Edi Sap Setup Guide

EDI SAP Setup Guide

Enabling EDI on SAP R/3 v3.1H

EDI Sap Setup Guide

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EDI SAP Setup Guide

Table of Contents 1. PRE-REQUISITES FOR EDI.............................................................................................4 1.1. SAP R/3 system, Interfaces and EDI subsystem.............................................................4 1.2. Business Rules and Conditions........................................................................................4 1.3. Overview of Concepts.....................................................................................................5 1.3.1. Document types (IDoc):...........................................................................................5 1.3.2. Message Control.......................................................................................................5 2. ONCE-OFF CONFIGURATION PER CLIENT..............................................................7 2.1. Set-up SAP Business workflow for error handling (PPOM)...........................................7 2.1.1. Create Org Unit........................................................................................................7 2.1.2. Create Positions........................................................................................................7 2.1.3. Assign Holders.........................................................................................................7 2.1.4. Assign workflow tasks..............................................................................................7 2.2. Configure EDI inbound processing workflow.................................................................8 2.2.1. Create Batch User....................................................................................................8 2.2.2. Configure Workflow for RFC (SWUB)...................................................................8 2.2.3. Verify Workflow Customising (SWU3)...................................................................8 2.2.4. Workflow Configuration Notes................................................................................8 2.3. Cross Application /IDoc interface/EDI components: (SPRO)........................................8 2.3.1. Create IDoc number range: (OYSN)........................................................................9 2.3.2. Create Port definition number range: (OYSN) ........................................................9 2.3.3. Create IDoc type number range: (OYSN)................................................................9 2.3.4. Set-up IDoc administration: (WE46).......................................................................9 2.3.5. Convert error processes:.........................................................................................10 2.3.6. Activate event coupling for inbound processing.....................................................10 2.3.7. Authority Management .........................................................................................11 2.4. Cross Application/ ALE Components:..........................................................................11 2.4.1. PORT Definition (WE21).......................................................................................11 2.4.2. Control of EDI processes in R/3............................................................................13 2.4.2.1. Maintain: Outbound Process Code (WE41)...................................................13 2.4.2.2. Maintain: Inbound Process Code (WE42)......................................................13 2.4.2.3. Control: System Process Codes (WE40)........................................................14 2.4.2.4. Control: Status maintenance (WE47).............................................................14 2.4.2.5. Control: Partner Types (WE44).....................................................................14 2.4.2.6. Control: Forward Inbound (WE45)................................................................15 2.4.2.7. Control: Status Process code (WE56)............................................................15 3. MM IMG CONFIGURATION.........................................................................................16 3.1. Global settings (IMG):...................................................................................................16 3.1.1. Units of measure (IMG  Global settings):..........................................................16 3.2. Link Schema to Purchase order.....................................................................................16 3.3. Link application to EDI interface via message control:.................................................16 3.4. Enabling Multiple Output for Purchase Orders (Optional)............................................16 3.5. Link Output type (fax=2, E-mail=7) to NEU (Purchasing)...........................................17 4. SD APPLICATION REQUIREMENTS..........................................................................18 4.1. EDI Configurations.......................................................................................................18 4.1.1. Conversion of SAP item categories to IDOC item categories (VOE1)..................18 Directory: /var/www/apps/conversion/tmp/scratch_3/205096182.doc Doc Name: 205096182.doc Print Date: 13/08/2000 05:06:00 PM Version 1.1

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EDI SAP Setup Guide 4.1.2. Partner functions.....................................................................................................18 4.2. S&D Sales Configurations.............................................................................................18 4.2.1. Maintain Item categories........................................................................................18 4.2.2. Assign Item categories............................................................................................19 4.2.3. Assign Schedule line categories..............................................................................19 4.3. S&D Pricing Configurations..........................................................................................19 4.3.1. EDI pricing condition types....................................................................................19 4.3.2. SD Pricing procedures (V/08)................................................................................19 5. INVOICE IMG CONFIGURATION...............................................................................19

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EDI SAP Setup Guide

1.

PRE-REQUISITES FOR EDI 1.1. SAP R/3 system, Interfaces and EDI subsystem The SAP EDI architecture consists of: • EDI-enabled applications, to support the automatic processing of business transactions. EDI: SAP R/3 •

The IDoc interface, which consists of IDoc types and function modules that form the interface to the application. There are IDocs available that support orders and invoices. IDocs are identical for inbound and outbound processing. EDI: IDocs: ORDERS, ORDRSP, ORDCHG and INVOIC

•

The EDI subsystem, which converts the IDoc types into EDI message types and vice versa. This component of the EDI architecture is not supplied by SAP, thus the existing ASI EDI subsystem will be used. EDI: Gentran PC sub-system.

•

EDI Interface between SAP R/3 system and EDI subsystem. For inbound processing, this involves opening the inbound message file, and processing the IDoc messages. For outbound processing, this involves selecting the outbound documents, creating an outbound message file and writing this file to the shared directory. The exact transfer times are scheduled using batch jobs. Please refer to ‘EDI Production Configuration Guide’ for further interface details. EDI: Make use of an NFS shared drive to share files between UNIX and PC.

1.2. Business Rules and Conditions Company X will only trade electronically with companies where an interchange agreement has been signed with the company. Each Group/BU will negotiate with its own suppliers. In the Interchange Agreement the following will be stipulated: • EDIFACT message type - this will link to the IDoc that will be used in SAP R/3. • Time that the supplier will open his mailbox - this will dictate when transmissions can take place. • Trading partner identification number. • Version of EDIFACT that supplier is using.

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EDI SAP Setup Guide 1.3. Overview of Concepts 1.3.1. Document types (IDoc): IDoc type

Logical message type

Description

ORDERS01

ORDCHG

Order change

ORDERS01

ORDERS

Order

ORDERS01

ORDRSP

Order response

INVOIC01

INVOIC

Invoice

IDoc types are:

partner independent identical for inbound and outbound processing dependent only on message types independent of EDI standards independent of subsets.

1.3.2. Message Control Message control is a ‘conditioning technique’ used to direct output for business documents created by SAP transactions. For example, when a purchase order is created, it is the message control component that determines that the document should be sent to a printer, or alternatively via EDI or fax. Message control consists of a hierarchy of decision structures (called condition components) to allow for flexible output determination. Each application is associated with an output procedure, and each procedure can be made up of several condition types (for multiple output). Access sequences are used to regulate how and whether a condition type is to be processed.

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EDI SAP Setup Guide Conditioning Technique 1-1

Output procedure 1-many

Condition types

i.e.MM/SD application associated with How to handle output Eg. NEU (for purchase order via EDI) Output Medium (EDI) Timing (Immediately etc.) Partner Function Output Spool

1-1

Access Sequence

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“How and If” of Condition Types Based on run-time data Determines output by MM or SD Output at run-time General vs Specific

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EDI SAP Setup Guide

2.

ONCE-OFF CONFIGURATION PER CLIENT The following transactions should be followed in sequence. Most of the data should be pre-configured by SAP, however it is important that this is confirmed by examining each entry. 2.1. Set-up SAP Business workflow for error handling (PPOM) Purpose: A workflow organisation (e.g. “EDI Department”) may be set-up where exceptions and error-messages generated during EDI processing can be directed (instead of only to a single user). (Ref.: SAP System EDI Interface Configuration Manual, Jan 1996 page 4-6) Transaction: PPOM (ToolsBusiness Engineering  Business Workflow Organisation Definition Tools Organisational plan) Define an Organisational Structure to be used in EDI Admin set-up by following the next steps: 2.1.1. Create Org Unit Create an Org Unit, e.g. EDI Dept with a long description of EDI Department - All IDoc Notifications. Choose the Staff assignments icon and complete the details. 2.1.2. Create Positions Create the 'Manager' and 'staff' positions, leaving the job descriptions empty. 2.1.3. Assign Holders Assign holders to each position. 2.1.4. Assign workflow tasks Assign the workflow tasks to the entire department (for our purposes). Click on Department, select the Task profile icon, assign task. To assign the inbound order's error task, enter a search string of OR* in the pop-up menu. Select the following: - ORDCHG_Error - ORDERS_Error - ORDSRP_Error For Invoices use INV* as a search string and add the following: - INVCON_Error - INVOIC_FI_Er -INVOIC_MM_Er

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EDI SAP Setup Guide

2.2. Configure EDI inbound processing workflow Purpose: To activate the automatic processing of inbound IDocs using workflow methods. 2.2.1. Create Batch User Confirm the following details with the Basis System Administrators and/or Workflow Configuration Specialist: • A user for batch processing should be defined, typically user WFBATCH. • The batch user should have SAP_ALL and SAP_NEW authorisations. • The batch user should be set as a background user 2.2.2. Configure Workflow for RFC (SWUB) • •

•

Enter the batch user name (WF-BATCH) as well as the password. Click the “Test” button (or press the F5 key). This should result in a message “RFC Test successful”. Any other result indicates that the batch user WF-BATCH has not been set-up correctly or the password is incorrect. The details should be saved using the “Save” button or by pressing the F11 key.

2.2.3. Verify Workflow Customising (SWU3) • • •

•

The “Test RFC” item should have a red cross next to it. Press the “Autocustomize” button (F6) and workflow should be re-customised. Use the “Test RFC dest.” Button or press the F7 key to test the RFC destination. This should result in the message “Ping performed successfully”. The red cross on the item list should now be a green tick.

2.2.4. Workflow Configuration Notes If this procedure does not work as expected, it may be due a problem in the release code for V3.1H. Confirm that OSS Note 81974 has been applied by a Basis administrator. This requires a source code change to be made.

2.3. Cross Application /IDoc interface/EDI components: (SPRO) Purpose: To enable/configure EDI parameters and configuration for entire client. Directory: /var/www/apps/conversion/tmp/scratch_3/205096182.doc Doc Name: 205096182.doc Print Date: 13/08/2000 05:06:00 PM Version 1.1

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EDI SAP Setup Guide All changes to default configuration should be documented using the “Notes” facility in the IMG. (Ref. Appendix B - SAP Notes Format). This assumes that an ALE/EDI project view has been set up by the BASIS system configuration team. (Ref. Appendix A - Authorisations). IMG Cross-Application Components IDoc interface/Electronic Data Interface IDoc interface (Ref. EDI Course Notes Chapter 4) 2.3.1. Create IDoc number range: (OYSN) Number range for IDocs called EDIDOC. Will use internal numbering. Use only one number range. 2.3.2. Create Port definition number range: (OYSN) Number range for generated port names, called EDIPORT. Will use internal numbering. Use only one number range. 2.3.3. Create IDoc type number range: (OYSN) Number range for IDocs called EDIDocTYP. Assigns numbers internally for IDoc types when they result from the automatic combination of basic IDoc types and customer extensions.

2.3.4. Set-up IDoc administration: (WE46) Set up EDI client-specific system parameters: - MAXSYNERR - maximum number of syntax errors that will be logged in the status records. Default is 15, for testing use 30 (maximum allowed).

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EDI SAP Setup Guide

- EDIADMIN - IDoc administration User to notify in case of an EDI Basis error. Type in EDIADMIN, tab to System Parameter field, select organisational unit - SAP will insert Org structure number as created by SAP EDI workflow (refer previous point). - TESTPORTeg. SAPF01 Name of the port that will be used as a default in the IDoc turn-around utility. Type portname in, since it can't be selected. - SEGDVCLASS - Development class for segment editor. Optional. When IDocs are extended, this is the default development class for the R/3 correction and transport system. - IDOCEDIT (Ref. Chapter 1-26) Optional. If blank, system allows user-developed IDoc extensions. Additional information: EDI Course Chapter 4 2.3.5. Convert error processes: Information about error processes - confirm that they exist.

2.3.6. Activate event coupling for inbound processing Once the workflow has been set up as described in the section “Configure EDI inbound processing workflow”, the event coupling may be activated using this item. This allows inbound processing to be started when IDocs are read into the SAP system.

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EDI SAP Setup Guide • • •

Dialogue box with message “Activate IDoc Inbound?” should appear. Choose the “Yes” Button. Message “Event-event receiver coupling activated successfully” should appear.

2.3.7. Authority Management This is about the authority to perform a particular action in R/3, for example EDI Administrator. Refer to appendix A.

2.4. Cross Application/ ALE Components: 2.4.1. PORT Definition (WE21) Definition of directory location and name of shell script to be executed to trigger EDI subsystem. (SAP System EDI Interface Configuration Manual, Jan 1996 page 1-2) IMG Cross-Application Components  ALE  Communication  Manual maintenance of partner profile  Define port Under port type File create the relevant port names for example SAPF01. The version indicator control how the control record of outbound IDocs is created - an indicator of '2' will write the control record in the format of R/3 release 3.0. Please note that these parameters depend on the EDI sub-system features. For further details, refer to the EDI Technical Interface guide. Enter the rest of the parameters as follows: Parameters Command file parameters - mandatory Logical destination: SERVER_EXEC Directory: /home/edi// Shell script: start_converter Automatic button:(1-5) Will not be used Outbound file parameters - mandatory Directory: /home/edi/