Part 2 in the ” SAP Business One, First Time User Guide” series that explores an SAP Business One first time user journey day-by-day.
After a couple of weeks of getting familiar with the software, I can now use some aspects of SAP Business One comfortably and have begun to use the Data Transfer Workbench (DTW). The Data Transfer Workbench is a tool that allows the user to easily transfer their information from any ERP onto SAP Business One using Excel templates. Each module in Business One has a DTW template that is specifically formatted for it. For the last week, I have come to know the Business Partner Master Data module along with the DTW template that corresponds with it. The image below is an example of what a template would look like prior to upload. However, this template has been simplified to only include the fields I wish to include on Business One. This is simply to make it easier to maneuver and organize the Excel sheet. I have found that it is a meticulous process that requires my undivided attention, but it is the most efficient way to work with a sizable amount of data because it is much simpler to organize, edit and upload.
The primary purpose of DTW is to transfer data into SAP Business One when implementing it into your company but it has many other uses as well. On the DTW data import wizard you are presented with three options: “add new data”, “update existing data”, and “add new data and update existing data”. I utilized the “add new data” option to not only create brand new business partners and contacts but also add contacts to existing business partners. But Consensus has already integrated Business One, so what was the purpose of using DTW? Well, DTW makes manipulating large amounts of data substantially easier than doing it one by one on Business One.
Now that I have familiarized myself with the software, I have learned a few subtle things that an SAP Business One beginners might want to keep an eye out for. Like I stated before, it requires attention to many small details that can be easily overlooked.
- Each field in SAP Business One has a character limit that cannot be exceeded if typed directly onto the software. On the DTW Excel template, however, one can type over the character limit, but this prevents it from transferring to Business One during the uploading process. I have found that by adding a column with the character count function (LEN function) helps me to make sure I stay within the limit.
- It is very important to return the template to its original format, so I had to delete the character count column before uploading it.
- Adding commas to text on the Excel template will result in that information being put in quotation marks when uploaded to Business One. If you miss one or two its nothing to worry about since it is an easy fix, but I suggest looking over to make sure.
- DTW also allows you to simulate an upload beforehand and creates an error report. To fix the errors, go back to your Excel sheet, adjust the information and run the simulation again until it is error free and ready to go. This prevents any errors from occurring on SAP Business One and I highly recommend doing it prior to transferring the data.
DTW is a tool that has many extremely useful functions and can be used with any Business One module. It may look and sound complicated at first, but I can assure you that it is much simpler to use than it appears. All it took was approximately 30 minutes for a consultant to explain it to me. If you are looking for a more in-depth explanation I recommend that you click on the button below.