SAP Business One Intercompany Purchasing

Transcription

1 Configuration Guide SAP Business One 9.0 integration for SAP NetWeaver Document Version: All Countries

2 Typographic Conventions Type Style Example Example EXAMPLE Example Example <Example> EXAMPLE Description Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Textual cross-references to other documents. Emphasized words or expressions. Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE. Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. Keys on the keyboard, for example, F2 or ENTER. 2 Typographic Conventions

3 Document History Version Date Change Release to Customer Updated SAP Business One releases Document History 3

4 Table of Contents 1 Introduction Scenario Description Sales from Local Stock Sales from Central Stock Systems and Releases General Prerequisites Preparations in SAP Business One Creating User-Defined Fields for Marketing Documents Creating Master Data Records Creating Customer Master Data Records Creating a Vendor Master Data Record Configuration in SAP Business One integration for SAP NetWeaver Setting the System Type-Specific Property for Subsidiary SAP Business One Setting the System Type-Specific Property for Headquarters SAP Business One Setting up and Activating the Scenario Package Table of Contents

5 1 Introduction 1.1 Scenario Description The Intercompany Purchasing scenario provides two sales scenario variants with your subsidiaries: sales from central stock and sales from local stock. The sap.b1.ic.purchasing scenario package covers both scenario variants. The assumption is that the company runs SAP Business One in the headquarters and in the subsidiaries. The scenario is intended for companies or company groups with a central head office or headquarters and several subsidiaries or branches selling company or company group goods that the headquarters produces and stores centrally. Intercompany Purchasing Scenario Overview A subsidiary orders items from the headquarters. The headquarters central warehouse distributes the items either to the subsidiary location (sales from local stock) or directly to the customer of the subsidiary (sales from central stock). The headquarters invoices the delivered items to the subsidiary. This integration scenario is an ongoing process. The creation of a purchase order in the subsidiary SAP Business One triggers the scenario package. The scenario package covers bidirectional inserts of process-related documents such as sales orders, deliveries or drafts, invoices and updates of the intercompany purchase order. SAP Business One integration for SAP NetWeaver checks the availability of the reference document of the receiving company and provides error handling and post processing. Introduction 5

6 1.1.1 Sales from Local Stock Sales from local stock processes intercompany purchase orders between the subsidiary SAP Business One and the headquarters SAP Business One to sell headquarters items from the subsidiary local stock. The scenario variant consists of the following scenario steps to transfer documents and information between a subsidiary SAP Business One and the headquarters SAP Business One: Intercompany order (sap.b1po2b1dft) from subsidiary to headquarters Order confirmation (sap.b1so2b1po) from headquarters to subsidiary Shipping notification without Inventory Posting (sap.b1delv2b1gr) from headquarters to subsidiary Invoice (sap.b1inv2b1pinv) from headquarters to subsidiary Process Steps for Sales from Local Stock The illustration above describes the sales from local stock scenario: 1. To order products from the headquarters SAP Business One, the purchasing responsible in the subsidiary creates a purchase order in the subsidiary SAP Business One. SAP Business One integration for SAP NetWeaver automatically retrieves and transfers the purchase order to the headquarters SAP Business One. SAP Business One integration for SAP NetWeaver sends only new purchase orders to the headquarters. The scenario does not support sending purchase order updates, because as soon as there is a sales order available in the headquarters SAP Business One, the headquarters system is the leading system in the scenario. 2. A draft sales order is automatically created in the headquarters SAP Business One to sell the products to the subsidiary. The sap.b1po2b1dft scenario step covers this. 3. Based on the draft sales document in the headquarters, the responsible for sales order creation creates a sales order. 4. SAP Business One integration for SAP NetWeaver updates the subsidiary purchase order, including the reference sales order number, item (number), quantity, delivery date and pricing information. The headquarters SAP Business One company system transfers its sales order number to the Vendor Reference Number field in the subsidiary purchase order. This facilitates communication between the subsidiary s buyer and the headquarters sales person. 6 Introduction

7 The sap.b1so2b1po scenario step covers this. The headquarters SAP Business One creates the outbound delivery for the sales order, and the products are packed and shipped to the subsidiary location. SAP Business One integration for SAP NetWeaver transfers the shipping notification to the subsidiary SAP Business One. The sap.b1delv2b1gr scenario step covers this. 5. In the subsidiary SAP Business One, a draft goods receipt with reference to the corresponding purchase order is automatically created. The document number and the item number from the headquarters SAP Business One company delivery are stored as references in the Vendor Reference Number field (on the document header level) and in the ExLineNo field (on the document item level). 6. When the goods reach the subsidiary, the person responsible for the goods consignment manually creates the goods receipt document in SAP Business One. This goods receipt must reference the draft goods receipt that was created automatically in the previous step. 7. The A/R invoice in the headquarters SAP Business One completes the scenario. SAP Business One integration for SAP NetWeaver triggers the automatic creation of an A/P invoice with reference to the corresponding goods receipt and goods receipt items in the SAP Business One subsidiary system. The sap.b1inv2b1inv step covers this Sales from Central Stock The sales from central stock variant processes intercompany purchase orders between the subsidiary SAP Business One and headquarters SAP Business One to sell headquarters items to the subsidiary customers with direct delivery from the headquarters location to the customer location. This scenario variant consists of the same scenario steps as the sales from local stock scenario. Intercompany order (sap.b1po2b1dft) from subsidiary to headquarters Order confirmation (sap.b1so2b1po) from headquarters to subsidiary Shipping notification with Inventory Posting (sap.b1delv2b1gr) from headquarters to subsidiary Invoice (sap.b1inv2b1pinv) from headquarters to subsidiary Process Steps for Sales from Central Stock Introduction 7

8 The illustration above describes the sales from central stock scenario: 1. The sales person creates a sales order with the customer requirements in the subsidiary SAP Business One. The sales person selects the customer delivery address in the sales order and selects the drop-shipment warehouse. 2. SAP Business One creates a purchase order with a reference to this sales order. SAP Business One integration for SAP NetWeaver transfers the purchase order to the headquarters SAP Business One. To ensure direct delivery from the central warehouse to the customer, the customer delivery address comes with the purchase order data. This differs from the sales from local stock scenario variant, where the headquarters delivers the products directly to the customer, not to the subsidiary warehouse. SAP Business One integration for SAP NetWeaver sends only new purchase orders to the headquarters. The scenario does not support sending purchase order updates, because as soon as there is a sales order available in the headquarters SAP Business One, the headquarters system is the leading system in the scenario. The sap.b1po2b1dft scenario step covers this. 3. Based on the transmitted purchase order requirements, SAP Business One integration for SAP NetWeaver triggers the creation of a draft document for the sales order in the headquarters SAP Business One. The draft sales order header must contain information about the ordering partner (the subsidiary) and the customer ship-to address. The information also includes the purchase order item price and the respective currency. 4. Based on the draft sales document in the headquarters, the responsible for sales order creation creates a sales order to sell the headquarters products to the subsidiary and to ship them directly to the customer of the subsidiary. 5. The headquarters SAP Business One sends sales order information back to update the subsidiary purchase order. This information includes the reference sales order number, item (number), quantity, delivery date, and pricing information. The headquarters SAP Business One transfers its sales order number to the Vendor Reference Number field in the subsidiary purchase order. This facilitates communication between the subsidiary s buyer and the headquarters salesperson. The sap.b1so2b1po scenario step covers this. 6. The headquarters SAP Business One creates the outbound delivery for the sales order, and the products are packed and shipped to the customer location. SAP Business One integration for SAP NetWeaver transfers the shipping notification to the subsidiary SAP Business One. A goods receipt is automatically created to the drop-shipment warehouse. Although the headquarters delivers the products directly to the customer, it sends the shipping information to the subsidiary, because the customer contacts the subsidiary in case of any questions. The sap.b1delv2b1gr scenario step covers this. 7. The A/R invoice in the headquarters SAP Business One completes this scenario. SAP Business One integration for SAP NetWeaver triggers the automatic creation of an A/P invoice with reference to the corresponding goods receipt and goods receipt items in the SAP Business One subsidiary. The sap.b1inv2b1inv scenario step covers this. 1.2 Systems and Releases You can use the scenario with the following systems and releases: 8 Introduction

9 System Release SAP Business One SAP Business One 8.8, 8.81, 8.82, 9.0, 9.1, 9.2 SAP Business One integration for SAP NetWeaver 9.0 SAP Business One 8.82, 9.0, 9.1, 9.2 version for SAP HANA 1.3 General Prerequisites You have installed SAP Business One integration for SAP NetWeaver. You have created system entries for all systems in the System Landscape Directory. You have set up technical connections between the systems and you have tested them. If you cannot use the scenario packages without changes, copy the scenario steps of the packages to your namespace and adjust the definitions. For more information about installing SAP Business One integration for SAP NetWeaver and setting up the technical system landscape, see the Administrator's Guide. Introduction 9

10 2 Preparations in SAP Business One Before you run the scenario, the following preparation steps are necessary in SAP Business One: Creating user-defined fields for marketing documents Maintaining vendor and customer master data 2.1 Creating User-Defined Fields for Marketing Documents To store pricing information of a subsidiary purchase order in the headquarters sales order, create user-defined fields (UDF). SAP Business One integration for SAP NetWeaver transfers the pricing information to the sales order in the headquarters SAP Business One. Create the user-defined fields in the headquarters and in the subsidiaries. Procedure 1. Log on to SAP Business One. 2. To add user-defined fields, choose Tools Customizing Tools User-Defined Fields Management. 3. Expand the Marketing Documents Rows section and choose Add. 4. In the Field Data user interface, do the following: 1. In the Title field, enter ExPrice. This field stores the purchase order price on the item level. This is information for the sales person in the headquarters. Use exactly the term for the value above. SAP Business One integration for SAP NetWeaver uses it in the mapping definition. 2. In the Description field, enter Order Price. This is the display name in the application document. 3. Choose Add. 5. In the Field Data user interface, do the following: 1. In the Title field, enter ExCurrency. This field stores the currency of the purchase order price on item level. This is information for the sales person in the headquarters. Use exactly the term for the value above. SAP Business One integration for SAP NetWeaver uses it in the mapping definition. 2. In the Description field, enter Order Price. This is the display name in the application document. 3. Choose Add. 6. In the Field Data user interface enter: 1. In the Title field, enter ExRefNo. 10 Preparations in SAP Business One

11 2. In the Description field, enter Reference Number. 3. In the Type field, enter Alphanumeric. 4. In the Length field, enter In the Structure field, choose Regular. This field stores the reference number on the item level. This is information for the sales person in the headquarters. Note The DI-API exposes user-defined fields only after you have closed and reopened the SAP Business One client. 2.2 Creating Master Data Records Creating Customer Master Data Records In the headquarters SAP Business One, create customer master data records for all SAP Business One subsidiaries that you plan to address in the intercompany purchasing scenario. SAP Business One integration for SAP NetWeaver uses the subsidiary SAP Business One customer master data records to assign the sales orders in the headquarters SAP Business One and to route documents, such as order updates, deliveries, and invoices, to the receiver. Assign only one ship-to address to the customer master record. This ship-to address must be the subsidiary shipto location Creating a Vendor Master Data Record In each subsidiary SAP Business One, create a vendor master data record for the headquarters SAP Business One you want to address in your intercompany purchasing scenario. SAP Business One integration for SAP NetWeaver uses the headquarters SAP Business One vendor master data record for updating the purchase order, creating the delivery and invoice in the subsidiary SAP Business One and for routing the intercompany order to the receiver. Preparations in SAP Business One 11

12 3 Configuration in SAP Business One integration for SAP NetWeaver 3.1 Setting the System Type-Specific Property for Subsidiary SAP Business One Define system ID-specific properties for each subsidiary in the system landscape. System ID-specific properties are available for each system type. When you create a system landscape entry, SAP Business One integration for SAP NetWeaver generates a unique system ID (SysID) for the entry, and you can maintain fixed values for properties of the system entry. SAP Business One integration for SAP NetWeaver accesses the properties at runtime and uses them for message processing, for example, for setting defaults, or for option selection. All scenario packages that use the systems as senders or receivers, can access the system ID-specific properties. Example In the intercompany purchasing scenario, SAP Business One integration for SAP NetWeaver uses SysIDspecific properties to set a default for the subsidiary customer number in the purchase document message coming from the subsidiary SAP Business One. SAP Business One integration for SAP NetWeaver uses this customer number in structure mapping to replace the vendor number in the document header with this subsidiary customer number. This induces the receiver headquarters SAP Business One to create a sales order based on the purchase order message. Procedure 1. To start SAP Business One integration for SAP NetWeaver, choose Start All Programs SAP Business One integration for SAP NetWeaver SAP Business One integration for SAP NetWeaver. 2. To log on, in the B1i Administrative Login user interface, enter the user name and password. 3. Choose SLD and select the SLD entry for your subsidiary. 4. To set a value for the Subsidiaries Customer Number system type property, choose the Properties button and enter the customer number of the subsidiary maintained in the headquarters SAP Business One. Use the customer number you have created in section Creating Customer Master Data Records This subsidiary customer number must be unique; it represents the subsidiary. This entry is mandatory; the scenario does not run correctly without it. The scenario sets it as the customer number for the sales order in the headquarters SAP Business One. Note All other properties are not relevant for the SAP Business One intercompany purchasing scenario. You can ignore them. 5. Save your settings. 12 Configuration in SAP Business One integration for SAP NetWeaver

13 3.2 Setting the System Type-Specific Property for Headquarters SAP Business One Enter the vendor number of your headquarters SAP Business One company in the SysID-specific properties of the headquarters SLD entry. The vendor number identifies the headquarters SAP Business One as the vendor for the subsidiary in the intercompany purchasing scenario. Procedure 1. To start SAP Business One integration for SAP NetWeaver, choose Start All Programs SAP Business One integration for SAP NetWeaver SAP Business One integration for SAP NetWeaver. 2. To log on, in the B1i Administrative Login user interface, enter the user name and password. 3. Choose SLD and select the SLD entry for your headquarters. 4. To set a value for the Headquarters Vendor Number system type property, choose the Properties button and enter the vendor number of the headquarters maintained in the subsidiary SAP Business One. Use the vendor number you have created in section Creating a Vendor Master Data Record This vendor number must be unique; it represents the headquarters from the SAP Business One purchasing point of view. This entry is mandatory; the scenario does not run correctly without it. The scenario sets the headquarters vendor number in the sales order confirmation, the shipping notification (draft and goods receipt), and the A/R invoice. Note All other properties are not relevant for the SAP Business One intercompany purchasing scenario. You can ignore them. 5. Save your settings. 3.3 Setting Up and Activating the Scenario Package You use the setup functions of scenarios to configure your intercompany purchasing scenario. To set up the scenario, do the following: Select the scenario steps. Select the sender systems. Select the receiver systems. Define filter definitions. Define value mappings. You can use either the existing integration framework functions or the setup wizard ( ). The description below uses the setup wizard. Configuration in SAP Business One integration for SAP NetWeaver 13

14 Procedure 1. To start SAP Business One integration for SAP NetWeaver, choose Start All Programs SAP Business One integration for SAP NetWeaver SAP Business One integration for SAP NetWeaver. 2. To log on, in the B1i Administrative Login user interface, enter the user name and password. 3. To set up your scenario, choose Scenarios Setup. 4. In the Scenario Package Identifier field, select the sap.b1.ic.purchasing scenario package and choose (Setup Wizard). The step Selection of Scenario Steps displays the scenario steps for the scenario package. 5. Select the Activate checkbox for all scenario steps, choose the Save button and Next. o sap.b1po2b1dft (intercompany order) o sap.b1so2b1po (order confirmation) o sap.b1delv2b1gr (shipping notification) o sap.b1inv2b1pinv (invoice) 6. In the Senders and Receivers sections, select your headquarters system and all subsidiary systems and choose Next. All subsidiary systems and the headquarters system are senders and receivers in the scenario. 7. In the Filter Definitions step, enter values for the filter definitions, choose Save, and choose Next. o In the Sender Filters section, define filter criteria that are the same for all receiver systems. o In the Sender Receivers Filters section, define filter criteria that are different for receiver systems. The integration framework displays combinations for all active scenario steps and selected sender and receiver systems in both filter sections. o By default, all combinations are selected with the checkbox in front of each row. Do not deselect any combination, even if you do not define any filters for the combination. If you deselect any combination, the integration framework filters everything. Enter values for the following filter definitions: Scenario Step (BizStep) Filter Value Remark Intercompany order (sap.b1po2b1dft) Vendor Number Vendor number in the subsidiary SAP Business One This vendor is created in the subsidiary SAP Business One. It represents the headquarters. Create the purchase order that SAP Business One integration for SAP NetWeaver sends to the headquarters SAP Business One for this vendor. This vendor number is maintained for your receiving SAP Business One system ID as the headquarters vendor number. Intercompany order (sap.b1po2b1dft) PO Task Filter I The scenario only considers new purchase orders. 14 Configuration in SAP Business One integration for SAP NetWeaver

15 Scenario Step (BizStep) Filter Value Remark Recommendation Set the filter in the Sender Filters section; it is independent of any receivers. Order confirmation (sap.b1so2b1po) Order Response Customer Number Customer number in the headquarters SAP Business One This customer is created in the headquarters SAP Business One. It represents the subsidiary. This customer number is maintained for the receiving SAP Business One SysID as the subsidiary s customer number. The sales order in the headquarters SAP Business One is created for this customer number. This customer number is maintained for your receiving SAP Business One SysID as the subsidiary customer number. Shipping Notification (sap.b1delv2b1gr) Delivery Customer Number Customer number in the headquarters SAP Business One This customer is created in the headquarters SAP Business One. It represents the subsidiary. The headquarters delivery is created for this customer number. It is maintained for the receiving SAP Business One system ID as the subsidiary customer number. Shipping Notification (sap.b1delv2b1gr) PO Type INT for sales from local stock This is optional. EXT for sales from central stock Invoice (sap.b1inv2b1pinv) Invoice Customer Number Customer number in the headquarters SAP Business One This customer is created in the headquarters SAP Business One. It represents the subsidiary. The headquarters invoice is created for this customer number. It is maintained for the receiving SAP Business One system ID as the subsidiary customer number. 8. The scenario does not use global and local properties. Choose the Next button until you reach the Value Mapping step. 9. In the Value Mapping step, define values for all available mappings and for all system combinations; choose Next. The following mapping fields are available: o Currency Configuration in SAP Business One integration for SAP NetWeaver 15

16 o DocCurrency o Height1Unit o Length1Unit o MeasureUnit o PaymentGroupCode o PaymentMethod o PayToBankAccountNo o PayToBankCode o State o TransportationCode o VolumeUnit o Weight1Unit To create a value mapping, choose New. o In the Mapping Definitions section, to select the sender system, choose the (ellipsis) button. o To select a receiver system, choose the second the (ellipsis) button. o To define mapping values, choose the Modify button. The Value Mapping Table opens. o To add a value pair, choose the Add button. o In the first field, enter the value for the sender system. o In the second field, enter the value for the receiver system. o Save your settings and close the window. 10. The scenario does not use schedulers; choose Deploy to finalize the scenario setup. 11. To activate your scenario, choose the Activate button. 16 Configuration in SAP Business One integration for SAP NetWeaver

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