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0.

2Exercises
Unit: Formatted Search

By the end of these exercises you will be able to:


1.

Define a list of fixed default values as the search help


for a field

2.

Define a query with variable entry as the search help


for a field

3.

Define a search help for a field that proposes values


depending on screen entries previously made

4.

Make the system fill fields automatically

The name of one-time customers should be copied automatically


from the Name field in the invoice to the Details field of the
journal entry.

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You want to use the Remarks field in order documents in order to document how
the order was received. Change the field name accordingly and define three
possible communication channels: letter, fax, and e-mail.

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For one-time customers, you use the A/R Invoice + Payment transaction. When you
use this transaction, the journal entry contains only a reference to the one-time
account in the Details field, but not the name of the customer. You want to enter the
name of the customer manually into the Name field and make the system copy it
automatically into the Details field in the journal entry. Use the formatted search
and save the required query in the category Formatted Search.

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When a purchase document (purchase order or AP invoice) for a purchased service


is created, the employee must enter the G/L account manually (depending on the
type of service). To ensure that he picked the correct account the account
description must be displayed as well.

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The delivery date in the order form is usually not defaulted because it may vary
from order to order. The company delivers all its products within one week to its
customers. Create a formatted search that automatically adds 7 days to the posting
date and enters the result into the Delivery Date field.

SAP AG

TB1200

5-1

0.3Formatted Search - Solutions


Unit: Formatted Search

1-1

Add list of existing values as formatted search


Choose Sales A/R Order.
Choose Ctrl and double-click the name of the Remarks field.
Enter Comm. Channel as the New Descr.
Choose OK.
Position the cursor in the Comm. Channel field.
Choose Alt+Shift+F2.
The Define Formatted Search dialog box appears.
Choose Search in Existing Values.
Choose... .
Enter Letter, Fax and E-mail.
Choose OK.
Choose Update.
Choose OK.
To open an input help with the values Letter, Fax, and E-mail, clear the Remarks
field and choose Shift+F2.

1.2

Copy field input from one field to another


Choose Sales A/R A/R Invoice + Payment
Move the mouse over the field Name. The status bar gives you the information item
= 54. If not, choose Tools User Tools Display Debug Information.
Choose Reports Query Generator.
Enter $[$54.0.0] in the Select field.
Choose Execute.
Choose Save.
Choose Manage Categories.
Enter Formatted Search in the Category Name field.
Choose Check All.
Choose Add.

SAP AG

TB1200

5-2

Choose OK.
Choose Formatted Search.
Enter Customer Name in the Query Name field.
Choose Save.
Choose Sales A/R A/R Invoice + Payment
Choose the Accounting tab.
Position the cursor in the Journal Remark field.
Choose Alt+Shift+F2.
Choose Search by Saved Query.
Select the saved query.
Select Auto Refresh When Fields Change.
Choose Customer/Vendor Name.
Select Display Saved Values.
Choose Update.
Choose OK.
To test the function, create an A/R Invoice + Payment document and enter a name in
the Name field.
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Display additional information for a field


Choose Purchasing A/P A/P Invoice. Switch to the Service document type.
Move the cursor to the G/L Account field. The status bar gives you the information
item = 39 and column = 2. If not, choose Tools User Tools Display Debug
Information.
Create the following query and save it under the name G/L account description in
the category Formatted Search:
SELECT T0.AcctName FROM OACT T0 WHERE T0.AcctCode = $[$39.2.0]
FOR BROWSE
Create a user-defined field Acctdesc with the description Account Description for
the rows of marketing documents. Ensure it is alphanumeric with a length of 100
(which is the length of the field account name in the OACT table).
Choose Purchasing A/P A/P Invoice
Enter any vendor in the vendor field. Switch to the Service document type.
Choose settings and position the U_Acctdesc field directly behind the G/L account
field.
Position the cursor in the account description field.
Choose Shift+Alt+F2.
Choose Search by Saved Query.

SAP AG

TB1200

5-3

Choose the query G/L account description.


Set the indicator Auto Refresh.
Choose When Exiting Altered Column.
Choose G/L account from the dropdown list.
Select Display Saved Values.
Choose Update.
Choose OK.
Test your formatted search by entering a G/L account. The formatted search should
automatically enter the description of this account in the Account Description field.
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Adding days to posting date


Create the following query and save it under the name Posting Date + 7 in the
category Formatted Search:
SELECT $[ORDR.DocDate.DATE]+7 FROM ORDR T0 FOR BROWSE
Choose Sales A/R Order.
Position the cursor in the Delivery Date field.
Choose Shift+Alt+F2.
Choose Search by Saved Query.
Choose the query Posting Date + 7.
Set the indicator Auto Refresh.
Choose Posting Date from the dropdown list.
Select Display Saved Values.
Choose Update.
Choose OK.
Test your formatted search by closing and opening the order form. The system
automatically adds 7 days to the posting date to calculate the delivery date.

SAP AG

TB1200

5-4