Master Data Transfer Process between S4 HANA and GTS

• All customer, vendor, and material master data, and if applicable, bills of material (BOMs) relevant for preference determination and re-export control, from the feeder system to the SAP GTS system using Remote Function Calls (RFC).
• A distinction must be made between the initial data transfer when the SAP GTS system is set up and regular transfers of new or changed data during operation. There are standard change pointers available in S4 HANA dedicated for this purpose.
• The change pointer creates a connection between change documents and the corresponding message type. When creating or changing a master record, the application program checks whether the change pointer function is activated. If the function is activated, the system saves a change pointer to the database.
• For SAP GTS purposes, so-called reduced message types are used. Message types denote the data that can be exchanged between systems in ALE or EDI scenarios, for example, MATMAS for material masters, CREMAS for vendor masters, and DEBMAS for customer masters.

Masters data’s received from external parties

• SPL List: Currently these SPL lists are uploaded manually in GTS (periodically) via a frontend transaction. These are usually an XML file provided by an external data provider (such as Descartes for Syensqo) and dumped in a Syensqo provided Network directory. In TO-BE solution , this interface might get automated and post TO-BE this might get added to the RICEF list.
• Duty Rates: Duty rates are also supplied by external agencies and they are uploaded in GTS via frontend transaction within the master data cockpit.
• HTS / Tariff codes/ECCN (Export control classification number) : These are uploaded in the system during cutover (One time) manually via a frontend periodic updates to these. This numbers are used to classify the products in GTS for compliance and customs purposes.

Data Transfer from GTS to Feeder System

• Once the products are classified with a HTS (Harmonized Tariff) this numbers are sent back to the product master in S4. This happens via a change pointer based transfer API maintained in GTS and S4 system. Usually this gets updates via periodic batch jobs. Currently at Syensqo this job is running once daily.

Note : It is also estaiblished during our L3 process mapping sessions that the duty rates will also be transferred back to the feeder for product costing purpose. These rates will be included as an costing element (condition type) in the purchase order line item. A new RICEF entry will be create post TO-BE workshop for this requirement.

1. You create a sales document or document for materials management in the feeder system.
2. SAP GTS, edition for SAP HANA (SAP GTS) starts sanctioned party list screening automatically. Based on the rules that you configured during implementation, the address data in the business documents is checked against the available sanctioned party lists in the GTS system. You can obtain these lists in XML format from external data providers and upload them to your GTS system. You can also create your own lists.
3. The monitoring features in the GTS system let you easily keep track of all checked addresses.
4. An employee with the appropriate authorizations can use the monitoring capabilities to release blocked documents for further processing.
5. Periodic checks can be set up to check the current available master data. You can configure the sequence that is used for checking the master data. It makes sense to set up the system so that all the master data is checked automatically after every update of the sanctioned party lists.
6. All activities are logged in the area of sanctioned party list screening and can be archived for legal purposes with the SPL audit trail function.

Note: If a document is blocked then some activities pertaining to goods movement such as picking/packing and Goods issues is also blocked in the feeder system. This is controlled via incompletion checks in S4 system based on status checks in GTS.

1. You create or change business document in the HANA system.
2. The GTS system starts the export/import control automatically. It checks whether an import or export license is required to import or export the product, based on the settings configured in Customizing for the GTS system.
3. If a license is required, the system assigns the appropriate license automatically to the business transaction.

NOTE : The integration design remains same for any type legal control (EAR and/or ITAR) only the degree ot checks and type of licenses differ.

The following documents will be integrated with GTS to support Export Declaration Process.

• Sales document will create a corresponding customs document in GTS and perform neccessary compliance check (as shown in the previous section).
• The outbound delivery will also be screened for compliance check as a well as basic logistics information will be stored in GTS for customs purpose.
• The Freight order from SAP TM will also be transferred to GTS customs shipment document. This will carry the final weights and volumes as well as freight and transportation informations such as container/Seal informations, vessel / Truck informations etc.
• A billing document (proforma or standard invoice) will create the customs declaration document in GTS.
• an Authorized customs representative from Syensqo or a customs broker will file these informations to Customs authorities.
• Customs Authorities will send approval along with customs authorization details (Such as Movement Reference document).
• This document will be transferred back to warehouse and/or carrier in order to perform transportation execution.

Note : These documents recieved from Customs Authorities are also stored in Archive repository for many years (depending on each country's legal requirement , but usually its from 5-15 years).

In this scenario the GTS system creates a replica of the purchasing document and collects the data in an overview. The inbound delivery data can also be used to update the quantities and values in a customs declaration prior to goods receipt, the system collects the purchasing document data in an overview to update the data. The data is updated as soon as you save the inbound delivery in the feeder system. This lets you use the quantity that the supplier has actually shipped in your transaction.

From within the overview, you can create a customs declaration and start the communication process with the authorities. The customs duties will be calculated in both the replicated purchasing document and in the customs declaration prior to goods receipt. It does not matter whether your customs declaration contains items from one or more suppliers (consolidation of multiple purchase orders to one import declaration is supported by standard GTS).

At Syensqo the following variants will be performed depending on business process and geography.

• Release products to free circulation or place them in a special customs procedure

• Release partial quantities to free circulation

• Delete a material document item that has no influence on stock postings of a special customs procedure

• Delete partial quantities of material document items.

POSSIBLE ADDITIONS TO SYENSQO TO-BE IMPORTS PROCESS DESIGN (RECOMMENDED)

Customs Invoice : Integration of inbound invoice (Inter-Company or Supplier Invoice) to create customs Invoice in GTS. Subject to our TO-BE discussion, this might be an additional element which will created in GTS . The following elements will be accurately updated in import declaration before submitting to the authorities.

• External Invoice Number
• Value
• Invoice Date
• Invoice Currency
• Incoterm 
• Invoicing Party

Process Steps 

1. The feeder system transfers information on supplier-product relationships to the GTS system for Preference Management. The GTS system can create proposals for further processing from this data.

2. Based on the business documents (Purchase Orders) , the system can create proposals for requesting long-term supplier’s declarations for which you do not have an LTSD. During creation, current supplier data, for example, the communication method and the request relevance, is taken into account. You can now send the request for long-term supplier’s declarations to your supplier.

3. When you receive a long-term supplier declaration from your suppliers, you have to enter and release them in the GTS system.

4. The system aggregates products based on existing goods receipts and released long-term supplier’s declarations.

5. The system uses the threshold value from preference determination. In this process, it combines the statements for each material, based on the rules and procedures of the preference agreement, regardless of whether valid or invalid supplier’s declarations are available. The system archives the results of preference determination to enable further monitoring and audits.

6. When you create or change an order or billing document in the feeder system, the system compares the threshold value with the ex works price from the order or billing document.

7. If the product is eligible for preferential treatment, the system sets the preference indicator.

8. You can issue long-term supplier’s declarations to your customers. The system can create proposals based on business documents.

Integration steps

• The source documents are Purchase Orders and MM Scheduling Lines. Some parts of the data required for the Intrastat report can be taken directly from the purchase order.
• The delivered quantities (goods receipts) and the values provided by the vendor in the invoice (invoice receipts) will be determined from the PO history (document flow).
• There is no direct link between the individual goods receipts and the invoice receipts; the assignment happens chronologically.
• The declaration currency is predefined by country. As documents can also be created in different currencies, a conversion into the declaration currency is often necessary.

Integration steps

• The source documents are Purchase Orders and MM Scheduling Lines. Some parts of the data required for the Intrastat report can be taken directly from the purchase order.
• The delivered quantities (goods receipts) and the values provided by the vendor in the invoice (invoice receipts) will be determined from the PO history (document flow).
• There is no direct link between the individual goods receipts and the invoice receipts; the assignment happens chronologically.
• The declaration currency is predefined by country. As documents can also be created in different currencies, a conversion into the declaration currency is often necessary.

Integration Steps

• Billing documents are created for goods already delivered to customers. These billing documents contain all the values required for Intrastat, including the invoice and statistical values.
• The declaration currency is predefined by country. As documents can also be created in different currencies, a conversion into the declaration currency is often necessary.

The following SD sales document categories are processed by the Intrastat programs:

• Invoice
• Invoice Cancellation
• Credit and Debit Memo
• Inter-Company Invoice
• Inter-Company Credit Memo

The four illustrations below illustrate the system's behavior and the partner's responsibility given different scenarios for Dispatch reporting.