAM LIKE BKPF-USNAM — User

* Item fields

KOART LIKE BSEG-KOART — Account type

XAUTO LIKE BSEG-XAUTO — Item automatically

XKRES LIKE BSEG-XKRES — Line item display


DEI Generation

XHRES LIKE BSEG-XHRES — General ledger account resident

UMSKS LIKE BSEG-UMSKS — Target sales type

UMSKZ LIKE BSEG-UMSKZ — Sales indicator

PERNR LIKE BSEG-PERNR — Personnel number

ABPER LIKE BSEG-ABPER — Payroll period

MATNR LIKE BSEG-MATNR — Material number

EBELN LIKE BSEG-EBELN — Purchase order number

EBELP LIKE BSEG-EBELP — Purchase order item

The checkbox 'Extended field selection' must be activated in the selection screen of the program, so that the additional fields can be selected. Existing field selection variants can be supplemented by the fields listed above.

Export of data of the advance return for tax on sales/purchases (SAP Enterprise release)

You can export tax data from the SAP System in the same way as the advance return for tax on sales/purchases using the program /PBS/CFI_LIS_ITEM (transaction /PBS/CFI_FR49 ' button 'Execute' in the line 'Accounting documents'). The following requirements are necessary:

The system variant CUS&PBS_TAX must be used as the basis for your own selection variants. This variant contains the basic settings for exporting tax data. The variant can be supplemented by further selections and can be stored under a customer-specific variant name.

The following selections must always be active:

◆ Dynamic selections 'LC tax basis <> 0 (document segment tax data)

◆ Determination of the offsetting account desired

/PBS/TAX is recommended as a basis list variant. Table 2-3 contains the fields for the data export.

Table 2-3 /PBS/TAX basis list variant

Number Value Number Value

1 Company code 15 Transaction key

2 Document number 16 Local currency

3 Fiscal year 17 LC tax basis

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DEI Generation

If you want to supplement the list with additional fields, we recommend that you select a small number of documents in order to adapt the list variant. If possible, the name of the list variant should be within the customer namespace. To maintain the variant, select the output option Display/Print before executing the program.

If the data is actually to be exported, activate the checkbox 'Export to file' and enter a file directory as well as a file name. Once you have saved the selection variant, you can start the program in the background.

If the data is to be exported via the export monitor activate the checkbox 'Transaction-based' and enter the selection variant you created previously. You can decide which dependent data is to be exported.

Restricting the scope of selection

If you want to select accounting documents only for certain conditions (such as cost center, order, plant, business area etc.) you can restrict selection in the selection screen via 'Dynamic selections'. However, in order to select the complete document, activate the checkbox 'Keep document context with selections at item level' in the selection screen. If you do not require this and only want to select the

4 Item 18 LC tax amount

5 Posting period 19 Non-deductible tax in LC

6 Posting date 20 Deductible tax in LC

7 Reference document number 21 Net amount

8 Account 22 Gross amount

9 Short text for account 23 Offsetting account type

10 Posting key 24 Offsetting account entry

11 Debit/credit indicator 25 Offsetting account description

12 Tax indicator 26 G/L account of the offsetting account

13 Tax percentage 27 Description of the G/L offsetting account

14 Description of tax rate 28

Table 2-3 /PBS/TAX basis list variant (continued)

Number Value Number Value


DEI Generation

items that match the selection criteria, activate the checkbox 'Only select items which correspond to the selection criteria'.

If the selection is mainly restricted to item level, data access to the database documents can be accelerated. To do this, activate the checkbox 'Item-oriented document selection'. This will mean that the document items that meet the selection criteria will be read first. The document header is then read afterwards. The document context can be retained by activating the checkbox 'Keep document context with selections at item level'.

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3Invisible Body Tag


◆ DEI Display.........................................................................................3-2◆ Storage .................................................................................................3-6◆ Customizing......................................................................................3-14◆ PC-based data analysis....................................................................3-20◆ Tips and tricks ..................................................................................3-30

Using ViewPoint for SAPDEI

Using ViewPoint for SAP DEI 3-1

3-2

Using ViewPoint for SAP DEI

DEI DisplayIn principle, the generated ViewPoint Database Export Interface data extracts can be further processed using a normal PC analysis program. However, it is conceivable that a generated data extract might need to be evaluated again in the SAP System, for example, in order to verify the extracted data before transfer to an external party or as an information source after a data archiving. ViewPoint provides a Data Export Viewer with the ViewPoint Database Export Interface which regenerates an executable program to display data from the individual AIS files that were created by the ViewPoint Database Export Interface in the SAP System.

Export viewer The ViewPoint Data Export Viewer offers the option of making data extracts for a tax audit created using the Database Export Interface available again in the SAP System for evaluation purposes, as shown in Figure 3-1.

Figure 3-1 Data export viewer

This can be useful if you would like to verify the data before handing it over to the tax auditor. In order to evaluate the data, it must be available in SAP AIS format (Audit Information System).

A separate evaluation program is generated in the SAP System for all data that is to be imported via the Data Export Viewer, SAP System due to the file and structure information of the data. As all information for the generation is only taken from the AIS file, the



current Customizing settings of the SAP System on which it is based are not relevant. This means that data from a third system can also be processed using the tool if the data is available in SAP AIS format.

You can call up the functions of the Data Export Viewer via the ViewPoint Database Export Interface Menu ' Display ' Export Viewer.

Administrators should use the menu item 'Administration' (transaction /PBS/CFI_Y90). Here, you can select, parameterize and generate the data for analysis in the SAP System, as well as assign it to individual user groups. Use the menu item 'Reporting' (transaction /PBS/CFI_ALV). This contains all the programs for which a respective authorization exists.

Export viewer administration

The administrator functions include:

Selecting check-in path — The Check-In path contains those AIS files which are to be used for evaluation purposes in the SAP System. The contents of the Check-In path must be accessible from the SAP System. If you know the path you can enter it directly. If not, you can use the function 'Find'.

Displaying and selecting file structures — The AIS files of the Check-In path are offered for selection here. The field structures of the individual datasets can be selected for display using the function button in the column 'Structure'. The files can be selected individually or globally for further processing via the function key 'Select files'. A comment can be entered for each file in the column 'Comment'. This is displayed in the selection screen when the evaluation program is generated. The files are marked for generation of the evaluation programs using the function key 'Transfer settings'.

Integrating authorization check — You might wish to perform authorization checks on the data to be imported. In order to take these checks into account when the evaluation programs are generated, you can select one authorization object per field under this menu item. The selected authorization objects are used once for the pending program generation via the function 'Transfer setting'. If you choose the function 'Transfer setting and save for reuse' the link between the field and the authorization objects is retained and is proposed automatically when evaluation views are created in the future.

Generating and storing — Executable programs for the selected extracts are stored in the SAP database via this function.

DEI Display 3-3

3-4


Administration — Generated view programs can be assigned specifically to individual user groups, as shown in Figure 3-2. This means, for example, that data containing sensitive information can only be accessed by certain people. In addition, it is possible to delete the generated programs again.

Figure 3-2 Assigning generated extract programs to user groups



Testing functions — All created view programs are available to the administrator for test purposes, as shown in Figure 3-3. The program can be started via the function 'Execute data view'.

Figure 3-3 Evaluation program from an AIS file

In the selection screen, selections are generated from the fields contained in the extract which can be used to restrict the scope of selection.

Evaluation The user departments can call and start the generated Data Export Viewer reports in transaction /PBS/CFI_ALV or via menu item 'Reporting' in the ViewPoint Database Export Interface menu. Users can only see and execute those programs for which they have authorization via the specified user group, as well as those programs that are not assigned to a particular user group and are generally available.

DEI Display 3-5

3-6


Storage

Data extract administration (SAP Enterprise release)

Due to the connection of the ViewPoint Database Export Interface to an external document management system (DMS) via the SAP ArchiveLink interface the ViewPoint extract runs can be managed perfectly. All relevant data extract administration data (spool output, selection data, list output) is permanently available for auditing purposes later on. For this the generated extract stocks can be stored outside the database on inexpensive, auditing acceptable media, where, for example, it is available for future auditing purposes. The extract administration is extended by an easy but comfortable data access. ViewPoint provides a Data Browser which can display the extracted data again in the SAP system either from the local file system or directly from the content server of the storage system.

Function overview Each extract program has a 'storage node' as a selection option. It is possible to exactly assign the extract to a hierarchical storage node to ensure permanent availability, as shown in Figure 3-4. The administration itself enables the access to the data via the ViewPoint Data Viewer and to all administration information such as report selections and spool output. Apart from that, the generated data extracts can be stored on an optical or magnetic storage system for future auditing purposes.

Figure 3-4 Administration of data extracts



Administration and management functions for the data extracts, shown in Figure 3-5, are integrated in the ViewPoint menu, but can also be called directly via the transactions /PBS/UTIL_Z3_ADMI (administration of extract files) or /PBS/UTIL_Z3_NODE (Maintain storage node).

Figure 3-5 Administration of data extracts

Maintain storage nodes

A hierarchical structure can be defined using the function 'Maintain storage node' which makes it easier to find the generated extracts later on. For this, the maintenance transaction /PBS/UTIL_Z3_NODE is provided, as shown in Figure 3-6.

Figure 3-6 Overview maintenance storage node

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Maintenance area — New storage nodes can be created or changed in the maintenance area. Up to four hierarchy levels can be created, as shown in Figure 3-7. When doing this, the first level is restricted to the selection of the ViewPoint module name. Due to this, only the storage nodes that are assigned to the extract program are provided in the extract programs. Extract nodes that are comprehensively valid can be created with the module name '*'. These nodes are provided as the storage destination in all extract programs.

Figure 3-7 Maintenance area

Levels 2 to 4 can be assigned as you wish. The level name is based on an SAP domain which can be selected using the F4 input help. A value can be assigned to the level in the field "Charact. value".

Note: It is not checked whether the entered value actually exists.

You can pre-configure the storage destination via a content repository ID or path entry. When a node is selected in the corresponding extract program, the path that was entered is used for storing the extract data. A content repository ID enables the extract stocks to be stored later in an inexpensive magnetic or optical storage system. Link to a content repository.



A two step procedure is necessary in order to save a created node. First press the pushbutton 'Create/Change' to transfer the node into the table area where it is displayed in the preview for you to check. The new or changed node only becomes active when you press the icon 'Save' in the menu header.

The values in the maintenance area can be reset using the button 'Initialize'. The current node is removed from the table area or preview using the deletion symbol. However, this change will only become active if you confirm it by pressing the button 'Save' in the menu header.

The checkbox 'Active' is located in the right bottom of the maintenance area. The storage node is provided for the extract programs if the button is active to enable more extract stocks to be added. If the button is inactive, an extract can no longer be added. The storage node is then frozen. This makes particular sense if the extracts are stored per business year and the stock should be fixed after completion of all extracts.

In addition, description of the storage node can be entered in the field "Name". The arrow keys on the bottom right of the maintenance area enable easy navigation through the existing storage nodes.

Table display — All available storage nodes are listed in a table, as shown in Figure 3-8. To simplify a query, one column can be sorted as required using the icons 'Sort ascending' or 'Sort descending'. By double-clicking on a line the storage node is transferred to the maintenance area and the account item is displayed in the preview window when selected.

Figure 3-8 Table display

Preview tree structure — The tree structure layout is displayed in the preview, as shown in Figure 3-9. By double-clicking on a node this

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structure is selected in the table area and can be edited in the maintenance area.

Figure 3-9 Preview tree structure

Transport of the tree structure — The hierarchical structure for managing the extract files can be defined in the development system and transferred to the productive systems, as shown in Figure 3-10. To do this, a transport request has to be created via the transport organizer.

Figure 3-10 Transport of the tree structure



Connection to a content repository

Correct configuration of the content repository ID is a prerequisite for the storage of extract stocks in an optical/magnetic storage system.

For this the following customizing settings should be executed.

1. Create a content repository for the docu area 'ArchiveLink'. Your SAP system documentation has further details. Figure 3-11 shows an example system configuration.

Figure 3-11 Transaction OAC0, maintenance content repository

2. Create the global document type ZPBS_EXTR using transaction OAC2, as shown in Figure 3-12. The example template could be used for choosing a name.

Figure 3-12 Maintenance of the document type via transaction OAC2

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3. Finally the connection of the content repository ID has to be made with the ViewPoint object type (included in the ViewPoint archive add on delivery) and the created document type, as shown in Figure 3-13.

Figure 3-13 Maintenance of the content repository connection via transaction OAC3

Please ensure that the customizing activities are performed in the sequence described and that they are transferred via a transport request into the target system.

Administration of extract files

To manage extracts centrally, logging must be activated in the respective extract program by selecting the button 'Administration requested' and a storage node, as shown in Figure 3-14. In this respect you should note that the storage node can only be populated if the output option 'Export to file' was activated and the program is executed in the background.

Figure 3-14 Export to file



After completion of the extract all relevant information for the generated extract run is available in the extract administration (transaction /PBS/UTIL_Z3_ADMI), as shown in Figure 3-15.

Figure 3-15 Extract administration

Display of administration data — Apart from the actual extract stock the administration data consisting of path name, file size(s), storage status, spool output, selections and fields of the selected list variant are available for each extract. You can branch to the administration data by double-clicking on an extract.

Storage in a storage system — If the selected storage node is linked to an optical or magnetic storage system via a content repository ID, the data extracts can be stored for future auditing purposes in this system by pressing the button 'Export to archive'. If this has been done, the extract stocks must first be retrieved first in the exchange directory via 'Import from archive' before transferring the data to a PC system. During the transfer to/from the selected archive system, the progress of the storage/retrieval procedure can be checked using the button 'Refresh'.

Extract browser — Extracted data can be analyzed and verified using the ViewPoint extract administration. For this, the relevant management record of the requested extract should be selected and the browser should be started via the button 'Extract Browser'. An executable program is generated from the extract file in the SAP system to evaluate the data in a comfortable way.

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Customizing

Displaying export structures

The existing list variants and the associated fields can be displayed for each extract program in an overview list. This functionality can be called up via the ViewPoint Database Export Interface menu under Customizing.

Document infopool administration

The export monitor for transaction data uses a document infopool in order to have optimal access to partial pre/post business processes. Document infopools that are not deleted immediately after completing the extract run, due to the settings in the run, can be renamed by this administration transaction or even completely deleted.

Generating XML file for data access

Using the ViewPoint Database Export Interface you can export any SAP tables in AIS format (Audit Information System) and process them using normal PC analysis programs, for example IDEA. To facilitate further processing, the description of the exported data can be carried out in an independent XML format. For this purpose, IDEA has an interface called SmartX.

Introduction — The "Principles of Data Access and Verifiability of Digital Documents" (GDPdU) of 16 July 2001 (BStBl I S. 415) define that in a tax audit, all structure information required for data evaluation is provided in automatically analyzed form by the company to be audited, in addition to the stored tax-relevant documents and records , if requested by the tax authority. In principle, this is guaranteed for SAP data by extracting the data in SAP AIS format via the Database Export Interface without using a general description standard. The structure description is integrated in the respective dataset.

In a tax audit, the financial authority uses the PC analysis program 'IDEA for GDPdU' from the company Audicon, Düsseldorf. In collaboration with manufacturers of remuneration accounting, financial accounting and archiving systems as well as the German Sales department of the federal audit software "IDEA" the financial authority has developed a uniform technical preparation aid for the format and content description of tax-relevant data.

As this interface ensures trouble free data transfer in the case of requested data carrier handover, its use, on a voluntary basis, by



software producers and companies who are required to keep accounts is recommended.

The "description standard for the data carrier handover" defines the data import interface for the automatic transfer of tax-relevant data including the links required for automatic evaluation.

XML-based description standard — In order to process the various different data structures, the company to be audited provides the tax-relevant data in a largely "de-normalized" form. In addition, the company provides a description of data, data formats and links in XML format, which can be evaluated automatically. The file format for the tax-relevant data has been defined in normal standard formats. Both the tax-relevant data and the description data are provided on one or more data carriers.

XML is the "eXtensible Markup Language". XML only specifies as mandatory one generic record of language elements so that a separate language has to be defined, depending on the case in question. This new language can be stored by structure information and element definitions in a DTD (Document Type Definition) in a machine-readable form. An XML parser can then check whether an XML document corresponds to the defined language (validation). A distinction is thus made between language description in the DTD and the contents in the XML instance.

Description data for the data carrier handover is thus not stored in the DTD itself but in the XML file INDEX_PBS.XML. The DTD describes the structure of the INDEX_PBS.XML file.

General assumptions or preconditions for DTD — In the DTD, the tax-relevant data must be organized in files. It is assumed that one file is needed per table so that the organization according to file and table physically occurs at the same time. The description data for the data carrier handover is stored in one file INDEX_PBS.XML. The DTD must be in the same directory on the data carrier as the INDEX_PBS.XML file. The description standard "gdpdu-01-08-2002" from the company Audicon is the basis for the XML files created by ViewPoint.

The current technical description can be requested free of charge from the company Audicon (www.audicon.net). It contains the technical organization of the description standard and details of the DTD (Document Type Definition).

Generating the description data for AIS data of the DEI — The tax-relevant data is exported via the Database Export Interface and

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stored in the file system, as shown in Figure 3-16. The data description for all tables in the export directory of the file system can then be stored in an XML file via the ViewPoint XML generator. The data is transferred to a utilizable data carrier together with the tax-relevant data and the DTD file. The data can then be easily imported via the SmartX interface of the PC analysis program IDEA.

Figure 3-16 Graphical display of XML generator

XML generator — A descriptive XML file can be created for the dataset after all tax-relevant data has been stored in AIS format in an export directory.

You can call up the generation via the ViewPoint Database Export Interface menu via Customizing ' Generation XML file for data access, as shown in Figure 3-17, or directly via the transaction /PBS/CFI_XML.

Figure 3-17 Menu item XML generator



The selection screen shown in Figure 3-18 is then displayed.

Figure 3-18 Selection screen XML generator

In the area "Description income tax payers" enter the company and address that identifies the data.

In the area "Storage administration - tax-relevant data" enter the path in which the tax-relevant data is contained. The XML file can be stored in the file system or on the local PC via a PC download.

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For testing purposes, the generated XML file, shown in Figure 3-19, is only displayed in the screen if the checkbox "Text XML generation" is activated. Deactivate the checkbox if the XML file actually needs to be created.

Figure 3-19 XML file for example table



Certain conditions should be observed for successful further processing of the data including the XML description:

◆ The files have been exported using the Database Export Interface in AIS format.

◆ If the data is not to be imported via the SmartX interface of the IDEA tool and an XML description file, the following items can be ignored. The data can be imported file by file via the import assistant of the IDEA tool. Mark "SAP/AIS" compatible as file format.

◆ In order to further process the tax-relevant data via an XML description file, this file must be created via the XML generator mentioned above. Please ensure that subdirectories are not created in the directory of the tax-relevant data, as this might have unpredictable consequences. Apart from the subdirectories, no other files may exist that are not in AIS format.

◆ The description can then be generated via the program /PBS/CFI_LIS_GENERATE_XML. If possible, this can be stored in the directory of the tax-relevant data or later on PC if the XML file is downloaded to PC.

◆ The data, including the XML file, can now be transferred from the operating level of the SAP system to PC level. For the purposes of further processing in the IDEA tool, the AIS files must have the suffix '.csv'. This is not supported automatically in the current version of the Database Export Interface. The file thus has to be renamed at PC level. Many PC file administration programs (freeware programs) contain a function which enables this conversion for all files. Please ensure that the suffix is written in lower case.

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PC-based data analysis

Requirements The data that has been exported using the ViewPoint Database Export Interface in AIS format can be processed conveniently in a normal spreadsheet such as Microsoft Excel or in a special audit software such as Audicon IDEA. The following chapters will provide some tips for successful further processing of data.

Excel Due to the fact that the file format AIS contains usable columns and line separators in addition to a detailed column header description, the data can be imported easily via the text conversion assistant into Excel. Please ensure that the selection parameter shown marked in Figure 3-20 is set via the button 'Further text import settings', so that the Excel amount fields are correctly prepared.

Figure 3-20 Processing AIS file with Excel

Audit software IDEA ACL and the tool IDEA from Caseware have established themselves on the market for further processing of data extracts independently of the generating ERP system. Both solutions have the advantage that a special import interface exists for SAP data in AIS format. The audit software IDEA, which is distributed in Germany by the company Audicon and is used by German tax authorities within a tax external audit will be described in the following chapters. For more detailed information about this product please see Audicon's homepage under www.audicon.net.



Importing extractdata via IDEA import

assistant

After starting the IDEA application the data can be imported to IDEA via File ' Import assistant and the selection in Figure 3-21.

Figure 3-21 Defining the file format

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In the PC analysis program, there are various methods of checking the consistency of the extracted data, as shown in Figure 3-22.

Figure 3-22 Item transfer in IDEA

IDEA SmartX interface The SmartX interface is a convenient method of qualifying the pending extract files for an analysis of their contents. To use this function, you must create the description standard in XML format.

Data import via the SmartX interfaceIn addition to the tax-relevant data (file suffix '.csv') the files 'index_pbs' (XML description data and the file 'gdpdu-01-08-2002.dtd' (Document Type Definition) must be stored on the data carrier. ViewPoint provides the file 'gdpdu-01-08-2002.dtd' on the installation CD in the directory 'DOCU'. The data carrier thus created can then be imported easily into the PC analysis program IDEA.

For further processing via XML description please check first if the installed IDEA version contains the import interface SmartX. For this



purpose, start the IDEA tool. The option SmartX should be displayed under the menu item 'Extras', as shown in Figure 3-23.

Figure 3-23 Menu item Extras


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The data can then be transferred using the menu item shown in Figure 3-24.

Figure 3-24 Menu item SmartX



Error analysis for data import to IDEAProblem 1 — The data is loaded in IDEA via the SmartX assistant. After selecting the tables the import stalls as shown in Figure 3-25.

Figure 3-25 Data loaded in IDEA via SmartX assistant

Solution — Note the file specified under 'Details'. Terminate the import. Repeat the data import, exclude the faulty table in the selection screen. If the problem occurs again for further import files, these must also be excluded. After the import is complete in the SmartX assistant you can attempt to load the faulty files via the IDEA import assistant. Remove the file suffix '.csv' from the files that still need to be loaded in order for this to function properly.


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Problem 2 — Files are imported via the IDEA import assistant. The error message shown in Figure 3-26 is displayed.

Figure 3-26 Files imported via IDEA import assistant

Analysis — The file to be imported contains fields that only contain one quotation mark (") or that begin with a quotation mark.

Solution — Find the quotation marks using a normal PC editor and replace them with a space.

If errors still occur during the import, it might be that the data still contains other invalid characters. You can attempt to analyze the problem using the SAP System. You first need to make the faulty file available in the file system of the SAP System. You can then use the program /PBS/CFI_LIS_AIS_CHECK to search the faulty file for invalid characters. All files found are displayed in an overview. You can start the analysis by double-clicking on the file name.

IDEA add on TaxAudit AIS TaxAudit from the company Audicon has been developed to supplement the audit software IDEA and enables the simulation of selected digital audit activities within the (German) GDPdU.

Note: Important—The Add on TaxAudit is currently not used in an external audit - only the analysis tool IDEA is used. Support of the function described below is therefore not essential. However, if a license for TaxAudit exists in your company, the data can be processed without any problems using the ViewPoint Database Export Interface.

AIS TaxAudit analyses data for audit by fiscal authorities, tax field audit for employment tax and the special audit for VAT. The software enables a complete audit for the relevant audit fields under an



ergonomically constructed and easy to handle user interface, as shown in Figure 3-27.

Figure 3-27 AIS TaxAudit - selecting audit activity

You choose the audit activities and import the necessary tax-relevant data into the description standard recommended by the German Federal Office for Finance laid down in the German GDPdU. The extract fields of the ERP system can now be linked with the fields required for auditing purposes by 'Mapping'. The audit for this audit


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case can then be carried out. An audit report for further evaluation is then displayed, as shown in Figure 3-28.

Figure 3-28 Link between audit case and data extract

You can find and solve errors in advance by simulating the pending audit in AIS TaxAudit. You are thus ideally prepared for the digital tax audit.

Manufacturer-specificinterface in IDEA add

on TaxAudit

The tool supports the auditor when technically merging auditing steps with the required tables and data and is thus a supplementary solution for the auditor tool IDEA. AIS TaxAudit supplies various automated audit macros that cover nearly all areas of various tax audits. ViewPoint supports the manufacturer-specific interface of AIS TaxAudit. Audit macros can thus be linked automatically with the data provided.

The predefined audit cases from the areas Asset Management and Financial Accounting (status July 1, 2004) are supported. The data



listed in Table 3-1 from the SAP System can be made available using DEI in order to use the SAP System manufacturer-specific interface.

The export programs can be started via the export monitor or by calling the program directly. It is essential that only the field variant predefined by ViewPoint for the data export is used to support the interface. The variant must not be changed in the customer system. If the extracts are stored in the file system, the data must be supplemented by the XML description.

In the TaxAudit tool the data and the audit case are automatically linked by a plugin provided by Audicon. For further information about the manufacturer-specific interface please see the TaxAudit documentation.

Table 3-1 ViewPoint for SAP DEI

Data type Area Export program Display layout

Master data Asset Management /PBS/CFI_LIS_ASSET /PBS/AIS_ANM

Transaction data Asset Management /PBS/CFI_LIS_ITEM_ASSET /PBS/AIS_AND

Transaction data Financial Accounting /PBS/CFI_LIS_ITEM /PBS/AIS_FIB


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Tips and tricks

Size of the export file

The size of an export file depends on the number of items to be selected and the width of the selection list. You will see this information when you display or change a layout.

In principle, the disk space can be determined as follows:

(number of items X line width of the layout) + 2000 bytes header record SAP-AIS

The file size of the program is limited to 600 MB to enable the data to be transferred to a CD. If the data volume to be selected is greater, subsequent files are created with name extensions Vxxxx (xxxx = sequential number). The file size can be selected individually. The interval ranges from 1 MB to 2048 MB. The file size is maintained using transaction /PBS/CFI_Y20 or the menu item ' Database Export Interface ' Customizing ' Maximum file size Z3 access. If a value is not specified, it is assumed that the file size is 600 MB.

Authorization concept

The user must basically have the authorization to execute reports. If access is via the ViewPoint menu, additional authorizations for the transactions beginning with /PBS/CFI, /PBS/DEI and /PBS/UTIL are required. Additional authorizations for accounts, company code, business areas etc. need not be defined, as in this case the standard authorizations from the corresponding database are checked. Authorization for the SAP standard transaction SE16 (Display table contents) is still required for the general table export described below.

Transferring files into the PC environment

Once the generation of the extract is completed, the files from the Unix/Windows NT server must be transferred to the PC environment in binary mode (ftp > bin). The ViewPoint Database Export Interface can also be used for AS400 systems. Transfer must therefore be performed as listed in Table 3-2.

Table 3-2 ViewPoint for SAP DEI file transfer

From To Mode

Unix/Windows NT PC BINARY MODE

AS400 PC ASCII conversion



Defining lists withexcessive width

List variants for the dialog display are limited to 950 characters in width. However, wider lists can be used with the Database Export Interface, but can only be used for data export. To maintain lists with excessive width the list variant of the respective export program must be processed via the export monitor selection screen by clicking on the button 'Maintenance'.

Compressinggenerated data

In practice, compression of data in a normal PC format such as WinZIP is accepted by the tax authorities for reasons of space. Data does not need to be compressed on PC first but can also be compressed using normally available programs in a Unix/Windows NT/Linux environment.

Password protectionfor the generated

data carrier

If the data extracts are stored in a compressed format, the compression program usually also provides the option of creating a password for the compressed file.

Defining ALV layouts Several database tables are sometimes used in one export structure in the export programs. It might occur that fields are displayed several times when defining the list layout, as they are included in each database structure. To distinguish these fields, the technical field names are supplemented by a field extension indicator (see table overview of export programs). Use the right mouse button and the function key 'Technical field names' to switch to the internal name between field name and technical field name.

Single-line lists forexport on PC

List of several lines can be created in the layout definition. If one list variant is to be used for the data export, only single-line lists are permissible.

Default value file path You can define a default value in the user master for the file path via the parameter ID '/PBS/CFI_LIS_PATH'.

Termination of dataexport with the

message 'Layout wasnot found'

The specified layout in which the fields to be extracted have been defined does not exist or was not saved when the layout was created.

Termination of PCanalysis program

during import of theSAP data with the

message 'SAP/AIS fileis invalid'

During the transfer of the export files from the Unix/Windows NT environment to the PC environment the transfer was mistakenly executed in ASCII mode instead of BINARY mode or no ASCII conversion was carried out under AS400.

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Recommended dataexport according to

company codes

The data export monitor transaction data cannot be started in parallel for technical reasons but has to be started sequentially. However, this only refers to the creation of the document info pool. If the data export is to be executed for several company codes, for example, you should first create the document info pool for each company code and export the accounting data.

Please ensure that the document info pool is retained. The checkbox 'Deletion of doc. infopool after export?' must be deactivated. In addition, the financial accounting data for each company code should be exported to a separate file directory. In order to be able to recognize the assignment to a particular company code from the file name, a prefix should be used.

Once the export transactions for the accounting part have been completed, the dependent documents can be exported in parallel.

For this purpose, activate the checkbox 'Export only dependent documents via document info pool' and enter the corresponding 'Run no. document info pool'. Ensure that the export of the dependent data is made to the directory in which the corresponding accounting data is located. We recommend manually adding a prefix to the file name of the export file in order to assign the generated file to the requested company code.

Termination duringdialog processing

with message‚MOVE_TO_LIT_NOTALL

OWED_NODATA'

A field variant is used that either has more than 1020 bytes or more than 90 columns. Such variants are only permissible for data export and cannot be used in dialog.

Deferred export ofaccounting

documents anddependent document

data

You do not have to export all the tax-relevant data at the same time, due to the fact that the export monitor for transaction data uses a document info pool. Only the financial accounting documents are exported after the period and the general selections have been parameterized in the export monitor. Please ensure that the buttons for selecting the dependent documents are all inactive. In addition, the checkbox 'Deletion of doc. infopool after export?' must be deactivated. A meaningful description of the extract run to be executed should also be entered in the field 'Description' and is used to identify the document info pool later on. After the extract run of the accounting documents the dataset can be extended by any partial area from dependent documents within an audit activity. For this purpose, first deactivate all selection buttons of the dependent documents that are not to be exported. Then define the information



source to be used for extracting dependent documents via the selection only dependent documents and run number document infopool, as shown in Figure 3-29.

Figure 3-29 Extracting dependent documents

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4Invisible Body Tag


◆ Customized data ................................................................................4-2◆ Transaction data .................................................................................4-3◆ Sales data.............................................................................................4-4◆ Master data .........................................................................................4-5◆ Master data — other ..........................................................................4-6◆ Customizing data...............................................................................4-7◆ Master data changes ..........................................................................4-8

DEI Access

DEI Access 4-1

4-2

DEI Access

Customized data

Figure 4-1 Z3—Customizing access


DEI Access

Transaction data

Figure 4-2 Z3—General transaction data access

Transaction data 4-3

4-4

DEI Access

Sales data

Figure 4-3 Z3—Sales transaction data access


DEI Access

Master data

Figure 4-4 Z3—Master data access

Master data 4-5

4-6

DEI Access

Master data — other

Figure 4-5 Z3—Master data other access


DEI Access

Customizing data

Figure 4-6 Z3—Customizing data access

Customizing data 4-7

4-8

DEI Access

Master data changes

Figure 4-7 Z3—Master record changes access
