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Business System ID vendor details
Buyers can now specify a Business System ID value when entering supplier ERP vendor key information in SAP Ariba Strategic Sourcing solutions. SAP Ariba uses the Business System ID, along with other supplier vendor key information stored in SAP Ariba Strategic Sourcing solutions, to match suppliers to information sent in QuoteRequest and ContractRequest cXML documents.
About Business System ID vendor details
This feature is available in:
- SAP Ariba Sourcing
- SAP Ariba Contracts
- SAP Ariba Supplier Information and Performance Management
You can enter supplier ERP vendor key information when you create suppliers in SAP Ariba Strategic Sourcing solutions. For existing suppliers, you can use the Import Organization with Vendor Keys task to update supplier ERP vendor key information.
A new Business System ID vendor key value is now available in SAP Ariba Strategic Sourcing solutions. SAP Ariba uses the Business System ID vendor key value to determine the correct ERP system to use in multiple ERP system integrations. Business System ID represents an identifier used in an ERP to identify an ERP business system. SAP Ariba uses the Business System ID value to match the correct ERP system (System ID) when buyers have a multiple ERP system integration. The following image shows a buyer with a multiple ERP system integration:
Enabling this feature for Quote Message integration
This feature is disabled by default. To enable this feature, please have your Designated Support Contact log a Case. An SAP Support representative will follow up to complete the request.
Note: After this feature is enabled, buyers must resend quote requests for all existing sourcing requests currently present in SAP Ariba Strategic Sourcing solutions. Otherwise, quote message functionality will fail validation in SAP Ariba Strategic Sourcing solutions.
If sourcing events have already been created from the sourcing requests, then sourcing quotes must be resent for the events. This will automatically perform run time edits. Buyers must then republish the event to send the quote message to their external system.
Prerequisites
The following prerequisites apply to this?functionality:?
- QuoteRequest and ContractRequest cXML documents must include vendor key information for buyer ERP system integration to work correctly.
- Multiple ERPs must be activated in SAP Business Network, even if you are only using one. SAP Support can activate the ERPs in SAP Business Network.
- The default business system ID in SAP Business Network is ?Default?. Verify you do not already have an alternate ID populated in the QuoteRequest cXML. If you do, you must rename the Business System ID in SAP Business Network to the same value.
CLID and SAP Ariba Contracts integration prerequisites
For SAP Ariba Contracts integration to work, Vendor keys' and System ID values must be maintained. The System ID value must be the same as the Business System ID value, which is specified during the creation of the business system.
Workflow for Business System ID vendor details
The following workflow describes adding vendor details when creating suppliers in SAP Ariba Strategic Sourcing solutions:
- The buyer has their Designated Support Contact log a Case to enable this feature.
- Buyers create a supplier or customer organization in their site.
- Buyers enter Vendor ID, Site ID, Location ID, and Business System ID vendor information.
- Buyers perform one of the following:
- Buyers invite the supplier to participate in an activity such as an event.
- In solutions that include SAP Ariba Supplier Information and Performance Management, buyers require the supplier to update a supplier profile questionnaire answer.
- Suppliers either register with SAP Business Network for Trading Partners or log into their existing SAP Business Network for Trading Partners account.
- SAP Ariba updates the supplier's status to Public in the buyer's site.
- SAP Ariba uses the Business System ID value to determine the correct ERP system, as buyers may have a multiple ERP system integration with defined ?Default? ERP system.
Changes to existing functionality
This topic provides information about changes to existing functionality.
Functional changes
In addition to Vendor ID, Site ID, and Location ID SAP Ariba Strategic Sourcing solutions now include Business System ID values in supplier ERP vendor key information. SAP Business Network uses the Business System ID value to determine the correct ERP system to use when buyers have a multiple ERP system integration.
NOTE: The combination of vendor details (Vendor ID, Site ID, and Location ID) are unique for all suppliers on the SAP Business Network. If two suppliers have the same combination of vendor details, only one supplier displays in the SAP Business Network.
User interface changes
The Add Vendors Keys page now displays the Business System ID field.
Data import and export changes?
The following data import and export tasks now include Business System ID:
- Export Organization with Vendor Keys
- Import Organization with Vendor Keys
Note: The Business System ID column will appear in export only when the data definitions are published. Please, check the followinf documentation for more information:
Note: The Import Organization with Vendor Keys task overwrites existing data. So, data must exist in the buyer site for the supplier that the buyer wants to add ERP vendor details.
Administrator tasks
How to add supplier or customer vendor key information
Prerequisites
You must be a member of one of the following groups to create, edit, and deactivate supplier and customer organizations with automatic approval, manage organization users and business contacts, and approve or reject organizations created by other users:
- Commodity Manager
- Event Administrator
- Sourcing Manager
- Supplier/Customer Manager
Members of the Supplier/Customer Agent group can create unapproved supplier and customer organizations and edit approved organization and profiles, but a member of one of the above groups must approve the changes. Members of the Supplier/Customer User Agent group can create unapproved organization users, but a member of one of the above groups must approve the user.
Context
You add vendor, site, location IDs, and business system IDs on the organization?s Profile tab.
Procedure
- On the organization?s Profile tab, select Actions > Edit > Vendor Keys
- Click Add
- Enter values in the following fields:
- Vendor ID - This is a mandatory field.
- Site ID
- Location ID
- Business System ID
- Click OK
- Click Done to finish editing the organization vendor details, or click Add to enter additional vendor details.
Note: To delete supplier or customer vendor key information, select the vendor details you want to delete and click Delete.
Site Configuration Options
Some of the functionality for this feature is controlled by the following configuration options, which SAP Ariba sets for you.
If the buyer site is using Quote Request, enable this feature (CF-6889) for buyer realm on SAP Ariba Strategic Sourcing solutions and enable feature CF-6890 for the buyer organization on SAP Business Network. Verify you have the correct vendor key information and the System ID information that needs to be added for the supplier on the Organization Profile > Vendor Keys (where a new field Business System ID has been added). If these features are not enabled, quote message will be routed to the default Business System (ERP).
Feature name in S4 (realm level toggle):
id = CF-6889;? name = Send Vendor Key details matching the Business System Id while sending Quote Message to SAP Business Network
Feature name in AN (realm level toggle):
id = CF-6890;?name = [AN] Vendor Keys migrated from Sourcing require additional actions from the supplier to properly work
Frequently asked questions
SAP Ariba Contracts Integration to Create Outline Agreement (Contract Request cXML)
What was the problem?
Documents sent from SAP Ariba Contracts to ERP systems flow through SAP Business Network. SAP Business Network expects documents to contain suppliers that are enabled, the right type, present in the network, and that have a relationship with the buyer. (These checks are performed and the Vendor ID is looked up and populated before the cXML goes through to the ERP system.)
Buyers wanted this to change because the majority of their suppliers with who contracts are created in SAP Ariba were not on SAP Business Network. Buyers were forced to enable these suppliers on SAP Business Network before the documents could flow through to their ERP system.
What is the solution?
The solutions to solve the problem are:
- Change the cXML to be Buyer-to-Buyer instead of Buyer-to-Supplier.
- Allow buyers to maintain the Vendor ID and System ID (Business System ID) in SAP Ariba Contracts.
- If the Vendor ID is not available in SAP Ariba Contracts, the cXML is stopped from being sent to SAP Business Network.
- This allows the cXML to pass through in SAP Business Network without enforcing the afore-mentioned checks.
What is the advantage of this solution?
The advantages of this solution are:
- Outline agreements can be created in ERP systems from SAP Ariba Contracts for SAP Ariba Sourcing only suppliers. The suppliers do not need to be on the SAP Business Network.
- Suppliers do not need to be on-boarded into SAP Business Network before they can be used in ERP integrations.
- SAP Ariba takes care of what is required for the document to flow through, provided the vendor ID and System ID is maintained in SAP Ariba Contracts.
Got it, but then how will ERP systems get the Vendor ID?
For ERP systems to create the object (Outline Agreement), the Vendor ID is required.
The Vendor ID needs to be maintained as part of SAP Ariba Contracts and SAP Ariba sends the Vendor ID to the ERP system as part of the cXML document. Previously, this was populated by SAP Business Network).
How do I maintain the Vendor ID in SAP Ariba Strategic Sourcing solutions?
For net new suppliers, the Vendor ID can be entered when you create suppliers.
For existing suppliers, you can use the Import organization with vendor keys data import task to update the Vendor ID from your ERP system to SAP Ariba Strategic Sourcing solutions.
Can SAP Ariba pull Vendor ID information from my ERP system into SAP Ariba Strategic Sourcing solutions?
No, it has to be exported and the above mentioned task needs to be used to update the Vendor IDs in SAP Ariba Strategic Sourcing solutions.
Do I need to only maintain the Vendor ID, do I also need to maintain other information, like Location and others?
You should maintain Vendor ID*, System ID*, Location ID and Site ID as part of the Supplier Organization information in SAP Ariba Strategic Sourcing solutions. Vendor ID and System ID are required.
What prerequisites are required for this solution?
Make sure that the following prerequisites are fulfilled:
- Multiple ERPs must be activated in SAP Business Network, even if you are only using one. SAP Support can activate the ERPs in SAP Business Network.
- The default business system ID in SAP Business Network is Default. Verify you do not already have an alternate ID populated in the QuoteRequest cXML. If you do, you must rename the Business System ID in SAP Business Network to the same value.
SAP Ariba Sourcing Integration with ERP systems to create POs and OA (QUOM cXML)
What was the problem?
Documents sent from SAP Ariba Sourcing to ERP systems flow through SAP Business Network. Quote Message cXML documents sent from Ariba Strategic Sourcing solutions that contained SAP Ariba Sourcing-only suppliers did not reach buyer ERP systems. In order for Quote Message cXML documents to reach ERP systems, suppliers needed to be of Transaction Type when the Quote Message reached SAP Business Network. SAP Business Network does not accept documents from SAP Ariba Sourcing -only suppliers.
SAP Business Network needed a Vendor ID associated with the supplier to correctly route the Quote Message cXML document to the ERP system. If SAP Business Network does not get the right information as part of Quote Message, the Quote Message is stopped in SAP Business Network.
What is the solution?
The solutions to solve the problem are:
- QUOM?cXML documents sent from Ariba Strategic Sourcing solutions now carry Vendor ID and System ID information.
- When QUOM cXML documents flow through to SAP Business Network, the necessary relationships and type of supplier are set as required, if not present.
- Maintaining the Vendor ID and System ID (Business System ID) in SAP Ariba Sourcing is required.
- If the necessary information is not present in Ariba Strategic Sourcing solutions, the cXML documents is not sent to SAP Business Network.
What is the advantage of this solution?
The advantages of this solution are:
- You do not need to enable suppliers explicitly in SAP Business Network.
- SAP Ariba takes care of what is required for the cXML document to flow through SAP Business Network when the Vendor ID and System ID is maintained in SAP Ariba Sourcing.
How do I maintain the Vendor ID in SAP Ariba Strategic Sourcing solutions?
For net new suppliers, the Vendor ID can be entered when you create suppliers.
For existing suppliers, you can update the Vendor ID in the user interface or use the Import organization with vendor keys data import task to update the Vendor ID from your ERP system to SAP Ariba Strategic Sourcing solutions.
Can SAP Ariba pull Vendor ID information from my ERP system into SAP Ariba Strategic Sourcing solutions?
No, it has to be exported and the above mentioned task needs to be used to update the Vendor IDs in SAP Ariba Strategic Sourcing solutions.
I have all the vendor information in SAP Business Network. Can I import the Vendor ID from SAP Business Network for these suppliers?
This solution is currently being explored.?
Do I need to only maintain the Vendor ID, do I also need to maintain other information, like Location and others?
You should maintain Vendor ID*, System ID*, Location ID and Site ID as part of the Supplier Organization information in SAP Ariba Strategic Sourcing solutions. Vendor ID and System ID are required.
What prerequisites are required for this solution?
Make sure that the following prerequisites are fulfilled:
- Multiple ERPs must be activated in SAP Business Network, even if you are only using one. SAP Support can activate the ERPs in SAP Business Network.
- The default business system ID in SAP Business Network is ?Default?. Verify you do not already have an alternate ID populated in the QuoteRequest cXML. If you do, you must rename the Business System ID in SAP Business Network to the same value.
Strategic Contracts
Strategic Sourcing
Supplier Information & Performance Management