Category: SAP Ariba

Preface – This post is part of the SAP Ariba series.

Introduction

For integrating SAP Ariba Procurement Solution to SAP ERP you must download and import SAP ERP transports to your Procurement Solution. The installation process is the same for first-time installation as well as for the upgrades. You must specify a target client when adding the transports to the import queue. Defining the target client is needed as the transports contain both clients dependent as well as client independent configurations. To specify the target client you should use T-code STMS (SAP Transport Management System).

The sequences to install the transport are provided in Readme.txt file present in the ZIP file downloaded from connect.ariba.com. For real-time integration of SAP ERP to SAP Ariba Procurement Solution, you need to configure SAP ERP after the import of transport is completed.

SAP Ariba – SAP ERP Transports: Transport Management System Configuration

Steps to configure TMS:

1.      Domain Controller setup

1. Open Sap Logon and log in to the system which is decided to be Domain Controller
2. In client 000, go to transaction STMS
3. The system will ask you to create the transport domain if the Domain Controller is not configured. Select the create proposal and save
4. If the domain controller is already present, you will be logged onto the domain controller.

2.      Adding SAP system to Transport Domain

1. Log on to the SAP system that is to be added as the domain.
2. In client 000, go to transaction STMS
3. TMS will check the configuration file cfg and propose to join the domain if Domain Controller is already present and the system is not added.
4. System status will be waiting as it still needs the approval to be included in the transport domain
5. To approve, logon to Domain Controller system. In client 000, go to transaction STMS and navigate to Overview and then click Systems.
6. New systems are visible. Go to SAP System and Approve.

Preface – This post is part of the SAP Ariba series.

Introduction

Before going into the SAP Ariba Integrating Transactional Data we will understand what is transaction data, what type of business information comes under transaction data and some important T-codes in sap related to transaction data.

Transaction data is a business document that is created out of master data like material master data, vendor master data and keeps changing on a daily basis. A daily transaction detail, production details come under transaction data.

SAP Ariba Integrating Transactional Data

In SAP Ariba transaction data includes invoice, receipt, purchase order.

Important transactions for Transaction Data:

• Invoice : MIRO
• Goods receipt : MIGO
• Purchase Order: ME21n, ME22n, ME23n
• Sales Order: VA01, VA02, VA03

Methods for integrating transaction data:

1. File channel option
2. Web services channel
3. User interface option
4. Mediate connectivity integration

Integration Using File Channel option

You import or export the data using scheduled integration events or run the code manually from Ariba Administrator. Executable program code is defined for each file channel integration event and is scheduled to run which extracts the CSV file from Ariba and exports it to the ERP system.

As we have mentioned the transaction data is downloaded using integration events in CSV file format. The process is followed up by a data transfer tool. Data transfer tool pushes these downloaded CSV files to the ERP system. In the SAP ERP system, custom RFC programs are designed to read the data from the CSV file. Further RFC/BAPI programs create the data in SAP ERP and send it back to Ariba Procurement Solution.

Integration Using Web Services Channel

The web services channel uses SOAP URL configured by Ariba Administrator for integration purposes. For outbound events (like request) SOAP URL is generated automatically to be present in generated WSDL and also it needs to be explicitly configured by Ariba Administrator.

<IncomingHttpServerURL> / <ContextRoot> / soap / <realm name> / <event name>

where,

IncomingHttpServerURL and ContextRoot: fetched from AppInfo.xml file

soap: static alias for Web Servlet Services

event name: name of event

 

Integration Using User Interface Option

In SAP Ariba Procurement Solution buyers can easily integrate transaction data using Direct Connectivity.

In the user interface integration process, SAP ERP sends the SOAP request to SAP Ariba containing the entire essential informations wrapped in a request header for the successful extraction of transaction data. The main prerequisite for user interface integration is to download the transport requests in the SAP ERP system.

Integration Using Mediate Connectivity

In SAP Ariba Procurement Solution buyers can integrate SAP ERP and SAP Ariba systems using SAP Process Integration layer through Mediate Connectivity. There are two ways through which buyers can connect to SAP Ariba.

The first way is to use client certificates. SAP PI Keystores stores the certificates and keys that the user creates in SAP PI. The view can be used to group the certificates and keys.

The second way is to use shared secret authentication. To use this method users must configure the shared secret in the Communication channel of SAP PI.

Preface – This post is part of the SAP Ariba series.

Before going into the SAP Master Data Integration with Ariba, we will understand what is master data and what can it be used for?

Master data is the core data for any business organization which is rarely changed over the period of time. It plays a very crucial role in the business process. The master data of the organization covers products, employees, suppliers, and customers.

List of SAP Master Data

1. Customer Master Data
2. Vendor Master Data
3. Material Master Data
4. Bill of Material
5. Routing
6. Purchase information Records
7. Conditions Records

Methods of importing Master Data from ERP to Ariba system

1. Data transfer tool
2. Ariba Integration Toolkit through Direct Connectivity
3. SAP Process Integration
4. Configure manually from Ariba Administrator console

List of master data imported to Ariba Procurement Solution

1. Account assignment category
2. Accounting field display status
3. Asset accounts
4. Company Code
5. Cost centers
6. Currency conversion rate
7. General ledger accounts
8. Internal orders
9. Language-specific names for data imports
10. Material groups
11. Payment terms
12. Plants
13. Purchasing group
14. Purchasing organization
15. Remittance location
16. Supplier locations
17. Tax code
18. User and user groups
19. Vendors

Pre-requisites for importing master data

1. Transport request must be downloaded and imported to ERP system
2. SAP Note 1402826, 1716777 must be implemented
3. Authorization object must be created

• To maintain authorization object, go to Tcode SU21 -> create new Authorization Object

Mapping fields in SAP ERP and SAP Ariba

For importing and exporting the data, you need to maintain the mapping of fields in ERP and Ariba Procurement Solution. The field names or naming convention of fields maintained in Ariba Procurement and ERP is different. So as to display the names maintained in Ariba, mapping is needed. Otherwise, Ariba Procurement Solution will display the field names from ERP.

Creating roles for authorization object

To create roles for authorization object

1. Go to T-code PFCG and enter the role name.
2. Click Single Role open authorization tab
3. Click Change Authorization Data. If you manually select the Authorization to provide the name in Authorization Object box, make sure you enter /ARB and click Continue button
4. To change the roles provide the parent node details in the Authorization page and proceed further. You can see the /ARB object class which is created previously. Click Program Name and ensure the following values are maintained:

Object: /ARBA/PROG

Field Name: PROGRAM

Provide the transaction data report name under Value Interval. Save it and regenerate the profiles.

Preface – This post is part of the SAP Ariba series.

Introduction

As we know that SAP Ariba connects buyers and suppliers on a single platform, Ariba has set some terms applicable for the use of online services by buyers and suppliers of goods and services. In this article we will explore more about SAP Ariba – Buyers and Supplier Terms.

Terms of Use – Suppliers

As a supplier in Ariba Network, if you choose any of the online services provided by Ariba, your use of the services will be subject to both the General Terms as well as the Solution Terms of the online services.

For details related to Terms of Use for suppliers, navigate to below link:

https://service.ariba.com/Authenticator.aw/ad/termsCenter?tou=supplier

Term of Use – Buyers

As a buyer in Ariba Discovery services, your use of the services will be subject to both the General Terms as well as the Solution Terms of the online services but if you disagree with terms of services, Ariba Discovery feature is not allowed to use. In general terms, we can also say that the “solution terms” of services are only applicable to the Buyers accessing the Ariba Discovery site.

For details related to Terms of Use for buyers, navigate to below link:

https://service.ariba.com/Authenticator.aw/ad/termsCenter?tou=marketplace

Apart from SAP Ariba – Buyers and Supplier Terms, Ariba also provides various online services to users which also has some Terms and Policies applicable to it. Below are some Terms and Policies for the services provided by Ariba:

TERMS AND POLICIES FOR SERVICES

• Long-Term document Archiving: These terms are only applicable to suppliers who use the Long Term Document Archiving feature in Ariba .
• Dynamic Discounting Credit Memos: These terms are only applicable to suppliers who request early payments in countries that require credit memos for dynamic discounting.
• Country Coverage: This provides the list of supported counties issuing invoices, their retention period, physical archiving storage location, and their archive provider.

TERMS AND POLICIES FOR PAYMENTS

• Ariba Pay: In addition to the Terms of Use for suppliers, Ariba Payable terms and policies are also applicable for suppliers.
• Supply Chain Financing: In addition to the Terms of Use for suppliers, Supply Chain Financing services terms and policies are also applicable for suppliers.

TERMS AND POLICIES FOR OPTIONAL SERVICES

• Cloud Integration Gateway: These services are only applicable to suppliers that utilize the Cloud Integration Gateway services as activated from Ariba Network. The activation of services serves as the consent of the terms of Cloud Integration Gateway Services.
• Master Content Services: These services are only applicable to suppliers that utilize the services as activated from Ariba Network. The activation of services serves as the consent of the terms of Master Content Services.

The detailed description of the Terms and Policies of the above-mentioned services provided by Ariba is provided in the below-mentioned link:

https://service.ariba.com/Authenticator.aw/ad/termsCenter

Preface – This post is part of the SAP Ariba series.

Introduction

For all export tasks in web-based integration, Ariba Administrator is responsible for configuring the URL for SAP Process Integration. In this article we will explore more about “Configuring SAP Ariba Procurement Solution”.

Generic URL:

SoapURL=http:///XISOAPAdapter/MessageServlet?channel=:<BusinessSystemName>:<Communication_Channel_Name>;

Example:

SoapURL=”http://<PIserver>:<port> sapnw01 : 50000/XISOAPAdapter/MessageServlet?channel=: BS_Procurement:CC_ChangePurchaseOrder_WSDL_Sender”;

Where,

• Server name : sapnw01
• Port: 50000
• Business System Name: BS_Procurement
• Communication Channel Name: CC_ChangePurchaseOrder_WSDL_Sender

Receiving Tolerances

In Ariba Procurement Solution, users can update the details of their orders. For this SAP ERP and SAP Ariba systems should receive the information in the same way. For example, both systems must have the same receiving tolerance.

Configure the following settings in system parameters to set the receiving tolerances:

• Procure.OverReceivingOperator
• Procure.OverReceivingPercentage
• Procure.OverReceivingQuantity
• Procure.OverReceivingValue
• Procure.UnderReceivingOperator
• Procure.UnderReceivingQuantity
• Procure.UnderReceivingValue
• Procure.UnderReceivingPercentage

The above parameter values are set from Service Manager; you need to submit the request with Ariba Contact and the Ariba Customer Support representative will contact you.

How to enable the generation of ERP Order by Default

When a user creates requisition for the first time, an ERP order is generated. To generate the ERP order by default, default behavior must be changed.

Steps to generate ERP Order by Default

1. Log in to the Service Manager as superuser
2. Under Site Manager navigate to Customer Sites
3. Log in as Customer Support Admin
4. Click Customization Manager
5. Click the Advanced tab and select Parameters
6. Under Search Filter search other methods and click edit
7. Move sap.server.SAPPOERP to the top and click ok and save it

Specifying the preferred ordering method

The preferred ordering method is basically the format in which the PO is sent. Users can specify the preferred ordering method for the Purchase Orders sent to suppliers.

User can choose from the below-supported formats:

• URL
• Online
• Fax
• cXML
• Print

To set the preferred ordering method, you need to submit the request with Ariba Contact and the Ariba Customer Support representative will contact you.

By default, the ordering method is set to the URL. To download the PO in *.csv format, the user needs to set the ordering method to Print.

Specifying Unique Purchase Order number

In Ariba Procurement Solution, the default purchase order number starts with EP10.

To specify the preferred unique number for the purchase order, you need to submit the request with Ariba Contact and the Ariba Customer Support representative will contact you.

Enable Cancel Order Integration

To enable cancel order integration in Ariba Procurement Solution, the value of parameter Application.Procure.UseCancelOrderIntegration should be set to YES.

To set the value of the mentioned parameter you need to submit the request with Ariba Contact and the Ariba Customer Support representative will contact you.

Enable creation of Split Orders based on Currency

In SAP ERP system, the requisition of line items having different currencies is not supported. To overcome this scenario the order should be split based on currencies.

Steps to enable split orders:

1. Log in to the Service Manager as superuser
2. Under Site Manager navigate to Customer Sites
3. Log in as Customer Support Admin
4. Click Customization Manager
5. Click Field Configuration
6. In Browse Classe, search for procurelineitem
7. Provide the value for Create Field, Label for field, Expression
8. Click Advanced tab and choose Split Order on this Field
9. Click Customizing and publish the order by clicking Publish

Specifying ad-hoc ship to addresses

In Ariba Procurement Solution, users can add ad-hoc addresses while creating the requisition or by editing the existing purchase order. Adding an ad-hoc address is enabled once the user enables the Application.Procure.AllowAdhocShipToAddress in their Ariba Procurement Solution account.

You can learn more about Configuring SAP Ariba Procurement Solution here from SAP’s official website.

Preface – This post is part of the SAP Ariba series.

Introduction

SAP Ariba Network can seamlessly connect to different SAP business suits with the help of add-ons that comes with Ariba Network integration 1.0. In this article we will explore SAP Ariba Configuration with SAP ERP.

Why integration is needed?

Integration of SAP Ariba with SAP ERP allows the users to manage the procurement process in SAP Ariba with the integration of the business records already deployed in the SAP ERP system. The integration of Ariba P2P and P2O includes the data load from the ERP system to the Ariba system. It covers data related to suppliers, organizations, and purchases.

The integration provides the full transparency of transactions of data between the system reflecting the changes and modifications in both systems.

How does the process works?

For the purchase of goods, the process starts with the creation of PR’s (Purchase Requisition) for catalog and non-catalog items, this then undergoes for approval of the related approver. Once the PR is completely approved by the designated approver, the PO (Purchase order) is created in SAP Ariba. The process flow of PR creation to PO creation takes place at Ariba platform.

Once the PO is created in the Ariba platform, the PO data is replicated to ERP system. The process comes to end with the release of the invoice.

Software pre-requisites for integration

• SAP ERP system 6.0 or higher
• SAP Ariba Downstream 13s or higher
• SAP Ariba Integration Toolkit
• SAP NetWeaver PI 7.1 or higher (optional )

Different ways of integration

There are four ways of performing SAP Ariba Configuration with SAP ERP:

• File-based integration
• Web services-based integration
• Direct connectivity
• Using middleware connectivity

File based-integration

The data is exported from the Ariba Procurement Solution in *.csv format. It is then processed by ABAP program and then replicates it to SAP ERP. After the data replication to the ERP system, the status of the transaction is fetched from ERP and then update back to SAP Ariba. SAP Ariba supports *.csv file format for import and export.

Web-Based Integration

This integration use middleware’s like SAP PI, SOA to establish integration. SAP PI is by default available and it does not require any manual configuration for setup, whereas using SOA manual configuration is needed. SOAP messages are generated based on WSDL and are forwarded using SAP PI.

Direct Connectivity Integration

In the direct connectivity process, master data (in *.csv format) is transferred from SAP ERP to SAP Ariba system in the form of SOAP messages.

Mediated Connectivity Integration

In the mediated connectivity integration process, both SAP PI and SOAP messages methods can be used (data can be passed as SOAP messages).

To use SAP PI to exchange the data, you need to specify the sender and receiver communication channel. For SAP PI/PO integration, Ariba has provided Ariba Network Adapter commonly now as add-ons which allow to send and receive data in cXml format.

 

Preface – This post is part of the SAP Ariba series.

Introduction

According to SAP Ariba, it SSO Architecture is a set up of trust between SAP Ariba and Corporate Identity Provider using SAML 2.0. In this article we will explore SAP Ariba SSO Architecture in detail.

Types of Authentication

SAP Ariba allows buyers and suppliers to login into Ariba Network using two methods:

• Regular User Authentication: Users can manually enter their Ariba Network usernames and passwords on the Ariba Network page.
• Single Sign-On (SSO): When users log in to their Corporate Network, it automatically logs them to Ariba Network when needed.

SSO also requires setup configurations to connect user authentication system to Ariba Network and this is done with the help of network administrators.

Benefits of SSO Architecture:

• Security Control: SSO cab be combined with multi-factor authentication ( MFA ) or users might use portable authentication devices ( like RSA Secure ID) for better security control to access Ariba Network.
• User Experience: Repeated logins are no more required with SSO. As when users login to their Corporate Network they are authenticated to Ariba Network also.
• Account Management: Ariba automatically revokes user’s access to Ariba Network in case they leave the organization.
• It combines with RBA (Risk-Based Authentication): SSO combined with RBA provides insight into user behavior. Security teams are able to monitor the unusual behavior of users, such as multiple login failures and it also gives permission to block the user account in case of security issues.

SAP Ariba SSO Architecture

 

Preface – This post is part of the SAP Ariba series.

Introduction

Ariba Network provides various permissions to users to access certain areas of the Ariba Network user interface. Permissions are grouped into roles and each role includes at least one permission. In this article we will explore all the Ariba Network Permissions.

Ariba Network Permissions

Below is the table describing Ariba Network permissions, its functionality and the access area in Ariba Network account:

Permissions	Functionality and access area
Access to order confirmation approvals	Enable users to access order confirmation approvals in Supply Chain Monitor.
Archive access	Enable users to view and search archived items. Access areas : Inbox > Archived Invoice
Buyer Dashboard for Supply Chain Collaboration	Users are able to access the Buyer Dashboard for Supply Chain Collaboration. (Only for SAP Ariba Supply Chain Collaboration Buyer accounts)
Buyer Discount Management Program Administrator	Enable users to alter Discount Management rules ( Create, maintain and deactivate) Access areas : ·         Administration > Configuration > Ariba Discount Management ·         Reports (Discount Acceptance, Discount Metrics, Early Payment Limit and Failed Dynamic Discounting Credit Memo Creation reports)
Buyer Treasury Agent	Users can accept or reject supplier-initiated early payment requests. Access areas : Administration > Configuration > Ariba Discount Management
Catalog Management	This permission grants users to manage catalog related activities. Access areas : Catalogs
Company Information	Users can manage company profile and website information. Access areas : ·         Administration > Configuration > Company Profile > ·         Administration > Configuration > Additional Information
Contact Administration	Enable users to manage company-wide and supplier specific contact assignments. Access areas : Supplier Enablement > Contacts
Create and manage postings in Ariba Discovery	Users can manage postings on Ariba Discovery. They can create, modify, close and award postings.
cXML Configuration	Enable users to configure the account for cXML transactions. Access areas : Administration > Configuration > cXML Setup
Forecast Visibility	Grants access to users to forecast and commit visibility. ( Only for SAP Ariba Supply Chain Collaboration Buyer accounts)
Goods Receipt Report Administration	Users are able to create, modify, delete and run the goods receipt report. Also, users are able to download the report. Access areas : Reports (Goods Receipt report)
Inbox and Order Access	Users are able to access the documents in the Inbox and can take actions based on their profiles. They can view and search documents like invoices, order confirmations, shipping details. Access areas : Inbox
Invoice Report Administration	Users are able to create, modify, delete and run the invoice report as well as they can download the report. Access areas : Reports (Invoice Report)
Outbox Access	Users are able to access the documents in the outbox and can take action depending upon their roles. This includes viewing and searching orders, transaction audit reports. They are also able to download the reports. Access areas : Outbox
Payment Activities	Users are able to view payments, PCard account numbers on the purchase order and are able to maintain the company’s payment account. Also because of security reasons, users are required to change their passwords in 90 days Access areas : Outbox
PCard Configuration and Notifications	This permission allows the users to enable PCard settlement as well as to maintain card administrator information and emails for card processing notification. Also, only the administrator account has this permission and only in case if the organization is enabled for payments. Access areas : ·         Administration > Configuration > Settlement > PCard Settlement Service ·         Administration > Configuration > Settlement > PCard Administrator Information ·         Administration > Configuration > Settlement > PCard Charge Methods ·         Administration > Configuration > Settlement > PCard Processing Notifications
Purchase Order Report Administration	Users are able to create, modify, delete, run and download the purchase orders and order summary reports. Access areas : Reports (Order,  Failed order, Order Summary report)
Supplier Membership Report Administration	Users are able to create, modify, delete, run and download supplier membership status reports. Access areas : Reports (Supplier Membership Status report)
Supplier Profile Report Administration	Users are able to create, modify, delete, run and download supplier profile reports. Access areas : Reports (Supplier Profile report)
Supplier Remittance Information Report	Users are able to create, modify, delete, run and download supplier remittance information reports. Access areas : Reports (Supplier Remittance Information report)
Tax Book Report Administration	Users are able to create, modify, delete, run and download tax book reports. Access areas : Reports (Tax Book report)
Transaction Configuration	This permission allows users to specify their preferences for routing and responding to order related activities like canceling orders, order request messages. Access areas : Administration > Configuration > Default Transaction Rules

Preface – This post is part of the SAP Ariba series.

Introduction

In Ariba Network, administrators and users play different roles. As an administrator you provide administrative support to your company for the smooth running of business. Additionally, admins responsibility includes:

• Administrator role is automatically linked to the username and login entered at the time of registration. However, the administrators can reassign the role to other users.
• Registration of new accounts, account configuration and management
• Users and roles creations
• Handling account login issues
• Serving as the primary contact for users

Users have different roles, which corresponds to their job responsibilities. Each user is responsible to update their profiles – personal user information, in Ariba system. In this article we will discuss more about SAP Ariba Network User and Role Management.

Creating Role

1. From Company Setting menu, navigate to Users to open Users pages.
2. In users page, under Manage Users Roles click Create Role
3. Provide the role details – name of role, role description
4. Provide the Permissions to role. At least one permission must be given.
5. Click Save

Modifying a Role

You can modify an existing role and in case if a user is already assigned to that role, the modifications will be reflected once they login again.

1. From Company Setting menu, navigate to Users to open Users pages.
2. In users page, under Manage Users Roles click Edit to open Edit Role Page
3. Update the required details – name of role, role description
4. Update selected Permissions
5. Click Save

Creating User

1. From Company Setting menu, navigate to Users to open Users pages.
2. In users page, under Manage Users click Create User to open Create User Page
3. Under New User Information, provide user details – username, email, first name, last name(optional), office phone no.
4. Under Role Assignment Section, provide at least one Role to user
5. To transfer administration role to user, click Make Administrator
6. Click Done

Managing User Roles and Resetting Password

1. From Company Setting menu, navigate to Users to open Users pages.
2. In users page, under Manage Users, select user which you want to modify, click Edit
3. Under Role Assignment Section, add or remove roles.
4. Under Customer Assignment Section, you can assign the user to customers.
5. Click Save

To reset user’s password, click Reset Password. A link will be sent to the user via email to reset their password.

Preface – This post is part of the SAP Ariba series.

Introduction

SAP Ariba, allows you to access and configure new account and also you can set email notifications, electronic orders and invoice routing and other account related configurations for new suppliers. In this article we will explore SAP Ariba – Account Configuration in detail.

Following steps can be followed to start with the SAP Ariba Account – Configuration

1. Visit Ariba site here
2. Provide valid credentials (Username and Password) to login

Create new account and update Company Profile

For account access and configuration, navigate to “Company Settings” tab:

• In order to update information related to Company profile, you will have to navigate to “Company Profile” tab
• Under this tab following information’s can be updated:

• Basic company profile
• Business Details
• Marketing
• Company Contacts Details
• Certification Details
• Additional Documents

Create Notifications

SAP Ariba, allows you to choose the source email address for which you want to receive notifications as well as you can choose destination email address where you want notifications to be followed up.

• To set notifications, navigate to “Notifications” tab
• Here, for each notification you can add three email addresses separated by commas (,).

Manage Electronic Order Routing

To manage electronic order, navigate to “Network Setting” option and then under this navigate to “Electronic Order Routing”.

• Below methods can be selected for the business transactions with customers:

• Email
• Fax
• Online
• cXML
• EDI

 

1. Email order routing

You can send the document as an attachment in email, which will further send the whole PO document in email.

2. Online Routing

You can send the PO directly to Ariba inbox without sending any copies to anywhere.

3. EDI Routing

ERP system should be configured with Ariba for sending PO via EDI.

Manage Electronic Invoice Routing

To manage electronic invoice, navigate to “Network Setting” option and then under this navigate to “Electronic Invoice Routing”.

• Below methods can be selected for routing method:

• Online
• cXML
• EDI
  • You can add tax related documents like (Tax ID, VAT ID and other related documents) through “Tax Invoicing” option.
  • And also “Invoice Archival” option can be used to set the frequency of zipped invoice archives.