Exporting Reports: Process 

Purpose

The R/3 component Product Safety enables you to export reports in Dok-X format. Dok-X is a document management system of the company TechniDATA GmbH.

Apart from reports in the R/3 component Product Safety, you can also use report export for scanned reports (inbound reports).

You can define your own export methods in Customizing for Product Safety. To do this, use the following IMG activities:

Report export is a special form of report shipping and is integrated in Report Shipping in Customizing for Product Safety.

Report shipping can be started immediately or in the background. However, report export is always carried out in the background.

Prerequisites

 

Procedure

    
 

Exporting Reports Manually

    

Process Flow

1. At the time for which you have planned the report RCVDDISP, the R/3 System starts report export for all automatically and manually generated export orders.

For further information on the report RCVDDISP, see the IMG activity Set up jobs for report shipping in the Implementation Guide (IMG) for Product Safety.

Automatic Export

For reports, the R/3 System automatically creates export orders that were newly generated for report export since the last export date and have the status Released. As standard, the export orders immediately have the status Released. You can check this standard setting in the IMG activity Check shipping reasons in Customizing for Product Safety.

Manual Export

Manual Dok-X report export is started from the report information system. When you create a manual Dok-X report export order, the R/3 System checks whether the report has already been exported. The following criteria are checked in this case:

- Substance ID of the substance for which the report was generated

- Substance ID of the substance for which the report was chosen in the report information system (see Substance Assignment)

- Generation variant ID

- Report language

- Initiator of the Dok-X report export order

- Material name

- Internal report version

The R/3 System checks all Dok-X report export orders independent of their status. Exceptions here are orders that have the status Order created as you can delete them by using the function Reject.

If a report has already been exported, you can decide whether you want to export the report again or not.

2. The export orders are processed by the report RCVDEVEN. Customizing for Product Safety is set so that all export orders in the R/3 System are processed to the status Historical.

If old export orders in status Historical exist for a report, they are deleted.

3. The exported report is stored on the application server in the directory you specified for Dok-X report export under Interfaces ® Basic Settings for Import and Export in Customizing for Product Safety.

The following files are stored on the application server:

The key file for the Dok-X report export contains the following parameters:

- DTY (document category)

As only the export of material safety data sheets is supported in the standard system, the value SDB is assigned to this document category.

- SID (substance ID)

Substance for which the Dok-X report export order was created.

- PRN (material name)

Material for which the Dok-X report export order was created. The material name is determined using the same algorithm as for report shipping (see Material Name, Material Number).

- STA (status)

This parameter is always assigned the value V.

- LAC (report language)

- CPN (company name)

The company name is determined by means of the initiator (sales organization) that triggered the Dok-X report export order.

- FFT (file format)

The reports are always exported in Postscript format (PS) in Dok-X report export.

- FNA (file name)

The file name is formed from a consecutive eight-digit number and the file extension .PS. For further information, see Specify file paths and names in the IMG for Product Safety.

- DAT (generation date of the report)

- VER (report version)

The report version is made up of the main and sub versions of the report.

- CTY (validity area)

The validity area is assigned the leading validity area of the generation variant of the report to be exported.

Result

  1. In the Product Safety screen you can check the report export order under Reports ® Edit report shipping. Enter your search criteria and choose Report ship. order ® Navigation area ® Hit list.

2. The most recent Dok-X report export order for a report is always stored in the R/3 System. Older Dok-X report export orders for the same report are deleted if they have the status Historical. The R/3 System uses the following criteria to compare the Dok-X report export orders:

- Substance ID of the substance for which the report was generated

- Substance ID of the substance for which the report was chosen in the report information system (see Substance Assignment)

- Generation variant ID

- Report language

- Initiator of the Dok-X report export order

- Material name

- Main and sub version of the report and, if necessary, the date the export order was created.

3. For each new report created, the R/3 System checks whether a Dok-X report export order exists for the previous version of this report. If this is the case, a subsequent export order is created, but only if the newly created report was not already exported manually from the report information system.

Automatic subsequent export is dependent on the initiator. This means that when a new version of a report is created and a number of Dok-X report export orders exist for the previous version of this report which were triggered by different initiators, a subsequent export order is created for each of these Dok-X report export orders.

Subsequent export orders are created periodically for specific time periods in the same way as subsequent shipping orders for reports.