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Specify Conditions for Synchronization of Master Data IN sap

Use

In this IMG activity, you make specifications for the synchronization of asset master records and equipment
master records.

First you assign an equipment category and/or an object type (type of technical object) to an asset
class.

This assignment determines the following when you later create an object (for example, an asset master
record):

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• Whether a dependent object (for example, an equipment master record) should be created
automatically

• How this object is categorized (for example, which equipment category is used for the
automatically created equipment)

Then you specify how the dependent object is to be created. Here there are two options. The object is
created:

• Immediately once the original object is saved (that is, by the system)

• With the extra check of a workflow event that is triggered when the original object is saved (that
is, after a workflow is executed by a user, giving opportunity for checks).

Possible Settings from the Perspective of Asset Accounting

From the perspective of Asset Accounting, you can choose one of the following settings for the creation of
equipment master records under Edit Asset Master Record:

• No synchronization

When you create the asset master record, the system does not propose an equipment. If you
decide to manually create equipment master records for the asset, then the system does not
synchronize the master data in any way.

• Direct synchronization after saving

When you create an asset master record, the system proposes an equipment. When you save the
asset, the system automatically creates the equipment master record for it, and establishes the link
between the two master records. Later changes to the asset master record can be reflected in the
equipment master record, as well as vice versa.

• Saving triggers a workflow

When you create an asset master record, the system proposes an equipment. When you save the
asset, the system triggers a given workflow event. The results depend on the specifications in the
assigned workflow. For example, it may require notification and approval of a responsible person.
When the workflow is executed, the system normally created the equipment master record for it,
and establishes the link between the two master records. Later changes to the asset master record
can be reflected in the equipment master record, as well as vice versa.

• Direct synchronization plus workflow

When you create an asset master record, the system proposes an equipment. When you save the
asset, the system automatically creates the equipment master record for it, and assigns the asset
to it. At the same time, a workflow event is triggered.

If the system now automatically creates an equipment master record when the asset is saved (directly or
per workflow), then the system not only assigns the asset number in the equipment master record, but also
saves a synchronization mode, as long as one was entered in Customizing (under Edit Asset Master
Record for changing equipment master records). The synchronization mode specifies how and if future
changes to the asset master record are reflected in the equipment. You can also specify that the
synchronization mode can activate synchronization for already existing assignments between assets and
equipment.

Example

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You assign asset class 3100 (Vehicles) to equipment category M (Machines) and choose, under Edit Asset
Master Record, for

• Create Equipment the setting Saving triggers a workflow

• Change Equipment the setting Direct synchronization after saving

When you create an asset in asset class 3100 with cost center 1000, the system first starts a workflow
event, since you made the setting Saving triggers a workflow for creating equipment. If you have set up a
suitable workflow, and this is executed, the system automatically creates an equipment master record in
category M (also with cost center 1000). The system enters the number of the asset in the equipment
master record. In addition, it enters the Direct synchronization after saving setting as the
synchronization mode.

If you then later change the cost center in the asset master record to 4110, the system directly
synchronizes the equipment master record, that is, the cost center is changed there as well to 4110. (Since
the synchronization mode Direct synchronization after saving was set.)

Notes

• You can also make the same settings from the perspective of Plant Maintenance (under Edit
Equipment Master Record).

• You specify which master data fields are considered during synchronization in the Assign Master
Data Fields of Assets and Equipment IMG activity.

• If you want to automatically generate equipment master records when creating asset master
records, you should assign an equipment category to the asset class, since the equipment
category is mandatory for creating equipment. Or you could use an enhancement project for
Customer Exit AAPM0001 that allows you to specify the equipment category each time you create
an asset master record.

Note that an asset class can be assigned at most to one combination of equipment category and
object type. On the other hand, more than one asset class can assigned to the same combination.

• If you later also want to be able to automatically create asset master records when you create
equipment master records, then you should ensure that the assignment is unique in both
directions. That is, you should not assign the same combination of equipment category and object
type to more than one asset class. Otherwise, when you create the equipment master record,
direct synchronization is not possible, since the system cannot uniquely determine the asset class.

• Also consider the fact that the asset master record allows you to enter certain time-dependent
data, such as the cost center. You can make changes to time-dependent data that actually may
not take effect until a future date. In equipment master data, on the other hand, changes to master
data are immediately effective on the day the change is made. Changes effective in the future are
not supported.

For this reason, the synchronization reflects only data valid on the given day. For the time-
dependent data in the asset master record, this means that the system synchronizes only those
fields that contain the time period that includes today's date. Any planned changes are not taken
into account. Not just for this reason, you should consider if creating and changing asset master
data from the equipment master record would be better carried out using workflow.

• Remember that a direct synchronization means that each time there is a change to the assigned
master record, this results in the transfer of all attributes relevant to the synchronization. This can
lead to undesired changes in master data, especially when a direct synchronization was set up for
existing master records, specifically if there are differences in synchronization-relevant attributes.

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• In the case of n:1 assignments (more than one equipment master record assigned to the same
asset master record), you should consider the various possible constellations carefully before
choosing direct synchronization. It may be better here also to choose synchronization using
Workflow (in both direcitions) to allow for more checks.

• For more information, for example on sample workflows provided by SAP, refer to SAP Note
370884 (and related notes).

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Equipment category

Key for distinguishing individual technical objects according to their use.

Examples

Possible uses might be:

• machinery

• device

• production resource/tool

• customer equipment

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