Mass Creation of Vendor (Supplier) Master Records through LSMW

Easy 12 steps for mass creation of vendors(suppliers) using Legacy System Migration Workbench – SAP Standard Tools.

Step 1: Maintain Object attributes

Step 2: Maintain Source Structures

Step 3: Maintain Source Fields

Step 4: Maintain Structure Relations

Step 5: Maintain field mapping and conversion rules

Step 6: Maintain fixed values, translations, user-defined routines

Step 7: Specify files

Step 8: Assign files

Step 9: Read & Display imported data

Step 10: Convert and Display converted data

Step 11: Create batch input session

Step 12: Execute Batch Input Session

First, call Legacy System Migration Workbench by entering transaction code LSMW.

Every conversion task is grouped together as Project / Subproject / Object structure. Create a Project called MBF_2010 and a Subproject as SECURE_PYMT and Object as ACC_PAYABLE as shown in Figure 1.

Figure 1 – Conversion Task with Project, Subproject and Object

The main screen of LSMW provides wizard-like step-by-step tasks, as shown in Figure 2. To complete your data conversion, you need to execute these steps in sequence. Once a step is executed, the cursor is automatically positioned to the next step.

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

Figure 2 – LSMW Wizard – initial screen

Step 1: Maintain Object attributes

In this case, we will be creating the vendor master records with the help of recording a transaction (FK01). Choose radio button Batch Input Recording and click on the recording overview icon to record the R/3 transaction. Enter the Recording name as VMD0000001, the description as Dealers Creation, and the transaction code as FK01.

Figure 3 – Object type ‘Transaction Recording’

The system calls the transaction code FK01 and prompts you to complete the Create Vendor transaction, as shown in Figure 4. Enter all the relevant information like the normal way you create a vendor in SAP and save transaction.

Figure 4 – Transaction recording for Transaction Code ‘FK01’

Once the transaction is completed, R/3 records the flow of screens and fields and saves the information, as shown in Figure 5.

Figure 5 – Transaction recording overview (#2 Field Names & #3 Default Values)

Note that the fields are populated with default values. The values you entered when you recorded the transaction are set by default.

Note that if you have more fields in the recording than needed, you can remove them by clicking ‘Remove Screen field’ icon.

Observe that the transaction-recording process stores field names in a technical format. By pressing the F1 key on individual screen fields and then pressing the F9 key, the system displays technical names. You then can replace the technical names with descriptive names. Double-click on the field RF02K-KTOKK and enter the name as KTOKK and the description as Vendor account group and remove the default value.
(See Figure 6)

Figure 6 – Field attributes

Similarly, you can click on ”Default All” icon and instantly all field names and description will appear accordingly.

Once you have made changes, the recording overview screen looks like what you see in Figure 7.

Figure 7 – Transaction Recording Overview – with screen field attributes

Save your changes. When you go back to the initial screen, you will see that the initial screen steps have changed.

Step 2: Maintain Source Structures

Give a name and a description to the source structure (Figure 8)

Figure 8 – Source Structure

Step 3: Maintain Source Fields

In this step, you need to list what fields are present in the source structure. The easiest way is to click on ‘Table Maintenance’ icon
to enter Field Name, Type and Length for each field as shown in Figure 9.

Figure 9 – Source fields of source Structure

Note that your input file will have four fields as key fields and you need to update three fields in the system.

Step 4: Maintain Structure Relations

Execute a step to “Maintain Structure Relations” (See Figure 10.)

Since, there is only one Source and Target Structure, the relationship is defaulted automatically.

Figure 10 – Structure Relation

Step 5: Maintain field mapping and conversion rules

If your source file already has the field value, you choose rule ‘Source Field’. Keep cursor on field ‘LIFNR’ and click on ‘Assign Source field’ icon to choose source field VENDOR from structure FK01 as shown in Figure 11.

Figure 11 – Assign source fields

Field EPRF represents that you chose “Check Flag for Double Invoices or Credit Memos” for the vendor master screen accordingly its value should be set to X. Keep your cursor on field EPRF and click on Constant rule icon to choose the constant value of ‘X’.

Similarly, assign ‘Source Field’ rules to the remaining fields.

Once all the fields are mapped, you should have an overview screen as shown in Figure 12.

Figure 12 – Maintain field mapping and conversion rules

Step 6: Maintain fixed values, translations, user-defined routines

You can also maintain re-usable translations and user-defined routines, which can be used across conversion tasks. In this case, that step is not required.

Step 7: Specify files

In this step, we define how the layout of the input file is. The input file is a [Tab] delimited with the first row as field names. It is present on PC (local drive) as C:\Documents\SAP Technicals\LSMW_VMD0000001.txt (See Figure 13)

Figure 13 – File attributes

Create an Excel file (Figure 14) with your data and save it as a Tab-delimited text file on local drive (C:\) as LSMW_VMD0000001.txt.

Figure 14 – Source data in Excel file (saved as Tab delimited file)

Step 8: Assign files

Execute step ‘Assign Files’ (Figure 15) and the system automatically defaults the filename to the source structure.

Figure 15 – Assign file to Source Structure

Step 9: Read & Display imported data

In this step, LSMW reads the data (Figure 16) from the source file (from PC local drive). There is an option to read only selected rows and convert data values to internal format.

Figure 16 – Read Data

This step (Figure 17) is optional. If required, you can review the field contents for the rows of data read.

Figure 17 – Display Read Data

Step 10: Convert and Display converted data

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

Again, this is an optional step to view how the source data is converted to internal SAP format (Figure 18).

Figure 18 – Display Converted Data

Step 11: Create batch input session

Once the source data is converted in an internal format, you can create a batch session to process updates (Figure 19).

Figure 19 – Create Batch Input Session

Step 12: Execute Batch Input Session

Execute the BDC session by Run Batch input session. Executing a batch input session is a standard SM35 transaction for managing BDC sessions.

  Figure 20 – Batch Input Session

Once you have successfully executed the batch input session, the vendor master records are created in the system. It’s a good practice if these  newly created vendors were to be confirmed before they can be used 🙂

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