smartplant materials sap requisition...

SmartPlant Materials SAP Requisition Interface

Version 2008.7 (6.3.8) December 2009/March 2010 DMAR1-PE-200035G-Updated

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Table of Contents

SmartPlant Materials SAP Requisition Interface 3

Table of Contents Introduction ........................................................................................................................4

Infrastructure .................................................................................................................4 Clearing of Data Transfer .............................................................................................4

Transfer of Requisitions ...................................................................................................... 4 Integrating Multiple Systems ........................................................................................5 Implementing the SAP End ..........................................................................................5 SmartPlant Materials System Requirements ................................................................6 SAP System Requirements ...........................................................................................6 Supply Schedule ...........................................................................................................6

Transfer of Requisitions ....................................................................................................7

Concepts .......................................................................................................................7 How are requisitions transferred? ....................................................................................... 7 Which system determines the purchase requisition (SAP) number? .................................. 8 Where is the transfer initiated? ........................................................................................... 8 How are not-yet-transferred materials in requisitions handled? ......................................... 9 How are the changes of requisitions processed? ................................................................. 9 Can SAP purchase requisitions be deleted by SmartPlant Materials? .............................. 11 How are account codes transferred? ................................................................................. 11 What data is transferred? .................................................................................................. 13 How are the IDOC fields filled with data? ....................................................................... 16

Module Extend ............................................................................................................17 Integrator - SAP ................................................................................................................ 17 SAP 40.01 SAP Purchase Requisition Numbers .............................................................. 18 SAP 40.02 Map Requisition Data ..................................................................................... 20 SAP 50.01 Requisition Transfer Job ................................................................................. 22 SAP 60.01 Transferred Requisitions ................................................................................. 26

Workflow for Preparing to use the SmartPlant Materials SAP Interface ...................31 Coherence / Dependency on SmartPlant Materials SAP Material Interface ..................... 32 Prerequisites ...................................................................................................................... 32 IDOC Settings / Modifications / Extensions ..................................................................... 38 Definition of SAP Requisition Number Ranges ............................................................... 39 SAP Requisition Data Mapping ........................................................................................ 39 Requisition Transfer Job ................................................................................................... 39 Check Transferred Requisitions in SmartPlant Materials ................................................. 40 Check IDOC Receipt in SAP ............................................................................................ 40

Glossary ............................................................................................................................42

SmartPlant Materials Terms .......................................................................................42 SAP Terms ..................................................................................................................42

Index ..................................................................................................................................44

Introduction

4 SmartPlant Materials SAP Requisition Interface

Introduction This document describes the requisition interface between the SmartPlant Materials and SAP software systems.

Related documents include:

• SmartPlant Materials SAP Material Interface • SAP documentation • SAP GUI documentation (including SAP Automation Suite) On the basis of the System Specification Requisition Interface SmartPlant Materials / SAP document, the present system documentation describes the second part of the SmartPlant Materials / SAP interface. This part ensures a transfer of requisitions from SmartPlant Materials to MM-Purchase (Material Management) from SAP, so that the purchasing of the material that comes from the SmartPlant Materials parts lists can be performed in SAP.

To be able to follow and process the data in SmartPlant Materials, chosen data from the transferred requisitions can be called up in the course of the SAP processing and integrated into SmartPlant Materials. (This will be implemented in the 3rd part of the interface.)

The Transfer of Requisitions section describes the general specification of the transfer of requisitions as well as the prerequisites and suppositions necessary to integrate the order program via both systems.

The requisition interface, like the material interface, can be configured in order to match the different systems with one another.

Infrastructure One important reason for having a modular interface is the fact that on-site, the interface has to function with different SAP versions. The interface is adjustable on a per Interface basis, thus giving support to different SAP versions at the one customer site.

An online link between SmartPlant Materials and SAP is not required.

Clearing of Data Transfer

Transfer of Requisitions The operation of the interface takes place from the SmartPlant Materials side. All transfers are logged. The interface can be started in online or batch mode by using the SAP.50.01 SAP Requisition Transfer Job screen. Requisitions can only be released to SAP by using this screen. The mechanism of the R.30.01 screen will no longer work if the SmartPlant Materials SAP Requisition interface will be used.

Introduction


Integrating Multiple Systems In continuation of the configuration concept of the first part of the SAP interface, this part of the interface can also be connected with several SAP systems.

You should communicate with only one SAP system within a SmartPlant Materials project. However, it is possible to have all of the SmartPlant Materials projects communicate with one or more SAP systems. This is on condition that each SAP system is fed only by one SmartPlant Materials system.

Implementing the SAP End Exchanging IDocs connects SmartPlant Materials and SAP. These can be transferred either by XML files or by using interface tables which contain the IDoc data. If using interface tables, the customer will have to provide a method to transfer the IDOC data to the SAP system.

SmartPlant Materials gives you the opportunity to record any enhancements you may need in the IDocs structure. These customer-specific enhancements must be set when configuring the interface. The enhancements must fall within the scope of the SAP interface upgrade concept.

Introduction


SmartPlant Materials System Requirements • SmartPlant Materials version 6.2 SP8 or higher • SAP interface part 1 (material transfer) licensed and configured to be

executable. • Installed SAP GUI 4.5 or higher, including the SAP automation suite, on

the SmartPlant Materials client.

SAP System Requirements • SAP Version 4.0b or higher required • Configured SAP ALE Interface

Supply Schedule • The specification described in this document, as well as the resulting

modules and procedures for the SmartPlant Materials SAP requisition interface, plus the matching tables and views.

• IDOC structures SAP version 4.0b for the SAP Requisition (in German “BANF”) specific operations, IDOC PREQCR01.

Transfer of Requisitions


Transfer of Requisitions Concepts

The following sections explain the concept of the interface for the transfer of requisitions. Constraints and fundamental questions are addressed.

How are requisitions transferred? Under SAP, the procurement options are differentiated into purchase and stock take-out. The purchasing of material is started by means of a purchase requisition (SAP) and later accomplished by an order. A stock take-out on the other hand is started by a reservation. If the respective goods are in stock, they will be delivered from the store. If the respective goods are not available, the warehouse management will make out an order request addressed to purchasing department, but the delivery will be affected from the stock.

Drawing up a planning order in SAP makes it possible to generate purchase requisitions (SAP) or reservations from this planning order. However, in workflows, the planning order is located before a requisition or purchase requisition (SAP). Therefore, this method has the drawback that a great amount of the data necessary for the ordering, e.g. allocations, cannot be created. Besides, after the planning order has been created, it cannot be transformed into a reservation.

Intergraph chooses the creation of SAP purchase requisitions as the optimal link for SmartPlant Materials requisitions. The purchase requisition (within SAP) is, like the requisition (within SmartPlant Materials), the document to be filled in before ordering. It is possible to transfer all of the data created in SmartPlant Materials and required in SAP.

As in the first part of the SmartPlant Materials/SAP interface (material transfer), this happens by means of the transfer from IDOCs to SAP. The interface uses the standard -IDOC PREQCR01 for the transfer of requisition, creating a purchase requisition in SAP.

The disadvantage, that in standard SAP only orders can be created from purchase requisitions (SAP), can be compensated for by means of programming a mask within SAP (customized screen). This mask is designed to create reservations from purchase requisition positions.

In the process of realizing this functionality, Intergraph offers assistance with this, but it is not part of the delivered interface.



Which system determines the purchase requisition (SAP) number?

Each purchase requisition (SAP) receives a unique number in SAP in a client.

The requisition number in SmartPlant Materials is created in a rule-based manner and is unique within a project. It would be the according characteristic to be transferred to SAP. However, the SmartPlant Materials format is longer than that of SAP, and there is no logical connection between SAP clients and SmartPlant Materials projects. This might lead to an overlapping of numbers.

For this reason, SAP provides number blocks (alphanumeric max. 10 digits) that are made available for SmartPlant Materials requisition and their supplements. The requisitions are established in SAP 40.01 SAP Purchase Requisition Numbers depending on the defined SAP interfaces. Requisitions that are transferred to SAP receive a purchase requisition number from this number block in ascending order. An alphanumeric listing can be considered here.

Where is the transfer initiated? Requisitions are transferred to SAP according to the same principle that is used for a transfer within SmartPlant Materials addressed to Procurement: Selecting RFA (ready for approval) on the R.30.01 window 2screen.

The transfer of requisition can only take place after the membership of a requisition in SAP interface has been clarified. In order to guarantee this, each requisition that should be transferred to SAP must have a special SmartPlant Materials attribute (SAP_INTF) with the name of the SAP interface as its value. The MTO job that creates the requisitions from the SmartPlant Materials BOM has to create this attribute.

For working with the SAP requisition interface, the project default ZI_USE_SR must be set to Y so that it isn’t possible to start the “release to procurement” process from the R.30.01 screen. The user has to use the SAP.50.01 screen for the transfer whereby an implicit “release to procurement” will be done for each transferred requisition.

After starting the transfer jobs online, the transfer result concerning each requisition is displayed on SAP 60.01 Transferred Requisitions.

The transfer can be executed in online or batch mode.



How are not-yet-transferred materials in requisitions handled?

In some cases, positions might be listed in requisitions that have not been used in SAP; that is, they have not been transferred as material with the SmartPlant Materials SAP Material interface.

Depending on the item type, two different position types are distinguished in this context.

1. Material (idents) from SmartPlant Materials standardization item type = Standard with/without TAG With help of the table m_sap_idents (transfer logging table), the interface determines before the transfer of purchase requisitions (SAP) to SAP whether or not all positions of the requisition with item type Standard with TAG have been transferred to SAP.

This check is based on the level of information of the transfer present in SmartPlant Materials. That means without the confirmed information by SAP, saying that the respective idents were indeed created in SAP as material. The available information only states whether the respective IDOC in charge of creating the material was correctly handed over to SAP. This IDOC is booked in an asynchronous mode in SAP, which means that the success or failure of an IDOC entry cannot be reported back to SmartPlant Materials.

If there are any idents inside the requisition that have not been transferred to SAP, it will not be possible to choose this requisition for the transfer to SAP on the SAP.50.01 Requisition transfer job screen. A special message will inform the user about this situation so that the user can start an ident / material transfer job (SAP.20.01 Material Transfer Job).

2. Material (idents) that do not originate from the standardization, Tagged Items Item Type = TAG These special idents (material) can also be transferred with the SmartPlant Materials SAP Material interface (first part of the interface). If the transfer of these idents has not been done before the requisition has taken place, the interface assumes that they are to be ordered without creating the master data in SAP. In this case, the field material number for the respective requisition is left empty in the IDOC (here, the field “material number” is not a mandatory field) and the Short Description field is filled in with TAG No., Ident, and short description. Additional texts can be collected via CIP function and transferred to SAP for these idents / materials as well.

How are the changes of requisitions processed? If a change is performed on the BOMs, requisitions that are already transferred to SAP are re-calculated and provided with a supplement n+1.



In SmartPlant Materials requisitioning, there are eight different quantity types. These are described in the following table. The only quantity used for the transfer to SAP is the increased quantity.

Quantity Description

New List Quantity Current list quantity

Recommended Quantity Quantity considering disposition extras

Assembly Quantity Quantity resulting from the dissolution of assemblies

Last List Quantity Quantity of preceding requisition supplements

Total rel qty Quantity released to procurement

Last Released Quantity Quantity last released to procurement

Inquiry Quantity Quantity, offered to procurement by subcontractors

PO Quantity Quantity already ordered by procurement

Increased Quantity (only quantity used for the transfer to SAP)

Increased quantity since last supplement: total rel qty – last released qty

If the last released quantity exceeds the recommended quantity, a negatively increased quantity follows. This would lead to negative change orders in purchasing. Negative amounts cannot, however, be processed in SAP purchase requisitions.

All those positions with negatively increased quantity obtain an increased quantity = 0 when they are transferred to SAP. An alert message is transferred to an SAP text field, displaying the particular negative amount. Therefore, the positions can be newly ordered only after the increased quantity has turned into a positive amount.

Surplus material that has been ultimately ordered cannot be cancelled via the interface.



Can SAP purchase requisitions be deleted by SmartPlant Materials?

It is not recommended. It is unreasonably risky to give delete rights to the SAP user required for the interface. For system-oriented aspects, it is therefore unwise to delete purchase requisitions (SAP). Furthermore, it is possible to avoid an inadvertent transfer of requisitions to SAP by means of a triple release mechanism in SmartPlant Materials. In addition, an organized measurement needs to be developed in order to control what needs to be undertaken to really delete a purchase requisition (SAP) in SAP.

How are account codes transferred? In SmartPlant Materials requisitioning, the ACCOUNT CODE field is designated on the position level. The Account Code in SmartPlant Materials is formed in a rule-based way from any BOM attribute. The encountered attribute values of every single BOM Pos. are summarized into one Account Code. The rule-based Account Code structure can thus be arbitrarily set up. The attribute values can be delimited from one another by means of arbitrary hyphens.

On the requisition level, the Account Code can be attributed manually or automatically to the requisition positions when starting the MTO jobs.



As can be seen from the following figure, there are 15 different allocation types in SAP that all require different pieces of information in different fields.

As can be seen in the picture, the different SAP fields need to be filled in, depending on the account code type. In SAP customization, customers can decide for themselves how the field is to be used. For this reason, the interface is delivered with a CIP function, which is covered in the following example. CIP functions based on this have to be adjusted to the needs of the respective customer.



The example Account Code is structured as follows:

Account Code Translation

P-89000-0001-P/123 Account code type P (Project) Line of business 89000 Cost center 0001 PSP Element P/123

The supplied CIP functions are valid for account code type ‘P’ and fill the IDOC fields line of business, cost center, and PSP element with the values from the Account Code field.

The concerned BOM attributes need to be defined as group-by or as split criteria for the MTO run.

What data is transferred? As described in the How are requisitions transferred? section, the interface creates purchase requisitions via IDOCS in SAP.

The following picture shows the standard SAP screen for the creation of requisitions:



On this screen, the NB document type ( NB = purchase requisitions) is chosen. The purchase requisitions number is left empty for now, since it will be allocated by the system. All the fields of this screen are proposed values for the subsequent screens.

In those, additional positioning data as well as texts and account codes concerning each single position can be entered. It is important to know that under SAP each position is always kept together with the purchase requisition number. That is the reason why this relation absolutely needs to be saved as unique in SmartPlant Materials.

The according IDOC offered by SAP for creating purchase requisitions (SAP), is named PREQCR01. This IDOC consists of the following segments.

* E1BPEBANC Create Transfer Structure purchase requisition – Positions

* E1BPEBKN Create Transfer Structure /Display OR – Account Codes

E1BPEBANTX BAPI purchase requisition, Position Text

E1BPESUHC Communication structure Limits

E1BPESUCC Communication structure Contract Limits

E1BPESLLC Create Communication structure Performance line

E1BPESKLC Create Communication structure Account Code Distribution Performance Line

All positions of a requisition are transferred independently with all respective information (for example, purchase requisitions number) in the used IDOC as well.

Only the segments * E1BPEBANC, * E1BPEBKN, and *E1BPEBANTX are important for the requisition transfer. The other segments are also contained in the interface, but they will not be examined in this context. These segments are thus also available for configuration. A detailed description of the individual fields can be found in the SAP documentation.

Principally all of the transferred requisitions are saved in an interface table along with the respective IDOC data.



The following fields within IDOCs PREQCR01 are mandatory:

IDOC Segment IDOC Field IDOC Field Description

E1BPEBANC PREQ_NO Order Request No

(will be filled in automatically by the interface)

E1BPEBANC PREQ_ITEM Position No


E1BPEBANC DOC_TYPE Type of requisition document (for example: FO – Framework requisition, NB – Purchase requisition, RAN – Stock inquiry ... )

E1BPEBANC MATERIAL SAP Material Number (will be filled in automatically by the interface)

Not really a mandatory field. If not filled in, you have to fill in the Short_text field.

E1BPEBANC SHORT_TEXT Purchasing Material Short Text

Only mandatory if the field MATERIAL is not filled in.

E1BPEBANC QUANTITY Quantity (SmartPlant Materials increased Quantity)


E1BPEBANC PLANT Plant




IDOC Segment IDOC Field IDOC Field Description

E1BPEBANC PREQ_NAME Name of orderer

E1BPEBANC QUANTITY Quantity


E1BPEBANC ACCTASSCAD Account Code assignment category (for example: A - Asset, C - Sales Order, F - Order, P - Project, N - Network ...)

E1BPEBANC DELIVERY_DATE Delivery Date of the Requisition Position

E1BPEBANC UNIT Unit of the Requisition Position

How are the IDOC fields filled with data? The interface is supplied with IDOC structure of IDOCs PREQCR01. On SAP 40.02 Map Requisition data, all IDOC fields can be mapped with requisition data via the CIP and FIX options.

Data mapping is generally accomplished on the requisition node level, which means that all requisitions under one node are transferred with the same mapping settings.

However, mappings can be also be made for individual requisitions.

CIP:

If this function is chosen, the respective IDOC field is filled by means of a CIP function.

FIX:

If this function is chosen, the respective IDOC field is filled with a fixed value.



Module Extend The dialog boxes are integrated into the SmartPlant Materials menu under Integrator SAP. The SmartPlant Materials SAP Requisition Interface consists of the following screens:

• SAP 50.01 Requisition Transfer Job • SAP 60.01 Transferred Requisitions The interface-dependent configuration settings from the first part of the interface also apply to the transfer of requisitions. This is valid for the data from A.70.11 Interface Settings, SAP 10.01 SAP Interface Parameter, SAP 10.02 SAP Languages, and SAP 10.03 SAP IDOCs.

Integrator - SAP



SAP 40.01 SAP Purchase Requisition Numbers This screen is used to define SAP Requisition number blocks. The number ranges will be saved depending on the respective interface because each SAP system independently reserves number ranges for external systems, which in this case is SmartPlant Materials.

Several number blocks can be deposited for each SAP interface, wherein the purchase requisition numbers can assume a length of up to 10 digits (alphanumeric). On the screen, the Current Number field is used as a source of information concerning the presently allocated number from the currently active circle of numbers (indicated by the Status field).

Field descriptions SAP Interfaces Block In this block, the Interfaces will be selected that were defined in SAP 10.01 and for which SAP Number Ranges shall be defined.

Interface. Name of the SAP interface.

Short Desc and Description. Language-dependent description of the SAP interface.



SAP Req Number Block In this block, the SAP Number ranges will be entered. For that, it is necessary to reserve a number range in SAP and enter it exactly here in this block for the defined interface.

Order Seq. Order sequence for the order of number ranges of an interface. This means that the interfaces access the number ranges in the order of the Order Seq field.

Number Block. Name of the number block.

Numeric. Indicates whether the number range is alphanumeric (if unchecked) or numeric (if checked).

Pre Number. Pre string for the number range. The user defines a pre string for the number range that will be concatenated in front of the actual number of the number range. This allows you to use different logic to build SAP requisition numbers.

Start Number. Start Number of this Number Range. The length of the pre and start number cannot be greater than 20 characters.

Stop Number. Stop Number of this Number Range. The length of the pre and stop number cannot be greater than 20 characters.

Current Number. Current Number of the Number Range. Displays the current SAP Requisition number of a number range, if it is in use. (“used” status)

Status. Defines whether the number range is free, used, or full.

Short Desc. Short description of the number range.

Description. Long description of the number range.



SAP 40.02 Map Requisition Data On this screen, all requisition data that should be transferred by the interface to SAP has to be mapped. The mapping on this screen depends on the interface, which is selected in the first block of the screen.

To transfer requisition data to SAP, the interface uses the IDOC PREQCR01 (defined by interface setting PREQCRIDOC; the default is PREQCR01).

All fields of this IDOC can allocate to the respective SmartPlant Materials information and can be mapped universally, per requisition node or for individual requisitions.

It is possible to map the data with two different methods:

• Fix: The value of IDOC field is transferred as a fixed value. • CIP: The value of IDOC field is ascertained by means of a CIP function.

Field descriptions SAP Interface Block In this block, the Interfaces will be selected that were defined in SAP 10.01 and for which IDOC Fields shall be mapped.




Short Desc and Description. Language-dependent descriptions of the SAP interface.

SAP Map Requisition Data Block In this block, the IDOC field is mapped on the node or requisition level with SmartPlant Materials data. For that, fixed values or CIP functions can be used. The mapping is sorted by the Seq field. Special mappings and exceptions (such as an IDOC field mapping only for one requisition or a special node of the requisition node tree) must be mapped first, with a smaller seq number, than general mappings.

Node. Name (code) of the requisition node.

Engineering Requisition. Name (code, number) of the requisition. The name of the engineering requisition can be any valid string in uppercase letters, not exceeding 50 characters. The name must be unique in combination with the supplement, purchase indicator, and origin within a project. The name will be generated during the MTO by the requisition number rule (see the R.10.13 module).

Suppl. Supplement number of the engineering requisition. The first version of the engineering requisition always has supplement 0 (zero). The supplement number is part of the unique key and is in the range of 0 to 99. When an MTO creates a new engineering requisition, the procedure looks for existing supplements and creates the engineering requisition with the next free supplement number.

Purchase. This indicator shows whether the line items of this engineering requisition can be used for both purchase orders and inquiries or only for inquiries.

If this check box is not checked, the engineering requisition can only be used for inquiries.

The indicator is part of the unique key to have the possibility to separate the resulting engineering requisitions.

The indicator is important in the procedure that creates supplements of an engineering requisition: An engineering requisition with the same name (code) and origin will have supplement 0 (zero) if it is the first one with indicator set to Y (check box checked) or N (check box not checked).

Origin. An origin is a code for engineering requisitions and purchase orders that represents whose office is responsible for the information.

Requisition Node Path. Path of the Requisition Node.

Segment Name. Name of the IDOC segment.

IDOC Field. IDOC field name.



Value Type.

• Fix: The value of IDOC field is transferred as a fixed value. • CIP: The value of IDOC field is ascertained by means of a CIP function. The first parameter of the CIP function is the ID of the SAP interface, so the CIP may do different things depending on the interface used.

The CIP function must have the following syntax: FUNCTION m_pck_sap_custom.<functionname> ( p_interface_id IN m_interfaces.interface_id%TYPE, ,p_ident IN m_idents.ident%TYPE ,p_nls_id IN m_nls.nls_id%TYPE ,p_sp_id IN m_sap_plants.sp_id%TYPE )

Value / Content: Value of the mapped IDOC field.

SAP 50.01 Requisition Transfer Job To start the data transfer of requisitions, define a transfer on the SAP 50.01 Requisition Transfer Job screen. Choose the requisitions to be transferred from a list of “approved requisitions” that are assigned to the chosen interface in the first block. In this context, assigned means that the requisition must have a special defined attribute attached (such as SAP_INTF) with or without the exact value of the interface in the first block.

Only requisitions with an empty attribute value or with an attribute value that is exactly the name of the interface (for example, SAP_INTF=’SAP’) will be shown in the list.

To define this attribute, the project default ZI_SAP_INTF must be set to the corresponding attribute.



First, there must be a unique name for the transfer job. After saving it, click the Transfer to SAP check box to choose the requisitions you want to transfer to SAP in the present transfer job.

Only requisitions for which all idents are yet transferred to SAP can be chosen. An exception is only a tagged item. It is not necessary to transfer this special item to SAP first, because the interface transfers in this case a special text to SAP, which is enough for the purchasing people to purchase the tagged item. A separate transfer of the material information of the tagged item via the SAP Material interface is possible, but not necessary.

During the transfer job, a progress screen informs the user about elapsed time, remaining time, and current transferred requisitions.

The result of the data transfer is shown in the Job Summary field after the termination of the transfer job. In addition, a detailed log can be displayed.

Field descriptions SAP Interfaces Block In this block, the Interfaces will be selected that were defined in SAP 10.01 and for which requisition transfer jobs shall be defined.





SAP Req Transfer Job Block Enter a unique job name here and save the record to be able to select the requisitions to transfer. After that, click the Transfer Online button to start the requisition data transfer.

Job. Name (code) of the transfer job.

Short Desc. Short description of the transfer job.

Description. Long description of the transfer job.

Job Start User. User who starts the job.

Job Status. Status of defined job.

Job Start Date. Job start date.

Job Finish Date. Job finish date.

Log File. Log file name on the database server.

Job Return Code. The return code of the job.

Job Summary. The summary of the finished job. Shows information about transferred requisitions.

Start. Starts the transfer job.

Show Protocol. Displays the log file.

SAP Requisitions Block After saving the job information in the SAP Req Transfer Jobs block, the job status changes to the “ready to run” status. Now the user can choose the requisitions that should be transferred to SAP. For that, all approved requisitions that have the project default ZI_SAP_INTF defined attribute attached will be displayed in this block.

All unsuccessful transferred requisitions will be displayed.

In both cases, the attribute value must match the name of the interface (interface_code) or be Null. Otherwise, the requisition will not be shown.

Engineering Requisition. Name (code, number) of the requisition. The name of the engineering requisition can be any valid string (in uppercase letters, not exceeding 50 characters). The name must be unique in combination with the supplement, purchase indicator, and origin within a project.

Suppl. Supplement number of the engineering requisition.





Origin. Code for engineering requisitions and purchase orders that represents the office that is responsible for the information.

Plant. Value of the SAP_PLANT attribute.

Transfer to SAP. Check the check box for all requisitions you want to transfer to SAP. You can only transfer requisitions that have a valid plant (defined for the interface on SAP 10.08). The interface checks to see whether all the material inside the requisition is successfully transferred to SAP already. If not, the requisition cannot be selected for the transfer.

Important • A successful data transfer to SAP means only a successful creation of the

IDocs data in either XML format or in the XI-interface tables and says nothing about the processing result by SAP.

SAP transfer using XML files The following files are created when the transfer type XML has been selected on SAP.10.01:

PRECQR_jobnr_seqnr.XML XML file of IDOC PRECQR

PRECQR _jobnr_seqnrN.XML XML file of IDOC type PRECQR for SAP without line feed and leading blanks (only this file will be transmitted by ftp)

Note: The import of the XML files into SAP is described in a separate document.

SAP transfer using database tables The SAP transfer for material and requisition data now allows you to use the following transfer modes:

• Generation of XML files • Export into database tables (NEW !) Use SAP.10.01 SAP Interface Parameter to select the desired mode.

Interface tables will be created the first time the export for database tables is started .

The tables are created in the M_SYS schema.

The system will generate a table for each segment defined on SAP.10.03 SAP Idocs for the SAP version defined on SAP.10.01. The name of the tables will be ‘XI_’+<Segmentname>.

The tables (called from now on XI-tables) will include as columns the fields defined for the segment.

Before each run of the export for database tables, a check is performed whether the table definitions still match the IDOC definitions on SAP.10.03. If this is not the case, then missing fields will be added as new columns to the table. Also, the column size will be increased accordingly.



The ID field of each table is used to identify all segments of an IDOC.

Additional fields ID1, ID2, ID3 (depending on the IDOC definition) represent the sequence and hierarchy of the IDOC because the IDOC information is distributed over different tables.

The fields always start with 1 and are increased for each segment on the same hierarchy level.

Example 1

1 1

1 2

2 1

2 1 1

2 2

2 2 1

To control access to the tables, you can use the column STATUS. This is filled by default with the value ‘01’.

A new user SAP_XI will be created the first time the transfer for tables is started. This user will have access to all interface tables.

SAP 60.01 Transferred Requisitions For each interface, the SAP 60.01 Transferred Requisitions screen displays different information concerning the transferred requisitions (SAP purchase requisition number, Req Status, SAP purchase requisition Pos, and so forth) and their positions. Different sort criteria can be used.



Field descriptions SAP Interface Block In this block, the Interfaces will be selected for which transferred requisition information should be displayed.



SAP Transferred Requisitions Block Here you can see all information concerning all transferred requisitions belonging to the selected interface in the SAP Interface block. You can sort this block by Requisition Number, Job Name, Plant, Requisition, or Status.

Order By. Here you can select another Order by clause such as order by Req Number, Job Name, Plant, Requisition, or Status. The default Order By clause is by requisition.

Engineering Requisition. Name (code, number) of the requisition. The name of the engineering requisition can be any valid string (in uppercase letters, not exceeding 50 characters). The name must be unique in combination with the supplement, purchase indicator, and origin within a project.

The name will be generated during the MTO by the requisition number rule (see the R.10.13 module).

Suppl. Supplement number of the engineering requisition. The first version of the engineering requisition always has supplement 0 (zero). The supplement number is part of the unique key and is in the range of 0 to 99. When an MTO creates a new



engineering requisition, the procedure looks for existing supplements and creates the engineering requisition with the next free supplement number.



The indicator is part of the unique key to have the possibility to separate the resulting engineering requisitions.

Origin. An origin is a code for engineering requisitions and purchase orders that represents whose office is responsible for the information.

SAP Requisition Number. Name of the SAP Requisition Number.

Plant. Value of the SAP_PLANT attribute.

Job Name. Name (code) of the transfer job.

Transfer Status. Status of Requisition to transfer to SAP.

Action. Status of Requisition to transfer to SAP.



SAP Transferred Requisition Line Items Block Here you can see all the information of the transferred engineering requisition line items.

Pos. The requisition position (or line item number) is a numeric value where the engineering requisition is sorted by. This number (in combination with the requisition sub position) can be seen as a (fix) reference over all supplements of an engineering requisition: Once a position is assigned to a specified material, it will have this position on all supplements of this engineering requisition, regardless whether the specific material is calculated by a future MTO or not (in this case, all current quantities are equal to 0). Moreover, the position is an ident separator: Different idents are always on different positions within the engineering requisition.

Remarks. See the help description of R.20.01 MTO Jobs for a more detailed description of how the positions of the engineering requisition will be sorted by the MTO.

Sub. While the position is a separator for different idents within one engineering requisition, the requisition sub position is the numeric value the material with the same ident and different (group-by) criteria is sorted by within one position. Criteria that enforce the same material to be placed on separate (sub) positions can be tag number, a different unit (the material is measured by on the BOM), or a different value in the separate criteria of the MTO.

The requisition sub position is in the same way as the requisition position fixed over all supplements and can be seen as a reference over all supplements of an engineering requisition. The difference from the requisition position is that the ident is the only criteria to place a material there, while all criteria listed above are included in the calculation of assigning new material to an existing (or a new) requisition sub position.

Remarks. The numbering of the engineering sub positions always starts with 1 within each requisition position and the step-size is also fixed by 1 for generated engineering requisitions.

See the help description of R.20 Start MTO for a more detailed description of how the positions of the engineering requisition will be sorted by the MTO.



Proc Seq. This order sequence number will be used for tracking of related order line items throughout several requisition supplements, if the project default setting ZR_PROCSEQ is activated.

The logic for assigning this sequence number is as follows:

• For an initial requisition supplement (that is, supplement 0), this number will be assigned in the order of requisition line item position and sub position number, starting with 1.

• For higher requisition supplements, line items with an increased quantity smaller or equal to 0, the proc seq number of the matching line item from the previous supplement are assigned. Line items with an increased quantity greater than 0 will be ordered by requisition line item position and sub position number and get a new proc seq number, again starting with 1.

SAP Pos. SAP Req Line Item Number.

Ident Code. Ident code of the ident placed on this requisition line item.

SAP Material Code. SAP Material Code defined in S.80.I.01.

Transferred Qty. Total transferred requisition line item quantity. This quantity is equal to the Increased Qty of the line item, but only if the Increased Qty is bigger than 0. If the increased qty is negative, then the quantity transferred to SAP will be set to 0 because SAP cannot handle negative quantities on requisition line items. An additional warning is set in the IDOC short_text field to inform the SAP purchasing users about this situation.

Unit. Name (code) of the requisition line item quantity (released quantity).



Workflow for Preparing to use the SmartPlant Materials SAP Interface

This section describes the steps necessary to prepare to use the SmartPlant Materials SAP requisition interface. The following table shows the steps and their order.

Activity (Complete in the order shown)

Screen Optional Description

Coherence / Dependency on SmartPlant Materials SAP Material Interface

Prerequisites

Customize MTO

Interface Settings A.70.11

For more information, refer to the SmartPlant Materials SAP Material Interface document in the Module SAP.10.03 SAP IDOCs section. Definition of SAP Requisition Number Ranges

SAP.40.01

SAP Requisition Data Mapping SAP.40.02

Requisition Transfer Job SAP.50.01

Check Transferred Requisitions in SmartPlant Materials

SAP.60.01

Check IDOC Receipt in SAP Transaction BD87, WE02



Coherence / Dependency on SmartPlant Materials SAP Material Interface

The material transfer to SAP must be finished before requisitions can send to SAP.

Only requisitions with well-known material can be handled in SAP. An exception is tagged material (tagged items in SmartPlant Materials); therefore, a special text without a material number will be sent inside the requisition.

Prerequisites • On the SmartPlant Materials client, the SAP GUI version 4.5 or later is

installed. • SmartPlant Materials SAP Material Interface is installed and configured. • Material transfer with the SmartPlant Materials SAP interface is finished.

Interface Settings For the functionality of the SAP Requisition Interface, SmartPlant Materials needs some additional information. This will be maintained as Interface Settings on the A.70.11 screen.

The following table lists all the needed interface settings (see also the SAP Material Interface documentation).

Setting Name Value (Example) Description

CLFMASIDOC CLFMAS01 IDoc name of type CLFMAS01, which shall be used by the SAP interface; by this it is possible to use IDocs which are entered new or modified by customer

CS_RCVPOR A000000015 internal field for the ALE communication:

receiver port of the ALE module

CS_RCVPRN LOGSPO0250 internal field for the ALE communication:

partner number of the ALE receiver

CS_RCVPRT LS internal field for the ALE communication:



Setting Name Value (Example) Description partner type of the ALE receiver.

CS_SNDPOR SAPH01 internal field for the ALE communication:

transmitter port of the ALE module

CS_SNDPRN LOGVUL0250 internal field for the ALE communication:

partner number of the ALE transmitter (alphanumerical)

CS_SNDPRT LS internal field for the ALE communication:

partner type of the ALE transmitter

DEF_PLANT 1000 Defines the default SAP plant for one special SmartPlant Materials SAP interface (needed for REQ)

FIX_PROG Y Y: Some fields in some segments are filled automatically (the program code is fix), example: E1MARAM.MATNR is filled with the material number ‘N’: You must use fix values or CIP function for every mapped field If this interface setting is not found in A7011, the interface will work like ‘Y’ (the old way with the fix programming). This setting is not used in the REQ interface.

FTP_CMD C:\WINDOWS\system32\ftp.exe

FTP command (full path required)

MATMASIDOC MATMAS03 IDoc name of type MATMAS03, which shall later be used by the SAP interface; by this it is possible to use IDocs which are entered new or modified by customer

MAXIDENT 100 Maximum number of transferred idents per file

MAXREQS 10 Maximum number of transferred reqs per file

MAXWAIT 60 Max. time of response (sec)



Setting Name Value (Example) Description

PRE_MATNR 0 Left-justified padding of the material number with given filler-characters. (here “0”); if this interface setting won’t be set, the material number will be transferred to SAP as it is saved in M_IDENT_INTERFACES. This interface setting is not necessary for the function of the interface.

PREQCRIDOC PREQCR01 Defines the name of the PREQCR IDOC that is used from the SmartPlant Materials SAP requisition interface. In the normal case, the delivered IDOC PREQCR01 must be entered here. But if one customer wants to use an own customized PREQCR01, he has to specify this here (needed for REQ)

SAP_ART_NR M_PCK_SAP_CUSTOM.BUILD_SAP_ART_NR

Name of a CIP function, which will be used to generate the SAP material number if it doesn’t exist; the given CIP function will be delivered per default; It returns the ident code as SAP material number

TAGTEXTFUN M_pck_sap_custom. GET_TAG_TEXT

Defines a CIP function, which builds the purchasing text especially for tagged items in SmartPlant Materials that are not transferred as material to SAP, but should nevertheless be purchased in SAP. The function M_pck_sap_custom. GET_TAG_TEXT will be delivered by Intergraph as an example (needed for REQ).

TRACING 1 The values 1 and 2 are valid. If the interface setting variable won’t be saved to an SAP interface, an IDoc trace log won’t be written; with value 2 you will get a more detailed log-file than with value 1.



Setting Name Value (Example) Description Furthermore, a RFC trace file and OCX.log file will be written, if this interface setting is set to 1 or 2.

TYP_OR_EXT ‘TYP’ or ‘EXT’ Use interface settings for CLFMASIDOC, MATMASIDOC, PREQCRIDOC as IDoc type or as IDoc extension (see below)

USE_ECLASS ‘Y’ or ‘N’ For working with Material Classes (CLFMAS IDOC): especially for customized SAP Systems that are working with ECLASS specification. The feature name specified on SAP.10.04 will be changed internally into the Material Class concatenated with the feature_name defined on SAP 10.04. This new (internal) feature will be transferred to SAP. (Detailed information in “Definition of SAP Material Classes ” chapter)

XML_DIR Directory for XML files

Interface Setting TYP_OR_EXT The standard values for the interface settings CLFMASIDOC, MATMASIDOC, PREQCRIDOC are:

• CLFMASIDOC = CLFMAS01 • MATMASIDOC = MATMAS03 • PREQCRIDOC = PREQCR01

The possible values for TYP_OR_EXT are:

• TYP • EXT If the standard values are used, this interface setting has no influence, because in both cases the IDoc type is the standard value, and the extension is a blank.

If another than the standard value is used:

• TYP_OR_EXT = TYP the value for CLFMASIDOC, MATMASIDOC, PREQCRIDOC are used for IDoc type, and the extension will be blank.



• TYP_OR_EXT = EXT the value for CLFMASIDOC, MATMASIDOC, PREQCRIDOC will be the standard values for the IDoc type, and the extension will be the found values for the settings.



Project Defaults The following Project Defaults are necessary for the functionality of the SmartPlant Materials SAP Requisition interface.

Project Default Value (Example) Description

ZI_SAP_INT 1252 Defines an attribute, which is responsible for defining a requisition as SAP interface dependent. (see the “Attributes” section below)

ZI_SAP_PLA 1354 Defines an attribute, which defines to which SAP Plant a requisition will be sent.

ZI_USE_SR ‘Y’ or ‘N’ Use SAP Interface for “release to procurement” instead of the R.30.01 screen.

Attributes Two SmartPlant Materials attributes are needed to mark which requisition should be transferred later to SAP, especially to which SAP plant. The name of these attributes can be assigned freely by the customer. To create these attributes, use the SmartPlant Materials SAP.50.01 Attributes screen.

Attribute name (e.g.) Value (Example)

Description

SAP_INTF ‘SAP’ or NULL

Attribute which stores the SAP Interface name (ii_code) to which the requisition belongs. The value ‘NULL’ means in this context that you can decide on the transfer screen SAP.50.01 to which SAP system a requisition should be transferred.

SAP_PLANT 1000 Attribute that stores to which SAP plant the requisition belongs.

Customize MTO The SAP.50.01 Requisition Transfer Job screen displays only requisitions that have a special attribute mapped. This is mapped (defined) by Project Default ZI_SAP_INTF described in the Project Defaults and Attributes sections.

The MTO has to be customized so that this attribute will be automatically mapped to each requisition that should be transferred to SAP. For that, this attribute must be mapped with the value NULL, to decide later to which SAP system the requisition



should be transferred (in the case of transferring data to more than one SAP system), or with the value of the interface name (interface_code) to decide already at this point to which SAP system the requisition should be transferred.

Important • The SAP.50.01 requisition transfer screen displays for a transfer only the

requisitions that are approved and have the attribute with a NULL value mapped or the requisitions that are approved and have this attribute mapped with the name of the selected interface as its value (selected in the first block of this screen).

IDOC Settings / Modifications / Extensions The IDOC structure PREQCR01 will be delivered by Intergraph with the Interface. Partly it is helpful or necessary to pre-allocate special IDOC fields by default values. You should do that already at this point. Please use the SAP.10.03 SAP IDOCS screen for this action

Tip • For more information, refer to the SmartPlant Materials SAP Material

Interface document in the Module SAP.10.03 SAP IDOCs section.



Definition of SAP Requisition Number Ranges Before requisition data can send to SAP, SmartPlant Materials needs information about the number ranges for requisitions in SAP. Inside SAP, the SAP Administrator must create a number range that is reserved for interfacing with third-party systems such as SmartPlant Materials.

This number range (or ranges) must be entered exactly in SmartPlant Materials on the SAP.40.01 SAP Requisition Numbers screen. This ensures that SmartPlant Materials creates only SAP requisition numbers that belong to a reserved number range in SAP.

SAP Requisition Data Mapping The data transfer to SAP takes place with the help of the IDOC data structures. The IDOC PREQCR01 is available for the requisition data transfer, and its fields will be filled with data according to their meanings. This takes place on the SAP 40.02 Map Requisition Data screens.

The SAP 40.02 Map Requisition Data section contains the screen description.

To transfer the SmartPlant Materials requisition to SAP, a certain number of IDOC fields must be filled. All fields that must at least be mapped are listed in a table in the What data is transferred? section.

The described fields relate to an SAP standard installation, so a user can have additional mandatory fields. This depends on the SAP installation customization.

Important • Mapping of data should only be done by people who have appropriate

knowledge about IDOCs and SAP as wells as knowledge about SmartPlant Materials standardization / BOM / REQ.

Requisition Transfer Job After all settings are done, transfer jobs can be defined on the SAP 50.01 SAP Requisition Transfer Job screen, which finally executes the actual data transfer.

To do this, enter a name for the job after the selection of an interface and save the record. Now all requisitions that should be transferred to SAP must be chosen by checking the “Transfer to SAP” check box.



The displayed requisitions are all transferable, which means the requisition is approved, not transferred / released to SAP. When a user chooses a requisition for the transfer, the system checks whether all materials inside the requisition are transferred to SAP. If not, the system displays an error and does not allow the user to transfer this requisition.

After choosing the requisitions, you can start the job by clicking the Start button.

Depending on the project default ZH_BT_OPT, the job will be started in online mode or batch mode, or an additional screen will be displayed to select the desired option. The changed cursor (hourglass) and a “progress screen” show the transfer of the data. The elapsed time, the estimated remaining time, and the transferred requisitions are displayed. The transfer varies depending on the data volume, server speed, and network performance.

On the screen, you can see a summary about the transfer job in the fields below. You can look at the log file of the job by clicking the Show Protocol button.

Important • A successful data transfer to SAP means only that a successful creation of

the IDOC data (PREQCR01) as a XML file or in the database tables occurred. It does not imply anything about the processing result by SAP.

Check Transferred Requisitions in SmartPlant Materials Use the SAP 60.01 Transferred Requisitions screen to check the result of the transfer jobs. All transferred requisitions and all requisition line items with additional information about the transfer to SAP are displayed.

Check IDOC Receipt in SAP Use this procedure to check the IDOC receipt in SAP:

1. Start the SAP GUI as an SAP user with privileges to use the MM and ALE / IDOC screens.

2. From the main menu, click Tools > Business Communication > IDOC BASIS > Display IDOC (Transaction “WE02”). Now you are in the IDOC lists screen.

3. Click the Execute button to see the IDOCs that were received this day. (The Execute button has a small green hook with clock behind it.)

Notice whether processing has taken place or not for the IDOC type PREQCR01.

Double-click an IDOC segment to display field content about IDOC structure.



The PREQUCR01DOC status record contains any processing errors that occurred.

Figure 1: IDOC List

Figure 2: IDOC Display in SAP

Glossary


Glossary SmartPlant Materials Terms

Material Master (SmartPlant Materials) - This means the SmartPlant Materials Idents with their various accompanying attributes.

Material Master Transfer - The transfer of SmartPlant Materials Idents to SAP. SAP saves the Idents and all accompanying Attributes and Features as Materials in the SAP Material Master.

Material Master Features (SmartPlant Materials) - This means all the Attributes and information that exist in SmartPlant Materials for this Ident. This also includes the SAP-specific Features "mapped to it" in the interface.

Material Master Record - If you are talking about a Material Master Record in connection with the SmartPlant Materials/SAP interface, this means the Ident and all its Attributes.

Material Master Data - See Material Master Record.

Attribute - This means SmartPlant Materials Commodity Attributes and/or Object Parameter Details (Geometry).

Features - In connection with the SmartPlant Materials/SAP interface, Features covers both Attributes (see above) and the Features "also mapped" in the SAP interface.

Material Class - Within SmartPlant Materials, SAP Material Classes are reproduced. This is done by grouping Idents, using SmartPlant Materials Parts.

SAP Terms Material - Corresponds to the SmartPlant Materials Ident.

Material Number - Material Numbers are a unique alphanumeric description of the SAP Materials.

Material Master (SAP) - The set of SAP Materials, including all the Features.

Material Master Data Features - Correspond to the SAP Master Data fields.

Classification Profiles - Features that can be allocated to a Material Class.

Material Master Features (SAP) - Full set of Material Master Data Features and Classification Profiles.

SAP Material Class - Within SAP, Features (Classification Profiles) can be allocated to a Material Class.

Glossary


IDOCs - Corresponds to a sort of data capsule in which logical SAP data can be transferred. It includes, for example, materials, requisitions, and so forth.

TRFC (Transactional Remote Function Call) - These are used for the online exchange of IDOCS with a SAP system. TRFC is a method standardized by SAP of exchanging SAP data.

EDI (Electronic Data Interchange) - This is a standard method of data communication supported by SAP. It is a method of offline communication; that is, the data (in this case, IDOCS) is transferred by data file, such as by using FTP.

Index


Index

Account code, 13 ALE, 6, 40 Attribute, 37, 42 BANF, 16, 21, 27, 28, 31, 39 BOM, 8, 11, 13, 29, 39 CIP, 9, 12, 13, 16, 20, 21, 22, 34 Classification Profiles, 42 client, 6, 8, 32 EDI, 43 Features, 42 Ident, 9, 30, 42 IDoc, 21, 38, 39, 40 Interface, 4, 6, 17, 18, 20, 23, 27, 31, 32, 37, 38 Interface Setting, 17, 32 Interface Settings, 31, 32 item, 9, 23, 29, 30 map, 20 Material, 4, 9, 15, 23, 30, 31, 32, 38, 42 Material Class, 42 Material Master, 42

Material Master Transfer, 42 Material Number, 15, 42 menu, 17, 40 MTO, 8, 11, 13, 21, 27, 28, 29, 31, 37 origin, 9, 21, 24, 25, 27, 28 Plant, 15, 25, 27, 28, 37 PREQCR, 6, 7, 14, 15, 16, 20, 34, 38, 39, 40 Project, 13, 16, 37 PSP element, 13 Quantity, 10, 15, 16 Requisition, 4, 6, 9, 11, 16, 17, 18, 19, 20, 21, 22, 24,

27, 28, 31, 32, 37, 39 Requisition number, 18, 19 Requisition transfer job, 9 RFA, 8 SAP automation suite, 6 SAP GUI, 4, 6, 32, 40 SAP requisition interface, 6, 8, 31, 34 supplement, 9, 10, 21, 24, 27, 28, 30 TAG, 9, 34

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