Entering content frameBackground documentation Structuring Rules for the Accounting Document Transfer File Locate the document in its SAP Library structure

General Structuring Rules

The data to be transferred to the SAP system is prepared in a sequential file. A file may only contain data that can be processed with the same transfer program. The program creates batch input sessions from this file.

For every file, there are three types of structures:

This structure contains data that applies to a session that is to be created. Here you enter information such as a batch input session name, the client key, and a user name. By entering a lock date, you can set a latest date for the session to be processed by. A file can only contain data that is processed using the same program.

These structures contain data that applies to one transaction only. Here you specify the data that you must enter on the initial screen when manually selecting the transaction. Among other items, this includes the transaction code and key fields, for example, Account group, Company code key, Document type, Account number, or Document number.

These structures contain data from the master records and the line items. This includes, for example, the line item amounts.

The different structures are indicated by record types. For subsequent data, you have to specify the structure name in addition to the record type.

The structures used for batch input are defined in the Data Dictionary. You can view the individual structures using the Data Dictionary information system.

The following table provides an overview of the structures and record types available for accounting documents.

Structure name

Record type

Explanation

BGR00

0

Session header record

BBKPF

1

Header data

BBSEG

2

Document segment data (including one-time account data, COBL data)

BBTAX

2

Document taxes

BWITH

2

Document withholding tax data

BSELK

2

Selection header data (FB05 only)

BSELP

2

Selection items (FB05 only)

When transferring data you should always proceed as follows: First transfer a session header record, then the header data and subsequent data.

Example

This graphic is explained in the accompanying text

In certain circumstances, special screens that differ from the standard screen sequence are called up. If you post to a one-time account or to an account with an alternative payee, the system displays a screen on which you can enter the address data. These particular screens are also called up during batch input. The prerequisite for this is that the data for these screens is transferred.

Field Contents and Formats

Data that you transfer to the SAP System from an external system must be compatible with the fields in the SAP System:

You should always transfer your data as you would enter it online. For example, decimal amounts are entered in Germany with a comma, but with a period in the USA.

The format for entering the date is also different in different countries. In Germany, for example, you would transfer a date in the format DDMMYYYY.

Check that the entries for the fields are correct online, since these formats can contain user-specific settings.

New fields

SAP can extend the structure data. This information is contained in the release information. If you do not enter data in the new fields using the program for retrieving data, they are automatically marked as empty fields.

The batch input log records the fact that the structure contains new fields. If you have data to transfer for the new fields, you should modify the program for retrieving your data.

Special Character NODATA

You must mark those fields for which you do not want to transfer a field value (for example because you do not use the field) with a special character. The system interprets this special character such that the current value of the field in the SAP System remains. The current value can be the initial value, a value entered specifically, or a default value determined by the system.

Example

When you post a document, the system defaults a terms of payment key and the corresponding terms of payment from the entry you made in the customer/vendor master record. If you transfer data for these fields in the batch input structure, the default values are overwritten. However, if you want to transfer the default values from the master record, you must enter the special character for these fields in the batch input structure.

The special character "/" is used in batch input programs. If you want to use a different special character, specify this character in the BGR00-NODATA field of the session prefix.

If you provide your internal structures with this special character when initializing, all you must do later is enter the field values that you want to transfer.

End of record indicator

A batch input structure always ends with the end of record indicator, the single character field SENDE. This field must be filled with the special character NODATA (/). Using this end of record indicator, the transfer program determines whether a shorter structure (fewer fields) from a previous R/3 Release is used in the sequential file.

Accounting Documents Legacy Data Transfer Date

You can carry out the postings:

You use the last day of the posting period from your legacy system as the posting date for data transfer. After the transfer, you block this posting period in the SAP System.

Detailed Information per Structure

The following transactions are processed using the same batch input program RFBIBL00, and you can therefore transfer them together in one file under a session header record.

With transaction FB01 (post document), a document header (BBKPF), and a BBSEG structure for each line item must be transferred for each document.

The BBSEG structure also contains the fields for the additional screens. The additional screens are only displayed when processing the session if batch input data was transferred for it.

The BBSEG structure also contains the fields for one-time account data and the data for the coding block. The screen for one-time account data is displayed if you want to post to a one-time account or if you want to specify an alternative payee in the document. The data for the coding block tends to be displayed on a separate screen in batch input.

You can enter the profitability analysis characteristics in the BBSEG structure. The RFBIBL00 program then automatically generates batch input for FB01 with account assignment to a profitability segment.

For transaction FB05 (post with clearing), the selection header data (BSELK) and the selection items (BSELP) must be transferred in addition to the header record (BBKPF) and any line items (BBSEG).

Up to eighteen selection items can be transferred in a BSELP structure. You can transfer several sequential BSELP structures.

With the BSELP structure, you can also select a particular line item in the form

<Document No.><Fiscal year><Item No.

You must enter ten characters for the document number and three for the line item, both with leading zeros.

Example

You select the third item from document 0000222222 from fiscal year 1997 as follows:

BSELP-FELDN_1 = BELNR

BSELP-SLVON_1 = 00002222221997003

Extended withholding tax functions

The system only supports transactions FB01 (post document) and FBV1 (park document) for the extended withholding tax functions. Data transfer using direct input is not supported.

You have to transfer the withholding tax data for BWITH for each customer/vendor item. The withholding tax data must follow the BBSEG data. You must transfer a BWITH structure for each withholding tax type.

User-defined batch input structures

If you do not need certain fields in the standard batch input structures and do not want to have to enter the NODATA special character every time, you can define your own structures which only contain those fields that you actually use.

The following structures are possible:

The customer-specific structures beginning with "Z" may only vary from the standard structures beginning with "B" in that some of the fields are not contained in them. However, you may not leave out the record type (STYPE) or table name (TBNAM) fields. The customer-specific structures must exist in the Repository and be active.

Caution

If you include fields in your customer-specific structure that do not exist in the standard structure, then the transfer program for batch input terminates when you run it.

You generate your own batch input structure by creating a new structure under the specified name and copying the fields you need from the reference structure. You then activate the structure.

Note

After creating or changing a batch input structure, you must run the RFBIBLG0 generation program and then check the RFBIBL00 main program for syntax errors.

To edit structures, choose Tools ® ABAP Workbench ® Development ® Dictionary.

 

 

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