High-Level Specification

Functional Overview

To ensure consistent and automated management of supplier records across systems, a custom integration and job scheduling solution will be implemented. This solution will:

• Automate the synchronization of supplier status data between Ariba and Icertis.
• Ensure alignment of supplier deactivation in Icertis with the current status maintained in Ariba.
• Reduce manual intervention and the risk of data discrepancies between the two platforms.
• Support compliance and operational efficiency by maintaining accurate and up-to-date supplier information across systems.

Scope and Objectives

1. Custom Time-Based Job in Icertis
   • A configurable
   , daily-scheduled
   • job will be
   developed
   • implemented in Icertis to
   trigger
   • initiate the supplier deactivation synchronization process
   , with flexibility to adjust
   • on a scheduled basis.
     The scheduled job uses a cron expression to control execution frequency and timing, allowing easy adjustments without code changes. 
2. Supplier Status Check in Ariba
   • The job will connect to Ariba via API to retrieve supplier records, identify those marked as inactive, and process delta updates accordingly for synchronization.
3. Supplier Deactivation in Icertis
   • Inactive suppliers identified from Ariba will be deactivated in Icertis using the Business Bulk API, ensuring data consistency, integrity, and audit traceability.
4. Last Run Time Stamp in Icertis
   • Maintain a last run time stamp in Icertis ensure only unprocessed or missed records are picked in subsequent runs.
5. Manage Offset
   
   1. A 24‑hour offset parameter will be maintained. During each execution of the supplier deactivation job, records will be fetched not only based on the Last Run Timestamp but also for the additional duration defined by the offset to avoid missing any updates.

Objectives

• Automate the synchronization of supplier deactivation status between Ariba and Icertis.
• Ensure daily alignment of inactive supplier records using a configurable time-based job in Icertis.
• Retrieve and process only newly deactivated suppliers from Ariba via API to optimize performance.
• Maintain data integrity and audit traceability during supplier deactivation in Icertis.

Process Flow Diagram

Assumptions

• Supplier status (Active/Inactive) in Ariba is always up-to-date and reflects the correct business decision before synchronization.
• Job should run outside the business hours, parallel job run should be avoided to not impact the performance.
• Supplier information is already created in Icertis using standard Ariba Adaptor.
• Supplier is deactivated: - Icertis Standard Approach for existing agreements.

  Dependencies

  • • If an agreement is in Draft status and the associated supplier is deactivated, the supplier may be replaced within that agreement manually.
    • If the agreement status is Approved or Executed, a new agreement must be created to reflect the change.
    • Similarly, if an existing agreement requires an amendment, a new agreement should be initiated rather than modifying the original.
  • Supplier reactivation will be done through Standard Ariba Adaptor integration.

  Dependencies

  Supplier should be created in Icertis - Supplier Master through standard Icertis - Ariba Adaptor integrationNot Applicable

  Security, Integrity and Controls

  Not Applicable

  The following are the Security and Authorization considerations for this interface:

  • Access to Ariba APIs is limited via a shared secret to secure End Point connection
  • Access to API authorization in SAP Ariba Sourcing are being addressed by Ariba standard security controls. Only authorized persons with Ariba administrator’s role can access/ change API OAuth Keys.
  • Similarly, access to API authorization in Icertis are being addressed by Icertis standard security certification. 

  	Supplementary	Test	Production
  Ariba Technical User	R_BTP_ARB_ADMIN	R_BTP_ARB_ADMIN
  Ariba Realm ID	745255310-SS-T	745255310-T	745255310
  OAuth URL	https://api-eu.ariba.com/v2/oauth/token	https://api-eu.ariba.com/v2/oauth/token	https://api-eu.ariba.com/v2/oauth/token
  Request URL	https://eu.openapi.ariba.com/api/sourcing-mds-search/v1/prod	https://eu.openapi.ariba.com/api/sourcing-mds-search/v1/prod	https://eu.openapi.ariba.com/api/sourcing-mds-search/v1/prod

  • Icertis authentication is done through certification method as the task resides in Icertis environment. 

  Configuration Requirements

  • Technical Configuration - Job Scheduling in Icertis
    • Frequency: Daily execution
    (configurable to weekly or custom intervals).
    • Execution Time:
    Adjustable to align with system maintenance windows or business hours.
    • As mentioned in the Job Register
    • Retry Logic: Define retry attempts* and intervals for failed runs. *) Best practice is a maximum of 3 attempts.
    • Notification Settings:
    Email or system alerts
    •  Notifications will be sent for job
    success/failure
    • failure event to support.integration@syensqo.com.
  • API Connectivity with Ariba
    • API Credentials: Secure storage and management of authentication tokens is ensured. Icertis securely stores all configuration data required to invoke Ariba APIs.
    • Endpoint Configuration: URLs for supplier data retrieval (full list and delta updates).

  Special Requirements

  Not Applicable

Design Rationale

• Current Gap: Supplier deactivation status is not being updated in Icertis, leading to inconsistencies in Supplier data in Ariba and Icertis.
• Integration Approach: Implement a direct API-based solution to ensure real-time and consistent updates of supplier status

Not Applicable

Data Structure

Source Structure

System Roles: In this integration, SAP Ariba serves as the source and leading system for supplier status, while Icertis acts as the target system, receiving and updating supplier records based on the status maintained in Ariba.

The following

field within the payload will be used to provide the required information for this interface:

Target Structure

The following fields field within the table ICMSupplierMasterwill be used to provide the required information for this interface:

Mapping and Calculation

curl --location 'https://eu.openapi.ariba.com/api/sourcing-mds-search/v1/prod/entities/organizations?$filter=(Active eq false and TimeUpdated gt 2025-11-25T00:00:00Z)&%24includeInactive=true' \
--header 'Accept-Language: en' \
--header 'X-Realm: 745255310-SS-T' \
--header 'Accept: application/json' \
--header 'Authorization: Bearer <Your Auth Token>' \
--header 'apiKey: VJfuIdNt5gi5DqkNOFdXMv92HWGaA81j'

{
        "DynamicProfileSyncStatus": "0",
        "IsCustomer": "false",
        "MinorityOther": "",
        "MinorityNativeAmerican": "false",
        "CorporatePhone": "",
        "Name_en": "Ariba P2P Test Supplier",
        "CorporateURL": "",
        "SystemID": "sid111",
        "SystemId": "AN11228658404-T",
        "IsOrgApproved": "2",
        "AODMigrationStatus": "0",
        "OrganizationType": "",
        "TimeUpdated": "2025-10-04 00:31:30.811",
        "TimeCreated": "2025-05-25 21:17:29.899",
        "CorporateEmailAddress": "",
        "AODDataSyncScn": "0",
        "HasTradingRelationship": "false",
        "Active": "false",
        "HierarchyPath": "/CCNSAINDMDGykWJ",
        "IsSupplier": "true",
        "StateOfIncorporation": "",
        "CorporateFax": "",
        "IsManaged": "0"
}

{
  "Data": {
    "TypeOfContract": "Masterdata",
    "ContractTypeName": "ICMAccountEntityMaster",
    "JobItems": [
      {
        "RequestIdentifier": "MD123",
        "Id": "739caf5b-2c9b-4ba0-9dc7-b4cfbd0cf4b3",
        "Action": "Deactivate",
        "EndpointVersion": 2,
        "UseExternalId": true,
        "RequestBody": {
          "EntityName": "ICMAccountEntityMaster",
          "Id": "739caf5b-2c9b-4ba0-9dc7-b4cfbd0cf4b3",
          "Note": "Test Bulk Action",
          "IsPrivate": true,
          "ReasonCode": {
            "UniqueValues": [
              "763A18D2-63DB-4E39-8500-0B8BBB3697E7"
            ],
            "DisplayValue": "01",
            "ExternalId": null
          }
        }
      }
    ]
  }
}

Volumetrics

• The integration job runs daily and retrieves only changes (deltas) compared to the previous run, including newly deactivated vendors.
  The Bulk API limits on ICI are 
  

  Resource Type	Max items per job
  Master Data	5000

• Process: The API queries Icertis for vendors deactivated after the last TimeUpdated timestamp. 
  If no changes occurred since the previous day, the API returns an empty set and no updates are processed.

Delta records since the last run job.

Performance Consideration

• The execution of the scheduled job in Icertis should be carefully timed to avoid overlap with other system batch processes and to minimize impact during peak business hours. Scheduling should take into account system maintenance windows and existing job loads to ensure optimal performance and reliability.
• Further considerations: Ariba Rate Limit (Requests): 10/sec, 40/minute, 200/hour, 1000/day - The rate limit will consume the bandwidth for the standard MD if both share the same application.

Error Handling

Testing

How to Test

Test Conditions and Expected Results

Test Considerations/Dependencies

Not Applicable

Other Information

Development Details

Package

Other Development Objects

Appendix

See also

Change log