Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)


Check the different possibilities for this transaction:


Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Create a Tasklist: Initial Screen






Launch the Transaction SCMA:



STEP 2

Create a tasklist


To create a tasklist, it is possible to do it in two different ways:

1) In the tool bar click on "tasklist" and after on create. A new screen will be launched in order to define the new Tasklist name. Provide the new Tasklist name and click "Ok”. 

2) A new tasklist can be created with reference of an existing one by going to the tool bar, clicking on “tasklist” , choosing a tasklist with a similar structure to the one foreseen to be created. After click on "save as”. A new screen will be launched in order to define the new Tasklist name. Provide the new Tasklist name and click "Ok”.


Note

  • The second option is less time consuming, although the adjustment to the new structure shall be made and and check/simulation must be done afterwards
  • Each tasklist must start with "Z_” + country name codification



STEP 3

Save a tasklist

After inserting all the tasks (described on the following point), save the tasklist by clicking on .

In order to exit the change mode, please select the following icon .


Note

In order not to lose any information while creating a new tasklist, the best practice is to save the changes from time to time.



STEP 4

Change a taslist


In order to access the change mode of SAP Schedule Manager, please click on the following icon .



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Create a Tasklist: Initial Screen






Launch the Transaction SCMA:



STEP 2

Create a tasklist


To create a tasklist, it is possible to do it in two different ways:

1) In the tool bar click on "tasklist" and after on create. A new screen will be launched in order to define the new Tasklist name. Provide the new Tasklist name and click "Ok”. 

2) A new tasklist can be created with reference of an existing one by going to the tool bar, clicking on “tasklist” , choosing a tasklist with a similar structure to the one foreseen to be created. After click on "save as”. A new screen will be launched in order to define the new Tasklist name. Provide the new Tasklist name and click "Ok”.


Note

  • The second option is less time consuming, although the adjustment to the new structure shall be made and and check/simulation must be done afterwards
  • Each tasklist must start with "Z_” + country name codification



STEP 3

Save a tasklist

After inserting all the tasks (described on the following point), save the tasklist by clicking on .

In order to exit the change mode, please select the following icon .


Note

In order not to lose any information while creating a new tasklist, the best practice is to save the changes from time to time.



STEP 4

Change a taslist


In order to access the change mode of SAP Schedule Manager, please click on the following icon .



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

On business workplace (transaction SBWP), the following alternatives will appear:

Use transaction code: 


SCMA - Workflows: Initial Screen

A flow definition consists of individual flow steps. These steps might include validation workflows (in case of VWF) and/or a sequence of programs (having a variant predefined).

By releasing a Flow Definition SAP System will:

1) Interact with a Distribution List by e-mail (in case of Validation WFs – e.g. below);

On business workplace (transaction SBWP), the following alternatives will appear:


AlternativesDescription
Start Next TaskThe workflow will be released and the workflow will continue run.
Cancel Whole ProcedureIt will stop the workflow.
Cancel and keep work item in inboxIt will cancel only the line that is requesting in the question, however the rest of the workflow will keep continuing.


2) Interact with the user which releases the EWF (in case of error in a program’s sequence) by express work items boxes (e.g. below for FR Partial Capitalization).


As behind a Program there is a Job creation, the operator needs to verify the outcome of the Program run in the monitoring option in SCMA or in SM37. After analyzing the errors and correct them, the operator must request the user which had Scheduled and Released the SAP SM in order to enter in the SBWP inbox and validate the task (Inbox button – outcome below) in order to update the status accordingly.

Note

In case of a canceled job, the system takes around 30m to send a message to the user and only in SM37 you will be able to check the problem.


AlternativesDescription
Continue flow with the next taskIt will start to do the next task.
Reschedule jobIt will go back to the tasks that gives the error message.
Cancel and keep work item in inbox

It will cancel only the line that is requesting in the question, however the rest of the workflow will keep continuing.

In both cases SAP Business Workplace (transaction SBWP or icon  available in SAP Main screen Access) is the basis for this interaction.



STEP 2

Request IS the creation of a workflow

The creation of workflows can only be done by IS .

There are two types of workflows:

  • Validation: a validation is given to start a certain task (by e-mail):

    A Freshdesk must be sent to IS with the following information:

    • Description Name of the workflow.

    • Distribution list (names of the people that should receive the e-mail).

  • Execution: SAP will automatically launch a task or group of tasks.

    A Freshdesk must be sent to IS with the following information:

    • Description Name of the workflow.

    • List of the programs (+ variants) and/or Validation WFs needed.



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Schedule and Release: Initial Screen


In SCMA we have the possibility to Schedule and Release a SAP SM

  • To Schedule a Tasklist  implies providing the system the match between the first relative time defined in SAP SM and the first calendar day of the SAP SM run. The scheduling will be reflected in the Daily overview.

  • To Release a Tasklist () implies unlock of the automatic launch of Programs and Workflows. 

    • If we don’t release a Tasklist, all programs will remain with the following status and will not be launched automatically.
    • If we release a Tasklist, all programs will have the following status  and will be launched autonomously at the scheduled Day and hour.




After creating a tasklist, the following screen will be retrieved:


The last 2 columns on the right side are related with the relative time defined.

SAP SM can be schedule and release for a complete tasklist, a single task or a group of task.



STEP 2

Complete tasklist schedule and release

Select the highest node of the tasklist (example: ).

Click on the icon .

Specify to which calendar day concerns the first day of the closing tasks defined in SAP SM (first relative time). Additionally add a text specifying the country and closure to which concerns the Schedule and Release of SAP SM:


Note

The Schedule and Release must be done one day before the first calendar day foreseen for the first task run.



STEP 3

Task schedule and release:

1) Flow Definition

2) Program

3) Transaction

Check the task schedule and release for different cases:

1)  In case of a Flow Definition  select the task on the tasklist and with the right button of the mouse, select the option “Schedule” accessing the following screen:

Please define the day and hour for the Flow Definition Run..

Note

By Scheduling a Flow Definition the Release is immediately performed (we don’t have the option “Release Jobs”).

2) In case of a Program, select the task on the tasklist and with the right button of the mouse, select the option “Schedule” accessing the following screen:

Then, define the date and time for the task execution. The program can be scheduled  and additionally released .


3) In case of a transaction, as mentioned above, only the programs and workflows and launched automatically.

When it’s time to perform a certain transaction, please follow the next steps:

    • Select the task to be executed with the right mouse button (in the daily overview – example below "0005: CICC_IBA + Clearing 508* + 2742090000"


    • Choose “execute”, the system will drive the user directly to the screen of the transaction (as shown in the example).


    • Then, the user input is needed for the task execution. For transactions which allow variants, these shall be selected to proceed with the task performance.



STEP 4

Task Group Schedule and release

Task groups can be scheduled and released via transaction Z_SCMA_TASKLISTSCHED:

  • Fill the fields “Task list”, choose the option and drill-down on “group number” to select the group task you want to release 
  • Select the time you want to release


Attention

The options “immediately” and “later” will define the day 0 of the group task you selected. For instance, if day 2 is the current date and the program is defined to be run in day 3, by selecting the option “immediately”, the program is released to be run at day 5.

Therefore, we recommend its use by:

  • Applying it until the day 0 of the closure.
  • Combining it with the change of task time.
  • Be aware that its only possible to Schedule the entire task list if there is no tasks defined in the past (considering the actual date you want to perform the schedule of the tasklist).  



STEP 5

Daily/Weekly tasklist schedule and release 





The Daily/Weekly tasklist can be scheduled and released in transaction SCMA.

1) Right-click the mouse button in the folder you want to release and choose the option “Schedule”:

The following screen will appear:


2) Fill the following information:

    • Start Date
    • Flag Release Jobs in Task List
    • Txt for Instance
    • Choose the Period Scheduling
    • Select workday
    • Ends on


When releasing Weekly tasks take into account that we can only choose 1 weekday per folder.

3) When you’re done press 

If the following screen appears click again on 


The Tasklist was now released.



STEP 6

Undo the release of a complete tasklist, if applicable


In case there is the need to undo the release of a tasklist, please proceed as follows:

1) Select the highestnode of the task list

2) Click on the icon 

3) If the following screen appears, click on the icon , to change the layout and transferring all the items to the left side of the box:


4) Change the Layout in order to access the Schedule+Release list:

The system retrieves the list of the Schedule and Release made in the chosen Tasklist. 


5) Then delete entry concerned to the Scheduling + Release Description foresaw. Click “continue” and then “yes”.

Note

Be aware with the “notes” , because even thought you undo the release of a tasklist the “notes” will remain released. In this case you must delete them manually.



STEP 7

Anticipate or delay the performance of a task


Important

It is also possible to perform the transaction tasks through the daily overview however,  in case of anticipation or postponing it won’t provide the correct time of performance but the scheduled one. Therefore, for a suitable time tracking of the performance of the tasks, the procedure to be used is the one described above.

If a task is anticipated or postponed,  the following actions shall be taken:

1) In case of Task/Program anticipation:

    • Delete the entry in the Daily overview (in the foreseen day).
    • Execute the task directly from SCMA Structure when needed.

2) In case of Task/Program postponing:

    • When the scheduled day and hour of a task/program is up to occurring and there is the Local input to postpone the task/program, service center must delete the entry in the Daily Overview prior its occurrence.
    • As the postponing happens in the sequence of a Local input, a new input will be need in order to Service center proceed with the task. After having this validation, the task must be executed directly from SCMA Structure.


If the anticipated or postponed task/program is not deleted from the Daily Overview, the tasks will be duplicated and in case of program these will be launched automatically at the scheduled day and hour.



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Update the Status: Initial Screen




STEP 2

Update the status


Program Status

Since the programs run autonomously, the status is automatically updated and can be displayed as following:

After correcting or validating the warning and error messages, the status can be updated manually as for the transactions.

In the daily overview, click on the icon , accessing the next screen:


Choose one of the four types of status. The Reason for status change field can be used in order to provide additional information for monitoring purposes. Finally click “ok”.

Type of StatusDescription

Always that you input something in the system (e.g. Upload of Statistical Key Figures).

Input, check or job which should be done a further analysis or a follow up later on.

Input, check or job which was retrieved errors during the process.

Normally a check that was successfully done (e.g. Check output Reports).


Remark

The field related with the “reason for the status change” might be a value added information, however, it is only visible by entering in the Status Change box . 



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Tasklist Extraction and Daily Overview Extraction: Initial Screen

Step2

Check how to perform a tasklist extraction.

Step 3

Check how to perform a daily overview extraction.



STEP 2

Tasklist Extraction

In order to retrieve all the information/template that you have in the tasklist overview (left side in SCMA), you need to follow the steps below:

1) Select the folder that you want .

Press Expand 

2) Reorganize all the spaces in the top bar, in order to be possible see all the information of the tasklist (e.g. Tasklist; Document; Technical Description; Last run, etc.)


3) Press Print Overview , select Print preview of entire hierarchy , you will retrieve the following screen:


4) Go to System > List > Save > Local File > Spreadsheet

Select the directory that you want to save the file, give a name and press generate.


Will be generated, automatically, an Excel file following your instructions (Directory and File Name).





STEP 3

Daily Overview Extraction

In order to retrieve all the information that you have on daily overview (right side of SCMA), you should follow the next steps:

1) Select the day that you want to retrieve the information.

2) Press Export  > Spreadsheet.

3) Select Excel (in MHTML Format) and press 


4) Select the directory that you want to save the file, give a name and save.


5) Automatically will open a Excel sheet with the daily tasks overview for the corresponding day that you’ve selected.



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Tasklist Massive Change of Work or Calendar Days: Initial Screen

This massive change of the Tasklist(s) should be done when it is necessary to readjust a big number of items due to the need to readjust to the actual calendar due to for example a public holiday extension or other event not recognized by the alignment of working and calendar days.

Thus, it will be executed exceptionally by process specialists that prior to executing the steps below will ensure no member is displaying or changing the mentioned tasklist(s).

Also note that the table in SM30 should only be accessed by one person at a time avoiding inconsistencies. 



STEP 2

Massive change of tasklist(s)

1) Enter SM30 transaction insert table Z1F_SCMATREE and click in “Maintain”;

The system will display all the task lists in the system (standard SAP task lists included)


2) Press “Position” at the bottom of your screen to choose the task list that needs to be changed.


Note

Both offset days columns have the same description; it was not possible to change it.

Its correspondence is as follow:

  • First column – “Relative Offset” – refers to “Work Days”
  • Second column – “Relative Offset” – refers to “Calendar Days”


3) Change the values as necessary and save the table.




There are different overviews for this transaction:


Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Daily Overview Monitoring: Initial Screen







Launch the transaction SCMA and select the option "other task list" (only when launched for the first time) and choose the task list of your country.



STEP 2

Analyse the daily overview

Through the navigation on the calendar (monthly overview), the user is able to analyze the daily overview (see example below):

  • The tasks scheduled according to the relative time defined previously for each task (the fact of being programmed doesn't prevent to postpone or to anticipate a certain task if the local users requires it to Finance Operations or Service Units, depending on the ownership of the task execution);

  • The status of each task after its execution. 

    Important Note

    When monitoring, anytime you want the most updated information, refresh your screen:

     



STEP 3

Perform an overall follow-up of the monthly closure

Besides the detailed daily overview, an overall follow-up of the monthly closure is available by interpreting the colors of each day on the calendar (which is based on the Brussels one – holidays and time):

WhiteNothing foreseen for that day
Blue

Day off:

Green

All tasks are correct:

Yellow

Warning exists:

Red

Defects have been confirmed:



STEP 4

Obtain other view of the monitoring


Select the description of the daily overview and press the button "monitor" to obtain another view of the monitoring: 

 

Then, you obtain the following screen:


This will provide you the status of all tasks from the day in analyze.

The status of the tasks which are run manually (type) have to be updated manually by Finance Operations or Service Units' users depending on the tasks' ownership:


Flag

When the task is related to checks

Green square

When the task is related to executions

Question mark

As default for transactions that where not executed



STEP 5

Check other SCMA overviews


Other SCMA overviews:



STEP 6

Check other schedule manager transactions

Other schedule manager transactions:




Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Programs Monitoring: Initial Screen







To monitor programs/jobs  you have two options:

  1. Double click on the task (daily overview)
  2. Press the right mouse bottom, and choose monitor


Independent on your choice you will receive the following screen:



STEP 2

Check the job/program details





If the job is still running  , you must refresh  until it's finished so that you can able to see the details. 




On  you will check the general messages that SAP gives you, like start time, job finished at, possible errors and possible document numbers. 



Once the job is finished you will be able to see:

  • Any messages if applicable
  • You are also able to see inside the Spool all the details related to the transaction run. 




STEP 3

Export the data to excel

In the Daily Overview, click on the icon and choose HTML download (provides a better view than the option Spreadsheet). 

Then, open (option "open with") this HTML file as an Excel one. 



STEP 4

Check information regarding the 



You will be able to see the variant name, settlement period and year and posting dates or even several selections, in this example Settlement of orders if it's a settlement or a reverse. 




STEP 5

Check other SCMA overviews


Other SCMA overviews:



STEP 6

Check other schedule manager transactions

Other schedule manager transactions:



Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 


SCMA - Workflows Monitoring: Initial Screen







To monitor a workflow , you have two options:

  • Double click on the task (daily overview)
  • Press the right mouse bottom, and choose monitor


Independently of your choice, you will receive the following screen:



STEP 2

Check the job/program details

During the workflow execution you can always check each job/program that is already finished, you are able to see: 

  • Inside Spool  you will see all details related to the transaction run.
  • On  you will check the general messages that SAP gives you, like start time, job finished at, possible errors and possible document numbers.

  • You can also check information regarding the  
    You will be able to see the variant name, settlement period and year and posting dates or even several selections, in this example Settlement of orders if it's a settlement or a reverse.




STEP 3

Check other SCMA overviews

Other SCMA overviews:



STEP 4

Check other schedule manager transactions


Other schedule manager transactions:



You can also check what is the current status of a workflow, what is done or what is still to be done

Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1


Use transaction code: 

SCMA - Other Monitoring Options: Initial Screen

Step 2

Check what is the current status of a workflow, what is done or what is still to be done.

Step 3

One of the options of workflow is the integration of user decisions. This option allows a better coordination of tasks between the task executor and the receiver of the information (can be CAM, Controller...)



STEP 2

Check the current status of a workflow

Go to: 

And then press :

  • You will see in the left side the entire workflow structure:


If the workflow as a green line all over the workflow it means that is done.

If the workflow is still not complete, either it can still be running or waiting for a user decision.



STEP 3

Find who is responsible for a user decision task


The user decision is identified in the workflow structure with the following icon  , every time you see this icon it means that a decision is needed. 





Go to monthly overview and: 

 

Then press details, ignore the information pop up messages by pressing twice "Enter".

 

You will find the following screen:


Where you can find all programs/steps and structure of this workflow.

Then you should double click on the user decision you want to check.


This information will appear at the right side of the screen, then pick the Message recipient, in this example to see the recipient go to SAP business workplace. Once in the workplace click on . 
Then paste the message recipient in to field name and press . 


Note

In some occasions the decision is pending and you may not know how is responsible or how as pick up the decision, (mainly in cases where there are more than one local in the distribution list) to check who as the decision go to:


Then press Workflow log.


And then press .

You will receive the names of the agents that are actively processing the workflow, if you double click in each name you will see all the steps and details of the tasks executed or pending steps by each agent.



STEP 4

Check other SCMA overviews

Other SCMA overviews:



STEP 5

Check other schedule manager transactions

Other schedule manager transactions:


Remark

1) The SCMA tool updates the status of a task even if this one is ran on a test mode: in a technical point of view the success of some tasks executed (namely SM35) depends on run of the transaction itself. The quality of the information executed (Test mode/Real mode; Period; CCode, etc.) needs a user analysis and assurance that the input to this type of programs are reliable.

2) Even if it has errors, the performance of the batch-inputs is always reflected with the status “Processing completed without errors” – green status: for the same reason as the one mentioned above.

3) To have the most recent Analysis of the Status Update we must use refresh button so that the SCMA can provide us the most updated status possible.

4) It is important, from service center point of view, to work with SCMA and Z_SCMO_TASKLIST in parallel, since sometimes some status in the second transaction is not updated accordingly, above all with notes and workflows.

5) When this exception is applicable, if the changes implies workflows, these one must be deleted from SAP SM and rescheduled with the new information.

6) All the assigned members to the companies is responsible for:

    • The consistency (sequence of the tasks, variants, recurrent errors, etc) of his company in the SAP SM;
    • Give feedback related to the consistency of the SAP SM;
    • Provide information about the updates needed, to the team Specialists, to improve the consistency and reliability of the tool right after the closure;
    • Update always the status of the companies which are assigned to;
    • Update the global operations file  of the Country which complements the SCMA data.

7) When running Programs which tasks are in advanced or postponed we must always be aware if the programs concerns to the range time [D-5 till D-1] or [D+1 till D+4]. For instance a program which has the variants defined to run in the range [D-5 till D-1] can’t be run in the range time [D+1 till D+4]. and vice-versa.

8) ­After having a status defined, the task cannot be deleted anymore.

As alternative, you can use other schedule manager transactions to monitor the tasks: