week 2: migration, input, and output unit 1: migration

Week 2: Migration, Input, and Output

Unit 1: Migration Walkthrough – The Process

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Migration walkthrough – the process

Overview

Unit 2: Migration Overview

Unit 3: Migration Tips and Tricks

Week 2Unit 4: Financial Migration and Reconciliation

Unit 5: Output Management

Unit 6: Web Services


Unit 7: Mass Changes, Input, Extraction



Process flow

Complete Template

Download fileFill with

legacy data

Validate FileMandatory

fieldsCorrect data

types

Convert Values

Map legacy system to new

systemConvert codes

Convert common

system data

Simulate Import

Trial runTime to resolve

errors

Execute Import

Migrate the data



Demo

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Migration overview

Overview







Unit 7: Mass change, Input, Extraction


Migration overview

Migration motivation

Legacy System

▪ Master data

▪ Historical transaction data

▪ Data of operational importance

Data Migration

▪ Extract

▪ Cleanse

▪ Transform

ByDesign

▪ Start clean

▪ Lose nothing

▪ Maintain business continuity


Migration overview

Migration stream

Schedule

Cleanse

Extract Data

Populate Migration

Templates

Test Migration Verify Cutover Migration

Prepare Fine-TuneIntegrate and

ExtendTest Go Live

1

2

3

4

5 6 7


Migration overview

Demo: Data migration scope and planning

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Migration tips and tricks

Overview










Useful features

Value conversion

▪ Import and export value conversion

▪ Save duplication of work between test and production

Download finished files

▪ Reuse verified test files in another system

Adjust settings for

parallel processing

▪ Reduce time taken

▪ Optimize number of processes for your needs

Delta file creation

▪ Erroneous records create a delta file directly



Demo

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Unit 4: Financial Migration and Reconciliation


Financial migration and reconciliation

Overview










General recommendation

Migration date

be trainedbe prepared make it easy

Reduced risk



Company-specific migration

Corporate Group

Company 1

Company 2

Company …

SAPBusinessByDesign

Migration

Unit 1

Migration

Unit 2

Migration

Unit …

Source Data

Import 1

Source Data

Import 2

Source Data

Import …

Source Files for

Company 1

Source Files for

Company 2

Source Files for

Company …


Migration Unit

Source file for …

Validate

File

Convert

Values

Simulate

Import

Verify Posting

Preview


Financial migration process

Source file for Account Balances migration object

Validate

File

Convert

Values

Simulate

Import

Verify Posting

Preview

Source file for Open Items Payable migration object

Validate

File

Convert

Values

Simulate

Import

Verify Posting

Preview

1 1 2 3

Process

Files

Cross-Check

Balances

Execute

Import

Process Files

a b c d

a b c d

a b c d



Reconciliation

G/L account for

domestic payables

12,345.67

Migration cleaning

account for payables

12,345.67

12,345.67

G/L account for data

migration

(SAKOMIG)

12,345.67

Open items payable from

Open Items Payable source file:

12,345.67

Balances on G/L account domestic

payables from G/L Account

Balances source file: 12,345.67

x ✓



Demo: Financial migration

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Output management

Default process

▪ Default Process

− Process-integrated output. Sample trigger:

Release a customer invoice

− Default: document owner is responsible for output

− Home → “Manual Print Tasks”


▪ Print Queues

− Central printing vs

printing by document owner

▪ Output Channel Rules

− Multiple output settings

− Rules for specific business documents

− Sequence: specific rules at the top

Output management

Fulfilling business requirements

▪ Sample: Customer Invoice

− Print automatically on central printer

− Print internal copy on another central printer

− Deviations for proforma invoices (email) and

debit notes (do not send)

Requirement Solution


Output management

System demo


Output management

Prerequisite: Multiple output channels

Activate multiple output channels

▪ Business Configuration

→Edit Project Scope

→Step 4 – Questions

→ “Communication and Information Exchange”

→ “Business Process Management”

→ “Process-Integrated Input and Output Management”

→ “Group: Enabling Multichannel for Document Output”

▪ Choose multiple output channels

▪ If applicable, allow “Do not send” option


▪ Print Queues







Output management





− Deviations for specific business documents

− Customer-specific requirements:

Some customers want email instead of paper

− Exceptional overriding: copy of a current invoice

requested as email (watermarked as “Duplicate”)

Additional Requirements Solution


Output management

System demo


Output management







− Customer-specific requirements

− Exceptional overriding

− Print the internal copy double-sided

− Store a copy of every invoice as a PDF file

in a local file directory

▪ Print Queues







▪ Account-Specific Rules

− Master data → Collaboration settings

− Priority over general rules

▪ Manual Overriding

− You can also → Edit output settings

− See also: preview, output history


Output management

Cloud Print Manager

▪ Download and install

− Work center “Home”

→ “Self-service overview”

→ “Install Additional Software”

− Central printing: install once in the network

− Printing by document owner: install on all relevant PCs

− Consider prioritizing central printing from end-user support point of view


Output management

Start SAP Cloud Print Service

<Domain>\<windows user>

▪ Windows “Services” app

− Windows Start menu

− Search “Services” app

− “Sap Cloud Print Service for ByDesign”

− “Properties” → “Log On”:

Do not use “Local System account”!

Select “This account” and use windows credentials

− Tab “General”: “Start”/”Stop”(PC admin rights or a group policy

allowing to start/stop this single service)


Output management

SAP Cloud Print Manager: setup

Create a new “Runtime System” entry with the

URL of your SAP Business ByDesign system

▪ Setup for central printing

Use the technical user from queue definition in

SAP Business ByDesign (e.g. PRT_001)

▪ Setup for document owner

Use your business user.

Check “Business User” checkbox!


Output management

SAP Cloud Print Manager: setup

Create a new “Runtime System” entry with the

URL of your SAP Business ByDesign system

▪ Setup for central printing

Use the technical user from queue definition in

SAP Business ByDesign (e.g. PRT_001)

▪ Setup for document owner

Use your business user.

Check “Business User” checkbox!

As a result, the print queues

assigned to this user will be

shown.


Output management

SAP Cloud Print Manager: output options

Define output options for print queues

▪ Send to Printer

− Assign local printer

− Checkbox

− Open “PDF Settings”

• Select printer tray

• Duplex mode

• Fit paper size

▪ Save to File

− Assign file storage directory

− Checkbox “Save to File”

Tray,

duplex,

size


Output management



▪ Print Queues










▪ Cloud Print Manger

− Connect queue to printer

− Use PDF settings (e.g. duplex mode)

− Write PDF to directory





− Customer-specific requirements

− Exceptional overriding

− Print the internal copy double-sided

− Store a copy of every invoice as a PDF file

in a local file directory


▪ Print Queues







− Prerequisite: Activate multiple output

channel functionality in BC scope



− Priority over output channel rules

Output management

Summary


− You can also → Edit output settings

▪ Cloud Print Manger

− Install, activate service in services app

− Settings for central printing

− Settings for document owner

− Assign queues to network printer

− Use PDF settings (e.g. duplex mode)

− Write PDF to directory


Output management

SAP Cloud Print Manager – additional information

SAP Cloud Print Manager Quick Guidehttps://help.sap.com/viewer/7c182c462ec043cba338a30b952068c7/

2102/en-US/dd9f08947da34c599daf707db4a5608b.html

Blog post: CPM installation step by stephttps://blogs.sap.com/2017/08/07/cloud-print-manager-installation-

and-configuration/

SAP Guided Answershttps://ga.support.sap.com/dtp/viewer/#/tree/2603/actions/36088

https://help.sap.com/viewer/7c182c462ec043cba338a30b952068c7/2102/en-US/dd9f08947da34c599daf707db4a5608b.html

https://blogs.sap.com/2017/08/07/cloud-print-manager-installation-and-configuration/

https://ga.support.sap.com/dtp/viewer/#/tree/2603/actions/36088

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Web services

Overview

SOAP Web Services

▪ Service explorer

▪ SAP API Business Hub

▪ SOAP payload

REST/OData Services

▪ OData editor

▪ OData for reports/KPIs/data sources

▪ System demo


Data & Process Integration

▪ Create or update business object data, e.g.

– Master data replication

– Mass change

– Continue a business process in

SAP Business ByDesign that started in a

remote system, e.g. create sales orders

▪ Let an event in SAP Business ByDesign

trigger a business process task in a remote

system

▪ Develop e.g. an external app that interacts

with SAP Business ByDesign data

Analytical Integration

▪ Remote consumption of data from

SAP Business ByDesign

– Report results and KPIs (i.e. pre-

processed analytical data)

– Data sources (analytical raw data)

Web services

Typical use cases


Web services

SOAP Web services

SOAP Web Service APIs

▪ Approx. 200 APIs/ approx. 100 business objects

▪ Query / create / update

▪ Actions (e.g. Release Outbound Delivery)

Service Explorer

▪ Work center “Application and User Management”

→ view “Service Explorer”

▪ All SOAP Web services

▪ Detailed documentation with field information

and sample XML payload messages

▪ Download structure definition of API (WSDL file)

Remarks

▪ SAP Cloud Applications Studio: wizard to create

additional SOAP APIs for standard and custom

business objects


SAP Business ByDesign in SAP API Business Hub

▪ https://api.sap.com/package/BYD/soap

▪ All SOAP APIs incl. links to WSDL file

▪ General documentation on how to use SOAP Web services in

SAP Business ByDesign, e.g. action codes, sample code for

consumer side

Web services

SOAP Web services

https://api.sap.com/package/BYD/soap


Web services

SOAP Web services – payload sample

<BasicMessageHeader/>

<Material actionCode="06"

descriptionListCompleteTransmissionIndicator="false">

<InternalID>P100101</InternalID>

<Description actionCode="01">

<Description languageCode="FR">Sample French Text</Description>

</Description>

</Material>


Web services








</Description>

</Material>

actionCode

actionCode="01" Create (error message if already exists)

actionCode="02" Update (error message if doesn’t exist)

actionCode="04" Save (create or update as needed)

actionCode="06" No change on this node level

See

documentation

for details


Web services


ListCompleteTransmissionIndicator

descriptionListCompleteTransmissionIndicator=“true" Replace the descriptions in the system with this list

descriptionListCompleteTransmissionIndicator="false" Modify the descriptions in the system

See

documentation

for details







</Description>

</Material>


Web services

OData services

OData for Business Objects

“Application and User Management” → “OData Services”

→ Custom OData Services

▪ 337 standard business objects

▪ Custom business objects (SAP Cloud Applications Studio)

▪ Select nodes, fields, filter, and functions → Activate API

OData for Reports / KPIs / Data Sources

▪ “Business Analytics” → “Design Reports”

→ “Build OData Queries” → Specify fields and filter

▪ “Business Analytics” → “Design KPI” → “OData Service”

▪ “Business Analytics” → “Design Data Sources”

→ “Build OData Queries”

Automatic authorization control via user and assigned

work center views


Web services

System demo: OData for KPIs


Web services

Event subscription

Subscription for Event Notifications

“Application and User Management” → “Event Notification”

▪ Subscribe to specific business object data being created/updated/deleted

▪ The event triggers an OData call to a service in the specified remote system


Web services

Preparation and monitoring

Preparation

Set up communication and user

▪ Communication system – who?

▪ Communication scenario – what?

▪ Communication arrangement – how?

→ See file with detailed descriptions

as additional info to this unit.

Monitoring

Monitoring views in work center “Application and User

Management”

▪ Business Communication Monitoring

▪ Web Service Message Monitoring

▪ Event Notification Monitoring

Status, error log, payload view


Web services

Where to go from here

Suggestions for next steps

▪ OData Example: Create and Update Product Data,

step-by-step description and video (Murthy V, SAP)

https://blogs.sap.com/2019/02/28/odata-example-create-and-

update-product-data-in-byd/.

▪ SOAP: Create ByD Sales Orders using Web Services

https://blogs.sap.com/2017/08/10/create-byd-sales-orders-using-

web-services/ (Knut Heusermann, SAP)

▪ Samples covering end-to-end business scenarios

https://blogs.sap.com/2019/02/27/sap-business-bydesign-api-

usage-samples/ with link to GitHub for Postman© collections

▪ Get an overview on all available

APIs and when to use what

(Knut Heusermann, SAP)

https://blogs.sap.com/2019/09/26/

sap-business-bydesign-an-api-

overview/

Hands-on: follow the blog posts and videos

published in the SAP Business ByDesign community

Use available resources

Suggestions for first steps with Web

services

▪ Questions? Ask the community!

https://www.sap.com/community/topics/bu

siness-bydesign.html

→ Go to section “Integrate and Extend...”

▪ Sample demos published by

SAP Business ByDesign partners

on YouTube and other platforms

▪ Use SAP Help Portal

https://help.sap.com/viewer/product/SAP_

BUSINESS_BYDESIGN/

→ Go to tab “Integrate” → “Web Service

APIs”

▪ Tip: The search in the Help Center within

SAP Business ByDesign combines both

documentation and community blog posts!

https://blogs.sap.com/2019/02/28/odata-example-create-and-update-product-data-in-byd/

https://blogs.sap.com/2017/08/10/create-byd-sales-orders-using-web-services/

https://blogs.sap.com/2019/02/27/sap-business-bydesign-api-usage-samples/

https://blogs.sap.com/2019/09/26/sap-business-bydesign-an-api-overview/

https://www.sap.com/community/topics/business-bydesign.html

https://help.sap.com/viewer/product/SAP_BUSINESS_BYDESIGN/

https://help.sap.com/viewer/product/SAP_BUSINESS_BYDESIGN/

https://www.sap.com/community/topics/business-bydesign.html

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Week 2: Migration, Input and Output

Unit 7: Mass Change, Input, Extraction


Mass change, input, extraction

Overview

▪ Mass change/create data

− “Mass Data Maintenance” work center

− Application-specific mass change UIs

− based on SAP Add-In for Microsoft Excel

− based on file input to WebDAV folder

▪ Data extraction



Mass change #1: mass data maintenance

▪ “Mass Data Maintenance” work center

− Export data to local file (.csv)

− Modify in spreadsheet

− Reimport from local file

▪ Business objects

− Customer

− Supplier

− Material



System demo: mass data maintenance



Mass change #2: application-specific mass change UIs

▪ Mass change capabilities in

application work centers

▪ Focus on frequent use cases

▪ Sample:

“Product Data” → “Services”



Mass change #3: via SAP Add-In for Microsoft Excel

▪ Based on SAP Add-In for Microsoft Excel

▪ Sample “Contacts”:

− “New from Microsoft Excel”:

generates an empty spreadsheet template (.xlsx)

− “Save data to”:

uploads the spreadsheet data

to SAP Business ByDesign

▪ Create/update

▪ Some objects allow overwriting (e.g. contacts)

Download from Home → Self-Services

Overview → Install Additional Software


Offering

▪ Work center “Application and User Management” →

“File Input” using WebDAV folders

▪ Process

− Mount WebDAV folder to local network

− Schedule (recurring) job to process files that are being

loaded into this folder

▪ Templates

− Used e.g. for some country-specific tax lists

− Custom BOs: file structure can be defined in PDI wizard


File input


▪ Extraction of master data and transactional data into

local files

− Work center “Application and User Management”

→ “Data Extraction”

− Prerequisite: Functionality activated in business

configuration settings: Questions for “Built-in Services and

Support” → “Business Configuration” → “Data Migration”

− Package size: create a new file after every

e.g. 5,000 records.

− Code list fields: description (“France”) or code (“FR”)

− “Activate and Run” (batch process)

− Refresh until status “Finished”


Data extraction


▪ Extraction of master data and transactional data into

local files

− Work center “Application and User Management”

→ “Data Extraction”

− Prerequisite: Functionality activated in business

configuration settings: Questions for “Built-in Services and

Support” → “Business Configuration” → “Data Migration”

− Package size: create a new file after every

e.g. 5,000 records.

− Code list fields: description (“France”) or code (“FR”)

− “Activate and Run” (batch process)

− Refresh until status “Finished”

▪ Extracted files

− File format: Excel XML spreadsheet

(in compressed .zip file)

− Identical with SAP Business ByDesign migration templates


Data extraction


ENTITLEMENTS

ENT_VALUATION

Entitlements

Entitlement Valuations

FLEX_DISCOUNT_LIST

FLEX_FREIGHTS

FLEX_SURCHARGES

Discount Lists

Freights

Surcharges


Data extraction – object coverage

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week 2: migration, input, and output unit 1: migration

Documents