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 which a custom API which compares the OrderChange fields (or a subset of) with the existing Sales Order fields (or a subset of) 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

Insert the flowchart and fill in the steps

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

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

If the interface interacts with third-party systems such as Icertis, describe any additional integration, security or authentication considerations that must be taken into account.

Design Rationale

This template section may be used to specify the custom API design. The requirement can be for an API provider which means the API will be designed in the system or can be for an API consumer which means that an API will be consumed in the system.

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:

Calculation and Validation

Populate the table below to list the calculation and validation rules per field. Can be deleted if not needed.

eDocument mapping

Populate the table below to list the mapping for edocument implementations. Can be deleted if not needed.

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 or A_SalesOrderItem_ActionRequest = CANCELLED  exists

1. 1. If yes – find the corresponding line item(s) on the sales order from 2a and extract Order Items View data and update line item status as ‘DELETED’
   2. If no, go to step 4.

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

 Line Status Logic

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

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

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)

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

Please describe change tracking requirements, i.e. transferring only delta, or always full load

Interface Alert & Monitoring

Please describe any alert & monitoring requirement for business users and support organization, i.e. AIF

Language Requirements

Specify multi language requirements

User Interface Requirements

N/A
 

Sequencing

N/A

Volumetrics

Provide volumetrics details: Initial load volumes, Number of Records, Expected Frequency, Expected Long term Growth)

Performance Consideration

Specify if there are any specific performance factors that need to be taken into consideration during development i.e. interface must be able to handle 100 posting per-hour, etc.

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

Please provide some guidance and/or test data to help the developer unit test the interface. Please include both positive and negative testing (to validate error situations handling)

The developer will need to test repeatedly, so where appropriate provide instructions to reverse the actions performed so the test may be run again, or explain how to create new input data to the test. In particular, the developer will need logons for test users representing the various roles within the approval process.

Test Conditions and Expected Results

Test Considerations/Dependencies

List any considerations essential for application test planning (e.g., test this before ABC along with DEF separate from GHI). If the development encompasses a user interface, explain how to test it. List any insights as to how this component could be tested the most efficiently.

Other Information

Development Details

Package

Other Development Objects

Appendix

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log