Exploring Import ERP Initiated Purchase Requisition

Objective

After completing this lesson, you will be able to define the processes related to Export ERP-initiated Purchase Requisitions and its configuration tasks.

Overview

Import ERP Initiated Purchase Requisition Overview

Asynchronous Web Services to import requisitions from SAP ERP:

  • Requisitions from external systems can now be imported asynchronously using the new Import Requisitions Asynchronously web services task.
  • These requisitions include auto-generated requisitions, such as requisitions created automatically during the planning run for Materials Requirement Planning (MRP) in SAP system.
  • Importing requisitions asynchronously improves the reliability of the import process for large number of requisitions and prevents timeout problems, when compared to importing requisitions synchronously using other import channels.
  • This feature allows buyers to create a Purchase Requisition (PR) for materials in SAP system & export it to Ariba Procurement. Buyers can also delete or cancel the PR. When a PR is canceled or deleted, the funds reserved for the PR are released to the budget in SAP system.
  • Buyers can either perform a Full or Incremental Export of the PR to Ariba Procurement.
  • Full Export would send only the new PRs that were not sent to Ariba Procurement. Incremental Export would include the PRs that were updated in SAP system & any new PRs that were created since the last date of export.
  • The export supports the following categories of PR: Material.
  • CIG supports PRs with only standard document type.
  • You can also define the Variant & Partition to filter the records that are exported to Ariba Procurement.
  • You can maintain the Variant & Partition information for the export report, filter & timestamp.
  • The export program would send the records based on the Variant & Partition details configured in the filter & the timestamp.
  • If the status of ERP-initiated PR is Composing or Submitted in Ariba Procurement, the response to the PR is shown as Success in the SLG1 log.
  • If the ERP-initiated PR fails in Ariba Procurement, an error is shown in the SLG1 log.

Prerequisites:

  • Enable feature (via SR): CP-11262: Support Async processing via CIG integration on SAP Ariba Procurement.
  • Enable the following optional parameters (via SR) on SAP Ariba Procurement:
    • Application.Budget.ExcludeRealTimeBudgetChecksOnImportedRequisitions
    • Application.Purchasing.EnableDemandAggregation
    • Application.ERP.DeleteHeldLineItemsFromMRPrunRequisitions
    • Application.Budget.ExcludeRealTimeBudgetChecksOnFinalApproval
    • Application.Budget.StartDateToEnableRealTimeBudgetChecksInExternalSystems
    • Application.Procure.IncludeErrorCodeInWebServiceErrorResponse
  • Enable CIG on Ariba Procurement by selecting following integration tasks:
    • Import Requisition Asynchronously
    • Export Response for Import Requisition(s) Task Status Asynchronously
    • Export Deletion Request for Held Line Items on MRP Run Requisitions Asynchronously
    • Export Submitted Requisitions for Budget Checks Using SAP Ariba Cloud Integration Gateway
  • Review & accept the Data Definition changes for the new asynchronous requisition import task, Import Requisitions Asynchronously in your SAP Ariba Buying & Invoicing realm.
  • Imported requisitions do not include tax & charge lines. You must ensure that the appropriate taxes & charges are added before you submit the requisitions for approval.
  • In SAP System, select following Inbound & Outbound webservice messages while executing Interface Setup program:
    • ERP-initiated Pur. Requisition (Outbound)
    • Procurement Response to ERP (Inbound)
    • Aggregate Requisition (Inbound)
  • In SAP system:
    • Configure the timestamp to determine the PR records to export.
    • Maintain the Parameters & Filters to determine the PR records to export.
    • Configure the program to export the PR records.
    • Implement the Customer Exit to prevent cyclic updates of the PR when you run the Incremental Export of the PRs from SAP system.

Restrictions

  • If the origin of the PR is Ariba Procurement, changes done in SAP system are not included in the export.
  • PRs with the following document types are not supported:
    • Framework Requisition
    • Outline Agreement Requisition
  • Service requisitions are not supported.
  • Attachments are not supported as part of Export PR from SAP system.
  • If you add taxes, charges & discounts to ERP-initiated PRs in Ariba Procurement, you should not do further changes to the PRs in SAP system.
  • You can change PRs created from Material Requirement Planning (MRP) only in Ariba Procurement. If a PR created from MRP is changed in SAP system and exported to Ariba Procurement, a message is returned requesting to update the requisition on Ariba Procurement.
  • If the budget check is enabled, simultaneous edit to the same requisition on both SAP system & Ariba Procurement could result in data loss.

Configuring ERP-Initiated Purchase Requisition

Task / ActivityEnvironmentDescription
Enable feature & parametersSAP Ariba ProcurementEnable required features & parameters in Ariba Procurement by raising a Service Request (SR).
Review & accept Data DefinitionSAP Ariba ProcurementReview & accept the Data Definition changes for the new asynchronous requisition import task, Import Requisitions Asynchronously.
Enable CIGSAP Ariba ProcurementEnable CIG by selecting required integration tasks.
Create ProjectCIGCreate a project for Product "Ariba Procurement".
Maintain Cross Reference ParametersCIGMaintain Cross Reference - Parameters for Requisition ImportAsyncPull Request document type as needed (optional).
Execute Interface SetupSAP systemExecute Interface Setup program by selecting required web service messages.
Maintain timestampSAP systemMaintain the timestamp to determine the Purchase Requisition records to export to Ariba Procurement.
Maintain parametersSAP systemMaintain any of the provided parameters to address your business specific use case.
Maintain filtersSAP systemMaintain additional Filters to export the PR records of any specific category (optional).
Implement Customer ExitSAP systemImplement this Customer Exit to prevent cyclic updates of the PR.
Implement BAdlsSAP systemIf customer wants to further enhance or modify the data before sending or receiving the data from / into SAP system (optional).
Export PRs from SAPSAP systemExport the PRs from SAP by executing ARBCIG_BUYER_PR_EXPORT program.

Activity 2.1 SAP Ariba Cloud Integration Specific Configuration in SAP System

There are 3 sub activities in this section:

2.1.1 Global Settings

2.1.2 General Settings

2.1.3 Transaction Specific Settings

Activity 2.1.1 SAP Ariba Cloud Integration specific configuration in SAP system – Global Settings

Ensure that following configurations of Global Settings section are in place:

  • Maintain Certificates
  • Send SAP Information to CIG
  • Maintain Parameters for Attachments Support
  • Maintain BAdIs as per your requirements

Note

To know more about these activities, please refer to the AddOn SPRO - Global Settings unit of the AR822 SAP Ariba Cloud Integration Gateway Administration course on SAP Learning Hub.

Activity 2.1.2 SAP Ariba Cloud Integration Specific Configuration in SAP System – General Settings

Navigate to General Settings in SAP system for SAP Ariba Procurement Transactions

  • Run the transaction code SPRO – the Customizing: Execute Project screen appears.
  • Click SAP Reference IMG – the Display IMG screen appears.
  • Navigate to:
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • Ariba Procurement Integration
    • General Settings
SAP IMG screen displaying navigation hierarchy for SAP Ariba Procurement Integration, highlighting General Settings under integration options.

In order to enable the flow of messages between SAP System and SAP Ariba Procurement, under General Settings user needs to:

  • Setup the Interface
  • BAdIs for Setting Up the Interface (optional)

Select following Inbound & Outbound webservice messages while executing Interface Setup program:

  • ERP-initiated Pur. Requisition (Outbound)
  • Procurement Response to ERP (Inbound)
  • Aggregate Requisition (Inbound)
SAP interface setup for Ariba Procurement, showing data center selection, connection instance, login authentication, proxy, and message configurations.

Activity 2.1.3 SAP Ariba Cloud Integration Specific Configuration in SAP System: Transaction Specific Settings

These are the activities in this section:

  1. Maintain Timestamp
  2. Maintain Parameters
  3. Maintain Filters
  4. Implement Customer Exit
  5. Implement BAdIs
Activity 2.1.3a SAP Ariba Cloud Integration specific configuration in SAP system: Transaction Specific Settings – Maintain Timestamp

You can configure the timestamp to determine the Purchase Requisition (PR) records to export to SAP Ariba Procurement.

  • SAP system exports the PR data records that are created after the date & time specified in the timestamp.
  • This is in one-time activity.
  • After you run the export program, the timestamp is updated to the time you last ran the export program. When you run the export program, it considers the Requisition Document Number, Date & Time that is defined in this activity.

Steps to configure Timestamp:

  1. Run the TCode SPRO & navigate to:SAP IMG screen showcasing the hierarchy for SAP Ariba Procurement Integration, highlighting Application Specific Settings and ERP-initiated Purchase Requisition.
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Application Specific Settings
    • ERP-initiated Purchase Requisition
    • Maintain Timestamp
  2. The Change View "Timestamp for Document Export": Overview page appears.SAP interface for Timestamp for Document Export, highlighting New Entries option for managing timestamp-related configurations for document export.
  3. On the application toolbar, click New Entries.
  4. In the New Entries: Overview of Added Entries table, enter the required details.SAP screen displaying New Entries overview for document export timestamps, showing solution, variant, partition, document number, date, and time.
  5. Click Save.
FieldDescription
SolutionSelect Ariba Procurement Integration.
VariantThe unique variant name your Ariba Procurement realm. For example, VREALM_2.
PartitionThe unique site name your Ariba Procurement realm. For example, PREALM_2.
Document TypeThe document type or the type of Purchase Requisition that you would like to export.
Document Number(Optional) Specify the requisition number that you want to export. The export program will send the records from the specified requisition number onwards that were created on or after the defined date & time.
DateSpecify the requisition creation date. The export program will send the requisitions created on or after the specified date. Enter the date in the MM.DD.YYYY format. For example, 130.4.2020.
TimeSpecify the requisition creation time. The export program will send the requisitions created on or after the specified date and time. Enter the time in the HH:MM:SS format. For example, 11:34:18

Activity 2.1.3b SAP Ariba Cloud Integration Specific Configuration in SAP System: Transaction Specific Settings - Maintain Parameters

You can maintain any of the provided parameters to address your business specific use case.

The parameter maintenance is an optional activity.

Perform these steps to maintain Parameters:

  1. Run the TCode SPRO & navigate to:SAP Display IMG showing SAP Ariba Procurement Integration hierarchy with ERP-initiated Purchase Requisition and Maintain Parameters to Export ERP Requisition.
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Application Specific Settings
    • ERP-initiated Purchase Requisition
    • Maintain Parameters to Export ERP Requisition
  2. The Parameters - ERP Requisition Export screen appears.SAP screen for Parameters - ERP Requisition Export, highlighting variable names and the Modify option for parameter configuration adjustments.
  3. On the application toolbar, click Modify.
  4. Maintain the required parameters by adding X (in uppercase) in Low field.SAP screen displaying Parameters - ERP Requisition Export, showcasing configured variable names, field names, number variants, partitions, and values.
  5. Click Save.

Purpose of maintaining Parameters:

  • BUY_PR_EXPORT_CHANGES: Enable this parameter if you wish to export the PR changes done in SAP system. This option is not applicable to full load export.
  • BUY_PR_CHANGE_ENABLED: Enable this parameter so that the EXIT_SAPLMEREQ_008 Customer Exit will trigger to prevent cyclic updates of the PR when you run the Incremental Export of the requisitions from SAP system.

The Customer Exit will add the PR records updated in Ariba Procurement to the ARBCIG_BUY_REQ table. The records in the table will not be considered in the next Incremental Export from SAP system. If the same PR is again updated in SAP system, the Customer Exit will remove the record from the ARBCIG_BUY_REQ table. The updated PR record will now be considered in the next Incremental Export from SAP system.

Parameter NameValues
BUY PR_EXPORT_ CHANGESVariable Name: BUY_PR_EXPORT_CHANGES.

Field Name: Leave it blank.

Variant: The unique variant name for the SAP Ariba Procurement solutions in SAP ERP. For example, VREALM_2.

Partition: The unique site name for the SAP Ariba Procurement solutions in SAP ERP. For example, PREALM_2.

Low. Specify 'X' to enable or leave it blank to disable.

BUY_PR_CHANGE_ENABLED

Variable Name: BUY_PR_CHANGE_ENABLED.

Field Name: Leave it blank.

Variant: The unique variant name for the SAP Ariba Procurement solutions in SAP ERP. For example, VREALM_2.

Partition: The unique site name for the SAP Ariba Procurement solutions in SAP ERP. For example, PREALM_2.

Low: Specify 'X' to enable the customer exit or leave it blank to keep it disabled.

Activity 2.1.3c SAP Ariba Cloud Integration Specific Configuration in SAP System: Transaction Specific Settings - Maintain Filters

You can maintain additional Filters to export the PR records of any specific category.

The Filter maintenance is an optional activity.

Perform these steps to maintain Filters:

  1. Run the TCode SPRO. then navigate to:SAP IMG navigation menu showing Ariba Procurement Integration settings for configuring ERP purchase requisition export parameters and customizations.
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Application Specific Settings
    • ERP-initiated Purchase Requisition
    • Maintain Filters
  2. The Prefilters - ERP Requisition Export screen appears.SAP screen showing Prefilters - ERP Requisition Export, highlighting the variable name and the Modify option for prefilter adjustments.
  3. On the application toolbar, click Modify.
  4. Maintain the values.SAP interface for Prefilters - ERP Requisition Export displaying variable details, type, partition, and range values for configuration.
  5. Click Save.

Purpose of maintaining Filters:

  • BUY_PR_EXPORT: Configure this filter on any specific field to filter the requisitions fetched from the EBAN table (standard SAP Table which is used to store Purchase Requisition data), which are then exported to SAP Ariba Procurement.
Variable NameSupported Values
BUY_PR_EXPORT

Variable Name: BUY_PR_EXPORT

Field Name: The field to filter. For example, WERKS.

Type: S

Number: 0000

Variant: The unique variant name for the SAP Ariba Procurement solutions in SAP ERP. For example, VREALM_2.

Partition: The unique site name for the SAP Ariba Procurement solutions in SAP ERP. For example, PREALM_2.

Sign: For example, I.

Option: For example, EQ or BT.

Low: Enter the filter value for the criterion you set for the field.

High: Blank if the Option field is not BT.

Activity 2.1.3d SAP Ariba Cloud Integration Specific Configuration in SAP System: Transaction Specific Settings - Implement Customer Exit

When an ERP-initiated Purchase Requisition (PR) is updated in SAP Ariba Procurement, the changes to the PR are sent back to SAP system. When you run the Incremental Export, the same requisition will be sent back to SAP Ariba Procurement even though there is no change done to that PR in SAP system.

  • Implement this Customer Exit to prevent cyclic updates of the PR when you run the Incremental Export of the PRs from SAP system.
  • The Customer Exit will add the PR records updated in Ariba Procurement to the ARBCIG_BUY_REQ table. The records in the table will not be considered in the next Incremental Export.
  • However, if the same PR is again updated on SAP system, the record is removed from the ARBCIG_BUY_REQ table. The updated PR record will be considered in the next Incremental Export.

To implement Customer Exit:

  1. Run the TCode SPRO, navigate to:SAP Display IMG showcasing ERP-initiated Purchase Requisition with steps for implementing a customer exit for purchase requisition customization.
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Application Specific Settings
    • ERP-initiated Purchase Requisition
    • Implement a Customer Exit for Purchase Requisition
  2. The Project Management of SAP Enhancements screen appears.SAP screen titled Project Management of SAP Enhancements with options to manage project ZPRCYUP, attributes, and assignments.
  3. Enter a name in the Project field. For example, ZPRCYUP, click Create. (If you already have an existing SAP project for enhancement MEREQ001, use the same project.)
  4. Enter a Description in the Short Text field.SAP screen displaying Attributes of Enhancement Project ZPRCYUP, highlighting short text Ariba Include to prevent PR Cyclic Updates.
  5. Click Enhancement assignments.
  6. Click Yes to save the data – the Create Object Directory Entry screen appears.SAP screen for Attributes of Enhancement Project ZPRCYUP prompting to save changes before exiting attribute editing with options.
  7. Choose the package.SAP screen for Attributes of Enhancement Project ZPRCYUP showing Create Object Directory Entry, package information, and responsible person.
  8. Save the changes – The SAP Enhancements in Enhancement Project ＜object name＞ page appears.
  9. Enter MEREQ001 in the Enhancement field & then press Enter.Screenshot of SAP Enhancements in Enhancement Project ZPRCYUP, showing Enhancement MEREQ001 with highlighted Components tab and other options.
  10. Click Components.
  11. Double-click EXIT_SAPLMEREQ_008 – the Function Builder: Display EXIT SAPLMEREQ_008 page appears.Screenshot of SAP display ZPR_SAU showing project details, enhancement assignments, function exit list, and configuration tables with checkmarks.
  12. Double-click INCLUDE ZXM02U08 in the Function Builder – the ABAP Editor: Display Include ZXM02U08 page appears.Screenshot of SAP Function Builder displaying EXIT_SAPLMEQ_008 function module with INCLUDE ZXMO2U008 statement highlighted in blue.
  13. Enter the include: INCLUDE ARBCIG_BUY_PR_UPDATE IF FOUND.Screenshot of ABAP Editor changing include ZXMO2U08, highlighting include statement for ARBCIG_BUY_PR_UPDATE IF_FOUND.
  14. Save the entries.
  15. Click the Activate button & go back to the CMOD screen.
  16. Activate the Customer Exit in the CMOD screen.

Activity 2.1.3e SAP Ariba Cloud Integration Specific Configuration in SAP System: Transaction Specific Settings - Implement BAdIs

Implementing Ariba provided BAdIs is optional. If customer wants to further enhance or modify the data before sending or receiving the data from / into SAP system, these BAdIs can be used.

Available BAdIs:

  • ARBCIG_ERP_REQUISITION_EXPORT
  • ARBCIG_BUYER_STATUS_UPDATE
  • ARBCIG_BATCH_DELETE_REQ

ARBCIG_ERP_REQUISITION_EXPORT

You can use this BAdI to enhance or modify data of ERP-initiated Purchase Requisition & for processing enhancements before sending the message to Ariba Procurement.

Implementation Methods available in BAdI:

  • PUBLISH_REQUISITION - Process the final Purchase Requisition data.
  • PROCESS_ACCOUNT - Process the accounting data in the Purchase Requisition.
  • PROCESS_ITEM - Process the item data in the Purchase Requisition.
  • PROCESS_REQUISITION_DATA - Process the Purchase Requisition data extracted from the EBAN table.
  • PRE_PROCESS - Process requisition data for the EXIT_SAPLMEREQ_008 Customer Exit.

To implement BAdI ARBCIG_ERP_REQUISITION_EXPORT:

  1. Run the TCode SPRO & navigate to:
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Business Add-Ins(BAdIs)
    • ERP-initiated Purchase Requisition Export
    • BAdI for ERP-initiated Purchase Requisition Export
  2. The BAdI Implementations screen appears.
  3. Implement the BAdI based on your requirements.

ARBCIG_BUYER_STATUS_UPDATE:

You can use this BAdI to enhance or modify the Document Status Data of ERP-initiated Purchase Requisition & for processing enhancements before sending the message to SAP system.

Implementation Methods available in BAdI:

PRE_PROCESSING - Preprocess for Document Status Update.

POST_PROCESSING - Postprocess for Document Status update.

To implement BAdI ARBCIG_BUYER_STATUS_UPDATE :

  1. Run the TCode SPRO, navigate to:
    • Integration with Other SAP Components.
    • SAP Ariba Cloud Integration Gateway.
    • SAP Ariba Procurement Integration.
    • Business Add-Ins(BAdIs).
    • Procurement Response to ERP.
    • BAdI for Procurement Response to ERP.
  2. The BAdI Implementations screen appears.
  3. Implement the BAdI based on your requirements.

ARBCIG_BATCH_DELETE_REQ

You can use this BAdI to customize values while deleting the individual Purchase Requisitions & consolidating them into a single Purchase Requisition in Demand Aggregation scenario.

Implementation Methods available in BAdI:

  • PREPROCESSING - Process the values before deletion of Purchase Requisition.
  • POSTPROCESSING - Process the values after deletion of Purchase Requisition.

To implement BAdI ARBCIG_BATCH_DELETE_REQ:

  1. Run the TCode SPRO, navigate to:
    • Integration with Other SAP Components
    • SAP Ariba Cloud Integration Gateway
    • SAP Ariba Procurement Integration
    • Business Add-Ins(BAdIs)
    • Aggregate Requisition
    • BAdI for Aggregate Requisition.
  2. The BAdI Implementations screen appears.
  3. Implement the BAdI based on your requirements.

Activity 2.2 SAP Ariba Cloud Integration Specific Configuration in CIG

Buyer users need to perform following activities in this section:

  1. Add / update SAP System information or ensure that the information sent from your SAP System is available in CIG
  2. Create the Project for Ariba Procurement product.
  3. Add a Connection.
  4. Define Cross References Parameters for RequisitionImportAsyncPullRequest document type.
  5. Define Lookup Values based on your requirements. (not required for ERP-initiated PR Integration).
  6. Ensure that your realm ID is correctly selected.
  7. Confirm & Test the project to get ready for deployment to Production.

Note

To know more about these activities, please refer to the CIG Project Configuration unit of the AR822 SAP Ariba Cloud Integration Gateway Administration course on SAP Learning Hub.

Activity 2.3 SAP Ariba Cloud Integration Specific Configuration in SAP Ariba Procurement

Complete the following for SAP Ariba Procurement solution:

  1. Enable feature (via SR): CP-11262: Support Async processing via CIG integration.
  2. Enable the following optional parameters (via SR):
    • Application.Budget.ExcludeRealTimeBudgetChecksOnImportedRequisitions
    • Application.Purchasing.EnableDemandAggregation
    • Application.ERP.DeleteHeldLineItemsFromMRPrunRequisitions
    • Application.Budget.ExcludeRealTimeBudgetChecksOnFinalApproval
    • Application.Budget.StartDateToEnableRealTimeBudgetChecksInExternalSystems
    • Application.Procure.IncludeErrorCodeInWebServiceErrorResponse
  3. Enable CIG by selecting the following integration tasks:
    • Import Requisition Asynchronously
    • Export Response for Import Requisition(s) Task Status Asynchronously
    • Export Submitted Requisitions for Budget Checks Using SAP Ariba Cloud Integration Gateway
    • Export Deletion Request for Held Line Items on MRP Run Requisitions Asynchronously
  4. Review & accept the Data Definition changes for the new asynchronous requisition import task, Import Requisitions Asynchronously.

Export ERP-Initiated Purchase Requisition to SAP Ariba Procurement

This program is used to send Purchase Requisitions (PR) created in SAP system to Ariba Procurement. The header details, item details & accounting details of the PR are included in the export.

  • As discussed in earlier topic, you can set additional filters for the export. For example, you can filter the PRs based on the Plant.
  • Before running the export program, you must configure the date & time from which the records must be exported. A Full Load export will send only the new requisitions that are not yet exported to Ariba Procurement.
  • When you run an Incremental Load export, the exported payload will include the changes to the existing PRs along with new requisitions if the BUY_PR_EXPORT_CHANGES parameter is enabled.
  • The deleted PRs are not included in the Full or Incremental Export.

Prerequisites:

  • Configure the date & time (Timestamp).
  • Enable the required Parameters.
  • Maintain required Filters.
  • Implement Customer Exit.

To export the PR data:

  1. Run the TCode ARBCIG_BUYER_PR_EXPORT or go to TCode SE38 & run the ARBCIG_BUY_PR_EXPORT program – The Requisition Export to Procurement Solutions screen appears.SAP screen for Requisition Export to Procurement Solutions showing execution mode, configuration settings, include options, and load options.
  2. Enter / select the required values as shown in the example table this lesson.
  3. Click Execute (without checking Display Data Box) to export master data to SAP Ariba Procurement solutions based on the selected criteria.
  4. Check Display Data box & click Execute only to display the XML document of the PR Export – the Display XML Document screen appears. You can check the details of the PR Export.SAP interface for Requisition Export to Procurement Solutions showing execution mode with a selected checkbox for Display Data.SAP screen displaying an XML document output for Requisition Export, detailing requisition data, partitions, operations, quantity, and currency.

Note

When you choose Display Data option, PR records will not be sent to SAP Ariba Procurement.

Srl#FieldDescription
a

Display Data

Select this option if you want to perform the test run of sending purchase requisition information from SAP ERP to SAP Ariba Procurement solutions.

b

Variant

The unique variant name for the SAP Ariba Procurement solutions in SAP ERP for purchase requisition records. For example, VSAP.

c

Partition

The unique name of your site for the SAP Ariba Procurement solutions in SAP ERP for purchase requisition records. For example, PSAP

d

Batch Size

This option is visible only when Display Data option is not selected. Enter the number of records to export.

e

Comments

Select this option to include header and item comments in the export. It is not selected by default.

f

Work Orer-Based Requisition

Select this option to include only the Work Order-Based PRs in the export. If it is not selected, the program will send all the PRs from SAP system to Ariba Procurement.

g

Contract & Other Limit

 
h

Full Load

Select this option to export all the purchase requisition records.

i

Incremental Load

Select this option to export a set of records between a date range or all the records since the last export.

jResend

Select this option to resend a specific set of purchase requisition records. Provide the purchase requisition number or the range of numbers to resend.

Configuring Scheduled Jobs

To send Purchase Requisition (PR) records from SAP system to SAP Ariba Procurement, you can schedule the job using the ARBCIG_BUY_PR_EXPORT program.

  • When you execute the PR Export program via TCode ARBCIG_BUY_PR_EXPORT or via TCode SE38, you are basically running that program in foreground.
  • Scheduling job helps you run the PR Export program in the background & at the defined time interval.

Prerequisite:

  • You need to create Variant which will be used while scheduling the job. Variant creation happens when you are defining the PR Export criteria for ARBCIG_BUY_PR_EXPORT.

To schedule a job:

Steps

  1. Run the TCode ARBCIG_BUYER_PR_EXPORT (or go to TCode SE38) & run the ARBCIG_BUY_PR_EXPORT program – the Requisition Export to Procurement Solutions screen appears.

    SAP screen for Requisition Export to Procurement Solutions, displaying execution mode, configuration settings, and load options for data processing.

  2. Enter / select the required values.

  3. Click Save – the Variant Attributes screen appears. This is a standard SAP screen.

  4. Specify the Variant & Description to export purchase requisition data from SAP system. For example, Variant: PR_Export & Description: Export ERP-initiated PR.

    SAP screen showing Variant Attributes configuration with fields for variant name, description, screen assignment, and selection screen options.

  5. Click Save.

  6. Run the TCode SM36 – the Define Background Job screen appears.

    SAP SM36 screen for defining background jobs, showcasing general job data, start condition, job wizard, and scheduling options.

  7. Click on Job Wizard.

  8. On the Create a job screen, Click Continue.

    SAP Job Wizard interface guiding users step-by-step to create and configure jobs, featuring Continue and Cancel options.

  9. On the General job information screen, define a Job Name. For example, PR Export & define a Job Class, for example, A – High priority & then click Continue.

    SAP Job Wizard step for General Job Information, featuring fields for Job Name, Job Class priority, Job Status, and Target.

  10. On the Job definition: Job step screen, select ABAP program step & then click Continue.

    SAP Job Wizard step for defining a job, offering options for ABAP program step, external command, or external program execution.

  11. On the ABAP program step screen, define ABAP Program Name: ARBCIG_BUY_PR_EXPORT & in the Variant field, select the variant you created earlier. For example, PR_Export & then click Continue.

    SAP Job Wizard step for ABAP Program, specifying Program Name, Variant, Execution Language, and additional parameters or recipients setup.

  12. On the Multi-step option screen, click Continue.

    SAP Job Wizard Multi-step Option offering to add additional steps for jobs, with Continue and Cancel navigation options.

  13. On the Job definition: Start conditions screen, select a condition. For example, Date/time & then click Continue.

    SAP Job Wizard step for defining job start conditions, offering options like immediately, date/time, or event-based triggers with navigation controls.

  14. On the Definition of start at date/time screen, define Scheduled Start date & time. Additionally, you have an option to define Periodic jobs by checking Period checkbox & then click Continue.

    SAP Job Wizard step to define start date/time for a job, including scheduled start, latest start, and periodic/restriction settings.

  15. If you want to define Periodic jobs by checking Period checkbox, on the Period Definition screen you need to select frequency. For example, Hourly & then click Continue.

    SAP Job Wizard period definition allows setting job periodicity options like hourly, daily, weekly, monthly, or custom-defined intervals.

  16. On the Set job screen, click Complete.

    SAP Job completion screen displays job details, including name, priority, server, steps, start condition, with Complete and Cancel options.

  17. Check the confirmation message – Job <Job Name> saved with status: Released.

Result

SAP Define Background Job interface showing details like job name, class, start conditions, steps, and status Released confirmation.

Demand Aggregation

Overview:

The Import ERP-initiated Requisition feature is introduced majorly for the customers who use Material Requirement Planning process in SAP system & want to send requisitions created out of MRP process to SAP Ariba Procurement for approvals & demand aggregation.

  • A Demand Aggregation for Purchase Requisitions (PR) combines multiple PRs into a single PR. For example, if there are multiple PRs for similar goods from a vendor, they can be consolidated into a single PR.
  • To enable Demand Aggregation using CIG, configure the Aggregate Requisition option in the Interface Setup Program in SAP system.
  • CIG supports Demand Aggregation of PRs created using Material Requirement Planning. When a Demand Aggregation PR is submitted in Ariba Procurement, it deletes the individual PRs created using Material Requirement Planning & a consolidated PR is created.
  • In SAP Ariba Procurement sites / realms enabled for both Demand Aggregation & Budget Check functionalities, line items that were qualified for demand holding rules (held line items) were also sent to SAP system when users submit demand-aggregated requisitions for approval.
Problem StatementSolution
During the budget-check process for a submitted requisition, the held line items were deleted from the corresponding requisition in SAP system.With this enhancement, held line items on MRP-run requisitions are deleted from SAP system only after an aggregated requisition is submitted in the SAP Ariba Procurement.
In the case of held line items deleted from MRP-run requisitions, the MRP run process in SAP system triggered a cyclic update in which multiple requisitions were created for the same set of held-line items that were deleted.The SAP Ariba Procurement initiates budget checks on the aggregated requisition after the line items held for demand aggregation are deleted in SAP system.

Note

After submission of Demand-Aggregation (consolidated) Purchase Requisition, Ariba Procurement sends the Delete Request for original Purchase Requisitions to SAP system & then Demand-Aggregation (consolidated) Purchase Requisition will be sent to SAP.

If the held line items could not be deleted in SAP system, the status of the PR reverts to Composing. The line items that failed to be deleted include the details of the error. In this case, the user can either retry exporting the deletion request or delete the failed items from the aggregated PR & export the deletion request again.

Additional Notes:

  • It is recommended that users should not make changes to requisitions in SAP system after those requisitions are imported in the SAP Ariba Procurement. In the case of MRP-run requisitions that are in the Approved or later states in the SAP Ariba Procurement, errors are returned when users attempt to make changes to the corresponding requisitions in SAP system.
    • Data entered on an updated requisition in SAP system might be lost after the associated requisition imported in the SAP Ariba Procurement is submitted for approval.
    • This scenario can occur typically when a user updates the requisition in SAP system before the associated requisition imported in the SAP Ariba Procurement is processed. After a user submits the imported requisition for approval, the requisition undergoes budget checks in SAP system & upon successful completion of budget checks, this requisition overwrites the requisition in SAP system.
    • It is recommended that you must not edit or withdraw an MRP-run requisition during the process.
  • Line items marked as held line items in the Ariba Procurement might continue to exist on the original requisitions in SAP system until an explicit deletion request is made to the SAP system. Possible causes for this scenario are:
    • An aggregated requisition has not been created in Ariba Procurement.
    • In Ariba Procurement, the catalog associated with the held line item has expired because of which the item could not be added to an aggregated requisition.
  • For MRP-run requisitions that are in the Approved (or later) states in the Ariba Procurement, changes cannot be made to the line items on the corresponding requisition in SAP system.
    • This feature does not support requisitions consisting of service items.
Flowchart illustrating SAP Ariba's MRP-run requisition integration, covering PR export, approval, aggregation, budget checks, and status changes.

Work Order-Based Requisition

This feature provides buyers using CIG the capability to send Work Order-Based Purchase Requisitions (PR) from SAP system to SAP Ariba Procurement with the Procurement Operations Desk capability enabled.

  • Buyers using the Plant Maintenance module in SAP system can use planned maintenance Work Orders to procure maintenance & repair services for their plants & machinery.
  • SAP system generates PRs for the items listed in the Work Orders. The Work Order-Based PRs are sent to SAP Ariba Procurement & flow to the Procurement Operations Desk for approval by procurement operations desk agents.
  • If you want to include the Work Order-Based PRs, enable the Work Order Requisition option in the ARBCIG_BUY_PR_EXPORT program. If the option is disabled, the program will send all the PRs that are initiated from SAP system.

Prerequisites:

  • Enable ERP-initiated Purchase Requisitions.
  • Enable the parameters in Ariba Procurement: Application.Purchasing.WorkOrderReqRfqSupport
  • Enable the Procurement Operations Desk in Ariba Procurement.
  • In SAP system, configure the program to export the Work Order-Based Purchase Requisition

Restrictions:

  • If the budget check is enabled, any update to the Work Order requisition on Ariba Procurement will not reflect on ERP.

Learning

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