1        Configuration

1.1    Prerequisites

To fulfill the requirement of data exchange of vendor master for CRM service, a special BBP load program sometimes had been used in previous CRM releases. BBP uses a mapping table VENMAP, which is now replaced by two tables: CRMM_BUT_VENDNO in CRM, and CRMLIFNR in the ERP.
A conversion program CRM_VENMAP_TO_CRMM_BUT_VENDNO is available. It must be run in this scenario before the new vendor master data exchange process can be activated. The program has not to be started as an XPRA; it is sufficient to deactivate the data exchange of vendor master records before the upgrade, run the program after the upgrade, then reactivate the data exchange.
The business partner role BBP000 is reused, thus no conversion of table BUT100 is necessary.

1.2    Delta load (CRM→ERP)

1.2.1   Description

In CRM 5.0 the automatic generation of vendor master records in ERP from CRM business partners is possible. This replication takes place as soon as a business partner in CRM has the role "vendor"[1].

After saving the data within transaction BP a BDoc of type VEND_MAIN is created and sent to ERP via Middleware. The role of the business partner is checked by the Middleware, as configured by the filter setting for the adapter object VEND_MAIN in transaction R3AC1 (see Filtering).

In the ERP system, the data is being mapped by the Plug-In and saved to the vendor master record via batch input processing (Function IDOC_INPUT_CREDITOR). The mapping between CRM business partner and ERP vendor is stored in table CRMLIFNR.
A response BDoc of type VENDOR_MAIN is returned to CRM, informing about the status of the process. In case of a positive response, the vendor number is stored as an identification number of the business partner. In addition, the mapping table CRMM_BUT_VENDNO is filled.

1.2.2   Configuration

Activate the generation of vendor records:

In the CRM system:

1.      In transaction SM31, table CRMC_BUT_CALL_FU for the Business Partner Outbound of Business Partner objects, the function VEND_MWX_CREATE_MAIN_BDOC must be active.

2.      In transaction R3AC1 the adapter objects VEND_MAIN and VENDOR_MAIN must be active. A filter for each role of role category vendor must be set for object VEND_MAIN (see Filtering).

3.      In transaction SMOEAC shall be a subscription for the publication 'All Vendors' to the ERP system (Site). For example you can specify 'All Vendors (MESG)' as subscription's name.

In the ERP system:

1.      Within transaction SM31, in the table COM_BUPA_CALL_FU for R/3 object inbound processing (time R3OBI) of vendor records (object VEND), the function PI_BP_PROXY_BAPI_VENDOR must be active, and the function PI_BP_PROXY_BAPI_CUST_VEND must not be active.

2.      In transaction SM31, table CRMSUBTAB for User CRM

§         the function COM_VEND_MAIN_INBOUND shall be active for object VEND_MAIN of class BUPA for upload

§         the function PI_BP_VENDOR_MAIN_EXTRACT shall be active for object VENDOR_MAIN of class VEND for download.

3.      In transaction PIDV please maintain the mapping between the CRM role categories for vendors (usually role category BBP000) and the corresponding ERP account group.

Note: the field 'Grouping' in transaction PIDV (ERP) shall be an existing grouping entry in the CRM-table TB001. The values for TB001 can be checked in CRM within transaction SM31 for the view V_TB001. Be aware that the ERP vendor numbers are in the interval of the grouping range assigned to the grouping ID you have selected from view V_TB001. To check which intervals are configured in ERP, please refer to the IMG activity: Logistics – General → Business Partner → Vendors → Control → Define Number Ranges for Vendor Master Records.

1.2.3   Execution

1.      In the CRM system, start transaction BP.

2.      Create a new record with the role "vendor" (or add the role to an existing BP).

3.      Save the record.

1.2.4   Monitoring

To check if the download was successful please do:

1.      In the ERP system, a new corresponding entry is filled in table CRMLIFNR (you can get the parameter partner_guid from transaction CRMM_BUPA_MAP in CRM).

2.      A supplier record is created (you can check it in the ERP with transaction XK03 after retrieving the vendor number from table CRMLIFNR).

3.      In the CRM system, you can see the ERP vendor number
- in table BUT0ID (tab "identification" of transaction BP)
- in table CRMM_BUT_VENDNO.

If you missed a positive answer for the sentences above, you can check if the BDoc have error messages. For that, please start transaction CRMM_BUPA_MAP, enter the business partner number and go to Queues/BDocs.

You can also use transaction SMW01 in order to check the BDoc transfer for BDoc type VEND_MAIN.

If the BDoc has no final status (yellow), then you may check the inbound and outbound queues in CRM and ERP, with the corresponding transactions SMQR and SMQS.

1.2.5   Filtering

Per default, BDocs of type VEND_MAIN are sent for all CRM business partners as soon as you activate the distribution function in table CRM_BUT_CALL_FU.
But vendor master records are only created if the role category of any of the business partner’s roles has an equivalent entry in the PIDV definition.

In addition, a filter for the adapter object VEND_MAIN should be set in the CRM in order to prevent superfluous data transfer.
To this aim, start transaction R3AC1 and select the filter button for the adapter object VEND_MAIN. In change modus select the CRM system as source site. Then set the filters for the field RLTYP of table BUT100. You must enter all roles of all categories as used in PIDV.
The most common standard value for this field is BBP000, but you can also configure other roles for vendors. E.g.: a customer has created a new role category ZVEND, and placed this role category in PIDV in order to map to a 2^nd account group. He has created some new roles for this new category: ZVEN1 and ZVEN2. In addition, the customer still uses the role BBP000.
Then, for the correct distribution of all types of vendors, you have to create two filters with the following values:

1.      Table: BUT100 – Field: RLTYP – Operator: EQ Equality – Low: BBP000

2.      Table: BUT100 – Field: RLTYP – Operator: BT Between – Low: ZVEND1 High: ZVEND2

To check which roles have been maintained, please refer to the IMG activity: Cross-Application Components → SAP Business Partner → Business Partner → Basic Settings → Business Partner Roles → Define BP Roles.

1.3    Initial load (ERP→CRM)

1.3.1   Description

The automatic generation of vendor master records in ERP from CRM business partners was enhanced by an initial load facility, so that the exiting ERP vendor master records can be downloaded to a newly established CRM system.

1.3.2   Preparation

Please set the customizing entries as described in the preparation part for delta download explained above.

1.3.3   Execution

1.      Start transaction R3AS.

2.      Select VENDOR_MAIN as Adapter Object and press ENTER. Then run the application.

3.      Take note of possible warning/error messages.

Note: the initial load can be started multiple times for synchronization of records or gradually download using a filter (see Filtering)

1.3.4   Monitoring

Check if the BDoc processing finalized with no errors (status is green) within transaction SMW01 for BDoc type VEND_MAIN. If this did not happen, check if errors have occurred in the inbound or outbound queues (transactions SMQR and SMQS).

1.3.5   Filtering

You may try to make the initial load for a segment of the vendors' total from ERP. For example you may load the vendors from the U.S. first, then the records from Germany, and so on. For that, you have to set a filter first.

Setting the filter:

In transaction SE16 in the ERP system, look for some vendors in table LFA1 you would like to load, that is they have some common data which could be filtered in CRM (see paragraph below). Make sure the Account Group (field KTOKK) of these entries is the same used for the mapping of vendor exchange data CRM<->ERP in transaction PIDV (ERP).

Start transaction R3AC1 and select the filter button for the adapter object VENDOR_MAIN (activate the object, if it is not activated yet). In change mode select the source site where you want to set the filter. From the value help select the table on which you would like to filter (for example LFA1), then select the corresponding field (for example LAND1, LIFNR). Select the comparison type and the value you would like to set (for example LAND1 = US, M < LIFNR < ZZZ). You can also use more filters, for instance you may select as well those entries which are not marked for delete (LFA1-LOEVM <> 'X'). Save the changes without transport. Press the button for "Filter synchronization" with R/3. Then start the initial load as described, after that only the entries which match the filter conditions have been loaded to CRM.

Notes:

• Another important filter value is the account group: as only certain account groups will be supplied by the delta distribution according to the PIDV settings, the filtering shall only allow these account groups for the initial load as well.
• If no values are shown in the value help for the filter tables, you may check if the desired filter tables and fields are registered in the CRM table SMOFFILFLD for object VENDOR_MAIN within transaction SM31. For example, if you want to filter by the ERP vendor number, there must be an entry for object VENDOR_MAIN, table LFA1 and field LIFNR in table SMOFFILFLD.

2        Common known problems and solutions

Problem: The mandatory fields in ERP and CRM are different.

Solution: Please compare the mandatory fields for CRM BP and ERP and adjust them so that they have the same behavior in both systems. For that please refer to the corresponding IMG activities.

In CRM: Cross-Application Components → SAP Business Partner → Business Partner → Basic Settings → Field Groupings →

• Configure Field Attributes per Client: for object BUPA

or

• Configure Field Attributes per BP Role: for role BBP000 (Vendor)

and double-click the entry to see the fields’ configuration.

In ERP: Logistics – General → Business Partner → Vendors → Control →

• Define Account Groups and Field Selection (Vendor): select the group (or groups) you have defined for exchange in transaction PIDV. Press the button Details. Double-click on the corresponding data groups (on the text) listed in the frame Field Status, for example double-click on General Data and then on the data group Address

and

• Define Transaction-Dependent Screen Layout: select the activity type and press the button Details. Double-click on the corresponding data groups (on the text) listed in the frame Field Status, for example double-click on General Data and then on the data group Address.

For further hints and corrections, please check for notes of software component CRM-MD-BP-IF.