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EDI Guide

Trading Partner Set-up





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Enabling EDI on SAP R/3

EDI GUIDE:
Trading Partner Set-up









EDI Guide
Trading Partner Set-up



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Table of Contents
1. OVERVIEW ............................................................................................................................... 4
2. MM APPLICATION - PER VENDOR PER PURCHASING ORGANISATION .............. 5
2.1. Assumptions ......................................................................................................................... 5
2.2. MM Relevant IDocs ............................................................................................................. 5
2.2.1. Sending of an EDI order: ORDERS ............................................................................ 5
2.2.2. Receiving of an order response: ORDRSP .................................................................. 5
2.2.3. Sending of an order change: ORDCHG ....................................................................... 6
2.2.4. Cancellation of order .................................................................................................... 6
3. RECEIPT OF INVOICES......................................................................................................... 7
3.1. Company code assignment (OBCA) .................................................................................... 7
3.2. General Ledger accounts(OBCB) ........................................................................................ 7
3.3. Additional Account Assignments (OBCC) .......................................................................... 7
3.4. Conversion of external Tax codes (OBCD) ......................................................................... 7
3.5. Invoice program parameters (OBCE) .................................................................................. 8
3.6. Partner Profiles (WE20) ....................................................................................................... 8
3.7. Output in Customer (VD03) ................................................................................................ 8
4. MULTIPLE OUTPUT: (EDI AND PRINT) ........................................................................... 8
5. SD APPLICATION REQUIREMENTS ................................................................................ 10
5.1. Create a partner profile - refer appendix A. ....................................................................... 10
5.2. Update Customer Master records: (XD02) ........................................................................ 10
5.2.1. Acc at Customer ......................................................................................................... 10
5.2.2. Output (Invoice only) ................................................................................................. 10
5.3. Customer and Vendor mappings: (VOED) ........................................................................ 10
5.4. SD Info Records (VD51) ................................................................................................... 10
5.5. Set-up Condition table (VV11) .......................................................................................... 11
5.6. SD Relevant IDocs ............................................................................................................. 11
5.6.1. Receiving of Order: ORDERS ................................................................................... 11
5.6.2. Sending of order response: ORDRSP ........................................................................ 11
5.6.3. Order Change ............................................................................................................. 11
5.6.4. Cancellation of order .................................................................................................. 11
5.7. Invoicing - Sending of invoice ........................................................................................... 12
5.7.1. Output condition record (VV32) (SD) ....................................................................... 12
6. APPENDIX A: PARTNER PROFILES (WE20) .................................................................. 13
6.1. Create partner profile record for each Vendor (WE20) ..................................................... 13
6.1.1. General data ............................................................................................................... 13
6.1.2. Message Control ........................................................................................................ 13
6.1.3. Outbound parameters ................................................................................................. 14
6.1.4. Inbound parameters .................................................................................................... 15
6.1.5. Consistency Check: .................................................................................................... 16
7. APPENDIX B ........................................................................................................................... 17
7.1. Update Vendor Master records: (XK02) ............................................................................ 17
7.2. MM Info records: (ME12) ................................................................................................. 17



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8. APPENDIX C ........................................................................................................................... 18
8.1. Output Determination - Maintain condition table (MNO4) ............................................... 18
8.1.1. Purchase Order Output Determination (MN04) ........................................................ 18
8.1.2. Multiple output: Print and EDI .................................................................................. 18





EDI Guide
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1. OVERVIEW

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.
- If their is a mismatch of data, i.e. if quantities differs.



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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.
Set-up output determination for NEU1.






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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
(IMGS&DEDIEDI MessagesConfiguring 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.
Only one option is available under key option - select it.




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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:
Outbound Purchase Order P/O Change



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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.
Don't start subsystem
IDoc type ORDERS01 ORDERS01
Receiver of
notifications
Party to notify e.g. Org
Unit
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.
Don't start subsystem
Transfer IDoc immediate
or collect.
Don't start subsystem
IDOC type ORDERS01 INVOIC01(Ver 3.1H)
Receiver of
notifications
Party to notify e.g. Org
Unit
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

Message type ORDRSP INVOIC



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Process code Select function
module: ORDR
Select function
module: INVM

Processing Immediate Immediate
Telephony (Ver 3.1H)
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
Telephony (Ver 3.1H)
Receiver of notifications Party to notify e.g.
Org Unit
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.