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SAP ERP RFQ Integration with SAP Sourcing – How to choose which RFx template in SAP Sourcing should be used?

SAP Sourcing Wave 9 provides a new feature that it is possible to choose which RFx template should be used for ERP RFQ documents. For this purpose a new field (TEMPLATE_EXTERNAL_ID) was introduced. Depending on the setup and/or organization customers will have different requirements how this should be configured, e.g. each purchasing organization or group might have their own template versus others might want to their end users to make this decision. Customers can either implement a new field in the SAP RFQ (e.g. having a dropdown/search help to select the right template) or make use of the existing fields. Further it is possible to implement some logic in background if this should not be decided by end users. Below I am providing some possibilities how this could be done with no or only minor changes on ERP side.

Configuration on SAP Sourcing

First of all at least one, but most likely multiple RFx template needs to be created. It is important that the RFx document type is integrated as otherwise it would not be possible to create a follow-on document in ERP like an outline agreement or a purchase order. The required configuration is very easy, simply go to the Setup and under the section Integration click at Integrated Document Configuration. There should be already one or multiple entries, select the IDC used for the ERP document integration. Under Document Templates simply add an entry for each RFx template. The dropdown box under Template Name is filtered and only shows ERP integrated RFx templates to avoid issues (in case a non-integrated template would be selected it would not be possible to publish the award to ERP). The field External ID contains the value which will be send from ERP to SAP Sourcing.

IDC RFx template ID.jpg

How is an ERP PR/RFQ transferred to SAP Sourcing?

The ERP RFQ is used that items from multiple Purchase Requisitions can be combined into a single sourcing event. The ERP system will create an IDoc ORDERS05 and send it to SAP PI (make sure that the vendor is entered which is maintained for the SAP Sourcing integration (ERP IMG Integration with Other Components ->SAP Sourcing  -> Make Settings for Integration with SAP Sourcing). PI generates an XML message which gets copied to the FTP server and a Scheduled Task in SAP Sourcing will import this file and create an RFx event.

ERP Request For Quotation (RFQ)

The ERP RFQ has several fields on header level which could be used to contain the value for the field TEMPLATE_EXTERNAL_ID. Depending on the setup of ERP there might be different RFQ Types which could be used to determine the ERP. Other possibilities are the field Collective Number is a free text field (up to 10 characters) which is as well by default transferred via the IDoc to PI. Further the reference fields could be used as they are also send to PI.

RFQ header_2.jpg

The transaction WE02 “IDoc List” in ERP can be used to verify which data is part of the IDoc ORDERS05. Transaction WE30 provides a more technical view  of IDocs.

Changes on SAP PI

You can use the transaction SXMB_MONI to verify which data arrived in SAP PI. For example expand the Inbound Message -> Payloads and double-click at MainDocument. At the different segments you can find the data which was entered in the RFQ document. Write down the segment as it will make it easier to find the field in PI to do the required mapping!

XML message in PI_01.jpg

XML message in PI_02.jpg

PI mapping

In PI start the Integration Builder (tx. SXMB_IFR) and click at Enterprise Services Builder. Select the used PI content like E-Sourcing SRM Java Server OP, navigate to Message Mappings as shown below and double-click MM_ORDERS05_To_RFx. Make sure you are in Change mode! Now expand the segment which contains the field you want to map like E1EDK01 and double-click for example at BSART. The right side contains the RFx mapping where you need to find the field TEMPLATE_EXTERNAL_ID. Last but not least connect the fields, save and activate the changes.

required PI mapping2.jpg

For some other fields like the field Collective Number it might be more complex as the note is used more than once that you have to add an IF-statement to make sure that the right data is copied over to the field Template_External_ID.

required PI mapping complex.jpg

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