what is external number assignment in sap

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SAP Number Ranges

In SAP, there are many objects defined for each module. As an example, if we take the production and planning module , plan orders and production orders are key objects. In Plant Maintenance , equipment , notifications , maintenance plans are some of the objects. If we take the Material Management module, material master, purchase orders are some of the key objects. From the sales side , sales orders and sold to party are some examples with number range object assignments. These objects are uniquely identified using a number.

This number is selected from an SAP number range . We define number ranges for each object and a unique number from this number range will be assigned for the object. When transactions are carried out in SAP for each of these objects, system allocates a number for the data.

Types of SAP Number Ranges

There are two types of number ranges :

• Internal SAP number ranges – In internal number ranges, system selects the next available number from the number range allocated for the object automatically. For objects such as production orders, purchase orders we use these type of number ranges.
• External SAP number ranges – When external number ranges are used, the person who is creating the object must enter the number. The number which is entered must be within the number range allocated for the object. System will popup a message if the number given is invalid. For objects such as equipment, material numbers, we use external number ranges usually. Deciding whether to use internal or external number range solely depends on the business requirements and the practicality of using it.

SAP Number Range Maintenance

We will use the production order number ranges as an example for the balance of the document. To create production order related number ranger, follow the below SPRO path or directly call the transaction CO82 .

SAP IMG -> Production -> Shopfloor Control -> Master Data -> Order -> Define number ranges for orders

When we go into this screen, we can see the number range object which is relevant for production orders. It is AUFTRAG . Number range is always bound to the number range object. In this screen we have three options.

• Display Intervals
• Edit Intervals
• Set NR Status

By selecting the “Display intervals” option we can see all the number ranges which are created under the AUFTRAG object. All the number ranges defined here can be assigned against different production order types which we have defined.

From the “Edit intervals” option we can edit the number ranges which are already defined. If the number range is already in use, it is not possible to edit because it will lead into inconsistencies. The third option is to “Set NR status”. This field represents the last number which has been assigned from the number range. After defining the number range, we can set the NR status manually. When this is set, the system will start assigning the numbers starting from the number that is maintained under the number range status. Maintaining this is not mandatory. It depends on the business requirements.

How to Create SAP Number Range

To create a new number range, click on Goto -> Groups -> Change . This will direct to a new screen where all the number range groups defined are listed with the order types assigned for each group. On the top we can see the unassigned order types.

SAP Number Range Group

To create a new number range group, click on the “Create group” button. This will open a screen where you need to enter the group name and the number range that needs to be linked to the group. Number range consists of from number and to number. Range should be given in a manner where inconsistencies are not generated. Once the range is given, we can save the number range group. If the number range is external, then there is a checkbox with the label “External”. When this is selected, the number range will be considered as an external number range. As explained earlier, if the number range is external system will not assign the number automatically. It must be given by the user.

Once we save the group, next we can assign the order types to the group. For this we need to click on the “assign elements to group” button. After assigning the element to the group we can save the element. After doing this we can create a production order and check if the correct number is assigned from the number range group.

Transaction SNRO for SAP Number Ranges

Transaction SNRO can be used to maintain SAP number range objects. Advantage of this transaction is that we can maintain number ranges against any element irrespective of the module that element belongs to. When we execute SNRO , we can see a field to enter the object name. As discussed earlier, if we know the object name, we can directly input it here. If we enter AUFTRAG , we can see all the production order related number ranges defined.

Custom Number Ranges

In addition to this, we can also define a custom number range object. Custom number range objects are mainly used for customizations done in SAP. This reduces the complexity of assigning numbers in the customized programs.

To create a custom number range object, give the object name and click on the “Create” button. This will open a screen where you need to enter the object name and the length. We can enter a buffer value also. Sometimes we see that certain numbers in the number range are skipped. This is due to the buffer value maintained in the number range.

We can also give a warning percentage. The objective of this is that, when the number range is nearing its exhausting point, system will check the available numbers quantity with the waring percentage. If the available numbers quantity falls below the percentage, system will issue a waring message. This early warning method is useful specially for number ranges linked with material requirement planning.

We have discussed the objective of maintaining number ranges and how to use the number ranges in production orders. This concludes the article on SAP number ranges.

Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully, it’s something we can address for you in the improvement of our free SAP PP tutorials.

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2 thoughts on “SAP Number Ranges”

Very Good content. You should share screenshot also to make more undestandable.

Thank your valuable post it’s very useful

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1647069 - Flag internal number assignment (INT_NUMBER_ASSIGNMENT) and external item numbers in the BAPI interface - Sales document processing with BAPI's

Schedule line data missing in the created sales document.

Environment

• Sales And Distribution (SD)
• SAP ERP Central Component
• SAP Enhancement package for SAP ERP
• SAP Enhancement package for SAP ERP, version for SAP HANA
• SAP S/4HANA 

BAPI_QUOTATION_CREATEFROMDATA2, BAPI_SALESORDER_CHANGE, BAPI_SALESORDER_CREATEFROMDAT2, ITM_NUMBER, ORDER_ITEMS_IN, ORDER_ITEMS_INX, ORDER_CONDITIONS_IN, ORDER_CONDITIONS_INX, external item numbers in the BAPI interface - Sales document processing with BAPI's, INT_NUMBER_ASSIGNMENT, item number, schedule line number , KBA , SD-SLS-GF-IF , Sales Documents BAPI's , Problem

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Migrating Data from SAP S∕4HANA to Employee Central

After completing this lesson, you will be able to:

• Migrate data to Employee Central .
• Migrate pay calendar to Employee Central .

Work Schedule Migration to Employee Central

Here's how you can migrate work schedules from the SAP S∕4HANA system to Employee Central.

Set up work schedule rules in your SAP S∕4HANA system.

Set up a proxy to your Employee Central instance.

Make sure that the Upsert Data from SAP ERP or SAP S4HANA to SAP SuccessFactors Employee Central Using the OData API integration flow from the SAP ERP or SAP S/4HANA Integration with SAP SuccessFactors Employee Central: Employee and Organizational Data integration package is set up when you use SAP Cloud Integration as the middleware.

To migrate work schedule rules, use the Transfer Work Schedule Rules from ERP to Employee Central ( ECTIM_TRANSFER_WSR ) transaction in your SAP S∕4HANA system. This transaction calls the ECTIM_TRANSFER_WSR_TO_EC program. You can use this program to make work schedules available from Job Information of employees in SAP S/4HANA. For example, when the master data is maintained in Employee Central and replicated to SAP S∕4HANA because you use SAP S∕4HANA as the Time Management system.

What's called Work Schedule in Employee Central is the same as Work Schedule Rule in the SAP S∕4HANA system.

The program transfers information from the following Customizing tables in the SAP S∕4HANA system to Employee Central:

Work Schedule Rules (T508A, T508S)

Period Work Schedules (T551A)

Daily Work Schedule (T550A, T550S)

Break Schedules (T550P)

Here's an overview of the tables in SAP S∕4HANA:

The program uses the generic OData upsert middleware process to transfer the data to Employee Central. Make the following settings on the selection screen of the program:

The Employee Central instance defines which language versions the program is to transfer when creating the external names of the WorkSchedule and WorkScheduleDayModel objects in Employee Central. In the SAP S∕4HANA system, the descriptions to be transferred are stored in the Text Table for Work Schedule Rules (T508S) and Daily Work Schedule Texts (T550S) tables. The program transfers all languages that are mapped for the Employee Central instance in Customizing for Personnel Management, under Integration with SuccessFactors Employee Central → Business Integration Builder → Organizational Data Integration → Map Languages from Employee Central and ERP . If the Text Table for Work Schedule Rules  (T508S) and  Daily Work Schedule Texts (T550S) tables may not contain any entries for the work schedule rules to be transferred. If so, the program transfers the external code of the work schedule rule to the  External Name field, but only for the default Employee Central language.

Specify various selection criteria, such as the rule’s employee subgroup grouping or the public holiday calendar assigned to the rule.

Select a transport request. For example, a request that you've used to transport your work schedule rules from your test system to your productive system.

Select all work schedule rules that are currently stored with the status Failed in the Inventory of Replicated Foundation Objects (ECPAO_FO_INVT) table and are assigned to the Employee Central instance you entered previously.

Some work schedule rules use daily work schedules that have multiple day variants assigned. Employee Central cannot handle such variants. That’s why you must decide how the program handles such work schedule rules:

You can transfer all work schedule rules, ignoring day variants. That is, use the default variant also for those work schedule rules that have a specific day variant assigned (meaning, for which the Daily Work Schedule Variant (VARIA) field in the Daily Work Schedule (T550A) table is not empty).

You can omit work schedule rules that use multiple daily work schedule variants.

Some work schedule rules use daily work schedules that have paid work breaks assigned. Employee Central cannot handle paid breaks. That’s why you must decide how the program is to handle such work schedule rules:

You can transfer only unpaid work breaks when creating the WorkScheduleDayModelSegment objects in Employee Central for the work schedule rules.

You can completely omit work schedule rules that use daily work schedules with breaks that have paid periods (meaning, for which the Paid Break Period (PDBEZ) field in the Break Schedules (T550P) table has an entry other than 0).

The time recording variant of a work schedule rule (duration or clock time) must be the same as for all work schedule day models assigned to the work schedule. The following options are available for choosing the time recording variant:

Use the time recording variant Duration for all work schedules and work schedule day models.

Use the time recording variant Clock Time for all work schedules and work schedule day models, but omit work schedules that have cross-midnight shifts.

Use the time recording variant Clock Time for all work schedules and work schedule day models, but use Duration for work schedules that have cross-midnight shifts.

Use the time recording variant Clock Time for all work schedules.

This option is available from the SP31 package. The Cross midnight work schedules (schedules where the working time starts on one day and ends the next day) are now supported in SAP SuccessFactors Employee Central. This option then uses clock time for all work schedules and supports sending the cross-midnight work schedules to EC.

This option is applicable only for Clock Time .

Case 1 : Planned working time and Normal working time are not cross-midnight shift: Then the report updates above segments to Flextime bandwidth and Scheduled working time segments respectively for the Work Schedule Day Model.

Case 2 : Planned working time and Normal working time are both across midnight: Then the report updates to Flextime bandwidth and Scheduled working time segments respectively for the Work Schedule Day Model.

Case 3 : Planned working time is not cross-midnight shift but Normal working time is cross-midnight shift: This is an invalid case as Planned working time would always be greater than Normal Working time as per ERP configurations.

Case 4 : Planned working time is cross-midnight shift but Normal working time is not cross-midnight shift: EC does not allow creation of such flex time bandwidths in the day work schedule. Hence, the report skips the work schedules that have at least one such day work schedule.

You can carry out a test run of the program to output the result to the SAP List Viewer, without triggering the actual transfer to Employee Central. SAP List Viewer shows the data in a tree view. You can check what would be transferred (and what wouldn’t). If you clear the Test Mode checkbox, the program triggers the actual upsert to Employee Central using the default logical port defined for data replication from SAP S∕4HANA to Employee Central. The result screen shows statistical information such as how many work schedule rules were upserted, had errors, or were skipped.

Pay Calendar Information Export from SAP S/4HANA

Before you migrate Pay Calendar to Employee Central, you must export the payroll calendar dates to a CSV file.

To export the payroll calendar, run the Export Payroll Calendar Dates ( PAOCF_EC_PAY_CALENDAR_INFO ) report.

• Go to transaction SE38 .
• Enter program: PAOCF_EC_PAY_CALENDAR_INFO.

Enter the Country Grouping .

Choose the Payroll Area in ERP .

Enter the From Payroll Year .

Enter the To Payroll Year .

Choose the EC Instance from the F4 help for the EC Instance ID with which the value mapping entity is associated.

Choose the Value Mapping Entity that must be used for fetching the EC paygroup code values for the given ERP payroll areas.

Value mapping entity must be of the Generic Object Key type. If no value mapping entity name is specified, then payroll area mappings are not considered.

The default option to download the report file is Application Server .

If you select the Use Local Drive Path option, you must specify where the CSV file is to be stored.

Pay Calendar report supports downloading the pay calendar information into a CSV file either to an application server or local drive. The download log file shows all the success, error, and warning messages. It also includes the number of files that were downloaded and from where the file is downloaded from.

The files might contain sensitive data. Additional authorization is performed to check if the user has the right to download the CSV file. Only specific authorized users must be allowed for this operation. The downloads that are triggered by a user to the application server or local server are logged through the table ECPAO_OBJ_DWNLD along with the timestamp details.

Further, it is your responsibility for the retention and deletion of these files from the application server or local machine.

• Execute the report to export the Pay Calendar information to a CSV file.

The dates are exported to a CSV file and looks similar to the following screenshot.

Pay Calendar Information Import to Employee Central

You can import the Pay Calendar information to Employee Central.

• Go to the Admin Center . In the Tools search field, enter Import and Export Data .
• Choose Import Data .
• Choose Pay Calendar .

• To browse for the csv file, select Choose File .

You can check and validate the pay calendar in the Admin Center under Manage Data .

Employee Global Assignment in SAP S∕4HANA

You can migrate an employee having global assignment in SAP S∕4HANA system.

In SAP S∕4HANA, you must store information about an employee's global assignment in the following infotypes:

• To determine which is the host and which is the home assignment, use the Details on Global Assignment (0710) infotype. This infotype must be maintained for the infoporter tool to identify the global assignment employment type. Otherwise, the HR process is identified incorrectly.

If the planned end date in the 0710 Infotype is greater than the actual termination date, then the system considers the termination date of an employee from the Infotype 0000–Actions. However, if the planned end date in the 0710 Infotype is less than the actual termination date, then the system considers only the Infotype 0710–Planned End Date, as this is a data issue. Hence, you must extend the end date of the employee in Infotype 0710.

The data from both the host and the home assignments is migrated to Employee Central. In Employee Central, the employee's biographical and personal information is taken from the personnel number that you have marked as the main personnel assignment in SAP S∕4HANA.

If you've defined a cutoff date for data replication, this can affect the start date of the global assignment: If the cutoff date is later than the actual start date of the global assignment, the cutoff date is used. If the cutoff date is between the start date and the end date of the host assignment, the Job Information record for the host assignment is transferred to Employee Central using the PSEUDO_ADDGA event reason for the Add Global Assignment event.

If there are more than two multiple contracts for an employee (starting after the earliest transfer date) involving two PERNR's, then this scenario is not supported. This can include the scenario involving global assignment. For example: There is a global assignment from PERNR 1 to PERNR 2 (which is terminated when the assignment period ends.) Then, there is an international transfer to the second country/region from PERNR 1 to PERNR 2 (which is rehired). In this case, if the global assignment happens before the earliest transfer date, then this would be ignored and only the international transfer from country/region one to country/region two will be considered.

When there is a global assignment from PERNR 1 to PERNR 2, the personal information (infotype 0002), global information (0002 or its secondary infotypes), and address details (infotype 0006) from both the PERNR's are replicated based on the earliest transfer date. In this case, you must maintain infotype 0712 (main personnel assignment) for the 2nd PERNR and maintain the home PERNR as the leading PERNR during the global assignment period. Based on this, the host address is created in EC, with address type host for the host PERNR along with the home address, which is mapped with the home PERNR.

From Employee Central, you must make sure that the host address type is available in the Employee Central picklist.

For global assignment user, if the permanent residence address is maintained for both the assignments (home & host), then the home PERNR holds the home address type and the host PERNR holds the host address type in the Employee Central system.

The Emp_users_sys_id field must be added to the perAddress enitity with the configurations: Enabled = True, Visibility = view & allow import = Yes in the Employee Central system. This field must be included in the view cluster (VC_ECPAO_MAP) field mapping for address entity.

The e-mail address and phone number of an employee are extracted from the employee who is active. If both the PERNR's are active, the system migrates the host PERNR's e-mail address and phone number.

If there is no data available for the host PERNR, then the system gets the information from the other PERNR mapped with the same person. For global assignment, the system tries to send the host PERNR's e-mail address and phone number, based on the infotype 0712.

The biographical information of an employee is always extracted from the home PERNR only irrespective of the employment status.

For the National ID information portlet, the system extracts the assignment data.

If you have not maintained the infotype 0712 (main personnel assignment), then the host address type for the host PERNR would not be created. Instead, a home subtype is created for both home and host PERNR. Similarly for biographical, an e-mail address,and phone number of an employee are extracted only from the home PERNR, even if it is inactive.

When a global assignment configuration object is enabled in Employee Central to create global assignment events like Away on Global Assignment and Back from Global Assignment , the following points must be considered:

Equivalent custom actions for the previously mentioned events must be explicitly created for the pernrs in the ERP system.

Additional value mapping for the events must be done. For example, custom Action for Away on Global Assignment must be mapped to the event AGA(Away on global Assignment) on EC.

As the upsert is a full purge, if the previously mentioned actions are not performed, the automatic events created in Employee Central are deleted if:

• A change from ERP is sent to home assignment.
• The replication from ERP is triggered again.

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