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DART (Data Retention Tool)

General Overview
&
A solution to French reporting requirements
Table of Contents
1.0 Introduction ............................................................................................................................................ 2
2.0 DART: Overview ...................................................................................................................................... 2
3.0 Data Extracts ........................................................................................................................................... 3
3.1 DART Configuration (Transaction - FTWP) .......................................................................................... 4
3.2 Extracting data (Transaction – FTW1A) .............................................................................................. 7
3.3 Managing data extract ........................................................................................................................ 9
4.0 View / browse data extract (Transaction – FTWF)................................................................................ 10
4.1 Data extract browser ........................................................................................................................ 10
4.2 Data extract views (Transaction – FTWH) ......................................................................................... 10
4.3 Data extract logs (Transaction – FTWL) ............................................................................................ 11
5.0 DART: Transactions Overview ............................................................................................................... 12
6.0 France: Article A.47 A-1 legal requirement........................................................................................... 14
7.0 Using DART to comply with Article A.47 A-1 requirement ................................................................... 15
7.1 Check prerequisites........................................................................................................................... 16
7.2 SAP Notes .......................................................................................................................................... 16
7.3 Data extracts configuration .............................................................................................................. 18
7.4 Defining data extract views............................................................................................................... 18
7.5 Dealing with opening balances ......................................................................................................... 20
7.6 Creating data extracts ....................................................................................................................... 20
7.7 Executing data extract view queries ................................................................................................. 21
7.8 Downloading FEC file from application server.................................................................................. 22
8.0 Conclusion ............................................................................................................................................. 22

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1.0 Introduction
SAP has designed DART (Data Retention Tool) to meet legal, audit and reporting requirements
concerning data retention. The tool can be used to extract and store data from SAP applications
at regular intervals. It extracts the data into sequential files and provides various tools that can
be used to accomplishing reporting objectives. Thus, along with meeting customer requirements,
DART also helps in achieving country-specific legal mandates. SAP offers this tool as a part of SAP
Business Suite. Even though DART is a generic tool, it is being used in countries such as Portugal,
France, Germany, Poland, Hungary, Spain, USA etc.

2.0 DART: Overview


This tool makes it possible to select data (transaction data, derived master data and descriptive
metadata) for extraction from various ERP components such as Financial Accounting, Controlling,
Sales, Asset Accounting, Treasury, Travel Management etc. The FI document is the starting point
for data extraction. Relevant corresponding data like predecessor and follow-on documents,
master data, customizing data and metadata are also extracted. Following diagram explains in
nutshell utility and components of DART:

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There are several advantages of using DART over archiving data with the help of Archive
Development Kit (ADK). Primarily, archived data in this way cannot be evaluated very effectively
and data structure may not meet the commercial requirements. With Data Retention Tool, a
separate dataset can be generated that can be used for later auditing. This dataset can be stored
and evaluated specifically for auditing processes.

3.0 Data Extracts


Data extract is an abstract of data created based on specified parameters. Typically, configuration
of data extract involves the data sources from which a user can extract data (e.g. type of
documents) and the arrangement of the resulting physical data extract files in directories.
Additional parameters can also be provided such as maximum file size of the extract.

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3.1 DART Configuration (Transaction - FTWP)
This transaction would set parameters for creating data extracts. This can be set up considering
all country-specific requirements that are applicable for the company. Types of transactions that
are selected below will only be available as a part of selection when data extract is created.
Selection parameters would also vary depending on the type of data is selected below.

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Directory sets need to be maintained as per requirement. Each directory set can have different
path at application server. When data extract is created, it will be stored at the path specified in
directory set. For instance, directory set can be maintained as below:

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Select the directory set and click on ‘Details’ or press F2:

Application server path can be maintained as shown above. VolID keep as blank. Click on
‘Continue’ or press ‘Enter’. If SAP system has separate application servers, ensure that this
directory is accessible from all the systems. Other tabs can be kept as it is. Click on ‘Save’ or press
‘Ctrl + S’ to save the settings.

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3.2 Extracting data (Transaction – FTW1A)
Once the parameters for data extract are maintained i.e. when data extract configuration is
complete, user can proceed with extracting data from the system. Normally, data extracts should
only be created for closed fiscal periods. Otherwise, postings could be made after the data extract
was created. Based on specified input criteria data extract can be created as shown below.

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While specifying details of data file, following two check boxes can also be selected.

a. Compress data: This will reduce file size by 40% at the cost of increased processing time
by approximately 15%.
b. Calculate data checksums: If selected, it will calculate data checksum for each data
segment and store it in the data file. This makes possible the later checking of file integrity
and verification that no changes to the data have been made.

Provide selection criteria as per requirement and click on ‘Execute’. This will create data extract
and summary will be shown as below.

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3.3 Managing data extract
Data extracts once created following operations can be performed as per requirement:

 Delete data extract (Transaction – FTWK): With this transaction existing data extract
can be deleted from the system.

 Merge data extracts (Transaction – FTWC): Two data extracts can be merged into a
new data extract with this transaction. Data extracts from different directory sets can also be
merged.

 Rebuild data extract (Transaction – FTWM): You can rebuild an existing data extract to
a new one in order to incorporate entries posted after original data extract is created.

 Data extract splitter (Transaction – FTWES): The extract splitter identifies all segments
contained in a data extract source file and for each of them creates a separate file on the
application server. For each of the selected segments the extract splitter creates a separate file.
The file names are created automatically using a prefix which is entered on the selection screen.

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4.0 View / browse data extract (Transaction – FTWF)
Data extract can be viewed or browsed as per requirement. This enables to analyze data extract
in a multi-dimensional way.

4.1 Data extract browser


Data extract browser provides statistical details of the data extract as shown below. Double click
on line would provide detailed data.

4.2 Data extract views (Transaction – FTWH)


Based on audit requirements or country-specific legal provisions, data extract views can be
created. Only specified fields are displayed and that too in specified sequence when data extract
view query is executed. Multiple views can be created depending on reporting requirement.

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4.3 Data extract logs (Transaction – FTWL)
Log of extracted data can be displayed when required. Company code and fiscal year can be
specified for which log to be displayed.

When executed, log will be displayed similar to as shown below. Double click on file name would
provide details of the data extract.

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5.0 DART: Transactions Overview
Following is the overview of DART Transactions. You can get this with Transaction - FTW0:

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Alternatively, you can navigate to DART as shown below:

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6.0 France: Article A.47 A-1 legal requirement
With effect from January 1st, 2014 there is a new legal requirement in France to provide
accounting documents records in a dematerialized format. According to the Article L.47A I of the
Tax Procedure Code (i.e. LPF), a FEC file (Fichier des écritures comptables) which means
‘Computerized accounting entries file’ has to be made available to the tax auditor. This file will
provide basically all the data related to bookkeeping and all the entries booked during the fiscal
year. This is very critical as failure to provide such information may lead to legal consequences.
With the help of DART (Data Retention Tool) provided by SAP, this new legal requirement of
France can be met.

The FEC file should be provided as per specific standards described in the Article A.47A – 1 of the
LPF. It prescribes for 18 mandatory fields to be filled in for each accounting entry. Following are
those 18 fields:

S.No INFORMATION FIELD NAME

1 Document type JournalCode

2 Description of document type JournalLib

3 Document number EcritureNum

4 Posting date EcritureDate

5 GL Account (from French COA) CompteNum

6 GL Account description (from French COA) CompteLib

7 Sub-ledger account (blank if not used) CompAuxNum

8 Sub-ledger account description (blank if not used) CompAuxLib

9 Document reference PieceRef

10 Document date PieceDate

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11 Accounting entry text EcritureLib

12 Debit amount (LC) Debit (Sens)

13 Credit amount (LC) Credit (Sens)

14 Clearing document number EcritureLet

15 Clearing date DateLet

16 Entry date Validdate

17 Transaction Currency Amount Montantdevise

18 Currency Idevise

7.0 Using DART to comply with Article A.47 A-1 requirement


SAP DART functionality can be used in order to fulfill legal requirement of the Article A.47 A-1.
Data extract can be created and later with the help of data view query all the required 18 fields
can be populated. Broad guidelines to generate required FEC file are illustrated below:

1. Check prerequisites
2. SAP Notes
3. Data extracts configuration
4. Defining data extract views
5. Dealing with opening balances
6. Creating data extracts
7. Executing data extract view queries
8. Downloading FEC file from application server

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7.1 Check prerequisites
There are few perquisites that must be confirmed before DART functionality is used for meeting
legal requirement of France.

 For ECC 6.00 and above the notes to be implemented are 1906078 and 1923322
 For lower releases the notes are 1943681 and 1943727
 Minimum DART 2.6 should be implemented. DART 2.6e is preferred. Recommendation
from SAP is to be on the highest version of DART (2.7) with all the latest notes
implemented
 DART version can be checked as below:
 Go to Transaction SE11
 Specify ‘Type Group’ as ‘DART1’ and press F7
 DART Version is specified under ‘DART release’
 Country Chart of Accounts (France) is configured appropriately

7.2 SAP Notes


Following are the key SAP Notes that are relevant in case of latest version of DART for generating
the FEC file with the help of DART functionality of SAP.

 1906078 - FTW1A: BADI for additional selections from BKPF


 This is a kind of program correction note and technical in nature.
 This note would implement BADI for additional selection parameters while
creating a data extract.
 The steps mentioned in this note should be followed.
 The BADI methods code should be activated only after implementing the note
1923322.
 1923322 - DART: View file creation for France Legal Requirement
 This note enables creation of data view required to meet regal requirement of
France.
 This note contains four steps of which first three steps are technical in nature and
these corrections can be implemented through SNOTE.
 Last step specified in this note is a manual step to create data view 2FR_FI01.

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 1935509 - Carry forward postings for new GL in France
 This is a kind of program correction note and technical in nature.
 This note brings necessary French version of the report RFSUMB00 so as to run
report RFSUMB00_FR through SE38 or call transaction FAGL_IT_01.
 2035887 - Opening entry for asset balance sheet accounts – France
 This is a kind of program correction note and technical in nature.
 Legal requirement in France also stipulates that FEC file should also contain the
balances of asset balance sheet accounts from previous years. This note provides
a new report (RFOPENPOSTING_FR) in order to handle opening entries of balance
sheet accounts.
 2075063 - Opening entry France: Posting for the unappropriated retained earnings
 Prerequisite notes – 2035887, 1719692 and 1855047.
 This is a kind of program correction note and technical in nature.
 On implementation of this note, the system determines the balances of the
current balance carry forward (including the current unappropriated retained
earnings) for the opening entry.
 2016265 - FTW1A: Periods not selected showing up for France extract
 Prerequisite notes – 1950264, 1906078, 1990639, 1957914, 2019365.
 This is a kind of program correction note and technical in nature.
 This note is required to be implemented in case while creating data extract special
periods are found in the extract even though they are not selected in Transaction
- FTW1A.
 Also, this needs to be implemented when documents posted in ‘document
currency’ do not show correct ‘sign’ of the amount.
 1933144 - Article L47 A I of the French Tax regulation effective 01.01.2014
 This note is informative in nature.
 It provides references of other SAP notes for utilizing DART functionality in order
to meet French legal requirement.
 1951943 - DART: France Legal Requirement FAQ note

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 This note is informative in nature.
 With new developments extending DART to meet France Legal Requirement there
are lot of queries. This note is a FAQ note to answer most of them.

7.3 Data extracts configuration


As explained previously, data extract configuration can be done with Transaction – FTWP. Refer
to section 3.1 of this document for more details.

7.4 Defining data extract views


As explained in step 4 of SAP Note 1923322, new data view 2FR_FI01 must be created. Following
is the procedure to create view 2FR_FI01.

 Go to transaction – FTWY.

 Specify ‘Data view’ name as 2FR_FI01 and click on ‘Create’.

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 Specify description of the data view and click on ‘Data segments’.

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 Specify data segments and complete field mapping as shown above. Then save the view.
 Click on ‘View fields’ button and select fields that are specified in the Article A.47 A-1.

 Click on ‘Save’ to save the data view 2FR_FI01.

7.5 Dealing with opening balances


In order to carry forward beginning balances in the report a new report RFOPENPOSTING_FR
should be run. Additional help on this can be found in attached document.

Please refer to the attachment 02_FEC Solution 2014.pdf

7.6 Creating data extracts


As explained previously, data extract can be created with Transaction – FTW1A. Refer to section
3.2 of this document for more details.

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7.7 Executing data extract view queries
Once the data is extracted, it can be populated with the help of data view 2FR_FI01 so that only
relevant fields in set order can be displayed. This will be as per guidelines specified for the FEC
file. Following steps explains procedure to execute data view query.

 Go to transaction – FTWH.

 Click on data view name and execute.

 Select data extract and directory set that is created to meet legal requirement of France
under source extract.

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 In case required, filter can be applied on document type, company code and posting
period.
 Under output options, ‘Export to file’ option should be selected in order to make available
exported data over application server. In order to convert the file into ‘|’ separated format
as required by French tax authorities, select ‘French file format’ option.
 After executing above data file view, the file will be exported to application server.

7.8 Downloading FEC file from application server


In order to download file from application server, transaction - CG3Y can be used. Source file path
& name should be given and target file path & name should be given. Click on ‘Download’ to
transmit file from application server to local drive.

8.0 Conclusion
SAP Data Retention Tool (DART) makes it possible to extract and store data (typically finance and
tax related) so that it can be used by auditors or tax authorities at a later point in time. It helps
in achieving legal requirements of many countries without additional development efforts. There
can be a good amount of saving as there is no need to develop additional custom reports or
queries. The functionality can be implemented by functional resources with the support from
Basis team (for implementing required SAP Notes.)

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