17 EDI messages critical to deploying a "Best in Class" Procure to Pay process

I have seen many, many EDI implementations in this space over the years and have yet to come by a single company that has adopted all of the good features available in SAP to bring real value in to the PTP process. In each part of the process, described below, I will highlight exactly what the purpose is for each EDI message or functionality and highlight the benefits for implementing it in the mentioned fashion.

Below, I list the PTP process for a typical replenishment PO where we procure stock via a Purchase Order (PO) to a supplier who delivers the product to our warehouse using one of our 3rd party carriers. The nuances around freight forwarding, drop ship and make to order scenarios are not covered here but are addressed using 90% of these same techniques as well.

PTP EDI Process

Order Process - The Purchase Order

1. Outbound ORDERS IDoc -> (maps to) 850 (The Purchase Order) : Sends PO to your supplier

2. Inbound 997 for 850 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for Outbound PO. This message gives you a "heads up" as to whether or not your supplier has actually received the PO

3. Inbound 855 ->(maps to) ORDRSP IDoc : Posts Order Confirmation with changed PO (if applicable and within tolerance)

4. (Follow-on process) Outbound TXTRAW IDoc -> (maps to) 824 / 864 : Tells the supplier of an Order Confirmation Error). Without this message the supplier will assume that their order confirmation, which could include adjustments to the original PO, was accepted.

5. Inbound 997 for 824 / 864 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for the outbound 855 error notification. This message gives you a "heads up" as to whether or not your supplier has actually received the PO confirmation error notification

Order Change Process - Changing the PO

1. Outbound ORDCHG IDoc -> (maps to) 860 (Purchase Order Change) : Sends PO Change details to your supplier

2. Inbound 997 for 860 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for Outbound PO change. This message gives you a "heads up" as to whether or not your supplier has actually received the PO Change

3. Inbound 865 ->(maps to) ORDRSP IDoc : Posts Order Confirmation with changed PO (if applicable and within tolerance)

4. (Follow-on process) Outbound TXTRAW IDoc -> (maps to) 824 / 864 : Tells the supplier of an Order Confirmation Error). Without this message the supplier will assume that their order change confirmation, which could include adjustments to the PO change, was accepted.

5. Inbound 997 for 824 / 864 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for the outbound 865 error notification. This message gives you a "heads up" as to whether or not your supplier has actually received the PO change confirmation error notification

Shipment Process - Supplier ships the goods (ASN - Advanced Ship Notice)

1. Inbound 856 -> (maps to) DESADV IDoc : Posts Inbound Delivery - Referenced in Goods Receipt at Warehouse

2. (Follow-on process) Outbound TXTRAW IDoc -> (maps to) 824 / 864 : Tells the supplier of an ASN / Inbound Delivery Error). Without this message the supplier will assume that their ASN was accepted.

3. Inbound 997 for 824 / 864 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for the outbound 856 ASN. This message gives you a "heads up" as to whether or not your supplier has actually received the ASN error notification

4. Inbound Carrier 214 -> (maps to) EVMSTA IDoc (Goes to SAP Event Management) : Track carrier tracking status messages and relate them to their respective business processes.

Invoice / Billing Process - Time to receive and pay the bill

1. Inbound 810 -> (maps to) INVOIC IDoc : Posts Invoice Receipt to be paid by Accounts Payable (AP)

2. (Follow-on process) Outbound TXTRAW IDoc -> (maps to) 824 / 864 : Tells the supplier of an Invoice Receipt Error). Without this message the supplier will assume that their Invoice Receipt was accepted.

3. Inbound 997 for 824 / 864 -> (maps to) STATUS IDoc : Receive EDI Status (including errors) for the outbound 810 Invoice. This message gives you a "heads up" as to whether or not your supplier has actually received the Invoice Receipt error notification

All of these messages are necessary for a perfect PO process...

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