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You have configured your SAP Sourcing system and are ready to go, but have thousands of materials, vendors and other master data in your ERP backend? Why not simply load all this master data into your SAP Sourcing system? There is no need to set up SAP NetWeaver Process Integration (SAP PI) for now, no need to discuss all the required network settings to make sure it is secured! It works independently if it on premise, on demand or hosted! You might have everything you need already in your SAP ERP system; otherwise, you simply apply some OSS notes and are ready to go (SAP Note 1609987 – “overview of extension of ERP extraction report for Sourcing” provides a good overview of all related SAP Notes).

You might already be familiar with the report BBP_ES_CUSTOMIZINGDATA_EXTRACT which allows extracting the following data

–       Company codes

–       Payment terms

–       Material group (product category)

–       Plant

–       Price conditions/condition types

–       Purchasing organizations

–       Purchasing groups

 (Price conditions are supported from SAP Sourcing Wave 8 release onwards)

This report generates an XML file that can also extract data in multiple languages, so it is not required to create multiple files for different languages.

SAP has extended this report following customer feedback, and additionally the following master data can be extracted into an XML file:

–       ERP regions

–       Incoterms

–       Vendor account groups

ERP extraction report

ERP extraction report

In addition, because there is no XML importer in SAP Sourcing yet for certain objects, a new report (BBP_ES_CUSTOMIZINGDATA_EXT_CSV) is available which

generates a simple CSV file for the following data:

–       Unit of measure ISO codes

–       Unit of measure categories texts (language dependent)

–       Unit of measure categories

–       Unit of measure

–       ISO codes for currency

–       Currency

The first cell of the CSV file for UOM texts contains #DataType[common.localized_resource], when importing this kind of CSV files you have to manually import it as object type =  Localized Resource and unit categories as Value List Value, e.g. use the preview feature to check if all data was recognized successfully.

Last but not least another report (BBP_ES_MASTERDATA_EXTRACT) has been created for extracting materials and vendors and importing them into SAP Sourcing (to be released via OSS note within the next weeks!). This was already possible, but required a configured PI system. To speed up the process and projects SAP provides this new report via the SAP note 1601150 – Material and vendor data extraction into xml file that every customer can load data as quickly and easily into SAP Sourcing as possible. This report has several selection criteria because not all materials and/or suppliers should get loaded and this should provide some flexibility.

Material and vendor extraction report

Importing XML files into SAP Sourcing

It is quite convenient to import an XML file into SAP Sourcing, just click Setup, navigate to the System Administration tab and you will find the link Import data in the Import and Export Tools area.

Dependencies

Some dependencies are obvious, but not all. Let me try to provide an overview, hopefully missing not too many. When a contract or an RFx award should be published to an SAP ERP system there is a check that each used unit of measure (UOM) and the currency has an ISO Code, thus when creating or importing a new currency or UOM first the ISO codes should be imported. Always import the ISO Codes first and afterwards import the UOM and/or currency file itself. Do not forget to import the Unit of measure categories texts and Unit of measure categories itself before trying to import the unit of measure.

Each vendor in ERP is assigned to a vendor account group and could also have a region assigned. First import the account groups and (ERP) regions; otherwise, the import of suppliers could fail. A vendor record in ERP could also have a payment term and/or Incoterm. Similarly for a material that contains information about plants, the plant itself has a relationship to a company code and purchasing organization. Furthermore a plant can have a region assigned and thus the regions must be imported first.

I would suggest first importing simple master data like payment terms, ERP regions or Incoterms, but even a region contains a country which should be imported into SAP Sourcing via the standard workbook import, otherwise first the country needs to be created! Next you can import the ISO codes followed by currency and UOM. Afterwards, import company codes, plants, purchasing organizations and groups.

Further Tip

The generated XML file can be saved to a local folder or directly onto the server. If the folder on the server is setup to be imported automatically, the XML files get automatically imported and no further manual steps are necessary. Alternatively you could create a batch job in ERP (using Tx.SM37) for the different reports and different variants.

SAP provides some categories for the different master data objects at help.sap.com because some data will change more frequently than others. I believe it is difficult to provide a general guideline on how often such a batch job should be scheduled; some customers will add or change a payment term or a plant more frequently than others. While it makes sense for some customers to plan this batch job bi-weekly or once per month, others might run it once per quarter or even less.

I am sure some of you have created their own report to extract certain data or perhaps you would like further data to be extracted – please share your experience or questions! I will keep updating this blog depending on your feedback.

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7 Comments

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  1. S T
    Hello Markus,
    Thanks a ton for your blog.
    We had a requirement to upload material master, vendor and product category data in 2 languages other than english.
    However in our case backedn is not SAP ERP but excel. Your blog has shown us the way that if we somehow can convert the excel in XML format which is understood by SAP, we can upload this directly.
    I checked in SDN, OSS and everyone was asking to do translation manually which was very ridiculous.
    Thanks once again for your blog.
    Regards,
    S Tripathi
    (0) 
  2. Uday Chand Teli

    Hi Markus,

    I have a doubt like if I import the Supplier through the ERP by report into Souricng , then I shall be creating the Supplier contact manually? because a supplier in sourcing will be having a supplier primary contact field.. cant it be defaulted from ERP or in Sourcing?.

    Thanks ,

    Uday

    (0) 
  3. Evstratios Mantzioukas

    Hi Markus,

    I checked the blog and was wondering if there is a chance to extract also bill of materials from ERP and bring it to SAP Sourcing by importing them through a XML file?

    Also it would be much more interesting, if it is possible to send the bill of material through the PI to the SAP Sourcing?

    I checked the configuration guide for integrating SAP ERP to SAP Sourcing, but did not find a mapping for bill of material.

    Would highly appreciate if you could comment on the questions.

    Thanks and regards,

    Stratos

    (0) 
    1. Markus Frieske Post author

      Hello Stratos,

      a bill of material in ERP is not identical to a bill of material in Sourcing. Also we support a BOM only in Sourcing, but not in CLM. I have not heard many customers asking for further support for BOM that we concentrated only items and in future further item categories will be supported. I am sorry, but in standard there is no support for BOMs between ERP & Soucing/CLM.

      best regards

      Markus

      (0) 
      1. Evstratios Mantzioukas

        Hello Markus,

        thanks a lot for your quick reply.

        Please let me explain my assumption, which was indicated by a customer:

        A bill of material can have a number of materials, or even more bill of materials inside. Lets say the customer does not have for all the material a price, or does not even know the vendor that could deliver the goods that was specified by a engineer for a new product.

        Now the purchaser wants to source in SAP Sourcing by RFx the materials in this bill of material that need further information. The purchaser would definetly need to know the bill of material from ERP and the information, which material is in the bill of material and in case also the old paid prices for the already sourced materials.

        Maybe he/she wants to source the complete bill of material with all the materials. So the connection of the material master to the bill of material and its information (e.g. quantities and prices) would be good to have in SAP Sourcing and the nicest way would be to bring all this information through the PI.

        When the process of BOM creation starts in ERP, would it makes the process not more efficient when the BOM and its information can be brought up to SAP Sourcing from the ERP?

        You mentioned also that the standard unfortuanetly does not support kind of this scenario. Would it be possible to adopt the PI mapping?

        Would highly appreciate your comment.

        Thanks a lot in advance.

        BR,

        Stratos

        (0) 
        1. Markus Frieske Post author

          Hello Stratos,

          I just checked a material BOM in ERP (tx. CS03) and as I thought the BOM does not include price information directly, but quantity and other information. Materials itself contain a price and I think this information is transferred in standard.

          I might be not technical enough to judge this, but I am sure there are multiple approaches possible. For example you can extend the PI mapping to include a BOM (and potentially BOMs within a BOM). In the right format a RFx document in Sourcing should be able to handle it without much further work. Further work is required when publishing such a RFx back to ERP as in standard either a PO or a contract gets created. Another idea could be try to explode a BOM within an ERP RFQ, from the RFQ the transfer via PI to Sourcing would be standard. When publishing a Sourcing RFx back to ERP some work would be required to ensure that the information gets updated accordingly.

          I am sure there are further possibilities, at the end it is question where you are more comfortable to do such kind of enhancements.

          Best regards

          Markus

          (0) 
  4. Deepak Arora

    Hi Markus,

    Thanks for the information. I have followed your blog and able to perform master data extract successfully.

    I have one question, how to plan multiple-geography/country roll out of Sourcing? In this scenario how to configure/plan master data from different country based ERP system. I have seen SAP’s PDF on Sourcing-ERP integration with PI.

    I found we can define business system to import Supplier master data from different ERP, then what about the rest of the master data. How I can separate two geography’s master data & business documents (Project/Rfx/MA etc) from each other.

    I have tried to search any blog/thread but no luck. I have raised a SDN thread also (http://scn.sap.com/thread/3332451).

    Please share your view.

    Regards,

    Deepak

    (0) 

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