Copy Organizational Unit Infotypes

Trigger:

There is a need to make a change to an infotype on an organizational unit and keep the history of the previous record.

Tips and Tricks

· The Copy function is used to make a change to an infotype record and keep a historical record of the previous record as well as the new record.  If only a minor change such as a spelling correction is required, use the Change function, which does not keep a historical record of the change.

Access Transaction:

Procedure:

SAP Easy Access

1. Update the following required and optional fields:

2. Click Enter button.

Maintain Organizational Unit

3. Update the following required and optional fields:

4. Click Enter button.

Information:  Ensure the correct organizational unit was entered after clicking Enter.

Maintain Organizational Unit

5. Click Relationships button.

Information:  Any infotype can be changed using the Copy function.  In this example the relationship of the organizational unit is being changed, to attach the organizational unit to a lower level in the organizational hierarchy.

6. Click Copy infotype (Shift+F9) button.

Critical:  The change process does not record the history of the change.  If a change needs to be made to fix an error such as an incorrect spelling, then execute the Change function.  This will overwrite the existing record.  If the history of the specific change is required, use the Copy or Create function with a new validity date range to denote the effective date of the change.  This will delimit the previous record when the change is saved.

Information:  Remember to only use the Change function if no historical record of the previous data is required.  In this case we are using the Copy function to keep the record of the previous data.

Copy Relationships

7. Update the following required and optional fields:

Information:  Choose the validity date to begin the new record on.  This will also be the date that the previous record will be delimited.

8. Update the following required and optional fields:

9. Click Enter button.

Information:  Ensure this is the correct new data.  After clicking Enter the name of the new object should display on the screen.

10. Click Save (Ctrl+S) button.

Relationships Create

11. Click Yes button.

Information:  Notice the confirmation message stating the previous record will be delimited on the validity date you entered, and the new record will begin on this date.

Maintain Organizational Unit

12. Click Relationships button.

Information:  The change has been made to the record.  To view the historical list of all changes made to this record, in this case to the Relationships infotype, follow these next steps.

13. Click All radio button.

Information:  If you don't choose the All radio button, only the changes made within the time period defaulted will display, or you may choose another time period.  In this example we will display all changes made to the record.

14. Click Overview (Shift+F8) button.

List display with change Relationships

15. Click 06/26/2007 button.

Information:  The list displays all changes that have been made to this record using the Copy function (if a change was made using the Change function a historical record was not kept, and will not be reflected here).  To display the details behind any of these records, highlight the record to view and click Choose.

16. Click Choose (F2) button.

Display Relationships

17. Click Next record (Shift+F7) button.

Information:  A record is displayed - notice the validity date, as that will tell you whether the record is the current record or not.  If there are multiple record, use the Next record button to move to the next record.

Display Relationships

18. Click Back (F3) button.

Information:  The next record is displayed.  When you have displayed all records, click Back to return to the overview screen.

List display with change Relationships

19. Click Back (F3) button.

Maintain Organizational Unit

20. Click Back (F3) button.

21. The system task is complete.