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Data from SAP to MS Office Applications

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Using the connection SAP with MS Office, users spreads data from SAP application to right within Microsoft Office desktop applications, including Excel, Outlook, Word and Power point.

With the SAP-MS Office connectivity, end-users can interact with SAP transactions directly within their Excel spreadsheet, their Outlook e-mail screen, and their Word documents and on their Power point presentations.

Here we have a simple application to connect SAP with MS-office tool’s Excel.
But before that……Why? How? And Use!

Why Data from SAP to MS Office Applications

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In spite of large moneys in SAP, most business users continue to be unsatisfied with it because data from SAP is not easily accessible in their favorite desktop productivity tools — Microsoft Excel, Microsoft Outlook and Microsoft Word. Since Microsoft Office Applications are not connected to SAP, users are forced to

  • Use error-prone cut-copy-paste to populate their Excel spreadsheets.
  • Switch screens from Outlook to gather data and take decisions as they respond to e-mails.
  • Manually update data from Excel Spreadsheets to enterprise applications.


  Benefits of Data from SAP to Microsoft Office Applications
SAP-MS Office Connectivity extends data from SAP to Microsoft Excel, Microsoft Outlook and Microsoft Word using a SOA based    Information Delivery Server and Microsoft Office Add-ins, and provides the following benefits

  • Eliminates cut-and-paste based data collecting mechanism from SAP to Microsoft Excel.
  • Enables users to get real-time data from SAP within Excel with a single-click Refresh.
  • Enables users to query and update SAP transactions from within Outlook screens.
  • Allows the users to update SAP from within Excel, Outlook and Word.
  • Avoids any data-integrity issues with copying and reduces compliance issues.


  Who Benefits

  • Production and Logistics Managers who want to create Excel reports from latest SAP data.
  • Managers who want to track projects and status automatically as they receive status e-mails.
  • Analysts who want to combine data from SAP and other enterprise data stores for budgeting purposes.

Example:

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Here is the main part comes up. We shall take simple scenario for SAP with MS Excel connectivity.  So let’s begin!!

Just before start, I would like to give little overview on what we are actually going to do. So, here are the scenarios!!

Excel File Scenarios

  • Create a MS excel file for user input.
  • Create user interface in excel sheet to input data for the customer master and output cells.
  • Apply VB code to make connection with SAP.
  • Read the input data for customer master from the excel file sheet.
  • Fetch data from SAP using connection code from SAP.
  • Display output within excel sheet itself.

SAP Scenarios

  • Create a function module in ABAP that is “Remote Enabled”.
  • Create IMPORT, EXPORT and TABLES parameters as per requirement from MS excel.
  • Write logic to display customer master details based on input from Excel file.
  • Activate the function module.

Well……………“A picture says thousand words”. So, let’s begin!

 

MS Excel – User Interface

  First of all, lets create MS excel file with customer master input. We shall create simple selection screen for user input.

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Well……filling cell values are simple here but how to add buttons (Get Address and Reset Output) here? This was also new in my case since new version of MS office.


Just follow following steps for this:


Click MS office button and select “Excel Options” button from the menu.

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You will see here a new tab named “Developer”

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Click on “Insert” and then select “Button” from the form control. Later on you can double click on the button and set its properties (Caption, Color, etc.)

Congratulations! Our input screen is finished here. Let’s design our output screen now.

/wp-content/uploads/2012/08/7_131185.jpg

I have created my output screen just after the input screen. You can create anywhere in the excel file. Here terms ‘anywhere’ descries to other worksheet also.

The output screen is simple as you see. Nothing much to do here. I just simple colored the cells for better look.

Great! Looks like we finished user interface here. (Did we miss something…’Naah’ for now!)

SAP – Select Data

Since we are taking simple example to fetch detail from customer master, let’s create a function module for it.

Create a function module.

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Enter function group and Short text.

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Make sure your function module is “Remote Enabled”.

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Now let’s create “Tables” parameters:

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Here we have two “Tables” parameters

  • ET_KUNNR (Input) : Customer numbers pass in to the function module
  • ET_CUST_LIST (Output): Data will be fetched in function module and display on the excel sheet.
    • Note: We have created a Z structure (ZNM_CUST_LIST) for the output list. Here are the fields for the structure:

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We are all set with input and output structures.

Now, let’s fetch the data. Here is the only coding part came up in SAP. Look at below screen.

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Here, we are selecting all the customer details from the KNA1 (customer master) table from the input table (ET_KUNNR) from excel file and return to the table (ET_CUST_LIST).

Now we have all the records in the table ET_CUST_LIST.

So, again congratulation friends! You have completed most of the things. The remaining step now is to display the list in the excel file.

Let’s now connect the SAP and MS Excel.

Go to the ‘Developer’ tab and click on “Visual Basic” icon.

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The VB editor will be opened and we are going to write the code for connection of excel and SAP with sending and receiving data.

Here is the variable declaration list.  These are the global variables. Let’s understand each of them.

Capture.PNG

Variable

Description

objBAPIControl

For creating object to access SAP functions.

objgetaddress

To make BAPI function call via objBAPIControl.

vLastRow

Last row of output list

vRows

Total number of records returned from the SAP

vcount_add

Variable for increment records

Index_add

Variable for next record (Index)

objaddress

Object for SAP table (for customer master output)

objkunnr

Object for SAP table (for customer master input)

Variable

Description

LogonControl

Logon control is to make login in SAP.

R3Connection

Ro make connection to SAP R/3 using logon control.

retcd

Return Code

SilentLogon

If ‘True’ no popup will ask to enter SAP login details


Here are the properties for the “Get Address” button.

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Let’s code when “Get Address” button is clicked.

Setup the local variables

Private Sub GetAddress_Click()

Now let’s setup the connection with SAP R/3 using following code.

Capture.PNG

Let’s do SAP Login here.

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Perfect!! We have made the connection with SAP R/3. Now we are able to send and receive the data from MS Excel to SAP R/3 and vice versa.

But how to send my customer details and receive? Hmmm…..we need to use internal tables those are created in SAP function module. (Do you remember?….NO?… checkout Tables parameters in  function ZNM_GET_CUSTOMER_DETAILS). So, let’s do this.

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Here, ZNM_GET_CUSTOMER_DETAILS is our function module created in SAP.

ET_KUNNR: Customer details input details

ET_CUST_LIST: Customer output details.

Capture.PNG

We are reading here each cell from excel worksheet for input.

Capture.PNG

Here we have called the FM and passed the input details to process.

Result:

Capture.PNG

vcount_add returns total number of records from the SAP. And we have already set the loop to display records in the cells.

Here, R3Connection.Logoff is to sign off from your SAP account.

Here is the output screen:

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Wow!! We have output result. Good job!! But what is the use of another button “Reset Output” here? Yes…good question.

The “Reset Output” button will clear all the data and messages from the screen. Look at below code:

———————————————————————————————————————–

Now we have completed the entire example here. N’ joy.

Here is the entire code:

SHEET1:

Option Explicit

Private LogonControl As SAPLogonCtrl.SAPLogonControl

Private R3Connection As SAPLogonCtrl.Connection

Private TableFactory As SAPTableFactory

Public Functions As SAPFunctionsOCX.SAPFunctions

Dim objBAPIControl, objgetaddress As Object

Dim vLastRow, vRows As Integer

Dim vcount_add, index_add As Integer

Dim rng As Range

Public objaddress, objkunnr As SAPTableFactoryCtrl.Table

MODULE:

Sub GetAddress_click()

Dim retcd        As Boolean

Dim SilentLogon  As Boolean

‘ Set Connection

Set LogonControl = CreateObject(“SAP.LogonControl.1”)

Set objBAPIControl = CreateObject(“SAP.Functions”)

Set R3Connection = LogonControl.NewConnection

R3Connection.Client = “700”

R3Connection.ApplicationServer = “”

R3Connection.Language = “EN”

R3Connection.User = “”

R3Connection.Password = “”

R3Connection.System = “”

R3Connection.SystemNumber = “”

R3Connection.UseSAPLogonIni = False

SilentLogon = False

retcd = R3Connection.Logon(0, SilentLogon)

If retcd <> True Then MsgBox “Logon failed”: Exit Sub

objBAPIControl.Connection = R3Connection

Set objgetaddress = objBAPIControl.Add(“ZNM_GET_EMPLOYEE_DETAILS”)

Set objkunnr = objgetaddress.Tables(“ET_KUNNR”)

Set objaddress = objgetaddress.Tables(“ET_CUST_LIST”)

Dim sht As Worksheet

Set sht = ThisWorkbook.ActiveSheet

‘ Changes for the Loop

‘Dim int1 As Integer

‘Do While sht.Cells(int1, 2).Value <> ” “

‘ Changes for the Loop End

If sht.Cells(6, 2).Value <> ” ” Then

‘If ThisWorkbook.ActiveSheet.Cells(6, “B”).Value <> ” ” Then

‘objkunnr.Rows.Add objkunnr.Value(1, “SIGN”) = ThisWorkbook.ActiveSheet.Cells(6, 2).Value

objkunnr.Rows.Add

objkunnr.Value(1, “SIGN”) = sht.Cells(6, 2).Value

‘objkunnr.Value(1, “OPTION”) = ThisWorkbook.ActiveSheet.Cells(6, 3).Value

objkunnr.Value(1, “OPTION”) = sht.Cells(6, 3).Value

‘objkunnr.Value(1, “LOW”) = ThisWorkbook.ActiveSheet.Cells(6, 4).Value

objkunnr.Value(1, “LOW”) = sht.Cells(6, 4).Value

‘objkunnr.Value(1, “HIGH”) = ThisWorkbook.ActiveSheet.Cells(6, 5).Value

objkunnr.Value(1, “HIGH”) = sht.Cells(6, 5).Value

‘End If

End If

returnfunc = objgetaddress.call

If returnfunc = True Then

vcount_add = objaddress.Rows.Count

For index_add = 1 To vcount_add

    vRows = 11 + index_add

    sht.Cells(vRows, 2) = objaddress.Value(index_add, “KUNNR”)

    sht.Cells(vRows, 3) = objaddress.Value(index_add, “LAND1”)

    sht.Cells(vRows, 4) = objaddress.Value(index_add, “NAME1”)

    sht.Cells(vRows, 5) = objaddress.Value(index_add, “ORT01”)

    sht.Cells(vRows, 6) = objaddress.Value(index_add, “PSTLZ”)

    sht.Cells(vRows, 7) = objaddress.Value(index_add, “REGIO”)

    sht.Cells(vRows, 8) = objaddress.Value(index_add, “KTOKD”)

    sht.Cells(vRows, 9) = objaddress.Value(index_add, “TELF1”)

    sht.Cells(vRows, 10) = objaddress.Value(index_add, “TELFX”)

    Next index_add

End If

‘ If address not exist then Show error

If vcount_add = “” Then

    sht.Cells(10, 11) = “Invalid Input”

Else

‘    ActiveSheet.Cells(10, 12) = “BAPI Call is Successfull”

‘    ActiveSheet.Cells(11, 12) = vcount_add & “rows are entered”

    sht.Cells(10, 12) = “BAPI Call is Successfull”

    sht.Cells(11, 12) = vcount_add & ” rows are entered”

End If

R3Connection.Logoff

End Sub

COMMON ERROR: User defined Type not defined

/wp-content/uploads/2012/08/1_761148.png

So…let’s try to remove the one. As our friends have posted solutions, here are the steps to avoid the error.

1. Go to your VBA Project and Select Tool –> References.

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2. “References” window will be opened as below.

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3. Select “Browse…” and select .OCX files for Active X control from below path. (SAP GUI 7.3 already installed on my machine)

/wp-content/uploads/2012/08/4_761169.png

4. Select wdtaocxU.ocx, wdtfuncU.ocx, wdtlogU.ocx files from the       

    location.Add wdobapiU.ocx if you are needed.

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5. Make your references are selected. Press OK. And save.

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6. That’s it.

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44 Comments

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  1. Hari Janpareddy

    Hi,

     

    I struck very badly with the below issue.

     

    I have to export data from SAP Tables (Eg: BUT000) to Excel. But I dont have Edit access in SAP only thing is I have view access i.e I cant write any program in ABAP editor. So Please help me in quering tables of SAP using VB Macro. I have to Query BUT000 table and fetch the information when BPID=”100002345″. Please help me.

     

    Thanks,

    Hari.

    (0) 
    1. Phillip Morgan

      Hari,

       

      You could use the generic RFC function module RFC_READ_TABLE.

      You give it the table and the selections and it will return the data. Try it in SE37.

      Maybe there are some examples if you search.

      (0) 
  2. Praveen Tyagi

    Hi – I am getting “User defined Type not defined” error on “SAPTableFactoryCtrl.Table”

     

    can you tell me which REFERENCE do I need to select in EXCEL.

     

    Thanks!

    (0) 
    1. Giriesh Chakaravarthy Mamurugan

      Hi Praveen,

       

      Please Declare the below in VB Sheet1

      Option Explicit

      Private LogonControl As SAPLogonCtrl.SAPLogonControl

      Private R3Connection As SAPLogonCtrl.Connection

      Private TableFactory As SAPTableFactory

      Public Functions As SAPFunctionsOCX.SAPFunctions

      Dim objBAPIControl, objgetaddressn As Object

      Dim vLastRow, vRows As Integer

      Dim vcount_add, index_add As Integer

      Private objaddress, objkunnr As SAPTableFactoryCtrl.Table

      It will not give any error.

      (0) 
  3. Giriesh Chakaravarthy Mamurugan

    Hi Rohny,

     

    When I am trying to login the SAP system from Excel it is showing me an error

     

    When I am connecting using remote desktop of my client

     

    SAP_CMINIT3 : rc=20 > Connect to SAP gateway failed and please find the details:

     

    Error Group

    RFC_ERROR_COMMUNICATION

    Message

    SAP_CMINIT3 : rc=20 > Connect to SAP gateway failed
    Connect_PM  GWHOST=212.78.237.247, GWSERV=sapgw00, SYSNR=00

    LOCATION    CPIC (TCP/IP) on local host
    ERROR       partner ‘212.78.237.247:3300’ not reached
    TIME        Mon Aug 26 15:03:37 2013
    RELEASE     720
    COMPONENT   NI (network interface)
    VERSION     40
    RC          -10
    MODULE      nixxi.cpp
    LINE        3286
    DETAIL      NiPConnect2: 212.78.237.247:3300
    SYSTEM CALL connect
    ERRNO       10060
    ERRNO TEXT  WSAETIMEDOUT: Connection timed out
    COUNTER     1

    *******************************************************************************************

    When I am trying it from my system:

     

    CMALLC: rc=27 > Connect from SAP Gateway to RFC server failed.

     

    Please find the Details below:

    Error Group

    RFC_ERROR_COMMUNICATION

    Message

    CMALLC : rc=27 > Connect from SAP gateway to RFC server failed
    Connect_PM  GWHOST=212.78.237.247, GWSERV=sapgw00, SYSNR=00

    LOCATION    SAP-Gateway on host HEXLSVR001.dixons.co.uk / sapgw00
    ERROR       timeout during allocate
    TIME        Mon Aug 26 15:14:24 2013
    RELEASE     720
    COMPONENT   SAP-Gateway
    VERSION     2
    RC          242
    MODULE      gwr3cpic.c
    LINE        2025
    DETAIL      no connect of TP sapdp00 from host 212.78.237.247 after 20 sec
    COUNTER     2

    *******************************************************************

    Can you please tell me anything further has to be done other than the mentioned in the blog.

    (0) 
    1. Oscar √Āvalos Corichi

      Hi Giriesh

       

      I’m facing the same issue here and i’d like to ask you if you found any solution on this. i’ve added the references wdtaocxU.ocx, wdtfuncU.ocx, wdtlogU.ocx wdobapiU.ocx but this didn’t have any effects on this issue

       

      RFC_ERROR_COMMUNICATION

       

       

      Mensaje

       

       

      SAP_CMINIT3 : rc=20 > Connect to SAP gateway failed

      (0) 
  4. Jeffrey Quesada

    Hello.

     

    I am having the following error  “User defined Type not defined“, when the system tried to compile line:

    Public objaddress, objkunnr As SAPTableFactoryCtrl.Table

     

    Do I need to select any reference?

     

    Thank you in advance,

     

    Jeffrey

    (0) 
  5. Siddharth Patel

    Hi Giriesh,

     

    I am getting “User defined Type not defined” error on Public Functions As SAPFunctionsOCX.SAPFunctions.

     

    After implementing the changes in your comment.

     

    Can you please help me with the issue.

     

    Thanks in advance,

     

    Sidd

    (0) 
    1. Giriesh Chakaravarthy Mamurugan

      Hi Siddharth,

      Paste this code in the sheet1 of your VB Script.

      Hope you are doing it in the Module and because of that you are getting the error.

      The code below to enter:

       

      Option Explicit

      Private LogonControl As SAPLogonCtrl.SAPLogonControl

      Private R3Connection As SAPLogonCtrl.Connection

      Private TableFactory As SAPTableFactory

      Public Functions As SAPFunctionsOCX.SAPFunctions

      Dim objBAPIControl, objgetaddressn As Object

      Dim vLastRow, vRows As Integer

      Dim vcount_add, index_add As Integer

      Private objaddress, objkunnr As SAPTableFactoryCtrl.Table

       

      I am unable to attach screen shot, so I will try to explain it in words:

      choose visual basic option from the developer key, you can see

      VBAProject(name of your excel)  followed by Microsoft excel projects folder and if you expand it you can see the sheet1, were you can post the above code. If you are still facing the issue please revert back.

       

      With Regards,

      Giriesh M

      (0) 
      1. Siddharth Patel

        Hi ,

         

        Thanks for your reply but i am still getting the same error.

         

        Error with

        Public Functions As SAPFunctionsOCX.SAPFunctions as not defined.

         

        Regards,

        Sidd

        (0) 
      2. Siddharth Patel

        Hi Giriesh,

         

        I have tried a lot but nothing works same error everytime.

         

        I wanted to know is there any tools->references needs to be enabled for this.

         

        If not then, please let me know the solution.

         

        Regards,

        Sidd

        (0) 
        1. Giriesh Chakaravarthy Mamurugan

          Hi Siddharth,

           

            You dont want to do anything explicit other than mention in this blog. I am not in the exact position to say what went wrong. Please mention your mail Id so that I can send the excel which I have done for your reference. (But it is not completed till the end, as I am facing connectivity issue).

           

          With Regards,

          Giriesh M

          (0) 
          1. Neeraj Tiwari

            Hi Giriesh,

             

            Thanks for sharing such a wonderful tutorial and I am trying to implement the same this, but i am getting error ” User defined type not defined”.

            If possible can you send me the excel. That will be really help full.

            my id id: REMOVED BY SCN MODERATOR

             

            Regards

            Neeraj Tiwari

            (0) 
  6. Sudarshan Chaudhari

    Indeed…Nicely explained. a step-by-step guide. thank you very much.  But now, can you give us step-by-step guide for transferring data from Excel to SAP???    Means….I have data in Excel sheet and I want to transfer that data in SAP. And one more thing…..Can we connect to sap without code(I mean not directly through excel…..pls read above comments…lots of people facing  “User defined Type not defined” error on Public Functions As SAPFunctionsOCX.SAPFunctions problem……thats why I am asking).

    Thanks in advance……..waiting for your reply with   Excel to SAP data transfer tutorial……

    (0) 
  7. abhishek bansal

    heloo,

    nice explanation. everythig seems soothing.

    but hardly know anything of vb. just want to know where to write vb code.

    do we need to install some another software .

    please guide me where to code this vb code.

    i mean platform…just like we write abap code in abap editor.

    here abap is the language and abap editor is the platform.

     

    Moreover, i dont see DEVELOPER option in our excel. how to enable that.

    ex.PNG

    (0) 
  8. Eli Pai

    Hi Giriesh,

     

    I am getting “User defined Type not defined” error on ‘Public objaddress, objkunnr As SAPTableFactoryCtrl.Table ‘ and can’t declared .

     

    Can you please help me with this issue.

     

    Thanks ,

    Eli Pai

    (0) 
    1. Giriesh Chakaravarthy Mamurugan

      Hi Eli,

       

      I have modified some of the codes done by Nimesh Master. You can have a look and make changes to the Macro excel. If still you have problem send a mail to me (avail from business card). I can send you the excel for reference, but before that try from the document and explore to know much about it.

      I don’t find any option to attach the file here else I would upload it.

       

      With Regards,

      Giriesh M

      (0) 
      1. IBABAP IBABAP

        Dear Giriesh,

         

        I am also getting the same error, “User defined Type not defined”. I have send you mail on your email id, please send me the excel in reply as I am unable to find the resolution for this error. Or else please specify here what code you have modified so that we all can be benefited from your learning as well.

         

        Thanks in advance for your help and support.

         

        Regards,

        Prameet Gopal VermaError.jpg

        (0) 
    2. Niels Duijndam

      I used an ActiveX control button rather than a forms button. Because of this I had to write the full code in the Sheet code pane, rather than in the module to trigger the event when clicking the button.

       

      As a sideeffect, the code that was previously stated in the module, is now subject to the “Options Explicit” statement, which changes your variables from the type variable to what needs to be an explicit type.

       

      There are however a couple of mistakes in the declarations. In VBA you cannot declare two variables at once like this. Try writing this instead:

       

      Dim objBAPIControl As Object, objgetaddress As Object

      Dim vLastRow As Integer, vRows As Integer

      Dim vcount_Add As Integer, index_add As Integer

      Public objaddress As SAPTableFactoryCtrl.Table, objkunnr As SAPTableFactoryCtrl.Table

       

      Also, one variable has not been declared at all, this will also need to be done inside the sub getAddress_Click()

      Dim returnFunc As Boolean

       

      Regards,

      Niels

      (0) 
  9. Robert Bellas

    Anybody having the error ” User defined Type not defined”  .  The solution is to add Three references to your VBA Project.


    – WDTLOG.OCX (non unicode)

    – WDTFUNC.OCX (non unicode)

    – WDTTAOCX.OCX (non unicode)


    or


    – WDTLOGU.OCX (unicode)

    – WDTFUNCU.OCX (unicode)

    – WDTTAOCXU.OCX (unicode)


    These can be found in the SAPGUI Program Folder…


    -Bob


    (0) 
  10. Nimesh Master Post author

    Friends,

    Thanks for the posts and comments. Apology for not following the post since was little busy with else.

    I saw many posts related to “User defined Type not defined“.

    /wp-content/uploads/2015/08/1_761129.png

     

    So…let’s try to remove the one. As our friends have posted solutions, here are the steps to avoid the error.

     

    1. Go to your VBA Project and Select Tool –> References.

    /wp-content/uploads/2015/08/2_761130.png

    2. “References” window will be opened as below.

    /wp-content/uploads/2015/08/3_761131.png

    3. Select “Browse…” and select .OCX files for Active X control from below path. (SAP       GUI 7.3 already installed on my machine)

     

    /wp-content/uploads/2015/08/4_761135.png

    4. Select wdtaocxU.ocx, wdtfuncU.ocx, wdtlogU.ocx files from the        

        location.Add wdobapiU.ocx if you are needed.

    /wp-content/uploads/2015/08/5_761136.png

    5. Make your references are selected. Press OK. And save.

    /wp-content/uploads/2015/08/6_761137.png

    6. That’s it. Try your luck!! 

    (0) 
  11. Annu sharma

    Dear Team,

    I tried this in my test system, but does not gets the output.I debug and found objaddress.Rows.Count does not receive any count.

    that vcount_add = objaddress.Rows.Count

     

    Although when I tried with BAPI , it runs successfully in SAP.

    (0) 
    1. Ulrich Schmidt

      Hi Prem,

       

      some reasons why a BAPI behaves differently when called via RFC than when executed in SE37 are listed in SAP Note 206068. Perhaps one of these also applies here?

      If not: make an RFC trace of your scenario, then we can see, what input data your application sends to SAP, and what kind of response SAP returns.

       

      Best Regard, Ulrich

      (0) 
  12. Bruce Tjosvold

    Anybody upgrade to GUI 750, and make required changes to allow previously running VBA code to continue to work?

     

    I posted the following to SCN.

    http://SCN posting regarding VBA and GUI 750

    (0) 
  13. Douming Chen

    When I do the steps as mentioned, the excel pop up an error message:

    run-time error ‘429’: ActiveX component can’t create object

    Do any body know where I’m wrong?

    (0) 

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