how to guide for transferring data in sap

Data Transfer Made Easy 31

Chapter 3: How To

Contents

Using Elementary GUI Elements in R/3 ................................................................32Manually or Automatically Transferring Data ......................................................33Starting an SAP Program .....................................................................................311Identifying Business Object Fields .....................................................................313Providing the Flat File Structure in C, COBOL, PL/1, or RPG ..........................318Using Excel to Create an ASCII File ....................................................................321Creating the Flat File with ABAP .........................................................................322Starting a Batch Input Session............................................................................323Transferring Data via Direct Input .......................................................................328Moving Files From a PC to an Application Server.............................................334Using Customer-Defined Flat File Structures and Transfer Programs ...........337Displaying or Editing a Flat File ..........................................................................340Maintaining Physical Filename for Logical Filenames......................................341Using the Data Transfer Workbench...................................................................345Using a CATT Recording for Initial Data Transfer .............................................358Recording a Batch Input ......................................................................................362

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Chapter 3: How ToUsing Elementary GUI Elements in R/3

Release 4.0B-4.5x32

Using Elementary GUI Elements in R/3

The following is a description of R/3s basic graphical user interface (GUI) elements.

Icons, Buttons, and FieldsIcons, buttons, and fields are onscreen objects that are selected by clicking the left mousebutton to perform certain functions or actions. See the following definitions:! A button is labeled with a function name.! An icon is a button with a pictorial representation of its function.! A field is an onscreen box in which you enter data.

1. EnterClicking thisbutton is thesame action aspressing Enter onyour keyboard.

2. CommandTransaction codesare entered intothis field. ChooseEnter after typinga command.

3. Possible entriesThis arrow is onthe right-handside of a field.Clicking this taballows you to seethe last-enteredvalues.

4. Save saves your work.

5. Back returns you to the previous screen.

6. Exit exits the current screen and returns you to the first screen within a sequence of screens (forexample, if you create a sales order or a material master record)

7. Cancel exits the current screen without saving your work.

8. Help displays the help messages at the current cursor location (like clicking F1).

9. Output Device is an example of a user input field.

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Chapter 3: How ToManually or Automatically Transferring Data

Data Transfer Made Easy33

Transaction CodesMenu paths and transaction codes are two ways to access a specific screen in the R/3 System.Following a menu path is intuitive, but entering a transaction code is usually faster. If you aregiven a menu path, the corresponding transaction code is listed as an Alternative to themenu path. See the following example:

1. Choose Tools Administration Spool SpoolAdministration.

Alternative:

To enter the transaction code in the example above, enter /nSPAD in the Command field andchoose Enter (the green check) or press Enter on your keyboard. Entering /n before thetransaction code allows you to move from one screen to another. For example, if you are inthe User Maintenance screen and wish to send a system message, enter /nSM02 (not SM02) inCommand. You will proceed to the System Message window without exiting the UserMaintenance window.

When using /n you will leave the actual transaction without a warning and unsaved datawill be lost.

Depending on your GUI customizing, error messages may also be seen in the bottom lineof your screen.

Manually or Automatically Transferring Data

The following flowchart may help you understand your data transfer options. You havethree different options to enter your data into R/3:! Automatically, with SAP standard data transfer programs.! Automatically, by creating your own batch input (BI) programs.! Manually, by entering the data via the corresponding online transactions.

To decide which option is most appropriate, we provide an evaluation matrix and a dataconversion justification form that helps you structure and track your decision.

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Release 4.0B-4.5x34

There are three waysto do initial datatransfer:

R/3 System

Flat Filefor DataTransfer SAP Data

Transfer

Online transaction

ManualEntry

Flat Filefor own

Program

Customer specificTransfer

Automatic Transfer with a Standard Data Transfer ProgramThis guide concentrates on automatic data conversion, which can be done if:! A standard program exists for the data transfer of a business object in R/3 (see appendix

A).! The data is available in electronic form.! There are a significant number of records you want to transfer.! The cost of converting the legacy data into the required flat file format is acceptable.

Manually Transferring Business ObjectsYou should manually transfer data to R/3 if:! You have no legacy system.! There is only a small number of records to enter.! Translating the legacy data into the R/3-required structure is more effort than manually

entering the data.

If you choose manual input for a large amount of data, remember that configurationchanges require the data to be manually re-entered. If you previously used an automaticmethod, and the change can be made with the data transfer program, you can re-run it.



The manual option allows you to either transfer all data before starting R/3 or to enter thedata when it is needed. For example, you can enter the data for all the open purchase orders(POs) prior to your productive start, or you can enter each open PO prior to thecorresponding goods receipt. In this example, the ramifications to consider when enteringdata are:! Materials Requirements Planning (MRP) cannot access data, which can result in an item

being purchased twice.! Receiving clerks can create POs.! An invoice can be entered before a goods receipt, which can result in a non-referenced

posting and a reference loss or the information.

To understand the advantages and disadvantages of using manual input for a specificbusiness object, please see your SAP consultant.

Using Customer-Specific Batch Input to Transfer Business ObjectsCreate a BI program to transfer data if:! No standard program exists to transfer that business object in R/3 (see appendix A).! The data is available in electronic form.! There is a significant number of records you want to transfer.! Translating your legacy data into the structure required by your customer program is

easier than manually entering the data.! You have the time, money, tools, and knowledge required to write the necessary BI

programs.

Do not directly update SAP tables with non-SAP programs!

Use the SAP standard transfer programs, the normal online transactions, or your BIprogram. If you create inconsistent data with an improper tool, your R/3 System may notwork properly.


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Conversion Evaluation MatrixScore

Number of objects 10,000 Weight see note 1 0 1 2

Number legacy inputs 1 2 or 3 4, 5, or 6 > 6 Weight 3 2 1 0

Quality of legacy data Good Fair Poor Weight 2 1 0

Amount of legacy data editing Little Average Extensive Weight 2 1 0

Number of data element translations Few Average Many Weight 2 1 0

Complexity of legacy data Simple Average Complex Extra-complex Weight 1 0 0 1

Number of SAP input screens 1 or 2 3 to 5 6 to 10 > 10 Weight 0 1 2 3

Complexity of SAP input Simple Average Complex Extra-complex Weight 1 0 0 1

Does an SAP transfer program exist? Yes No Weight 5 0

Can data be entered as needed? Yes No Weight 0 1

Total score:

Notes:

1. If the number of objects is less than 500, the legacy data is complex, the SAP input is complex, and anSAP standard data transfer program exists, an automatic conversion is the best solution. Otherwise, alegacy data report and manual data input should be used.

2. A score of 5 or less indicates that a manual conversion is the most cost-effective solution.

3. A score between 5 and 10 indicates that either a manual conversion or an automated conversion may bea cost-effective solution, but the evaluation factors should be carefully reviewed before deciding arecommended course of action.

4. A score of 10 or more indicates that an automated conversion is justified.



Conversion Justification FormData to be converted: Requested by: Date:

Number of objects: Number of files: Quality of legacy data: Good Average PoorComplexity of legacy data: Simple Average Complex Extra-complexNumber of SAP input screens: Complexity of manual input inSAP:

Simple Average Complex Extra-complex

Priority: High Medium Low

Preliminary Recommendation of Conversion Method: Manual, as needed Manual, during conversion Automatic using existing SAP data transfer program Automatic creating own data transfer program

Reason for recommendation:

Development labor estimate(days):

Test labor estimate (days): Projected cost: Book cost to:

Cost accepted by: Project management approval on: Steering committee approval on: Refer to minutes of:


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Form Label Description

Data to be converted The data is to be converted as identified inquestionnaire sessions. This should be a descriptive, nota file, name. For example, Customer Master Data.

Requested by The person or persons identifying this data as aconversion requirement

Date The date this form was completed

Number of objects This indicates the number of objects that need to beconverted. For example, if converting customer masterdata, how many customers does the company have?When developing this number, consider legacy datathat will not be converted. For example, if onlyactive customers will be converted, then only thenumber of active customers should be entered here.

Number of files Two factors need to be considered when developingthis number.

First, does the data to populate the SAP customermaster data have more than one data source? Forexample, if a customers name and address exist in onefile, but his or her tax information exists in a differentfile, then the two files must be merged duringconversion.

Second, if more than one entity is combined when SAPis installed, will there be more than one data source?For example, if the order-processing system has acustomer master file separate and distinct from theaccounts payable customer master file, will the two filesneed to be merged and reconciled as part of theconversion process?

Quality of legacy data An indication of how clean the legacy data is: Is thedata worth converting? If the data is to be converted,will it need a significant effort to scrub the data? Howmany problems will be encountered due to invaliddata?




Complexity of legacy data A number of factors need to be considered whendetermining the complexity of the legacy data.

How many are there and what is the nature of legacydata inputs (from question above)? Does the legacydata reside on different media? Will a number oftranslations be required from the legacy data to the SAPdata?

Is the data consistent for a given data item or can theformats vary? For example, are the dates storedMM/DD/YY or YYYYMMDD? Is it an eight-characteralphanumeric field with data stored in any one of anumber of formats?

Number of SAP screens If the data were to be manually input, this is thenumber of SAP screens that must be processed.

Complexity of input in SAP An indication of the complexity of manually enteringthe data: Will a number of screens be required? Is thedata readable as names and address, or is it a numberof abstract codes? Will much of the data be the samefor each object or will most of the data change fromobject to object?

Priority How critical is the data? Do other conversions dependon the conversion of this data? The priority will also beused later when developing the conversion plan.

Preliminary recommendationof conversion method

Review the attached table and decision tree to developa preliminary recommendation of the conversionmethod.

Reason for recommendation A short discussion of why you chose a conversionmethod, especially if this method is contrary to thetables and decision tree.

Development labor estimate A rough estimate of the development labor costs isassociated with the development of the conversionprograms. This will be revised as more analysis,program specifications, and designs are complete. Thisestimate will include ABAP developer effort, butshould also include some business analyst and usertime for walk-through and review tasks.


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Test labor estimate A rough estimate of the testing labor costs is associatedwith the development of conversion programs. Thisestimate will be revised as more analysis, programspecification, and designs are completed. This revisionwill include ABAP developer, business analyst, andend-user effort to test the conversions.

Projected cost The total development and testing costs associated withthis conversion

Book cost to The cost center, phases, or projects to which theconversion will be charged

Cost accepted by The person identifying this data as a conversionrequirement, as this data conversion should occur onlyafter the size, complexity, costs, and factors have beenevaluated.

Project management approvalon

The date the SAP project manager agrees that theconversion is necessary and cost-justified

Steering committee approvalon

The date the projects steering committee agrees thatthe conversion is necessary and cost-justified

Refer to minutes of An indication of supporting documents about approval

The conversion evaluation matrix and the justification form are on a file on the diskette insidethe back cover of this guidebook.

Chapter 3: How ToStarting an SAP Program


Starting an SAP Program

This section describes how to start programs in R/3. You must enter all the necessary data in the selectionscreens to run the program. In this example, we start the program to transfer the data for the materialmaster.

1. Choose System Services Reporting.

2. Enter RMDATIND (the programname) in Program.

3. Choose Execute.

After the program is started, you will see its selection screen.

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Chapter 3: How ToStarting an SAP Program


4. Enter the appropriateparameters on the programselection screen.The parameter determines howthe program works. Most oftenthe defaults are okay.

5. Choose Execute.4

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Chapter 3: How ToIdentifying Business Object Fields


Identifying Business Object Fields

Using the material master as an example, you will learn how to identify the business object fields. Thisexample does not contain the entire material master, only the steps to obtain the field information on thetransactions first screen.

1. Choose Logistics Materialsmanagement Material masterand Material Create (general) Immediately.You are now in the Initial screento create a material.

2. Choose Help to see the fielddocumentation for the screen.(To activate Help for a specificfield, place the cursor on thatfield.)

3. Read the documentation anddecide if you have to enterinformation in this field.

4. Choose Technical info.

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5. Note the field name in Field name.

6. Choose Enter.

7. Choose Enter and return to thescreen in step 3.

8. If you need to externally assignyour material numbers, enter amaterial number in Material;otherwise leave the field empty.Do not enter any other values.

9. Choose Enter.

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10. This message tellsyou that you haveto enter a materialtype. Choose OKto acknowledgethis error message.

Now you knowthat a materialtype is amandatory entryfor the materialmaster.

By repeating this procedure you will identify all mandatory fields. If you complete thisprocess for the material master's first screen you will recognize the industry type (MBRSH)and the material type (MTART) fields as mandatory entries. The material number (MATNR)is only mandatory if you use an external number assignment. To use the SAP standard datatransfer programs, provide this data in the corresponding fields of the required flat filestructure. To see which record structures are used, see the section of the Use the Data TransferWorkbench later this chapter, or refer to chapter 2 for that business object.

From release 4.5A it is possible, to record the relevant fields of the online transaction thatmust be supplied in the transfer file. The advantage of this is that you can automaticallyidentify fields in the transfer file. You can access this function from the Data TransferWorkbench central initial screen by choosing Goto Record fields. When you enter thetransaction code, the system calls the online transaction and processes it after you haveentered the field values. The fields are recorded in the background. When the recording iscomplete, the system displays these as a list that contains the fields that were entered andthe following information on each field:

- Short text of the screen field- Field value of the screen field- Field identification of the screen field- The corresponding record layout description.

You can call part of the F1 help from the list generated.

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Obtain the Fields of an SAP StructureThe required flat file structure depends on the business object you want to transfer. Theapproach you choose depends if the business object is supported in the Data TransferWorkbench (in Release 4.0, this is called the Data Transfer Workbench and no longer DataTransfer Control Center).

Business Object Supported in Data Transfer Workbench

This approach is preferable, because the information is presented in one list. For moreinformation on how to use this feature, see the Use the Data Transfer Workbench section.

Business Object Not Supported in Data Transfer Workbench

This approach is the most generic and works for any structure defined in the SAPrepository. The following is an example of how you can see all the defined fields forstructure BGR00, also used in many flat files.

1. Choose Tools ABAP Workbench.

2. ChooseDictionary.

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3. Enter BGR00 (oranother structure)in Object name.

4. Select Structures.

5. Choose Display.

On the next screen, you will see Field names (the first column) and Short text (in the right-hand-side column). Browse through the fields by clicking Page Up or Page Down.

6. Print thedefinitions bychoosing Table Print.

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Chapter 3: How ToProviding the Flat File Structure in C, COBOL, PL/1, or RPG


7. Before you print,verify yoursettings on thePrint screen.

Providing the Flat File Structure in C, COBOL, PL/1, or RPG

Flat files can be created in different programming languages. To help you write a C, COBOL, PL/1, or RPGprogram, R/3 provides a report that allows you to download and print the SAP record structure definitionin these programming languages. Once you have selected the business object you want to transfer, and youknow the structures needed by the flat file (for example, BGR00, BKOND1, BKOND2, and BKOND3, forthe pricing conditions), you are ready to begin.

1. Enter RDDSRCG0 (transactionSE38).

2. Choose Execute.

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3. Select the programminglanguage where you needstructure definitions.

4. Choose Multiple Selection to theright of Table names.

5. Enter the structures in whichyou are interested (BGR00,BKOND1, BKOND2, andBKOND3).

6. Choose Copy.

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7. Enter a filename(for example,C:\strucdef.txt).

8. Choose Execute orpress F8.

You can now usethe file to copythe definitionsinto yourconversionprogram.

The Identifier in TSRCG field prevents you from manually entering all table names. Enterone of the following:! ALL-DEBI for all data transfer records for customer master (FI-DEBI is used for only

the specific FI record structures).! ALL-KREDI for all transfer structures for the vendor master (FI-KREDI for only the

specific FI record structures).! FI-BELE for all structures involved in the transfer of posting documents.! MM-MM for the structures associated with the MM.! AM-ANLA for the assets transfer structures.! CS-BOM for the transfer structures relevant for bills of material.! FI-SAKO for the structures involved in the transfer of GL accounts.

Improved Integration of the Generator for Advanced Programming Languages. UntilRelease 4.5A to export the data structure into a different programming language(COBOL, PL/1, C, RPG) you had to specify the corresponding table names. From Release4.5A, the system automatically reads the structures of the objects so that you do not needto enter them.

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Chapter 3: How ToUsing Excel to Create an ASCII File


Using Excel to Create an ASCII File

This chapter explains how you can use Excel to save a spreadsheet in an ASCII/text format to allow, forexample, ABAP programs to convert the data into the required flat file structure.

To start, use the following Excel file that contains some material data from the legacy system:

1. Open MatMaster.xls, from thesample data disk.

2. Choose File Save As.

This step is done to save thisdata as a Text (tab-delimited)file.

3. Choose Text (tab delimited) *.txtin Save File as Type.

4. Choose OK.

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Chapter 3: How ToCreating the Flat File with ABAP


Now you have a flat file of your legacy data with the correct structure.

5. In Notepad, openthe file you justcreated.

Creating the Flat File with ABAP

Before you take advantage of the existing SAP data transfer programs, you have to providea flat file in the required flat file structure. This step was step one (Conversion) in the bigpicture. As an alternative to other programming languages, you can use ABAP to performthe conversion. This section lists some prerequisites. To show you the important elements ofthe program, some sample code is provided in appendix B.

The prerequisites are to:! Provide the data in an ASCII/text file format.! Know how each line of the ASCII file is structured.! This means knowing which fields are at which position in each line of the file. Normally

you define this structure in the R/3 dictionary or as an internal table.! Know how the required flat file for the business object must be structured.

The challenge is to convert the given legacy file into the required flat file structure. Forillustration purposes, some sample code is provided in appendix B. Because the programdepends on the legacy data structure, which varies from case to case, some critical parts ofAppendix B were written in pseudo code. Pseudo code describes the action in normal wordsand is marked with quotation marks at the beginning of the text.

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Chapter 3: How ToStarting a Batch Input Session


Starting a Batch Input Session

Batch Input (BI) is a standard procedure to transfer large amounts of data into the R/3System. It simulates manual data entry. Data consistency is ensured because BI uses all thechecks conducted on the normal screens. Using BI is like entering the data online. Anotheradvantage to BI is that you do not have to check the data in advance or know all thebusiness rules behind each program.

BI, a two-step procedure, involves a program that creates the BI session. This session is thedata file that includes everything necessary to begin the transaction and the data to beentered on the appropriate screens. The data is not yet in the database tables of the R/3application (this happens in the next step). Most of the SAP standard data transfer programsare based on the BI technique. A general transaction exists to process the BI session that wascreated in the first step. This step completes the transfer by simulating the online transactionand finally posts the data into the appropriate R/3 tables.

For this example, it is assumed that you have created a BI session with a data transferprogram. You can start the BI transaction from anywhere in the R/3 System by choosingthis menu path:

1. Choose System Services Batchinput Edit.

2. Choose Overview. 2



On the screen above, you can reduce the number of sessions to be shown on the next screenby entering the following selection criteria:! Session name! Creation date! Status criteria

If you just created the session, enter todays date and select To be processed. In this example,no selection criteria were selected.

3. Choose Process.This action beginsthe session asdetermined byyour cursorposition.

4. SelectProcess/foreground.

5. Choose Process orpress Enter.

You have threeprocessing options:! Process/foreground

This option letsyou step throughall screens as ifyou were usingthe onlinetransaction.

! Display errors onlyThis optiondisplays errors onthe transactionwhere they occur.

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! BackgroundThis optioncauses allprocessing tooccur in thebackground. Thelog providesdetailedinformation ofwhat happened.

6. In our example, we selected Process/foreground. On each screen, your flat file data isautomatically loaded into the appropriate fields.

7. Press Enter to move from screen to screen until you get the completion or an errormessage. The screens you see are usually the same screens that you would see in theonline transaction.

To see if your data works properly, select Foreground or Error only. To transfer the data or tocheck the performance of the transfer, select Background. To end a transaction, enter /bendin the command line when you process the BI session.

In the BGR00 session header, the XKEEP field determines what happens with the BI sessionafter it is successfully processed. If the field is empty, the session was deleted and the log isnot available. If you enter an X in the XKEEP field, the session is not automatically deleted;you can view the log, correct each problem, and then manually delete the session.

Viewing the Log FileIf you finish a transaction and find that the system did not completely process your sessionor generated an error message, use the log file to understand the cause of the problem. Tosee the log file:

1. Place the cursoron a session thatis alreadyprocessed.

2. Choose Log.

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3. You can see how manytransactions were successfullyprocessed.

4. For more information, clickAnalysis or Long text.

Viewing the Batch Input SessionTo see what data is stored in a BI session without processing it:

1. Place the cursor on a session youwant to see in detail.

2. Choose Session.

3. Select one out of more options todisplay the data of a BI session.In this example, we selectedContents and All transactions.

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4. Position the cursor on the screenyou want to view.

5. Choose Data.

5. Choose Screen.This is a technical view. To seethe data as it appears on thetransaction, choose Screen.

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Chapter 3: How ToTransferring Data via Direct Input


6. The Log button works only if thesession is already processed.On the screen you can see thedata almost the way it wouldlook in the transaction.

For more information on this topic, see Help R/3 library.

Transferring Data via Direct Input

OverviewDirect Input (DI) thoroughly checks the flat file before processing and updating the R/3database. It is supplied for the material master, FI accounting documents, SD sales orderand classification.

You can start a DI program in two ways:! Directly

This method is the quickest way to see if the program works with your flat file. Thisoption is possible with all direct input programs. If something goes wrong and theprogram ends abnormally, you will not have any logs telling you what has or has notbeen posted. To minimize the chance of this happening, always use the check file optionfor the first run with your flat file. This option allows you to detect formal errors beforedoing the transfer.

If you start the DI program and the program has ended abnormally, you have tomanually verify which of your data was correctly transferred and delete thecorresponding records in the flat file. This verification and deletion of correctlytransferred records from the flat file is a lot of work, especially for large flat files. Toprevent the above situation from happening, thoroughly check your legacy data beforebeginning the transfer and use Direct Input Administration Transaction for the transfer.

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! Via the DI Administration transaction BMV0.

This transaction restarts the processing, if the data transfer program aborts. Since thedocuments are immediately posted into the SAP database with Call Transaction or directtable updates, this transaction is a precaution that allows you to restart the data transferprogram after an abnormal termination. If you started the program directly, the restartoption prevents the duplicate document postings that occur during a program restart(without adjusting your flat file). The DI administration transaction is supported for thematerial master, the FI documents and the EH&S programs.

Start the data transfer program directly if you are working with test data or are in theprocess of refining the data conversion. For the final data transfer, we strongly recommendthat you use the DI administration transaction.

The first time you work with the DI administration program, you will need to do somepreparation before you can transfer data. The following example is based on the materialmaster.

1. To start the DIadministrationtransaction, enterBMV0.

2. Choose Execute.

3. Entering a date isoptional.You will then seethe Direct Inputscreen.

Creating a VariantIf you do not have a variant for the data transfer program of the material master or the FIaccounting documents, create one. A variant stores all the information you want to enter fora report on the selection screen, and allows you to start the program without re-enteringthat information. The DI administration program starts the data transfer program by using avariant.

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1. To define a variant, chooseApplications Industry matl.master Create variant.For FI documents, chooseApplications Fin. Acctg.documents Create variant.

2. Enter a variant name (forexample, SAP_Material orSAP_Accounting).

3. Choose Create.

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4. Enter the relevant selection data(for example, for the materialmaster there is no furtherinformation required).

5. Fill in all required fields.

6. Choose Continue.

7. Enter a description.

8. Choose Save.

9. Choose OK.

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Job DefinitionThe job definition is the second prerequisite before you can run DI with the DI administration program.The job description is necessary to schedule the data transfer program run with the correct variant.

1. In the Direct Input Administrationscreen, click Define job.

2. Choose New entries.

If you already defined a job, editthe following input fields:

3. Enter RMDATIND (the programname for the material master) orRFBIBL00 (for accountingdocuments).

4. Enter the variant name you justcreated (SAP_Material orSAP_Accounting).

5. Choose Save.

6. Return to the Direct InputAdministration screen.

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Starting a New JobIf you want to start the data transfer program, you need to start a new job.

1. Choose Job Administration Start new job to access thisscreen.

2. Enter the name of a previouslydefined job in Name of DI job.

3. Choose Enter.4. For another option to look for

defined jobs, press F4.

5. Choose Start immediately.

Restarting a JobRestart a job if termination problems occurred during data transfer. Before you restart the job, look at thejob log and correct any problems that may have caused the error.

1. Position the cursor on a job.

2. Choose Job Administration Restart job.

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Chapter 3: How ToMoving Files From a PC to an Application Server


3. Choose Restart immediately.

4. Choose OK.

Moving Files From a PC to an Application Server

This information will help you move the sample flat files from the disk into your application serversworking directory.

Moving Files with the Data Transfer WorkbenchIn the Data Transfer Workbench you can easily copy files between your PC and any R/3 application server.For more information, please see Easy Copy in the Using the Data Transfer Workbench section later in thischapter.

Moving Files Without the Data Transfer WorkbenchPlease ask your system administrator for the necessary authorizations to either log into the shared drive ofthe application server or use FTP to write the flat files into your working directory.

If Windows NT is the operating system of your R/3 System, move the files from your PC tothe R/3 System with file manager. Inform your network administrator, so that he or she canmake the necessary network configurations.

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Using FTP1. Start MS-DOS Prompt.

2. Enter ftp and pnsfo113 (theapplication servers name).

3. Separate the two words with aspace.

4. Press Enter.

5. Enter user name.

The user provided by yoursystem administrator has tohave write permissions.

6. Press Enter.

7. Enter the Password.

8. Press Enter.

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9. Enter cd and the workingdirectory path.Ask your system administratorfor the path.

10. Press Enter.

11. Enter lcd a:\ to specify thatyou want to get the data fromthe disk.

12. Press Enter.

13. Enter bin.

14. Press Enter.

15. Enter prompt off.

16. Press Enter.

17. Enter hash

18. Press Enter.

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Chapter 3: How ToUsing Customer-Defined Flat File Structures and Transfer Programs


19. Enter mput *.txt.

20. Press Enter.

21. Enter by to log off.

22. Press Enter.

Using Customer-Defined Flat File Structures and TransferPrograms

Customer-defined flat file structures (Z-structures) allow you to replace SAP structures usedin the required flat file. For the material master, for example, you can define a shorterstructure ZMMH1 to reduce the number of fields in the BMMH1 structure to the 20 youactually use.

Data transfer programs support these customer-defined flat file structures:! Material master (ZMMH1 to replace BMMH1)! G/L account master (ZSKA1 for BSKA1, ZSKAT for BSKAT, ZSKB1 for BSKB1)! Posting documents (ZBSEG for BBSEG, ZSELP for BSELP)

In general, Z-structures are always subsets of the regular SAP structures. Create thesestructures by copying the corresponding SAP structure and deleting the fields you do notneed.

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Do not enter new fields or other fields in Z-structures, because you can adversely affect thetransfer of the SAP-required fields and the entire data transfer process. If you need additionalfields, please contact your SAP consultant.

Creating and Changing the Customer Structure1. From the R/3 main menu

choose Tools ABAPWorkbench.

2. Choose Dictionary.

3. Enter the SAP structure youwant to replace with a Z-structure (for example, ZMMH1).

4. Choose Copy.

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5. Enter the source and targetstructure (for example, BMMH1and ZMMH1).

6. Choose Enter.

Based on your SAP correction and transport system settings, a different popup screen may appear.

7. Select Structures.

8. Choose Change.

9. Use Delete or Cut to removeunnecessary fields.

10. Choose Activate.

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Chapter 3: How ToDisplaying or Editing a Flat File


Do not delete any required fields (for example, never delete STYPE). Deleting requiredfields prevents your flat file from working successfully.

To delete consecutive fields, use the block selection option on the Edit menu to mark thedata before you delete it.

If you create or delete the ZMMH1 structure, restart program RMDATING to activate yourchanges.

Integrating User-Defined Data Transfer Programs in the Workbench(4.5A)

From Release 4.5A, you can generate user-defined data transfer programs and integratethem in the Data Transfer Workbench. This means that you can also use the workbench'sfunctions for user-defined transfer programs.

In the first step, you run a transaction and use the batch input recorder to record it and storeit (that is, the screens, fields and field values). You base the user-defined data transferprogram on this recording. In an additional step, you create a customer transfer object forthis transfer program and integrate it in the Data Transfer Workbench.

You start the function by calling the Data Transfer Workbench using Transaction SXDA andthen choosing Goto Int. customer data transfer object.

User-defined data transfer programs and customer transfer objects can also be deleted.There is also a direct link to the ABAP dictionary in case you need to maintain structuresthere.

Displaying or Editing a Flat File

Business Object Supported in Data Transfer WorkbenchUse the editor provided within the Data Transfer Workbench. For more information on howto use this feature, see Editing the flat file in Using the Data Transfer Workbench section later inthis chapter.

Business Object Not Supported in Data Transfer WorkbenchFor these business objects, use the editor provided by your operating system. If you areusing Windows, use Notepad, and with UNIX, use VI.

Do not to corrupt flat file records by inserting fields. All SAP flat files have fixed-lengthfields. If you add extra characters, all fields will shift to the right of the insertion point. Thisthen moves the fields to an incorrect position in the record and corrupts your file.

Chapter 3: How ToMaintaining Physical Filename for Logical Filenames


Maintaining Physical Filename for Logical Filenames

SAP uses logical filenames to address distinct files with a unique name across different platforms. Eachlogical name allows you to automatically include a reference to the physical filename and path. The systemautomatically defaults to the working directory, unless you specify otherwise.

To change or display a logical filename:

1. Choose Tools BusinessEngineering Customizing.

2. Choose Enterprise IMG.

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3. Choose Basis Components.The main topics of the R/3Implementation Guides (IMG)tree structure are displayed.You can open (or close) abranch by clicking on +.

4. Choose System Administration.

5. Choose Platform-independent FileNames.

Before proceeding, find out if your business object requires client-dependent or client-independent filename maintenance. Read the Caution textbox below to see the type offilename maintenance your business object requires:

Listed below are the logical filenames in the R/3 standard system. Maintain thesefilenames with the Additional client-dependent file name maintenance transaction:

! MM: MATERIAL_MASTER_BTCI! Stocks: MM_INVENTORY_MANAGEMENT_GOODS_MOVEMENT! Reservations: MM_INVENTORY_MANAGEMENT_RESERVATION

Below are the logical filenames in the standard system that you can maintain with Client-independent maintenance of file names and paths:

! Bill of Material: CS_BI_VARIANT_BOM_CREATE! Characteristics: CHARACTERISTIC! Classes: CLASS_CREATE! Classification: CLASSIFICATION! Documents Info Records: CV_BI_DOCUMENT_INFO_RECORDS_CREATE! Open Sales Orders: SD_OPEN_ORDERS (only test data)! Purchase Requisition: MM_PURCHASING_REQUISITIONS! Purchasing Information Record: MM_PURCHASING_INFORECORDS

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Client-Independent Maintenance of Filenames1. In the IMG, click Execute next to

Client-independent maintenance offile names and paths.

2. Choose Enter.

3. Select Logical file name definition,client-independent.

4. Scroll through the screen for thelogical filename you want tomaintain.In this example we choseMM_PURCHASING_REQUISITIONS.

5. Place the cursor on the filename.

6. Choose Details.

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7. Enter the filename in Physicalfile.In this example, we enteredpurreq.txt.

8. Choose Save.

After you click this button,depending on your systemsettings for the R/3 correctionand transport system, there maybe several screens that appear.

Client-Dependent Maintenance of Filenames and Paths1. In the IMG, choose Execute next

to Additional client-dependent filename maintenance.

2. Using the Page Up or Page Downkeys, browse for the logicalfilename you want to change.

3. Place the cursor on the filenameyou want to maintain.In this example, we are lookingfor ARCHIVE_DATA_FILE.

4. Choose Details.

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Chapter 3: How ToUsing the Data Transfer Workbench


5. Enter the physical filename andthe path that you want to, or arerequired to, use.

For this example, enterarchive.txt (this file must bein your working directory.)

6. Choose Save (after you havesaved, there may be severalscreens that appear).

Using the Data Transfer Workbench

OverviewSXDA is a central transaction that facilitates initial data transfer by providing general tools and access to 26(4.0B) standard data transfer programs. The provided functionality includes:! A Generic Editor to display or change flat files for 26 existing data transfer programs (4.0B).! An export report that describes the needed flat file structure in a machine-readable format (similar to

the interface used for the SAP IDoc Interface).! A function that allows you to easily copy files between the presentation server and other application

servers in the network.! The creation of an empty flat file for testing.! The link to the standard data transfer program.! Automatic recording of relevant F1 help fields (4.5A).! Integrating User-Defined Data Transfer Programs in the Workbench (4.5A).

This functionality is embedded in a central transaction (SXDA), where the data transfer object can beselected and the functionality can be used.

The Data Transfer Control Center is available in 3.1G, but it is still in beta mode. If you wouldlike to take advantage of this new functionality in an R/3 version before 3.1G, visit thedevelopers web site at www.saplabs.com/simple.

Transaction SXDA has been officially released from release 4.0A and is renamed DataTransfer Workbench. If you want to use the 4.0 version in your 3.0F or better system, visit thedevelopers web site at www.saplabs.com/simple.

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With R/3 System 4.5A, This Tool Supports the Following Data Transfer Objects:

! Accounting documents ! HR Master data ! (Open) Sales orders

! Assets ! HR Personnel planning ! Stocks! Bank data ! Material master ! Vendor master! Bill of material ! Planned indep. requirements ! WM Stocks! Classes ! Purchase requisitions ! WM Storage bins! Classifications ! Purchasing info records ! ! Characteristics ! (Open) Purchase orders ! ! Condition records (pricing) ! Rental contracts ! ! Customer master ! Rental units ! ! Documentation info records ! Reservations ! ! G/L Account master ! Routings !

Since the tool is driven by control data stored in tables, it can be easily extended to other standard datatransfer programs. The workbench also supports the PM objects (400490). Selecting a PM object startstransaction IBIP directly, which can also be used to transfer the PM objects.

The Functionality

Beginning the Transaction and Choosing a Data Transfer Object

1. Enter SXDA or /nSXDA.

2. Choose Enter.

3. In the Data Transfer Workbench, clickpossible entries to view data transferobjects.

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4. Select a data transfer object fromthe menu by placing the cursor onyour choice and choosing Enter, orby double-clicking on the selection.

5. After selecting an object, chooseEnter.

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The SXDA Main Screen

From the Data Transfer Workbench MainScreen, perform the following actions:

1. Change the Data transfer object.

2. Create an empty flat file.

3. Edit a flat file.

4. Display a flat file.

5. Perform an easy copy.

6. Start your data transfer program.

7. Export the flat file structure into amachine-readable format.

7. The Data Transfer Object and itsshort name you selected shouldappear.

8. The data transfer objects filenamecan be seen. This name may eitherbe the logical or the physicalfilename.

There are two main options when selecting the location where the file will be retrieved, the applicationserver, and the presentation server.

Selecting an Application Server1. Selecting the Application Server

option means that the file will beretrieved from the currentapplication server, or from anyother application server on whichyour R/3 System is running.

2. Select Remote Server.3. Choose a server by clicking possible

entries.

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4. Choose a server from the list thatappears.

5. When you have highlighted aserver, choose Choose.

6. To cancel this process withoutselecting a server, choose Back.

Selecting a Presentation Server1. Selecting the Presentation Server

option specifies that the file shouldbe retrieved from your front-endcomputer.

2. After selecting Presentation server,choose possible entries to specify thedirectory and the filename.

3. The screenshot to the rightrepresents the possible entriesmenu for Windows NT.

4. Select the file you want to use andchoose Open.

The path and filename willpopulate the filename for thepresentation server.

Since this central tool can read and write files between application servers and presentationservers, most standard data transfer programs require that you have the file on the localapplication server. Therefore, you may use this tool to copy these files to the application serverwhen they are needed.

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Changing the Data Transfer Object

1. Chooseing Other DX object takesyou to a screen where you canchoose another supported datatransfer object.

2. Choose possible entries or press F4.

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3. Highlight a new data transferobject.

4. Choose Enter.

5. The new data transfer objectnumber should appear.

6. Choose Enter.

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7. The Data Transfer Workbench willreflect the change in data transferobjects.

Creating an Empty Flat File1. Choose Create init. file to create an

empty flat file. This file isconsidered empty, although itdoes include the following:

! All record types used in the flat fileto transfer an object of the chosendata transfer object.

! The record types and some headerinformation.

! The object-specific NODATA sign iseither a / or a space.

A warning message will appear if you overwrite an existing file. If you ignore this message,the existing file will be lost. To save the existing file in another location, choose Copy.

2. When you choose Create init. file,the popup window to the rightshould appear.

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Editing the Flat File

This option calls an editor for the filespecified in File access.

1. From the main screen, chooseChange file.

The first screen is an overview of thestructures identified in the file, adescription of the file, and the first 100bytes of the content.

2. Position your cursor on the lineyou want to edit.

3. Choose Change to edit the content,field by field. Choose Display toread the contents, field by field.

4. You can now edit specific fieldvalues without counting bits andbytes.

5. To keep changes, choose TransferData.

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Display Flat File

This function operates in the same wayas Edit Flat File, although it does notallow you to make any changes.

Copy Files

1. This function enables you to copyfiles between the front-end and anyR/3 application server, or betweenany two R/3 application servers.During the copy process you mayalso change the filename.

2. Select a From location.

3. Select a To location.

The default data is the informationthat appears on your main screenfor both the From and To locations.After you have copied the files, themain screen will show the Tolocation in the File access fields.

4. Choose Copy to copy the files.

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Display flat fileRelease 4.0B-4.5x



With Release 4.5A the copy function was enhanced. The copying of transfer files has beenextended with the following options:- Copy without conversion: The file is copied unchanged.- Conversion of fixed length -> delimited tab: This copy function can only be executed from the application server to the presentation server. The data is converted from a fixed length to a tabulator delimited format.- Conversion of delimited tab. -> fixed length: This copy function can only be executed from the presentation server to the application server. During this copying process, the data is converted from tabulator delimited format to fixed length.

Starting a Data Transfer Program

1. Choose Data transfer.

You can start the correspondingdata transfer program from thisscreen, without knowing theprogram name.

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This option is a link to the standarddata transfer program maintainedfor this business object. Thisexample is for the material master.Other programs look different.

Export Structure

By clicking Structure, you can displayrequired flat file structure to be used asinput for mapping tools that canunderstand this machine-readablestructure.

The output includes the followinginformation:! Structures used in the flat file, and

whether the structures are optionalor mandatory.

! Order between the differentstructures.

! Fields belonging to each structure(field name, type, offset, andlength).



The data transfer objectis preset with theexample (in the mainscreen) and the fieldname language is presetto English.

The format is similar toreport RSEIDOC3, usedfor the IDoc interface toexternal mapping tools.If the mapping toolbeing used is CA-OMLcertified, it would beable to understand thisformat.

Frequently Asked Questions

Supporting Further Data Transfer Objects

Because this tool is table-driven, you can support other data transfer objects by maintainingthe underlying control tables. The goal is to maintain these tables for all existing datatransfer programs, so that this maintenance will not have to be done during animplementation. If you support customer-specific programs, you will have to do thismaintenance.

The underlying tables are:! SXDA1 for all control information for the data transfer object! SXDA1T, which contains the language-dependent object description and is maintained

simultaneously! SXDA2, which contains the different structures used for the data transfer object, and

SXDA2T which contains the related (language-dependent) description.! SXDA3, which contains some field information about the identifying fields and their

values

Chapter 3: How ToUsing a CATT Recording for Initial Data Transfer


Tables may be maintained with transaction SM30, but SAP strongly recommends that youkeep the settings for the existing entries. If you want to add entries, please use only datatransfer object numbers greater than 9000.

Using a CATT Recording for Initial Data Transfer

The Computer Aided Test Tool (CATT) was developed by SAP to test SAP transactions. This testing isconducted by describing the relevant screens in a test module and executing this transaction like a BI. ACATT recording is a flexible way to transfer data in your R/3 System.

To use a CATT recording for initial data transfer:

1. Record the transaction.

2. Generate the test module.

3. Assign parameters to the test module.

4. Create an external text file.

5. Run the test module and transfer the data.

A CATT Example with the Production Order1. Choose Tools ABAP Workbench

Test Test Workbench CATTprocedures.

2. Choose Record module.

3. Enter the transaction code for thedesired transaction to be recorded(for example, CO01).

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4. Process all screens of thetransaction that are relevant foryou. When you choose Save to endthe transaction, you will see thescreen to the right.

Choose Enter.

5. Provide entries for Application,Subapplication, and the Componentto which your transaction belongs.In this example it is PP-SFC-PLN.

6. Choose Functions.

7. Double-click on TCD.

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8. This screen lists all of the screensyou recorded. To change theentered values into variables,double-click on a particular line.

9. Double-click on the fields youwant to change (for example,Material).

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10. Define Import parameter.

11. Choose Enter.

12. Repeat steps 911 for all the fieldsthat you want to be variables.

13. Return to the screen in step 9.

14. Choose Save.

15. Choose Goto External variants Export Defaults.

16. Keep the default filename andchoose Transfer.

17. Edit the flat file using an editor ofyour choice (for example, Notepad).

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Chapter 3: How ToRecording a Batch Input


18. Run the CATT procedure.

Maintain Downloaded Flat FileThe test module number with a TXT extension will be the filename. The text file comprises thefollowing three lines:! Parameter name without &! Short texts! Default values

Maintain the text file from the fourth line, one line per variant. Empty fields take the testmodule default values. Enter ! to leave a field empty, and do not forget to save.

PrerequisitesData can be transferred using the CATTs from Release 3.1G that provide a transactionrecording and a CATT external data processing functionality. Both prerequisites can berealized in systems from Release 3.0D with a downgrade installation. See Online ServiceSystem notes 78448 (Advance installation of Batch Input Recorder) and 78795 (Advance installationof CATT from 3.1H).

Recording a Batch Input

A BI recording allows you to record a R/3 transaction and generate a program that contains all screen andfield information in the required BDC_DATA format. Replace the field entries you want to define asvariables and add the necessary file handling logic to the generated program.



You need some basic ABAP knowledge to use BI recording efficiently; experience with regularBI programming is beneficial.

1. Choose System Services BatchInput Edit.

2. Choose Recording.

3. Enter a name for the recording(dates are optional).

4. Choose Create.

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5. Enter a transaction code (forexample, VA01, Create Sales order).

6. Choose Enter.

7. Enter the needed fields of the salesorder on this and the followingscreens (depending on yoursystem).

8. Save the sales order.

After you saved the recordedtransaction, you arrive on thisscreen.

9. Choose Get transaction.

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10. Choose OK.

11. Choose Save.

12. Return to the Batch Input:Recording screen and clickOverview.

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Chapter 3: How To


13. Position the cursor on the just-recorded entry and click GenerateProgram.

14. Enter a program name (forexample, ZGENVA01).

15. Choose Enter.

Saving a program can result in multiple popup screens depending on your system settings (forexample, transport number for correction and transport system).

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how to guide for transferring data in sap

Documents

initial data transfer

data transfer workbench

current screen

user input field

flat file structures

datadata transfer

transfer programs

specific screen