External Data Transfer of Master Data for Internal Orders, with Transaction 

Use

Instead of using batch input, you can transfer internal orders automatically from external systems to the ERP system. The system transfers data from the external files into the data fields of the new ERP internal orders.
The easier way of transferring external data from master data is to use a BAPI.
For more information on external data transfer of master data for internal orders using a BAPI, see Information Sheet: Transferring Master Data for Internal Orders.
Legacy data and external data is normally transferred to the SAP system as part of the implementation project in the IT department.

To transfer actual data from internal orders, use the following transactions:

·         KAFD, which transfers costs on orders/projects and networks

·         KAFL, which deletes transferred costs on orders/projects and networks

Prerequisites

You are in transaction KO09 Sender Structure Maintenance for Orders: Master Data.

Features

The system transfers the data from the external files to the data fields of the internal orders that you want to create. The procedure for is the same as for creating orders from the application.
To transfer data, you can use the receiver structure OREXT (external order) in the SAP system. This receiver structure (for transferring data from the external system) consists of the fields in the order master data, and up to three distribution rules. A corresponding sender structure must exist in the external system. All orders you want to create in the SAP system must exist in an external file with the same format as the sender structure. The external file must contain exactly one complete sender structure for each order (including up to three distribution rules).

See also:

Example of a Completed Sender Structure

Order Settlement

The field KONTY_n determines the settlement receiver (n = 1, 2, or 3). You can settle to the following receivers if you fill KONTY_n as follows:

Settlement Receivers

Receiver	KONTY_n	Conversion Exit
Asset	AN	ALPHA
Cost center	KS
Cost object	HP	ALPHA
Network	NP	ALPHA
Order	OR	ALPHA
Sales order	VB	ALPHA
Project/WBS element	PR	KONPR
G/L account	SK	ALPHA

 

If you want to use fewer than three distribution rules, leave the KONTY_n fields blank that you do not need.

The (BUKRS) field in the distribution rule is needed for future releases, and is currently not included. Therefore you need to leave it blank.

The SCOPE field (object class) is two characters long in the OREXT. Entries there are not language dependent (for example, OC for overhead costs). For the purposes of the screen display, the system determines the language-dependent field content from the domain table for the SCOPE data element. The content is displayed with five characters (such as GKOST for overhead costs).

For order types whose old order status management is active, you can use the ASTNR field to set the initial status. Otherwise, the system uses the default status.

The same consistency checks are made for the automatic creation of internal orders as those made when you create or maintain internal orders in the transactions. This means you must fill the same fields. The field names in the sender structure must be the same as the screen field names.

 

Name on the screen:	Plant
Screen field name:	WERKS
Field name in sender structure:	WERKS

 

You can display used field names on a screen by positioning the cursor on that field, then choosing F1 and Technical information. In the data element field, you can see the technical name of the corresponding field.

Maintaining Order Types and Dependent Objects

Many of the attributes of the order to be created are derived from the order type (for example, whether revenue postings are allowed or not). You need to specify the order type in the appropriate field in the sender structure. The data you transfer using the sender structure must fit the definitions of the corresponding order type in the system.

If you require a settlement rule, you need to enter a settlement profile in the order type. If you want to transfer a source assignment, you must maintain the source structure.

The SAP system must be able to recognize all the organizational units, settlement receivers, and so on. To settle one of the orders you want to create to a different order, you cannot create this in the same run as the order you want to settle, as it must already exist in the system.

In contrast to the creation of orders in the application, you cannot use reference orders  or model orders in the process of transferring old, or external data from external systems.

 

Activities

If the sender and receiver structures are the same, proceed as follows:

Define the Sender Structure

...

       1.      Choose New Entries.

       2.      Enter the sender structure name (such as ORSEND) and an explanatory short text.

       3.      Enter a 1 under Item.

       4.      Enter OREXT as a DDIC structure.

       5.      Save the sender structure.

Edit the Transfer Rules

...

       1.      Choose Environment → Transfer Rules.
The sender structure that you just generated is already defaulted.

       2.      To edit the transfer rules, choose Maintain.

       3.      Choose Create Default Rule.
The system inserts the field names of the sender structure into the sender fields.

       4.      Save the default rule.

 

If the sender and receiver structures are not the same, see the implementation guide (IMG) for information on settings that you can make, under Enterprise Controlling → Executive Information System and Business Planning → Data Transfer.

Example for a Data Transfer

The report RKOFILET is available as an example of data transfer from an external system. You can use this report to create sender records on the hard drive of your presentation server for testing purposes.

Proceed as follows:

1.       Generate the sender structure ORSEND as described above.

2.       Start the report RKOFILET and make entries in some of the fields provided.
The data is not checked, as this is a test.

3.       Start the transfer of legacy data.

4.       Set the following indicators for the test:

·         File system: Presentation server

·         File type: CSV format

·         Number format: Decimal point

5.       For an overview of the written sender records, and the messages for each record, choose Logs.

6.       To be able to see this overview later on, start the report RKCDLMON.

Activities

Transferring Legacy Data and External Data

You can also:

·         See files using the transaction KO08.

For more information on data transfer, see the SAP Library, under Financials → Enterprise Controlling → Executive Information System and Business Planning → Data Collection → Data Transfer Methods.