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 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 Start of the navigation path Cross-Application Components Next navigation step SAP Business Partner Next navigation step External Data Transfer End of the navigation path .

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 Start of the navigation path Transfer Categories Next navigation step Transfer Categories Business Partner End of the navigation path .

Defining a Sender Structure

  1. In Customizing of SAP Business Partner, choose Start of the navigation path External Data Transfer Next navigation step Define Sender Structure End of the navigation path .

  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 Start of the navigation path Sender Structure Next navigation step Include Template End of the navigation path .

    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- in dependent)

    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

  1. 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.

  2. Save your new dictionary structure and choose Back .

  3. 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 ).

    Caution Caution

    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.

    End of the caution.

Starting the Transfer

  1. In Customizing of SAP Business Partner, choose Start of the navigation path External Data Transfer Next navigation step Start Transfer End of the navigation path .

  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.

    Caution Caution

    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.

    End of the caution.

  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.