SAP Material management IDoc concept for data migration
- 3. ➢ Basics of iDocs and Overview ➢ Customization and configuration steps ➢ Partner profile maintenance ➢ iDoc Structure and Recorders ➢ Sending and receiving iDoc ➢ Documentation for iDoc type ➢ Common iDoc messages ➢ ALE ➢ EDI ➢ Configuration
- 4. iDoc are used in most SAP application for transfer of message (information ) from SAP to other system or vice versa. Lot of documentation is available in iDoc they have technically different in nature. For a functional consultant it is necessary to aware about concept of iDoc in order to handle project/ support issues on iDocs. It is also known as Intermediate document. Overview iDoc is an SAP object that carries data of a business transactions from one system to another system in the form of electronic message. The purpose of it transfer data information from SAP to other system or vice versa. iDoc is an acronym intermediate document. The transform of data from SAP to non-SAP system is perform via EDI (Electric Data Interchange) subsystems, ALE (ApplicationLink Enabling) is a mechanism for the exchange business data between loosely- coupled T/3 application built by customers of SAP ERP program. Each Idoc number is unique to the client. Denoted by binary system. iDoc can be triggered in SAP system or in EDI subsystem, This depend upon direction in which iDoc is sent and is called INBOUND or OUTBOUND iDoc accordingly. INBOUND FLOW : EDI coverts the partner data and iDoc is created in SAP. After successful processing of iDoc, Application Document is posted in SAP. OUTBOUND FLOW : iDocis triggered in SAP through message control which is then send to EDI subsystem. EDI converts the data into XML or equivalent format and then sent data to partner system through internet.
- 5. Information flow OUTBOUND Information flow INBOUND Application iDoc EDI subsystem Partner
- 6. “EDI” is electronic exchangeof business document between the computer system of business partners, using a standard format over a communication network. For transmission of information electronically standards are as follows • ANSI ASC X12 • EDIFACT ANSI ASC X12 A committee formed by representativeof major organizations and EDI software companies which define standards and guidelines for information interchange over EDI.UN/EDIFACT stands for United Nations EDI for Administration, commerce and Transport and was founded in 1985 using ANSI X12 and UNTDI (United Nation Trade Data Exchange) as base standards ANSI X12 describes business document as transactions and each transactions is represented by three digit number for example 850 – Purchase Order, 855 – Purchase Order Acknowledgement. EDIFACT describes business document as message, represented by standard name for example ORDERS for purchase order.
- 7. IDOC (BASIC) TYPE iDoc types are based on the EDI standard and on EDIFACT standards. Basic types defines the structure of an iDoc. Each iDoc type describes standard iDoc segments, format of data fields and their size. Basic type also defines numbers of segments and fields in an iDoc. All the field is necessary for transmission of message for a particular business transaction are mapped in different segment. It is also defines the structure and relationship of iDoc segments along with optional and mandatory segments.
- 8. IDOC Segments : iDoc segments contain actual data that is sent to or received from a partner. These segments Contains the actual values that are sent as part iDoc transmission. Parent and Child Segments : iDoc segment is termed as parent segment if it contains its own segments. These dependent segments are called as child segments.
- 10. INBOUND/: OUTBOUND iDocs : iDoc sent outside the system are termed as Outbound iDocs and the ones are received into the system, are called Inbound iDocs. iDoc Direction : This signifies the direction is which information is sent and is similar to terminology used in mails. If information is sent outside the system then the direction is outbox when it is received into the system then direction is inbox. In SAP Outbox direction is represent by “1” there fore Outbox and Inbox direction is represented by “2”.
- 11. Partner : Partner is the Business partner with which the exchangeof information is to takes place using iDoc. It can be vendor or customer or any other system, Depending on the direction of information in which the information is sent it plays a role of either a “sending partner” or a “receiving partner”. Partner Type : Partner Type Description KU Customer LI Vendor LS Logical System
- 12. Message Type : iDoc processing involves transmission or receipt document in the form of message, each of which represents a document in SAP. These documents can be Order, Shipment Confirmation, Advance Shipping Notification, Goods Receipt, or Invoice. Message type is associated with Basic iDoc type (Basic Type) and defines the kind data or document that is exchanged with the partner. Process Code : The process code contains the details of the function Module that are used for iDoc processing. Message type can be linked to the process code. Port : iDoc Port contains the information about the way datais sent between the source or target system. The type of port defines the information contained within the port. For port type “File” , directory or file name information is maintained. “tRFC “ port contains information about the RFC destination of the target system. For iDoc transmission using ALE “tRFC” ports are used.
- 13. Message Type : iDoc processing involves transmission or receipt document in the form of message, each of which represents a document in SAP. These documents can be Order, Shipment Confirmation, Advance Shipping Notification, Goods Receipt, or Invoice. Message type is associated with Basic iDoc type (Basic Type) and defines the kind data or document that is exchanged with the partner. Process Code : The process code contains the details of the function Module that are used for iDoc processing. Message type can be linked to the process code. Port : iDoc Port contains the information about the way datais sent between the source or target system. The type of port defines the information contained within the port. For port type “File” , directory or file name information is maintained. “tRFC “ port contains information about the RFC destination of the target system. For iDoc transmission using ALE “tRFC” ports are used.
- 14. Partner Profile (WE20) Partner profile must be maintained in all the business partners to whom we want to send or receive the iDocs. The T-code: WE20 Double Click on the Partner Partner profile contains parameters for Inbound and Outbound processing Of iDocs. Foe each message type we can maintain inbound/outbound option, message control, post processing options and contact information within Inbound and Outbound parameters. Outbound Parameters This involves sender/receiver port, Output mode and relation to iDoc type i.e. Basic type and extension.
- 15. Message Control (Outbound Parameters) This contains application for which iDoc will be created for example EF for purchase order, the message type of the application that will trigger the iDoc and process code that will convert SAP document to an iDoc. For example if a Purchase Schedule agreement is to be sent to the vendor 1000 then in the outbound option of the partner 1000 we need to maintain the message type DELINS and link it to process code ME14. When message type DELINS is triggered the PO then iDoc will be created for the partner vendor 1000.
- 16. Inbound Option (Inbound Parameters) In Inbound options process code is maintained in the Inbound screen only. iDoc processing can be triggered by background program and triggered immediately.
- 17. Post Processing (Inbound/Outbound Parameters) In the post processing option we can maintain the workflow details of the users or positions to which an error notification will be sent if an iDoc processing fails. Telephony (Inbound/Outbound Parameters) We can also maintain the contact details in Telephony Option. EDI Standard (Outbound Parameters) EDI standard screens contains the details of standard EDI terminology used for iDoc transmission.
- 18. Idocs structure are of following types: ▪ Control Records ▪ Data Records ▪ Status Records These records are stored in the transparent tables in SAP. These are. EDIDC, EDID4, EDIDS. Control Records (EDIDC) It contains information such as Idoc number, direction, idoc status, Basic Type, Message Type, Partner (Sender/Receiver), date and time of creation/update, Interchange File or ISA number etc.
- 20. Data Records (EDID4) It contains the details of the idoc segments. Idoc segement has fields that contain data necessary for posting the documents.
- 21. Status Records (EDIDS) Idocs Status defines the processing status of the idoc and its various processing states, Status Number represents the idoc status. Current status of the idoc is present in Control record. Initial Statusnumbers are 64 for Inbound and 03 for Outbound. Successful status is 53 for inbound and 16 for outbound idocs.
- 22. Triggering an Outbound Idoc : Outbound idocs can be triggered from the output message types of Purchase Orders, deliveries, Material documents, invoices etc. The following figure shows that output ZXX1, of PO XXXXX 1is processed an idoc 000000XXXXX1 is added/created. The relationship between idoc and Application document can be found in two type: 1. Relationship tab of idoc 2. Relationship of Application document e.g. PO, SO, Material Document, etc.
- 23. The initial status of the idoc will be 30 which after successful processing will be convert into status 16. The different validation steps are: 01: IDoc generation successful 30: IDoc is ready to be processed by IDoc Processing job 03: IDoc data is passed to the Port 18: IDoc successfully triggered EDI subsystem 06: IDoc data translated to EDI format 12: IDoc is dispatched successfully to the partner 16: Partner has received the IDoc successfully IDoc can possibly fail at any of the above steps during validation. Receiving an Inbound Idoc The initial status of an inbound IDoc is 64 and successful status is 53. Different validation steps for inbound IDocs are explained below: 50: IDoc received successfully in the system 64: IDoc is ready to be processed by IDoc processing job 53: Application document created and saved successfully. The document number can be found by expanding the status node 53. An Inbound Idocs goes though all the above statuses (50-64-53)
- 24. Automatic/Immediate Processing : In this case Idoc are processed immediatelyas they generated or added in the system. The check “Transfer Idoc immediately” is selected in Outbound Options and “Trigger Immediately” is selected in Inbound Option. These checks are generally used when the real time information exchange is necessary between two systems. Manual Processing : Idocs can also be manually processed the T-Code : BD87 Processing Via Background Job : . Idoc processing by background is most preferred way to processing the Idocs. Following Programs are used from processing the Idocs using background job:
- 25. Reprocessing of Idocs : On the basis of Idocs statuses different programs can be used for reprocessing of failed Idocs.
- 26. If an Idocs contains error in the data then such Idocs can be edited using T-code : WE02 or WE05. When and Idoc is edited the original Idoc information (backup) is saved in a New Idoc under status 70 (for Inbound)/ 33 (For Outbound), These Idoc stays in the system for reference only and cannot be processed. The status of the edited Idoc become 69 (Inbound) and 32 (Outbound). These Idocs can be processed using BD87 transaction or batch jobs. Can be done Debugging of Idocs can be done using by copying the Idocs using T-Code WE19. WE19 is a test tool for Idoc processing. W19 copies the existing idoc and creates new Idoc which can then be modified as per testing needs. The newly generated Idoc can also processed using BD87.
- 27. Report RC1_IDOC_SET_STATUS can be used to change the status of Idoc. Status change s are generally needed to move an Idoc to status 68 – no further processing.
- 28. Idoc can be displayed in system via T-code: WE02 and WE05. If Idoc number is not known then search can be made on the bases of Idoc date, Direction, BASIC TYPE, MESSAGE TYPE, and PARTNER NUMBER. Partner number can be found in the Output message of the documents.
- 29. Idoc search can also be made on the bases of ISA or Transfer file
- 30. T-Code : WE09 If we are looking for specific information within the Idocs segments then this can be found. This is useful if you are searching for a particular information in similar kind of Idoc within Idoc segments. For example if you want to search a particular purchase order number for example100000001 in multipleIdocs which lies in segments E1EDK01of an Idoc under field BELNR. Then the search can be extended in the following manner.
- 31. The Idoc failure may not be related to any of the above mentioned reasons, the best way to fiend the Idoc error is to compare the existing Idoc with the good example. Good example Idoc can be easily searched with any of the Idoc search methods as describes below.
- 32. Idoc documentation can be found using T-Code WE60 and can be helpful to obtain information of the Idoc Type or its particular segment. It also provides information such as mandatory and optional segments, minimum and maximum number of segments etc.
- 33. The following list gives the Basic Type and Message Type combination for common Idocs.
- 34. As Idocs grow older they are archived and deleted from the database. Archive Idocs can be viewed using T-Code SARI in Achieve Explorer using archiving object as Idoc. Following are the few program that are used for archiving and deletion of Idoc from database.
- 35. We should always try to reuse Idocs Message Types provided with standard SAP content, there could be scenarios where you need to create completely new Message Type and iDoc type with in your own custom processing logic. Overview of Steps to Create Custom IDocs Types. 1. RegisterLogical System– BD54 or Sale 2. Create custom iDocs – WE31 3. Define idoc – WE30 • Create iDoc type • Assign segments to iDoc • Configure segment properties WE30 → Set release the segment WE31→ Set iDocs release
- 36. 4. Create custom message type – WE81 5. Assign iDoc Basic type to Message type – WE82 6. Create Function Group- SE82 7. Develop iDoc processing Function Module – se37 ▪ Define iDoc processing Function Module ▪ Code iDoc data processing ABAP logic 8. Assign FM to Message Type/Basic Type combination – we57 9. Configure characteristics of processing FM – bd51 10. Configure custom inbound Process Code – we42 ▪ Create inbound Process Code ▪ Assign processing FM to Process Code ▪ Assign iDoc Message Type to inbound Process Code 11. Setup Partner Profile – we20 ▪ Create Partner Profile ▪ Configure inbound parameters of the Partner Profile
- 37. ALE is a tool which can help to transfer the data from one SAP system to another SAP system. It also transfer data from SAP to Non-SAP system. To transfer data from SAP to Non-SAP system use translator that are → TIBCO / XI Translator find out the language sender to receiver. We need transfer of data ? • A Client having operations in multiple countries and wants a central location where the data is stored. • If a customer is using SAP then we need the data transfer from his system to our system. for example if a customer send us the Purchase Order to us through Idoc, then we can use that and create a Sales Order . SAP is an integration of many third party system and also SAP systems. It means ECC R/3 system can be communicate with GTS server or TM server. Data transfer can be happen between all these system. Advantages of ALE : • It will save the time off the end user. • It will minimize the paper work. • It will minimize the manual errors. Idoc is an Intermediatedocument which contain the data. It is a data container which carry the data from one source system to the target system.
- 38. • That might be from SAP system to Non-SAP system. • Each Idocs having a unique number with this number we can track whether this Idoc successfully sent or not. Idoc Structure : Itscontains three type of records ▪ Control Record : Headerdatawhat is send and to whom is send? ▪ Data Record : Whetherit is Inbound or Outbound, the fields in which datarecord ▪ Status Record : tellsabout it is successful or not and where it is got save. As a functional consultants we need to go display idocs structure> T-Code: WE02 – Display the Idoc structure SAP Non-SOP iDoc
- 39. EDI is a tool that helps to transfer the data from SAP to Non-SAP or Non-SAP to SAP. We use EDI if the customer is using industry specific documents. Industry specific docs are ANSI format. If we use EDI as a tool to transfer the data we require translators. Standard messagetypes from which data is sent from one system to another system: Material Master ====➔ MATMAS Customer Master ==➔ DEBMAS Vendor Master ====➔ CREMAS Order ===➔ ORDERS Delivery ===➔ DESADV Invoice ===➔ INVOIC T- Code : WE02/ WE05/WE07/WE09 – To display Idocs T- Code : BD10 to send Material Master from sender to receiver. T- Code : BD12 to send Customer Master from sender to receiver. T- Code : BD14 to send Vendor Master from sender to receiver. For Outbound Messages Number Range is → 0 to 49 For Inbound Messages Number Range is → 50 and above Success message number in Outbound is → 03 Success message number in Inbound is → 53 Failure message in Inbound is → 51 T- Code : BD87 – to reprocess the data with the same Idoc no. T- Code : WE19 – to reprocess the data with different Idoc no.
- 40. S.N0 Job Sender System Receiver System 1 Prerequisite The pass word and the ID should be able to access for both the client with in the IDES System. The pass word and the ID should be able to access for both the client with in the IDES System. 2 Client 800 810 3 Define Logical System T-code SALE Basic Setting➔Logical System➔ Define Logical System→ RLS800 - Sender LS RLR810 –Receiver LS As this is cross client no need to create in client 810 4 Assign Logical System to Client T- Code : SALE Basic Setting➔Logical System➔ Assign Logical System→ Select Client 800 → Enter LS RLS800 - Sender LS and save Basic Setting➔Logical System➔ Assign Logical System→ Select client 810 – Enter LS RLR810 - Receiver LS and save 5 Maintain RFC destination T-Code: SM59 Execute Then create a RFC destination in sender system create the RFC for the Receiver Logical System RRL 810, all the basic connection need to setup Job 1, Then create a RFC destination in sender system create the RFC for the Receiver Logical System RLS 800, all the basic connection need to setup Job 1 to 5 is done by Bases Consultant
- 43. S.N0 Job Sender System Receiver System Job of Functional Consultant 6 Create a PORT T-Code: WE21 Execute Click on Transaction RFC click on create Select radio button Own Port Name R800-810 click on radio button doc record types in SAP release 4x , enter click on save Creation of port not required in receiver system 7 Maintain distribution Model T-Code: BD64 Click on change mode, click on model view, then create model view, Enter Name RMaterial Technical – R800-810 and save Scroll down select created model click on add message Type MATMAS , SYNC Then view again highlight the Distribution model go to environment→ click on generate partner profile→ Execute then again click on edit→ Click on model view→ Distribute Not need to create it is distributed automatically. 8 Generate Partner Profile T-Code WE20 Click on Partner Tab Logical System Extend select Receiver Logical System RLR810 double click on it display all details in Outbound Parameters, Double click on MATMAS Generate Partner Profile In client 810 select partner type LS click on create enter the details Partner no RLS800, Type User, Agent User name save click on save.
- 44. S.N0 Job Sender System Receiver System Job of Functional Consultant 8 Create Partner Profile Click on insert icon in Inbound Parameters, Enter RLS800 Message Type MATMAS, Partner Process code MATM, click on save. 9 Create Material in Client 800 10 Send the Material using T-Code : BD10 11 To check the Idoc T- code : WE02 Idoc is successful created and distributed. Check the material in client 810
- 48. Thank You……….