Report Import: Process - SAP Documentation

Purpose

You use report import to import inbound documents (IBD) into the SAP system.

Example Example

In this way, you can import material safety data sheets that were not created by you and use them for report shipping, for example.

End of the example.

Note Note

In Customizing for Basic Data and Tools under Manage User Exits , you can create additional interfaces by copying the standard function module and tailoring it to suit your requirements.

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In theory, all document formats can be imported, provided the format has been set up in Customizing for Document Management (DMS). An additional key file contains a reference to the file name of the document. This can have the extension *.PDF, for example, or another format.

Note Note

After import, the display in the report information system functions only if the corresponding display program is installed for the document type.

For printing and shipping, you must ensure that the generation server can convert the relevant format into PostScript.

End of the note.

Prerequisites

See the Prerequisites section in Import: Process .
You have specified the settings in Customizing for Basic Data and Tools under Import and Export .
You must have the required authorizations and the relevant write authorization.

A key file for the inbound report file must exist via which the SAP system can determine the corresponding specification, the language, and the generation variant. The import date is used as the key date.

Example Example

Example of a key file:

End of the example.

	Explanations
CPN=DUPONT	Company name
DTY=SDB	Document type MSDS
PRN=LITHIUM POLYSILICATE	Product name
EDN=00001513	Document number
CTY=GB	Country
LAC=E	Language key
STA=V	Status
DAT=19.03.1996	Validity date (corresponds to the import date)
SYN=CHE - LITHIUM POLYSILICATE	Synonym name (evaluated depending on the exchange profile)
SYN_1=LITHIUM POLYSILICATE	Synonym name 2
FNA=30.PDF	File name (the extension .PDF is part of the name)
FFT=PDF	File type

Note Note

The generation variant is determined from the details on the country and the report category that are entered in Customizing for Product Safety (under Condition Schemas for RGV Selection ).

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Process Flow

You use the Check Directory function to carry out the pre-import.
- The SAP system determines the scope of the import.
- The SAP system assigns a specification, a language, and a generation variant to each report.
  
  In the exchange profile you specify which identifiers from the key file *.KEY are to be used to assign a specification to a report.
  
  Note
  Two files are required for report import: The *.KEY file contains all key information for the report. The actual report is a *.PDF file.
  
  End of the note.
You check the check log the SAP system generated for pre-import.
You execute the import (see Importing Inbound Reports ).

Result

After the reports have been imported, you can display the key information in the *.KEY file for an inbound document in report management and in the report information system . To do this, proceed as follows:

Search for the inbound document. Enter IBD_MSDS as the report category as well as your other selection criteria.
Choose ( Report Tree ).

The report tree appears.
Select the report and choose ( Goto Additional Info ).

If you have imported an inbound report into the SAP system and a report already exists there for this generation variant, language, and specification, the following scenarios can occur:

Initial Situation in SAP System	Result
Report has the status Released	The inbound report is created in the SAP system.
Report does not yet have the status Released	The inbound report replaces the existing report in the SAP system.

Note Note

After the inbound report is imported, it has the initial status that you specified in the generation variant.

End of the note.