How to Design an Electronic Format in Electronic File Manager Format Definition

8/7/2019 How to Design an Electronic Format in Electronic File Manager Format Definition

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SAP Business One

How -To Guide

PUBLIC

How t o Des ign an Elec t ron ic Fi le

Form at in Elec t ron ic Fi le Manager :

Form at Def in i t ion

Appl icable Releases:

SAP Busi ness One 8.8,

SAP Busi ness One 8.81

and

SAP Busi ness One 20 07 A SP01

Al l Count r ies

Engl ish

December 2010


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Table of Contents

Purpose ........................................................................................................................................... 3Creating a Format to Export Business Partners from SAP Business One .............................. 4Mapping between the source format tree and the target format tree ..................................... 10Creating Runtime Validation Rules for Target Nodes .............................................................. 15Other Reference Material ............................................................................................................. 26Copyrights, Trademarks, and Disclaimers ................................................................................ 27


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How to Design an Electronic File Format in Electronic File Manager: Format Definition

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PurposeThis how-to guide provides an example of using the Electronic File Manager: Format Definition add-on

to design a GEP (Generic Electronic File Format Project) format to export business partners from SAP

Business One.

You can use the source file (BPList.rpt) and the target file (BPList.xsd or BPList.xml) that are

attached to the how-to guide to complete the example. SAP also provides you with the completed

format (BPList.gep).

The how-to guide describes in detail each of the following steps used to create the format:

1. Create a format project.

2. Add a source file. You can use the attached source file (BPList.rpt).

3. Add a target file. You can use the attached target file (BPList.xsd or BPList.xml).

4. Set up property.

5. Map the format between source tree and target tree.

6. Add the validation rules.

7. Verify the format.

8. Conduct a test run of the format.

For other formats, such as BPP (Bank Payment File Format Project) and SSP (Special-Purpose File

Format Project), you can use the example as a reference.

For more information about the Electronic File Manager: Format Definition add-on, see the online help

for Electronic File Manager: Format Definition.


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Creat ing a Form at t o Ex por t Bus iness

Part ners fr om SAP Busin ess OnePrerequisites

You have started SAP Business One.

Procedure

1. From the SAP Business One Main Menu, choose Tools Electronic File Manager: Format

Definition.

2. To create a GEP format, do one of the following:

On the Start Pagetab, under Create a new format project, click Generic Electronic File

Format Project.

Choose (New) or choose File Newand do the following:

i. In the Create a New Formatwindow, select (Generic Electronic File

Format Project).

ii. To specify the path, choose the ellipsis button and choose the path.

iii. Specify the format name and choose the OKbutton.

A default mapping is created.

3. To add the source file for the GEP format, do the following:

a. Right-click the Sourcefolder and choose Source Add RPT.

b. In the Openwindow, select the BPList.rpt file, and choose the Openbutton.

The source file is added in the Sourcefolder and its format structure appears in a tree structureon the mapping tab.


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6. To add a target file for the GEP format, right-click the Targetfolder, choose Add, and selectXML.

7. In the Add XML Targetwindow, do one of the following:

Select Import an XML schemaand choose the OKbutton.

In the Open window, select the BPList.xsd and choose the Openbutton.

The imported XML schema file is added to the Targetfolder and its format structureappears in a tree structure as read only on the mapping tab.

In the opened window, select BPListas the root node for the XML structure and choosethe OKbutton.

Select Import the structure from an XML documentand choose the OKbutton,

In the Open window, select the BPList.xml and choose the Openbutton.


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The imported XML file is added to the Targetfolder and its format structure appears in atree structure on the mapping tab.

8. To view the target format tree in different views, do one of the following:

Full view or compact view: Right-click the format tree head and choose the view to which

you want to switch.

Customized compact view: do the following:

i. Display the XML format tree in full view.

ii. To hide a non technical node, click the non technical node until the node is greyed

out, for example, .

To display the non technical node, click the (Eye) icon attached to the node

until the node is enabled, for example, .

Note

All, Choice, and Sequenceare technical nodes.

iii. Display the XML format tree in compact view.

9. Map between the source format tree and the target format tree by mapping the following targetnodes to the relevant source nodes and configure the relevant mapping settings:

Source Node Target Node

Group Header #1 Country

GroupNameCountry1 Name

Details BP

CardType1 IsSupplier

CardName1 Name

Balance1 Balance


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For more information, seeMapping Between the Source Format Tree and the Target Format

Tree.

10. Create runtime validation rules for all the target nodes except for the target node BPList.

For more information, seeCreating Runtime Validation Rules for Target Nodes.

11. To verify the format for the mapping settings or the validation rules of the target tree, do one ofthe following:

Click (Verify).

Choose ProjectVerify.

Press F6.

The verification checks the mapping settings of only the nodes required by the imported XMLschema and the validation settings of all the nodes.

After the verification is finished, a message listing errors, warnings, or information appears onthe Messagetab.

To display different types of messages, choose the Error(s), Warning(s), or Informationbutton.

By default, all types of messages are displayed on the Messagetab.

To export messages, right-click any space on the Messagetab and choose Export All. In theSave Aswindow, specify the file name, and choose the Savebutton.

12. To start a test run, do one of the following:

Click (Test Run).

Choose ProjectTest Run.


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Press F5.

You test run the format with the embedded value in the source .rpt file.

If the test run succeeds, the Outputtab automatically displays the simulated XML content. Tosave the test run results, right-click any space on the Outputtab and choose Export All. In the

Save Aswindow, specify the file name, and choose the Savebutton.

If the test run fails, the messages are displayed on the Messagetab. For runtime data validationfailure, the messages you specify on the Validationtab appear.

You can test run the format with external data. For more information, see the Test RunningFormats in the online help of the Electronic File Manager: Format Definition add-on.

13. To save the formats, do one of the following:

Choose FileSave.

Click (Save).

Choose FileSave As and specify the new format name.

Result

You can import the format into SAP Business One.


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Mapping Betw een the Source Format Tree

and the Target Form at TreeYou can map between the source format tree and the target format tree by creating connections and

mapping rules for each node required in your format solution.

Procedure...

1. To map a source node to a target node, do the following:

a. Click the node in the source format tree.

b. Drag and drop on the node to which you want to map in the target format tree. A

connection line is created.

c. To enable mapping setting, right-click the target node and choose Mapping Setting.

The Mapping Settingtab is enabled.

2. For the target node: Country, select No Valuefor Value.

No value is outputted; however, for each Group Header#1 node in the source file, a Countrynode is created in the XML file.

Note

The No Valueoption is automatically selected for the target nodes that are elementcontainers. The element container node cannot be filled with any value.


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3. For the target node: Name(under the Countrynode), select Copy Value From Source Nodefor

Value.

The output value for Nameis its source node value.

4. For the target node: BP, select No Valuefor Value.

No value is outputted; however, for each Detailsnode in the source file, a BPnode is created inthe XML file.

5. For the target node: IsSupplier, specify the following mapping condition details:

Mapping rules determine the value output at runtime execution.

Condition: If the condition is met at runtime, the relevant output value is used.

Else condition: If none of the conditions are met at runtime, the relevant output value is used.

a. Select the source node: CardType1.

b. In the Propertiesarea, in the Reference No. field, specify CardType.


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c. To add a condition, choose .

d. Specify the following details of the expression for the condition:

i. For Type1, select Function.

ii. For Arg1, specify substring(%CardType,1,1).

iii. For Op, select Equals to.

iv. For Type2, select Constant.

v. For Arg2, specify S.

The condition is met when the first character of CardType1 is S.

Note

You use %CardTypeas the reference no. for the source node CardType1. Reference no.is the reference code or alias of the node. You can use the reference code or alias torefer to the node in the function or the condition of another node.

substring(string, number, number?)

Description: Returns the substring of the first argument starting at the position specifiedin the second argument and having the length specified in the third argument.

The index begins at 1.

Sample: substring(12345,2,3) returns 234.


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Select the Constant Valueradio button and specify True. If the condition is met atruntime, no value will be outputted.

e. Select the Else Conditioncheckbox.

f. Select the Constant Valueradio button and specify False.

If the condition is not met at runtime, the output value is the constant value: False.

6. For the target node: Name(under the Sequencenode), select Copy Value From Source Node

for Value.


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The output value for Nameis its source node value.

7. For the target node: Balance, select Copy Value From Source Nodefor Value.

The output value for Balanceis its source node value.


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Creat ing Runt im e Val idat ion Rules for

Target NodesAt runtime, the validation rules check the relevant values retrieved from SAP Business One. You canprovide a warning or error message for any error that may occur during runtime validation:

Error message: If any error occurs, the message appears and the validation process fails.

Warning message: If any error occurs, the message appears but the validation process

continues.

Procedure...

1. To add a validation rule for a target node, do the following:

a. Click a node in the target tree.

b. Select the Validationtab.

c. Choose and select one of the following validation parameters:

Length

Number of Occurrence

Valid Value

Data Range

Customize

d. Specify the details for the validation rule.

Note

If you import the XML schema file BPList.xsd as the target file in step 6, the validationrules are already included in the file.

2. To add validation rules for the target node: Sequence, select Number of Occurrenceand specify

1 in the Fromfield and 1 in the Tofield.


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The error message is automatically changed to format({0} - Number of occurrence is outsiderange 1 to 1,Sequence).

3. To add a validation rule for the target node: Country, select Number of Occurrenceand specify

1 in the Fromfield.


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The error message is automatically changed to format({0} - Number of occurrence is outsiderange 1 to infinity, Country).

The country name is allowed to appear more than once at runtime. If the validation rule isbroken, the error message appears.

4. To add validation rules for the target node: Name, do the following:


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Number of Occurrence: 1 in the Fromfield and 1 in the Tofield

The error message is automatically changed to format({0} - Number of occurrence isoutside range 1 to 1,Name).

The country name is allowed to appear only once at runtime. If the validation rule isbroken, the error message appears.

Valid Values: Add DE, GB, and USto the valid value list.

The error message is automatically changed to format( Name - {0} is not a validvalue in list DE, GB, US,.).

Only the value covered in the valid value list is allowed at runtime. If the validation rule isbroken, the error message appears.


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5. To add a validation rule for the target node: Sequence, select Number of Occurrenceand

specify 1 in the Fromfield and 1 in the Tofield.



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6. To add a validation rule for the target node: BP, select Number of Occurrenceand specify 1 in

the Fromfield.

The error message is automatically changed to format({0} - Number of occurrence is outsiderange 1 to infinity, BP).

The BP element container is allowed to appear more than once at runtime. If the validation ruleis broken, the error message appears.

7. To add validation rules for the target node: IsSupplier, do the following:


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The error message is automatically changed to format({0} - Number of occurrence isoutside range 1 to 1,IsSupplier).

The IsSupplier attribute is allowed to appear only once at runtime. If the validation rule isbroken, the error message appears.

Valid Values: Add Falseand Trueto the valid values list.

The error message is automatically changed to format( IsSupplier - {0} is not a validvalue in list False, True,.).

Only the value covered in the valid values list is allowed. If the validation rule is broken,the error message appears.


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8. To add a validation rule for the target node: Sequence, select Number of Occurrenceand

specify 1 in the Fromfield and 1 in the Tofield.



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9. To add validation rules for the target node: Name, select Number of Occurrenceand specify 1 in

the Fromfield and 1 in the Tofield.

The error message is automatically changed to format({0} - Number of occurrence is outsiderange 1 to 1,Name).

The name is allowed to appear only once at runtime. If the validation rule is broken, the error

message appears.


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10. To add validation rules for the target node: Balance, do the following:


The error message is automatically changed to format({0} - Number of occurrence isoutside range 1 to 1,Balance).

The Balance attribute is allowed to appear only once at runtime. If the validation rule isbroken, the error message appears.

Data Range:Specify 0 in the Fromfield and select the Inclusivecheckbox. Leave the To

field empty and select the Inclusivecheckbox.

The error message is automatically changed to format(Balance Value {0} is outsiderange 0 to infinity,.).

The allowed balance range is from zero to infinity. If the validation rule is broken, theerror message appears.


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Note

You can create validation rule of data range for the only target fields with the type asNumber or Date. The target field type is determined in the XML schema. If you manuallycreate a target field, you cannot set the field type in the Electronic File Manager: FormatDefinition add-on. You can only create validation rule of data range for the target fieldswith the type as Number or Date that are imported from an XML schema.


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Ot her Reference Mat er ia lIn addition to the format GEP, the Electronic File Manager: Format Definition add-on for SAP Business

One 8.81 provides the following formats:

Bank Payment File Format Project (BPP): Bank payment format used for exporting payment

data from SAP Business One

This format is used to generate a bank payment file in the payment wizard.

Bank Statement File Format Project (BFP): Bank statement format used for parsing and

importing bank statement data into SAP Business One

BFP is the same format you edit in the Format Definition add-on of SAP Business One 2007and 8.8.

For more information about the Electronic File Manager: Format Definition add-on, see the online help

for Electronic File Manager: Format Definition.

The Electronic File Manager: Format Definition add-on for SAP Business One 2007 A SP01 and 8.8

provides the following formats:

Special-Purpose File Format Project (SPP): A generic format used for various special business

purposes with predefined structure

BFP: Bank statement file format used for parsing and importing bank statement data into SAP

Business One

BFP is the same format you edit in the Format Definition add-on of SAP Business One 2007and 8.8.

For more information, see the online help for Electronic File Manager: Format Definition and SAPNote1531223.
http://service.sap.com/sap/support/notes/1531223http://service.sap.com/sap/support/notes/1531223http://service.sap.com/sap/support/notes/1531223http://service.sap.com/sap/support/notes/1531223


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The current version of the copyrights, trademarks, and disclaimers

athttp://service.sap.com/smb/sbocustomer/documentationis valid for this document.
http://service.sap.com/smb/sbocustomer/documentationhttp://service.sap.com/smb/sbocustomer/documentationhttp://service.sap.com/smb/sbocustomer/documentationhttp://service.sap.com/smb/sbocustomer/documentation

How to Design an Electronic Format in Electronic File Manager Format Definition

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