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February 1, 2017
PBS ECS - User Manual PC - 2
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Table of Contents
1. Introduction 4
2. Program Start 5
4. Import Data 11
6. DART Extracts 14
8. CONEX Data 18
9. Views 21
10. Reports 25
1. Introduction
PBS ECS consists of several software components. The SAP components are
used to extract data from the SAP system. Therefore, the CONEX tool is available
for structured data from SAP database tables and SAP ADK archive files. PBS
Content Reader and PBS Extract Cockpit are used for unstructured data, such as
documents that are saved in storage systems and print lists.
The extracted data is then visualized, analyzed and processed outside the SAP
system using the PC component of PBS ECS. This data can originate from the
SAP ECS components, but also from other sources. In particular, the SAP
standard tool DART should be mentioned here for the extraction of tax relevant
data.
This document describes the use of the PC component for ECS. A separate
manual is available for the installation of the software (ecs_ install_pc.pdf).
If you have questions regarding the software please contact your support provider.
If you have concluded the contract directly with PBS Software GmbH, then contact
2. Program Start
Start PBS ECS from the Windows Start menu (Start → Programs → PBS ECS). A
logon screen is opened in which you can enter your access data. In addition, you
also need to enter the connection data for the ECS database via the button
"Database" if this has not already been done. You can find more information on this
in the Installation Manual.
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The main window consists of various areas that are outlined in the following
chapters:
the menu bar
the tool bar with the most frequently used functions
on the left, the navigation area for navigating in the dataset
on the right, the detail area to display the respective information
Using PBS ECS different types of files that originate from SAP systems can be
displayed and further processed, such as DART extracts, SAP AIS files, CONEX
files, SAP print lists, and SAP documents. In the first step, these files have to be
imported in PBS ECS before the data is integrated in the directory structure of the
navigation area. The user can navigate there to the required data. If an object is
selected in the directory structure - for example a DART extract -, the information
for this is displayed in the detail area on the right.
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The tool bar is used to call the most frequently used functions:
Repository
Selection of the active repository whose data is displayed and to which all
functions refer (import, view creation, etc.).
→ see chapter 5 "The Repository Concept"
Import
Import of a file (for example DART or CONEX) whose content should be
displayed and evaluated.
→ see chapter 4. "Import Data"
Mass import
Import of several files in one step.
Find
Find specific objects in the directory structure via a search text
(for example a DART extract, a CONEX table or a folder).
Delete
Deletion of the object that is selected in the directory structure.
New folder
Creation of a new folder in the directory structure.
Create view
Create a view for the evaluation of DART, CONEX or SAP AIS data.
→ see chapter 9 "Views"
Authorizations
Maintenance of access authorizations for the object that is selected in the
directory structure.
→ see chapter 13 "User Administration and Authorization Concept"
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You can freely define the directory structure for DART extracts, SAP AIS files, and
views. Thus it is possible to display files, for example, by company code and fiscal
year in a structure.
Create new folder:
Tool bar button "New folder" or keys CTRL-N
Delete folder and files:
Tool bar button "Delete" or keys DEL or CTRL-X
Rename folder:
Click on folder that is selected for edit mode (analog to Windows file explorer)
Move folders and files in other folder:
Drag & Drop with the left mouse button
Change the order of the folder and files:
Move selected node using the keys STRG-UP and STRG-DOWN
Alternatively, for these functions you can use the popup menu that is activated by
selecting an object with the right mouse button.
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Tip:
For example, in order to compare data, you can display the detail data of several
objects simultaneously, meaning in parallel in several windows. To do this, use the
middle instead of the left mouse button when selecting, or hold down the Shift key
when clicking with the left mouse button. The data is now displayed in a new
window and the previous window remains open.
You can change the size of, shift, maximize, or minimize the detail window with the
usual Windows functions. You can toggle between the windows using the key
combination Ctrl-TAB or via the main menu option "Window".
4. Import Data
Before DART, SAP AIS, CONEX data, documents, and print lists can be displayed
and evaluated with PBS ECS, the files must be imported into the PBS ECS
database. After clicking on the toolbar button "Import" a dialog box is displayed in
which you select the respective file. After the import, the data is sorted into the
navigation area.
If you would like to import several files in one step, select the button "Mass import":
After entering the directory and file type all suitable files are displayed for selection
and can then be imported:
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Detailed descriptions on the data formats can be found in the following chapters,
for example for CONEX formats in chapter 8 "CONEX Data".
Some example files that you can use for testing purposes are in the ECS
installation directory (normally C:\Programs\PBS ECS\DemoFiles).
Import Recommendations:
Access to the SAP system from which the files originate should be maintained
until it is guaranteed that all files can be imported into ECS and completely
evaluated without errors. This means that in the event of an error, you have the
possibility to perform corrections and to repeat the extraction.
In particular when using foreign character sets or UNICODE encoding, the
import should be tested as early as possible using sample file in the respective
system environment.
If errors occur during the import, please contact your authorized partner and/or
PBS. It is always helpful if you can provide the extract files for analysis
purposes.
All files should be retained even after being imported into the ECS database.
For example, in case a renewed import should be necessary after a
reinstallation of the ECS database.
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Repositories can be created, modified, and deleted via the menu option System →
Repositories. You can also define here, which user (roles) have access
authorization for which repositories.
You can select the respective active repository using the tool bar button
"Repository":
Please ensure before importing the files that the repository for which the data is
intended is activated.
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6. DART Extracts
Notes on the import:
A DART extract consists of a header file (ending "_DR") and any number of
data files. During import select only the header file. PBS ECS then evaluates
automatically the corresponding data files.
If transfer of a DART extract is first performed using FTP, it must be ensured
that this is done in binary mode. Otherwise (ASCII mode) the extract file will be
changed and cannot be evaluated.
DART extracts must be compressed to be able to process them with PBS ECS.
Thus the option "Compress data" must be activated during the extraction in the
SAP system.
If you wish to process DART extracts that were created in Unicode mode ("UTF-
8 Unicode format") then ensure that the "Index Record Length for Unicode
Extracts" is set to the standard value "Minimum length". If another setting is
selected, DART extracts are created that do not correspond to the format of the
SAP DART specification. This problem is solved from SAP DART version 2.5.
Customers should contact PBS Software GmbH in the event of this problem.
PBS will then provide a solution.
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This window is opened if you select a DART extract in the navigation area. The
information is displayed on different tabs:
The tab Info displays the basic information for the DART extract (for example
source system, creation date, description, etc.).
On the tab Selection criteria the settings are listed which are made in the SAP
system during the generation of an extract. These are settings concerning the
volume of the exported data (for example company code, fiscal year) and
whether they have been extracted with or without master data, sales, delivery
and material documents.
The individual files of which the extract consists are listed in the tab Files.
The tab Segments lists the segments included in the DART extract. The
segments are data classes according to which the data records of an extract
are structured. In general, each segment corresponds to a specific SAP system
table (for example, the segment TXW_FI_HD for the SAP table BKPF / FI
document header). There are over 300 different segments. The display contains
some filter and sort functions that are described in chapter 12.1 "Simple Table
Display" to enable a direct access here. The extract contains data records for
each segment. They can be displayed by clicking on the button "Display" or by
double-clicking on a table line. A window "DART segment" is opened (see
following section).
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This window is opened if you select a segment in the "DART extract" window. The
information is displayed on different tabs:
On the tab Data the data records of the segment are listed. The functions for an
easy analysis of data (filtering, grouping, sorting, aggregation, etc.) are
described in chapter 12.2 "Advanced Table Display with Filter". In addition,
functions for the print, file export, Excel export, display of related documents,
document display and detailed display are provided.
The tab Info displays basic information regarding the segment (description,
corresponding SAP application, size, name of the source table in the SAP
system, etc.). In addition, company code, fiscal year, and the posting periods
from which the data originates.
The tab Fields provides additional information about the data fields
(description, data type, etc.) contained in the segment.
On the tab Check sums the check sums contained in the DART extract are
listed. This tab is inactive for segments without this information.
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This window is opened if you select an SAP AIS file in the navigation area. The
information is displayed on different tabs:
On the tab Data the data records of the segment are listed. The functions for an
easy analysis of data (filtering, grouping, sorting, aggregation, etc.) are
described in chapter 12.2 "Advanced Table Display with Filter". In addition,
functions for the print, file export, Excel export, display of related documents
and detailed display are provided.
The tab Info displays basic information regarding the SAP AIS file.
The tab Fields provides additional information about the data fields
(description, data type, etc.) contained in the file.
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8. CONEX Data
Important notes for the import:
It is recommended to use the following file naming convention for the CONEX
extraction:
[Sys-ID]#[Mandt]#[Profil-ID]#[Modul]#[Extraktionsobjekt]#[Codepage]#[Tabelle]#[Datum]
#[Uhrzeit]#[LNr].cnx
For example:
P60#100#000001#SD#CONEX_SD_VBAK#4102#VBUK#20120105#075248#0.CNX
ECS evaluates the file name during the import in order to determine the
respective code page, to assign the data according to its content, and to sort it
correctly into the directory structure. If the file naming convention could not to
be adhered to for technical reasons, the profile definition file (extension ".cnc")
of the respective CONEX extraction profile must be imported as a first step (see
section "The CONEX Extraction Profile" below).
The data within an ECS repository must be consistent if evaluations such as
views or reports are to provide correct results. For example, data records must
not be available twice and the referential integrity between data of different
tables should be given (for example, the corresponding document items should
be imported for each document header). The user is responsible for ensuring
the consistency and integrity of the imported data. ECS does not perform any
automatic checks or corrections in this respect.
If the data for a table is to be distributed between several CONEX files, all files
must contain exactly the same fields or columns, meaning that the field names
and data types must be consistent throughout. In practice, this means that the
data of a repository generally originates from the same SAP system. If you
would like to take several SAP systems into consideration it is recommended to
create a separate ECS repository for each system (and for each SAP client).
In the case of large data volumes, it can be advantageous to distribute the data
between several ECS repositories by splitting up the data, for example, by
company code, fiscal year, controlling area, or other organizational units. This
has a positive effect on the general clarity and the runtime behavior during
analyses. You should already take this into consideration during the CONEX
extraction by making corresponding configuration settings.
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The imported data is sorted automatically into the directory structure according to
where it belongs from a content perspective. If, for example, you would like to
display documents from financial accounting, you can navigate there intuitively via
the path Accounting → FI – Financial Accounting → FI_DOCUMNT – Financial
Accounting Documents → BKPF – Document header:
The documents are then listed in the detail area of the table display. The functions
for an easy analysis of data (filtering, grouping, sorting, aggregation, etc.) are
described in chapter 12.2 "Advanced Table Display with Filter". In addition,
functions for the print, file export, Excel export, display of related documents,
document display and detailed display are provided.
In the CONEX tool, the user has the possibility to define an extraction profile to
summarize data that belongs together from a business perspective by selecting
organizational units (such as controlling area, company code, plant, etc.). The
information about an extraction profile can be found in the so-called META files that
can usually be recognized by the string "CONEX_META" in the file name, and that
are stored in a directory with the name "00/CONEX_META". These META files are
– like all other CONEX files – imported via the usual import function. If you also
have the Conex profile definition file – recognizable by the file extension ".cnc" –
you should import this file. All corresponding META files are then automatically
imported in one step. Afterwards, the profile is displayed under the structure entry
"Extraction profiles":
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In addition to the display of organizational data for the extraction profile, all files are
listed below that contain the data belonging to the extraction profile. By double-
clicking on a line, the respective data is imported and displayed if this has not been
done already. The specific removal of imported data is also possible here.
The button "Derived organizational units" provides more detailed information about
the scope of the extracted data. During the CONEX extraction, organizational units
were derived from the selection values entered by the user. These organizational
units are displayed here:
During the CONEX extraction there is the possibility to save the files not in the file
system, but in the storage system. The procedure involved when importing from
this data source is described in chapter 11 "SAP Documents, Print Lists and Data
Extracts from Storage Systems".
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9. Views
It is often necessary to perform cross-table evaluations of DART, CONEX, or SAP
AIS data. For example, the corresponding master data has to be assigned to the
transaction data, or the document items to the document headers. This data that
was once located in different tables can be consolidated using the ECS views.
Create View
The view window is opened via the tool bar function "Create view":
First select the tables from which the view is to be created. After clicking on the
button "Add table", all tables are displayed that are available in the current
repository (in the case of CONEX data) or in the selected DART extract:
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After the tables have been selected, they have to be joined to one another. You
can do this using the mouse by linking the respective join fields to one another. For
example, the document number field of the document header with the document
number fields of the document line item etc.
ECS can support you when defining the view with the predefined structure
information:
The software proposes the corresponding tables based on a table that is
already being displayed. To do this, select a table in the view window and open
the table selection (button "Add table"). You now see the corresponding tables
in the tab "Proposed joins". After selecting a table it is then automatically joined
to the selected table.
The tables can be joined automatically. To do this, select two tables and then
click on the button "Join" in the section "Join automatically". In the case of the
option "By name", all fields with the same name are linked. The option "By key"
works in the same way. However, here only the key fields are taken into
consideration. In the case of the option "Predefined", the relationship
information that was predefined in ECS is taken into consideration for the
joining.
Please note that the automatic table selection and the automatic joining should
only be considered as a proposal to assist you and needs to be checked by the
user in each case. This means, for example, that not all possible relationships of
the SAP data are completely represented. In addition there are system-specific
differences.
Define Fields
First select for each table the fields that should be brought into the view, meaning
that should be used in the selection or in the result list. This is done using the
checkboxes on the left of each table.
In the column Display you define which fields are displayed in the result list of
the view.
In the column Selection you define for which fields selection values can be set.
In the column Grouping you can define the fields by which the data records
should be grouped in the result lists.
In the column Sorting you define the sequence of the data records.
The column Aggregation enables in the case of numeric fields the creation of
result values that are based on a group of data records (for example, the sum of
all financial accounting documents per fiscal year). The total value, average
value, maximum value, and minimum value are possible.
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In addition, you can use the button Calculated field to define your own fields
whose values are calculated from values of other fields of the respective data
record. Calculation is performed based on a calculation formula that you enter
here. For example, you can calculate the sum of two fields, the gross value, or
generate certain messages to be displayed depending on particular values of
the base field.
Execute View
On the tab "Selection" you specify the respective selection values. You can find
the description of the filter functions in chapter 12.2 "Advanced Table Display with
Filter". You execute the view by clicking on the button "Display" and the result is
displayed in a table (as described in chapter 12.2).
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The view result can also be exported to a file in SAP AIS format or to Excel using
the buttons at the top edge of the view window. A view can be saved together with
its table joins and selection values to be used again later. It is then sorted into the
section "Views" of the navigation area. If you would like to predefine different
selection value records for a view, you can do this using the function "Save as" in
order to create variants of an existing view.
Predefined Views
10. Reports
Information about the DART extracts and
CONEX data is prepared and presented in an
attractive visual format using the reports. PBS
ECS includes some predefined reports that you
can use as examples. You can adapt and
enhance these reports or create new reports
according to your specific requirements. The
standard tool SAP Crystal Reports is used to
create and display the reports.
Create your own reports and embed them via the report interface
Whereas the report viewer is integrated in ECS, the tool for creating reports has to
be purchased and installed separately. You can find more information on, for
example, the SAP website. Select the respective ECS database in the SQL server
as the data source for the report. After you have created the report, copy the ".rpt"
file to the report directory. You can define this directory via the ECS menu System
→ Settings. Afterwards, the report is displayed in the section "My reports" in the
navigation area and can be executed from here. Alternatively, you can call the
".rpt" file from any storage location via the entry "Select...".
Of course you can also adapt and enhance the delivered example reports
according to your requirements. You can find them in the subdirectory "Reports" in
the PBS ECS installation directory (usually C:\Programs\PBS ECS\Reports).
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The PBS Extract Cockpit generates a series of files that therefore first have to be
transferred into the PC file system for processing with the PBS ECS client. These
files include among other things:
Information about SAP print lists that are available in the storage systems.
(file extension.cap)
Information about stored documents and respective business objects
("Document index"). For example, there are document indices for accounting
documents, for material documents, for material documents, for delivery notes,
etc.
(file extension .cfb, .cmb, .cvf, .cva, .cvl)
Information about stored data extracts (DART, PBS CONEX, PBS Data Export
Interface).
(file extension .cde, .cdv, .cdp, .cn1, .cn2, .cn3, .cn4)
Technical access information of storage systems (address, authentication, etc.).
The import of these files is a precondition for the access to storage systems.
(file extension .cah, .cse)
Table of contents of all files regarding the extraction run.
(file extension .cac)
Please note that during the import of these files, it is not the documents and print
lists themselves that are transferred into ECS, but instead simply the respective
access information, possibly enhanced with business data. The documents remain
in the storage system and are loaded later from ECS if necessary.
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A meta file is created during the extraction ("PCR Content/Table of Contents", file
extension ".cac"). After importing this file, you are given an overview of all
information that is available. The individual files (for example, the document index
for financial accounting documents), can now also be imported by double-clicking
the respective lines:
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11.1. Documents
After importing a document index you are given an overview of the documents that
are now available (PDF files, graphics, Word documents, etc.). If you then want to
access a document assigned to an FI document, first click in the directory structure
on "Documents → For FI accounting documents". Now you can search for specific
documents using the table filter, for example, using the storage date or the
document number. By double-clicking, the required document is now called from
the storage system and displayed:
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To make it easier to find print lists, we recommend that texts or descriptions are
already defined during the creation in the SAP system.
The print list display is similar to the one in the SAP system. A number of functions
are available. You can scroll in the print list, search for specific text, export the print
list into a text file or Excel, print the list, and zoom the display size. The functions of
the context menu (right mouse button) always refer to the page currently displayed
whereas the other functions (via main menu and toolbar) refer to the complete print
list.
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A precondition for the mapping of structured with unstructured data is the import of
document indices to the corresponding ECS repository and the maintenance of
mapping tables in ECS.
The table display has some functions that are generally valid, independent of their
respective content:
By selecting the column header, the data records are sorted alphabetically
according to the corresponding column.
If you click on the column header on the far right, a filter is opened that enables
you to determine specific data records according to certain criteria. A number of
operators are available (equals, is not equal to, greater than, less than,
contains, etc.).
The widths of the columns can be adapted by moving the column dividers in the
column header (click and drag the mouse while holding down the mouse
button).
The order of the columns can be changed by moving the column headers.
A detail window opens for some tables when double-clicking on a line or a data
record.
On the right next to the table, there are often some buttons that provide further
functions.
By selecting the table with the right mouse button a popup menu is opened that
contains, for example, functions for printing and exporting the table to a text or
excel file.
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This display enables you to easily query and analyze data from the
database, such as for DART segments, CONEX tables, SAP AIS
files, and views. The filter enables you to enter selection values for
performing specific searches within the dataset. After pressing the
button "Refresh", the applicable data records are displayed in the
table. In addition, it is possible to export the data in SAP AIS or
Excel format in order to pass on the data or to perform further
processing of it externally.
Column "Operation"
The following comparative operators are available =, <, >, >=, <=, <> (is not
equal to) and "contains". In the case of =, <> and "contains", pattern matching is
possible. When doing this, the asterisk "*" is used as a placeholder for any
chosen character string and the interrogation mark "?" represents any single
character.
Columns "Value from" and "Value to"
Specify the respective selection value and/or value range that must be satisfied
by a data record.
Column "List"
Sometimes you may wish to limit one field according to several values / value
ranges (for example a list of document numbers or different date intervals) and
not only according to one value / value range. Here you can define such a value
list for the selection. The comparative operator (=, <, >, >=, <=, <>) and the type
of join (AND / OR) can be defined separately for each value.
Column "Output"
Define which fields should appear in the result list
Column "Group"
Define the fields by which the data records should be grouped..
Column "Sorting"
Define the sequence of the data records.
Column "Aggregation"
In the case of numerical fields, this column allows the creation of result values
that are based on a group of data records. The creation of sum, average,
maximum, and minimum values is possible.
You can scroll forwards and backwards in the blocks using the arrow keys. The
number of the current block, the total number of blocks, and the block size (number
of data records) are displayed. In addition, the data record area and the total
number of data records are displayed. If you click on the button "i" a window is
opened in which you can change the block size in order to accelerate the display
with a smaller setting. You can change the predefined block size via the ECS menu
System → Settings.
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After selecting a data record/document in a table this window opens to display all
data fields. For many table types the corresponding data records from other tables
are displayed in addition on the right in the structure display. This enables you to
navigate to the documents, such as from the FI document header via the document
items to the vendor or the account master data. If another document is selected in
the structure display, such as a vendor for an FI document, data regarding the
vendor is then displayed on the left.
In the SAP system there are many links between tables. The structure display
takes many important links into account, but it does not claim to be complete.
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Currently, the document display is available for the document types below:
FI accounting document, SAP transaction FB03, table BKPF
MM material document, SAP transaction MB03, table MKPF
MM purchase order, SAP transaction ME23, table EKKO
SD billing document, SAP transaction VF03, table VBRK
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An access restriction is valid for a particular user role and always applies to a
specific data field such as BUKRS (company code). In the tables "Select/Exclude
single values/ranges" you can define which values are possible in order for a data
record to be displayed. This condition can either apply to just a specific table (such
as for BKPF) or to all tables. In this case (all tables) access is restricted for all
tables that contain the respective field.
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PBS ECS can be used to create such an XML file. This function can be called up in
the menu Extras → Create XML file. In conjunction with the functions for exporting
data and for creating views in ECS, it is therefore possible to, for example, first
generate SAP AIS files from DART extracts, and then to generate an XML file for
them. This enables the recommendations of the fiscal authorities to be met,
regarding the provision of data on data storage media.
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