Uploading Business Partner Data with a
Microsoft Excel File 
Use
You have the option to upload administrative data for consolidation units from a non-SAP system into your SAP System using a Microsoft Excel file.
Unlike the consolidation-specific collection of financial data for consolidation units, this upload is a general function of the SAP Business Partner component. For our purposes, you restrict the number business partner data fields to those used by the Consolidation component. If you require other fields in addition to those predefined by SAP, you need to add these separately to the field selection.
To make your settings for the Excel upload of business partner data, go to the SAP Reference IMG and choose Cross-Application Components ® SAP Business Partner ® External Data Transfer.
Then go to General Information to see more information about transferring data from external systems into the SAP Business Partner component. For more specific information about the types of data transfers, go to Transfer Categories ® Transfer Categories Business Partner.
Defining a Sender Structure
...
1. In Customizing of SAP Business Partner, choose External Data Transfer ® Define Sender Structure.
2. Choose New Entries.
3. In the field Sender Structure, enter any name for your structure. Then, go to the Transfer Type and select 015(central business partners) using input help.
Under Sender Structure Tables, in the Item column enter 1, and in the Dictionary Structure column enter RKCT<XXX> (where XXX can be both numeric and alphabetic).
4. Do not confirm your entries yet. First, double-click the dictionary structure you just entered for item 1.
The screen Maintain Dictionary Structure for Sender Structure <xxx> appears.
5. Choose Sender Structure ® Include Template.
A list of all fields available in SAP Business Partner is displayed.
6. All fields are automatically selected. To deselect them, choose Deselect All. Then select the fields that are used in the Consolidation system, as listed below.
List of business partner fields available in the Consolidation component
Field Name |
Name |
Type |
Length |
Entered Value |
Special Considerations |
Header Data |
|||||
AKTYP |
Activity type |
C |
2 |
01 |
|
RLTP1 |
Object part |
C |
6 |
000000 |
|
TYPE |
Partner category |
C |
1 |
2 |
Category of business partner data: organization |
BPEXT |
External number |
C |
20 |
|
|
General Data 1 (communication data fields are address-independent) |
|||||
NAME_ORG1 |
Name 1 |
C |
40 |
|
|
NAME_ORG2 |
Name 2 |
C |
40 |
|
|
NAME_ORG3 |
Name 3 |
C |
40 |
|
|
NAME_ORG4 |
Name 4 |
C |
40 |
|
|
LEGAL_ENTY |
Type of legal entity |
C |
2 |
|
|
LEGAL_ORG |
Legal entity |
C |
2 |
|
|
ICOM_DEFLT_COMM |
Communication method |
C |
3 |
|
|
ICOM_CHIND_TEL |
Type of change indicator |
C |
1 |
I (insert) |
|
ICOM_TEL_CNTRY |
Country |
C |
3 |
|
|
ICOM_TEL_NUMBER |
Phone number |
C |
30 |
|
Phone number of head office |
ICOM_TEL_EXTENS |
Extension |
C |
10 |
|
|
ICOM_CHIND_FAX |
Type of change indicator |
C |
1 |
I (insert) |
|
ICOM_FAX_CNTRY |
Country |
C |
3 |
|
|
ICOM_FAX_NUMBER |
Fax number |
C |
30 |
|
Fax number of head office |
ICOM_FAX_EXTENS |
Extension |
C |
10 |
|
|
ICON_CHIND_SMTP |
Type of change indicator |
C |
1 |
I (insert) |
|
ICOM_SMTP_ADDR |
E-mail address |
C |
241 |
|
|
Address Data |
|||||
ADEXT_ADDR |
External number |
C |
20 |
|
|
CHIND_ADDR |
Type of change indicator |
C |
1 |
I (insert) |
|
CITY1 |
City |
C |
40 |
|
|
POST_CODE1 |
Postal code |
C |
10 |
|
|
STREET |
Street name |
C |
60 |
|
|
HOUSE_NUM1 |
House number |
C |
10 |
|
|
COUNTRY |
Country |
C |
3 |
|
|
REGION |
Region |
C |
3 |
|
|
7. Choose Transfer.
Answer
Y (yes) when you are asked whether to use CHAR fields only.
Answer N (no) when you are asked whether to sort the structure
alphabetically.
8. Save your new dictionary structure and choose Back.
9. Save your sender structure.
Editing the Local MS Excel file
...
1. Edit your Excel file so that it corresponds to your sender structure. When doing this, keep the following in mind:
¡ The column sequence must correspond to the field sequence in your sender structure. You need to enter the columns manually in the Excel file.
¡ If you want individual cells to be blank, you need to enter two field separators (for example, you can use a semi-colon as the field separator).
¡ Assign the format category Text to all of the cells. This ensures that all cells adhere to the prescribed field lengths (for example, so that leading zeros are displayed).
2. Save your Excel file as a .CSV file (<xxx>.csv).
If you exit the Excel file while in .CSV format and you reopen the file, the cells are no longer formatted as Text. Thus, make sure that the cells in the Excel file still have the format Text before you transfer the file into the SAP System.
Starting the Transfer
...
1. In Customizing of SAP Business Partner, choose External Data Transfer ® Start Transfer.
2. Enter the name of your sender structure in the Transfer Program field.
3. For the Input File, call up input help for Physical and select your Excel file in .CSV format on your local computer. Do the same for the Output File.
4. For the File System, select Presentation Server.
5. For the File Type, select CSV Format.
If you execute the transfer in test mode, you need to format the cells as Text again before you execute the transfer in update mode.
6. You can leave the default values in the other fields as proposed.
7. Choose Execute.
Result
Your business partners have been transferred into the SAP system. Now you can assign the business partners in the master data of the consolidation units.