Defining Procurement Master Data Integration

• Master Data consists of general information stored in SAP that is used in SAP Ariba Procurement solutions to construct Requisitions, Receipts, or Invoices.
• The SAP Ariba Procurement solutions provide the integration events for standard data imports from SAP System.
• Because your SAP System implementation might contain additional data to be included with the SAP Ariba Procurement solutions for Purchase Orders, Receipts & Invoices, you can modify these data imports to include such data.
• When you import large amounts of Master Data from your SAP System, ensure that you run the master data import task in the background.
• You can import Master Data by running integrations events manually from SAP Ariba Administrator.

Buyers using the SAP Ariba Procurement solutions integrated with SAP System can do the following:

• Perform a simplified master data integration for Supplier, Supplier Location, Payment Terms, Remittance Location & User data between the SAP Ariba Procurement solutions & SAP System.
• Integrate Master Data from SAP System to SAP Ariba Procurement solutions system seamlessly through CIG.
• Run the Incremental Load while running the master data events directly.
• Integrate master data from SAP System to SAP Ariba Procurement solutions in a Federated Process Control-enabled environments.

Following Master Data events are supported in different languages:

• Account Category Language
• Cost Center Language
• ERP Commodity Code Language
• General Ledger Language
• Tax Code Language
• Payment Terms Language

• Ensure that you implement the following SAP notes before importing the master data to avoid runtime error:
  • 1402826 - Supplement to Note 548131
  • 1716777 - Runtime error IMPORT_WRONG_END_POS when displaying class
• Required authorizations are defined in SAP system.
• Create user groups in the SAP Ariba Procurement solutions with the SAP ERP role names.
• Maintain the required configurations for common Master Data.

• SAP Ariba Procurement solutions integrated with SAP System does not support a Supplier Location linked to multiple Vendors.
• The legacy Supplier Export task is no longer supported. You must use the Export Supplier Data (Consolidated File) task.
• CIG does not support the Incremental Load operation for the Enhanced Payment Terms master data.

• Account Assignment Categories
• Accounting Field Display Status
• Asset Accounts
• Cost Centers
• Company Codes
• Currency Conversion Rates
• ERP Commodity Codes
• Fund Management Data
• General Ledger Accounts
• Internal Orders
• Payment Terms
• Plants
• Plant-Purchase Orgs
• Purchasing Groups
• Purchasing Orgs
• Supplier related data
• Tax Codes
• User & User Groups
• WBS Elements

Fund Management Data (applicable only for Real Time Budget Check feature):

• Funds
• Funds Center
• FM Area
• Functional Area
• Commitment Item
• Earmarked Fund
• Budget Period Grant

SAP System downloads supplier data in the SupplierConsolidated.csv for the following:

• Suppliers available in the LFA1 (Vendor Master Table).
• Suppliers that are not marked for deletion for a given Purchase Organization.
• Suppliers that do not have a centrally imposed purchasing block.
• Suppliers that are not blocked for any function.

SAP System downloads Supplier & Purchasing Orgs associated with each supplier in the PurchaseOrgSupplierCombo.csv for the following:

• Suppliers available in the LFM1 (Vendor Master Record Purchasing Organization Data).
• Suppliers that are not marked for deletion for a given Purchase Organization.
• Suppliers that do not have a centrally imposed purchasing block.

Buyer users need to maintain either the SL_VENDOR_ADDRESS parameter or SL_PARTNER_TYPE prefilter before downloading the Supplier Location data else the download would result in an error.

Here is the example of how SAP Ariba Procurement solutions integrated with SAP, processes the Supplier Location:

When you import the Supplier Location data, SAP Ariba Procurement solutions integrated with SAP System displays the Supplier Location for ABC supplier as 1004, 1005, 1006 and 1007 in the downloaded CSV file.

When ABC Supplier is blocked for Purchase Organization 1000, SAP Ariba Procurement solutions integrated with SAP System only displays the Supplier Location as 1006 and 1007 in the downloaded CSV file.

• Buyer users need to maintain filters while downloading Remittance Locations by specifying the following parameters.
• Maintain at least one of the parameters – RL_VENDOR_ADDRESS or RL_PARTNER_TYPE.
• Maintain the RL_VENDOR_ADDRESS filter to download Supplier as Remittance Location when you want to download the supplier as the remittance location.
• When you maintain only the filter for the Supplier Location Address SL_VENDOR_ADDRESS & do not maintain the Supplier Location & Remittance Location for the Supplier, Ariba AddOn Master Data extract program considers the Supplier as the Supplier Location & Remittance Location.
• When you maintain the Supplier Location but do not maintain the Remittance Location, Ariba AddOn Master Data extract program considers the Supplier Location as the Remittance Location.
• When you do not maintain filters for RL_VENDOR_ADDRESS & RL_PARTNER_TYPE, Ariba AddOn master Data extract program displays an error stating that you have not maintained filters for the Remittance Location.

• Payment Terms indicate the negotiated discount between a buying organization & supplier for a specified number of days before payment is due.
• When you extract the Payment Terms data from SAP System, Ariba AddOn Master Data extract program downloads only the Normal Payment Terms; the Installment Payment terms are excluded.

• Buyer users need to create user groups in the SAP Ariba Procurement solutions with the SAP System Role Names using the import event Import User Group Mapping.
• When you export user data, the information available in the TCode SU01 is exported to the SAP Ariba Procurement solutions. The HR information for the Cost Center, Company Code & the Locale is also exported.
• The locale is the concatenation of HR Nationality plus the HR Language (info type 0002). The Ariba AddOn extract program does not export information about users maintained in the HR Info tables.

The following incremental change transactions operations for the Master Data export tasks are supported:

SAP System uses a combination of the following three variables to ensure that the incremental Master Data is available to all sites to which you want to do incremental exports:

• Site Information
• Date & Time Stamp
• Retention Period

When you do an incremental export to a multi-ERP-enabled system, SAP System tags each of the records that you export with the date & time of the export and the name of the site to which you export the record.

• SAP System then uses the Site Information & Date & Time Stamp to identify the records to be exported when a new incremental export is triggered.
• You can configure the CHANGELOG_RETENTION_DAYS to specify the number of days you want SAP ERP to retain the change records in the table ARBCIG_CHANGEDOC. When the configured retention period expires, SAP ERP clears the change log.
• If FPC ENABLED option is selected without maintaining a value for CHANGELOG_RETENTION_DAYS, SAP System returns an error when you access the Master Data export program.

• You can segregate various elements of the Supplier & User Master Data & send subsets or supersets based on the specific requirements.
• You can choose to export either the User or the User Group Master Data, or both.
• You can choose to segregate the Supplier Master Data into various Master Data elements based on the specific requirements of the site to which you export the Supplier Master Data. The Supplier Master Data segregation options include Supplier Location, Supplier Purchase Organization & Remittance Location.
• The parent and child differentiation applies only to User & Supplier Master Data events.

Segregation of Supplier & User Master Data elements for specific sites:

The following table lists the .CSV files generated for the user and supplier master data events and their availability to parent and child sites:

When FPC enabled is not selected

When FPC enabled is selected

1. From the CIG homepage, navigate to the Resources section.
2. Download Keystore / Tenant certificate for the environment you are working on (Test or Prod).
3. Log in to Ariba Procurement site & from Manage menu navigate to Core Administration.
4. Expand the Integration Manager menu & click Integration Toolkit Security.
5. Select Certificate as the authentication method.
6. Paste the certificate you have downloaded in step#2.
7. Click Save.

1. Navigate to Integration with Other SAP Components → Ariba Cloud Integration Gateway → Master Data Integration → General Settings → Maintain Parameters using the transaction code SPRO.
2. Expand Maintain Parameters section & click on IMG-Activity for Procurement – The Parameters – Ariba Procurement Master Data screen appears.
3. Maintain the parameters mentioned in the tables within this activity.
4. Click Save.

1. Navigate to Integration with Other SAP Components → Ariba Cloud Integration Gateway → Master Data Integration → General Settings → Maintain Filters using the transaction code SPRO.
2. Expand Maintain Filters section & click on IMG-Activity for Procurement – The Prefilters – Ariba Procurement Master Data screen appears.
3. Maintain the filters based on your requirements.
4. Click Save.

• Equality and inclusion: where Option is EQ & Sign is I.
• Ranges and exclusion: where Option is BT & Sign is E.
• Patterns and comparisons: where Option is CP & Sign is I or E.

Users can run the ARBCIG_MASTER_DATA_EXPORT program on SAP System to import Master Data from SAP System to SAP Ariba Procurement solutions. Ensure User has the necessary authorization to run the Master Data program.

1. Run the TCODE SE38.
2. Enter the program name ARBCIG_MASTER_DATA_EXPORT, click Execute – the Export All Master Data Required For On-Demand Application page appears.
3. In the Execution Mode section, tick the Test Run check box & specify the directory path for downloading the files in the Dir Path for file download field when you want to run the master data program just to check the contents in the .csv file. When you keep the box unticked, data will be sent to SAP Ariba Procurement solution.
4. In the Solution section, choose one of the following:
   • Procure-to-Pay: To import master data for SAP Ariba Buying & Invoicing customers.
   • Procure-to-Order: To import master data for SAP Ariba Buying customers. This option does not support downloading the Remittance Location of Suppliers.
5. In the Load Option section, choose one of the following:
   • Full Load: Imports all the Master Data records that are available for the Master Data type.
   • Incremental Load: Imports the Master Data records that have been updated since the last Master Data export event from the SAP System. Incremental Load option imports only Earmarked Fund for Funds Management solution.
6. In the Configuration section specify following values:
   • Encoding to be used: The encoding & charset to convert the data in the CIF file. UTF-8 (for example). This is a required field & is case-sensitive
   • Variant: Specify the unique variant name of your Ariba Procurement realm. (example: VREALM_2)
   • Partition: Specify the unique site name of your Ariba Procurement realm. (example: PREALM_2)
   • Tick the FPC Enabled check box if you are using multi-ERP setup & in the Site field, specify the name of your Ariba Procurement realm to which you want to export Master Data.
7. In Choose Master Data for Export section, select the events for which you want to export the data.
8. To view the Funds Management Data options, tick the Enable Fund Management check box & select the events for which you want to export the data.
9. Click Execute to export the selected Master Data to Ariba Procurement.
10. To export the Master Data in different languages, enter the following program name after you run the TCode SE38: ARBCIG_MASTER_DATA_LANG_EXPORT, provide the Configuration information, select the events for which you want to export the data & click Execute.

When the master data program runs, the program check whether parameter ENHANCED_PAYMENT_TERMS is maintained on the SAP ERP system.

• If its maintained, the master data program sends all the defined values for the day limit associated for the payment term to the SAP Ariba Procurement solutions.
• If this parameter is left blank, the master data program does not check for the different day limits for the payment term.

1. Navigate to Integration with Other SAP Components → Ariba Cloud Integration Gateway → Master Data Integration → General Settings → Maintain Parameters using the transaction code SPRO.
2. Expand Maintain Parameters section & click on IMG-Activity for Procurement – the Parameters – Ariba Procurement Master Data screen appears.
3. Maintain the parameter mentioned in the table on next slide.
4. Click Save.

You can run the ARBCIG_BUYER_CATALOG_EXPORT program manually to import Catalog Master Data from SAP system to Ariba Procurement. Ensure that you have the necessary authorization to run the master data program.

Ensure that you have configured incremental extract event & completed Catalog Upload Request in interface setup.

1. Run the transaction code SE38.
2. Run the ARBCIG_BUYER_CATALOG_EXPORT program.
3. Click Execute to import the selected master data.

1. Navigate to Integration with Other SAP Components → Ariba Cloud Integration Gateway → Master Data Integration → General Settings → Maintain Parameters using the transaction code SPRO.
2. Expand Maintain Parameters section, click IMG-Activity for Catalog Upload Request – The Parameters – Catalog Upload Request screen appears.
3. Maintain the parameters mentioned in the table within this activity.
4. Click Save.

User needs to maintain the BAdi ARBCIG_BUY_CATALOG_EXPORT in order to enhance the catalog upload request.

1. Navigate to Integration with Other SAP Components → Ariba Cloud Integration Gateway → Master Data Integration → Enhancements → Business Add-Ins(BAdis) → BAdis for Catalog Upload Request using the transaction code SPRO.
2. Expand Maintain Parameters section & click on IMG-Activity for Catalog Upload Request screen appears.
3. Implement appropriate method(from table below) in the BAdi.

User need to schedule the report ARBCIG_BUYER_CATALOG_EXPORT to send catalog information to SAP Ariba Procurement solutions.

The report records Purchase Info Record and Catalog Information and ensures that the messages are triggered.:

1. Run the transaction code SM36. The Define Background Job screen appears.
2. Schedule the Program ARBCIG_BUYER_CATALOG_EXPORT to send catalog data at regular interval.

An asset is required to create a Purchase Requisition (PR). In the absence of a valid asset, you can use a dummy asset value to create a PR. You can process a change PR later to update the asset details.

To create dummy asset, follow steps as mentioned below:

1. Run the transaction code AS01, the Create Asset: Initial screen page appears.
2. Enter the following information:
   • Asset Class: Asset class is the criterion for classifying fixed assets. Each asset must be assigned to one asset class. (example: 1000)
   • Company Code: Company code is a number code indicating an organizational unit within the accounting system (example: 1000)
   • Number of similar assets: Number of similar assets that you want to create when you save an asset master record. (example: 1)
3. Click Enter, the Create Asset: Master Data page appears.
4. Navigate to the General tab and enter the following information:
   • Description: Enter a description to indicate that it is a dummy asset value. For example, Unspecified.
   
5. Click Save.

In SAP ERP, create an end-point of the web service required for asset related inbound transaction messages from CIG.

1. Run the transaction code SOAMANAGER. SOA Management screen opens up in the browser.
2. In the Service Administration tab, click Web Service Configuration.
3. Choose the following in the Design Time Object Search tab and click Search.
   • In the Object Name dropdown, enter BUYERASSETREQUEST_ASYNC_IN.
   
4. In the search result, the Service Definition:
   • BUYERASSETREQUEST_ASYNC_IN appears.
   • Click BUYERASSETREQUEST_ASYNC_IN.
   • The Details of Service Definition: BUYERASSETREQUEST_ASYNC_IN page appears.
   
5. Click Transport Settings tab. Enter information for the following fields:
   • Alternative Access URL: /sap/bc/srt/xip/arba/assetrequisitionexportrequest/002.
   • Calculated Access URL: Do not modify this URL.
   • Calculated Protocol: HTTPS.
   • Make Local Call: No Call in Local System.
   
6. Click Save.