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PBS ECS

Enterprise Content Store

- User Manual for PC Component -

February 1, 2017
PBS ECS - User Manual PC - 2

© 2017 PBS Software GmbH


Schwanheimer Strasse 144a
64625 Bensheim, Germany
Phone: +49 - 6251 - 174 0
Fax: +49 - 6251 - 174 174
Email: info@pbs-software.com
Internet: www.pbs-software.com

SAP, R/3, Crystal Reports and others are registered trademarks of SAP SE,
Walldorf/Baden.

Windows, Windows XP, Windows Server 2003, Windows Vista, Windows 2008,
Windows 7, .NET, SQL Server, Excel are registered trademarks of Microsoft Corporation.

IDEA is a registered trademark of CaseWare International Inc.

Acrobat Reader is a registered trademark of Adobe Systems Incorporated.


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Table of Contents
1. Introduction 4

2. Program Start 5

3. The Main Window 6


3.1. Tool Bar 7
3.2. Navigation Area 8
3.3. Detail Area 9
3.4. Menu Bar 10

4. Import Data 11

5. The Repository Concept 13

6. DART Extracts 14

7. SAP AIS Files 17

8. CONEX Data 18

9. Views 21

10. Reports 25

11. SAP Documents, Print Lists and Data Extracts from


Storage Systems 27
11.1. Documents 29
11.2. Print Lists 30
11.3. CONEX Extracts 31
11.4. DART Extracts 31
11.5. Display Documents for DART and CONEX Data 31
11.6. Maintain Mapping Tables 31
11.7. Maintain Storage Systemes 32

12. Special Display Windows 33


12.1. Simple Table Display 33
12.2. Advanced Table Display with Filter 34
12.3. Detail and Structure Display of a Data Record 37
12.4. Document Display 38

13. User Administration and Authorization Concept 39


13.1. Authorizations for Activities 39
13.2. Authorizations for the Access to Objects 40
13.3. Access Restrictions to Data Records via Field Values 41

14. XML Export according to GDPdU 42


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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

Service Hotline of PBS Software GmbH:


Phone: +49 – 6251 – 174 110
Fax: +49 – 6251 – 174 174
Email: hotline@pbs-software.com
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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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3. The Main Window

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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3.1. Tool Bar

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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3.2. Navigation Area


This area is used to navigate in the dataset. The data is split up into different
categories for this. Start by selecting the required category, such as "CONEX
data" or "DART extracts". The respective data is then displayed above in a
directory structure.

Define Directory Structure

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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3.3. Detail Area


If you select an object such as a DART extract, a CONEX table, or a view in the
directory structure in the navigation area, the corresponding data is then displayed
on the right in the detail area.

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".

Detailed descriptions of the respective detailed displays are in the following


chapters, such as for DART extracts in chapter 6 "DART Extracts".
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3.4. Menu Bar


The main menu contains the following functions:
 Menu System → Repositories
Create, change and delete repositories
→ see chapter 5 "The Repository Concept"
 Menu System → Manage user → Users, Roles
Create, change and delete users, user roles and the respective access
authorizations
→ see chapter 13 "User Administration and Authorization Concept"
 Menu System → Manage user → Change your password
Change password for current ECS user
 Menu System → Documents → Storage systems, Mapping tables
Settings for the access to SAP print lists and document that are saved in
external storage systems
→ Details in chapter 11 "SAP Documents, Print Lists and Data Extracts from
Storage System"
 Menu System → Settings
Make basic settings such as define the working directory, switch on logging,
define the minimum password length for ECS users, define the block size for
the data display in tables by block, switch on column-oriented data storage etc.
 Menu System → Display log
Display of a system log, for example, for an error analysis
 Menu System → Info
 Menu System → Exit
 Menu Extras → Create XML file
Create an XML file for the data export according to the regulations of GDPdU
(legal regulations in Germany)
→ see chapter 14 "XML Export according to GDPdU"
 Menu Extras → Export, import views
Transfer view definitions between different ECS databases
 Menu Window
Automatic arrangement of the detail windows and, additionally, an overview of
windows that are currently open in PBS ECS
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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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The below file formats can be imported into PBS ECS:


 DART extracts (file extension _DR)
These files originate from the Data Retention Tool, the standard SAP tool for
extracting tax-relevant data. Furthermore, the files can originate from the PBS
tool CDART that also allows an easy selection of SAP archive data (ADK).
 CONEX files (file extension .cnx, .cnc)
These files originate from the PBS Content Extractor, a SAP component of ECS
for extracting data from the SAP database and the SAP archive (ADK).
 SAP AIS files (file extension .ais)
Many tools generate files in the SAP Audit Information System (AIS) format. In
addition to the SAP standard programs, the PBS Data Export Interface should
also be mentioned.
 Print lists, documents and data extracts (file extension .cva, .cap, .cah,
.cao, .cxx, .cde, .cdv, .cse, .cvf, .cvl, .cmb, .cfb, .cac, .cn1, .cn2, .cn4)
Information about print lists, documents, and data extracts that are saved in
storage systems are created using the PBS Content Reader and the PBS
Extract Cockpit.

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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Direct Import from SAP Systems


In addition to the import of extract files described here, there is also the option to
directly load data from the SAP system via a network connection. For this purpose
there is a Software Framework in the SAP system and an especially adapted
variant of the transaction SE16, that can be used to select, display, and finally
transfer the data to ECS. Configuration of the connection data can be done in ECS
via the menu System → Settings → SAP connections. If you are considering using
the direct import, please contact PBS in advance.

5. The Repository Concept


The imported data is grouped in repositories. This concept makes it possible to
clearly separate data that does not belong together. Usually, a separate ECS
repository is created for each SAP system or each SAP client in which the
corresponding data – such as from CONEX extracts – is collected. Particularly in
the case of large data volumes, a further division of the data – by, for example,
company code, fiscal year, controlling area, or other organizational units – can
improve the general clarity and runtimes involved during evaluations.

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":

After selecting a repository the corresponding dataset is displayed in the navigation


area (main window on the left). Evaluations such as views or reports are always
based on data of the active repository. A linkage of data – such as the assignment
of documents to records – beyond the limits of the repository – is not intended.

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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The window "DART extract"

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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The window "DART segment"

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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7. SAP AIS Files


Notes about the import:
For a number of reasons, it can be the case during extraction that data records of a
similar type – that perhaps originate from the same database table – are split up
between different files. In order to evaluate this data together, it must now be
brought back together in ECS. During the import, ECS recognizes whether a file
with the same data fields/columns has already been imported and asks the user
whether the data should be brought back together. In this case for evaluations
(view creation etc.) the complete data is taken into consideration, not just the data
of a single file.
The window "SAP AIS file"

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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Display CONEX Data

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.

The CONEX Extraction Profile

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:

CONEX Files from an external Storage System

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.

On the tab “Fields” you now make more precise settings:

 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

Numerous predefined views are delivered with


PBS ECS for the various SAP application
areas for both DART extracts as well as for
CONEX data. Select the required view in the
navigation area, enter the selection value and
execute the view. The predefined views serve
as basic examples that you can modify and
enhance according to your specific
requirements.
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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.

The report display offers a number of interactive functions:


 Navigation within the embedded group structure, scroll forwards and
backwards, search, zoom in and out
 Filter report data (parameter values and areas)
 Print report
 File output in multiple formats – export reports to PDF, Excel, Word, and XML
files, if you want to perform further processing, evaluation, or presentation of
them using other tools.
 Branch to the ECS document display via the button
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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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11. SAP Documents, Print


Lists and Data Extracts
from Storage Systems
Information about documents, print lists and data extracts that are stored with SAP
can be extracted using SAP components of the PBS Enterprise Content Store
(PBS Content Reader, Extract Cockpit). The ECS PC client described in this
chapter uses this information to retrieve and display documents (for example,
invoice documents in pdf format) that are saved in a storage system. In addition,
PBS ECS enables the mapping of structured data with the related unstructured
data. By doing this, the respective documents (for example, for an accounting
document) can be determined and displayed from a CONEX or DART extract.

Notes regarding the import

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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Table of Contents of Extract Files

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:
PBS ECS - User Manual PC - 29

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:
PBS ECS - User Manual PC - 30

11.2. Print Lists


The print lists are imported, selected and displayed in the same way as the
documents (see previous chapter).

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.
PBS ECS - User Manual PC - 31

11.3. CONEX Extracts


The PBS Extract Cockpit writes the information about the CONEX extracts that are
saved in the storage system into the CONEX metafiles (file extension .CN1, .CN2,
.CN4). After the import, the extract files are listed under the entry "Extraction
profiles" in the navigation area "CONEX data". Here, the data such as financial
accounting documents can be copied or imported to ECS from the storage system.

11.4. DART Extracts


After importing the file with the extension ".cde", the DART extracts that are
available in the storage system are listed in the entry "Data extracts → DART
extracts". The corresponding DART extract is copied or imported to ECS from the
storage system by double-clicking.

11.5. Display Documents for DART


and CONEX Data
It is possible to call the respective documents for a record from the storage system
via the button "Documents" from different places in ECS, such as in the table
display. In this way it is possible to display the copy of an invoice that belongs to a
sales document data record.

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.

11.6. Maintain Mapping Tables


ECS searches for data records with the same key values in the document index to
determine the documents that belong to a specific document. For this, the software
needs to know the fields that must match. This is solved by mapping tables that
define which fields must match from the DART or CONEX data record with fields
from the document index.

Some important mappings are already predefined in ECS. However, due to


customer-specific circumstances it may be necessary to define own mappings, for
example, if separate document indices were created in the PBS Content Reader or
separate segments in SAP DART. Mapping tables can be defined via the menu
option System → Documents → Mapping tables:
PBS ECS - User Manual PC - 32

11.7. Maintain Storage Systemes


Stored documents and print lists can be accessed via the RFC-based ArchiveLink
interface, which is generally used to connect SAP systems with external storage
systems. Some information about the storage systems is required for the access,
such as address, archive ID, authentication, etc. This information is written into a
file with the extension ".cah" by the PBS Extract Cockpit. After the import in ECS
you can find the data under the menu option System → Documents → Storage
systems, where you can make adaptations if necessary.
PBS ECS - User Manual PC - 33

12. Special Display Windows


Some windows and display formats are used several times in different places in
ECS. These elements are described here:

12.1. Simple Table Display

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.
PBS ECS - User Manual PC - 34

12.2. Advanced Table Display with Fil-


ter

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.

The filter provides the following functions:


 Buttons "Hide filter" or "Show filter"
 Button "Reset"
Delete all user entries in the filter.
 Button "Find"
Find specific fields in the filter using a search text.
 Buttons "Display all" and "Hide all"
Select all or no fields for output in the result list.
 Column "Calculated field"
Enables the definition of calculated 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.
 Column "Field"
Contains all fields of the respective table; selection values can be specified for
each field.
PBS ECS - User Manual PC - 35

 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.

The table with the result list provides these functions:


 Button "Refresh"
Display data according to the criteria set in the filter.
 Buttons "Expand" and "Collapse"
The data is displayed in a tree structure for a grouped view. All structure nodes
are expanded or collapsed in one step using these buttons.
 Button "Print"
Printing the table (limited to a maximum of 10,000 data records).
 Button "Export SAP AIS"
The table content is exported to a file in SAP AIS format. This is used, for
example, to select data from DART extracts that are in an SAP-specific data
format and convert it into an open text format in order to forward it to fiscal
authorities.
 Button "Export Excel"
The table is exported to a text file that can be opened using Microsoft Excel.
PBS ECS - User Manual PC - 36

 Button "Excel Pivot"


The data is displayed in a pivot table in Microsoft Excel in order to evaluate it in
an aggregated, summarized form. The settings in the filter are copied for this
(grouping, aggregation, sorting). Microsoft Excel version 2003 or higher needs
to be installed for this function.
 Button "Documents"
The documents that belong to the selected data record or document are
retrieved and displayed from the storage system..
→ see chapter 11 "SAP Documents, Print Lists and Data Extracts from Storage
Systems"
 Button "Document display"
The selected data record, such as a financial accounting document, is displayed
in a similar way as in the respective transaction in the SAP system
→ see chapter 12.4 "Document Display"
 Button "Details"
All fields of the selected data record are displayed.
→ see chapter 12.3 "Detail and Structure Display of a Data Record"
 By selecting the column header, the data records are sorted alphabetically
according to the corresponding column.
 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.
 The detail window can be opened by double-clicking on a line or data record.
 By selecting the table with the right mouse button a popup menu is opened.
 The data can be grouped subsequently according to fields by storing the
respective column header in the orange header area of the table via drag and
drop.
Paging
If a large volume of data is involved, not all data records can be displayed at the
same time in the table due to limited system resources. For this reason, the data is
split up into blocks and only one data block is displayed at a time. The following is
displayed beneath the table:

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.
PBS ECS - User Manual PC - 37

12.3. Detail and Structure Display of a


Data Record

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.
PBS ECS - User Manual PC - 38

12.4. Document Display

Here, a document (such as a financial accounting document) is displayed in a


similar way and form as in the corresponding transaction in the SAP system. The
display is based on the original display format. A complete and identical
representation is, however, not intended.

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
PBS ECS - User Manual PC - 39

13. User Administration and


Authorization Concept
The data that is accessed with PBS ECS is confidential company information that,
in general, is only accessed by a certain group of people. For this reason, the
access to the software is password protected. The users can be maintained via the
menu option System → Administrate user → Users.

Depending on the company's guidelines it can be necessary to limit the user


authorizations for the execution of specific functions or for access to specific data.
A role-based authorization concept has been implemented in PBS ECS. An
administrator defines the authorizations for the user roles. Each ECS user is then
assigned to a user role whose authorizations are adopted. The user roles are
maintained via the menu option System → Administrate user → Roles.

In general, three types of authorizations can be assigned; first, authorizations for


specific activities, secondly, authorizations for access to specific objects/files and
thirdly, access restrictions to data records via specific field values:

13.1. Authorizations for Activities


You can define for a number of functions/activities whether the user that belongs to
a user role is authorized, for example, for the execution of the import of files, for
executing views, or for download documents from the storage system. These
authorizations are maintained in the window "User role" which is called from the
maintenance dialog of the user roles:
PBS ECS - User Manual PC - 40

13.2. Authorizations for the Access to


Objects
You can define for each DART extract, each CONEX table, each SAP AIS file,
each view, each report or each document index which user can access this data.
To maintain authorizations, select the respective object in the directory structure in
the navigation area and click on the toolbar button "Authorizations":
PBS ECS - User Manual PC - 41

13.3. Access Restrictions to Data


Records via Field Values
Sometimes it is necessary to restrict access not only to complete files and tables,
but also to specific data records. An example for this could be that a CONEX table
contains financial accounting documents from several company codes, but a
particular user may only be allowed access to certain company codes. You can
define such conditions via the tab "Access restrictions" in the window "User role":

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.
PBS ECS - User Manual PC - 42

14. XML Export according to


GDPdU
An XML-based standard file that is recommended by the German Ministry of
Finance is available for providing the data to the fiscal authorities. When doing this,
the copied data is described in an XML file formulated according to the description
file gdpdu-01-08-2002.dtd (format and content). The XML file is then made
available on a data carrier together with the actual data (for example, files in SAP
AIS format). The fiscal authorities can read the data using IDEA analysis software.

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.
PBS ECS - User Manual PC - 43

The window "Create XML file" consists of two areas:


 In the area "XML file", the name of the XML file that is to be created is entered.
The other fields "Data provider", "Location", "Comment" and "Name of data
carrier" are used to enter additional descriptive information that is stored
together with the XML file.
 In the area "Selection of SAP AIS files", the files that are to be stored for the
descriptive data in the XML file are selected. Those files in the list that have a
checkmark are taken into consideration. The files must be available in the
same directory. The entry field "File filter" can be used to preselect the files (for
example, to list all files with the extension "*.ais").

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