Edi Partner Setup Guide

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Enabling EDI on SAP R/3

EDI GUIDE:

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This document describes the set-up required for EDI trading with partners. It shows the steps required for changing master data on a per-vendor and per-item level in order to allow EDI to be used as the transport mechanism instead of the standard methods, such as printing. Since the EDI system requires the Purchasing and Sales applications to be configured in order to test the EDI transport mechanism, the necessary transactions in MM, FI and SD are described. However, this procedure is normally performed by the MM and SD configuration areas who set up a vendor etc. according to their requirements. Only the EDI-specific areas of MM and SD need to be set-up for EDI purposes.

If there are any problems or unexpected behaviour in SAP when following the steps described in this guide, please refer to the EDI Configuration Guide, or contact the person responsible for EDI Configuration.

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2. MM APPLICATION - PER VENDOR PER PURCHASING ORGANISATION 2.1. Assumptions

 Interchange agreement has been signed between Company X and the vendor (trading partner) and the following information has been stipulated:

 Supplier EDI Trading ID

 Transmission times

 Whether Supplier's Item number will be transmitted

 Document types that will be used e.g. Orders, Order response, Invoices

 All master data has been created successfully.

 'Paper' orders can be placed successfully.

2.2. MM Relevant IDocs

2.2.1. Sending of an EDI order: ORDERS

 Create a Partner profile: (Appendix A)

 Message control and

 Outbound Parameters.

 Update Vendor master record and Purchasing info record (Appendix B)

 Set-up Condition table in Message Control (Appendix C) 2.2.2. Receiving of an order response: ORDRSP

The purpose of the order response is purely that of confirming that the Customer has received and translated the EDI order successfully.

 Create a Partner profile: Inbound Parameters. (Appendix A)

 Update the Purchasing Info record to indicate that an acknowledgement/ response is required.

An incoming Order Response will update the purchase order item lines - the Acknowl.no field will be updated with the Sales Order number.

The update will fail if:

- The purchase order is open in the system - e.g. the user is working in any of the change views related to the purchase order.

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2.2.3. Sending of an order change: ORDCHG

SAP R/3 doesn't allow the changing of the item number, material group, plant and delivery tolerances on an order. Deletion of line items also goes through as order changes.

 Create a Partner profile: (Appendix A)

 Message control and

 Outbound Parameters.

The supplier might have restrictions on the changing of orders - to be negotiated as part of the interchange agreement.

There are no order responses on changed orders. To be negotiated with the supplier.

2.2.4. Cancellation of order

A cancelled order is treated like a changed order, on cancelling the order in SAP/R3, a ORDCHG message will be generated.

Any restrictions from the supplier must be covered in the Interchange agreement.

There are no order responses on cancellation of orders. . To be negotiated with the supplier.

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3. RECEIPT OF INVOICES

Invoices can either be parked for invoice verification or they can be posted directly. There are two types of invoices - MM (with reference to a purchase order) and FI (without reference to a purchase order).

Per Partner do the following:

3.1. Company code assignment (OBCA)

This transaction maps a partner type, partner number and company code to the name used in the invoice. This ensures that the company code used by a supplier matches the internal company code so that the invoice can be posted.

This is mandatory for both FI invoices and MM invoices.

IMG  Financial accounting  Account Rec&Pay.  Business transactions  Incoming Invoice/Cedit Memo  EDI  Allocate Company codes

Partner type = Vendor

Partner number = Vendor number

Comp.Code name = name of company as transferred by EDI partner - IDoc segment E1EDKA1, field NAME1. Type in Customer Number.

CC=Company code.

3.2. General Ledger accounts(OBCB)

In this step you allocate the name for the delivery or the goods and services transmitted in the invoice to the G/L account defined in the corresponding company code. The goods/services number corresponds to the name transferred by the EDI partner for the goods supplied or a service performed. An asterisk wildcard character (*) may be used to perform generic name matching. If no name is specified, this wildcard character is used as a default. This table is usually only configured when required, and is primarily used for FI invoices.

3.3. Additional Account Assignments (OBCC)

This table allocated additional account information (such as payment terms, cost centre, etc.) to the identifier transmitted in the customer invoice. This is usually only used for FI accounting.

3.4. Conversion of external Tax codes (OBCD)

Conversion of tax codes from an external format (Vendor) to an internal format (SAP).

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This table needs to be set correctly for both FI invoices and MM invoices.

IMG  Financial accounting  Account Rec&Pay.  Business transactions  Incoming Invoice/Cedit Memo  EDI  Allocate Tax codes

Partner type = Vendor

Partner number = Vendor number

Add typically for Company X's tax codes (TAXZA) V1 and V0 (Zero rated) Refer IDoc segment E1EDIC04 number 15, field MWSKZ.

3.5. Invoice program parameters (OBCE)

Configuration of the inbound invoice processing, e.g. to park invoice for invoice verification or to post the invoice (directly or via batch). Can be set-up per partner or can be set-up by default for all partner types, partner numbers and company codes by using '*'in each of the three fields.

Invoice DOC TYPE is RE (trade) or possibly KR (sundry).

Mandatory for both FI invoices and MM invoices.

Park invoice:

Select Park invoice and Calculate tax.

Complete posting details: Invoice doc type is RE.

The parked invoices may then be posted using standard FI-AP procedures. 3.6. Partner Profiles (WE20)

Set-up Bill to party for Vendor and Customer. (Appendix A)

3.7. Output in Customer (VD03)

Customer Master  Sales Area data = Output

4. MULTIPLE OUTPUT: (EDI AND PRINT) To Produce Multiple Output: (EDI and print)

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 Set-up partner profile for Outbound Orders.

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5. SD APPLICATION REQUIREMENTS Assumptions:

 SD is only used for testing purposes and configuration is based on a need only basis - only do the minimum.

 Create the Customer in Master data as a Sold-to-Party.

 Reference SAP EDI Course manual Chapter 11.

Per Customer complete the following:

5.1. Create a partner profile - refer appendix A. 5.2. Update Customer Master records: (XD02)

5.2.1. Acc at Customer

Update Account at Customer field in the Vendor master record (Correspondence in Company Data Block) - the customer number should go in this field.

5.2.2. Output (Invoice only)

Select Sales area data - Output.

Change transmission medium to 6 for EDI. 5.3. Customer and Vendor mappings: (VOED)

Partner  Application  Conversion 

(IMGS&DEDIEDI MessagesConfiguring EDI) Update the condition tables in: **

 Partner Conversion

Add Customer for both SP (Sold-to party), BP (Bill-to party) and SH (Ship-to Party). The default ship-to plant for a purchase order should be mapped as a ship-to party in this table. Obtain the default plant from the item delivery address dialog in a purchase order. Leading zeros for the “external party” fields are important.

 Customer/Supplier Assignments Complete organisational data

5.4. SD Info Records (VD51)

Match item numbers between Vendor and Customer (Customer Material Info Records) - must match exactly (refer to relevant IDoc). Leading zeros are important.

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Repeat for each item to be matched. Go into details and add Plant. Leading zeros for the external party field is important.

5.5. Set-up Condition table (VV11)

Set-up Condition table in Message Control (Logistics  S&D  Master data  Output  Sales Doc  Create, for output BA00)

For Sold-to party output is 6.

5.6. SD Relevant IDocs

5.6.1. Receiving of Order: ORDERS

 Create: Partner profile: Inbound Parameters

An incoming order will automatically create a sales order - the field will be updated with the purchase order number.

5.6.2. Sending of order response: ORDRSP

 Create: Partner profile: Message Control and Outbound Parameters

An order response will automatically be generated on creation of the sales order.

5.6.3. Order Change

 Create: Partner profile: Inbound Parameters

Provided that no processing has taken place against the sales order, the sales order will automatically be updated. No order response will be generated.

5.6.4. Cancellation of order

Are treated like an order change.

Provided that no processing has taken place against the sales order, the sales order items will automatically be deleted. No order response will be generated.

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A history can be obtained by going down menus Environment  Changes  Execute.

5.7. Invoicing - Sending of invoice

5.7.1. Output condition record (VV32) (SD) Create output condition record for billing.

Logistics  S&D  Master data  Output  Billing doc  Create Partner function =BP

Select RD00 for Invoice.

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6. APPENDIX A: PARTNER PROFILES (WE20)

All SAP EDI trading partners are defined with a partner profile in SAP R/3, each one will be defined separately. In the partner profile you specify which documents you want to exchange as EDI messages with which business partner.

Prerequisite:

- Vendor master data, Item master data and Info record must exists.

- Contract and Interchange agreement must be signed between Business Unit and Supplier.

The message types (i.e. ORDERS, INVOICES) will be agreed between the BU and Supplier. For all ORDERS, the message type ORDRSP (Order acknowledgement) should also be included.

6.1. Create partner profile record for each Vendor (WE20)

ToolsAdmin Admin Process Technology IDoc Partner Profile 6.1.1. General data

Complete this screen once per Partner number and Partner type.

Fill in Partner number, Partner type, select create icon and complete fields as follows:

MM Vendor or SD Customer:

General partner profile MM Outbound SD Inbound

Partner number Vendor id Customer id

Partner type LI=Vendor KU=Customer

Partner class (optional) Grouping of partners Grouping of partners

Partner status Active Active

Arch ** Tick

Telephony (Ver 3.1H)

Receiver of notifications Party to notify e.g. Org Unit

Party to notify e.g. Org Unit

** The Arch field is to specify whether contract documents or other info is available on the partner. This will set-up the table EDIPARTNER.

6.1.2. Message Control

Specify these parameters if you want to send messages from an application that uses NAST (Message Control). This is relevant for outbound messages.

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MM: Message control Purchase order MM Outbound P/O Change MM Outbound Application EF EF

Output type NEU NEU

Partner type LI LI

Change message Tick

Partner Function/Role Select LF-Vendor, display as VN

Select LF-Vendor, display as VN

Logical Message type ORDERS ORDCHG

Process code ME10 ME11

SD: (Testing purposes only)

Message control P/O response SD Outbound Invoice SD Outbound Application V1 V3

Output type BA00 RD00

Partner type KU KU

Change message

Partner Function/Role Select AG-sold to party, display as SP

Select RE -bill to party, display as BP

Logical Message type ORDRSP INVOIC

Process code SD10 SD09

Further references: SAP Manual 5-6

6.1.3. Outbound parameters

When the message is outbound, complete the Outbound options, IDoc type and Receiver of notifications information.

MM:

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Parameter profile MM Outbound MM Outbound Partner Function Select LF-Vendor, display

as VN

Select LF-Vendor, display as VN

Message type ORDERS ORDCHG

Receiver port Port type=file, SAPF01 Port type=file, SAPF01 Output mode Transfer IDoc immediate

or collect.

Don't start subsystem

Transfer IDoc immediate or collect.

IDoc type ORDERS01 ORDERS01

Receiver of notifications

Party to notify e.g. Org Unit EDI information: EDI Standard Message type Version E for EDIFACT ORDERS S_93A E for EDIFACT ORDERS S_93A

SD: (Testing purposes only) Outbound Parameter profile P/Order Ack SD Outbound Invoice SD Outbound Partner Function AG, display as SP RE, display as BP

Message type ORDRSP INVOIC

Receiver port Port type=file, SAPF01 SAPF01 Output mode Transfer IDoc immediate

or collect.

Transfer IDoc immediate or collect.

IDOC type ORDERS01 INVOIC01(Ver 3.1H)

Receiver of notifications

Party to notify e.g. Org Unit EDI information: EDI Standard Message type Version E for EDIFACT ORDERS S_93A E for EDIFACT INVOICE S_93A 6.1.4. Inbound parameters

When the message is inbound, complete the Inbound options, IDoc type and Receiver of notifications information.

MM: Inbound Parameter profile P/O Response Inbound MM MM Invoice Inbound MM FI Invoice Inbound Partner Function Select LF-Vendor,

display as VN

Select LF, display as VN

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Process code Select function module: ORDR

Select function module: INVM

Processing Immediate Immediate

Receiver of notification Party to notify e.g. Org Unit

SD: (Testing purposes only) Inbound Parameter

profile

Purchase order Inbound SD

P/O Change Inbound SD

Partner Function Select AG, display as SP

Select AG, display as SP

Message type ORDERS ORDCHG

Process code Select function

module: ORDE

Select function module: ORDC

Processing Immediate Immediate

Receiver of notifications Party to notify e.g. Org Unit

6.1.5. Consistency Check:

To check if the Partner profile has been successfully created, select the Check icon (F9), a status of R=0 indicates that the profile has been successfully created.

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7. APPENDIX B

7.1. Update Vendor Master records: (XK02) Logistics -> MM -> Purchasing -> Master Data

The following minimum data should exists for the vendor. Update the Vendor Master record accordingly:

General Data  Address

Company Code Data  Account Management Company Code Data  Correspondence

Account at vendor: Vendor's Trading partner ID Purchasing Organisation data  Purchasing data

7.2. MM Info records: (ME12)

Change the MM Info record to cater for the order response:

Enter all information on the selection screen - up to Plant level. Select the Purch org

data1 button and update the information by selecting either the Ackn.Reqd or ConfContrK fields or both. Both ConfContrK entries of 0001 and 0002 will be valid.

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8. APPENDIX C

8.1. Output Determination - Maintain condition table (MNO4)

Message control is a tool that permits output to be determined automatically.

Link the vendor to the EDI interface via message control, i.e. maintain the condition table. This is mandatory for EDI to work. Here you specify in more detail what should be send by which Output type (EDI/Fax).

8.1.1. Purchase Order Output Determination (MN04)

Purchasing Master data  Messages Purchase Order Create Select Output type NEU.

Choose a key combination:

 Flag Vendor for EDI - all orders against the vendor for a specific Purchasing Organisation.

 Flag Vendor for EDI for a specific Document type for a specific Purchasing Organisation.

This option will typically be used for EDI.

 Flag a specific document type for EDI for all vendors with Partner profiles.

Complete the screen as required. Partner function is Vendor.

Timing: as agreed on Interchange Agreement. 8.1.2. Multiple output: Print and EDI

If you want multiple purchase order type - EDI and print - define the proper access for output type NEU1, output medium =1. Specify the Communication medium - which printer to use, timing =4 for immediate or one of the batch options.

Edi Partner Setup Guide

Enabling EDI on SAP R/3

EDI GUIDE:

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