| Status | Approved |
|---|---|
| Owner | |
| Stakeholders | RAI-ext, Praveen BAVISKAR-ext, Amit |
| Jira Request ID | ERP-738 - Getting issue details... STATUS |
| Jira Development ID | ERP-765 - Getting issue details... STATUS |
High-Level Specification
| Parameter | Value |
|---|---|
| Application System (Source) | Ariba |
| Application System (Target) | Icertis |
| Source System Interface | Ariba |
| Target System Interface | Icertis |
| Business Process Reference | 03.03.04.05. Manage Contract Master Data |
Functional Overview
To ensure consistent and automated management of supplier records across systems, a custom integration and job scheduling solution will be implemented. This solution will:
- Automate the synchronization of supplier status data between Ariba and Icertis.
- Ensure alignment of supplier deactivation in Icertis with the current status maintained in Ariba.
- Reduce manual intervention and the risk of data discrepancies between the two platforms.
- Support compliance and operational efficiency by maintaining accurate and up-to-date supplier information across systems.
Scope and Objectives
- Custom Time-Based Job in Icertis
A configurable, daily-scheduled job will be developed in Icertis to trigger the supplier deactivation synchronization process, with flexibility to adjust execution frequency and timing. - Supplier Status Check in Ariba
The job will connect to Ariba via API to retrieve supplier records, identify those marked as inactive, and process delta updates accordingly for synchronization. - Supplier Deactivation in Icertis
Inactive suppliers identified from Ariba will be deactivated in Icertis using the Business Bulk API, ensuring data consistency, integrity, and audit traceability.
Objectives
- Automate the synchronization of supplier deactivation status between Ariba and Icertis.
- Ensure daily alignment of inactive supplier records using a configurable time-based job in Icertis.
- Retrieve and process only newly deactivated suppliers from Ariba via API to optimize performance.
- Maintain data integrity and audit traceability during supplier deactivation in Icertis.
Process Flow Diagram
Step | Description | Comment |
|---|---|---|
1 | Schedule Job in Icertis | A configurable daily job triggers the synchronization process (delta update) |
2 | Connect to Ariba via API | The job establishes a connection to Ariba |
3 | Retrieve Supplier Records | Fetches supplier data from Ariba |
4 | Check supplier Active Flag | Evaluates which suppliers are inactive |
5 | Identify Inactive Suppliers | Filters suppliers marked as inactive |
6 | Deactivate suppliers in Icertis via Business Bulk API | Uses Business bulk API to update the status |
7 | Ensure data integrity | Mark identified suppliers as Deactivated in Icertis |
Assumptions
- Supplier status (Active/Inactive) in Ariba is always up-to-date and reflects the correct business decision before synchronization.
- Job should run outside the business hours, parallel job run should be avoided to not impact the performance
Dependencies
Not Applicable
Security, Integrity and Controls
Not Applicable
Configuration Requirements
- Technical Configuration - Job Scheduling in Icertis
- Frequency: Daily execution (configurable to weekly or custom intervals).
- Execution Time: Adjustable to align with system maintenance windows or business hours.
- Retry Logic: Define retry attempts and intervals for failed runs.
- Notification Settings: Email or system alerts for job success/failure.
- API Connectivity with Ariba
- API Credentials: Secure storage and management of authentication tokens.
- Endpoint Configuration: URLs for supplier data retrieval (full list and delta updates).
Special Requirements
Not Applicable
Design Rationale
Not Applicable
Data Structure
Source Structure
The following fields will be used to provide the required information for this interface:
| Field | Description |
|---|---|
| Status => in Suppler Master | Active = Created / Inactive = Deactivated |
Target Structure
The following fields will be used to provide the required information for this interface:
| Field | Description |
|---|---|
Mapping and Calculation
Ariba Supplier API (for supplier status retrieval) : AribaMDSOrganization
Icertis Business Bulk API (for supplier deactivation) : POST/v{version}/bulk/masterdata
| Source Table | API or Portlet Name | Source Field | Required (Y/N) | Description | Target Field | API or Portlet Name | Target Field | Required (Y/N) | Description | Rule Type | Rule Instruction |
|---|---|---|---|---|---|---|---|---|---|---|---|
Processing Logic
Processing within Source
- Initial Full Load: Configuration for first-run logic to deactivate all inactive suppliers.
- Delta Updates: Enable incremental fetch based on last successful run timestamp.
Processing within Middleware
Processing within Target
- Bulk API Settings in Icertis: Batch size limits, concurrency settings for deactivation.
APIs Used:
Ariba Supplier API (for supplier status retrieval) : AribaMDSOrganization
Icertis Business Bulk API (for supplier deactivation) : POST/v{version}/bulk/masterdata
Interface Dependency
Interface Constraints
Delivery Requirements
- Frequency: Daily execution (configurable to weekly or custom intervals).
- Execution Time: Adjustable to align with system maintenance windows or business hours.
Delta or Full Load Requirements
- Initial Full Load: Configuration for first-run logic to deactivate all inactive suppliers.
- Delta Updates: Enable incremental fetch based on last successful run timestamp.
Interface Alert & Monitoring
Interface Reporting
Not Applicable
Language Requirements
Not Applicable
User Interface Requirements
Volumetrics
Performance Consideration
Error Handling
Timeout & Error Handling: Define thresholds for API response and fallback mechanisms.
Testing
How to Test
Test Conditions and Expected Results
| ID | Condition | Expected Results |
|---|---|---|
| 1 | Initial Full Load First run of the job with full supplier list from Ariba. |
|
| 2 | Daily Delta Update |
|
| 3 | No Changes Scenario Supplier previously inactive is reactivated in Ariba |
|
| 4 | Supplier Reactivation in Ariba |
|
| 5 | API Connectivity Failure Ariba API is unavailable during job execution. |
|
| 5 | Data Integrity Check Supplier record in Icertis already marked inactive before job runs. |
|
| 6 |
Test Considerations/Dependencies
Not Applicable
Other Information
Development Details
Package
| Package Name | Parent Package |
|---|---|
Other Development Objects
| Object Type | Object Name | Purpose/High Level Logic | Design Rationale Reference |
|---|---|---|---|