Structuring Rules for the Business
Partner Master Data Transfer File
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. This means that a file may not contain data for different master records, for example, customers and vendors, since there are separate transfer programs for these records.
The program creates batch input sessions from this file.
For every file, there are three types of structures:
· Session header record
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.
· Header data
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, Account number, Purchasing organization, or Division.
· Subsequent data
These structures contain data from the master records. This includes, for example, the address data for your customers/vendors, the company code data, or the sales area data.
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.
When transferring master records, you should always proceed as follows: First transfer a session header record, then the header data and subsequent data.
For additional master records, you can add additional header data and subsequent data to the file.
In certain circumstances, special screens that differ from the standard screen sequence are called up. This is the case, for example, if the bank master data for a set of bank details has not been created. The system then branches to the screen for creating the bank master data. These particular screens are also called up during batch input. A prerequisite for correct processing of batch input sessions is that data is also transferred for these screens.
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:
· The data must be in the formats required for the batch input programs, that is, character format or date format.
· External field contents must not be longer than the corresponding SAP system fields.
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 SAP system.
The special character "/" is used in batch input programs. If you want to use another special character, specify this character in the BGR00-NODATA field of the session header record.
If possible, define your program such that when you start the structures to be transferred, all fields are filled with this special character. In a structure that is prepared in this way, you subsequently only have to enter a value in the field that is to be transferred to the SAP system.
End of record indicator
A batch input structure (for example KNA1) always ends with the end of record indicator, a single character field, SENDE, that must contain the NODATA special character (/). Using this end of record indicator, the transfer program determines whether a shorter structure (fewer fields) from a previous release is used in the sequential file.
Number assignment
You can retain the old numbers of your customers and vendors or you can create master records under new numbers assigned by the system.
If you create a master record under a new number in the system, you should store the assignment of the old numbers to the new numbers in a directory.
If you want to retain the old numbers, you must enter these numbers when you transfer the master records. Choose an account group with external number assignment. The accompanying number range must have an appropriate number interval. After the data has been transferred, you can change the number assignment and select internal assignment. To do this, you assign a new number range to the account group.
However, it is only advisable to transfer old numbers if your legacy data is complete and up-to-date.
Additional address fields
By joining the customer and vendor master and the associated contact persons to the Central Address Management (CAM), you gain extra address fields. This additional address information is not kept in the actual master tables (KNA1 for the customer master, LFA1 for the vendor master, KNVK for the contact person, but rather is is stored in a individual CAM tables.
To transfer this additional address information, you require your own transfer run via the ALE interface, which should be carried out before the transfer run for the master data.
If you use number ranges with internal number allocation for initial data creation of the customer and vendor master, the number must be determined in advance, by which the master object is clearly identified in the system. This is because of the separate transfer of address information and master data.
You can determine the numbers using the following BAPIs:
· BAPI_VENDOR_GETINTNUMBER (for the vendor master)
· BAPI_CUSTOMER_GETINTNUMBER (for the customer master)
· BAPI_PARTNEREMPLOYEE_GETINTNUM (for the contact persons)
Master data fields for which there is a counterpart in central address management (such as name, street, or telephone number) continue to be filled in the actual master tables. The formatting for these fields within central address management is different from the original formatting of the fields without the link to central address management. We therefore recommend that you only transfer the data for such fields when transferring central address management address information.
Detailed Information per Structure
The system always supports the central transactions for master data. This means you can maintain the general data area, the company-code-dependent area, and the sales area dependent area of the master records using batch input. If you wish to create a certain area only, you only need to transfer the data belonging to this area. In vendor master records, you can also create and change the Materials Management data area by batch input.
Structures in which only the control fields, such as record type or structure, are filled, should not be transferred since in some cases, problems may occur with the transfer.
Customer Master Data Structures