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Function documentationManage External Business Partners

 

Users with the role SRM Administrator or Strategic Purchaser can manage master data for external business partners (such as company data for suppliers and bidders) and master data for individual contact persons from the company.

Features

Replication

To use existing master records for suppliers, you must replicate the suppler master records from the back-end system. To do this, the following prerequisites must be met:

  • Back-end system: The supplier must be assigned to a purchasing organization.

  • SAP SRM system: The organizational plan has to be in place. In the organizational plan, there has to be an organizational unit that represents the purchasing organization of the supplier in the back-end. (The suppliers themselves are assigned to supplier groups using transaction PPOMV_BBP.)

  • The business partner groupings must be defined. To copy numbers from the back-end system, you must define a grouping as the external grouping in the Implementation Guide (IMG):   Cross-Application Components  SAP Business Partner   Business Partner  Basic Settings  Number Ranges and Groupings   Define Groupings and Assign Number Ranges  .

  • If you want to delete business partners, they must not be involved in any open transactions at the time of deletion.

  • Terms of payment and Quality Management systems are only transferred if they have first been replicated. To do this, use the following reports: BBP_UPLOAD_PAYMENT_TERMS and BBP_UPLOAD_QM_SYSTEMS.

    Note Note

    Call transaction BBPGETVD to transfer the data to the SAP SRM system. You can change the data after replicating it. However, you should not copy over any suppliers after doing that, or your changes are overwritten.

    End of the note.
Transfer Supplier Master Records

In the back-end system, use transaction BBPGETVD to determine whether:

  • The SAP SRM system is to assign numbers from the internal number range for business partners for the suppliers to be copied.

  • The supplier numbers are to be copied from the back-end system. If the number already exists in the SAP SRM system, the system assigns a number internally for the supplier. In this case, configure the internal number range so that it does not overlap with the number range in the back-end system.

    Before the system performs the data replication, it informs you of any possible problems (such as missing purchasing organizations).

    Note Note

    Make sure you enter the correct supplier root node of the organizational structure.

    End of the note.
Compare Suppler Master Records

If the master data in the back-end system is different to the replicated data, you can adapt the supplier data in the SAP SRM system by using transaction BBPUPDVD.

Synchronize Suppliers (Program BBP_VENDOR_SYNC)

Use this program to automatically synchronize the back-end suppliers with the SAP SRM system.

To run this program, you must first make the following settings:

Path in Customizing:   SAP Supplier Relationship Management  SRM Server   Technical Basic Settings   Settings for Supplier Synchronization   Make Global Settings  

  Supplier Relationship Management  SRM Server   Technical Basic Settings   Settings for Supplier Synchronization   Define Settings for Each Backend System  

Then, you have to make the following settings in transaction SA38:

  1. Enter program BBP_VENDOR_SYNC.

  2. Choose Background.

  3. Enter the report name BBP_VENDOR_SYNC.

  4. Either define a new variant or use an existing variant

  5. Choose Schedule.

  6. Enter the job and define the start date.

  7. Either schedule once or schedule periodically and define the period interval.

Manual Maintenance

Master data for external business partners (such as bidders and suppliers) can be created based on a registration application from an employee of the business partner company.

Registration applications are forwarded using workflow to the purchaser or system administrator responsible for approval. If approved, the user must create the appropriate master data or user data.

The purchaser or system administrator responsible must be defined in the workflow as the employee responsible.

The organizational plan must have been created and contains an organizational unit to which the employee can assign the external business partner.

For more information, see Approval Workflow for Creating External Users.

Self-Registration of External Business Partners

If an external employee enters a registration application, the system differentiates between the following situations:

Situation

System Response

The company and the external employee are already registered in the SRM system. The external employee now wants to register an additional contact person in the SRM system.

The system automatically adds a position to the organizational unit of the supplier and adds a contact person for the external employee to the business partner for the company in the organizational plan. At the same time, the necessary user is created.

The company has not yet been registered in the SRMsystem.

The system automatically creates an organizational unit and a business partner for the company, as well as a contact person for the external employee.

In both cases, the purchaser or system administrator (employee responsible) receives a work item with a link to the Business Partners application. The employee responsible can see the data that the requesting user entered and can complete it.

After users have been created or maintained, contact persons receive an e-mail. If the user has been created, this e-mail contains the business partner number, user ID, and password.

Note Note

The text of the e-mail is stored in the general text PARTNER REQUEST ACCEPTED or PARTNER REQUEST DENIED, and is sent in the logon language. You can modify the text to suit your requirements. To do this, go to transaction se61 in the back-end SAP SRM system and select General Text.

End of the note.
Managing External and Internal Business Partners

The following functions are available:

  • Create, change, and display company data for a bidder or supplier

  • Delete business partner

    Note Note

    When a business partner is deleted, all contact persons that belong to the business partner are also deleted. Only SRM users can be deleted.

    End of the note.
  • Create, change, display, and delete contact persons for a bidder or supplier

  • Process purchasing company, that is, all companies in the organizational structure for which the indicator IS_COMPANY is set in the attributes in the organizational plan. Purchasing companies have the partner function Purchasing Company.

    Caution Caution

    Only use this function to modify purchasing companies. To create them, use the organizational plan.

    End of the caution.
  • Create and change locations