High- Level Specification
| Parameter | Value |
|---|---|
| Application System | SAP ERP (PF2) & SAP ERP (WP2) |
| Business Process Reference | 03.04.04.01. Manage Outline Agreements (R2) |
Functional Overview
Icertis Contract Intelligence is the contract management and authoring application for Syensqo's purchase contracts. Purchase orders are created in SAP ECC with reference to purchase contracts (outline agreements). The key information from the legal contract which is relevant for procurement forms the basis of the purchase contract or outline agreement in SAP ECC. The integration between Icertis and SAP ECC for release 2 is a custom table in SAP ECC to hold key header field content from Icertis (ERP-260 Integration Process - Icertis to SAP ECC Contract Data Replication & ERP-261 System Interface - Icertis Contract Data Replication to SAP ECC). This custom table supports the main objectives:
- To enable a relationship between the Icertis Agreement Code and the SAP outline agreement number.
- To report where there are inconsistencies in the data between the two systems.
This enhancement is to create a program in SAP ECC which makes new entries in the custom table ZMM_ICMCONTRACT for legacy contracts which have been loaded into Icertis Contract Management via their legacy load tool. This method does not generate event messages to CPI in the same way that the execution of a new contract manually does. The program would be a batch input process based on the contents of a spreadsheet to make the table entries.
Once the legacy contract field values are loaded in the table in SAP, all other integration from Icertis is managed via the existing developments referenced above. This includes the execution of amendments, renewals, terminations and tracking field updates.
Scope and Objectives
The purpose of this program is to ensure that all the relevant legacy system contracts which are loaded into Icertis are available in the table in both SAP ECC systems. This ensures that:
- Legacy contracts can be selected for assignment on the outline agreement headers (handled by ERP-259 Enhancement for Storage of Icertis ID on OA Header)
- Reporting of Icertis contracts in BW and their associations to outline agreements includes the legacy migrated contracts and new ones ERP-504 - Getting issue details... STATUS .
Primarily the purpose of the program is for the load of legacy contracts where currently the expected event messages cannot be triggered to CPI to enable the operation of ERP-260 Integration Process - Icertis to SAP ECC Contract Data Replication & ERP-261 System Interface - Icertis Contract Data Replication to SAP ECC in their current form.
Potentially this program may also provide a backup option to load multiple contract records into the table in the event of a failure in the automated interfaces from Icertis. If an event is not generated, or there is an inability to process the message in CPI (eg. Incorrect tenant id), there is no method in Icertis to resend or to retrigger a new message, nor an ability to update the message in CPI. Manual entry into the table in SAP is the only option. In the case of multiple records, this program may provide a fallback option depending on the circumstances, the volume, the ability to identify and the nature of the failures.
Step | Description | Comment |
|---|---|---|
1 | List the legacy agreements in Icertis | Select the relevant contract types. Select the variant to display the relevant columns for the table in SAP. |
2 | Export the selection (Icertis) | Export the list of agreements to Excel file and confirm the number of records. |
3 | Prepare the load file(s) (Excel) | Various formatting, lookups, macros and checks field by field to prepare the file for loading. |
4 | Execute the load program in test mode (SAP) | Validate any errors in test mode in both SAP ECC systems. Verify number of records |
5 | Execute the load program in update mode (SAP) | Execute the load program in update mode. Run the batch input session. Verify any errors in the load. Validate the number of records updated in the table. |
6 | If relevant execute the purchasing org table load in test mode (SAP) | Validate any errors in test mode in both SAP ECC systems. Verify number of records |
7 | If relevant execute the purchasing org table load in update mode (SAP) | Execute the load program in update mode. Run the batch input session. Verify any errors in the load. Validate the number of records updated in the table. |
8 | Verify number of new records loaded (SAP) | Verify the number of records in the tables include the expected number of new records and that the tables are consistent across both SAP systems (PF2 and WP2 for production) |
Assumptions
Verified spreadsheet templates are available to prepare the data with fields correctly named and sequenced for the load program.
The relevant contracts for load can be selected in Icertis, and the relevant fields can be successfully exported from Icertis to a spreadsheet with the values for the fields which are mapped in SAP.
It is understood that multiple manual tasks will be required to prepare the exported file for load into SAP. This includes formatting, trimming of field content, formulae, lookups, manual entry of fixed values not available in Icertis and resequencing of columns. Whilst several validations can be carried out within the load program, the fields in the tables have been defined to be mostly text format fields to enable all values to be stored in both SAP systems and to accept whatever value is being passed from Icertis. Careful validation of the data in the spreadsheet will be required prior to executing a load.
Purchasing organization data is held in a separate table (ZMM_ICM_EKORG) in SAP. Whilst purchasing organizations are not assigned to the legacy contracts being loaded initially in Icertis, if this program is to be used where purchasing organizations are assigned in Icertis, an additional file and step is required in the program. They can only be loaded following the initial load of the contract into ZMM_ICMCONTRACT.
Any load into the table will have to be executed in both the PF2 and WP2 systems. The table entries are maintained in both systems by the enhancement ERP-261 System Interface - Icertis Contract Data Replication to SAP ECC. Entries in both tables are expected to always be identical.
Dependencies
The selection of the relevant contracts and export of the relevant field values from Icertis is required prior to the loads into SAP.
Security, Integrity and Controls
Security is covered by the authorizations defined in ERP-261 System Interface - Icertis Contract Data Replication to SAP ECC, where an authorization group is on the table to protect it from updates. Firefighter access is required for cutover and by production support in the event of needing to update the table with the exception of a few Syensqo users currently with access in the SAP Basis/Technical team.
No further security or control is required for this program.
Configuration Requirements
There are no specific configuration requirements for this enhancement.
Language Requirements
There are no language requirements for this enhancement. Screen fields and headings will be programmed only in English. As per ERP-261 System Interface - Icertis Contract Data Replication to SAP ECC, the contract content from Icertis is predominantly text based and will therefore be shown in the language it which it was entered in Icertis.
Special Requirements
There are no special requirements identified.
Design Rationale
Functional Requirements
Proposed Technology to Use
Custom ABAP program to run batch input session based on a spreadsheet with the required values in each field.
Data Source Considerations
All data required for the table entries will be provided in the spreadsheet or in the initial selection screen for the program. The format of the spreadsheet is shown below and a sample file provided for unit testing.
| Table | Field Name | Comments/Calculation/Field Manipulation |
|---|---|---|
Data Validation Considerations
| Table | Field Name | Comments/Calculation/Field Manipulation |
|---|---|---|
| ZMM_ICMCONTRACT | CONTRACTTYPENAME | Valid value of MSA, SAA, SBA, SPA only Error: xxx invalid CONTRACTTYPENAME |
| ZMM_ICMCONTRACT | CONTRACTTYPENAME SYSID ICMAGREEMENTCODE | Mandatory fields and must be in the spreadsheet Error: Field xxx is required entry |
| ZMM_ICMCONTRACT | SYSID | Spreadsheet value for SYSID does not already have an entry in the table. Duplicate entries are not permitted Error: SYSID xxx already exists |
| ZMM_ICMCONTRACT | ASSOCIATINGCODE, ASSOCIATINGTYPE, ASSOCIATINGSYSID | These fields must either all be blank, or all be filled (not one filled, one blank). Error: Missing association details |
| ZMM_ICMCONTRACT | ASSOCIATINGTYPE | If ASSOCIATINGTYPE is filled, the value can only be MSA Error: Incorrect ASSOCIATINGTYPE |
| ZMM_ICM_EKORG | SYSID & ICMPURCHASINGORGCODE | Spreadsheet value for SYSID does not already have an entry in the table. Duplicate entries are not permitted Error: SYSID xxx and ICMPURCHASINGORGCODE already exists |
Custom Tables
There are no requirements for additional custom tables for this enhancement.
Master Data
There are no requirements for any master data tables for this enhancement.
| Field | Description | Data Type/Length | Validation rule/ Value Help |
|---|---|---|---|
Configuration Table
There are no requirements for additional configuration tables for this enhancement.
| Field | Description | Data Type/Length | Validation rule/ Value Help |
|---|---|---|---|
Selection Screen Enhancement
| Field Name | Description | Select: | Data Type/Length | Default Value/ Validation rule/ Value Help | Selection Logic |
|---|---|---|---|---|---|
| ICM Contract Table Upload | Radio Button | 1 | Default to selected | If the 'Contract' radio button is selected, then program is to upload to the table ZMM_ICMCONTRACT | |
| File Name | File Name (Contract) | Select for the file name and path | Length to be specified | Default to blank | Selection of the dropdown and allow user to navigate to the location of the file on a local drive for the Contract Table Upload |
| Test Mode | Test Mode | Checkbox | 1 | Default to selected | Select if the selected program is to be run in test mode. Deselected, program will run in update mode and make changes to the table. |
Processing Logic
Volumetrics
There are 2900 legacy purchase contracts being loaded into Icertis which are relevant for entry in the SAP table ZMM_ICMCONTRACT. There are no entries required to the purchasing organization table ZMM_ICM_EKORG for legacy contracts, but if the program is used to make contract entries as a result of an error or failure to generate an event within Icertis, entries may be required to that table as well as the main one.
Volumes for any future use of the program for the correction of missing table entries may vary depending on the circumstances.
Performance Considerations
There are no specific performance considerations for this development as it is expected that the table update will be made quickly and there are no dependencies for the load of legacy contracts.
Error Handling
- Any errors identifiable by the program will be reported when the program is executed in test mode. They need to be rectified prior to running in update mode.
- Errors for any entries which could not be uploaded will be identified in the batch processing logs and may be reprocessed if the cause of the error can be subsequently cleared.
Testing
How to Test
Test Conditions and Expected Results
| ID | Condition | Expected Result |
|---|---|---|
Test Considerations/Dependencies
Other Information
Development Details
Package
| Package Name | Parent Package |
|---|---|
Enhancement Implementation
| Enhancement Type | Standard Definition Name | Custom Implementation Name | Design Rationale Reference |
|---|---|---|---|