High- Level Specification

Functional Overview

The functional design of the system interface defines the API to be provided or consumed. 

EDI customers sends their Sales Order change message through Elemica to Syensqo. Elemica sends the OrderChange XML to SAP CPI. SAP CPI then triggers a custom API to compare a predefined subset of the OrderChange fields with their corresponding subset of fields in the existing Sales Order fields and identifies the fields that the OrderChange message is requesting to change. The Sales Order and the fields where new values are sent in the OrderChange message are then sent to the Order Modification Fiori App for CSR review and approval / rejection.  A notification is also sent to the CSR on the sales order with the changes requested by the customer. 

The purpose of this functional specification is to create the custom API for the identification of the changes to a sales order requested by the customer and sending notification of the changes to the CSR. This will be done by using

1. data directly available in the Elemica XML
2. data derived from S/4HANA based on data in the Elemica XML (e.g. using the Purchase Order Number in Elemica XML to find the Sales Order Number in S/4HANA)
3. data directly pulled from S/4HANA (e.g. Sales Order Number and specific sales order fields)

Scope and Objectives

This System Interface, a custom implementation in SAP S/4HANA,

• consumes the OrderChange data from SAP CPI
• maps this data into a structure to compare with existing sales order in SAP S/4HANA
• transform some data OrderChange message from SAP CPI into the Sales Order structure in S/4HANA
• performs lookup of specified data (as applicable) in S/4HANA
• stage certain data from OrderChange message from SAP CPI into a S/4HANA custom table

The standard SAP Sales Order Change API is unable to support the above functions, hence the need for a custom API.

Process Flow Diagram

Assumptions

1. The custom Sales Order Change API will be called from SAP CPI and be able to lookup data from SAP S/4HANA to feed the target structure of the sales order
2. The source object and S/4HANA System target field mappings, including custom fields, will be updated based on mapping requirements in S/4HANA System.
3. The Custom API should be able to map all source and target mappings to successfully create a sales order
4. The custom API should be able to send Fiori launchpad notifications to CSR identified on the sales order

Dependencies

1. All configurations in S/4HANA from where the custom API should look up values should already be implemented before the interface is deployed.
2. Connection between SAP CPI and S/4HANA already set up
3. Required master data in S/4HANA already loaded
4. Part of the staging table is updated based on outcome of user interface processing per ERP-2326 New Order Modification Fiori App

Security, Integrity and Controls

• Required authorisations to execute the custom API need to be defined.
• Existing secure connectivity for communication between SAP S/4HANA and SAP CPI will be applied.

Configuration Requirements

N/A

Special Requirements

N/A

Design Rationale

API Use

Custom API based on API_SALES_ORDER_SRV_0001 

Data Structure

The following fields will be used to provide the required data structure of the interface:

Field mapping is mentioned on  ERP-2097.

Calculation and Validation

N/A

eDocument mapping

N/A

Processing Logic

1. Receive OrderChange API
2. Look up the sales order number of the change using the Purchase Order number in OrderChange API (see Sales Order Look Up Logic)
   1. If sales order is found, go to step 3
   2. if sales order is not found, generate error message ‘no sales order found for PO number’ and update in AIF. Follow Error Handling procedure
3. For each line item (A_salesOrderItem_ PurchaseOrderLineItemNumber) on the OrderChange API, check if A_SalesOrderItem_ActionRequest = DELETED exists

1. 1. If yes – find the corresponding line item(s) on the sales order from 2a, extract Order Items View data and update Line Status as ‘DELETED’
   2. If A_SalesOrderItem_ActionRequest = DELETED does not exists, go to step 4.

4. For each line item (A_salesOrderItem_ PurchaseOrderLineItemNumber) on the OrderChange XML, find the corresponding sales order line item and compare the data as per ‘Fields for Comparison’ table. If there are differences between them, populate the ‘Staging table'

Sales Order Look Up Logic using Purchase Order Number

Order Items View (To be used in ERP-2326 New Order Modification Fiori App)  

 Line Status Logic

1. Check delivery status of the sales order line item.
   1. If VBAP-LFGSA=A (not yet processed), set Line status = Modif (can be done manually in SAP)
   2. If VBAP-LFGSA = B or C, set Line status = Modif (delivery already done in SAP)
2. Check rejection if the sales order line item is rejected or not (VBAP-ABGRU = blank)
   1. if the sales order line item is not rejected, VBAP-ABGRU = blank, Modif (can be done manually in SAP)
   2. if the sales order line item is rejected, VBAP-ABGRU is not blank, Modif (item is rejected in SAP)

How to find changes requested from the OrderChange XML from Elemica

Comparison is made between a subset of the OrderChange XML fields and their corresponding values in the Sales Order. For the fields where the activation flag is ticked, where there is a difference, these fields are collated into a staging table (a database table) and passed into the Order Modification Fiori App (ERP-2326 New Order Modification Fiori App) structured into both a Fiori Launchpad notification (see notification logic section) and to update the App with the specific data of the sales order that needs to be changed 

Fields for Comparison:  OrderChange API vs Sales Order Line Item Fields

Staging table

This will be a database table, not user maintained but programmatically maintained with the sales order and the new values of the fields to be changed. This will be used by the ERP-2326 New Order Modification Fiori App to generate the sales orders where customer has requested changes and the new values 

Content of this table older than 30 (tbc) days should be automatically deleted (program to do this to be defined by Technical team as part of general house keeping)

Additional Notes related to Staging Table

1. For each Sales Order and Sales Order line items, values in columns Sales Order Number, Sales Order Line Item, Modification Request Date, Changed Field and New Value are used to update the Order Items contents in App Detailed View of the User Interface built in ERP-2326 New Order Modification Fiori App
2. For each Sales Order and Sales Order line items, values in columns the Processed flag, Processed Date, Processing Status and Processing Status Rejection Reason text are updated from ERP-2326 New Order Modification Fiori App

Notification Logic

For every OrderChange message received, trigger a Fiori Launchpad notification to the CSR

Logic to find CSR for a sales order

Read VBPA-PERNR (get SAP user ID from this) where::

VBPA-VBELN = Sales order number

VBPA-PARVW = 'SE' for Sales Employee

Notification text: 

Title: EDI Order Modification Notice

Subtext: A modification for Order  <Sales Order> has been received

Clicking on the notification should take CSR into the details of the requested change (details in ERP-2326 New Order Modification Fiori App) 

Delta or Full Load Requirements

Interface Alert & Monitoring

The Odata service will be monitored through AIF as part of the monitoring strategy for the project.

Language Requirements

N/A

User Interface Requirements

N/A
 

Sequencing

N/A

Volumetrics

Approximately 300 Order Change requests per month

Performance Consideration

The design of the interface and related custom table(s) must be able to support the volume of  messages received.

Error Handling

Error handling for this interface to align with the error handling process for interfaces as defined for SyWay (exact approach / process yet to be defined and below are indicative only to be refined based on the defined approach)

Integration errors:

All errors occurring during mapping rule execution and during posting to be added to the application log and AIF in a readable and user understandable format. These errors should trigger incident creation in SyRa (tbc)

Data errors or errors in S4 during translation, logic execution etc:

These should trigger a Fiori launchpad notification to the CSR highlighting the error in an understandable format in addition to logging the error in AIF (to be defined exactly how users will access and reprocess these failed messages)

Testing

How to Test

Test Conditions and Expected Results

Test Considerations/Dependencies

Other Information

Development Details

Package

Other Development Objects

Appendix

See also

Change log