Importing Documents, Materials, and Bills of Material 

Use

You can use transaction CFI02 to copy documents, materials, and bills of material from a cFolders system to the backend system.

Prerequisites

·        SAP R/3, release 4.6C with SP33 or higher (back-end system) and SAP Note 546617

·        SAP R/3 Plug-In 2002.2 

Procedure

       1.      Start transaction CFI02 in the back-end system.

       2.      In the cFolders Application field, choose a cFolders system to which a connection was created during installation.

       3.      Choose the objects that you want to import using Select cFolders Objects.

If a logon screen appears, enter your cFolders user and password. If you do not know what the client is, ask your system administrator.

       4.      Decide whether you want multi-level explosion of the bill of material.

If you activate this indicator, multi-level explosion is carried out for all bills of material during the check (see step 8) and while the objects are being copied (see step 9). All the objects found during these two processes are displayed. The system behaves as though you had selected these objects via the user interface.

       5.      Decide whether linked documents are also to be copied.

If you activate this indicator, the linked documents are displayed for all materials, bills of material, and BOM items during the check and while the objects are being copied. The system behaves as though you had selected these objects via the user interface.

       6.      You have the option of entering a change number under which all changes are posted in the system.

       7.      Now you can process the individual objects:

¡        To delete an object from the list, select it and choose Delete selected items.

Caution: Objects that are required for the transport (for example, the header material of a bill of material) cannot be deleted from the list.

¡        Documents might be linked to bills of material and materials. You can import the linked documents of all objects (see step 5). To import the linked documents of an individual object, select the object and choose Consider Linked Documents. For bills of material, both the documents that are directly linked to the bill of material header as well as the documents that are linked to BOM items are taken into account.

¡        You can explode individual bills of material by selecting the corresponding bill of material and choosing Explode BOM.

¡        After the import, the object is automatically exported back to cFolders as a new version. This ensures that the back-end system and the cFolders system have the same status. To define for each object whether an object can be changed in cFolders after the re-export, use the Read only in cFolders indicator.

¡        Special features of the object types:

Document

Define the destination document: If the documents were originally copied from this back-end system into the cFolders system using the back-end integration, the system creates a new version of the original document as the destination document, with the old version as a template. You can change this destination document. If the system has not defined a destination document, you must select one.

§         To define the destination document:

                                                  i.       Select all entries (cFolders documents) that are to be copied to one destination document.

                                                ii.       Then choose Set document.

If you use a template document (optional), some data (texts, object links, and so on) not, however, the original application files, is copied from the template document into the destination document. Documents are not overwritten. If you specify a destination document that already exists, this document is used as a template for the new version, which then functions as the destination document.

§         Define the storage category: If you want to change the default setting, select all entries to which you want to assign a storage category and choose Set Storage Category.

§         Define the Application: If you want to change the default setting, or no default setting was found, select the relevant field in the table in the lower part of the screen.

Material

§         To be able to import materials, the required entry fields at least must be filled, which is why the required entry fields can be changed. There is an input help for each field. However, you can also enter the values yourself.

§         In Customizing for the Back-End System, you can set up automatic number assignment for the material number so that you do not have to enter a material number. In this case, it is generated automatically during the check and while the objects are being copied.

If the material was originally exported from the back-end system, but the material number was changed in the cFolders system, you can decide whether the material is written to the back-end system with the old or the new material number.

Bill of Material

§         For the time being, all bills of material and their key fields are listed.

       8.      Choose Check.

The system displays for each object whether it is new, changed, or cannot be changed. In addition, the status of the transport (for example, checked, errors, and so on) is displayed, plus an error log, if any errors occurred.

Solve the problems that are recorded in the error log first.. If you have to make changes in the cFolders system, choose Update cFolders Data when you are finished, so that the changes can be taken into account:

¡        The objects that you changed in cFolders are read from cFolders again.

¡        Changes that you have made to these objects in the meantime in the back-end system are discarded.

¡        Changes in the back-end system to objects that were not changed in cFolders are retained.

New items may have been added in the back-end system since the last export of material BOMs to cFolders. These items can only be re-exported if the corresponding component exists in cFolders. If this is not the case, start a second session and call up transaction CFE02 for exporting objects to cFolders and export the component in question. If you do not want to export this component to cFolders, the bills of material can still be imported. However, the bills of material in the back-end system and in the cFolders system then differ.

       9.      Choose Copy Objects to import the objects without errors (status = checked). First, all documents, then all materials, and finally all bills of material are imported.

¡        After the import, the key is exported to cFolders as the back-end alias for all objects.

¡        If a document already exists in the back-end system, a new version of the document is created. All cFolders documents that were original application files of a back-end document and are also re-imported are contained in the new version.

¡        Once all documents have been imported, the materials are imported. When this happens, the links to the documents are taken into account. For materials that already exist, only the attributes that were changed in the cFolders system are changed. The material is exported directly after the import to ensure that the back-end system and the cFolders system have the same status.

¡        Once all materials have been imported, the system creates a results preview of the import of the bills of material. Stricter checks are carried out during this and any errors that occur (for example, if the unit of measure of an item does not match the component) are logged. On this screen, you can then solve the logged errors.

To copy the bills of material, choose Save. The bills of material are now imported and then exported again. In the same way as for materials, only the changes carried out in cFolders are copied to the back-end system. If, for example, the quantity of a BOM item is changed, and at the same time the description is changed, in the back-end system, both changes are still there after the import.