08/09/2014

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HCL

EDI OVERVIEW

EDI
Senders
Information
System

HCL
Slide 2

Receivers
Information
System

EDI?

Electronic Data Interchange

The computer-to-computer electronic exchange of
machine processable business documents in a
standard format
An electronic alternative to paper, fax, and phonebased transactions used by companies to
communicate with one another

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Purpose

Allows for better time management and

relieves the entering of duplicate
information while cutting down on
discrepancies and human intervention.
The Electronic Data Interchange
component in Sales and Distribution
consists of an Intermediate Document
(IDoc) [Ext.] interface. You can use this
interface to
Send messages (outbound processing)
such as an order confirmation through
Electronic Data Interchange (EDI)
Receive messages (inbound processing)
such as a sales order through EDI

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Use

Reduced Data Entry Errors

Reduced Processing Cycle Time
Availability of Data in Electronic form
Reduced Paperwork
Reduced Cost
Reduced Inventory and better planning
Standard means of communication
Better Business Process
Competitive advantage

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Basics of EDI
What?
The technology of transmitting documents
electronically

Why?
For Electronic Data Interchange between a
company and trading partners

How?
By means of an electronic document - the IDoc
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Technical view of EDI Process

SAP R/3

R/3

Message Control

Workflow

LEVEL

EDI/ALE Interface

EDI/ALE Interface

Intermediate
Document

Intermediate
Document

Remote Function Call

Remote Function Call

O/S
LEVEL

EDI Subsystem

Communication layer

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What is ALE and What is EDI?

ALE

EDI

Application Link Enabling

Used mostly for SAP to SAP
communication. Used in Distributed
servers system. E.g. Say a Company
has a central server at its head office
and local servers at its branches. ALE
is used to keep all the servers
synchronized.
Does not need EDI subsystem for
communication.
ALE is an SAP terminology. ALE is
integrated with SAP product.

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Electronic Data Interchange

Used Mostly for communication
between any 2 systems on
different networks. E.g.
Communication by a company
with its Suppliers and
Customers.
Needs a EDI subsystem for
communication
EDI is a technology in itself. It has
its own set of standards. SAP
supports EDI through IDoc.

EDI transaction flow between suppliers and customers

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Know Me
IDoc (Intermediate Document)
An IDoc is simply a data container that is used to exchange
information between any two systems.
In the SAP system, IDOCs are stored in database tables.
IDOCs are independent of the sending and receiving systems.
IDOCs are independent of the direction of data exchange
ALE and EDI communication requires Idoc interface

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Know Me
Process of IDocs: The two available process for IDOCs are
Outbound Process: IDocs are transferred from the R/3
System to the EDI subsystem i.e. sending out the data from
our system. The IDOC which is called as Outbound IDOC.
(Direction: 1)
Process flow:
1.Application document is created.
2.IDOC is generated
3.IDoc is transferred from SAP to Operating system layer
4.Idoc is converted into EDI standards
5.EDI document is transmitted to the business partner
6.The EDI Subsystem report status to SAP
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Contd..
Inbound Process: IDocs are transferred from the EDI
subsystem to the R/3 System i.e. when the data is coming in,
the process is called Inbound Process and the IDoc is known
as Inbound IDoc. (Direction: 2)
Process Flow:
1.EDI transmission received
2.EDI document is converted into an IDOC
3.IDOC is transferred to the SAP layer
4.The application document is created
5.The application document can be viewed.

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Know Me
Contents or structure of IDOC:The data in every IDoc is exchanged between the
SAP system and a subsystem in the following three record types, irrespective
of the IDoc type.
1. Control record (Table: EDIDC): Contains information about Sender and
Receiver. There is only one control record per IDoc. It consists of
IDoc Number
Sender and Receiver information
IDoc Message Type* / Port.
IDoc Type / Direction / Current status / Partner No / Partner Type
(Vendor/customer)

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Contents of IDOC
2. Data Record (Table: EDID4): Contains the message to be exchanged between Sender and Receiver. An IDoc
can contain multiple data records with Segments and Qualifiers, as defined by the IDoc structure.
Data records store application data such as

Purchase order

Sales order header information

Sales order details like sales doc #, Material / Qty and other relevant information.

Segments:
Data record consists of Segments and Qualifiers, which carries actual data. You can take them as records in the
IDOC. Each individual segment will come to you as a record in the IDOC.
Example: Dates related information is stored in E1EDK03
(Go to EDID4, provide an IDOC # and it will list all included segments as records.)

Qualifiers:
Inside the segments, there are fields that can carry actual data often signified by use of qualifiers.
A qualifier for a segment field would provide the exact meaning of the data.
Example: E1EDK03 segment is configured for dates related data. Segment field IDDAT qualifies the date type
and the DATUM field gives out the actual date. So you may see a date qualified as 002 , which can be
interpreted as requested delivery date.

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Contents of IDOC Segments

Name of Segment

Description

E1EDK01

Document Header General data

E1EDK02

Document Header reference data

E1EDK03

Document Header date segment

E1EDK04

Document Header taxes

E1EDK05

Document header conditions

E1EDK14

Document header organizational data

E1EDK18

Document header terms of payment

E1EDKA1

Document header Partner information

E1EDL01

Delivery

E1EDP01

Document Item General data

E1EDP02

Document Item reference data

E1EDP03

Document Item date segment

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Contents of IDOC
3. Status record (Table: EDIDS): The EDI subsystem sends a status report to the
R/3 System on the progress of the processing of the Idoc. It Contains Status of
IDoc at various stages, during the transmission of IDoc between Sender and
Receiver. Multiple status records are usually attached to an IDoc. Status records
are attached to an IDoc throughout the process like status code, date and time
at every stage
01 - 49 for Outbound Process
50 - 75 for Inbound Process
when IDoc is processed the messages are:
01 - IDoc is created
30 - IDoc is ready for dispatch
03 - IDoc is processed
53 - Application document posted

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Know Me
1. Basic Type:
The form of IDOC type that is originally created in the system. Basic
type used for ORDERS are ORDERS01/02/ etc (Version dependent)...
type IDOC for order messages.
Extension Idoc
Extending the functionality by adding more segments or fields to
existing Basic IDOCs.
So that you would be able to enhance them to suit new
requirements within the same IDOC structure.
IDOC type and Basic type is the same thing that would be referred
to interchangeably.
Transaction Code:
WE30 To create, change or display the IDOC type and the
extension.
WE31 To create the Segment
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Know Me
2. Message type: Defines the type of data in the IDOC.
A message type is assigned to the Basic type.
Here, logical messages are assigned to the basic type to reflect a business
message being transacted.
For example, ORDERS is the message type for a purchase order sent by buyer to
vendor. The use of which Basic type in this message will differ from buyer to
vendor. Also, one may come up with a custom built IDOC type (or basic type as
you can say)...But it is essential to associate a message type with a basic type
IDOC. This feature will enable the same IDOC type to be used for a related
message.
ORDERS01 can be used for message ORDERS for posting an order, the same IDOC
can be associated with message ORDCHG to indicate that the message is an order
change and so the processing of this IDOC will change accordingly
Transaction Code:
WE81 To create, change or display the Message type and the extension.
WE82 Using this transaction you can link Message Type, IDOC Type,
IDOC Extension and version

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Know Me
3.

Function Module:
Most important player in the IDOC processing.
This is nothing but an ABAP program to process the IDOC.
SAP has supplied function modules to process all standard Basic IDocs and
Messages.
A function module is determined based on the Basic IDOC type and the Message
type.
T Codes:
SE37 To view Function Module
WE57 Assignment of FM to Logical Message and Basic Type.
Few instance for Message type/ Function module:
1. ORDERS: Purchase order ------------------ IDOC_OUTPUT_ORDERS
2. ORDCHG: Purchase order change -------- IDOC_OUTPUT_ORDCHG
3. ORDRSP: Sales order confirmation ------- IDOC_OUTPUT_ORDRSP
4. DELVRY01: Delivery -------------------------- IDOC_OUTPUT_DELVRY
5. SHPMNT: Transport --------------------------- IDOC_OUTPUT_SHPMNT
6. INVOIC: Invoice --------------------------------- IDOC_OUTPUT_INVOIC

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Know Me
4. Process Code: Function Module is linked to a
process code. This function module is executed for
Inbound or Outbound IDOC.
Transaction Codes:
WE41 Outbound Process Code
WE42 Inbound Process Code
Relationship is Message Type is linked to a Process
Code which is linked to a Function Module.

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Know Me
5. Maintaining Partner Profile: It is a gateway for IDOC to enter or exit SAP
system.
Transaction Code: WE20
Types of Partners.

LS- Logical system

B Bank
LI Vendor
KU Customer

LS is the partner type used in ALE where as all others will be used in EDI and
other Technologies.

SAP cannot communicate with other systems without Partner

profile

Creating new partner profile requires partner name, type and processing
agent details.

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Partner Profile

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Know Me
6. Port: Port defines a location where the IDOC or the IDOC file has to be copied.
Transaction: WE21
Port defines a location where the IDOC or the IDOC file has to be copied.
In EDI: It is a file port. This means the IDOC is stored as an IDOC file on the
server defined in RFC port.

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Know Me
7. RFC Destination: System definition of destination.
Transaction Code: SM59
RFC destination identifies the destination of IDOC.
In case of ALE:
In ALE the communication mode is IDOC to IDOC, hence the type used is R/3 Connections.
It is the destination SAP system which will receive the IDOC.
In RFC destination you define the destination SAP system details like System, Login and Password.
Type of connection used here is R/3 Connections.
In case of EDI:
In EDI, commonly File is used as a medium of transmission. IDOC is converted to IDOC file and
send to EDI sub-system. Hence in EDI mostly File port is used.
It is the server where the transfer or FTP script has to run. This server in most cases is the
application server or the File system.
In EDI, IDOC is downloaded on server as a file. This file is then sent to EDI sub-system. EDI subsystem then translates this file into EDI standard file format and is sent to the recipient.
Type of destination is TCP/IP connection.
You define the server name and code to be executed on this server. Normally it is RFCEXEC.
RFCEXEC is nothing but a RFC call from SAP, which triggers a script on the server location defined.
The script name and location is provided in port definition.

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Different components required in EDI

Component

Custom?

Remark

1. Message Type

Yes

You can create custom Message Type (Z)

2. IDOC Type

Yes

You can create custom IDOC Type (Z)

3. IDOC Extension

Yes

You can create custom IDOC Extension (Z).

This is always custom, SAP does not
provide any standard IDOC extension.

4. Port

Yes

You can create custom Port (Z).

5. RFC Destination

Yes

You can create custom RFC destination.

6. Process Code

Yes

You can create custom Process code (Z).

7. Function Module

Yes

You can create custom Function Module (Z).

If you create customer function module,
you have to use SAP standard
import/export objects. Look at the figure
below for outbound IDOC.

Slide 25

Summary of T codes
Component

T Code

To View List of IDocs

WE02 /
WE09/we05

Create Basic type or Idoc type and Extension

WE30

Create Segments

WE31

Create, Change Message Type and Extension

WE81

Link Message type with Idoc type and Extension

WE82

Process code--Outbound

WE41

Process code--Inbound

WE42

RFC Destination

SM59

Defining PORT

WE21

Maintain Partner Profiles

WE20

Assign FM to IDOC type and Message Type

WE57

Slide 26

Outbound Message Processing

This component is used to send EDI messages. In outbound
processing, document data is written to IDocs and sent to the
receiving system.
The following outbound EDI messages are available in Sales
and Distribution:
quotations
order confirmation
order changes
delivery notes
shipping notifications
invoices

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IDoc Types for Outbound Messages

EDI Standard term

Message
Type

Idoc Type

QUOTES

ORDERS01
ORDERS02
ORDERS03
ORDERS04

Sales order confirmation

ORDERSP

ORDERS01
ORDERS02
ORDERS03
ORDERS04

Invoice

INVOIC

INVOIC01
INVOIC02

Invoice List

INVOIC

INVOIC01
INVOIC02

Foreign trade Billing document

INVOIC

EXPINV01
EXPINV02

Quotation

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Inbound Message Processing

In Inbound processing, IDocs are transferred to the IDoc
interface and stored in the SAP System. The document data
is generated in a second step.
The following are examples for Inbound EDI message types
available in Sales and Distribution:

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Inquiries
Sales orders
Order changes
Forecast delivery schedules
JIT delivery schedules
Credit memos
Pick-up sheets
External agent delivery notes

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IDoc Types for Inbound Messages

EDI Standard term

Message Type

Idoc Type

REQOTE

ORDERS01
ORDERS02
ORDERS03
ORDERS04

ORDERS

ORDERS01
ORDERS02
ORDERS03
ORDERS04

Sales order change

ORDCHG

ORDERS01
ORDERS02
ORDERS03
ORDERS04

Delivery order

DELORD

ORDERS03
ORDERS04

Forecast delivery schedule

DELINS

DELFOR01

Just - in - time delivery schedule

DELJIT

DELFOR01

Self billing procedure

GSVERF

GSVERF01

External agent delivery note

EDLNOT

DESADV01

Inquiry

Sales Order

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Commonly used Interfaces in OTC cycle (Order To Cash)

Transaction

EDI Interface

Direction

Purchase order

850

Inbound

Order confirmation

855

Outbound

ASN

856

Inbound

POD from Transporter

214

Inbound

Invoice

810

Outbound

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EDI Area Menu

T code: WEDI

Most of IDoc transaction codes starts with WE

Slide 32

Creation of IDoc Type

To Create IDoc we need to follow these steps which are done By ABAPer

Create IDoc Type ( WE30)

Create Segment ( WE31)
Create Message Type ( WE81)
Assign IDoc Type to Message Type ( WE82)
Create Outbound process code ( WE41)
Create Inbound process code ( WE42)

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IDOC Creation and Processing scenario

Customer Master Creation with IDOC
processing (Integrated with external system)
Order creation with IDOC processing
(Integrated with external system)
MM and SD integration through IDOC (within
SAP same client)

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Create Customer master (VD01)

Transaction Code: VD01
Enter the below values in Customer Create: Initial Screen
Account Group: Z001 SP/SH/BP/PY/ZE
Sales Organization: SO26
Distribution Channel: 01
Division: 99
And press
button or Enter button in key Board

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Create Customer master General data (continued)

Enter the below Mandatory values in Create Customer: General Data Screen with valid address details.
Name:
Search Term:
Street Address:
Street/House number:
Postal Code/City:
Country:
Region:
Jurisdict. Code:
Language:
Telephone:
And press Enter button, System
will accepts the data entered.

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Creating customer master (Sales Area Data)

Once the values entered in Create Customer: General Data Screen, click on Sales Area Date tab.
Create Customer: Sales Area Data screen will display. As per the requirement enter the below
Mandatory fields in Sales, Shipping, Billing and Partner Function tabs.
Sales Tab:
Customer group:
Currency:
Price group:
Cust.pric.proc.:
Cust.Stats.Grp:
And press Enter button, System
will accepts the data entered.

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Creating customer master (Continued))

Shipping Tab:
Delivery Priority:
Shipping Conditions:
And press Enter button, System
will accepts the data entered.

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Creating customer master (Continued))

Billing Tab:
Incoterms:
Terms of payment:
Tax Classification:
And press Enter button, System
will accepts the data entered.

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Creating customer master (Continued))

Partner Functions Tab:
Below fields are internal number assignment. Once we save the Account system automatically updates the
below fields with values.
Sold-to party
Bill-to party
Payer
Ship-to party
Enduser
click on
Save button to save
The new Account.

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Customer master Created (Continued))

System prompts a message in status bar as Customer XXXXXXXX was created for Sales Area SO26
01 99

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Running program to send customer to Data base system

After successful creation of New Customer/ Account, that needs to be pushed to Data Base System, using the following program in
SAP.
T. Code: SE38
Program : ZSB_customer_Idoc_Generator
And click on
Execute Icon.

And enter the Customer /Account number

Created in above step and click on Execute Icon
To generate IDOC.

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New customer pushed to DB/Siebel

New Customer/Account pushed to DB/ Siebel

successfully.

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Check customer reflected in Siebel system

Login to Insight to check the New Account present in Siebel or not:
Navigate to Accounts -> Accounts List -> click on Query button
Enter the New Account created in SAP , and press enter.

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Check customer account in Siebel (Contd)

Account present in Insight.

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IDOC Creation and Processing scenario

Customer Master Creation with IDOC
processing (Integrated with external system)
Order creation with IDOC processing
(Integrated with external system)
MM and SD integration through IDOC (within
SAP same client)

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Order creation process and IDOC generation

T.Code: VA01
Enter the below values in Create Sales Order: Initial Screen
Order Type: YDIR
Sales Organization: SO26
Distribution Channel: 01
Division: 99
And press
button or Enter button in key Board, Create Order-Direct: Overview screen will display.

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Order creation process and IDOC generation

Enter the below Mandatory values in Create Order Direct: Overview Screen.
Sold-To Party: 100017
Ship-To Party : 100017
PO Number : Test Order02
Material :_____ (SKU Number)
Quantity: _____
And press Enter button, System
will accepts the data entered.

Note: If system prompts to choose the

CP for Invoice & CP for ship. Confirm,
select the relevant partner functions and
click on continue button in the pop-up appeared.

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Order creation process and IDOC generation

Select the SKU line item and navigate to Contract Data tab at item level and maintain Contract Start
date and Contract End date.
Path: Goto -> Item -> Contract Data

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Order creation process and IDOC generation

Click on Conditions tab and maintain ZPRO Condition value manually (Note: ZPRO Condition value
should be equal to ZST3 Condition value.

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Order creation process and IDOC generation

Click on

Back button to come back to Create Order-Direct: Overview screen.

Navigate to Partner Functions tab at Header level and maintain the partner functions.
Path: Goto -> Header -> Partner
Note: If any partner function with 0- Zero value, replace the zero value with Sold to Party or Ship to Party
partner function value.
And press Enter button, System will accepts the data entered.

Note: Before saving the order, come back to

Create Order-Direct: Overview screen and remove
the Delivery Block and Invoice Blocks.

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Order creation process and IDOC generation

click on

Save button to save the sales order.

System prompts document saved message on status bar as

Note: While saving Order, if system prompts any

Message regarding the Sales order blocked due to
Credit limit.
Use T. Code VKM3 to release the order from credit block.

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Order creation process and IDOC generation

T. Code: VA02 To check the IDOC processed successfully to the other systems (which will be used to
create shipment for the order)
Enter the Sales Order Number in Order ________________ field in Change Sales Order: Initial Screen
and press Enter.
Path: Extras -> Output -> Header -> Edit
Navigate to Change Order-Direct xxxxxxx: Output screen
Check the status of
ZMMI output should be in
color.

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Order creation process and IDOC generation

2 Step Shipment Process:
T. Code: ZSD_BUILD_CNFRM_IDOC
Before executing the order for shipment process Create a folder in local system to save the downloaded file for shipment process
Enter the below details in Build Input for ZSD_SIMULATE_CNFRM_IDOC screen
Order number: xxxxxxxxxx
Downloaded output Type: ZMMI
Directory: C:\Users\udayasankar-m\Desktop\xxx\

- (Folder path to save the download the file followed with Back slash)

Click on Execute icon

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Order creation process and IDOC generation

File downloaded successfully

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Order creation process and IDOC generation

2 Step Shipment Process:
File upload for shipment process
T. Code: ZSD_SIM_CNFRM_IDOC
Choose the file which is downloaded in above step and click on Execute icon.

Successfully uploaded the file

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Order creation process and IDOC generation

2 Step Shipment Process:
Display Shipment Confirmation:

T. Code: ZSD_CNFRM_DISP
Enter the Sales order number and click on Execute icon.

Select the Order line and click on Process button, system will display the status of Shipment for the Order in
various stages.
1. Awaiting for process
2. Confirm successful

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Order creation process and IDOC generation

To check the shipment processed and Delivery created for the order checking the Order document flow.
T. Code: VA02
Enter the Order number and click on

Display document flow button

System display the document flow for the order with delivery number if the shipment created successfully.
Note: Capture the outbound delivery number for further process

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Order creation process and IDOC generation

Processing the Sales Order to Siebel:
T. Code: VA02
Enter the sales order number and navigate to Navigate to Change Order-Direct xxxxxxx: Output screen
Path: Extras -> Output -> Header -> Edit
Select the output type ZCNG and click on Further data button and change the Dispatch time as Send
immediately (when saving the document)
Come back and save the document.
After saving the sales order, check the output ZCNG Status (Status should be in Green color.

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Order creation process and IDOC generation

Processing the Delivery document to Siebel:
T. Code: VL02N
Enter the Delivery document number and navigate to Outbound Delivery: Output screen
Path: Extras -> Delivery Output -> Header
Select the output type ZDCT and click on Further data button and change the Dispatch time as Send
immediately (when saving the document)
Come back and save the document.
After saving the delivery, check the output ZDCT Status (Status should be in Green color.)
Note: After successfully processing the IDOCs for Order and Delivery, Login to insight and check for the
AnE details

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Order creation process and IDOC generation

Login to Insight and Navigate to Orders tab - and click on Query button .
Enter the Sales order number in Order field adding three zeros (Ex: 0006492534) and press enter.
If the order processed successfully from SAP to Insight it will display with relevant details under Order view.

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Order creation process and IDOC generation

Click on Assets view to check Assets are generated for the order processed from SAP.
Enter the Sales order number in Order field adding three zeros (Ex: 0006492534) and press enter.

If the order processed successfully from SAP to Insight it will display with relevant details and Asset numbers.

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Billing Document Creation

Create the Invoice for the Order:
T. Code: VF01
Enter the Delivery document number of the order and press enter and click on save the document.
System will save the Invoice.

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Billing Document Creation (Contd)

System prompts document saved message on status bar as

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IDOC Creation and Processing scenario

Customer Master Creation with IDOC
processing (Integrated with external system)
Order creation with IDOC processing
(Integrated with external system)
MM and SD integration through IDOC
(within SAP same client)

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HCL

MM and SD integration with IDOC Processing

Create one purchase order for HCL
Purchase Org:HCL
Purchase group:SN
Company Code:HCL
Material:SONYBRAVIA LH QTY:1

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Creation of Purchase order

Checked confirmation tab for getting order
creation confirmation and delivery
confirmation

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Creation of Purchase order

Check IDOC output in yellow status.

PO created 4500017195

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Outbound IDOC for PO processing

Outbound IDOC for PO created successfully
761745

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HCL

Display outbound Idoc

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Display outbound Idoc (Contd)

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HCL

Display Inbound Idoc

Input Idoc 761746 and Click Execute

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HCL

Display Inbound Idoc (Contd)

Standard Order
12111 created

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HCL

Display Standard Order 12111

Order 12111 created with reference of PO
4500017195

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HCL

Display PO 4500017195 for confirmation

Access T.code Me23n and Check order
confirmation

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HCL

Idoc created
761745:-Outbound Idoc for PO
761746:-Inbound Idoc for order creation
761747:-Outbound for Order creation
confirmation from ordering system
761748:-Inbound Idoc for order creation
confirmation Purchasing system

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Outbound delivery creation

Outbound delivery
Creation In supplier system
Delivery 80015215 created

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Outbound Idoc creation for Outbound delivery

Outbound Idoc 761749 created for outbound
delivery

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Display Outbound delivery idoc

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Inbound delivery creation from outbound idoc

Display PO to check inbound delivery
180000106 created reference of outbound
delivery 80015215.

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Idoc created
761749:-Outbound Idoc created for
outbound Delivery
761750:-Inbound Idoc created for inbound
delivery

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Post Goods Receive for inbound delivery

Access T.code VL32N and Enter delivery
quantity :1 and Click PGR

Shipment notification 180000106 created

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Outbound Idoc created for shipment notification

Outbound Idoc 761751 created for shipment
notification from customer system

HCL
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Idoc Created
761751:- Outbound Idoc created for
shipment notification from Customer system
761752:-Inbound Idoc created in supplier
system for shipment notification

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Slide 84

POD Notification
Access T.code :VLPOD and confirm material
successfully delivered and Click on save

HCL
Slide 85

Creating Billing document

Access T.code VF01 and Create billing
document 90036283

HCL
Slide 86

Billing Idoc created from supplier side

Outbound Idoc 761753 created for billing
document

HCL
Slide 87

Inbound Idoc created in customer system for receiving of

billing document

Inbound idoc created for billing document in

customer system .
Access T.code MIR4 and enter billing
document number and validate the billing
document and remove billing block and save
it.

HCL
Slide 88

Thank you for your patience

Thank you
HCL
Slide 89

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