ALE Foreground Processing - By the user

6.3.5.1 Introduction

6.3.5.1.1 Purpose

The purpose of this document is to give the ALE users (I.e. People who distribute master data records via ALE) the correct procedure to follow in order to minimise frustration through the understanding of the process.

6.3.5.1.2 ALE Described

The following picture will be used to describe how the ALE process works:

Client 7XX

Figure 19: Describing the ALE Process

With reference to Figure 19 the following process is applicable for ALE master data distribution:

1

• ALE related master data is added and changed in the 4XX range of reference clients

• Any additions or changes to the following master data records (I.e. Change pointers are created for each master record that is changed) are automatically distributed for the user (no user intervention is required):

• Cost element & Hierarchy

• Cost Centre & Hierarchy

• Material Master (Create & Change) (Not internal charges materials)

• Debtor Master (Not internal charges customers)

• Vendor Master (Not internal charges vendors)

• Any additions or changes to the following master data records are not automatically distributed for the user and need to be manually sent:

• Profit centers & Hierarchies

• Material Master (Internal Charge Material \ Services)

• Debtor Master (Internal charges customers)

• Vendor Master (Internal charges vendors)

2

• Once the master data has been changed/added or manually sent, an IDoc will be created for each master data record. In the case of the automatic processing, this will only happen after hours when a batch job creates the IDocs from the change pointers.

• If the user requires a particular master data record urgently then he may process that IDoc manually from the reference client, which will then send the IDoc to the receiving system \ s.

3

• Once the master data has been received by the receiving system \ s, it is queued until it is automatically processed after hours.

• If the user requires a particular master data record urgently then he may process that IDoc manually from the receiving group client \ s, which will then process the IDoc on the receiving system \ s in order to create an application IDoc.

NB: Do NOT process more than 20 records manually, due to the fact that it will affect the performance of all other users logged into the system during the time it takes to process all the IDocs.

6.3.5.2 SENDiNG master data

Follow this procedure to distribute your master data. Note that if you make a change to most of the master data records, it will automatically be processed overnight. In other words, a user can make a change on the ALE reference client and the following morning, without performing any further tasks, the master data records will be reflected in the respective group clients.

This document details how you would process master data immediately in such an environment.

6.3.5.2.1 Log on to the reference client 4XX

6.3.5.2.2 Create or change master data

6.3.5.2.3 Distribute master data

The master data scenario will be automatically distributed (with the use of change pointers), overnight, for the following master data categories:

• Cost element & Hierarchy

• Cost Centre & Hierarchy

• Material Master (Create & Change)

• Debtor Master (Not internal charges customers)

• Vendor Master (Not internal charges vendors)

If you need to distribute the master data urgently, and it is of low volumes (<20) then you can send it manually. To do so, follow this procedure once your changes have been made.

6.3.5.2.4 Manual Distribution for change pointers

If you want to specify what master data records you want to send and where then use the transaction BALE -> Master Data and Send the respective Master Data, as section: 6.3.5.2.5.

To distribute master data that you have changed or added (I.E. Via the use of change pointers, follow this procedure.)

6.3.5.2.4.1 Generate IDoc Type from Change Pointers (On Reference Client 4XX)

• Start transaction BD21 (Generate IDoc Type From Change Pointers)

• Select the required message type for required scenario. (See Appendix 1)

• Execute the function. A popup window will display how many master IDocs were created and how many communication IDocs were created.

6.3.5.2.4.2 Dispatch IDocs Immediately (On Reference Client 4XX)

• Start transaction BD88 (Processing Outgoing Intermediate Docs)

• Check the “Dispatch: 30: IDoc ready for dispatch (ALE service)” radio button.

• Execute the function.

• Specify the required message type for your master data. A popup window will display how many IDocs were dispatched.

6.3.5.2.4.3 Process IDocs Immediately (On Receiving Clients)

• Log in to the respective receiving clients.

• Start transaction BD87 (Processing of incoming intermediate docs)

• Check the "Posting: 64: IDoc ready to be passed to application” radio button.

• Execute the function.

• Specify the required message type for your master data. A message at the bottom of the screen will display how many IDocs are being processed.

6.3.5.2.5 Manual Distribution when not using change pointers

If you want to specify what master data records you want to send and where then follow this procedure.

6.3.5.2.5.1 Send the master data (On Reference Client 4XX)

• Start transaction BALE.

• Choose menu option Master Data and then the relevant master data entry

• Choose the send option

• Fill in the required fields for that particular master data scenario. Also fill in a receiving system if possible (See Appendix B)

• Execute the function. A popup window will display how many master IDocs were created and how many communication IDocs were created.

6.3.5.2.5.2 Dispatch IDocs Immediately (On Reference Client 4XX)

• Start transaction BD88 (Processing Outgoing Intermediate Docs)

• Check the “Dispatch: 30: IDoc ready for dispatch (ALE service)” radio button.

• Execute the function.

• Specify the required message type for your master data. A popup window will display how many IDocs were dispatched.

6.3.5.2.5.3 Process IDocs Immediately (On Receiving Clients)

• Log in to the respective receiving clients.

• Start transaction BD87 (Processing of incoming intermediate docs)

• Check the “Posting: 64: IDoc ready to be passed to application” radio button.

• Execute the function.

• Specify the required message type for your master data. A message at the bottom of the screen will display how many IDocs are being processed.

6.3.5.3 Viewing your sent data 6.3.5.3.1 Sending system (Client 4XX)

• Log in to the respective ALE reference client.

• Start transaction WE05.

• Specify an applicable date and time range when you want to view IDocs. Also specify your particular Message Type. Additionally you can narrow the selection by choosing the receiver or sender system as well.

• Execute the function.

• Your IDocs will be listed on the top half of the report (Total Direction Outbound) If they are displayed in green then they should have the status:

• 03: Data Passed To Port OK, OR

• 30: IDoc ready for dispatch (ALE service) - these will then be automatically dispatched over night. If you want to dispatch them now, and they are less than 20 in number, then proceed to Section: 6.3.5.2.4.2.

• If you want to see some detail of what happened to your IDoc. Click on the row of your message type and select the Status List button.

• A list of your IDocs will be displayed with a more detail status. To see further detail, double-click on the specific IDoc.

6.3.5.3.2 Receiving system

• Log in to the respective group client.

• Start transaction WE05.

• Specify an applicable date and time range when you want to view IDocs. Also specify your particular Message Type. Additionally you can narrow the selection by choosing the receiver or sender system as well.

• Execute the function.

• Your IDocs will be listed on the bottom half of the report (Total Direction Inbound) If they are displayed in green then they should have the status:

• 53: Application Document Posted, OR

• 64: IDoc ready to be passed to application. These will then be automatically processed over night. If you want to process them now, and they are less than 20 in number, then proceed to Section: 6.3.5.2.4.3.

• If you want to see some detail of what happened to your IDoc. Click on the row of your message type and select the Status List button.

• A list of your IDocs will be displayed with a more detail status. To see further detail, double-click on the specific IDoc.