SAP Business One 2005 – User Defined Fields User Defined Tables User Defined Objects

 SAP AG 2002, RKT LES for, 2 Agenda What are UDF, UDT and UDO Objects that supports the UDF, UDT and UDO UDF creation and structure UDT creation and structure UDO creation and structure UDF, UDT and UDO

 SAP AG 2002, RKT LES for, 3 What are User Defined Fields  User defined fields are fields that can be easily created by the end user in the company database  These fields become a part of the database table’s structure  The fields can be used for printouts and user defined queries  UDF can be added to almost all modules of the SAP Business One application  The UDF are kept after a version upgrade

 SAP AG 2002, RKT LES for, 4 What are User Defined Tables  User defined tables are tables that can be easily created by the end user in the company database  Those tables become a part of the data base structure  The tables can be used for printouts and user defined queries  UDT are added to extend the SAP Business One functionality, and often used to accommodate SDK customizations  The UDT are kept after a version upgrade  The content of UDT can be imported via the DTW or entered manually thru the GUI

 SAP AG 2002, RKT LES for, 5 What are User Defined Objects  User defined objects are based on user defined tables and can be easily created by the end user in the company database  The UDO is a customization tool that allow the user to create a Parent – Child relationship form  Standard buttons and column can be added to the UDO to accommodate actions like Find, Add, Cancel and more.  A code can be linked to the UDO to add business logic to the form, or it can be used for manual data entry  The UDO are kept after a version upgrade

 SAP AG 2002, RKT LES for, 6 Agenda What are UDF, UDT and UDO Objects that supports the UDF, UDT and UDO UDF creation and structure UDT creation and structure UDO creation and structure UDF, UDT and UDO

 SAP AG 2002, RKT LES for, 7 Objects that supports the UDF  Upon creation of a UDF, a record will be created in the following tables: CUFD - User Defined Fields Definition. UFD1 - User Defined Fields Valid Values. Variouse tables according to User Defined Fields categories  Each Database contain for the following stored procedure that are responsible for creating, updating and removing UDF: TmSp_AddUF_Add TmSp_AddUF_Del TmSp_AddUF_Upd

 SAP AG 2002, RKT LES for, 8 Objects that supports the UDF*  To create UDF go to Tools>User Define Fields>Manage User Fields

 SAP AG 2002, RKT LES for, 9 Objects that supports the UDF Records in CUFD: Records in UFD1: TableID - The table name to which the User Defined Field is added. As we can see here, the field was added in 2 different tables which share the same structure: the OCRD table (Business Partners table) and the ACRD (OCRD history table). FieldID - This field displays the successive number assigned by the system to each User Defined Field. The system assigns successive numbers starting with 0 to each User Defined Field category (Marketing Documents, Business Partners, Master Data…).

 SAP AG 2002, RKT LES for, 10 Objects that supports the UDF Upon Creation of a user defined fields, according to the category it was created, the system tables will be affected as well For example, adding a UDF to Marketing Document Title: ADOC – Documents History OPDN – Goods Receipt PO OCIN – Correction Invoice OPOR – Purchase Order OCPI – Correction AP Invoice OQUT – Quotation OCPV – Correction AP Invoice ReversalORDN – Goods Return OCSI – AR Correction InvoiceORDR – Sales Order OCSV – Correction AR Invoice ReversalORIN – AR Credit Memo ODLN – AR DeliveryORPC – AP Credit Memo ODPI – Down Payment InvoiceORPD – Goods Returns ODRF – DraftsOWTR – Stock Transfer OIGE – Goods Issue OIGN – Goods Receipt OINV – AR Invoice OPCH – AP Invoice

 SAP AG 2002, RKT LES for, 11 Objects that supports the UDT*  To create UDT go to Tools>User Define Fields>Manage User Fields. Click the User Tables push button. Upon creation of User Defined Tables, one record will be created in the OUTB table:  Each table has a unique successive number  If the table is removed, and is the last one in the table list, the next table will receive the same number as the one that was removed  Any User Fields that are created in the User Tables, are recorded the same way described earlier  User defined tables will be added to the Database, and will be upgraded, when there is a version upgrade to the database

 SAP AG 2002, RKT LES for, 12 Objects that supports the UDO Upon creation of User Defined Objects, one record will be created in the OUDO table: UDO1 will list one record per child table in the UDO: UDO2 will list each column in the UDO which is enabled in Find Mode UDO3 will list each column in the UDO that is enabled in the form: In addition, columns will be added to the linked tables based on the form settings

 SAP AG 2002, RKT LES for, 13 Agenda What are UDF, UDT and UDO Objects that supports the UDF, UDT and UDO UDF creation and structure UDT creation and structure UDO creation and structure UDF, UDT and UDO

 SAP AG 2002, RKT LES for, 14 UDF creation and structure To create UDF open the Tools>User Defined Fields>Manage User Field

 SAP AG 2002, RKT LES for, 15 UDF creation and structure Make the appropriate settings for your new user fields:

 SAP AG 2002, RKT LES for, 16 UDF creation and structure Field Type: Alpha Numeric – Regular: Regular alpha numeric field. Number of characters must be defined Address: in some localizations an address field can activate a search for map or directions from the web Phone: if a modem is connected to the machine, the system can dial directly from a phone field Text : a memo field. Can contain up to 6400 characters

 SAP AG 2002, RKT LES for, 17 UDF creation and structure Field Type: Numeric – the field can contain numeric value only. Number of characters must be defined Date/time – the field contain date or time value. Date and time field’s rules apply Units and Totals – Rate, Amount, Price, Quantity, Percentage and Measure. Decimal Places defined in the system initialization will affect accordingly. Also, if used in formatted search, the field type will affect calculations General – link or Image. Link will allow to add an attachment file to the field. Image will display a picture on the screen

 SAP AG 2002, RKT LES for, 18 UDF creation and structure Set Valid Values - available for numeric and alpha numeric fields. Default Value – can be defined manually, or can be one of the valid values Mandatory Field – can only be defined for fields with valid values and a default value Create Index – in case the field will be used as a search field in queries, creating an index will speed up the search Set Linked Table – the field can be linked to a user table. The field will appear as a pop up menu with the data retrieved from the user table. In this case, the table can be updated from the field directly

 SAP AG 2002, RKT LES for, 19 UDF creation and structure Once UDF are created, a new menu will be enabled under the View menu>User Defined Field UDF can be assigned to categories and then filtered : Use the Tools> User Defined Fields>Settings Once categories are defined, each user can chose which category to display on the screen Categories are in the object level and apply to all users UDF in the rows area, will show up by default

 SAP AG 2002, RKT LES for, 20 UDF creation and structure * UDF are added to the system tables or to user tables as an additional column. UDF are identified by the U_ and the name given to it upon creation UDF can be printed as well In case the UDF is define with Valid Values, and the you need to print the description of the value and not the code, check the Get Description box in the field properties:

 SAP AG 2002, RKT LES for, 21 UDF creation and structure Exercise 1 – During the order entry, for each item, the color must be identified as well For each item 3 different colors are available 1.Create a user defined field in the appropriate module 2.Link a list of valid values for all the possible colors

 SAP AG 2002, RKT LES for, 22 Agenda What are UDF, UDT and UDO Objects that supports the UDF, UDT and UDO UDF creation and structure UDT creation and structure UDO creation and structure UDF, UDT and UDO

 SAP AG 2002, RKT LES for, 23 UDT creation and structure To create UDT open the Tools>User Defined Fields>Manage User Field

 SAP AG 2002, RKT LES for, 24 UDT creation and structure Table Name – at least 3 characters. In the DB to the name sign will be added Description Object type – if the table will be used in a UDO, Choose the appropriate object You can now add UDF to the UDT

 SAP AG 2002, RKT LES for, 25 UDT creation and structure *  To fill the UDT open the Tools>User Defined Tables. Choose the appropriate table  Note only UDT without object linked to it, will appear in this list  By default each UDT will have 2 Columns for Code and Name. These 2 columns are unique keys  The data in the table is sorted by the Code Column  If there is no real use for those 2 columns it is recommended to simply use a successive number Use the following query to calculate next code for a table called Color SELECT max(T0.Code+1) FROM T0 Use the following query to copy the code to the name SELECT Data can be imported to UDT via DTW

 SAP AG 2002, RKT LES for, 26 Agenda What are UDF, UDT and UDO Objects that supports the UDF, UDT and UDO UDF creation and structure UDT creation and structure UDO creation and structure UDF, UDT and UDO

 SAP AG 2002, RKT LES for, 27 UDO creation and structure User Defined Objects are based on UDT with a certain object type UDO must be registered in the Database using the registration wizard There are 2 types of UDO:  Master Data - refers to a collection of information about a person or an object, such as a cost object, business partner, or G/L account. Generally for end-users, master data is reference data that you will look up and use, but not create or change.  Document - refers to transactional data, which is data related to a single business event such as a purchase requisition or a request for payment. When you create a requisition, for example, SAP creates an electronic document for that particular transaction. SAP gives the transaction a document number and adds the document to the transaction data that is already in the system. Whenever you complete a transaction in SAP, that is, when you create, change, or print a document in SAP, this document number appears at the bottom of the screen.

 SAP AG 2002, RKT LES for, 28 UDO creation and structure To create UDO open the Tools>User Defined Objects>Registration wizard

 SAP AG 2002, RKT LES for, 29 UDO creation and structure Unique ID – provide a unique code for the ODU Type – choose between Master data or Document Table Name – based on the type, a list of UDT will appear in the list. Only Header Tables will appear

 SAP AG 2002, RKT LES for, 30 UDO creation and structure Choose the services you want to apply on the UDO: Add, Update, Find, Delete, Cancel Year Transfer – an option to transfer the object during a Year Transfer process Default Form – allows the user to access the form that was created with out a code attached to it Log – the system will maintain log file for changes to the object

 SAP AG 2002, RKT LES for, 31 UDO creation and structure In case the UDO is a Document, the option to Manage Series and Close is added Additional entry will be added to the Document Numbering screen, with an option to define series to the UDO

 SAP AG 2002, RKT LES for, 32 UDO creation and structure Choose the fields to be available in Find Mode

 SAP AG 2002, RKT LES for, 33 UDO creation and structure Choose the fields to be available in the form and their order

 SAP AG 2002, RKT LES for, 34 UDO creation and structure In case the UDO is a Document, the option to DocNum, Period and Series is added DocNum will be updated based on the default series Period will display the current period code Series will display the internal number of the number series. If you can you want to use a different series then the default, type in the internal number

 SAP AG 2002, RKT LES for, 35 UDO creation and structure Choose the Child table to link to the header table

 SAP AG 2002, RKT LES for, 36 UDO creation and structure Choose the columns to appear in the Child table

 SAP AG 2002, RKT LES for, 37 UDO creation and structure Link the DLL you created to attached a business logic to the UDO This stage is optional

 SAP AG 2002, RKT LES for, 38 UDO creation and structure Once you have successfully added the UDO, additional columns will be added to the UDT, based on the columns chosen in the registration wizard  Updating a UDO – a UDO can be updated at any time. For example if new columns are added to the table, they must be added to the UDO as well  Un-registering a UDO – The Unregister action deletes user tables related to your object that you select, only from the OUDO, UDO1, UDO2, and UDO3 tables.  Deleting a UDO – The Delete action deletes data records from the user tables (but does not delete the user tables from the database). In addition, the Delete action deletes the link information from the OUDO, UDO1, UDO2, and UDO3 tables.

 SAP AG 2002, RKT LES for, 39 UDO creation and structure To Fill the UDO with Data open Tools>User Defined Objects>Default Forms Depending of the services and columns you have requested, the UDO will display those columns Some will enabled and some disabled like DocEntry, Creation and Update Date and Time Records can be removed via the Right click menu

 SAP AG 2002, RKT LES for, 40 UDO creation and structure For Documents UDO, additional columns will be displayed Depending of the services and columns you have requested, the UDO will display those columns Some will enabled and some disabled like DocEntry, Creation and Update Date and Time Records can be removed via the Right click menu

 SAP AG 2002, RKT LES for, 41 UDO creation and structure * To fill the details, double click the row number, or click on the Details button in the header area Code will be filled automatically based on the Header code LineID will be filled as well, starting with 1 for each Header record

 SAP AG 2002, RKT LES for, 42 Exercise  The company pays commissions to their sales employees based on a certain $ amount hierarchy.  The higher the amount, the higher the commission.  They need to record for each sales employee the hierarchy in the database, and once a month, based on the invoice amount, link the appropriate commission. 1. create a UDO to record this data 2. Make sure the name and the standard commission is recorded. 3. In the row level define the range of amounts and the corresponding commission percent. Hint – start with creating the UDT for the sales employee level and the hierarchies.