Sales Order Inbound via EDI (289)

EHP3 for SAP ERP 6.0 March 2009 English Sales Order Inbound via EDI (289) Business Process Documentation SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

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Icons Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice Typographic Conventions Type Style Example text Example text EXAMPLE TEXT Example text EXAMPLE TEXT Example text <Example text> Description Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries. SAP AG Page 3 of

Contents 1 Purpose... 5 2 Prerequisites... 5 2.1 Master Data... 5 2.2 Roles... 6 3 Process Overview Table...6 4 Business Processes...7 4.1 Editing and Uploading the Inbound File...7 4.2 Processing the Inbound for the Original Inbound File...8 4.3 Checking the Inbound IDoc...9 4.4 Displaying the Sales Order...10 SAP AG Page 4 of

Sales Order Inbound via EDI Purpose This documentation describes sales order processing where data is transferred from the customer via EDI and a sales order is generated automatically via the sales order inbound processing. It also provides a step-by-step operational guide, which users can follow to work through the scenario in a real system. After the sales order is delivered, you can create a billing document, and then an invoice EDI file is generated automatically. This process is described by scenario 290 - Billing Document Outbound via EDI. Prerequisites 2.1 Master Data You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario: Production plant Company Code: 1000 Purchasing organization: 1000 Material: GK-400 Purchasing group: 100 Plant: 1000 Storage Location: 1040 Sales organization: 1000 Sold-to party: GC-101 Distribution channel: 10 Ship-to party: GC-101 Division: 10 SAP AG Page 5 of

Throughout the Business Process Documentation, we use just one material to avoid further complication due to multiple Inbound files. Nevertheless, since this material is a HAWA the business process is useful both for wholesalers and manufacturing companies. During installation of this scenario it is possible to change the corresponding values in BC Sets, CATTs, or ecatts to your own data. In this case you also might have to change the Inbound file provided with this Best Practices installation. A complete documentation of all fields in the EDI IDoc document is beyond the scope of this scenario documentation, nevertheless the most important fields for changes are: Company code: segment E1EDK14, qualifier 011 Purchasing organization: segment E1EDK14, qualifier 014 Purchasing group: segment E1EDK14, qualifier 009 Customer (Sold-to party): segment E1EDKA1, partner function AG, partner field Vendor (number of your company in the customer s system): segment E1EDKA1, partner function LF, partner field Ship-to party: segment E1EDKA1, partner function WE, vendor field Material number (the material number in your system): segment E1EDP19, qualifier 002 The following transaction can help you test your Inbound file: Transaction code Logistics Sales and Distribution Foreign Trade/Customs Communication / Printing Communication / Printing Environment IDoc / EDI Basis Test Test tool WE19 For more information about EDI file format, refer to the documentation of IDoc type available in ERP system. Logistics Sales and Distribution Foreign Trade/Customs Communication / Printing Communication / Printing Environment IDoc / EDI Basis Documentation IDoc types Transaction code WE60 1. On the Documentation screen, enter the following data. Field name Description User action and values Comment Basic type ORDERS01 SAP AG Page 6 of

2. From the application bar, choose HTML Format (F8). 2.2 Roles Use The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI. Prerequisites The business roles have been assigned to the user who is testing this scenario. Business role Technical name Process step IT Administrator SAP_BPR_IT_ADMIN_CPWD-S Processing the Inbound for the Original Inbound File Checking the Inbound IDoc Sales Administration SAP_BPR_SALESPERSON-S Displaying the Sales Order Process Overview Table Process step External process reference Business condition Business role Transaction code Expected results Editing and Uploading the Inbound File N/A CG3Z Processing the Inbound for the Original Inbound File IT Administrator WE16 Test tool triggers inbound processing, so that you do not have to trigger it via the startrfc program. Checking the Inbound IDoc IT Administrator WE05 Displaying the Sales Order Sales Administration VA03 SAP AG Page 7 of

Business Processes 4.1 Editing and Uploading the Inbound File Use The inbound file INBOUND.txt is provided with this Best Practices installation. And before you import the file into the system, you must change some fields with your own data and upload it to the assigned application server directory. Procedure 1. Download the EDI File INBOUND.txt from the Misc folder on the Documentation DVD. 2. Open the file with Notepad, change and check the following fields: The first segment name should be EDI_DC40. Also, modify the receiver port depending on the system into which the inbound file is to be imported. Modify the sender port if the port in the ecatt variant file is changed. Edit the Inbound File to include the Purchase order number in segment E2EDK02. Change the Material number (the material number used to create the purchase order system) in segment E2EDP19001. Delivery Date E2EDP20001. In segment E2EDK01005, Sales Order data from the sender should be entered. For other edits, you may refer to the step Edit the Inbound IDoc. 3. Save the inbound file as an ANSI format. 4. Upload the EDI file INBOUND.txt to SAP ECC application server under system folder \\<system application server>/sys/global (or your own defined path in the variants file). Before uploading the file to the specific system folder on application server, make sure that you have authorization for the folder. You can use the system folder suggested above, or you can use any folder on the application server where you are allowed to access. If you did not use the GLOBAL folder mentioned above, make sure that you change the port definition accordingly with transaction WE21. You may also try the transaction CG3Z to write the files into the target folder /usr/sap/<system name>/sys/global/. Transfer format is BIN. Be careful that you must always give the target file name after directory. For example, /usr/sap/<system name>/sys/global/inbound.txt 5. Access the transaction choosing one of the following navigation options: SAP Graphical User Interface (SAP GUI) Transaction code Logistics Environment, Health and Safety Basic Data and Tools Tools Data Transfer Upload File CG3Z SAP AG Page 8 of

6. In the Upload File: Parameters dialog box, enter the following entries: Source file on front end Target file on application server Transfer format for data (The path of the inbound file, for example, Y:\INBOUND.txt) (The target sever, for example, /usr/sap/<system name>/sys/global/inbound.txt) BIN 7. Choose Upload (Shift + F2). 4.2 Processing the Inbound for the Original Inbound File Use This step is to upload the inbound file for test purpose. Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) Transaction code Logistics Sales and Distribution Foreign Trade/Customs Communication / Printing Communication / Printing Environment IDoc / EDI Basis Test Inbound procg of orig.inb.file WE16 Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Business role menu IT Administrator (SAP_BPR_IT_ADMIN_CPWD-S) Administration IDoc s Test Inbound File 2. On the Trigger inbound processing screen, enter the following data. Field name Description User action and values Comment Directory + File /usr/sap/<system name>/sys/global/inb OUND.txt Directory and name of the file on the application server that contains the IDoc (max.100 characters) For example: \\ <application server>/sapmnt/qfo/sys/global Port YEDIFILE_I Port name (logical name of the external system) as defined in the port definition in WE21 (max. 10 characters) SAP AG Page 9 of

3. On the application bar, choose Access test. 4. If you enter a correct file path, you receive the message Access to directory possible from current application server, choose Enter. 5. Choose Execute. Result This test tool triggers inbound processing, so that you do not have to trigger it via the startrfc program. 4.3 Checking the Inbound IDoc Use You can use this step to check the status of the Inbound IDoc and get the sales order number. Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) Transaction code Logistics Sales and Distribution Foreign Trade/Customs Communication / Printing Communication / Printing Communication IDoc Lists WE05 Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Business role menu IT Administrator (SAP_BPR_IT_ADMIN_CPWD-S) Administration IDoc s IDoc Lists 2. On the IDoc List screen, you can keep the default selection criteria or enter any selection criteria you want. 3. Choose Execute. 4. IDocs according to your selection criteria are displayed in a tree view on the left area of the screen, which are summarized by direction (outbound, inbound) and status. Double-click Inbox 53 Application document Posted, you can get a list of IDocs that are posted into the system successfully. Choose the item posted by you. You receive the detailed information for your inbound IDoc. If you have only one IDoc in your system yet, the IDoc is directly displayed and in the tree view on the left the different segments of the IDoc is displayed. It might happen that the IDoc is displayed with status 64 instead of the expected status 53. This might have several reasons: SAP AG Page 10 of

If the step Maintaining the Workflow for Automatic Customizing in the Installation Guide was not properly executed and therefore the automatic processing of the inbound IDoc is not activated. We recommended that repeat the step in the Installation Guide mentioned above and rerun this chapter Checking the Inbound IDoc. Otherwise, you could also process the IDoc manually with transaction BD87 in SAP GUI and then rerun this chapter Checking the Inbound IDoc. There might be a problem with deleting the inbound file on the server, which might be caused by network problems or if the file system is not directly on the application server. If the Inbound file was not deleted, the Idoc cannot be automatically processed and the user has to step in to delete the Inbound file and manually process the Idoc. You can use transaction code AL11 to check, whether the Inbound file is still in directory DIR_GLOBAL. If yes, use transaction code BD87 to further process the IDOC. Moreover, you can use transaction code WE08 to delete the file manually from the server. 5. Choose IDoc display in the tree view on the left area of the screen and open status record 53, you receive the message Standard Order XX has been saved. XX is your sales order number, which is assigned by system. 4.4 Displaying the Sales Order Use You can use this step to display the data for the sales order created from the Inbound IDoc. Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) Transaction code Logistics Sales and Distribution Sales Order Display VA03 2. On the Display Sales Order: Initial Screen, you enter the number of the sales order as found in the previous step; all other search criteria can be left empty. 3. Choose Search. 4. The sales order is now displayed with all its header and item data. Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Business role menu Sales Administration (SAP_BPR_SALESPERSON-S) Sales Sales Orders 1. On the lower part of the screen, choose All Sales Orders (X) tab. You could find the list of all the existing sales order 2. Choose the number that you created in the previous step. SAP AG Page 11 of