Automate Item Creation on Demand in SAP Business One

Author: Katya Kanugula

Let us consider a scenario where your legacy system has over a million of items in its database.
You have migrated to a new ERP system, say SAP B1 and would like to have the flexilbility to enter
only those items for which you get orders. Provided, the items do not exists in SAP B1.

This article explains how xFusion Studio helps upload specific items from your legacy system into SAP B1
in a single click. To keep the article succinct, the steps have been simplified.

Step 1: Connecting to legacy system and extracting all items information

Create new connection to legacy data and save the connection. Now create a query and select all the columns from items table. By creating a parameterised query you can specify the item to be created.

Step 2: Connecting to SAP B1 and extracting items that already exists in SAP B1

Before creating the specified item in SAP B1 we need to check if it already exists.
So create a new connection to SAP B1 company database and save the connection.
Now create a standard query, by dragging the items table (OITM) from the tables list.
Select the ItemCode and preview the query. Now rename the query and save it.

Step 3: Check if the specific item exists in SAP B1

Check if the specific item exists in SAP B1 using FindNewRecords function.
If it exists, the query will return no rows. Otherwise, the specific item code is returned.

Step 4: Get specific item details from the legacy system

To upload specific item into SAP B1, we need to upload details regarding that item. So create an aggregate query to get item details (Item description, Item type, Manufacturer, Is sales item,...) from legacy system for the specific item.

Step 5: Define rules to upload the item into SAP B1

Create an export template with mapping rules and upload the item details to SAP B1.

Here is the complete data flow:

This way you can define the process of on demand item creation in SAP B1 using xFusion. Now in a single click you can create only specific items in SAP B1.