LSMW step by step?

LSMW is a tool used to tranfer data from legacy system to R/3 periodically or once.It supports conversion of data and Batch Input,BAPI,IDOC or Direct Input can be used as the method for transfer of data.Total of 26 processing steps are available in LSMW ,In case of data transfer using Batch Input only 14 steps are required.

Execute the transaction LSMW to start transfer of data,Before using the LSMW we should have good knowledge about the business object and the fields that will be transferred.
The main screen of LSMW provides wizard-like step-by-step tasks,  To complete your data conversion, you need to execute these steps in sequence. Once a step is executed, the cursor is automatically positioned to the next step.

Note that these steps may look different depending upon your Personal menu settings. You could make step numbers visible by ‘Numbers on’ icon or hidden by ‘Numbers off’ icon. You can execute a step by double-clicking on the row. Toggle icon ‘Doubleclick=Display’ or ‘Doubleclick=Edit’, makes the step in ‘display’ mode or ‘change’ mode.

There are 14 steps that are normally used and these are.


1)   Maintain Object Attributes.
2)   Maintain Source Structures.
3)   Maintain Source Fields.
4)   Maintain Structure Relations
5)   Maintain Field Mapping and conversion rules .
6)   Maintain Fixed Values,translations ,user defined routines.
7)   Specify Files .
8)   Assign Files .
9)   Read DATA.
10) Display Read Data.
11) Convert Data.
12) Display Converted Data.
13) Create Batch Input Session.
14) Run Batch Input Sesion.

1)   Maintain Object Attributes.
In this example, you will be updating the customer master records with the help of recording a transaction (XD02).
 a.Choose radio button Batch Input Recording and
 bclick on the recording overview icon to record the R/3 transaction.
 c.Enter the Recording nameasXD02_REC,the description as Customer Master Updates Recording,   and
 d.the transaction code as XD02(FS00 in case of gl accounts)
Once the transaction is completed, R/3 records the flow of screens and fields and saves the information,


2)   Maintain Source Structures.
Give a name and a description to the source structure

3)   Maintain Source Fields.
In this step, you need to list what fields are present in the source structure. The easiest way is to click on ‘Table Maintenance’ icon to enter Fieldname, Type and Length for each field
Note that your input file will have four fields as key fields and you need to update three fields in the system

4)   Maintain Structure Relations
Execute a step to ‘Maintain Structure Relations’. Since, there is only one Source and Target Structure, the relationship is defaulted automatically

5)   Maintain Field Mapping and conversion rules .
In this step, source/legacy fields in each structure are assigned to R/3 fields. It may be done individually for each R/3 field, which being time-consuming for complex structures or we can use automatic mapping utility (Extras > Auto-Field mapping).

We can specify the conversion rule to be used to convert an LS field into the corresponding R/3 field. For this, use predefined conversion rules or create your own conversion rules in the editor.

You may use the buttons ‘Initial’, ‘Constant’, ‘Move’ & ‘Fixed Value’ to assign different values. You may also assign different rules by using the button ‘Rule’. automatic mapping utility (Extras > Auto-Field mapping).

6)   Maintain Fixed Values,translations ,user defined routines.



7)   Specify Files .
In this step, we define how the layout of the input file is. The input file is a [Tab] delimited with the first row as field names. It is present on my PC (local drive)
Create an Excel file with your data and save it as a Tab-delimited text file on your local drive.

8)   Assign Files .
Execute step ‘Assign Files’ and the system automatically defaults the filename to the source structure.

9)   Read DATA.
In this step, LSMW reads the data from the source file (from your PC’s local drive).

10)  Display Read Data.
This step is optional. If required, you can review the field contents for the rows of data read

11)  Convert Data.
This is the step that actually converts the source data (in source format) to a target format. Based on the conversion rules defined, source fields are mapped to target fields.

12)  Display Converted Data.
Again this is an optional step to view how the source data is converted to internal SAP format

13)  Create Batch Input Session.
Once the source data is converted in an internal format, you can create a batch session to process updates .

14)  Run Batch Input Sesion.

You can execute the BDC session by Run Batch input session. Executing a batch input session is a standard SM35 transaction for managing BDC sessions. Once you have successfully executed the batch input session, the customer master records are updated in the system. You can confirm this by viewing the customer master records (XD03).


Note! Browsing thru these 14 steps, you may get a feeling that this is a very lengthy and time-consuming activity. However, for the purposes of demonstration, I have made it detailed. Although it looks lengthy, actually it takes hardly few hours from start-to-finish! After playing around with few simple LSMW scripts, you will find it so easy to change and create more complex ones.

Please explain what is the purpose of the Check box " Posting without Tax allowed" in the GL master data?

Posting without tax allowed means that even if you do not indicate any tax code in the line item, you will still be able to post. If for example, in the tax category, you input * or > or < 


and If posting without tax allowed is not ticked, the system will prompt you to enter tax code. 

Scenario: A down payment(F-48) is made $25 Later an invoice(MIRO) is posted for $100 Now i wnt to Pay $75 to Vendor But the Automatic payment program(F110) is not clearing the down payment against the vendor invoice. Could you please help how to clear the down payment against the vendor invoice in the payment program

Follow the steps

Step1
After posting the down payment amount you have to clear the down payment amount $25 against the Invoice .the transaction code is F-54.

Step2
Now go to transaction code f-44 and put the vendor code and go to the residual clearing tab and residually clears against $25 against $100.
what you have to do ...you select all the line items and the deselect . again you select/activate line items of $25 and $100 and in the next box (line item$100) double click ......see automatically $75 will appear.....simulate and post.

Now you go to F110 ....run the proposal......you can see the line items of $75 to be paid and it will be seen as a credit balance.

Hope your problem will be solved.

How do you make an advance payment to a vendor through the APP?

You need to use a down payment request to a vendor. This will create a noted item in the vendor, which you need to include with the APP. This will post the advance to the vendor as a special G/L transaction.
There are two steps to make an advance payment to a vendor:
1.Create a down payment request through T-code F-47.
2.in FBZP for All Company Code do not foreget to put F (down payment request) and down payment Sp. GL you want to perform payment for.
2.Post the down payment through T-code F110 (APP). The system will pay for all down payment requests by    check or bank transfer

line item display and open item management in vendor account

line item display and open item management in vendor account are always preset for every vendor account

Special periods?

. The logic behind the use of special periods is to identify and have control over transactions after the closing of normal posting periods.
   Management adjustments
   rectification entries by auditors

How do you keep the FI posting period open only for certain GL codes?

In transaction code OB52 click on new entries and maintain an interval

or a single GL code for the account type S with the posting period

variant. If the GL codes are not in sequence then you need to maintain

further entries for the posting period variant and account type S

Relevant to cash flow Check Box?

If we select the “relevant to cash flow” check box it will determain that the GL account is related to Cash receipt account / cash disbursement account and the same can use to make out going payment through either cash or bank.And it can usefull while making cash flow statements.

If you are using Cash Management and Cash Concentration functionality in Treasury module then this field has great importance.You will select this field for cash and bank accounts because all movements in these accounts have cash flow relevancey.

The following accounts are typically defined as cash flow accounts:
- bank account
- account for bank charges
- check clearing account
- Clearing account for incoming payments

If you don't select this field for the bank account which you use for making down payment, withholding tax will not be calculated.

We can post the vendor document in F-43 and it allows to make outgoing payment entry through F-53 also
But we can’t run the manual check number from the register
It will through the error message "the particular document no is not a payment document

Q)What is dunning? What is dunning level..? How many dunning levels can be configured?

Ans)Customers with whom you transact business have to pay their 
dues eventually. Generally the due date on which the 
customers have to settle the dues is stipulated in the 
terms of payment agreed into with them.

Now one of the three logical events can happen:

1) Customers pay on the due date specified:

They pay the entire value of money for which you have 
supplied materials and / rendered services. Not a bad 
situation at all..... you can meet your financial 
commitments as planned since you have received prompt 
payment ....

2) Customers pay ahead of the due date specified:

This is a better situation for you..... Your money comes 
ahead of your original plan and you can be safe about 
meeting your financial commitments as 
planned ......Therefore, You waive off a small part of the 
dues owed by your customers since your working capital is 
not hampered.

3)What a mess things are in this business world !. You had 
promised money to your creditors assuming that your 
customers would pay promptly and that is not happening. 
This is a Domino effect commencing with your customers 
which you are forced to pass on to your vendors..... That 
is not one bit good !!!!. You must do something to prevent 
recurrence of such an uncomfortable situation ! 

What are the corrective measures which you intend to take? 
SAP calls it as DUNNING.

As a first step, you need to identify which of your 
customers have not paid their dues promptly . You need to  
remind each one of such customers about the non-payment and 
insist that the dues are settled immediately. This is done 
through letter correspondences ( indicating break up of 
dues owed by the customers). Some deaf customers who do not 
heed your letters need to be reminded often ( that is 
periodically , each time the letter sounding a little 
sterner than the earlier one.

The second optional step would be to levy penal charges for 
the defaulted payment in the following manner:

1. Levy of interest for nonpayment / belated payment

2. Levy of incidental charges incurred with regard to 
dunning ( the process of dunning is going to cost you by 
way of follow up,dunning and printing costs, maintenance of 
additonal records,additional labor incurred by way of wages 
to dunning clerks etc...)

Customers who are tone deaf even after repeated reminders 
would be handled through a legal process.

This is the process of dunning.

Generally, each time you dun a customer you are crossing 
one level of dunning. Though you can dun upto a maximum of 
nine times , you would normally resort to legal help after 
dunning three or four times, at the most. The number of 
dunning levels you need can be configured and theoretically 
it ranges from 0 to 9 levels ( 0 if your company is run by 
an inefficient management which does not bother to collect 
money on time  and 9 if your management is too liberal with 
your customers !).

I trust this gives you a basic understanding of what 
dunning is and what the dunning levels are.....

In FI Invoice transactions are not getting posted to a customer account. Possible reasons can be

1) Check whether the document type (DR) and no. ranges have given  or not?

2) Create customer account and sales account for sales 
invoice posting

3) Assign the reconciliation account(sundry debtor) to 
subledger customer account.

4)Check the posting period is open or not for AR & G/L

5)check no.ranges assigned to document types RV and KA

6)tolerance group

7)check the recon a/c and sales a/c in fsoo bcoz might be a  

chance of blocked from posting ..

Can anyone guide me on the exact use of following two points in "Control Data" section of g.l master data:- 1) Account Currency 2) Only balance in local currency Kindly expalin with practical example.

Account Currency indicates the currency in which this Account is held.

When creating a G/L account, you must define the currency in which the account is to be kept.
This defines the following:

• The currency used for postings made to this account
• The currency in which transaction figures are updated and the account balance is displayed

You specify the account currency in the company code area of the G/L account master data. This allows you to keep the G/L account in the local currency of each company code. 


This is especially useful for international groups that have all subsidiaries use the same chart of accounts but with the accounts kept in the local currency.

Features
When setting the account currency, you have two options available:

• If we Enter the local currency of your company code.                                                                                         The system automatically uses the local currency that you defined when creating the company code as the default value. This allows posting to the G/L account in any currency. 
  
  
  When you make a posting in a foreign currency, the amount is translated into the local currency. For more information, see  Posting a Document in a Foreign Currency.
  
  
  The transaction figures are kept as follows:
  • In the local currency, that is, the total of all the amounts posted in the local currency
  • In the individual currencies, that is, the total of all the amounts posted in various currencies.
• If we Enter a foreign currency.                                                                                                                                  If the Currency is other than Company Code Currency then, User can only post items into this Account in which the Account is mentioned.                                                                                                          The transaction figures and the account balance are kept in the foreign currency entered and in the local currency.

Scenario: If you have bank account in US wherein only USD currency is posted, so your business does not want to post any other currency so you will put USD in this field.

Balances in Local Currency’ Only

It means the balances are updated only in local currency when users posts to this Account.
even if the document posted in foreign currency. In FS10N or FAGLB03, you will not be able to display balance in foreign currency..

Example: Consider an invoice for USD 1,000, which on that day translates into an amount of INR 45,000 with an exchange rate of I USD=INR 45. Imagine that when the goods are received, the exchange rate was 1 USD=INR 44.

§         If the indicator is set, the balances are updated only in local currency @ Rs.45000 the system ignores the exchange rate as if the line items have been maintained only in the local currency (INR)(Rs45000), and the items are cleared.

§         If the indicator is NOT set, the system makes a posting for the ‘exchange rate difference’ (INR 1, 000) before clearing the two line items.

This Option is used both for 

• Cash Discount Clearing 
• GR/IR Clearling Account 
• It is also used for Balalnce Sheets Accounts which not managed Open Item basis Or not kept in foreign Currency.(but not used for Customer / vendor reconciliation Accounts.) 

you need to set this indicator so that the transactions are posted without posting any exchange rate difference that otherwise might arise.

POSTING KEY (Vs) FIELD STATUS VARIENT? I have a doubt regarding role of posting key & field status varient. Both of these control fields of document entry. Now if there is a confilct between these two then what system will accept & why For example a filed "ASSIGNMENT" is controlled by posting key as well as field status varient. Now If I make this filed as "Required" in posting key & as "Optional" in filed status varient, then also system show it as "Required" when we pass document entry.

The system takes it on the priority bases:

which is

1.Suppress
2. Display
3. Required
4.Optional

Note:- supress and required both at the same time creates an error.

like posting key is having supress of say assignment field and field status group is having required of assignment field then the system will show the error message.

Functional Spec?

Functional Spec is mainly prepared for the purpose of developing the new reports (this happens only when SAP standard report not achieve the client purpose) using the ABAP Program. for ABAPers you need to give the details of the Tables , Fields and the logic how to pick the value and get the report.


The information contains in the functional specs are:

a)Document segment (BSEG): which contains the company code,posting keys, vendors,etc.

b)the line items(BKPF) consists of document type, etc.

for example: from BSEG table you have to go to the field of BUKRS for company code, BSCHL for Posting Keys.
From BKPF table you have to go to the field of BELNR for document Number, etc.

Based on your functional specification the Abaper will design the report using his technical specifications.

The above are examples only to understand. There are plenty of tables & fields for FI, CO and Assets separately.

Please assign points, if the above are useful.


Functional spec are based on the business requirment and contains details of end user expectations of the product Functionality

• document describes requested properties of inputs and outputs
• the blueprint for how you want a particular application to look and work
• it details what the finished product will do 
• who a user will interact with it and
• what it will look like

the key benefit of writing up a funtional spec is streamlining the development process. time and productivity are saved during development stage because the programmers can program instead of also working out the logic of the user experience

S/W or program will be developed based on the functional specs
it consist of

1. business requirments- brief detail about the business process and the need of your cutomized program/report
2. security consideration- who all can have access to this program and level of security whether it is at co.code level or country level
3. business dependences- whether is there any other process / program should have been completed before the execution of this program
4. Data requirement
5. priority- whether the failure lead to production stoppage or any work around
6. error management
7. how the program retrive the data if it is a report program

Eg:-

The requirement was to add the vendor name to the fbl3n screen, we couldnt add this so we we went for a new report with all the fbl3n fields + vendor name. This is a spec for the program.

DEV ID Sales tax report
Functional Team Zaid Azam
(phone)
SAP Dev. Team (lead) Zaid Azam (phone #)
(member) (phone #)
Phase / Priority Phase 1
Medium

The above part is just a header, which system the report is in what report is it i.e sales report, material reprot etc, then the consultants name, lead name etc.

how important it is medium , low, high

Revisions
Rev. Id Rev. date Author Description
00 Initial release

1 Report definition
Basic Information

Report type 1                  A/P
Report type 2                  Printed
Language requirem.
Printer requirement       Local printer / system printer
Paper requirement        Landscape
Source environment:     R/3
Module:                            FI
Suggested technique   ALV / other
Triggered:                       Manually
Frequency:                      On-demand
Volume:                           Daily


Then in the report definition


you specify what module it is in i.e FI, MM etc


what subledger AP/AR etc


how often it will be printed etc etc ( nothing really usefull here, just giving a business touch)

2.Functional Requirements

Functional Requirements
Selection                              Posting Date, G/l account

Narrative flow The report should list the all the transactions of the G/l account( all items i.e open and cleared) selected on the initial screen. It should list the vendor name and number when a G/l transaction is of a vendor
Assumptions / issues
Should have the capability of being exported to excell

This is the important part

here you tell what are the fields on the selection screen.

Then in the narative flow you should tell the abapper what thre report should do like its mentioned above, eg apart from above get the sales for customers who reside in California between the date range specified on the selection screen

3.Processing logic

Processing logic
Step 1 Enter g/l account (HKONT) on the selection screen and run with or without a date range Or run by a date range                           only without specifying a G/L

Step 2 Get the G/L number from BSIS that was selected on the initial screen Or get all the G/ls that had postings in the posting date ( BUDAT) specified on the initial screen.

Step 3 Get the amount ( WRBTR) from BSIS ( Open and cleared both are in BSIS)

Step 4 Take the Document Number (BELNR) from BSIS and get the vendor number for that doc number from BSIK ( open item), from BSAK ( cleared) if item is paid.

Step 8 Should get the vendor name from LFA1 for the vendor number from BSIK or BSAK
Step 9
Step 10 

Processing Logic tells him in detail about which fields should come and from which table( not necessary to give technical names and tables, he could find that out, depends on the abbapper)

4.Output

Output

4.1 Layout

FORMAT 

G/L             Posting date           Amount         Doc type      Text                   Doc number      Pk           Vendor #       Name
650100      12/03/2006               500                 SA          Test for report      19000042342    40            10229               GMC

In the format i put an excell view of how the final report should look like

4.2 Header elements

SAP Field Report Field Comment

BSAK _LIFNR,BSIK_LIFNR Vendor number

LFA1_NAME1 Vendor Name

BSIS_BUDAT Posting Date

BSIS_HKONT G/l account 

4.3 Line item

SAP Field Report Field Comment

BSIS_WRBTR amount

BSIS_BLART Document type

BSIS_SGTXT Item text

BSIS_BSCHL Posting Key 

Then i enter the fields that should be there in the report first the table name is liste then the technical name and then the english name. Both header and line items are sprecified.

Additional topics
Unit Test Suggestions: Same as the standard SAP report FBL3N. Only addition is the vendor name and number
Security/ Authorizations: .
Error handling
Dependencies
References
Out of scope requirements NA

2.Eg 

 I need one new report like in the output i need only company code, Vendor number and recon.account assigned. like as below:

Company Code                                          Vendor Recon                                                account
1000                                                                90000001                                                     156001
1000                                                                90000002                                                     156001
2000                                                                90000001                                                     156002

for the above requirement with the input selection criteria like as below

Company Code ( ) ( )
Vendor ( ) ( )

if you give input selection as above as required you will get the output as given above

Logic should be as below:

for input selection
Company Code - BUKRS is the ABAP field for the company code
Vendor - LIFNR

for the output

Company Code - LFB1-BUKRS
Vendor - LFB1-LIFNR
Recon account - LFB1-HKONT

You will get the recon account details in the LFB1 table , if you give the logic as above , ABAP er will write the program for the same.

What do You mean by ‘Balances in Local Currency’ Only?

When you create GL account master records, it is necessary to decide whether you want an account to have the transactions updated only in local currency. You will set this indicator accordingly in the ‘Company Code area’ of the master record. Make sure to set this indicator for clearing accounts such as:

§         Cash discount clearing accounts

§         GR/IR clearing accounts

Note that you need to set this indicator ‘on’ for all the ‘clearing accounts’ where you use the local currency to clear the line items in various currencies so that the transactions are posted without posting any exchange rate difference that otherwise might arise.

Example: Consider an invoice for USD 1,000, which on that day translates into an amount of INR 45,000 with an exchange rate of I USD=INR 45. Imagine that when the goods are received, the exchange rate was 1 USD=INR 44.

§         If the indicator is set, the system ignores the exchange rate as if the line items have been maintained only in the local currency (INR), and the items are cleared.

§         If the indicator is NOT set, the system makes a posting for the ‘exchange rate difference’ (INR 1, 000) before clearing the two line items.

Account Assignment Model?

‘Account Assignment Model’ is a ‘reference method’ used in document entry when the same distribution of amounts to several Company Codes, cost centers, accounts, etc., is frequently used. Instead of manually distributing the amount among accounts or Company Codes, you may use equivalence numbers for distributing both the credit and debit amounts. A cross-Company Code account assignment model can also be created.

The account assignment model may contain any number of GL accounts. The GL account items need not be complete. The model can be used across several Company Codes, and can even include Company Codes from non-SAP systems.

 
Figure 31: Account Assignment Model

§         You can use the account assignment model while ‘parking’ a document (but you cannot use a ‘reference document’ for ‘parking’).

§         The use of account assignment models is limited to GL accounts.

Unlike a ‘Sample Document,’ an account assignment model may be incomplete and can be completed during document entry by adding or deleting or changing the data already saved in the model.

Is there a Prerequisite for ‘Carry-Forward’ Activity?

Yes, for Profit & Loss accounts, you should have defined the Retained Earnings account in the system. Additionally, you should have also specified the ‘Profit & Loss Account Type’ in the master record of each of these for Profit & Loss accounts.

There are no such requirements for GL accounts, customer and vendor accounts.

Can You Explain how ‘Carry-Forward’ Happens in SAP?

Sure. For all the Balance Sheet items, the balances of these accounts are just carried forward to the new fiscal year, along with account assignments if any. This also true for customer and vendor accounts.

In the case of Profit & Loss accounts, the system carries forward the profit or loss (in the local currency) to the Retained Earnings account, and the balances of these accounts are set to ‘0.’ No additional account assignments are transferred.

How do you ‘Carry-Forward’ Account Balances?

If you have already posted into the new fiscal year, you do not need to ‘carry-forward’ the balances manually. But you can use the various ‘carry-forward’ programs supplied by SAP for this task.

How do You Open a new ‘Fiscal Year’ in the System?

You do not need to ‘open’ the new fiscal year as a separate activity. Once you make a posting into the new fiscal year, the new fiscal year is automatically opened. Or, the new fiscal year is automatically opened when you run the ‘balance carry-forward’ program.

However, you need to have 
(1) the relevant posting period already open in the new fiscal year, 
(2) completed the document number range assignment if you are following a year-dependent number range assignment, and 
(3) defined a new fiscal year variant if you follow the year-dependent fiscal year variant.

GL account post automatically only check Box?

When you post documents in SAP, there are instances where the system also adds some more line items (such as tax, cash discount, gain/loss from foreign exchange transactions, etc.) besides the ones you have entered in the document. This helps to reduce your work as the system calculates these automatically. However, you need to define accounts you want the system to automatically post to; this will ensure that no manual posting is allowed to any of these accounts.

Post automatically check box is valid for only actual postings.


You can choose post automatically for withholding tax accounts, GR/IR clearing accounts, all sales tax accounts, discount accounts, consumption accounts. etc

for all these accounts you are only posting automatically, means you are not giving the posting key and GL account while posting any transactions.


In the GL master record a check box exists where in the automatic posting option is selected called " Post automatically only".

Stock and consumption accounts of GL accounts that should be automatically posted.
Stock and Consumption accounts (Inventary Raw Materials) you can select post automatically.
If you set this indicator this account can only be posted to by the system using account determination tables.