SAP Business ByDesign Intercompany Process Automation

[Former Member]

Introduction

SAP Business ByDesign delivers by default an automation of intercompany processes. In this blog post I will describe the general configuration and the detailed configuration for the purchase order to invoice process of two companies in the same Business ByDesign system.

But at the beginning something in general…Business ByDesign offers the possibility to have so many companies in the same system as you like but there is one important restriction.

You cannot strictly separate the data of these companies. The financial data is certainly separated according to tax law but you cannot deny the (read) access to most of the data (Customers, Sales Order etc.)

But if that is no problem for the companies, ByDesign offers very efficient processes between those.

Let`s start with configuration…

Pre-requirements

The pre-requirement for ByDesign intercompany processes is certainly the existence of at least two companies in organizational management (two different org units with flag “Company”).

Further we have to answer the “communication questions” in business configuration with “yes”.

Here are two examples:

Sales Order Confirmation:

Supplier Invoice:

Example process description

Before I explain the further configuration, I will give you a short overview of the example process, I would like to model:

1. Innovat GmbH will order some office materials from Almika GmbH. They create a purchase order for that.
2. ByDesign should create automatically a sales order for Almika GmbH and it should be automatically confirmed (-> automatically acknowledge of customers purchase order).
3. Almika GmbH delivers the office material to Innovat GmbH (sell from stock).
4. Innovat GmbH posts the inbound of the materials.
5. Almika GmbH writes a customer invoice which will be automatically available as supplier invoice for Innovat GmbH.

Further configuration

So now at first you have to change the communication property for “customer” Innovat GmbH in Account Management and for “supplier” Almika GmbH in the Supplier Base to “Internal EDX”.

Customer Innovat GmbH

Supplier Almika GmbH

In addition to these settings you have to verify that sales data and financial data for Innovat GmbH is configured correctly:

Sales Data

Financial Data

So because we want to buy and sell a product, we have to insert the right data for both processes. This setting has to be done first in Product and Service Portfolio. For my example process, I selected the product P100800 (Office Supplies - Paper packages).  For this product we have to activate the purchasing (Innovat GmbH):

And we have to insert the sales data (Almika GmbH):

We also have to ensure that all other data in (Logistics/Planning etc.) are inserted correctly but that`s not only relevant for the intercompany process but in general. Another thing that is not only relevant for intercompany process but that is necessary, is the sales price. You could insert it in every sales order manually but in respect of the automation, I prefer the price list (Take your choice! J).

Example process test

So now all settings are done and we can start testing…

Innovat GmbH

I create a purchase order for Innovat GmbH, supplier is Almika GmbH.

Almika GmbH

Ta-da! ByDesign created automatically a sales order for “customer” Innovat GmbH.

The order is not only created, it`s also confirmed cause of the a corresponding question in scoping.

Because Almika GmbH has the requested materials in stock, I only have to release the customer demand in the Outbound Logistics Control work center and post the Goods Issue (Release).

Innovat GmbH

The materials are delivered and we can confirm the receipt.

Almika GmbH

Now Almika writes a customer invoice. The invoice request therefor was automatically created by the delivery.

Innovat GmbH

Business ByDesign creates automatically a task to confirm this customer invoice as supplier invoice for Innovat GmbH.