Some trading partners may prefer or even require an automated process due to large volumes of transactions with customers. These trading partners can integrate their ERP to SAP Business Network (via cXML or EDI) so that they send and receive documents automatically via their own ERP system. For these types of trading partners, there may be special considerations as fully integrated trading partners may not be able to support certain processes. For example, most integrated trading partners are unable to support attachments. SAP recommends creating a supplier group with adjusted rules to accommodate.
Reminder – To set up a supplier group, log into your SAP Business Network buyer account, click on the "Supplier Enablement" tab, and select the option "Supplier Groups". Click on "Create". Enter a meaningful supplier group name and click the button for supplier group transaction rules. Be sure to select the radio button for "Enter Supplier Group Specific Transaction Rules".
If you would like to review the Unit 1 video How Transaction Rules Function, please click this link.
Learn more about which digital order management rules may not be supported by your integrated trading partners.
- Allow cancel orders for fully shipped orders & Allow change orders for fully shipped orders.
Some integrated trading partners do not accept cancel purchase orders due to their processing speed. They may also have issues with changes or canceling the order once the product has been shipped. This rule can be unchecked at the individual supplier level as it is not available to be set at the supplier group level.
- Require suppliers to provide a reason when they reject an order.
Not all integrated trading partners support order confirmations. Additional requirements for order confirmations may also not be supported.
- Require suppliers to enter a comment at the order confirmation line item level when there are any changes.
Many integrated trading partners support order confirmations, but not all of them. Additional requirements over a standard order confirmation may not be supported by many integrated suppliers.
- Require suppliers to fully confirm line items before fulfillment.
Not all integrated trading partners support order confirmations. Additional requirements for order confirmations may also not be supported.
- Require suppliers to create an order confirmation before creating a ship notice.
Not all integrated trading partners support sending ship notices as the product is often delivered at the same time the ship notice is received. SAP recommends unchecking this rule for integrated trading partners as it may create a barrier to invoicing.
- Require ship notice type on ship notices.
This rule can be a problem if the trading partner is using an older cXML version.
- Require suppliers to provide a unique asset serial number for each purchase order line item on a ship notice.
Integrated suppliers are usually unable to support this request.
- Require suppliers to create an order confirmation for the PO before creating an invoice.
Some integrated trading partners do not send order confirmation because they fulfill the order fast or have a system limitation. This rule will prevent trading partners from executing the transaction, and it is recommended to set to "uncheck".
- Require suppliers to create a ship notice for the PO before creating an invoice.
Some integrated trading partners do not send ship notices. This rule will prevent trading partners from executing the transaction, and it is recommended to set to "uncheck".
- Require suppliers to include only shipped quantities on invoices.
Not all integrated trading partners support sending ship notices. SAP recommends unchecking this rule for integrated trading partners as it may create a barrier to invoicing.
- Require suppliers to include only received quantities on invoices.
Integrated trading partners often do not have an internal process for goods receipts and are unable to consume them. SAP recommends unchecking this rule for integrated trading partners as it may create a barrier to invoicing.
- Require suppliers to send invoice attachments.
Many integrated trading partners do not or cannot send attachments. SAP recommends unchecking this rule to accommodate integrated trading partners.
- Allow suppliers to reuse invoice numbers.
SAP recommends that buyer allow the invoice numbers of invoices in the "canceled", "rejected", and "failed" state to be reused if possible for integrated trading partners to allow for flexibility with their automated systems.
- Require invoice Sold To Name and Country to match PO Bill To Name and Country (or Sold To information if available).
SAP recommends unchecking this rule as many integrated trading partners use Bill To IDs.
- Require suppliers to enter taxes at line item level.
Most North American (NAMER) integrated trading partners can only provide taxes at header/summary level. SAP recommends that this rule remain "unchecked" for North America.
In EMEA region, the VAT tax can be supported at both levels, header and line.
- Require suppliers to choose from your list of valid tax values.
Integrated trading partners do not access the supplier portal user interface (supplier account), and therefore are unable to support this rule.
- Require suppliers to provide tax information in Invoice headers or line items.
Integrated trading partners may have trouble supporting this rule.
- Require suppliers to provide their tax ID on invoices.
SAP recommends unchecking this rule for trading partners located in the United States.
- Allow invoices to be back-dated the specified number of days.
Integrated trading partners should be allowed at least 3-5 days, since many of them batch process invoices.
- Allow suppliers to change the unit price.
SAP recommends configuring a unit price tolerance to account for pricing and decimal rounding.
- Allow suppliers to change part number / allow suppliers to change auxiliary part id.
SAP recommends allowing integrated trading partners to change part numbers. Non-catalog purchase orders may not contain a valid vendor part number.
- Enforce strict address validation for required address fields.
SAP recommends to "check", since this rule ensures that trading partners provide complete and appropriate address information on invoices sent through EDI or cXML. If this rule is not "checked", trading partners can omit name and address information.
- Allow suppliers to omit payment terms in PO invoices.
SAP recommends to "Check" this rule for Integrated Trading Partners. If checked, this rule does not cause Invoices to fail if payment terms are not specified. Instead, if Trading Partners add payment terms to Invoices, SAP Business Network ensures that the net terms on the Invoice match the terms on the Purchase Order. If the supplier does not specify payment terms, the procurement application determines the terms.
- Invoice Address Rules.
SAP recommends NOT to require addresses / IDs unless they are truly needed.
- Allow suppliers to add shipping and special handling costs and tax details as separate Invoice lines.
SAP recommends unchecking this rule. Line level charges for shipping and special handling are generally not supported by integrated trading partners.
- Copy tax from purchase order to invoice.
SAP recommends unchecking this rule. When this rule is checked, it requires trading partners to copy tax from the purchase order to the invoice. Most integrated trading partners determine their own taxes. If you do not want trading partners to charge tax, this should be discussed with your trading partners during the integration process. SAP Business Network requires summary/header level tax of 0 for all invoices.
- Make line item tax on invoice view only.
This is a subrule of the rule "Copy tax from purchase order to invoice". This rule should be unchecked for integrated trading partners.
- Copy tax from purchase order to invoice.
