Catalogue Syndication

New Features and Enhancements – Consulting EMEA

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Agenda

1. Introduction
2. Concept
3. Prerequisites
4. Configuration
5. Process
6. Limitations
7. Annex
 Material Master
 Info Records
 Inventory Management

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Introduction
Introduction P2X APC IP

Catalogue Syndication allows customers to use SAP Ariba Solutions as single catalogue repository by integrating their
internal catalogues with the SAP Ariba Catalogue Content engine. End Users can search items, in a single location, from
Internal Catalogues, Supplier Catalogues, PunchOut and ERP-maintained catalogues.

Catalogue Syndication features:

 Direct connection between SAP ERP and buyers catalogs
 Catalogs generated in SAP ERP system are automatically uploaded to SAP Ariba
 Cross catalog search across all content
 SAP material master (search across all items)
 Inventory items (find inventoried items and stock levels)
 MRO supplies (spares along with stock location)

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Concept
Concept

1. Catalog content is extracted from the SAP ERP system

 Information such as material number, prices, stock and plant details can be included
SAP ERP
2. Content is formatted to fulfill SAP Ariba catalogue format requirements

3. Content is loaded into SAP Ariba Cloud solution via the Ariba Network

4. Content is published and available for End Users

Integration

SAP Ariba Cloud Ariba Network

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Concept

Customers can extract the catalog data from the Purchase Information records and Materials Master records
 The catalog data extracted saved as catalog items in a CIF file
 The CIF file contains both mandatory and optional fields
 Additional fields supported in SAP (i.e.: Plant) must be preconfigure in SAP Ariba via extensible types
SAP ERP
 Catalogue Syndication supports creation of the CIF items in multiple languages
 CIF catalogues are loaded either in FULL or INCREMENTAL mode

Ensure that the file size of the catalog CIF file

must not exceed the maximum file size
supported by Ariba Network.
• SAP ERP system does not validate or restrict Plant A
the file size of the catalog file based on the file
size required by Ariba Network.
Plant B Plant C Plant D
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Concept: Full Load

SAP ERP

CIF

SAP Ariba Cloud Ariba Network

Integration

Validation Validation

Publishing Publishing

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Concept: Incremental Load

SAP ERP
CIF

SAP Ariba Cloud Ariba Network

Staged
Validation Validation

Publishing Publishing

SAP ERP
CIF

SAP Ariba Cloud Ariba Network

Staged
Validation Validation

Publishing Publishing

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Concept

Buyers may need to create different AN Suppliers accounts in some cases, although a single one should suffice
 No SMPs for the purpose of this feature

Catalogue Syndication is meant for INTERNAL catalogues

• This focus on a specific industry where Stock Management and Inventory Management is critical
• Warehouse Management is also on scope

Ariba Network

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Prerequisites
Prerequisites

The supplier for which the catalog is uploaded must exist on the Ariba Network and Ariba Procurement Solution.
 The supplier must have an active trading relationship with the buyer.

Customers must validate and publish the catalog sent from the SAP ERP system from their Ariba Network account.
 They must also validate the catalog based on the catalog rules specified on Ariba Procurement Solution.
 Alternatives to this manual process are been considered in the roadmap

Commodity Codes and Unit of Measure maintained on the SAP ERP system must also exist on the Ariba Network and Ariba
Procurement Solution.

Integration is done via Mediated Connectivity

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Configuration
Configuration

This feature is available in Ariba Network Adapter for SAP NetWeaver

 SAP NetWeaver PI 7.3, 7.31, or 7.4
 All SAP ERP 6.0 (EHP5 and higher versions)

If the Ariba Network supplier account is configured to use digital certificate authentication, then a valid Secure Socket
Layer (SSL) client certificate from one of Ariba Network's trusted Certificate Authorities is required.

Buyers should ensure that they enable the option “Allow multi-supplier CIF” and set the parameter
System.Catalog.Network.DefaultMSCif on their Ariba Procurement Solution to support a multi-supplier catalog CIF file
from Ariba Network.

Enable “Use SAP Add on Suite” option in the cXML Configuration.

Configure the Shared Secret Authentication or the Client-based Certificate Authentication.

Configure the Proxy Setting for single and dual stack on your SAP ERP system.

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Configuration

Define authorizations for running Ariba Network transactions.

To extract the commodity code maintained in the characteristic value of a class that belongs to a specific class type in the
Classification view of the Material Master record, buyers must implement the SAP Note 65124. This is required to write the
change documents for the classification data for a material master record.

Customization are possible to modify the RFC structure in order to create new catalogue fields (/ARBA/FL_MAP)

The CIF file created on the ERP system contains additional fields which require Extensible Types (if use).

Field Name Description

These additional fields are useful to allow SAP
MATNR SAP ERP Material Number
Ariba users to simulate the SAP ERP behavior as
WERKS Plant
making them available in SAP Ariba would
EKORG Purchase Organization allow:
ESOKZ Purchase Info Category. For example, Standard, Subcontracting, Pipeline and Consignment.
 Search item using those fields
 Trigger approval flows
LABST Valuated Unrestricted-Use Stock
 Work with reservations
INFNR Purchase Information Record
 Etc.

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Process
STEP 1: SAP Catalogue Creation

Execute Program: /ARBA/BUYER_CATALOG_EXPORT

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STEP 1 a : Export Options

The SAP Ariba program /ARBA/BUYER_CATALOG_EXPORT gives some

flexibility when creating or extracting catalogues from SAP.

SAP may have hundreds and hundreds of records in the Material

Master what requires a deep design exercise in order to evaluate
which of those items are required in the SAP Ariba Cloud solution.

Other design considerations may be required such as commodity

code domain (ERP vs UNSPSC), support for additional item information
(Item Plant), etc.

A functional design is required in additional to the technical

configuration.

Different variants can be created and scheduled to run

automatically.

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STEP 1 a : Export Options

Field Name Required Description

The catalog subscription name is a unique identifier in Ariba for the catalog.
Catalog Subscription Name YES For INCREMENTAL loads, the subscription name used must exist in SAP Ariba must already
For FULL loads, if done for an existing catalogue, the subscription name used must exist in SAP Ariba must already

The default currency for unit prices for the items in the catalog.
Currency YES
Default value: USD

Charset YES The encoding and charset to convert the data in the CIF file. Case-sensitive.

Code Format YES The default commodity code system.

Comments NO The comments for the catalog.

The domain for the supplierID.

SupplierId_Domain YES
This domain must exit and be configured in SAP Ariba

United Nations Unit of Measure YES Select this option to send the catalog in the UNUOM format

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STEP 1 a : Export Options

Field Name Required Description

Plant NO Allow filtering of Material Master items by Plant

Purchase Organization NO Allow filtering of Material Master items by Purchase Organization

Supplier NO Allow filtering of Material Master items by Supplier

Purchase Info Category NO Allow filtering of Material Master items by Purchase Info Category

Material Group NO Allow filtering of Material Master items by Material Group

Material Type NO Allow filtering of Material Master items by Material Type

Language NO Allow filtering of Material Master items by Language

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STEP 1 a : Export Options

Field Name Required Description

Plant NO Allow filtering of Material Master items by Plant

Purchase Organization NO Allow filtering of Material Master items by Purchase Organization

Supplier NO Allow filtering of Material Master items by Supplier

Purchase Info Category NO Allow filtering of Material Master items by Purchase Info Category

Material Group NO Allow filtering of Material Master items by Material Group

Material Type NO Allow filtering of Material Master items by Material Type

Language NO Allow filtering of Material Master items by Language

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STEP 1 a : Export Options

Field Name Required Description

This option allows to download the commodity code maintained in the product hierarchy field
Product Hierarchy EITHER
present in the basic data view of the material master on the SAP ERP system.

This option allows to use the commodity code maintained in Classification view for the full or
Classification Code OR
incremental load. Additional parameters are required for this options.

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STEP 1 a : Export Options

Field Name Required Description

Full Load EITHER Allows to extract all the Purchase Information records and Materials Master records.

Allows to update an existing catalog subscription entirely using the full load.
Update Catalog Subscription NO
Ensure this option is not used the first time a new catalog subscription is created

Allows to extract only the changed or updated records.

Incremental Load OR
Optionally, the “date from” the records is to be extracted from SAP ERP can be specified

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STEP 1 a : Export Options

Field Name Required Description

This option allows for the creation of a CIF catalogue without this being sent to the Ariba
Network. The CIF file is downloaded on the specified SAP application server.

• Customers must ensure the application server directory exists with the necessary
permissions before running the catalog import.

Test Run NO • A folder "Catalog" is automatically created to store the catalog file when the Test Run
option is specified or send the files using mediated connectivity

• When the incremental load are run subsequently, the stage table /ARBA/DOC_CHANGE
continues to store the previous extracted data for the first run using the Test Run option.
The stage table /ARBA/DOC_CHANGE is cleared only after the catalog items are sent to
Ariba Network.

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STEP 1 a : Export Options

Field Name Required Description

Ariba Network Buyer ID YES Buyer AN ID

Email Notification to Buyer NO E-Mail address for notifications

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SAMPLE

Creating a Catalogue under the subscription METRONOM_CATALOG

 Such subscription does NOT exist in SAP Ariba P2X

Attributes Values Filters Values

Currency EUR Plant 3000
Code Format UNSPSC P.Org 3000
Supplier ID Domain SAP Supplier 1000
Material Group 00153

FULL Load as this is a new catalogue

ANID of the Buyer Account

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STEP 1 b : Execute Extract

SAP ERP

Ariba Network

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STEP 2: AN Catalogue Validation and Publishing

The catalogue is sent to the AN (Supplier Account) and immediately get status Pending Buyer Validation
 Other statuses are possible. For instance, if there are errors, the status would be Validation Error
 In those cases, the catalogue export attributes or the items in the Material Master / Inforecords should be amended
 Errors can also be corrected in the AN directly but, doing that will cause future errors as the export has not been corrected

The catalog name is the subscription attribute in the catalogue extract screen

The file name is automatically create by using “BuyerCatalog” + Export Date

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STEP 2: AN Catalogue Validation and Publishing

In addition to the validation and publishing, the Supplier AN Account allows to set visibility conditions for the catalogues.

 DETAILS tab displays catalogue information

 CONTENT tab displays catalogue items
 All item information transferred from SAP is available
 Options such as Create New Version, Upload Catalog File, etc. are
available but should not be used. Corrections or changes are to be
made directly in SAP.

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STEP 2: AN Catalogue Validation and Publishing

The catalogue remains in Pending Buyer Validation until it is validated and published

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 STEP 3: Enable the Catalogue in SAP Ariba

The catalogue is sent to SAP Ariba where its status is Verified

Depending on the rules set in SAP Ariba, the process

to have the catalogue available for End Users may
vary.

Best Practice: Auto-activation

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STEP 3: Enable the Catalogue in SAP Ariba

The catalogue is activated and the items are available in the catalog search

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Limitations
Limitations

LIMITATIONS
• Extracting images for catalog line items is not supported

• Extracting catalog items using the Direct Connectivity method is not available

• The /ARBA/BUYER_CATALOG_EXPORT program extracts the Valuated Unrestricted-Use Stock at the plant-level by
totaling up the quantity available at the storage location of the plant.

• When you create a purchase information record at a purchasing organization level for a material, and the material is
also associated to a plant, you must ensure that you send the information to Ariba Network before you again extend the
same purchase information record of the associated purchasing organization to the plant. If the information has been
previously staged on the ERP system, and the same purchase information record is again extended to the plant, the
newly extended information is not sent to Ariba Network.

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Limitations

LIMITATIONS
• SAP ERP does not support deletion of the entire catalog file. As a result, entire catalog cannot be deleted from the SAP
ERP system using the Ariba Network Adapter for SAP NetWeaver.

• The /ARBA/BUYER_CATALOG_EXPORT program does not validate the values in the Product Hierarchy or Classification
Code fields.
• However, the catalog file containing blank values in the Product Hierarchy or Classification Code fields fail on Ariba Network as
Ariba Network validates this field.
• To support blank values in this field, customers must specify a corresponding value for the SPSC Code field in the BAdI
/ARBA/BUYER_CATALOG_EXPORT.

• The SAP ERP system does not delete the catalog CIF files downloaded and saved on the SAP application server during
test run.
• This is applicable for both the full and incremental load

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Annex
Material Master

The material master database (often referred to simply as the "material master", comprising all the individual material master
records stored in the system) contains descriptions of all materials that an enterprise procures, produces, and keeps in stock.

It is the central repository of information on materials (such as inventory levels) for the enterprise.

The integration of all material data in a single materials database eliminates the problem of data redundancy and permits
the data to be used not only by Purchasing, but by other applications (such as Inventory Management, Materials Planning
and Control, Invoice Verification, etc.).

For more information check this link.

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Creating Material Master

The following item was use for this presentation:

How is this item created in SAP?

CISCO IP Phone 378-XX for Metronom

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Creating Material Master

Transaction mm01 is used to create materials in SAP

Complete Material, Industry Sector and Material Type

Select the views to complete further purchasing information for this material

Select a Plant and, optionally, a Storage Location for the material created

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Creating Material Master

Complete the selected views with the appropriate information for the material

Different materials may required different levels of data

Keep in mind the Catalog Export Program filter criteria

Purchasing view
 Description
 Base UoM
 Purchase Organization
 Material Group this material belongs to
 Manufacturer Part Number
 Product Hierarchy under which this material falls into
 Etc.

Basic Data 1 view

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Info Record

Purchasing Info Record serves as a source of information for Purchasing.

The purchasing info record (also referred to in abbreviated form as the "info record") contains information on a specific
material and a vendor supplying the material.
• For example, the vendor's current pricing is stored in the info record.

The Info Record allows buyers to quickly determine:

• Which materials have been previously offered or supplied by a specific vendor
• Which vendors have offered or supplied a specific material

For more information check this link.

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Creating Info Record

Transaction /NME11 is used to create materials in SAP

Associate data to the material
 Prices
 Delivery Time
 Currency
 Vendor
 Order Information
 Purchase Organization (Plant)
 Purchase Group
 Etc.

Select your Material and a specific Info category

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Inventory Management

Catalogue Syndication can be used to address static Inventory Management use cases

 Inventory can be included in the catalogue extracted from SAP

 Since the Catalogue Extract program can be automated to run every ‘X’ time, a semi real-time use case can be simulated
 Similar to Standard Budget Check

 SAP Ariba can be customized to display

inventory from the as catalogue attribute
at item level

 SAP Ariba can be customized to detect use

cases when request are made over the
available quantity

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