EDI in SAP S/4HANA On’Prem

[mickaelquesnot]

EDI in SAP S/4HANA On’Prem

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In this section, you can make the settings for invoices received via Electronic Data Interchange (EDI).

Use

You can use invoice receipt via EDI for the following business transactions:

• Your business partner sends invoices and credit memos via EDI; these are to be posted directly to Accounts Payable (without a purchase order reference).

• You process an intercompany transaction using EDI, that is, for a cross-company code sale (also valid for credit memos), the system automatically posts the internal payable in Accounts Payable.

The system provides the following functions:

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  • The tax jurisdiction codes are copied from the EDI invoice.
  
  
  
  

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  • Surcharges or deductions can be displayed as separate posting items if required, or added to the material or service item.
  
  
  
  

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  • For vendors that are subject to withholding tax, the withholding taxinformation from the master record is used (extended withholding tax).
  
  
  
  

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  • You can create a batch input session.
  
  
  
  

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  • You can park the invoices or credit memos.
  
  
  
  

Note

If, in an intercompany transaction, transfer prices are transferred, the following restrictions apply:

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  • You cannot create a batch input session.
  
  
  
  

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  • You cannot transfer withholding tax information.
  
  
  
  

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  • You cannot transfer surcharges or deductions.
  
  
  
  

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  • The system does not split the invoice.
  
  
  
  

You can make the settings for EDI invoices with purchase order reference in the Implementation Guide for Materials Management under Logistics Invoice Verification -> EDI.

Requirements

• You are using an EDI subsystem that translates the file from the vendor into an SAP IDoc with message type INVOIC.

Note

If you use EDI to process intercompany business transactions, you do not need an EDI subsystem.

• You have set up an EDI partner.

• You have defined the inbound parameter in the EDI partner agreement. The transaction code for an invoice receipt in Accounts Payable is INVF. From the SAP Easy Access Menu, choose Tools -> Business Communication -> IDoc-Basis -> IDoc -> Partner profile.

• You have entered the ISO codes for currencies, units of measure, and countries in the IMG under Global Settings:

• 
  
  
  
  • Define Countries
  
  
  
  

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  • Check Currency Codes
  
  
  
  

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  • Check Units of Measure
  
  
  
  

Activities

Carry out the subsequent IMG activities in the order specified.

 

Enter Program Parameters for EDI Incoming Invoice

Use

For each EDI partner and invoice company code, you enter parameters for the content and the procedure, which determine how the EDI invoices are posted in the system.

Make the following entries for the posting procedure:

• Posting key for the debit posting and the credit posting to the G/L account or the vendor account.

• Document types for credit memos and invoices

• Clearing accounts

An EDI invoice with more than 949 posting items is distributed to more than one FI document. If you only require a vendor posting, you can temporarily post the additional documents to the specified clearing account.

• Tax code for tax-exempt items

This tax code is used for posting surcharges and reductions that affect the whole invoice, and for posting split clearing lines.

You enter the following for transfer flags:

Calculate tax

If you select this field, the system calculates the tax. Otherwise, it uses the tax that is specified in the EDI invoice.

• Transferred tax jurisdiction code

If the tax jurisdiction code is transferred in the EDI invoice, select this field.

• Surcharges/reductions at header level

If surcharges or reductions are transferred in the EDI invoice header, select this field so that the surcharges or reductions can be posted at totals level (segment E1EDK05).

You enter the following for processing:

• Park document

If you select this field, the document is only parked in Accounts Payable Accounting. Otherwise, the document is posted there.

• BDC session

If you select this field, then the system creates a batch-input sesion when you park or post documents. Otherwise, the EDI invoice is posted directly to Accounts Payable Accounting.

Note

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  • If an EDI invoice creates more than 949 posting lines, then more than one FI document is created, and regardless of this setting, the system also creates a batch-input session. This is because the system cannot ensure that the invoice is either posted or posted completely when more than one single document is posted.
  
  
  
  

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  • If you use the transfer price function, the system always posts the document directly.
  
  
  
  

• Surcharge/reduction at totals level

If you select this field, surcharges or reductions that were determined on the invoice items are displayed in separate document lines

Requirements

For more information, see: Introduction To EDI.

Enter the tax parameters for posting the EDI invoices and credit memos received,

 

 

 

 

 

 

 

 

 

 

 

Assign Company Code for EDI Incoming Invoice

Use

For each EDI partner, you assign the company code (that contains the payable to be posted) to the name for the invoice recipient in the EDI invoice.

Technical Note

The name is read from the NAME1 field in the E1EDKA1 segment for the invoice recipient (qualifier IR) or the sold-to party (qualifier SP).

Requirements

You do not do this IMG activity, if the company code (in which the system posts the payable from the EDI invoice) was determined in one of the following ways:

• The company code is read from the E1EDK14 segment with qualifier 011.

• You process an intercompany transaction and have already specified a sender (from which the company code is determined) in Sales & Distribution customizing under Billing ->Intercompany Billing -> Automatic Posting to Vendor Account (SAP-EDI) -> Assign Vendor.

• The company code is determined using a customer exit, for example, EXIT_SAPLIEDI_001 (enhancement FEDI0001).

For more information on customer exits, see the following IMG activity:

Develop Enhancements for EDI Incoming Invoices.

For more information on general preqrequisites, see: Introduction to EDI.

 

 

 

 

 

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Assign G/L Accounts for EDI Procedures

Use

For each EDI partner and invoice company code (company code for the vendor), enter the G/L account for the expense account posting or revenue posting and the company code to which the expense account or revenue is to be assigned.

The G/L account for goods or services items is determined by the name of the good or service in the EDI invoice. The G/L account for surcharges and price reductions is determined from the condition key and the condition plus-minus sign (+ for surcharge, - for reduction).

If the company code for the G/L account differs from the invoice company code, then the system creates a cross-company code posting.

Note
The leading company code is the company code from the first G/L account posting in the document, not the company code from the vendor.

If you require additional functions to determine the G/L account and the company code, use the following customer exit:

• Customer exit EXIT_SAPLIEDI_001

• Enhancement FEDI0001

For more information, see the IMG activity Develop Enhancements for EDI Invoice Receipt.

Requirements

For more information on general conditions, see Introduction to EDI.

Activities

1. Enter the EDI partner.


2. Enter the invoice company code.


3. Enter the goods or service number.

The following entries are possible:

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  • Goods or service name in the EDI invoice
  
  
  
  

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  • * for all goods or services not listed.
  
  
  
  

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  • Condition plus-minus sign and condition key for surcharge or reduction.
  
  
  
  

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  • + for all surcharges not listed.
  
  
  
  

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  • - for all reductions not listed.
  
  
  
  

4. Enter the G/L account for the expense account posting or revenue posting.


5. Enter the company code to shich the expense or revenue is to be assigned.

 

 

 

 

 

 

 

 

 

 

 

 

Assign Tax Codes for EDI Procedures

Use

For each EDI partner, you assign the tax code defined in the SAP System to the tax type and the tax rate determined by that partner.

You can assign these according to the country/region of the invoice recipient (the country/region of the company code) where the supplier account is located.

• If you want to make the assignment independently of the country/region, then leave the Country/Region field empty.

• If you want to make the assignment independently of the tax type, then enter VAT as the tax type. The tax code is determined on the basis of the tax rate.

Caution

The tax rate determined in the IDoc is compared character by character to those in the tax rate that you enter here.

Example

0.1 does not equal 0.10000

0.1 does not equal 0,1

Requirements

For more information about general prerequisites, see Introduction to EDI.

 

 

 

 

 

Assign Additional Account Assignments for EDI Procedure

Use

For each EDI partner and invoice company code, assign an account assignment object from the SAP System (such as a cost center, fixed asset or a business area) to the ID that is determined in the EDI invoice.

The additional account assignments are determined using the account assignment ID in the EDI invoice.

Technical Note

The account assignment ID is read in the IDoc type INVOIC01 from the E1EDP02 segment, with the 021 qualifier from the BELNR field. (See also: Documentation for IDoc Types. In the object name field, enter INVOIC01.)

Requirements

You do not make any assignments here if you determine the additional account assignments in one of the following ways:

• You use the IDoc type INVOIC02, and transfer the additional account assignments in the E1EDP30 segment, using the following qualifiers:

• 
  
  
  
  • 045 Cost center
  
  
  
  

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  • 049 Business area
  
  
  
  

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  • 048 Profit center
  
  
  
  

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  • 078 Partner profit center
  
  
  
  

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  • 047 Project number
  
  
  
  

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  • 046 Profitability segment
  
  
  
  

• You use the EXIT_SAPLIEDI_002 customer exit from enhancement project FEDI0001 to determine additional account assignments.

For more information on general prerequisites, see Introduction to EDI.

Activities

When you assign account assignment objects, you can also make the following masked entry in the ID account assignments field:

* For all non-listed account assignment IDs

 

 

 

 

 

Develop Enhancements for EDI Incoming Invoice

Use

You can use customer exits in EDI inbound processing of FI invoices, to meet requirements that are not provided in the standard system.

The following SAP enhancement is provided for this purpose:

• FEDI0001 for invoice receipt via EDI

Activities

To see the exits, proceed as follows:

1. Do the IMG activity


2. Choose Utilities -> SAP Enhancements.


3. In the Exit namefield, enter FEDI0001.


4. Choose Exits -> Display.


5. Place the cursor on the required exit and choose Goto -> Documentation.

Activities

1. Create your enhancement. To do this, either create a new project or use an existing one.

Modify the source code for a transaction delivered by SAP by adding the elements you need. SAP provides you with the necessary function modules with short text, interface, and documentation to be able to do this. A sample source code created by SAP may exist for user exits which can be copied (and changed) if required.

2. Activate the project.

This allows the ABAP source code to run. Enhancements will not have any effect beforehand.

Further notes

In contrast to modifications, enhancements can generally be transferred between Releases since they are carried out within a name range reserved for the customer rather than in the SAP original.

For more information about creating enhancements, see the SAP Library BC - Changing the SAP Standard.

Every enhancement is documented. To call up the documentation, choose Utilities -> Display req.docu from the project management screen for SAP enhancements.

 

 

 

 

RESULT

 

Create Sales Order

Purpose

This process step shows you how to create a sales order.

 

Log on to the SAP Fiori launchpad as an Internal Sales Representative. The SAP Fiori launchpad displays.

Open Manage Sales Orders (F1873). The Manage Sales Orders screen displays.

On the Manage Sales Orders screen, choose Create and Create Sales Order - VA01.

On the Sales Order Screen, Order Type is Standard Order (OR), make the following entries and choose Enter:

 

 

Sales Organization: 1010

Distribution Channel: 10

Division:00

 

 

On the Create Sales Orders: Overview screen, make the following entries:

 

Sold-to Party: 10100003

 

Ship-to Party: 10100003

PO Number: <PO number>

 

Order Reason: <Order Reason>, for example, Excellent price

 

 

Material Number: <NS0002>

 

 

Quantity: <Quantity>

 

Note The item category can change to TAXN manually if the item is free of charge for Non-Stock Material Sales Order.

 

 

 

Choose Save. Make a note of the sales order number: __________. The order is saved and its order confirmation is printed out.

 

Procedure

Test Step #	Test Step Name	Instruction	Expected Result
1	Log On	Log on to the SAP Fiori launchpad as an Internal Sales Representative.	The SAP Fiori launchpad displays.
2	Access the App	Open Manage Sales Orders (F1873).	The Manage Sales Orders screen displays.
3	Create Sales Order	On the Manage Sales Orders screen, choose Create and Create Sales Order - VA01.
4	Enter Data	On the Sales Order Screen, Order Type is Standard Order (OR), make the following entries and choose Enter: Sales Organization: 1010 Distribution Channel: 10 Division:00
5	Enter Order Details	On the Create Sales Orders: Overview screen, make the following entries: Sold-to Party: 10100003 Ship-to Party: 10100003 PO Number: <PO number> Order Reason: <Order Reason>, for example, Excellent price Material Number: <NS0002> Quantity: <Quantity>   Note The item category can change to TAXN manually if the item is free of charge for Non-Stock Material Sales Order.
6	Save Document	Choose Save. Make a note of the sales order number: __________.	The order is saved and its order confirmation is printed out.

 

Create Billing Document

Procedure

In this activity, you handle the billing.

 

Open the Create Billing Documents (F0798).         The Create Billing Documents screen displays.

 

 

Select row of SD Document created previously, and choose the Create.             The Create Billing Documents screen displays.

 

 

Choose billing type Invoice (IV) and maintain billing date, for example current date, then choose OK.             The system generates an invoice for billing.

 

 

 

Save you entries.

 

 

 

Make a note of the billing document number: __________.                 The system generates an invoice for billing.

 

 

 

 

 

 

Test Step #	Test Step Name	Instruction	Expected Result
1	Log On	Log on to the SAP Fiori launchpad as a Billing Clerk.	The SAP Fiori launchpad displays.
2	Access the App	Open the Create Billing Documents (F0798).	The Create Billing Documents screen displays.
5	Select Item for Billing	Select row of SD Document created previously, and choose the Create.	The Create Billing Documents screen displays.
6	Maintain Billing Date	Choose billing type Invoice (F2) and maintain billing date, for example current date, then choose OK.	The system generates an invoice for billing.
7	Save Billing Document	Save you entries. Make a note of the billing document number: __________.	The system generates an invoice for billing. ●

 

EDI: Message was saved and processed as inbound IDoc

 

 

 

 

 

 

IDoc '0000000000000069' was added and passed for output

 

 

 

 

Document 1900000029 1010 2023 was posted

 

 

 

[Jelena]

Sorry, super confused by this blog post. What exactly are you trying to share?

I would caution anyone from accessing links to to some odd dot-net website. I'm not sure SAP Community is the right place to promote own YouTube videos or share personal document links but it's up to the moderators to decide.

The text looks like it was copy-pasted from SAP Help, sorry to say. What are all those links? They lead to some odd "SAP HTML viewer" and don't work.

Are there supposed to be some pictures? I'm just seeing lots of empty space and it's impossible to understand the steps described...

Also, what is specific to S/4HANA here? All this seems like a boilerplate EDI/IDoc configuration that would also apply to ECC. Could you highlight the differences or what's new?

Thank you.

[mickaelquesnot]

Hello, thanks for your comment. I will try to improve this blog.

I don’t see where I promote YouTube. The video is for helping. I spend a lot of times to do some guide and I share them. That’s all.

 

 

[Jelena]

YT video is embedded right at the beginning of the blog post, it appears to be yours. Simple inclusion of it counts as a promotion since it generates views.