SAP IDOC Configuration Guide

®

SAP IDoc Configuration Guide For Payments

This manual contains proprietary and confidential information of Bank of America Merrill Lynch and was prepared by the staff of Bank of America Merrill Lynch. This user guide may not be reproduced or disclosed to others in whole or in part without the written permission of Bank of America Merrill Lynch. Permitted reproductions shall bear this notice and the Bank of America Merrill Lynch copyright notice. The user of this user guide acknowledges the rights of Bank of America Merrill Lynch in the contents and agrees to maintain this user guide and its contents in confidence. ©2011 Bank of America Corporation All rights rights reserved. reserved. None of of the enclosed enclosed material material may be reproduced reproduced or published published without without permission of Bank of America Merrill Lynch.


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This manual contains proprietary and confidential information of Bank of America Merrill Lynch and was prepared by the staff of Bank of America Merrill Lynch. This user guide may not be reproduced or disclosed to others in whole or in part without the written permission of Bank of America Merrill Lynch. Permitted reproductions shall bear this notice and the Bank of America Merrill Lynch copyright notice. The user of this user guide acknowledges the rights of Bank of America Merrill Lynch in the contents and agrees to maintain this user guide and its contents in confidence. ©2011 Bank of America Corporation All rights rights reserved. reserved. None of of the enclosed enclosed material material may be reproduced reproduced or published published without without permission of Bank of America Merrill Lynch.


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Table of Contents 1

Introduction................................................................................................... 4

2

Setup steps ................................................................................................... 5 2.1

Defining House Bank and Accounts ............................................................... 5

2.2

Defining House Bank ................. ................. .................. .............. 5

2.1.2

Defining Bank Accounts ............................................................. 9

Defining Access Port and Partner Profile ................ ................. .................. ... 11

2.3

2.2.1

Setup Port Access .................................................................... 11

2.2.2

Define Partner Profile ............................................................... 14

Defining Payment Methods ........................................................................... 18

2.4

3

2.1.1

2.3.1

Defining Paying Company Codes ............................................ 18

2.3.2

Defining Payment Methods of Countries ................ ................. . 20

2.3.3

Defining Payment Methods for Company Code ................. ...... 23

Payment Program Configur ation ................. ................. .................. ............... 25 2.4.1

Assigning EDI Form Sheet to Paying Com pany Code ............. 25

2.4.2

Defining Variants for IDoc Generation ................. .................. ... 27

2.5

Updating the Vendor Details ......................................................................... 29

2.6

EDI Partner Configuration for House Bank ................................................... 31

2.7

Assign EDI Payment Method to External Payment Method ................ ......... 35

SAP IDoc File Creation ................................................................................37 3.1

Automatic Payment Run ................. .................. ................. .................. ......... 37

3.2

Monitoring ..................................................................................................... 42

3.3


3.2.1

Status Monitoring ................. .................. ................. .................. 42

3.2.2

SAP IDoc Content Review........................................................ 45

Export ............................................................................................................ 46

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1

Introduction The objective in implementing SAP or any ERP system is to automate processes and facilitate data transport. In SAP, the Intermediate Document Document (IDoc) is the primary mechanism for moving data from one module or system to another. It is a standard data structure for electronic data interchange (EDI) between application programs written for the SAP system or between a SAP application and an external program or system. Although system. Although SAP IDoc is the SAP’s pr eferred format, clients are required to configure their ERP systems to export an outward transaction in the SAP IDoc format. The purpose of this document to provide the banks SAP clients with an overview of the major configuration steps required to generate the SAP IDoc output. It is not intended to contain full details of the setup of all the entities of the SAP system such as Company Code, House Bank and Vendors from the beginning. Therefore, only specific fields and entities that are related to the configuration of the SAP IDoc will be covered in this document. The target audience of the document is either the business owner or the ERP system owner who will be familiar with the information that is already set up within the existing or target SAP configuration. This document assumes that the client has a functioning SAP system in that the: Configuration of the Company Code is completed in the SAP system Vendor information has already been defined


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2

Setup steps There are seven major steps in configuring an existing SAP system to export the outward transactions in the SAP IDoc format. The following diagram summaries the major steps required: Defining House Bank and Accounts

Defining Access Port & Partner Profile

Defining Payment Methods

Payment Program Configuration

Updating the Vendor Details

EDI Partner Configuration for House Bank

Assign EDI Payment Method to External Payment Method

Details of each major step will be described in the following sections.

2.1

Defining House Bank and Accounts In order for the BAML clients to create payment transactions debiting their BAML accounts, the clients are required to setup the House Bank and Bank Accounts in their SAP systems. This section describes the steps to set up the House bank and accounts for BAML in the SAP system.

2.1.1

Defining House Bank Each house bank of a company code is represented by a bank ID in the SAP system, every account at a house bank by an account ID. The House Bank setup screen can be accessed using the transaction code FI12. The steps of setting the House Bank are as follows: Use transaction code FI12 to access the House Bank setup The Company Code selection screen will be displayed. The following screen is the sample Company Code selection screen with Company Code USCC as example:


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Enter the Company Code and press

button to continue.

The Change View “House Bank Overview” screen will be displayed:

Press the New Entries button on the action bar of the House Bank Overview screen to create a new House Bank On the New Entries: Details of Added Entries screen, enter the value of the fields as follow: Field

Values

House Bank

A value of your choice to identify BAML

Bank Country

Country of your BAML branch

Bank Key

Identifier of the BAML branch as provided by the bank


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The following is the sample New Entries: Details of Added Entries screen:

If the bank has not been set up in the Bank Master, yet, the client can create it from this screen by pressing the Create button, the Bank Data screen will be displayed for the clients to enter detailed information of the Bank. The client should provide as much information as possible. The following is the sample Bank Data screen:


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The following table describes the key fields required: Field

Description

Bank Country

The bank country field is maintained in the ERP system to identify the domicile country of the bank account

Bank Name

This field is maintained to identify the bank name of the debit account

Bank Branch

It is the description of branch. This field may be required by local payments of some countries, e.g. Japanese Zengin payments

SWIFT code

The SWIFT code field is maintained in the ERP to identify the SWIFT address of the payer bank

Bank Number

This field identify the bank and Branch code of the bank, for example, 6 digits sort code for the UK branches

When the detailed bank data, the clients can press the will be closed

button and the Bank Data screen

The client can press the button on the button bar of the House Bank Overview screen to save the House Bank record for BAML In order to ensure that the bank information of a specific country can be exported to IDoc correctly, the client should check the setup of the Bank Master table on the Country Field Checks screen Use transaction code OY17 to access the Change View “Country Field Checks”: Details screen The following is the sample Country Field Checks screen of the US:


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2.1.2

Defining Bank Accounts After the client has defined the House Bank, the accounts under the House Bank can be defined. The same transaction code for House Bank FI12 can be used. The steps of defining the bank accounts are as follow: Use transaction code FI12 to go to the House Bank Overview screen Highlight the House Bank that the bank accounts should be added or amended on the House Bank selection list and double click the Bank Account icon on the left hand side. The Bank Account Overview screen will be displayed. The following is the sample of the Bank Account Overview screen:

Click on the New Entries to create a new bank account or select an account on the Bank Accounts list and click the

button to edit an existing account

Most of the information on the Details of Added Entries will be populated from the House Bank information that has been setup in section 2.1.1. The key information on the bank account screen that the client needs to provide is as follow: Field

Description

Account ID

Is an identifier used internall y by the client to Identif y the bank account

Description

Is the narrative description used internally by the client to identify the bank account

Bank account number

The account number identified by the bank

IBAN

The IBAN number of the bank account provided by the bank

Control Key

Is the identifier of the account type. 01 – Savings account 02 – Current account 09 – Other


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Alternative acct no.

An alias of the bank account (if r equired)

G/L

The G/L account of the client

Currency

Is the currency of the bank account

The following is a sample Details of Added Entries screen:

After all the inform ation about the bank account has been entered, the cl ient can press the button to save the account.


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2.2

Defining Access Port and Partner Profile SAP determines the format of the outbound data using message partners. The message partner contains two elements. The two elements are as follow: Port Access Partner Profile The following sections describe the steps to setup the Port Access and Partner Profile.

2.2.1

Setup Port Access SAP provides various mechanisms to export data. The clients are required to complete the Port Definition based on which type the clients will use. This guide shows the set up for a standard file port. Clients can use transaction code WE21 to open the Port Definition screen. The following is a sample Port Definition screen:

The steps to setup the file port access for IDoc are as follow: Select the option “File” on the list and use the “Create” option to create a new entry. The following is the SAP screen for creating a file port:


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Enter a port name, description and select the IDoc record types SAP Release 4.x option under Version Tab Use the default values in the System Setting Tab In the Outbound file tab, enter the following parameters Field

Values

Logical directory

Off

Physical directory

On

Directory

/tmp/

Function Module

EDI_PATH_CREATE_CLIENT_DOCNUM

Outbound file

Leave blank

In the Outboard: Trigger tab, enter the following parameters: Field Auto,. Start possible

Values Off

RFC destination

Rfcexe

Logical directory

Off

Physical directory

On

Directory

/tmp/

Command file


Leave blank

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The following screen is the sample of the Outboard Trigger tab on the Creating a file port screen:

No configurable is required for the Inbound file and Status file tabs At this point, the file port can be saved and the file port access setup is completed


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2.2.2

Define Partner Profile The Partner Profile is used to specify the partners with whom electronic data interchange should take place. The characteristics of the data exchange are also defined at the partner and logical message levels. The technical parameters are assigned through the port selection. All other parameters are specified directly in the partner profile. For the IDoc setup, the clients are required to setup the message types EUPEXR and PAYEXT in the partner profile. At this time, BAML does not use the message type EUPEXR. T he IDoc IDCREF01 should not be sent to BAML in any file. In case the output report RSEOUT00 is used to download the IDocs, please exclude this IDoc type from the selection parameters. The clients can use the transaction code WE20 to maintain partner profile. The following screen is a sample Partner Profile screen:

The steps to set up the Partner Profile for the IDoc generation are as follow: Enter transaction code WE20 to access the Partner profiles maintenance screen Highlight the Partner Type B – Bank option on the selection list on the left hand side of the screen and press the “

” button

Enter the following parameters on the screen: Field

Values

Partner No.

The name of the profile to be used, example, “BAML_US”


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Partn. Type

“B” – Bank

Ty.

“US” - User

Agent

Default to the SAP user ID

Lang.

“EN” – English

Provide additional information for message types EUPEXR and PAYEXT using the action buttons under the Outbound parmtrs. box. The following screen shot highlighted the action buttons:

Set up the Message Type for EUPEXR as follows: Field

Values

Partner No.

BAML_US; populated from the Partner profile screen

Partn. Type

“B”; populated from the Partner profile screen

Partner Role

Leave blank

Message Type

EUPEXR

Message Code

Leave blank

Message function

Leave blank

Outbound options Receiver port

SUBSYSTEM

Output Mode Transfer IDoc Immed.

Off

Collect IDocs

On

Start Subsystem

Off

Do not start subsystem

On

IDoc Type Basic Type

IDCREF01

Extension

Leave blank

View

Leave blank

Cancel Processing After Syntax Error

On

Seg. release in IDoc type

Leave blank

Segment Appl. Rel.

Leave blank


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The following screen shows the sample screen shot of the EUPEXR message parameters using the example of BAML_US as Partner No:

Set up the Message Type for PAYEXT as follows: Field

Values

Partner No.

BAML_US; carried from the Partner profile screen

Partn. Type

“B”; carried from the Partner profile screen

Partner Role

Leave blank

Message Type

PAYEXT

Message Code

Leave blank

Message function

Leave blank

Outbound options Receiver port

SUBSYSTEM

Output Mode Transfer IDoc Immed.

Off

Collect IDocs

On

Start Subsystem

Off

Do not start subsystem

On

IDoc Type


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Basic Type

PEXR2002

Extension

Leave blank

View

Leave blank

Cancel Processing After Syntax Error

On

Seg. release in IDoc type

45A

Segment Appl. Rel.

Leave blank

The following screen shows the sample PAYEXT message parameters using the example of BAML_US as the Partner No:


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2.3

Defining Payment Methods The Payment Method is the key identifier on what type of transactions will be supported for a specific country, payer (company code) and house bank. The payment method is also the key to determine the output format for the transactions, in this case, IDoc. The following sections describe the steps of defining payment methods in country and, company code. The setup of the payment methods for the House Bank will be described in section 2.6 together with the setup of the EDI partner in the House Bank.

2.3.1

Defining Paying Company Codes Company codes in SAP can be defined as sending or paying company codes. The paying company code is the one that settles the open items; the postings to the bank accounts and sub-accounts are made. The sending company codes of a paying company code allow SAP to group payment items from one paying company code into separate group with each group of payment items representing a sending company and paying company pair. If the sending company code is not provided or the sending company is the same as the paying company code, SAP will group all the items of the same paying company code into one payment. Besides defining the sending and paying company codes, clients should consider the payment method supplement option. This option is used by BAML to specify details about remittance, check and draft delivery. The steps of defining payment company codes are as follow: Use transaction code FBZP to access the Payment Program Configuration screen, Click the All company codes button. The following shows the Payment Program Configuration screen:

The Change View “Company Codes”: Overview screen will be displayed when the All company codes button is pressed Click the New Entries button to access the New Entries: Details of Add Entries screen for creating create a new company code or select an existing company code and press the button to amend an existing company code. The following screen shows the Change View “Company Codes” : Overview screen with the add new company code option highlighted in red and change options highlighted in blue:


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On the Change View “Company Codes”: Details, the fields that should be filled in for the BAML IDoc generation are as follows: Field

Description

Sending company code

If applicable

Payment company code

Must be provided

Pty meth suppl,

If applicable

The following is the sample Change View “Company Codes”: Details:

Press the


button to save the company code setup

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2.3.2

Defining Payment Methods of Countries Clients are required to define payment methods for all the countries and currencies that will be paid through BAML. The steps of defining payment methods in the country level are as follow: Use transaction code FBZP to access the Payment Program Configuration screen, Click the Pmnt Methods in country. The following shows the Payment Program Configuration screen:

The Payment Method/Country Overview screen will be displayed. The following is a sample of the Payment Method/Country Overview screen:


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Press the New Entries button on the action button bar to define new Payment Methods. The following is the sample,

Notes The configuration of the payment method is depended on the client needs and the ERP environment. However, the client needs to setup several parameters correctly for IDoc generation. The essential parameters are as follow: Select the Bank transf button for outbound payment transactions, Select the Check for the outward check transactions, Set the Allowed for personnel payments on, Set the Bank details button on, Select the Use class payment medium programs (RFFO*), Assign currencies allowed for this payment m ethod.


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The following is a sample screen for the currency setup of the payment method:


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2.3.3

Defining Payment Methods for Company Code After the payment methods f or all the transactions for BA ML has been defined at the C ountry level, the payment methods should be assigned to the Company Code. The client is required to provide specific information on how the payment method will be used under a given Company Code. One of the key requirements is instructing SAP to generate the payment transactions in the EDI payment format by assigning the correct sheet forms for the payment methods codes. The steps of assigning payment methods to the Company Code are as follows: Use the transaction FBZP to access the Maintain Payment Program screen, Click the Pmnt Methods in company code button as shown in the following sample screen:

The Maintenance of Company Code Data for a Payment Method will be displayed. Click the New Entries button to create a new payment method. The following is the sample of the Maintenance of Company Code Data for a Payment Method screen:

Enter the Company Code that will be used for creating transaction debiting the BAML accounts and the payment methods that have been defined in section 2.3.2. Set other parameters of the payment method.


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Press the Form Data button to expand the parameters settings and enter the following values for the parameters: Field

Description

Form for the Payment Advice

F110_D_AVIS

EDI accompanying sheet form

F110_EDI_01

The following is a sample of the Details of Added Entries screen with the Form Data parameters expanded:

After the required infor mation is entered, press the SAP IDoc Configuration Guide For Payments

button to save the informat ion. PAGE 24

2.4

Payment Program Configuration SAP uses the concept of printing cheques for the generation the payment transactions in the file format. There are two major steps to ensure the outwards transactions will be formatted in the IDoc formats. The two major steps are as follow: Instruct SAP to generate the payment transactions in the EDI payment format by assigning the correct sheet forms for the paying company codes, Configure the payment program with variants to ensure the payment transactions will be “printed” as the iDoc file. The variants should be defined per payment methods. This section describes the steps of assigning the EDI form sheets to the company code and defining variants for the payment programs.

2.4.1

Assigning EDI Form Sheet to Paying Company Code The steps of assign the IDoc EDI form sheet to the paying company codes are as follow: Use FBZP to access the Payment Program Configuration screen, Click the Paying company codes button on the screen as shown in the sample screen as follow:

On the Payment Company Codes: Overview screen, select the Company Code to be edited and press the


button to edit the details of the selected Company Code.

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The following is the sample of the Payment Company Codes: Overview screen:

On the Paying Company Code: Details screen, press the Forms button at the bottom of screen to expand the parameters of the output form settings. The following shows the Paying Company Code: Details screen with the parameters of the form settings expanded:

Enter the following parameters in the Forms section and press the Field

Description

Form for the Payment Advice

F110_D_AVIS

EDI accompanying sheet form

F110_EDI_01


button the save the changes:

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2.4.2

Defining Variants for IDoc Generation To allow the payment program to output the transactions in the IDoc format, variants should be added to the program RFFOEDI1. The steps to configure variants in the RFFOEDI1 program are as follow: Use transaction code SE38 to access ABAP Editor, Enter the value: RFFOEDI1 in the program field, Select the Variants option, Press the Create or Change button to edit the details depending on whether variants of other formats have been added to RFFOEDI1. The following screen shot shows the layout of the ABAP Editor:

On the ABAP: Variants Initial screen, enter the Company Code in the Variants field and press Create or the Change button depending whether the variants for your company code has been defined in the RFFOEDI1 program. The following is the sample ABAP: Variants Initial screen using the Company Code USCC as example:


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On the Maintain Variant screen, ensure that the Generate SAP IDoc option is selected, Press the

button to save the parameters.

The following is a sample Maintain Variant screen, see page following:

To Use IBAN Account number for Vendor payment, tick Transfer IBAN. If you would like the program to print payment advice notes choose the corresponding option and specify the “Number of invoice details”.


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2.5

Updating the Vendor Details In SAP, the vendor is equivalent to the beneficiary of the payment. This IDoc configuration guide assumes that the vendor has been created. The purpose of this section is to describe the steps which enable the transactions to the vendors to be formatted in the iDoc format. It is done by assigning the payment methods for IDoc defined in section 2.3.3 to the vendor records. The steps to assign the payment method to vendors are as follow: Use transaction code FK02 to access Change Vendor: Initial Screen, On the Initial Screen, enter the Vendor to be updated, the Company Code and select the payment transactions; press enter to access the Vendor maintenance screen. The following is the sample of the Vendor Initial Screen with the vendor 100019 and Company Code USCC as example:

On the Change Vendor : Payment transaction Accounting screen, click on the button next the payment methods to display the payment methods available. The following is a sample of the Change Vendor: Payment transaction Accounting screen:


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On the payment method selection screen, select the payment method defined in section 2.3.3 for the IDoc output and press the Payment Method selection screen:

button to confirm the selection. The following is a sample

The payment methods field on the Change Vendor screen has now updated with all the payment methods selected, press the button to save the information of the new payment method. The following is a sample Change Vendor showing payment method I has been added:

Note: If a particular payment method is specified in the item to be paid, this specification has priority over the specifications in the master record.


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2.6

EDI Partner Configuration for House Bank The previous steps from section 2.1 to 2.5 have described the ways to create the EDI partner, payment methods and assigning the payment methods in the required entities. The information defined in the previous sections should be assigned to the House Bank to generate the outward transactions in the SAP IDoc format. This section describes how the information defined is linked to the House Bank. The steps of assigning the EDI Partner and payment methods to the House Bank are as follows: Use transaction code FBZP to access the Maintain Payment Program screen, Click the House Banks button on the Main Payment Program screen. The following sample screen shows the Main Payment Program screen:

On the View Cluster Maintenance: Initial screen, enter the Company Code and press the button as shown in the following sample screen:


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On the Change View “House Banks”: Overview screen, select the House Bank to be configured and press the

button to open the details screen.

The following is a sample of the overview screen with House Bank BAML as an example:

On the Change View “House Banks”: Details screen, press the EDI partner profiles button to expand the associated parameters, Key in the EDI partner number defined as described in section 2.2.2 .e.g. BAML_US, Press the EDI comp. pyt mthds button for the setup of the payment methods to the EDI partner.


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The following is a sample of the House Banks details screen:

On the Change View “EDI-compatible payment methods” screen, press the New Entries button to add new payment methods for IDoc. The following is the sample of the Change EDI-compatible payment methods screen:


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Enter the payment methods for IDoc as defined in section 2.3.2 (e.g.” I”) on the New Entries: Overview of Added Entries screen, Press the

button to save the new payment methods.

The following is a sample screen shot of the Entries: Overview of Added Entries screen:

Press the button to close the New Entries: Overview of Added Entries screen and go back up to the Change View “EDI-compatible payment methods” screen, Press the button on the Change View “EDI-compatible payment methods” screen to save the EDI partner and payment methods added to the House Bank.


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2.7

Assign EDI Payment Method to External Payment Method After completing the six ste ps described in previous sections, the outward tr ansactions will be formatted in the SAP IDoc formats. SAP is using its internal payment methods to drive the formatting of transaction content. The value of the internal payment methods may not match with the payment methods required from the bank. It happens very often for clients with multiple banking partners. Although both bank partners are accepting outward transaction files in the sam e format, the bank partners may have different requirements in the content of some fields. For example, banks are using different values to identify the type of payment transactions. This section describes the customisation steps needed to map the internal payment methods to the external payment methods recognised by the partners. The customised steps of assigning internal payment method to external payment methods are described as follow: Use the IMG menu to access the Assign EDI Payment Method to External Payment Method screen. The IMG option is The Financial Accounting  Accounts Receivable and Accounts Payable  Business Transactions  Outgoing Payments  Automatic Outgoing Payments  Payment Media  EDI Payment Orders and Debit Memos  Assign EDI Payment Method to External Payment Method, On the Determine Work Area: Entry screen, Enter B in the Partn. Type field, The Partner No, Press the

button to proceed.

The following screen shows the sample of the Determine Work Area: Entry screen using the example of BAML_US as the Partner No:

On the Change View “FI-EDI: Assignment Pymt Method – External Pymt Method screen, press the New Entries to add the new mapping definition of the payment methods.


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The following screen shows the sample of the Change View “FI -EDI: Assignment Pymt Method – External Pymt Method screen:

The New Entries: Details of Added Entries screen will be displayed, Enter information of the payment method to be mapped externally, The following screen is an example of mapping payment method “I” to external method “CCD”:

Press the


button to save the mapping.

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3

SAP IDoc File Creation Generating the SAP IDoc file from the invoices requires two major steps in SAP. They are: Execute the payment run Extraction and export of the SAP IDocs The following sections provide an overview of the steps of the payment run, SAP IDoc extraction and export. For ease of illustration, the sections below use manual steps as examples. Clients can configure the steps to execute automatically through the use of variants.

3.1

Automatic Payment Run The automatic payment run is the process of creating the outbound transactions from the customer or vendor information. The process will be described in this chapter with particular focus on the settings for the SAP IDoc generation. There are 3 major steps in the automatic payment run process. They are: Setup the parameters Generate the proposal Print the payment to the required medium The automatic payment run functionality can be accessed using transaction code F110. The following screen shows the Automatic Payment Transactions: Status screen:


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The major steps for the automatic payment run process are as follow: Provide the Run Date and an identification ID for the payment run Click the parameter tab to provide the parameters for the payment run. The following screen shows the parameters on the Parameter tab:

On the parameter tab, the user should provide the following information which is most commonly used in a payment run: Screen field

Description

Posting Date

The date that the invoices have been posted in the SAP system

Docs entered up to

This field specifies the date up to which the opened items are to be included in the payment run. The date is the entry date which may be different from the posting date

Company codes

A list of the company codes for which the opened items should be extracted

Pmt methods

The payment methods that should be considered during the payment run

Next p/date

This is the posting date of the next payment run. The current payment run will extract the items that will be overdue before the date provided.


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Accounts of the vendor and customer

These fields contain the keys that allows SAP to identify the items of the debtors and/or creditors that should be included in the current payment run

Click on the Printout/data medium tab. The following screen shows the layout of the Printout/data medium tab:

The user should provide the variant that has been defined for SAP IDoc generation, as described in section 2.4.2 -Defining Variants for IDoc Generation, in the REFFOEDI1 row as shown above. T h i s i s a c r i t i c a l s t e p b e c a u s e t h e t r a n s a c t io n s w i l l n o t b e f o r m a t t e d i n t h e SAP IDoc unless the variant is prov ided in the REFOEFI1 prog ram.

Press the button on the button bar to save the parameters and click the status tab. The screen will be refreshed and updates the status to show that parameters have been entered. The following is the sample screen showing the parameters entry status:

After the parameters have been entered and saved, the user can generate t he payment proposal by pressing the Proposal button on the top of the button bar of the screen as illustrated in the screen print below:


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A schedule proposal screen will be displayed for the client to either enter the date and time of the proposal to be generated in future or turn on the Start immediately check box to generate the payment proposal immediately once the proposal screen is shown as follow:

button is pressed. A sample Schedule

A message will be added to the Status tab showing the payment proposal generation status If the proposal can be generated successfully, the button bar will be updated with additional buttons for the client to work with the proposal or the proposal logs. The proposal status and new action buttons added after the proposal has been created successfully are highlighted in the sample screen print below:

Press the Payment Run button to print the payments. The Schedule Payment screen will be displayed. As with the Schedule Proposal screen shown above, the user has the option of


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providing the date and time of the payment generation in the future or selecting the Start immediately option to generate the payment once the

button is pressed.

There is another check box on the screen named Create payment medium. If the user has selected this option, the SAP IDocs will be generated automatically after the payment run has been executed successfully. A sample Schedule Payment screen is shown below:

If the payment run has been executed successfully, a message will be added on the Status tab under the payment proposal execution status as shown in the sample below:

If the client has not specified to create the payment medium during the payment run process, the client is required to print the SAP IDocs after the payment run. The client should press the Printout option on the button bar as shown below:


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By pressing the Printout option, the Schedule Print screen will be displayed as shown below:

As with other schedule screens in t he payment run process, the user can provide a date and time for the process to be executed automatically or choose to execute the Payment Print immediately by turning on the Start immediately check box. Additionally, the user is required to provide a background job name with the convention of the job name as designed by the general setting of the SAP system. Press the button on the Schedule Print screen to confirm the parameters. The SAP IDocs will be printed

3.2

Monitoring SAP offers 2 ways for the clients to monitor the SAP IDocs that are created from the Payment Run process. The clients can: Check the status of the SAP Idoc using the Status Monitor for the ALE messages function Check the content of the SAP IDoc using the SAP IDoc list

3.2.1

Status Monitoring The user can use transaction code BD87 to enquire the status of SAP IDocs. The following are the steps: Enter transaction code BD87 A Select IDocs screen will be displ ayed as shown in the screen print below:


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Enter the parameters that are related to the SAP IDocs that the user is searching for. For example, the creation date and time and message type. Press F8 to execute the query The Status Monitor for ALE messages screen will be displayed. The user can click the items to check the IDoc status. A sample Status Monitor for ALE message screen is provided below:

More information on the IDocs can be found by highlighting an entry on the Status Monitor for ALE messages screen and double click on the highlig hted entry or press the D isplay IDocs button on the button bar. The high level information of the selected IDocs will be displayed as per the sample screen shown below: SAP IDoc Configuration Guide For Payments

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If the user wants to look at the contents of an IDoc message, the user can select an entry on the IDoc number cell and double click on it, the Display of the IDoc screen will be displayed. The structure of the selected IDoc will be shown on the left hand side of the screen under the IDoc Display selection list. The content of the currently selected item will be shown on the right hand side of the screen. The following is a sample Display of the IDoc screen:


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3.2.2

SAP IDoc Content Review As well as using transaction code BD87 to enqu ire on the SAP IDocs status and content, the user can use the transaction code WE02 to review the content of individual IDocs. The following are the steps to review the content of SAP IDocs using transaction code WE02. Use the transaction code WE02 to display the IDoc list screen as shown below:

Provide the parameters in relation to the SAP IDocs to be reviewed on the IDoc List screen and press F8 to execute the query. The result of the query will be displayed in the IDoc List screen. Select the IDoc to be reviewed on the IDoc list box and press the IDoc button to display the content of the selected IDoc. A sample IDoc List screen has been provided below:

The Display of the IDoc screen will be shown with the content of the selected IDoc as described in section 3.2.1 - .Status Monitoring that the user interface will not be repeated in this section.


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3.3

Export The SAP IDocs generated after the Payment Run process will be stored as individual messages in SAP. This is driven by the setup of the Partner Profile as described in section 2.2.2 - Define Partner Profile where the Collect IDocs option is used. This setup allows the client to create all the SAP IDoc messages through different payment runs and export all the SAP IDoc messages in a single file. Otherwise, each SAP IDoc message created after the payment run will become a file of its own. Depending on the connectivity setup, the client may export the SAP IDoc file into other systems and the export process can be configured to be executed automatically. This section describes the steps to export all SAP IDoc messages into a physical file on a PC manually for easy illustration of each major step required.

The steps for exporting a SAP IDoc file are as follows: Execute program RSEOUT00 The Process All selected IDocs (EDI) screen will be displayed

Provide the selection criteria in the parameters on the Process All Selected IDocs (EDI) screen and press F8 to execute the query After the query has been executed, SAP will display the information of how many SAP IDoc messages have been extracted. The following is a sample screen showing 2 IDocs have been selected:


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Use transaction code AL11 to locate the SAP IDoc file generated. The output file will be exported into the directory that has been specified in the Partner profile as described in section 2.2.2. The example used in the partner profile is /tmp. The following screen is a sample SAPDirectories screen with the tmp directory highlighted:

Highlight the /tmp entry and press the button or double click the highlighted entry. The content of the /tmp directory will be shown on the Directory :/tmp screen. The following is a sample Directory screen:

Note the file name to be exported from the Directory screen. In this example, the file name is O_600_0000000000000064 Use transaction code CG3Y to initate the file download. The Download File: Parameters screen will be displayed. The following is a sample Download File: Parameter screen:


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SAP IDOC Configuration Guide

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