Summary
The integration solution is designed to solve a coordination and rate limit management problem between Ariba API and Keelvar APIs used in Sourcing Processes.
During the implementation of Interfaces (see below) that require orchestration of the APIs between the two systems, it was discovered that strictly imposed rate limits in Ariba APIs mainly, but also Keelvar Intake and Export APIs, are reached, causing Integrations to fail.
To address this, an Integration Orchestration Solution is introduced using available tools in SAP CPI. The major aspects of the solution are:
- Use of JMS Queues, where required, shared by Interfaces utilising the mentioned APIs
- Use of singleton processing via a Router IFlows that sequentially and synchronously process messages for each JMS Queue
- Use of Connectors to Ariba and Keelvar APIs that are rate-limit aware and pause if limits are reached.
Overall, this solution provides a robust, controlled, and extensible foundation for managing multiple API-based integrations between Ariba and Keelvar, ensuring operational stability and compliance with API usage policies in Ariba and Keelvar. Furthermore, this solution can be extended if and when further Integrations need to be implemented that utilise Ariba and Keelvar APIs, in addition to the 4 interfaces that currently ( as of 09-April-2026 ) utilise this:
| ID | Description |
|---|
| ERP-108 | Synchronisation of Sourcing Events created and updated in Ariba to Keelvar |
| ERP-137 | Synchronisation of Award Bids and Bid Sheets from Keelvar to Ariba |
| ERP-138 | Notification of Keelvar Event Status changes to Ariba |
| ERP-224 | Synchronisation of Suppliers updated in Ariba to Keelvar |
Description
Ariba APIs contain both intake and export endpoints supporting Ariba Strategic Sourcing Platform to read, create and update Sourcing events, Scenarios, Awards and Suppliers.
Three Ariba APIs are part of this solution - Event Management API, Master Data Retrieval API for Sourcing, and Surrogate Bidding API. There is no documented rate limit for Surrogate Bidding API however, Event Management API and Master Data Retrieval API for Sourcing requests are rate-limit controlled as shown below:
- Event Management API: Enables integr
| Time limits | Number of Requests |
|---|
| Per second | 5 |
| Per minute | 80 |
| Per Hour | 3500 |
- Master Data Retrieval API for Sourcing
| Time limits | Number of Requests |
|---|
| Per second | 10 |
| Per minute | 40 |
| Per Hour | 200 |
| Per Day | 1000 |
Keelvar Intake and Export APIs are three different sets of API Services with their own rate-limits:
- Intake APIs: Enables Sourcing Event read, creation and update in Keelvar. In addition, APIs also contain services to check the Event Processing background job status.
| API | Burst | Sustained |
|---|
| Sourcing Events | 120 per hour | 500 per day |
| Process Job Status | 30 per minute | 600 per hour |
- Export APIs: Enables reading of Sourcing Events, Bids and Awards.
| API | Burst | Sustained |
|---|
| Awards | 60 per minute | 43,200 per day |
| Bids | 60 per minute | 43,200 per day |
| Events | 60 per minute | 43,200 per day |
- Supplier Management APIs
| API | Burst | Sustained |
|---|
| Suppliers | 30 per minute | 600 an hour |
| Supplier Changes ( Retrieve ) | 30 per minute | 600 an hour |
| Supplier Changes ( Update ) | 60 per hour | 500 per day |
| In addition, Keelvar provides a Webhook management API which is utilised in the Event Management Orchestration between Ariba and Keelvar. However, this set of APIs do not have a published Rate-Limit controls and described in a separate document here. |
To manage the constraint enforced by the rate-limits, this framework enables the orchestration of the APIs between the two systems, avoiding and recovering from rate-limiting exceptions as well as handling exceptions such as data errors, service unavailability etc.
The following guiding principles need to be applied in the IFlows pertaining to the Integration:
- All requests to APIs from IFlows will be via Request-Reply objects - this enables the ability to handle Exceptions by logging the response message bodies, return codes etc
- The Processing will be broken up into small Asynchronous sequential calls. This allows the integration to re-process only failed API calls and then, once successful, hand over to the next IFlow seamlessly
- The IFlows will be designed in such a way to reduce the number of API calls, ideally to contain only one API call for each system. Multiple APIs will orchestrate when strictly necessary, since this increases the chances of reaching the rate limit during processing of subsequent messages from the JMS Queue.
- The IFlows will be designed so that re-processing via the JMS Queue will not affect the outcome expected.
- The IFlows will only use the Ariba and Keelvar Connector IFlows to access the APIs. This ensures that the API calls are sequential and each is completed before the next occurs
- The IFlows will handle and log the exceptions and raise a new exception to push it back to JMS Queue. This ensures that the Error notification is captured in CPI.
- The Sequence of the IFlows are via Process Direct direct endpoints to allow the Router to identify the Processing IFlow once it is pushed into JMS Queue
Solution Overview
Process Flow
| Step | Function |
|---|
| Invoker IFlow initiates the processing. After defining the parameters (headers) necessary, including the Process Direct path for processing at Provider IFlow, the message is passed to the JMS Queue. Ideally, this IFlow will not contain any calls to Ariba or Keelvar APIs. |
| 2 | The JMS Sender Adapter reads the messages and processes them synchronously. |
| 3 | Based on the Process Direct path defined in the message parameters, the Router IFlow forwards the message directly to the Provider IFlow. |
| 4 | The Provider IFlow executes calls to Ariba APIs as required, using dedicated Connector IFlows. These Provider IFlow sets the parameters required by the Connector to call the API |
| 5 | The Provider IFlow executes any API calls to Keelvar, using the Keelvar Connector IFlows. These Provider IFlow sets the parameters required by the Connector to call the API. |
| 6 | Optionally, the Provider IFlow triggers additional messages to the JMS Queue. |
Key Components of the JMS Solution
| Component | Description |
|---|
| JMS Sourcing Queue | Central component for Event and Award Scenarios. Router IFlows write to and read from the queues |
| JMS Master Data Queue | Central component for Supplier Synchronisation Scenarios.IFlows |
| JMS Events Router IFlow | The singleton IFlow that directly reads from the JMS Sourcing Queue. This is single threaded, controlled via standard JMS Sender Configuration. |
| JMS Master Data Router IFlow | The singleton IFlow that directly reads from the JMS Master Data Queue. This is single threaded, controlled via standard JMS Sender Configuration. |
| Ariba Event Management API Connector | Handles all API requests to Ariba Event Management API. Errors are logged but also returned to the calling IFlow. |
| Ariba Surrogate Bidding API Connector | Handles all API requests to Ariba Surrogate Bidding API. Errors are logged but also returned to the calling IFlow. |
| Arimba Master Data API Connector | Handles all API requests to Ariba Master Data Retrieval API for Sourcing. Errors are logged but also returned to the calling IFlow |
| Keelvar Events API Connector | Handles all API requests to Keelvar Intake and Export APIs. Errors are logged but also returned to the calling IFlow |
| Keelvar Supplier API Connector | Handles all API requests to Keelvar Supplier API. Errors are logged but also returned to the calling IFlow |
Technical Details
Invoker IFlow Configurations
| Object | Value | Description |
|---|
| Header Value | jmsProcessDirectPath | The ProcessDirect path of the Provider IFlow. Externalised field |
| Queue Name in JMS Receiver Adapter Configuration | aribaEventMgtQueue | Name of the JMS Events Queue. Externalisable field |
| | aribaMasterDataQueue | Name of the JMS Supplier Queue. Externalisable field |
JMS Queues
All IFlows that forwards the processing to JMS Queue should have the following configuration settings in the JMS Receiver Adapter
| Object | Value | Description |
|---|
| Queue Name | aribaEventMgtQueue | The Unique name for the JMS Queue |
| Access Type | Non-Exclusive | Each JMS Queue entry will process independently of each other due to the Design Principles applied |
| 2 days | The number of days to hold the message in the Queue to raise a Stale message alert. Default value of 2 days. In this solution, this has no relevance as the messages are pushed to DLQ after the defined number of retries |
| Expiration Period | 30 days | The period a message can be fetched and reprocessed from the queue. Default value of 30 days is used. In this, solution this parameter has no relevance as the message are pushed to DLQ after the defined number of retries. |
JMS Events Router
Externalised Parameters
| Object | Value | Description |
|---|
| Maximum Retry Limit | 5 | The messages are gracefully pushed to a defined separate "Dead Letter Queue" used for error handling. No further processing will be done after the configured number of retries. |
| Dead Letter Queue for Error Handling | DLQ_aribaEventMgtQueue | The name of the Dead Letter Queue that persists messages when the number of processing times reach Maximum Retry Limit |
Sender Adapter JMS Configuration
| Object | Value | Description |
|---|
| Queue Name in JMS Sender Adapter Configuration | aribaEventMgtQueue | Name of the JMS Queue. Externalisable value |
| Number of Concurrent Processes | 1 | Note: This value is important for Singleton Instance of the IFlow. This is vital for Serialised processing of the Queue |
| Retry Interval | 1 minute | The initial duration between the retry attempts |
| Exponential Backoff | Ticked ( true ) | The retry interval is doubled with each subsequent attempt |
| Maximum Retry Interval | 60 minutes | The maximum allowed retry interval with exponential backoff. In this solution, this parameter is relevant if the number of allowed retried is increased to over 7 |
| Dead Letter Queue | Ticked (true) | In case of out-of-memory issues by the Worker node, the messages are moved to a separate queue. If needed messages can be unlocked for reprocessing. Note: this Dead Letter Queue is the default JMS Sender behaviour. |
Receiver Adapter JMS Configuration - For Dead Letter Queue
| Object | Value | Description |
|---|
| Queue Name | DLQ_aribaEventMgtQueue | All messages after the configured number of Retries are moved to this DLQ |
| Access Type | Non-Exclusive | Since messages are not automatically reprocessed from this queue, this value is not relevant for the solution |
| Retention Threshold for Alerting | 2 days | The number of days to hold the message in the Queue to raise a Stale message alert. Default value of 2 days. An alert will be raised if the message is not removed within this period. |
| Expiration Period | 30 days | The period a message can be fetched and reprocessed from the queue. Default value of 30 days is used. |
| Compress Stored Messages | Ticked (true) | Messages are compressed to reduce memory usage, although the messages are atomic in nature. |
| Encrypt Stored Messages | Not ticked (false) | Content encryption is deactivated, however may be done if required. |
| Transfer Exchange Properties | Ticked | The message properties are kept for error handling processes |
Provider IFlows Configuration Requirements
- Provider IFlows Sender ProcessDirector Adapter path must be defined as the header parameter jmsProcessDirectPath defined in the Invoker IFlow.
- Header and Property definitions required for Ariba and Keelvar APIs must be defined as described below in the Ariba Event Management API Connector IFlow and Keelvar API Connector IFlow
- If the Provider IFlow injects any messages to the JMSQueue, then the parameters defined in the Invoker IFlow must also be defined
Ariba Event Management API Connector IFlow
The Ariba Connector constructs the URL and the Authentication Parameters based on valued passed from the calling IFlow and configurable parameters in the Connector. The construct is shown below:
Ariba Event Management URL
Construction of the URL with an example:
| METHOD | https:// | <Ariba Base URL> | <Ariba URL Path> | ? | <Connector Defined Query Parameters> | & | <Received Query Parameters> |
|---|
| GET | https:// | eu.openapi.ariba.com/api/sourcing-events/v2/prod | /events/identifiers | ? | realm=7452####-SS-T&user=R_XXXXXXXX&passwordAdapater=XXXXXXXXX | & | $filter=(createDateFrom gt 1761418273 and createDateTo=1761464729) |
An IFlow calling the Adapter must provide the following Header Parameters to construct the API endpoint to Ariba
| Object | Header Name | Description |
|---|
| HTTP Method | aribaMethod | The HTTP Method for the API |
| Ariba Url Path | aribaUrlPath | The Path (i.e. the endpoint) that is amalgamated with the Base URL to construct the API endpoint |
| Query Parameters | aribaUrlQuery | The additional Query Parameters that must be amalgamated with the the Common Query parameters defined in the Adapter |
Additional Parameters
| Object | Description | Value Dev & Test | Value Prod |
|---|
| Ariba Base URL | Base URL to Ariba Event Management APIs. | eu.openapi.ariba.com/api/sourcing-event/v2/prod |
| Credential Name | OAuth Credential Name for Ariba Endpoint in SAP CPI | OAuth_Ariba_Sourcing_EventMgmtAPI |
|
| Ariba API Delay | The Delay to be implemented when the remaining API count is zero | 2 seconds |
|
| Ariba Password Adapter | Password Adapter defined for Technical Users in Ariba | ThirdPartyUser |
|
| Ariba Realm | Ariba tenant ID | 745255310-SS-T |
|
| Ariba User | Technical User for SAP CPI to extract events | R_BTP_ARB_ADMIN |
|
| Ariba API Key | Security Credential Name containing the API Key for Ariba Event Management | APIKEY_AribaSourcing_Keelvar_Dev |
|
Ariba Surrogate Bidding API Connector IFlow
Similar to Event Management API Connector, the Ariba Surrogate Bidding AI Connector also constructs the URL and the Authentication Parameters based on valued passed from the calling IFlow and configurable parameters in the Connector. The construct is shown below:
Ariba Surrogate Bidding URL
Construction of the URL with an example:
An IFlow calling the Adapter must provide the following Header Parameters to construct the API endpoint to Ariba
| Object | Header Name | Description |
|---|
| HTTP Method | aribaMethod | The HTTP Method for the API |
| Ariba Url Path | aribaUrlPath | The Path (i.e. the endpoint) that is amalgamated with the Base URL to construct the API endpoint |
Additional Parameters
| Object | Description | Value Dev & Test | Value Test | Value Prod |
|---|
| Ariba Base URL | Base URL to Ariba Event Management APIs. | eu.openapi.ariba.com/api/sourcing-event/v2/prod |
| Credential Name | OAuth Credential Name for Ariba Endpoint in SAP CPI | OAuth_Ariba_Sourcing_SurrogateBiddingAPI_Dev |
|
|
| Ariba API Delay | The Delay to be implemented when the remaining API count is zero | 2 seconds |
|
|
| Ariba Password Adapter | Password Adapter defined for Technical Users in Ariba | ThirdPartyUser |
| Ariba Realm | Ariba tenant ID | 745255310-SS-T |
|
|
| Ariba User | Technical User for SAP CPI to extract events | R_BTP_ARB_ADMIN |
| Ariba API Key | Security Credential Name containing the API Key for Ariba Event Management | APIKEY_AribaSurrogateBidding_CPI_Dev |
|
|
Keelvar API Connector IFlow
Keelvar URL
Similarly, the Keelvar Connector constructs the URL based on the values passed from the calling IFlow and configurable parameters in the Connector.
| METHOD | https:// | <Keelvar Base URL> | <Keelvar URL Path> | ? | <Query Parameters> |
|---|
| GET | https:// | test.keelvar.dev/api | /feeds/awards | ? | sourcing_event=$event_uuid' |
An IFlow calling the Keelvar Connector must providefollowing Header Parameters to construct the API endpoint to Keelvar
| Object | Header Name | Description |
|---|
| HTTP Method | keelvarVerb | The HTTP Method for the API |
| Keelvar Url Path | keelvarPath | The Path (i.e. the endpoint) that is amalgamated with the Base URL to construct the API endpoint |
| Query Parameters | keelvarQuery | The Query Parameters |
Additional Parameters
| Object | Description | Value Dev & Test | Value Prod |
|---|
| Keelvar Host | Base URL for Keelvar API | test.keelvar.dev/api | my.keelvar.app/api |
| Keelvar API Key | Security Material in CPI containing the Keelvar API Key | KeelvarToken |
|
Error Handling & Retry Strategy
| Scenario | Action |
|---|
| Retry Limit Reached | Pause for the configured length so that additional API calls are reached |
| Permanent API Error (HTTP 400/401/404) | Provider IFlow logs the error in MPL and push back to JMS Queue |
| JMS Retry Exhausted | Gracefully push the message to DLQ for analysis. |
Monitoring & Observability
| Tool | Usage |
|---|
| CPI Message Monitoring | Track message status, errors, and retries. |
| JMS Queue Monitor | Check pending, in-flight, and DLQ messages. |
| MPL Logs | Track API call results and pause events. |
Future Enhancements
Use API Header driven pause
For the current solution, based on the number of calls and the schedule, the configurable pause time limit provides adequate support for re-processing of messages. However, if further integrations are added to the package, further design analysis may be required to control the length of the pause
Reprocessing from DLQ
At the moment, the DLQ is only used as a placeholder for any messages that have failed the number of retries configured. Currently, no retry from DLQ is enabled, and this solution may be enhanced to provide the ability to reprocess the messages in the DLQ back to the JMS Queue.
Change Log
