Describing Load Data Capture in SAP Agricultural Contract Management

Load Data Capture (LDC) plays a crucial role in fulfilling the business requirements of agricultural companies. In most cases, load information is received or uploaded through interfaces, which can be either near real-time or batch-oriented. However, there are instances where the load data needs to be manually entered into the system, especially when receiving data from third-party elevators not owned by the agricultural company.

The load information includes details of what was loaded or unloaded, as well as the corresponding quality and measurement data. During the peak harvest period, agricultural companies face a high volume of deliveries per day. The primary objective is to automate the processing of these loads as much as possible, minimizing manual intervention. This ensures that by the end of the business day, the inventory information is accurate, enabling seamless settlement processing.

To automate the creation of LDC documents, agricultural companies often integrate their weighbridge systems with SAP Agricultural Contract Management APIs. This integration allows for the automatic generation of LDC documents based on the information received from the weighbridge. It's important to note that the load information may not always arrive all at once. For example, the weight data might be received first, allowing the creation of an initial LDC with the weight information. Subsequently, as the analysis is completed, additional information such as analysis records can be added to the LDC using the API.

This approach ensures that the LDC documents are dynamically updated as more data becomes available, providing a comprehensive record of the load information. By leveraging the API and incorporating change management capabilities, agricultural companies can efficiently capture and process load data, enabling accurate inventory management and seamless settlement processing.

Weighbridges are commonly used in industries such as agriculture, logistics, construction, and transportation, where accurate weight measurements are essential for various purposes. They play a critical role in determining factors such as load capacity, compliance with weight restrictions, inventory management, and accurate billing for goods or services based on weight. The data collected from the weighbridge is often integrated with other systems, such as inventory management or billing systems, to ensure accurate and efficient processes throughout the supply chain.

This work center serves as the central hub for manual data entry requirements. When there is a need to enter information manually, this work center provides the necessary interface. It offers a user-friendly area where you can input the reference document. When the reference document is entered, the system automatically populates a significant portion of the required information.

Let's consider an example where we enter a trading contract. Upon hitting the enter key, the application instruction is automatically determined as 03, indicating the existence of an established contract. The system examines the incoterm to determine the title transfer, which in this case is identified as a destination. Consequently, the default event is set as an incoming unload event, as opposed to a load event that would be assigned for an origin-based transfer.

Furthermore, the system auto-fills the plant location. This plant location is defined in the Trader Schedule Workbench (TSW) master data and requires setup. Each plant location is associated with a specific TSW location, denoted internally as LO_001 underscore [plant location code].

Additionally, the material, currency, and vendor details are all automatically populated based on the information provided in the contract. This streamlines the data entry process and ensures consistency across the system.

Apart from trading contracts, there are other reference documents that can be entered in this work center to cater to different scenarios. For instance, if you're executing a planned scenario involving the creation of a purchase order and subsequent call-off to the contract, you would input the purchase order details here. The contract information and other relevant data would automatically default in based on the reference document entered.

Similarly, if you're dealing with a sales order, you can enter the sales order information, and the system will populate the necessary details accordingly.

In the case of a nomination (delivery), you would input the nomination details, and the associated contract and relevant information would be automatically populated.

To ensure completeness, required fields are indicated by stars (*) to highlight their importance. For example, in motor transports, certain fields are mandatory for accurate processing.

In addition to the previously mentioned reference documents (trading contract, purchase order, sales order, nomination, and storage agreement), there are a few more options available for input. Specifically, if you're dealing with a commingled scenario, you have the choice to input a storage agreement to assignment, or it can be determined automatically based on the system logic.

When it comes to application instructions, they will automatically default if you provide a reference document. However, in cases like storage agreements or spot scenarios where no reference agreement exists, you would need to input the application instruction to specify the intended action.

While the transport storage location will default if it is specified in the contract, it's common practice not to include the storage location in the contract since there may be multiple elevators involved. For nominations, the transport storage location will default if it is specified in the nomination.

Incoterms are generally inherited from the contract but may be determined for unplanned scenarios. Furthermore, there are additional pieces of information that need to be entered, such as the weight, certificate category (official, certified, house, Nota Fiscal), and the unit of measure.

In the case of weighing grains, the gross weight is entered, which includes the weight of the truck along with the grains. Subsequently, the grains are unloaded at the elevator, and the empty truck is weighed, providing the tare weight. The net weight, which is automatically calculated by subtracting the tare weight from the gross weight, represents the weight of the grains alone.

Moreover, there is a section to enter analysis details, including characteristics and results. These are determined based on the DPQS in the contract or based on the default schedule of the location. It is also important to indicate the certificate type and the corresponding certification category.

The process can be summarized as a two-step communication flow. After entering the required data, the first step is to release and save the information. Subsequently, the system initiates a series of actions. Initially, it consults the BRFplus tables to determine the relevant scenarios based on the entered data. This step helps identify the specific junction group required for further processing. When the appropriate junction group is determined, the system proceeds to execute a set of function modules in the background. This orchestration framework is responsible for coordinating and calling the necessary modules to generate the required documents and perform additional automated tasks.

In some cases, the exact destination or origin location for loading or unloading is not always known in advance. Therefore, it becomes necessary to define an area or region instead of specifying a specific location.

This approach allows for greater flexibility and accommodates scenarios where the precise location may vary within a designated area. By specifying an area or region, it allows for efficient planning and execution of transportation activities without the need for precise location details. This flexibility ensures smooth operations, especially when dealing with dynamic or changing circumstances during the loading and unloading processes.

Load/unload location optionalities allow you to define in the location hierarchy whether to allow transportation activities at any location or within a restricted group of locations:

• Any Location

  This allows you to use an asterisk in the load/discharge location to allow delivery from/to any location.

• Location Group

  This allows you to deliver against a group of predefined locations.

  For example, the region, NOLA, is defined as a group of multiple locations. The delivery can happen against any of the locations within the region.

To maintain TSW location master data, choose the Location Hierarchy tab.

To enable location hierarchy maintenance, it is necessary to activate the corresponding tab in the TSW location type screen settings. This prerequisite ensures that the hierarchical structure for the locations is properly configured, allowing for efficient organization and management of the load/unload locations within the LDC process.

On the Contract Optionalities tab, the defined location group can be assigned either as a load or discharge location.

When dealing with large shipments, such as trains, there are operational scenarios where it becomes necessary to initiate the loading process ahead of time. This allows for the efficient and prompt assembly of load information once communication begins with the carrier. This practice is known as load staging.

Load staging involves preparing and organizing the load prior to the exact details, such as the recipient counterparty, being known. It enables timely execution and streamlines the loading process when specific information becomes available.

Load staging is particularly beneficial when there are time-sensitive requirements or when multiple shipments need to be coordinated simultaneously. By starting the loading process early, it ensures that once the recipient is identified, the load can be swiftly assigned and dispatched to its intended destination.

This approach optimizes logistical operations and enables efficient handling of large shipments, providing flexibility and responsiveness to dynamic supply chain demands.

In SAP Agricultural Contract Management, the load staging process uses another storage location to move the commodities from the actual storage location into a staging location. The staging process has no impact on position reporting. Staging a load only requires minimum information on the LDC.

Staging can be captured on the event details screen in the LDC.

1. Prior to LDC release, the load can be staged (using the Staging button), which will change the event status to Ready for Staging.

   At the initial stage of the process, it is essential to gather certain weight information, even if the vehicle has not been officially weighed yet. These weight details may be estimated as a preliminary measure.

   
2. After the LDC has been saved and the staging was successful, the event status will change to Staging Successful.
   
3. The load staging will trigger a goods movement in the background to move the stock from the actual storage location into the staging location.
   
4. When the actual load process has been completed (that is, scale information and quality information is available), the LDC can be released, which will create a LDC ticket (obsoleting the LDC will reverse the staging goods movement).
   

   Then, by the ticket process created, a goods movement will move the stock out of the staging location.

   For example, moving stock out of the staging location into in-transit.

The Copy Load Data Capture button allows users to duplicate an existing LDC and make modifications as needed. This enables users to quickly replicate an LDC and easily make changes to specific fields or parameters.

When using the copy feature, all relevant information from the original LDC is retained, including the reference document. For instance, if the reference document is a contract, the copied LDC will carry over the contract information. However, users can override the reference document, such as selecting a different contract or changing the nomination.

Additionally, the copy functionality preserves all data elements from the original LDC, including weight and analysis details. This comprehensive duplication process ensures that important information is accurately transferred to the copied LDC.

This feature is particularly beneficial when dealing with loads that originate from third-party terminals, often received using email or accompanying Excel spreadsheets. By leveraging the copy feature, back-office personnel can significantly reduce manual effort and enhance efficiency in handling load information. It provides a streamlined approach to quickly replicate and modify LDCs, saving time and enabling smoother operations.

The partial weights functionality allows for multiple weights within a single LDC event to be captured, prior to its release. This feature is particularly useful in scenarios where a truck is equipped with multiple trailers, necessitating separate weighing for each trailer.

With the partial weights capability, users can input the weight of the first trailer and subsequently record the weight of the second trailer. When this information is captured, the system will aggregate the individual weights to calculate the total weight. This aggregated total serves as the basis for further processing of the LDC and generation of downstream documents.

By considering the total aggregated weight, subsequent documents, including goods movement records and Logistically Adjusted Quantity (LAQ) calculations, are accurately determined. This ensures that all relevant processes and calculations are based on the combined weight of both trailers, providing a comprehensive and reliable representation of the load's overall weight.

During the creation of the LDC document, users have the option to indicate its relevance for partial weights. This flag can be set either at the initial screen during the creation mode or, if it was inadvertently omitted, it can be updated later when drilling down into the transaction and accessing the event details tab.

By providing this flexibility, the system allows users to accurately specify whether the LDC document requires the capture of multiple weights for partial weight aggregation. This ensures that the appropriate processing and calculations take place, based on the specific requirements of the load and its associated components.

In the LDC process, the default weight screen is intentionally grayed out when working with partial weights. To enter the required weight information, users need to navigate to the overview screen by selecting the corresponding icon.

Typically, when drilling into the default weight screen, users will notice that it is disabled and inaccessible. However, by clicking on the overview icon, the display will be modified, allowing users to input the necessary weight data effectively.

It is mandatory that the last weight is flagged as final weight, prior to LDC release. Release is not possible for LDC that are flagged as partial weight relevant, if no weight was flagged as final.

During the LDC process, it is possible to capture weights for each trailer separately. To indicate the final weight, the last partial weight needs to be flagged. This flagging is mandatory before the release of the LDC, as the release is not possible without it. There is a validation in place to ensure compliance with this requirement.

On the LDC screen, you have the option to flag partial weight during the initial creation. If you didn't flag it at that stage, you can still flag it under the event details tab. In the weights tab, you will notice that the entry fields are grayed out, so you need to switch to the overview screen.

On the overview screen, you enter data in the required fields, such as certification category, unit of measure, gross weight, and tare weight. By creating a second line item, you can input the weight for the second trailer. Make sure to flag the final weight before hitting enter. This will add another line item that displays the total weight of both trailers.

It's important to note that the weight calculation is based on the total aggregated weight, taking into account the tare weight. This value is used for goods movement and serves as the basis for the Logistically Adjusted Quantity (LAQ) calculation.

If the trailers are from different farms or locations, it is possible to have multiple sources for the loads. The LDC process allows for flexibility in handling such scenarios, where the weights are captured separately but processed together for the overall calculation.

When the LDC is saved and released, the orchestration framework is activated, generating the necessary documents, such as purchase order, delivery goods receipt, and application documents. You can drill into these documents to view the net weight and other relevant details.

The availability of this functionality may vary depending on the specific version and implementation of the system.

It's worth mentioning that the use of multiple trailers, such as double trailers, is common in certain regions and agricultural practices. This feature accommodates such scenarios where one truck pulls multiple trailers, allowing for efficient capture and processing of weights. The distribution of transport costs and arrangements between farmers and other parties involved may vary depending on contractual agreements and local practices.

The undefined vendor functionality is designed to handle situations where you have an LDC, but the vendor is not known or not yet created as master data. This typically occurs when you haven't done business with the farmer before and don't have a business partner set up for them.

The undefined vendor functionality uses a generic vendor that was previously specified, and the application documents are created with this undefined vendor. However, these documents cannot be settled until you know the actual vendor and have assigned them accordingly. Validations are in place during the settlement process to prevent the use of generic vendors for settlement.

To address this, you need to set up the actual vendor as a business partner and specify which unidentified vendor will be used for each plant in the master data configuration. The next step in the process is to perform a vendor split in the application work center. This step involves transitioning the application from the generic vendor to the real vendor.

During LDC creation, you can flag the vendor as undefined, which limits the vendor input to only undefined vendors. The follow-on processing of the LDC with defined vendors is identical. The application work center is enhanced with the ability to search for applications created using undefined vendors. This allows you to evaluate the current assignments by searching for the vendor and viewing all the undefined vendor application documents.

Flagging a vendor as an undefined vendor allows you to leverage the vendor in the LDC. You can also enable new settlement validation to prevent unassigned vendors from being used in settlement.

On the LDC creation screen, the vendor can be flagged as undefined vendor, which will restrict the vendor input to only undefined vendors. Follow-on LDC processing is identical to the process with defined vendors. The application document will be created for the assigned undefined vendor.

In the application work center, you can search for applications created using an unidentified vendor. Current assignment can be evaluated by searching for the vendor number itself.

The split to vendor functionality in the application works by allowing you to assign the application to another vendor. To initiate this process, you select the application document and click on the split to vendors icon. This action opens a pop-up window where you can enter the details of the new vendor, such as their number.

You have the option to choose between a 100% split, where the entire application is assigned to the new vendor, or you can input a specific quantity if needed. In most cases, selecting the 100% split option is simpler.

Upon confirming the split, a new line item is created for the application document, now associated with the new vendor number. From this point, you can proceed with the settlement process for the respective vendor.

A new application instruction has been introduced to facilitate back-to-back execution without the need for a nomination planning document prior to LDC execution. The SAP Agricultural Contract Management orchestration framework generates the nomination upon LDC release, following the same process, features, and restrictions as the standard back-to-back functionality.

When utilizing application instruction 14, you input both the purchase contract and the sales contract, along with the relevant information required for the LDC. The system then generates the LDC, creates the nomination, and automatically applies the application documents to the provided contracts, provided they meet the contract terms.

This functionality was developed in response to the need for a streamlined process when the transaction has already taken place outside of the system. Traders often finalize transactions before inputting the data into the system, and this feature enables them to efficiently update the system. By creating the nomination in the background, similar to the standard back-to-back process, the document chain remains intact. It allows for starting with the LDC and generating the necessary documents in the background, akin to how the spot functionality operates.