TSO150 Sourcing CLM Configuration PDF

SAP Sourcing / Contract Lifecycle Mgmt
Overview
June 2011
Material # TSO15095P
SAP Class Week of March 19, 2012

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© 2011 SAP AG. All rights reserved. 2

Ineffective Strategic Sourcing Processes
Results in the Lack of Sustainable Savings
Poor strategic sourcing process results in long cycle times, lost

savings opportunities, and slow time to value
Lack of Process Management
Limited Supplier Qualification
Limited ability to conduct simple and or
complex sourcing activities Difficulty in identifying, evaluating and,
Lack of a standard sourcing process across qualifying suppliers
spend categories Lack of on boarding and engagement
process
Ineffective Sourcing Event

Management
No automated RFI, RFQ, and
or RFP sourcing capabilities
Inability to effectively manage
auctions and supplier
engagement
Slow Time to Value

Adoption to new tools can be slow
Lack of deployment flexibility Poor Negotiation and Award Process
Limited process and data integration to ERP
Ineffective ability to collaborate with
suppliers efficiently
Limited tools to examine, score and award
proposals

Effective Strategic Sourcing Process
Delivers Sustainable Savings
Effective strategic sourcing process reduced cycle times, increased

savings opportunities and rapid time to value
Enable Effective Process Management
Deliver Supplier Qualification
Streamline complex sourcing processes
and automate tasks Efficiently identify, evaluate and qualify new
Pre-configured processes, templates suppliers
enabling standardization and reduced Enables straightforward onboarding
cycle times process inclusive of specific attributes e.g.
sustainability criteria
Manage Sourcing Events

Automated RFI, RFQ, and
or RFP sourcing capabilities
Effectively manage, track
auctions and supplier
engagement
Rapid Time to Value

Comprehensive Negotiation
Enables fast adoption and Award Process
Delivers rapid on demand deployment Effective ability to collaborate with
Provides process and data integration to suppliers efficiently
ERP Extensive tools for bid optimization, scoring,
and award selection

SAP Sourcing
Delivers the Strategic Sourcing Process
Effectively Managing Today’s Important Procurement

Needs with Rapid Time to Value
Ena
Enables the strategic sourcing
pro
process across all categories of
spend
spe
Del
Delivers sourcing strategy and project
ma
management capabilities
Ma
Manages supplier identification,
qualification and on boarding
qua
Pro
Provides extensive RFI, RFQ, RFP
and Auction tools and templates
Ena
Enables effective bid negotiation,
eva
evaluation and awards
On Demand Drives rapid time to value via On
Demand Deployment and ERP
integration

Ineffective Contract Lifecycle Management
Results in Increased Compliance Risks
Poor Contract Lifecycle Management Results in Significant Legal Risk,
Financial Impact, and Slow Time to Value
Weak Contract Management Ineffective Contract Creation
■ Poor contract compliance (PO, invoice, SLAs) ■ Lack of tight controls (e.g., for non-standard
■ Belated renewals management contracts / language)
■ Lack of performance information hinders re-sourcing or resale efforts ■ Legal risk
Operational
Contracts
Procurement Le
Legal
L e Sales
Disconnected Negotiation Processes

Financial ■ Inconsistent and email-intensive processes
■ Risk of not including correct stakeholders
■ Long negotiation and approval cycle times
Poor Contract Visibility Slow Time to Value

■ Organizationally dispersed contracts Adoption to new tools can be slow
■ Redundant contracts Lack of deployment flexibility
■ No visibility into commitments (financial, legal) Limited process and data integration to ERP
■ Inability to track regulatory compliance or
understand contract history

Effective Contract Lifecycle Management
Delivers Optimized Contract Value
Improved Contract Lifecycle Management Reduces Legal and
Financial Risk, and Delivers Rapid Time to Value
Improved Contract Management
■ Improved contract compliance (PO, invoice, SLAs)
■ Timely renewals management Effective Contract Creation
■ Visibility to performance information enables proactive
relationship management ■ Tighter controls (e.g., for non-standard contracts /
language)
■ Minimized legal risk
Operational
i
Contracts
S
Sales
Procurement
Financial Leg
Legal Streamlined Negotiation Processes
■ Streamlined and controlled processes
■ Inclusion of the right stakeholders
■ Abbreviated negotiation and approval
cycles
Full Contract Visibility Rapid Time to Value

■ Single repository for contracts Enables fast adoption
■ Elimination of redundant contracts Delivers rapid on demand deployment
■ Visibility into commitments (financial, legal) Provides process and data integration to
■ Ability to track regulatory compliance and understand ERP
contract history

SAP Contract Lifecycle Management
Supports the Entire Contract Lifecycle
Effectively Managing Today’s Important Procurement
Needs with Rapid Time to Value
Automates the contract creation

cycle from draft to reviews and
approvals
Includes contract authoring with
clause and template libraries
Creates a contract repository with
access-controlled search and
reporting
Includes standard integration with
SAP ERP-MM for procurement
contract compliance
Deep bi-directional integration
within the source to contract
process
Drives rapid time to value via On-
Demand Deployment and
integration into ERP

SAP CLM application footprint
SAP Sourcing
Project &&
Project Supplier Contracts
Contract
Sourcing
Sourcing& /
Process
Process Qualification
Supply Mgmt.& Repository & &
Management
Evaluation
Negotiation
Management
Management Performance Negotiation
Compliance(CLM)
Standardize sourcing Supplier self-registration Simple to complex RFx Centralize contracts

process: steps, tasks, and self-maintenance events Contract authoring
owners, due dates, etc. Single entry point for all bid Business scenario award Standard templates and
User dashboards and contract activities optimization clause library
Centralize all sourcing Management of prospective Reverse and forward Collaboration and
project management supplier database auctions approval workflows

SAP Contract Lifecycle Management OnDemand -
OnDemand Services
Standard Services
Customer success manager
Onboarding and enablement
Hosting
Training
On-going support
2 new innovation waves per year
Additional Services
Event day support
Supplier support
Contracting support
Legacy contract migration
Supplier management risk profiling
Consulting services

Contract Lifecycle Management OnDemand
OnDemand vs. OnPremise | What to Choose?
Partner-based
SaaS (multi-tenant
OP Hosted hosted) OnDemand
Strategic Common practice is

Own-practice is better
Differentiation better
Economics of Buy CAPEX OPEX
Speed of
Not critical Critical
implementation
Security concerns Critical Not critical
Landscape
High Low
complexity
Fast access to
Not critical Critical
innovation

SRM Portfolio
Enables the Complete Source to Pay Process
Qualify Strategic Procurement

Source
Enables the complete source

Negotiate to contract process and the
Strategic:
Analyze/ consistent improvement in
Source to Pay
Strategize SPM & purchasing activities

E-Sourcing
Award
Contract
Requisition or
Spot Source Operational
Invoice Procurement
Approve Operational:
Enables complete procure to
ERP & SRM pay process from the daily
Receive requisition, including spot
sourcing, to the order and pay
Assign process for all goods and
Order
services

SAP Sourcing to ERP Summarized Integration
SAP Sourcing Business Suite 7
Strategic Contract Contracts

Supplier Requisition Order Invoice
Sourcing Lifecycle
Mgmt
Mgmt
Legend
User action
System activity

SAP Procurement Solutions Deliver Choices
for Deployment
SAP
Delivers on-premise,
hosted, and on-demand
On-premise:
deployment options
SAP
Enables a common
experience across all
procurement solutions
On-demand: Business process Supports additional choice of
SAP outsourcing (BPO): deployment while extending
Enabled through partners existing investments
Partners
Deliver BPO offerings and
other flexible deployment
options

Setup page
Aug 2011

Setup functionality
“Setup” is the area of the application where most application

configuration and setup is done
The setup area consists of four major sections
System Setup
Master Data
Document Setup
System Administration
Access to the various areas of setup is controlled through the
security profiles and access rights of a particular
user…typically end users, for example, won’t have access to
much (or anything) within setup.
Access is also impacted by deployment mode (e.g., Public
OnDemand users do not have access to all functionalities)
There are many possible users of the setup components,
however:
Key user
Business analyst
Technical configuration user
System administrator

Setup area
System Setup Master Data Document System

Setup Administration
Typical User(s) Technical Key User, Key User, System Admin,
Configuration Business Analyst Business Analyst Technical,
User, Key User
Key User
Description Various technical Master and Document User and security
configurations configuration data configuration data management,
such as: reporting, to support the to support the import and export
custom fields, user business process and tools, and various
interface, scripting, documents functional use of system monitoring
and workflow the business functions
documents
Key Objects Query Definitions Product Category Document Report Internal User
Extension Material Configuration Accounts
Definition Purchasing Document Types Security Profiles
Localized Organizations Configurable Import Data
Resources Purchasing Phase Definitions
Page Groups Contract
Customizations Company Codes Document
Script Definition Libraries
WYSIWYG

Demo
Demo Setup page
Highlight extension definition and localized resources

on System Setup tab
Highlight organizational setup data on Master Data tab
Highlight Projects area on Document Setup tab
Highlight Internal User Accounts and Security Profiles

on System Administration tab

Localized Resources
Aug 2011

Agenda
Localized Resources
General
Extensions
Definition
Attributes
Collections
Difference in attribute / collection storage
Browsing Extension tables
Some DO’s and DON’Ts

Setup functionality
Used throughout the user interface to support multiple

languages
Each user interface label is a localized resource
A localized resource is uniquely identified by:
A “bundle”
A “resource id”
A localized resource has a
Default Value
Override Value
Values per each installed language pack
The application comes delivered with 1000’s of
localized resources
New localized resources are created in an
implementation as needed
Localized resources are maintained in: Setup >
System Setup > User Interface > Localized Resources

Example Localized Resource
Bundle = cterms
Resource ID: cterm.value
Default Value: Value (what is shown if locale-specific
entry is not provided)
Locale-Specific Entries: translations for each language
Tip: English is not a language pack…it is the default

Where are localized resources used? (1/2)
User interface labels

Field labels
Tabs
Buttons
Column Headers
Error message text

Where are localized resources used? (2/2)
Value List Values
Names of certain objects e.g.

queries
reports
Extension attribute names

Localized Resources Best Practices
Re-use SAP provided localized resources when possible

Search by bundle (cterms) or value
Create new localized resources when the value doesn’t

exist
Always use a consistent bundle name for easy searching and
migration (recommendation: “custom”)
The resource id can be used to help name the usage of the
localized resource (for example, the module area, extension
area, etc.)
Translations are your responsibility
When modifying a localized resource value, you should

plan to modify each of the translations as well

Extensions – General
Extensions are custom fields / collections

that can be added to any business
document or master data object (including
User Defined)
This is accomplished by creating an

extension definition for the class to be
extended and then adding the attributes
(fields) to that definition.
The fields / collections are stored in

dynamically created tables.

Extensions – Extension Definition
In Setup Æ System Setup Æ

Configuration Æ Extension
Definition
Using the Extended Class

Name dropdown, select “The
Class” (object) to be extended

Extensions – Extension Attributes
Adding an attribute:
Internal Name – Database Column

Attribute Display name – Field name in the UI
(localized resource)
Data Type – data type since this equates to column
qty and type it is not changeable once saved
NOTE: Display After, Required and Read Only are better supported as page customizations

Extension – Attributes
String: Character string up to 256 characters can be

sized as needed (256 by default)
Integer: Basic whole number ( 1 356 etc )
Decimal: Floating point value. Precision can be
specified
Boolean: True / False equates to a check box in the UI
Date Time: Includes both date and time information
Date: Includes only date
URL: A link to either local files or to other internet
accessible content
Object Reference: Reference to another business
document or master data object
Value List: Drop down lists either standard or custom
Attachment: File attachment (stored as a BLOB)
Amount: Decimal value followed by a unit of measure
Price: Decimal value followed by a currency
Text: A rich text field (AKA big text) allows formatting
and larger capacity up to 4K characters

Extensions - Attributes
The attribute display name will be the field text in the UI
NOTE: the Database Table name is shown as well

Extensions - Attributes
By default extensions are
positioned at the end of the
header page fields

Exercise 1
Objective
Familiarize yourself with the process of creating extensions
Exercise
Based on your group and object assignments, Create Date/Time extension(s) that will
capture a “validity range”.

Extensions – Extension Collections
What are Collections?
Collections are tables of rows and columns
The extension includes the definition of the columns of the table
The user adds rows to the table (collection)

Extension collections are groups of attributes that allow for multiple occurrences o
The fields (a table of values) initially the collection name and internal name must be
specified

Subsequent additions to the collection are achieved by selecting “use existing collection”
and picking the proper collection

Notice the separation in the single attributes and the collection. Also notice the extra
attributes. By default these are hidden but can be exposed by….

Selecting the attribute, and changing the visibility from none to Internal Only, External
Only or Internal and External

Resulting Extension Collection
The results of the field and collection created

Extensions - Storage Differences / Attributes / Collections
Attributes
There is 1 table for all single attributes of an extension
definition . Each object instance has a row in the table
that contains a reference to the parent Relationship 1-1
Collections
Each collection has its own dynamic table since there
N entries for a collection per document. Relationship
1- N

Extensions – Browsing the extension tables

Extensions –
Browsing the extension tables – Attribute View

Extensions –
Browsing the extension tables- Collection view
Note
7-9 reference to parent object
11-13 The object ref to user attribute
22 The string attribute (defaulted)

Extensions – Do’s and Don’ts
Do consider and plan carefully. Even Don’t make a single extension field
though you can make mistakes go away Required or Read Only in the attribute
by making the extension inactive the data definition. Do that with a page
and infrastructure remain in the DB customization instead. NOTE: collection
fields cannot be affected by page
customizations should making them
Do define the value list type before adding
Required or Read Only in the extension
the extension using the value list type
definition is necessary
Don’t rely on the display after to position

multiple extensions on a page. Again use
page customizations. Do use the display
after to place the extension on the correct
tab.

Exercise 2
Objective
Familiarize yourself with the process of creating extension collections.
Exercise
Based on your group and object assignments, create an extension Collection to capture
Savings Entries. This should include:
A savings amount entry
Who entered the entry
A display of when it was entered
A field to entry comments

Page Customizations
Aug 2011

Page Customizations

Configurations – Page Customization
Any of the Standard fields / extensions in any
object in SAP Sourcing can be customized
Hide
Change Field Label
Hide Field Label
Make editable/read-only
Change Field position
Make required
Add Pre and Post Text
Add Description (mouse over tool tip)
Change Checkbox Label
Hide Checkbox Label
Make Price Currency read-only
Object Picker (Query Group)
Add to Quick Create
Dividers between fields can also be customized

Customization Descriptions
Hide - Remove the field from the UI – (Don’t try this on required fields)
Change Field Label - Change the text of a field – (Localized Resource)
Hide Field Label - Leave the field and just hide the label
Make editable/read-only – Make a field read-only
Change Field position – Move the filed in a relative position in the UI
Make required – Force the field to be set. (becomes part of validation)
Add Pre and Post Text – Allows for clear instruction on field content
Add Description (mouse over tool tip) same as above but temporary
Change Checkbox Label – Specialized version for checkboxes
Hide Checkbox Label – Specialized version for checkboxes
Make Price Currency read-only – Price editable Currency fixed
Object Picker – UI specific changes to pickers ( ! auto complete )
Add to Quick Create – Add this field to the Quick Create UI

Step 1: Locate the Page's UI

Metadata
Go to the object you want to
change
Click on the Reference Guide
Link
In the Class Reference page
that comes up, toggle to UI
View
Locate the page where you
want to make the change

Step 2: Create a Page Customization
Use the UI ID field obtained from the Reference Guide. Or by using the dropdowns in the
Page Customization UI if this is the first time this page is being modified. An example
might be projects.projects.ui.buyside.default

Step 3: Add Element

Customization
Find Field ID of field to be
changed
Add many different fields or
one field many times
If text is used, you will create
a localized resource

Step 4: Test Your Changes
Before After

Live Demo
Requirement: Change the Description Field in all

Projects to:
Have a field label of Project Scope
Make it required
Add a tool tip that describes what the description field should
include

Configurations – Conditional Page Customizations
Page Customizations can be conditional Dimension Field: The field ID on which the
using “dimension” capabilities conditional logic is based
If Dimension Field (which is of type Dimension Field Type: The data type
Dimension Field Type) has the value (class) of the Dimension Field
Dimension Value, then apply the page
customization override
Dimension Value: The value which will
make the condition true and apply the
Example: If DOC_TYPE (which is of type page customization override
Project Type) has the value Category
Project, then apply the page customization
override
N
NOTE: Page customizations are applied when you enter the business document only;
tthey are not applied on page refresh, save, etc. So, the dimension field should be a
value that is set before entering the business document.
v

Another Example of Conditional Page Customizations
Example Requirement: “Hide the extension field

Financial Impact (FIN_IMPACT) for all users except
members of the Financial Audit Team”
Solution: Create 2 page customization overrides in the
page customization:
Field: FIN_IMPACT, Hidden property: No, Dimension

Field: <%USER_GROUP%>, Dimension Field Value:
Financial Audit Team group
The above makes the field visible for the specified group
Field: FIN_IMPACT, Hidden property: Yes

The above makes the field invisible for all other conditions

UI Configurations – Page Customization Exercises
Objective: Become familiar with general and dimensioned page customizations
Exercise 1 Exercise 2
Create a page customization override on Create a series of page customizations to
the project object that makes the change the order of the first 3 fields.
description field a required value.

WYSWIG Customization

WYSIWYG Capabilities
Easy user friendly way to create page customizations. Drag and drop for positioning, Click
on field to see / set options
Supports: (Standard and Extension Fields)
Positioning of fields
Hiding fields
Making fields required
Making fields read only
Overriding field labels*
Adding tool tips*
Adding Pre Post Text*
Provides access to Value lists in that UI, and a link to add extensions
NOTE: Only users with create access to localized resources

Access to WYSIWYG customizations
Access to these customizations is dependent on the current users access to the master
data object or Business document.

WYSIWYG UI

WYSIWYG actions
Field positioning – select (CLICK and HOLD) the field

and a movement indicator will appear. Drag the field to
the desired location release the mouse. Save changes
N
Note: For objects that support Document Types select the
D
Document Type to apply the changes to.
Field label and other modifications. – Click on the field

label. A small window with the available options
appears. Complete the needed modifications. Save
changes
Each save creates or modifies an actual page

customization. In cases where objects have internal
and external visibility we automatically generate the
buyside and sellside customizations.

Limitations
By default customizations are dimensioned by type. If the user didn’t want this behavior or
dimension by another means, this requires direct modification of Page Customization
If internal and external visibility needs to be different on a document that supports both
these differences need to be maintained manually
No access to newer more advanced customizations

Object picker
Modifying content of collection displays
No access to UDO’s
No ability to perform tab label changes or tab description changes

UI Configurations – WYSIWYG Exercises
Objective
Become familiar with general and dimensioned page customizations
Exercise 1
Create a WYSIWYG override on your assigned project type that makes the description field
a required value and changes the description label to “Project type” description
Exercise 2
Create a series of WYSIWYG actions to change the order of the first 3 fields back to where
they were originally.

Reports and Queries
November 2011

Course Assumptions & Objectives
Assumptions
Proficient and comfortable with SQL
Basic understanding of SAP Sourcing and its use
Objectives
Gain a deeper understanding of query development in
SAP Sourcing
Learn about specific objects and how to query them
Learn tips and tricks that will assist with advanced
query development
Workshop where you can develop your own queries
with the guidance of SAP professionals

Agenda
1. Introduction to Queries
2. SAP Sourcing Query Infrastructure
3. Reference Materials
4. Developing Queries
5. Additional Reporting Capabilities
6. Group Workshop
7. Schema Review
8. Advanced Reporting Concepts
9. Appendix
10. Common Errors
11. Customer Support Expectations

Introduction to Queries

Introduction to Queries – Overview
Queries are a major part of SAP Sourcing as they provide customizable access to data.
SAP Sourcing Query Infrastructure
A typical query is a single SQL SELECT statement. SAP Sourcing adds powerful
functionality that enhances the query development and results presentation, and provides
the integration of the SQL statement with the application.
Key query capabilities are as follows:

Formatting (Formatting of each results column, incl. Links, Pictures, etc.)
Filtering (One or more user supplied parameters with wild card support)
Paging, Sorting and Searching (Support for sorting and searching within the returned result set)
Totaling (Ability to generate column totals while still returning detailed results)
Attribute/Token Substitution (Substitution significantly simplifies the development and enhances the
usability of common query features)
Charting (Automatic generation of various chart types from the query results)
The following slides show examples for the use of Queries in SAP Sourcing.

Introduction to Queries – List Pages
List Pages
Queries are used to generate List Pages
Example: All Projects Query in the example below
Project Management > Projects > All Projects

Introduction to Queries - Object Pickers
Object Pickers
Queries are used for Object Pickers
Example: “Search Organizational Units by
Name” Query in the “Organizational Unit”
picker shown below

Introduction to Queries – Workbench Channels
Workbench Channels
Queries are used as content of Workbench Channels
Example: “My Projects” Query in the example below (“Projects List Channel”)

Introduction to Queries – Query Groups
Query Groups (used for menus, lists, pickers and other selection areas)
Queries are part of Query Groups
Example: “All Projects” Query in the “FCI-ProjectBuyList” Group or the Query “Search
Organizational Units by Name” in the “FCI-BusinessUnitBuyPicker” Group
Query Group used on a menu Query Group used on a list Query Group used on a picker

Introduction to Queries - Reports
Reports (used on reports tab, document reports, desktop channels)

Queries are providing the data for tables and charts in Reports
Example: “Historical Usage” Query in the example below (“Historic Usage” Report)

Introduction to Queries – Document Reports
Document Reports (Run from Reports menu on a specific document)

Queries are providing the data for tables and charts in Document Reports
Example: “Project Schedule Summary” and “Project Schedule Extract” Queries in the
example below (“Project Schedule Extract” Report)

Introduction to Queries - Dashboards
Dashboards
Queries are used to provide the data for Dashboards
Example: “Contract Dashboard - Search Master Agreements and Agreements” Query in the
example below (“Contract Performance” Dashboard)

Query infrastructure

Availability per Deployment Mode and Licensing
Capability Licensed Licensed Private Public Public

OnPremise Hosted OnDemand OnDemand OnDemand
(Premium) (Premium) (Standard)
Creation of Custom Queries Yes Yes Yes Yes* No
Creation of Custom Reports Yes Yes Yes Yes* No
Creation of Custom Dashboards Yes** Yes** Yes** Yes* No
Customization of Query Groups Yes Yes Yes Yes* No
Customization of Reports Page Yes Yes Yes Yes Yes
Customization of Document Report Yes Yes Yes Yes Yes
Toolbar
Creation of Report Channels Yes Yes Yes Yes Yes
* Requires additional service from SAP Service Delivery since the Key User is not authorized to perform these tasks themselves
in the Public Edition.
** SAP Business Objects Dashboard Design tool is required to adjust Dashboards

SAP Sourcing Query Infrastructure – Setup (1/2)
Most of the elements of the SAP Sourcing Query Infrastructure can be configured in the Setup
> System Setup > Queries and Reports
The availability of some of the links (e.g. Query Definitions, Query Groups, etc.) is depending
on (tenant) security settings.

SAP Sourcing Query Infrastructure – Setup (2/2)
Document Reports are configured in the Setup > Document Setup > General > Document
Report Configurations.
Desktop Channels are configured in the Setup > System Setup > Workbench > Desktop
Channels

SAP Sourcing Query Infrastructure – Query Definition
Query Definition
Includes annotated SQL (or calls stored procedures), results, filters, chart details
Allows you to Preview (NOTE: Charts not shown in preview)

SAP Sourcing Query Infrastructure - Report
Report
Collection of report elements, which can be queries or dashboards
Used on reports tab, document reports, or desktop channels
Can be emailed to users

SAP Sourcing Query Infrastructure – Report (Setup)
Setup > System Setup > Queries and Reports > Reports
Report Elements Tab

Used to add query definitions and Xcelcius definitions to a
report and to reorder the display of the report results.
Reports Page Layout Tab

Definition of the default layout of a report page when it is
viewed as a PDF. This is not applicable to an Xcelsius
definition.
Changing the page layout will override both the hard-coded
defaults and the report pages' system properties for this report.
Reports Access List Tab

List of users, groups and companies who are authorized to
edit and/or execute the report

SAP Sourcing Query Infrastructure – Query Group
Query Group
Collection of Query Definitions
Used for Menus, List Pages, Pickers and other selection areas

Query Group (1/3)
Setup > System Setup > Queries and Reports > Query Group
Standard Query Groups are available for all business objects. Leaving no need to create
custom query groups
Custom Queries can be to added to a standard Query Group and optionally replace standard
queries
Query Groups are used for different purposes depending on the value of the their “Query Use”
field (see next slide for more details)
In general, the internal names of the query groups follow a pattern:

*buypick* - Buyside pickers
*buylist* - Buyside lists
*sellpick* - Sellside pickers
*selllist* - Sellside lists

Query Group – Setup (2/3)
Query Use: List

Every business object has one query group of
type List which is used to bundle queries which
are used to display the business object on list
pages with varying result fields and filter
parameters.
Query Use: Picker

Every business object has one query group of
type Picker which is used to bundle queries
which are used to display the business object on
Object Pickers
Query Use: Selection

Every business object can have multiple query
groups of type Selection. Those query groups
are used for special purposes like object
migration and export or as menu entries and
should generally not be customized.

Query Group – Setup (3/3)
Adding Custom Queries to Standard Query Groups

Default Query – Query which will be executed on lists or pickers by default
Use for auto complete – Query which will be used for auto completion in pickers (user types
in the picker field, rather than opening up the picker window)
Remove Query From Selection List – Queries can not be selected by the end user. Often
used to replace standard queries with custom queries by removing the standard query
Include in SRM Navigation – Queries are listed in the navigation menu

SAP Sourcing Query Infrastructure – Reports Page
Reports Page (Analysis Reports Setup)

Setup your own sections
Attach reports

Reports Page – Setup (1/2)
Setup > System Setup > Queries and Reports > Analysis Reports Setup
The content of the reports page is implemented as a hierarchy with sections and groupings
(categories, subcategories)
Main Category
Sub Category 1

Reports Page – Setup (2/2)
Sub Category 2
The actual reports are items of sub category 2
Categories of all levels are only appearing in the UI if they are containing reports which are not
hidden and can be accessed by the current user

SAP Sourcing Query Infrastructure – Document Report
Executed from the “Reports” toolbar within a business object

Add new reports to the toolbar
Remove or hide existing reports

Document Report – Setup (1/2)
Setup > Document Setup > General > Document Report Configuration
The Document Report Configuration is used to manage the list of reports that appears in
the dropdown list for the Reports toolbar.
Locate and click the link for the business object whose reports should be customized (e.g.
“Project Document Report Configuration” to customize the report toolbar for Projects.

Document Report – Setup (2/2)
Use “Add [Internal/External] Report” to add (custom) reports to the report menu which will
be available for internal (buy-side) or external (sell-side) users.
Check “Open New Window” to open a report in a new (popup) Window
This option should not be used when the report has links to further reports or documents. Links
typically require breadcrumbs, but breadcrumbs are not supported in a popup window.
Use “Hidden” to hide (standard) reports

SAP Sourcing Query Infrastructure -
Workbench Channels
Queries and Reports are mainly used in two type of channels
Report Channel (left side of screen)
List Page Channel (right side of screen)

Workbench Channels – Report Channel
The reports which is shown in channel is often a summary, just a chart or contains data
which is optimized for the width of a channel. In addition it may limit the number of visible
rows to fit all data in the channel without scrolling.
“More Details” is linking to a second report which will be opened using the entire screen
size. Most often containing the same data but with more details (columns) and/or more
rows.
4 Customizable Report Channels are delivered by default (“Report 1” to “Report 4”).

Additional ones can be created using Setup > Desktop Channel

Workbench Channels – List Page Channel
Using queries out of the “List” query group of business objects

Provides
Saved Search capability
Filter Parameter customization
Actions like “New”
Search within the result set
Sorting
Column personalization

Relationship between infrastructure key elements
Refers to 1
Desktop or more Workbench
Channel Page
Refers to 1 Analysis
Page
Refers to 1 or more
Document
Report
Refers to 1 or more Report
Has 1 or more
Picker
Has 1 or more
Query Query Is of type
Definition Group
List Page
L

Exercise Note
The following 3 exercises require that users edit the same object (e.g.,
analysis reports setup). As a result, it is recommend that some students
begin with exercise 1, some with exercise 2, and some with exercise 3. this
will limit the delays while students wait for other students to complete their
changes.

Exercise 1
Objective
Familiarize yourself with the Query Definition, Report,
and Analysis objects
Exercise
Find the Query Definition named: FCI-ProjectSummary
Duplicate the Query Definition – You will need to enter
the Internal Name
Add the Query Definition to a new Report
Add the Report to the Reports Page

Exercise 2
Objective
Familiarize yourself with the Query
Definition and Query Group
Exercise
Find the Query Definition named: FCI-
DocProject
Duplicate the Query Definition, giving it a
new display name (new localized
resource)
Add the Query Definition to the FCI-
ProjectBuyList Query Group
Hide the SAP Sourcing standard FCI-
DocProject (only 1 student will be able to
do this
View the Projects list to see the new query
used

Exercise 3
Objective
y Familiarize yourself with the Query Definition, Reports,
and Document Report Configuration
Exercise
y Find the Query Definition named: FCI-
ProjectScheduleExtract
y Duplicate the Query Definition
y Add the Query Definition to a new Report
y Find the Project Document Report Configuration
y Add the new Report to the Project Document Report
Configuration
y View the report in a Project (NOTE: The project must
have a schedule for the report to be useful)

Exercise Review
Query Definition
Query Groups
Reports
Document Report Configuration

Reference Material
Queries

Reference Materials
Reference Guide
Access via “Reference Guide” Link
Class Reference
Lists ALL classes
Enables navigation from class to class
Shows database schema and column types
Includes class id (number) and logical name (string) that are used in classes
Database ERD
Demonstrate reference guide and information available in it

Reference Materials
On-Line Help
Access via “Help” Link or via SAP Help Portal
http://help.sap.com/content/documentation/sbs/docu_sbs_esourcing.htm
Guide
Browse Full Schema

Setup > System Setup > Queries and Reports > Browse Full Schema
Browse Extension Schema

Setup > System Setup > Queries and Reports > Browse Extension Schema

Exercise 4
Objective
Familiarize yourself with the RG
Exercise
Find the table name for Projects
Identify the table name to which the
Internal Category data member refers
Find the class logical name for RFxs
Find the class id for Vendors

Exercise 4 - Solution
Objective
Familiarize yourself with the RG
Exercise
Find the table name for Projects:
FCI_PRO_PROJECTS
Identify the table name to which the Internal Category data member refers
FCI_MAS_INTERNAL_CAT
Find the class logical name for RFxs
rfx.RFXDoc
Find the class id for Vendors
607

Developing Queries

Developing Queries - Query Definition key Components
Query
SQL statement to be executed. Includes query attributes for advanced capabilities
Result Fields
Definition of result fields and their visibility and sort order
Filter Prompts
Definition of filter prompts
Chart Definition
Definition of chart(s)
Access List
List of users, groups and companies who are authorized to edit and/or execute the query

Developing Queries – Query Definition (Query Tab)
Inactive – Indicates whether query is active or not

Display Name – The name that will be displayed in the user interface when the query is
executed
Internal Name – Unique identifier for the query. Typically a word with no spaces and
starting with CUSTOM- (e.g., CUSTOM-ProjectsByOwner)
Description – A description of the query
Query String – The annotated SQL for the query
Stored Procedure – Indicates whether the query string is using a stored procedure
Execution Type – Always choose SQL. It means that the specified SQL statement defined
in the Query String will be executed
Max Rows Returned – The maximum number of rows returned by the query – assists with
performance if the query potentially will return a lot of rows
Rows Per Page – The number of result rows that will be displayed per page
Category – A categorization of the query (no logic dependent on this)
Workbook Template – An Excel spreadsheet template used for Export Excel capability
Java Hooks – Only show for Java queries. For SAP use only.
Open query with name FCI-ProjectActivityByPhaseChart and show query tab
© 2011
1 SAP
S AG
AG. All rights reserved. 117

Developing Queries – Query Definition
Result fields (Column Type independent)
Database Column Name – The SQL for the column (can be a simple column name, a complex
sub-select, or anything in between)
Column ID – Unique identifier of a column

The Column ID is the same as the Database Column Name field when the database
column name is a simple column name
Use a unique string for all other column definitions (e.g. SQL functions, static values, etc.)
Database Column Name

Examples: Column ID Usage
T1.DISPLAY_NAME T1.DISPLAY_NAME Simple column name
607 AS CLASSID ClassId Static value for all rows
UPPER(T1.DISPLAY_NAME) UpperDisplayName Column name with formatting
Concatenated values, with the
T1.LAST_NAME <%+%>
FullName FIRST_NAME column value not
COALESCE(T1.FIRST_NAME,'')
required
COALESCE(T1.TOTAL_EXPECTED_PRICE, 0) TotalExpectedPrice Define a value to use for null data
SUM(COALESCE(T1.TOTAL_EXPECTED_PRIC
SumTotalExpectedPrice SQL sum function
E, 0))

Developing Queries - Query Definition
Result Fields (Column Type independent)
Display indicator – Allows fields to be hidden (useful when wanting to setup special
columns for sort order)
Column Header Resource – The string displayed for the column in the result set
Hide column header – Allows column headers to be hidden (recommended for columns
that contain some action icons, like Delete or Edit)
Column Type – The type of data being returned (also specialized column types for drill
downs, hyperlinks, etc.)
Repeating Column – Columns with this indicator in a pivot query will be expanded to
multiple columns
Default Display – Indicates whether this column will be displayed to the end user by
default
Sort Order – Indicates the number within the sort for this column only applies when the
<%ORDERBY%> token is part of the Query String.
Ascending Indicator – Indicates whether the sorting direction should be ascending or
descending

Result Fields (Column Type dependent)
Display Widths – Width of the table column in either characters or pixels

Applies to all but Quantity Unit Object ID, Class ID, Object ID, Monetary Currency
Show Image – Display of an image together or instead of the value being returned
Applies to String, String Resource, Enumeration, URL
Resolve Token(s) in Value – Indicates that the value of the string field in the query results
might contain one or more tokens that must be resolved.
Applies to String, String Resource, URL
Total Indicator – Used for numeric columns – allows for totals on the page
Applies to Number, Monetary Amount, Quantity Amount
Show Seconds – Include seconds along with hours and minutes in the formatted time
value
Applies to DateTime, Time
Convert Scale To – Allows reduction of decimal places
Applies to Number
Link Image Source – A way to have an image displayed in the results (e.g., red, yellow,
green indicator)
Applies to URL

Developing Queries Query Definition
Result Fields (Column Type dependent)
Enum Type Name

Applies to Enumeration
Currency Conversion Source
Applies to Monetary Currency
Conversion Unit
Applies to Quantity Unit Display Name
Dimension ID – Used in Spend Reports – not covered
today
Applies to String, Date
Open query with name FCI-

ProjectActivityByPhaseChart and show results tab

Developing Queries
Query Definition – The SQL
Query Strings will commonly be structured like:
SELECT <%RESULTS%>
FROM <%SCHEMA%>.TABLE1 T1, <%SCHEMA%>.TABLE2 T2
WHERE T2.PARENT_OBJECT_ID = T1.OBJECTID
AND UPPER(T1.DISPLAY_NAME) LIKE <%?(ParameterName)%>
AND T1.INACTIVE = 0 AND T1.IS_TEMPLATE = 0
AND T1.CONTEXTID = <%CONTEXT(class.logical.name)%>
<%ORDERBY%>
<%RESULTS%> token will be replaced by SQL generated based on the defined result
fields
<%SCHEMA%> token ensures that the proper database schema is used
<%?(ParameterName)%> token refers to the filter prompt with the defined parameter name
(value of the Column ID field)
<%ORDERBY%> token enforces desired ordering as defined on the Result Fields tab
Ensure that each table is joined to avoid Cartesian joins
Filter out Cancelled and Closed documents with INACTIVE = 0
Filter out document templates with IS_TEMPLATE = 0
Ensure documents from the correct context are included with <%CONTEXT%> token
Use UPPER to allow filtering to be case-insensitive. Also make sure to check “Convert to
Upper Case” for the Query Parameter.

Exercise 5
Objective
Create a basic query
Exercise
Create and preview a query
definition for Projects that
retrieves the project name

Query Header

Query Result Fields

and Details

Developing Queries
Query Definition – Include Extensions
The query string must include the extension table

<%EXT_TABLE(projects.projects)%> T3
OR
<%EXT_TABLE(projects.projects,CollectionName)%> T4
The extension table must be joined

T3.PARENT_OBJECT_ID = T1.OBJECTID (no outer join required)
OR
<%EXT_TABLE(projects.projects, CollectionName)%> T4 RIGHT OUTER JOIN
<%SCHEMA%>.FCI_PRO_PROJECTS T1 ON (T4.PARENT_OBJECT_ID =
T1.OBJECTID)
Column names can be found in Browse Extension Schema (they don’t always match the
extension attribute internal name)

Exercise 6
Objective
Create a query using an extension table
Exercise
Modify the query created in Exercise 5
adding in a string extension field
(PROContractor) to the result set

Exercise 6 – Solution
Query

Result Fields
and Details

Developing Queries
Query Definition – SQL Common Patterns
Basic join concepts and keys

Schema is generated automatically using advanced development tools
Most tables have common columns due to the object oriented nature of the application
Key columns
OBJECTID
Numeric identifier for this object
CONTEXTID
SAP Sourcing has the concept of multiple enterprises being able to reside in the same Oracle
database
Used in where clause with <%CONTEXT()%> token
UNIQUE_DOC_NAME
Unique key for the object
In many cases this is automatically generated by a numbering table or some other mechanism
DISPLAY_NAME
Human readable name for object

Developing Queries
Query Definition – SQL Common Patterns (continued)
Key columns (cont.)

IS_TEMPLATE
For those objects that are template based indicates that the object is a template when set to 1.
Normally your queries will have a selection criteria with this set to 0 (no templates)INACTIVE
Other than legal documents SAP objects are not deleted from the system. They can be hidden by
marking them as inactive. When this column is set to 1 it means the object is in an inactive state.
Normally queries will have a selection criteria with this set to 0 (only active objects)
PARENT_OBJECT_ID
If the object is a subordinate, RFx Vendors as an example, this column contains the parent’s objectid.
XXXX_OBJECT_ID
If the object has a reference to another object these columns will contain that object’s objectid. XXXXX
will give you a hint as to what other object it is referring. LOCATION_OBJECT_ID as an example
refers to a location object

Developing Queries
Query Definition – Filter Prompts
Parameter Name
A string with no spaces. If the same name is used multiple times, the parameter will only be displayed
once
Prompt Message Resource
The string the user will see next to the prompt in the user interface
Default Value
The default value for the prompt (has specialized value when doing Object Reference prompts)
Get Token
Use data from the current or parent business object as default value
Data Type
The type of prompt field
Value List Type
For value list prompts, indicates which value list to use
Default Operator
Default operator used for this parameter

Filter Prompts (Checkbox Options)
Convert to Upper Case – Used for case insensitive comparison

Prefill value from Cache – Always check
Optional – Typically used with <%AND_OP()%> token
Hidden – The prompt is hidden from the user (typically used on drilldown reports or hard-
coded prompts)
Locked – The prompt cannot be changed by the user (typically used on drill down reports)
Show By Default – Indicates that this filter parameter should be included in a search in the
Advanced List page by default
Fixed Operator – The operator can not be changed by the end user (applies to list page
queries only)
Open query with name FCI-ProjectActivityByPhaseChart and show filters tab

Developing Queries
Query Definition – Filter Prompts
Filter prompts allow the results of the query to be limited
Filter prompts are typically going to be used by a user, but can be “hard-coded”
Basic filter prompt data types:

String, Integer, Big Decimal, Date, Date Time, and Boolean
Advanced filter prompt data types:

Value List: Must choose the list to use
Enumeration: Must choose the enumeration type
Object Reference: The Default Value must be of the form:
NULL:<class id>:NULL
For example, to have a Vendor object reference filter, the default value would be:
NULL:607:NULL

Exercise 7
Objective
Add an object reference filter to a query
Exercise
Modify the query created in Exercise 5/6,
adding in a Filter Prompt of type Object
Reference to filter for projects by the owner
(a user)

Query

Filter Prompt and Details

Optional Filter Prompts (“AND” Token)
Execution:
SQL: <%AND("UPPER(T1.DISPLAY_NAME) LIKE <%?(DisplayName)%>")%>

Filter Prompt:
Check “Convert to Upper Case” to enable case insensitive comparison

Check “Optional”
Check “Fixed Operator”, it is mandatory for this token

Optional Filter Prompts (“AND_OP” Token)
Execution:
SQL: <%AND_OP("UPPER(T1.DISPLAY_NAME)",<%?(DisplayName)%>)%>
Filter Prompt:
Check “Convert to Upper Case” to enable case insensitive comparison

Check “Optional”
Uncheck “Fixed Operator” to let the end user choose the operator

Token Review
Online Help
SAP Sourcing > Setup > System Setup > Queries and Reports > Query Definition: Attribute
Substitution
Show the online help and tokens

Developing Queries - Review
What is a Class Id? Class Name? Where are these used?

What are extensions?
What token is used to access an extension table?
How many extension tables will an object (e.g., projects) have?
Name a place where the end-user will access a report?
What are the key objects used to configure reports?
Name a place where the query developer will go to get assistance on the database
schema?
What naming conventions are used? How does this help?
What is a localized resource? How is it used?

Additional Reporting Capabilities

Query Definition – Linking to an Object
Three columns must be created in the results fields of the query

Object ID T1.OBJECTID
Class ID 1100 (1100 = Project)
Display Name T1.DISPLAY_NAME
Alternative: the LOAD_PAGE token can be utilized, but is not commonly used
Show the FCI-AllProjects query for an example

Query Definition – Using Aggregate functions
Group By can be used in a query along with aggregate functions:

MIN
MAX
COUNT
SUM
Example:
SELECT T1.DISPLAY_NAME, COUNT(T2.OBJECTID) FROM FCI_RFX_DOC T1,
FCI_RFX_VENDOR T2 WHERE T2.PARENT_OBJECT_ID = T1.OBJECTID GROUP BY
T1.DISPLAY_NAME

Exercise 8
Objective
Create a query using an aggregate function
Use the string concatenation token
Exercise
Create a project query that has two columns:
Project Status, including the total number of projects in that status
Value: the sum of all projects in the status
The results will look like:

Query

Result Fields

Report Drill Downs
Report drill downs are very useful for allowing navigation to increasing levels of detail
For example, a summary report may show the total number of projects by category.
Clicking on the number of projects (a drill down) could show a listing of the individual
projects
Show the RFx Summary Report by Workflow Phase report (Enterprise Sourcing WB)
Report drill downs are formed using two query columns

URL: This will be the string displayed to the user which will be hyperlinked.
Internal Page: This will be a string result that forms the actual URL. For a drill down report, it will look
like:
‘/analysis/report?queryGroupName=<name>&<parameter>=<value>&<%SOURCE_OBJREF_PAR
AM%>&link_crumb=true’
For example:
‘/analysis/report?queryGroupName=CUSTOM-DrillDown&Category=‘ ||
T1.INTERNAL_CAT_OBJECT_ID || ‘:603:’ || T1.INTERNAL_CAT_OBJECT_NAME ||
‘&<%SOURCE_OBJREF_PARAM%>&link_crumb=true’

Charting-Overview
SAP Sourcing supports various chart types (Variations of Bars, lines, Pies, Radars)
Charts are possible through a Chart Definition
Show the RFx Summary Report by Workflow Phase report (Enterprise Sourcing WB)

Charting - Overview
Chart Definitions can be added to the Query Definition which provides for a user selectable
drop down
Query Definitions can be associated with a Report
Reports can be shown in various UI elements such as Desktop Channels or Report pages
Desktop
Report
Channel
Query
Query
Definitions
Query
Definitions
Definitions
Chart
Charts Chart
Charts Definitions
Chart
Charts Definitions
Definitions

Charting - Features
2 different formats of charts: Flash and Jpeg image

Runtime selection of charts and chart definition on a
Report
User Personalization of charts
Drill down on charts
Export to PDF
Linear and Logarithmic scaling mode
Support of 2 dimension charts
SAP Standard and SAP Business Objects Flash based
color palettes
12 different types of charts

Charting
Charts do not show during query definition preview

Charts are developed over a single numeric value
Data must be a numeric column
Data Labels and Series must be Strings
Series provide additional dimensions
Developer must sort and group the results of the query
for the chart
Developer must specify the max number of data points
Data over this max this can be bucketed into an
“Other” category

Charting – Chart Definition
Chart Type
Chart types in this drop down are dynamically shown
based on the selection of two combinations:
1 dimension, 1 measure
2 dimensions, 1 measure
Chart selected here would be treated as default chart.
Multiple chart types would be shown at run time and end
users can change from the default chart to the chart of
there choice.
Disable Multiple Chart Selection
Users can not change the chart type
Column Containing Label for Data
The non numeric result fields defined in the query. This is
default dimension.
Column Containing Data
The column which provides the numeric data for the chart
elements. This is a measure.
Each row in the result set that does not have a value for the
data column will not be represented in the chart. If none of
the rows has a value for the data column, the chart is
suppressed.

Charting – Chart Definition
Maximum Number of Data Points

Maximum number of data points to be used in the chart
Use “Other” Category and Sort Data
This field is used if the number of rows returned exceeds the value in
the “Maximum Number of Data Points” field. Check to aggregate the
additional rows into a single “Other” category in the chart.
Column Containing Label for Series
The Result Field column used to label the series elements. This is
another dimension value.
Maximum Number of Series
Maximum number of series to be used in the chart.
Use “Other” Series and Sort Data
Same as above for “Maximum Number of Series”
Legend
None: Suppresses the legend.
East: Displays the legend at the right edge of the chart.
Scaling Mode
Linear: Useful when the data covers a small range of values for e.g. 1
to 50 in the division of 1, 2, 3, 4, etc.
Logarithmic: Helpful when the data covers a large range of values

Charting - Example
Developer must organize the

result to fit the chart
If I want Project’s budgeted value
by Status I will SUM the value and
GROUP BY status. (example)
If I want Project’s budgeted value,
by Status and Priority I would
include the priority in the GROUP
BY condition. (example)

Schema review

Schema Review
Vendor
Key tables
FCI_MAS_VENDOR
FCI_MAS_CONTACT
Interesting columns
EXTERNAL_ID is the primary key and also refers to the SAP number
Joins
FCI_MAS_CONTACT.PARENT_OBJECT_ID Æ FCI_MAS_VENDOR.OBJECTID

Schema Review
RFX
Key tables
FCI_RFX_DOC
FCI_RFX_VENDOR
FCI_RFX_RESPONSE
FCI_ONT_LINE_ITEM
Interesting columns
FCI_RFX_DOC.CURRENT_PHASE is an enum
FCI_RFX_DOC. DUE_DATE_DATETIME
Joins
FCI_RFX_VENDOR.PARENT_OBJECT_ID Æ FCI_RFX_DOC.OBJECTID
FCI_RFX_RESPONSE.PARENT_OBJECT_ID Æ FCI_RFX_DOC.OBJECTID
FCI_ONT_LINE_ITEM.PARENT_OBJECT_ID Æ FCI_RFX_DOC.OBJECTID

Schema Review
Contract
Key tables
FCI_CONTRACT – Master Agreement
FCI_AGREEMENT – Sub Agreement
FCI_CONTRACT_LINEITEM – Line items (for both objects)
Interesting columns
VENDOR_OBJECT_NAME – Vendor
EFFECTIVE_DATE_DATE
EXPIRATION_DATE_DATE
Joins
FCI_AGREEMENT.PARENT_OBJECT_ID --> FCI_CONTRACT.OBJECTID
FCI_CONTRACT_LINEITEM.PARENT_CLASS_ID = xxx AND
FCI_CONTRACT_LINEITEM.PARENT_OBJECT_ID = yyy.OBJECTID

Schema Review
Auction
Key tables
FCI_AUCT_AUCTION_EVENT
FCI_AUCT_BIDDERS
FCI_AUCT_LINE_ITEMS
Joins
FCI_AUCT_BIDDERS.PARENT_OBJECT_ID ->
FCI_AUCT_AUCTION_EVENT.OBJECTID
FCI_AUCT_LINE_ITEMS.PARENT_OBJECT_ID ->
FCI_AUCT_AUCTION_EVENT.OBJECTID

Schema Review
Project
Key tables
FCI_PRO_PROJECTS
FCI_PRO_SCHEDITEMS
FCI_PRO_VENDOR
Interesting columns
FCI_PRO_PROJECTS.PLANNED_xxx_DATE
FCI_PRO_PROJECTS.ACTUAL_xxx_DATE
FCI_PRO_VENDOR.VENDOR_OBJECT_NAME
FCI_PRO_SCHEDITEMS.DISPLAY_NAME
Joins
FCI_PRO_SCHEDITEMS.PARENT_OBJECT_ID Æ FCI_PRO_PROJECTS.OBJECTID
FCI_PRO_VENDOR.PARENT_OBJECT_ID Æ FCI_PRO_PROJECTS.OBJECTID

Schema Review
Common Tables
Key tables
FCI_DOC_LINK
FCI_DOC_COLLABORATOR
Interesting columns
PARENT_CLASS_ID: Identifies class that a record is used with
Joins
FCI_DOC_LINK.PARENT_CLASS_ID = xxx AND FCI_DOC_LINK.PARENT_OBJECT_ID =
yyy.OBJECTID
FCI_DOC_COLLABORATOR.PARENT_CLASS_ID = xxx AND
FCI_DOC_COLLABORATOR.PARENT_OBJECT_ID = yyy.OBJECTID

Review
What is a Class Id? Class Name? Where are these used?

What are extensions?
What token is used to access an extension table?
How many extension tables will an object (e.g., projects) have?
Name a place where the end-user will access a report?
What are the key objects used to configure reports?
Name a place where the query developer will go to get assistance on the database
schema?
What naming conventions are used? How does this help?
What is a localized resource? How is it used?
What capability is used to add parameters to reports?
How are parameters added to reports?
Where should you go to add a chart to a report?
What technique is used to enable a hyperlink to an SAP Sourcing document (e.g., Project,
RFx, Contract) from within a query?
What technique is used to enable a hyperlink to a drill-down report?

Advanced Reporting Concepts

Database Functions
There are four types or groups of database functions recommended for use:
SAP Sourcing User Defined functions which provide a common interface to commonly
available database functionality for which a common interface is not available. Example
datetime functions
SAP Sourcing defined replaceable tokens which provide a common interface to common
database functionality where only the name varies among database platforms.
SAP Sourcing defined user defined functions which provide application specific
functionality.
A small set of database built-in functions which are believed to be syntactically and
semantically equivalent across the range of supported Database Management System
(DBMS)
A list of supported functions and token can be found in the embedded Excel Worksheet.
Although it is possible to use DBMS provided functions it is recommended to refrain from using
functions whose syntax and semantics may vary from DBMS to DBMS or which are not
universally supported such as OLAP functions; “ROWNUM” and “RANK” being prime examples.

Currency Conversions
The query definition provides a couple different ways to perform currency conversions
Approach 1:
Monetary Currency columns can be converted to the User Currency, Organization
Currency, or a specified Currency
Approach 2:
The SAP Sourcing FCI_DOC_CUR_CONVERT function can be used

Showing a Comma Separated List of Values
In certain cases, it is convenient to show a comma separated list of values in a single cell in
a result set
For example, show all of the collaborators (comma separated) on a document when
querying over a list of documents
SAP Sourcing includes or Oracle function to do this:

– FCI_GET_COMMA_LIST
This function can cause performance issues with a query – it should be used judiciously
There is an Oracle function, WM_CONCAT, that also can be used

Access Lists
Access Lists allow security to be setup for reports
Very similar to document collaborators
Example: Report should only be available to System Administrators -> Add the System
Administrators User Group to the Access List of the Report
An empty Access List means the report is available to all users
A populated Access List means the report is restricted to the listed users

Scheduled Tasks
Scheduled Tasks can be used to email reports on a scheduled basis

Report Execution Task
Configure Schedule
Choose Report
Choose Action:
Alert (populates workbench page alerts channel)
PDF (emailed)
Excel (emailed)
CSV (emailed)
Integration Export (put on server – usually requires additional configuration with SAP)
Choose Recipients
Populate Filter Parameters

Defaulting a Value List Value in Filter Parameters
Some requirements necessitate that a specific value list value be the default value in a
report
For example, suppose a report could be run for a year, where the filter prompt was a year
value list. It likely would be desirable for the value list to default to the current year.
Unfortunately, there is no way to have it auto populate the year based on the date.
But, the year can be defaulted by using the default value on the filter prompt
The value for the default value MUST BE THE DISPLAY NAME ID from the value list value
(not the display name resource)
To default the VLV filter to “none”, use the following construct in the default value: <Internal
Id>:616:NULL (e.g., for MA Status: 10:616:NULL)

Default Date Parameters
Date filters can sometimes be improved with default values
To have the date filter default to the current day, use the token <%TODAY%> for the default
value
To have the date filter default to a specific date, the default date value MUST BE
FORMATTED AS:
YYYY/MM/DD
This can be useful or YTD filtering
NOTE: The construct <%TODAY%> - x could also be used in the WHERE clause of the SQL to
subtract days from today

Portable SQL
As of SAP Sourcing 7.0 the following Database Management Systems (DBMS) are supported:
IBM DB2 9.7
Oracle 10.2 (SP 04) and 11.x
SQL Constructs
There are differences in the SQL constructs among DMBS vendors . The Word document
provides guidelines for writing SQL which is portable across the set of Database
Management Systems (DBMs) supported by the SAP Sourcing product .These guidelines
are not exhaustive.
Database Stored Procedures

There is no universally adopted stored procedure language among DBMS vendors.
The use of stored procedures in the standard product is a significant impediment to adding
support for additional DBMS to the SAP Sourcing product.
The only exception is in cases where a database stored procedure is used to implement
one of the standard supported database functions when necessary to accommodate
differences in SQL supported by a particular DBMS vendor’s functions.

Filtering using a specific Value List Value
In many cases, the query requirements

necessitate that a query explicitly filter data
by a specific value list value
For example, a query that retrieves only

projects that are “Pending”
Two ways to do this:

Use a filter prompt that is locked/hidden and
has the value list value as the default
Hard code the filtering into the query
SAP recommends the first approach as it

is easier to maintain

Queries used in Menus
(Custom) Queries can be added to Menus by adding them to the Query Groups which are
used in the Menu.
The corresponding query groups need to be located by inspecting the “SRM Navigation
Group“ inside the “System Navigation Tabset (Buyside)” System Toolbar.

URL Parameters & Report Format Directives
URL Parameters are used for drill down reports to pass parameter values
URL Parameters also can be used to configure report layout
&reportFormatDirectives=
suppressTableGrid
suppressTableColumnHeaders
suppressTableToolbar
Search online help for: URL Parameters

Report Format Configuration
Allows for some advanced configuration of results

Vertical display
Side by Side
Example: Master Agreement Cover Page
Configured via an XML file that is uploaded to the File Attachment Container
Search online help for: query results layout

Workbook Templates
Workbook Templates: Excel workbook templates can be setup for a report “Export to Excel”
option
The option exists on both the Query Definition and the Report (most likely the one to use)
via the “Workbook Template” field
The Workbook Template is a reference to a File Attachment Container (Setup > User
Interface > File Attachment Containers), which contains the Excel workbook: create the File
Attachment Container first, the reference it on the Report
The Excel workbook can contain additional sheets, formulas, and VBA
Example for Project Summary Extract Report attached

Images – Images can be displayed in the result set
Technique 1: The results contain a value list value and it is desirable to show an image
for that value.
Each value in the value list value should have a corresponding localized resource with a
“.image” suffix
The value of the localized resource for the “.image” should be something like
“/customimages/xxx.jpg”
Each image should be uploaded as a file attachment container with the path name like
The query should select the “DISPLAY_NAME_ID” of the value list value using column type
“String Resource”
Attached XLS creates a VLV and Project extension
Load these as file attachment containers

Images – Image Query
QUERY STRING:
SELECT <%RESULTS%> FROM <%SCHEMA%>.FCI_PRO_PROJECTS T1 JOIN
<%EXT_TABLE(projects.projects)%> T2 ON T2.PARENT_OBJECT_ID = T1.OBJECTID
LEFT OUTER JOIN <%SCHEMA%>.FCI_MAS_VALUE_LIST_VALUE T3 ON
T2.STAR_RATING_OBJECT_ID = T3.OBJECTID WHERE T1.INACTIVE = 0 AND
T1.IS_TEMPLATE = 0 AND T1.CONTEXTID = <%CONTEXT(projects.projects)%> AND
T1.DOC_OWNER_USER_OBJECT_ID = <%CURRENT_USER_ID%>
QUERY COLUMNS:
T1.OBJECTID
1100
T1.UNIQUE_DOC_NAME
T3.DISPLAY_NAME_ID

Images (continued)
Technique 2: The results contain a string which

resolves to a image path.
Each image should be uploaded as a file attachment
container with the path name like
The query should have a column which resolves to

the image path

Developing Queries Query Definition
Optional Filter Prompts (“DYN_*” Tokens)
Execution:
SQL:
SELECT <%RESULTS%> FROM <%SCHEMA%>.FCI_PRO_PROJECTS T1
<%DYN_JOIN%>
WHERE T1.IS_TEMPLATE=0 AND T1.CONTEXTID=<%CONTEXT(projects.projects)%>
<%AND_OP("UPPER(T1.DISPLAY_NAME)",<%?(DisplayName)%>)%>
<%DYN_FILTER%>
These tokens are used to enable the Advanced List Page (adding/removing columns/filters)
Both tokens have to be in the SQL.
At least one manually entered condition should be placed before the <%DYN_FILTER%>
token, because the first term in the resolved token will be AND.
Extensions will automatically be included in the list of available fields
The list of available fields can not be modified
NOTE: These tokens will not work with UNION statements (e.g., there is no way to use these
tokens in the combined Master Agreement / Sub-Agreement UNION queries).

Exercise 9
Objective
Create a query which is utilizing optional filter Prompts
Exercise
Modify a query from one of the previous exercises
Add at least one query parameter with the “AND” and
at least one with the “AND_OP” token
Utilize the “DYN_JOIN” and “DYN_FILTER” tokens
Add the Query Definition to the FCI-ProjectBuyList
Query Group
NOTE: All students will need to update the same query

group, so make your updates quickly and close out of it
so other students can make the same edits

Query Definition – Localization
The following Master Data objects have localized names and descriptions:
Material, Plant, Location, Currency, External Category, Internal Category, Unit of Measure,
Payment Terms, Currency Code, UOM ISO, Company Code, Inco Term, Transaction Type,
Purchasing Organization, Purchasing Group, Vendor Account Group, ERP Region, Logical
System
Show the FCI-SearchMaterialByNameBP query and a localized material
Three tokens are used to support filter and display of localized Master Data using the
language of the end user
<%MS_JOIN%> – This token should be placed in the FROM clause.
If <%DYN_JOIN%> is present, don’t use <%MS_JOIN%> since it will automatically insert a
<%MS_JOIN%> token
Example:
SELECT <%RESULTS%> FROM <%SCHEMA%>.FCI_MAS_MATERIAL
<%MS_JOIN%> WHERE
<%MS_NAME_FILTER(T1,masterdata.Material,SearchMaterial)%>

Query Definition – Localization (continued)
<%MS(column_name,class_name)%> – this token is used to get the localized value of a

Multi String field in the result set based on the current user’s language.
The Column Type should be Display Name or just a String.
The first parameter of the <%MS%> token (column name) is used as the Column ID.
If this token is present, it’s required that the query string has token <%MS_JOIN%> or
<%DYN_JOIN%>, but not both.
This token can also be used in the filter to enable searching localized values based on the
current user’s locale:
Example:
<%AND_OP("UPPER(<%MS(T1.NAME_MSDEFAULT,masterdata.Material)%>)",<%?(Se
archMaterial)%>)%>

Query Definition – Localization (continued)
<%MS_NAME_FILTER(table-alias,class_name,param-name)%> – this token provides a

convenient way to search a string in the localized name and description columns.
If this token is present, it’s required that the query string has token <%MS_JOIN%> or
<%DYN_JOIN%>, but not both.
Example: <%MS_NAME_FILTER(T1,masterdata.Material,SearchMaterial)%>

Queries in Menus – Setup
Setup > System Setup > User Interface > System Toolbars
Search for “eso.system.toolbar.navigation”
Click on “System Navigation Tabset (Buyside)”
Collapse “Spend and Compliance”
The name of the used Query Group follows
“Dyn(amic) entry for” (e.g. “FCI-ProjectBuyList”)
j y
Locate and edit the Query Group
roup
Add the (custom) Query to the Query Group and

check the “Include in SRM Navigation” flag

Stored Procedures
{CALL
<%SCHEMA%>.CUSTOM_SAVINGS_EXPORT_QRY.CUSTOM_SAVINGS_EXPORT(?,'<%
EXT_TABLE(projects.projects)%>',
'<%EXT_TABLE(projects.projects,PROJ_SAVINGS)%>',
<%CONTEXT(projects.projects)%>)}
Note that the first parameter (the ?) is the cursor and is mandatory
Note also quotes around the tokens that are VARCHAR2. This cause an obscure error if
you omit.
Only available for use by on-premise deployments on SAP Sourcing because

database access is required

Other Interesting Standard Queries
File Sharing (FCI-BuyAttachChannel, My Agreements and Contract Documents): Querying

and hyperlinking attachments
Pivot Reporting (using CHART_SERIES_LABEL) (FCI-RFxResponseAnalysisPivot): RFx

Response Analysis Report
Oracle Analytic Functions (FCI-CumSavingsProjects)
Optional Filter Prompts (VLV or Object Reference) (FCI-WorkItemActivityByDocument)
© SAP

Dashboards (Optional) –
Separate Course Coming
Soon

Dashboards – Overview
Dashboards are interactive reports.

The end user can search, filter and manipulate SAP Sourcing data based on the
capabilities defined by the dashboard designer.
Dashboards consist of Adobe Flash ® files created with SAP Business Objects Xcelsius
Designer which are embedded in the SAP Sourcing UI.
SAP Business Objects Xcelsius Designer is required to create Dashboards.
Desktop
Report
Channel
Query
Query
Definitions
Query
Definitions
Definitions
Dashboard Dashboard
(Adobe Flash File) Definition

Dashboards – Features
Rich set of chart types and UI components for best data visualization.
Interactive.
Support of “What-if” analysis.
Data refresh on schedule or on demand.
Passing of filter values to queries from dashboard.
Links from dashboard to the transactional page.
Multiple query results in one or multiple charts or UI components.
Combine external data sources with query results from SAP Sourcing.

Dashboards – Creation
(1) Query
1) Definition of (multiple) queries to be used for the Definitions
Dashboard.
2) Creation of Xcelsius dashboard in SAP Business
Objects Xcelsius designer. SAP Business Objects (2) Xcelsius
Xcelsius 2008 is required client tool for Xcelsius Designer
design.
3) Preview of Dashboard in Xcelsius designer with live (3) Preview
data.
4) Export of Dashboard to Adobe ® Flash (.SWF) file
which will be used for Dashboard Definition in SAP
Sourcing. (4) Adobe Flash
File
5) Creation of Dashboard Definition inside SAP Sourcing
by providing Dashboard information and uploading the
Adobe ® Flash (.SWF) and the Xcelsius source file (in (5) Dashboard
.XLF format). Definition
6) Definition of Report by providing metadata about the
reports, adding Dashboard definition as one of the
report elements, and specifying access list for users. (6) Report

Dashboards – Best Practices (Consistent UI)
Consistent UI
Use “Phase” theme for all dashboards. Choose “Phase” theme at the beginning of your
dashboard project to avoid having to reapply custom colors
The font for all labels, tabs, legends and texts should be Arial 11. For dashboard title, the
font size could be up to Arial 14.
Bold texts for dashboard title and section title only. Do not bold texts for column headers,
tabs, buttons, and error messages.
For a full page dashboard, set Canvas size to 900 (width) by 600 (height) which works with
most browsers and screen resolutions.
Refer to SAP Sourcing application form and table for layout. All field labels should be right
aligned whereas all table headers should be left aligned.

Dashboards – Best Practices (Performance)
Good Performance
Design and use queries suitably for the usage with Xcelsius. Do not set the maximum of
rows larger than 2000. The default value is 512.
Define the query so it does not exceed a maximum number of rows and columns, which is
given by the fixed result area of Xcelsius. Smaller queries are better.
Display key value and description for all characteristics that are used for filter and
selections in order to support language-independent dashboard design
One Excel sheet for each query used in the Xcelsius dashboard. If you have Master-Child
relationship between charts, which can be realized using Drill-Down feature of Xcelsius,
then you can have these two charts in the same excel sheet.
Do not allow multiple currencies or units of measure a key figure in your query results, as
Xcelsius does not support mixing multiple currencies or units of measure in a result. Use
one fixed currency or unit of measure, or use a variable filtering on a single currency or unit
of measure.
Remove unnecessary UI controls to reduce size of .SWF file as much as possible
Remove unused data in Excel in Xcelsuis to reduce size of .SWF file.
Aggregate and calculate data in queries, but not in the Xcelsius Dashboard.
Use the button Connection Refresh of components Web Connectivity to trigger initial
request for query results. This avoids a long delay upon initialization of the dashboard. Do
not use the Refresh options in Data Manager

Group workshop (optional)

Workshop Exercise
We will break into 3 groups
Each group will develop a

report (details to follow)
Each group will “present” what

they did to the class

Workshop Exercise
Group 1
Developer a vendor report with the following columns:

Supplier Name
Minority indicator on supplier
Big Text extension field
Price extension field
# RFxs supplier is invited to
# Projects supplier is on
Column 5 should link to the report developed by Group 2
Column 6 should link to the report developed by Group 3

Workshop Exercise
Group 2
Develop an RFx report with the following columns:

RFx Name
RFx Phase
Due Date
# suppliers
# of diverse suppliers
Owner name
Owner email address
Internal Category
Extension (you choose)
This report will be used by Group 1 as a drill down report

Workshop Exercise
Group 3
Develop a Project report with the following columns:

Project Name
Status
Owner
# of Collaborators
Project Description
Estimated Value (total this column)
Extension (you choose)
This report will be used by Group 1 as a drill down report

Appendix

Appendix
Drill Down Report Example
Standard report showing charting and report drill down
Top Level Report Internal Name: FCI-AuctionsRFxsCompletedByMonth
Top Level Report Queries:
FCI-AuctionsRFxsCompletedByMonthChart (Shows Chart Use)
FCI-AuctionsRFxsCompletedByMonthData
RFx Drill Down Query: FCI-RFxsComplByMonDrillDown

Appendix
Common Errors
Error:
ORA-00933: SQL command not properly ended
SQL String:
SELECT T1.DISPLAY_NAME FROM FCI_MAS_VENDOR T1 WHERE
<%CONTEXT(masterData.Vendor)%> AND INACTIVE=0
PROBLEM: Context token did not resolve correctly (this is known because the token is still
in the SQL statement). The class name is case sensitive and should be:
masterdata.Vendor. Notice, also, that the value of the context token is not compared to
T1.CONTEXTID
Error:
The Number result set item for Suppliers by Name in row 1, column 1 could not be
prepared for display. getBigDecimal Failed on value (Plant Oregon) in column 1
SQL String:
SELECT T1.DISPLAY_NAME FROM FCI_MAS_VENDOR T1 WHERE CONTEXTID=-
2147483548 AND T1.INACTIVE=0
PROBLEM: The first column, T1.DISPLAY_NAME, is configured as a column type of

Number and should be of type String. This is changed on the result column page.

Appendix
Common Errors (Continued)
Error:
ORA-00942: table or view does not exist
SQL String:
SELECT T1.OBJECTID, 900 AS CLASSID, T1.DISPLAY_NAME,
T1.DUE_DATE_DATETIME, T1.DOC_OWNER_USER_OBJECT_NAME FROM
rfx.RFXDoc T1 WHERE T1.CONTEXTID=-2147483548 AND T1.IS_TEMPLATE=0 AND
T1.INACTIVE=0 ORDER BY 4 DESC
PROBLEM: The class name was used instead of the table name. Table names begin with
“FCI_” or “ODP_”
Error:
Result field items are grouped incorrectly based on column type. See product
documentation for correct ordering of result field column types.
PROBLEM: This error happens on save of a query definition. This means that 1 of a set of
group columns is not the correct type. For example, if you are doing a drill down to a
document using 3 columns (Object ID, Class ID, and Display Name), one of the column
types is not specified correctly. This error will also happen when showing price or quantity
columns

Appendix
Error:
ORA-00920: invalid relational operator
SQL String:
SELECT T1.OBJECTID, 900 AS CLASSID, T1.DISPLAY_NAME,
T1.DUE_DATE_DATETIME, T1.DOC_OWNER_USER_OBJECT_NAME FROM
rfx.RFXDoc T1 WHERE T1.CONTEXTID-2147483548 AND T1.IS_TEMPLATE=0 AND
T1.INACTIVE=0 ORDER BY 4 DESC
PROBLEM: Notice that CONTEXTID is not compared to the value of the CONTEXT token.
The equals sign is missing.
Error:
ORA-00904: "T"."DOCUMENT_DESCRIPTION": invalid identifier 1
SQL String:
SELECT T1.OBJECTID, T1.STATUS_OBJECT_ID,
T1.DOC_OWNER_USER_OBJECT_NAME, T.DOCUMENT_DESCRIPTION FROM
FCI_PRO_PROJECTS T1
PROBLEM: The table alias T1 is not used with the column. T.DOCUMENT_DESCRIPTION
should be changed to T1.DOCUMENT_DESCRIPTION

Appendix
Error:
ORA-00937: not a single-group group function
SQL String:
SELECT T1.OBJECTID, 1100, T1.DISPLAY_NAME, T2.DISPLAY_NAME,
T1.DOC_OWNER_USER_OBJECT_NAME, T1.DOCUMENT_DESCRIPTION, Count
(T3.OBJECTID) FROM FCI_PRO_PROJECTS T1, FCI_MAS_VALUE_LIST_VALUE T2,
FCI_DOC_COLLABORATOR T3 WHERE T1.STATUS_OBJECT_ID = T2.OBJECTID AND
T1.OBJECTID = T3.PARENT_OBJECT_ID AND T3.PARENT_CLASS_ID = '1100'
PROBLEM: Missing Group By statement from query.
Error:
The query is not sorted but columns are setup with sort
PROBLEM: The <%ORDERBY%> token is likely missing

Appendix
Error:
ORA-01008: not all variables bound
SQL String:
SELECT P.OBJECTID, 1100, P.DISPLAY_NAME, PE.PROCONTRACTOR, 'SAP',
'http://www.sap.com' FROM FCI_PRO_PROJECTS P, FCI_DYN_$2147483472 PE
WHERE P.INACTIVE = 0 AND P.IS_TEMPLATE = 0 AND P.CONTEXTID = -2147483548
AND PE.PARENT_OBJECT_ID = P.OBJECTID AND UPPER(P.DISPLAY_NAME) LIKE
UPPER(?) AND UPPER(P.DOC_OWNER_USER_OBJECT_NAME) LIKE UPPER(?)
ORDER BY 3
PROBLEM: The number of ?’s in the query is more than the number of filters configured on
the Filter Prompts tab in the query definition

Appendix
Error:
ORA-01789: query block has incorrect number of result columns
SQL String:
SELECT T1.UNIQUE_DOC_NAME, DECODE( FCI_DOC_CHECKCOLLAB(T1.OBJECTID, 1004,-2147483544,'-
2147483537'),0,null,'/contracts/contracts_summary,' || T1.OBJECTID || ':1004?rqaction=load&link_crumb=true&hook=contract_uirq'), NULL AS
UNIQUE_DOC_NAME, NULL AS AGREEMENT_LINK, T1.DISPLAY_NAME, T1.VENDOR_OBJECT_NAME, T3.DISPLAY_NAME_ID,
T1.INT_CAT_OBJECT_NAME, T1.BUSINESS_UNIT_OBJECT_NAME, T1.EFFECTIVE_DATE_DATE, T1.RENEWAL_REMINDER_DATE,
T1.EXPIRATION_DATE_DATE, T1.LAST_AUDIT_DATE, T1.NEXT_AUDIT_DATE, NVL(T2.EXPECTED,0) +
NVL(T1.TOTAL_EXPECTED_PRICE, 0), NVL(T1.TOTAL_EXPECTED_CURRENCY,'USD'), NVL(T2.SAVINGS,0) +
NVL(T1.TOTAL_SAVINGS_PRICE, 0), T1.CURRENCY_OBJECT_NAME, T1.DOC_OWNER_USER_OBJECT_NAME, DECODE(
FCI_DOC_CHECKACTIVECOLLAB(T1.OBJECTID, 1004,-2147483544,'-2147483537'), 0, 'SILENT', NULL), CEXT.SW_SUPP_HOURS FROM
FCI_CONTRACT T1, FCI_DYN_$2147483468 CEXT, FCI_MAS_VALUE_LIST_VALUE T3 , (SELECT NVL(SUM(TOTAL_EXPECTED_PRICE),0)
AS EXPECTED, NVL(SUM(TOTAL_SAVINGS_PRICE),0) AS SAVINGS, PARENT_OBJECT_ID FROM FCI_AGREEMENT WHERE INACTIVE=0
AND IS_TEMPLATE=0 AND CONTEXTID = -2147483548 GROUP BY PARENT_OBJECT_ID) T2 WHERE T1.INACTIVE = 0 AND
T1.IS_TEMPLATE=0 AND T1.CONTEXTID = -2147483548 AND T1.STATUS_OBJECT_ID = T3.OBJECTID AND
T1.OBJECTID=T2.PARENT_OBJECT_ID(+) AND ( FCI_DOC_CHECKCOLLAB(T1.OBJECTID, 1004,-2147483544,'-2147483537') = 1) AND
((0=0) OR (T1.DOC_OWNER_USER_OBJECT_ID=-2147483544)) AND CEXT.PARENT_OBJECT_ID = T1.OBJECTID UNION ALL SELECT
T1.UNIQUE_DOC_NAME, NULL, T2.UNIQUE_DOC_NAME, DECODE( FCI_DOC_CHECKCOLLAB(T2.OBJECTID,1003,-2147483544,'-
2147483537'),0,null,'/contracts/agreements/agreements_summary,' || T2.OBJECTID ||
':1003?rqaction=load&link_crumb=true&hook=agreement_uirq'), T2.DISPLAY_NAME, T2.VENDOR_OBJECT_NAME, T3.DISPLAY_NAME_ID,
T2.INT_CAT_OBJECT_NAME, T2.BUSINESS_UNIT_OBJECT_NAME, T2.EFFECTIVE_DATE_DATE, T2.RENEWAL_REMINDER_DATE,
T2.EXPIRATION_DATE_DATE, T2.LAST_AUDIT_DATE, T2.NEXT_AUDIT_DATE, NVL(T2.TOTAL_EXPECTED_PRICE, 0) AS TOTALVALUE,
NVL(T2.TOTAL_EXPECTED_CURRENCY,'USD'), NVL(T2.TOTAL_SAVINGS_PRICE, 0), T1.CURRENCY_OBJECT_NAME,
T2.DOC_OWNER_USER_OBJECT_NAME, DECODE( FCI_DOC_CHECKACTIVECOLLAB(T2.OBJECTID, 1003,-2147483544,'-2147483537'), 0,
'SILENT', NULL) FROM FCI_CONTRACT T1, FCI_AGREEMENT T2, FCI_MAS_VALUE_LIST_VALUE T3 WHERE T2.INACTIVE = 0 AND
T2.IS_TEMPLATE=0 AND T2.CONTEXTID = -2147483548 AND T2.STATUS_OBJECT_ID = T3.OBJECTID AND T1.OBJECTID =
T2.PARENT_OBJECT_ID AND T2.PARENT_CLASS_ID = 1004 AND T2.PARENT_COLLN_ID = 1 AND (
FCI_DOC_CHECKCOLLAB(T2.OBJECTID, 1003,-2147483544
PROBLEM: This query is using a Union over the Contract and Sub-Agreements objects.
The error is because the number of columns selected in the first select of the union does
not match the number of columns selected in the second select of the union.

Appendix
Customer Support Expectations
Customer support will …

address questions only from individuals that have been trained on reporting
field questions regarding the information provided in the reference guide relative to the
database schema
field questions about the use and configuration of the Query, Query Group, Report, and
Analysis Page objects
field questions about the use and purpose of specific query definition tokens in standard
reports
Customer support will NOT …

field questions regarding SQL
fix queries that are not working
develop new queries
make suggestions on how to write or construct a query
field questions regarding the database schema that are not covered in the reference guide

Appendix
Basic SQL Concepts
This Appendix covers the most commonly used SQL concepts in Sourcing. For
demonstration purpose we will use two tables – TEACHER and STUDENT
Table 1: TEACHER Table 2: STUDENT

TEACHER_NAME STUDENT_NAME TEACHER_NAME
ROB JOHN ROB
GARY MARY -
FRANK ALEX VIKRAM
VIKRAM MIKE -

Appendix
Basic SQL Concepts
INNER JOIN is the default join type. Returns rows where there is at least one match in both
Teacher and Student tables
SELECT
T1.TEACHER_NAME,
T2.STUDENT_NAME
FROM
TEACHER T1 INNER JOIN STUDENT T2
ON T1.TEACHER_NAME = T2.TEACHER_NAME
Result:
TEACHER_NAME STUDENT_NAME
ROB JOHN
VIKRAM ALEX

Appendix
Basic SQL Concepts
LEFT OUTER JOIN returns all rows from the left table (TEACHER table), even if there are no
matches in the right table (STUDENT table)
SELECT
T1.TEACHER_NAME,
T2.STUDENT_NAME
FROM
TEACHER T1 LEFT OUTER JOIN STUDENT T2
Result:
ROB JOHN
VIKRAM ALEX
FRANK -
GARY -

Appendix
Basic SQL Concepts
RIGHT OUTER JOIN returns all rows from the right table (STUDENT table), even if there are
no matches in the left table (TEACHER table)
SELECT
T1.TEACHER_NAME,
T2.STUDENT_NAME
FROM
TEACHER T1 RIGHT OUTER JOIN STUDENT T2
Result:
ROB JOHN
VIKRAM ALEX
- MIKE
- MARY

Appendix
Basic SQL Concepts
What happens if teacher and student Result:
tables are not joined? CARTESIAN JOIN TEACHER_NAME STUDENT_NAME
ROB JOHN
SELECT
ROB MARY
T1.TEACHER_NAME, ROB ALEX
T2.STUDENT_NAME ROB MIKE

GARY JOHN
FROM
GARY MARY
TEACHER T1, STUDENT T2
GARY ALEX
GARY MIKE
Note: In Sourcing, queries should FRANK JOHN

FRANK MARY
always be joined. Queries with
FRANK ALEX
Cartesian joins could result in FRANK MIKE
significant performance impact VIKRAM JOHN
VIKRAM MARY
VIKRAM ALEX
VIKRAM MIKE

Business Rule Designer and Scripting
November 2011

Agenda & Expectations
Agenda
Section 1: Business Rule Designer
Section 2: Introduction to Scripting
Section 3: Integration APIs (IAPIs)
Section 4: Script Definition Details
Section 5: Coding Best Practices
Exercises throughout
Expectations
SAP Sourcing Scripting requires coding in a Java-like language called Beanshell; as a
result, students must be capable with a high-level programming language (Java preferable)
to complete the exercises successfully

Section 1: Business Rule Designer

Business Rule Designer (BRD)
What is BRD?
Tool to incorporate simple custom business logic
Intended to be used by business users that understand the business requirement
How is BRD useful?

User driven configuration of business rules and logic
Customer unique business rules can improve data quality
Able to utilize custom data (extensions) added to the application
Example usages of BRD are:
Validate a field to enforce policies
Ensure data is completed appropriately
Pre-populate data to improve usage of the application
Ensure data imports are providing sufficient data
Enable custom “user actions” on business documents

BRD
Business Requirements are addressed by three components:

SAP Delivered Functionality
+
BRD
Configuration Options
+
Extensions & Custom Logic (BRD is here)
SAP Delivered Configuration Extensions &

Functionality Options Custom Logic
Business Requirement

BRD Examples
Generate an error if the Project risk is red and the reason is not provided
Validate
Create / Update Project is at Project Risk is
REASON is End
Project Risk set to RED
populated
Rule design for Project Validated
Rule checks if risk = red and reason is empty
BRD
Ensure Check for Diversity flag is checked before proceeding to next RFx phase
Enter Review Check for Enter Open for

Create RFx End
Phase Diversity Response
Rule design for RFx Validated

Rule checks if the Check
for Diversity flag is checked BRD

How to create a Business Rule in BRD
Rule Design is accessed from

Setup > System Setup > Integration > Rule Design
Rule Designs structure

Rule Design contains…
One or more Rules, which…
Has the logic
Rule Designs
Context: Document Lifecycle Event, Field Validation, Toolbar, Field Data Edit, Import
Class
Demo of Rule Design to ensure Risk Reason is provided when Risk is set to Red

Demo Screen Shots
Rule Design creation

Demo Screen Shots

Demo Screen Shots

Rule Design Contexts –
“where can rule designs be initiated in the system”
When a rule design is created, the “context” for the rule must be selected. The
choices are:
Document Lifecycle
Loaded
Created
Duplicated
Pre Phase Change
Post Phase Change
Validated
Saved
Pre-Publish to ERP
Field Validation
Field Data Edit
Toolbar
Import Lifecycle
Process Row

When are the actual events fired?
Field Data Edit: Executed when user clicks Save and field has changed; prior to
system and script validation; not called on new document; errors stop execution
of system and script validation.
Validated: Executed when user clicks Save AND there are changes to the
document; after system validation
Field Validation: Executed after system and script validation; only called if field
has been changed (or on a new document).
Saved: Executed after save to database, but prior to transaction commit; only
executed if validations did not result in error.
Created: Executed when a document is created.
Duplicated: Executed when a document is duplicated (NOTE: Create from
Template results in a Duplicated event, not Created)
Loaded: Executed when a document is loaded from the database.
Process Row: Executed on the object before it is validated

BRD Details
Rule Designs consist of individual conditions and actions configured in the Rule
Definition (a Rule Design can have multiple Rule Definitions)
addCompanyCollaborator
addGroupCollaborator
addUserCollaborator
and
changeOwner
changePhase
clear field
endif
generateError
if
or
set
then

Exercise 1
Objective
Create a Business Rule Design
Exercise
Create your own Project Type (this will
allow each user to create a similar
validation script)
Use the BRD to create a validation that
ensures that either both the estimated
value and budgeted values are empty or
populated.
An error should be generated if one is
populated and the other is not

Create a new Project Type for yourself

Create a Project Validated Business Rule for your project type
Ensure the rule has logic as shown

BRD Additional Information
BRD introduced in Wave 7 / 7.0
Behind the scenes, a BRD is converted into a Script Definition.
Limitations of the BRD include

Only basic conditions and actions are possible
There is no ability to work with collections
Access to the previous/current/next phase information is not available
The script definition code generated by the BRD should not be used as a
starting point for script definition code. It uses different coding
techniques.

Section 2: Introduction to Scripting

Introduction to Scripting
What is Scripting?
A way to add functionality to the system without changing code (NOTE: Source code is not
provided with the system and cannot ever be modified by services, a customer, or a
partner)
The functionality is implemented by adding computer code into the system
Why use Scripting?

It is a way to implement customer specific functionality
It is a way to extend the capabilities of the system
It is a way to fill product gaps without changing the code of the system
It is generally a best practice to pursue the use of configuration options before

implementing scripts. Configuration options are easier to maintain long term.

Scripting and SAP Sourcing/CLM Deployment Modes
Licensed On-Premise: Scripting available
Licensed Hosted: Scripting available
Private OnDemand: Scripting available
Public OnDemand: Available as a SAP Value Added

service only
BRD is available regardless of model, but could

depend on OnDemand package

Introduction to Scripting, technically speaking
Source code fragments are added into the system using the open source BeanShell
Scripting Language (“Lightweight Scripting for Java”)
Custom code interacts with standard Sourcing/CLM objects using Integration APIs (IAPIs)
The custom code is initiated on various “user initiated” events, for example:
Saving a document (user chooses save)
Opening a document (user chooses a document link on a list page)
Creating a document (user chooses the create button)
The custom code is not available to be scheduled (as a background process)
The custom code is associated with an object class (e.g., Projects) and a even (e.g.,
Validated)
Scripts can be found in: Setup > System Setup > Integration > Script Definition

Common Scripting Use Cases
Validations
Required fields based on some criteria
Field values dependent on other field values
Ensuring field content is valid
Ensuring specific data is populated before transitioning to a new document phase
Updating read-only fields

Performing a calculation and putting the result in a read-only field
Pulling data from another location and showing it in a read-only field as a convenience
Integration
Making a call to a web service to push or pull data
Putting data into a specific location for the purposes of integration
User actions
Implement business process or workflow like functionality through “actions” performed by
the user

What is not possible in Scripting?
Customizing the appearance of a document

User interface layouts are done with WYSIWYG and Page Customizations
Scripting does not allow you to hide/show fields, for example, based on some condition
Operations that require additional interaction with a user

It is not possible to create a popup, for example, that asks for user confirmation
Scripting cannot be used to manipulate the user interface of an object
Scripting should also not be used when the operation requires significant
processing time
Scripts are executed in real-time
Lengthy operations will impact the user experience

What can / has been done with Scripting?
Now is a good time to discuss

ideas for scripts from the
students…

Section 3: Integration APIs (IAPIs)

Integration APIs (IAPIs)
IAPIs are a programming interface available for most Sourcing/CLM business

documents and master data
Simple data fields typically have set/get methods
Collections can be retrieved, iterated over, added to, and have elements remove
Collection members will have set/get methods
Example: ProjectIBeanIfc – the IAPI for the Project object in Sourcing

void setDisplayName(String name) – sets the name of the Project
String getDisplayName() – gets the name of the Project
OrderedSubordinateCollectionIfc getCollaborators() – gets the list of
collaborators on the Project
Each element in the collection is an object of type CollaboratorIBeanIfc

Integration APIs (IAPIs)
Full JavaDocs available for IAPIs in the Sourcing/CLM Reference Guide
The JavaDocs link is available on the Index page of the Reference Guide
JavaDocs can also be found from within the class information for an object
Example: In the user interface, go to an RFx, choose Reference Guide >
View the reference guide in the system


Internal APIs
Use of Internal APIs is not supported
They are for internal use only
They are undocumented
They are subject to change without notice
They are unsupported
They can result in corrupt data when used incorrectly
If there is a need for an object not covered in the IAPI JavaDoc, contact
Customer Support to enter a request.
© 2011 SA
SAP AG. All rights reserved. 242

Exercise 2
Objective
Familiarize the user with the Sourcing/CLM
JavaDocs
Exercise
What class and method would be used to
set the Product Category value on an
RFx?
What method calls would be required to
get the numeric value of the Estimated
Value of a Project?
What method calls would be required to
get the number of collaborators on an
Auction? What classes would be used?

Exercise 2 - Solutions
What class and method would be used to set the Product Category value on an
RFx?
RfxDocIBeanIfc, setIntCategory
What method calls would be required to get the numeric value of the Estimated
Value of a Project?
getEstimatedValue() which returns a PriceIfc
getPrice() on the PriceIfc which returns a BigDecimal
doubleValue() on BigDecimal to get the value
What method calls would be required to get the number of collaborators on an

Auction? What classes would be used?
AuctionEventIBeanIfc
getCollaborators() which returns an OrderedSubordinateCollectionIfc
size() on OrderedSubordinateCollectionIfc to get the number of collaborators

Section 4: Script Definition Details

BeanShell Scripting Language
Provides an interpreter which supports full Java syntax
For the most part, using standard procedural Java code is fine
Some minor syntax options:
&& can also be done with @and
|| can also be done with @or
“for” syntax options as well
Variable typing is optional
Plenty of information is available at: http://www.beanshell.org

Scripting Contexts
“where can scripts be initiated in the system”
When a script is created, the “context” for the script must be selected. The choices are:
Document Lifecycle
Loaded
Created
Duplicated
Pre Phase Change
Post Phase Change
Validated
Saved
Pre-Publish to ERP
Collection Validation
Field Validation
Field Data Edit
Toolbar
Import Lifecycle
Init, Pre-Process Row, Should Process Row, Process Row, Ok to Save, Save, Final

When are the actual events fired?
Field Data Edit: Executed when user clicks Save and field has changed; prior to
system and script validation; not called on new document; errors stop execution
of system and script validation.
Validated: Executed when user clicks Save AND there are changes to the
document; after system validation
Field Validation: Executed after system and script validation; only called if field
has been changed (or on a new document).
Collection Validation: Executed after system and script validation and after field
validations.
Saved: Executed after save to database, but prior to transaction commit; only
executed if validations did not result in error.
Created: Executed when a document is created.
Duplicated: Executed when a document is duplicated (NOTE: Create from
Template results in a Duplicated event, not Created)
Loaded: Executed when a document is loaded from the database.

When are the actual import events fired?
Init: Executed at the beginning of file processing. No record or document data is available.
Pre-Process Row: Allows access to the inbound data before the document has been
created
Should Process Row: Gives the opportunity to reject the import of a particular row.
Process Row: Gives the opportunity to manipulate the newly created “doc” before it is
saved. Executed after creation, but before document lifecycle validated script.
Ok to Save: Gives the opportunity to reject a document
Save: Executed after the document is saved.
Final: Executed at the end of the file processing. No record or document data is available.

Access to information through variables
Certain variables are made available to the script to provide contextual access to
information and business documents in the system
Variables pre-populated by Sourcing vary by context:
y Always populated
– doc: the document on which the script is executing
– session: the current users session
y Pre- and Post-Phase change events:

– current_phase: the current phase
– other_phase: the previous/next phase
– phase_advancing: set to true if the phase change is moving forward, false otherwise
y Document Duplication
– otherDoc: the document being duplicated

Access to information through variables (cont’d)
Variables pre-populated by Sourcing vary by context:
Field Data Edit

field: the field object being validated
newFieldValue: the new field value
fieldValue: the old field value
Collection Validation
collection: the collection object being validated
Import Lifecycle (except Init and Final)

import_record: the ImportRecordIfc class

Configuring a Script Definition – General
Script definitions are available from:

Setup > System Setup > Integration Script Definition
Important fields on the script definition

Context and Target
External Id: Not really used anywhere
Display Name: Meaningful name of the script
Script Version: Not really used…informational only (no versioning capability)
Class: The object class that triggers the script
Instance Type: Typically this will be “Document Only” (Scripts typically not relevant to
templates)
Document Type: Allows for associating the script with a specific document type
Script: The code
Show the Script Definition user interface

Exercise 3
Objective
Familiarize the user with the Script Definition object
Exercise
Create your own Project Type for this exercise
Create a script definition that sets the description of a
Project to the value “Set from Script Definition” when
the user clicks save
Create a new instance of the object to test the script

The script will look like:
doc.setDocumentDescription("Set from Script Definition");
The script definition should use the context: Document Lifecycle and the Validated target.

Configuring a Script Definition – Toolbar
Toolbar scripts are menu items that trigger the script code
Important fields on the script definition for Toolbar scripts

Toolbar Key: A string identifier that is unique (not see by end users)
Toolbar Name ID: A localized resource for the menu option
Toolbar Description ID: A localized resource for the menu option tooltip
Toolbar Script Visibility: When the script is available (View mode / Edit mode / Both)
Toolbar scripts on objects that are available to suppliers ALSO SHOW in

the supplier portal. Be sure that the logic of the script is not an issue if
accidentally executed by the supplier.

Exercise 4
Objective
Familiarize the user with toolbar scripts
Exercise
Create a toolbar script definition that sets the
description of an object to the value “Set from Script
Definition” when the user chooses the menu choice

The script will look like:
doc.setDocumentDescription("Set from Script Definition");
The script definition should use the context: Toolbar

Section 5: Coding best practices

Script Definition – Generating Errors / Messages
Error messages are used to provide feedback to the user

For example: a validation
Error messages are rendered to the user via exceptions

Exception class for errors: ApplicationException
Error messages shown to the user are localized resources
Example: custom$invalid_field_value
Bundle: custom
Resource Id: invalid_field_value
Error messages are associated with a field
ApplicationExceptions are created using:

doc.createApplicationException("field id", "bundle", "resource id");
Multiple error messages (exceptions) can be accumulated in a single ApplicationException

through the use of chaining exceptions:
ae.chainAtEnd(bean.createApplicationException("field id", "bundle", "resource id"));

Script Definition – Generating Errors / Messages
Common pattern should be used in all scripts for accumulating and throwing
exceptions
Create ApplicationException at the top of the script
Accumulate exceptions using chainAtEnd and doc.createApplicationException
Throw the exception at the end of the script if any exceptions were accumulated
// Create Application Exception to hold exceptions

ApplicationException ae = new ApplicationException(session);
...
...
// Chain a new exception to the list
ae.chainAtEnd(doc.createApplicationException("field id", "bundle", "resource id"));
...
...
// If we get to the end and have some exceptions, throw them now
if (ae.getChain() != null)
{
throw ae.getChain();
}

Script Definition –
Generating Errors / Messages – Collections
Common pattern should be used in all scripts for accumulating and throwing
exceptions related to collection iterations
y Create ApplicationException at the top of the script
y Accumulate exceptions using chainAtEnd and member.createApplicationException
y Add an exception for the collection using chainAtEnd and doc.createApplicationException
y Throw the exception at the end of the script if any exceptions were accumulated

Generating Errors / Messages – Collections

...
...
// Iterate over collection
extColl = doc.getExtensionCollection("ext collection internal id");
if (extColl.size() > 0)
{
extIter = extColl.iterator();
while (extIter.hasNext())
{
member = extIter.next();
…
// Associate exception with collection row and field. This
// will create the red box around the filed
ae.chainAtEnd(member.createApplicationException("field id", "bundle", "resource
id"));
}
}
...
...
{
// Add another message that will show below the collection
ae.chainAtEnd(doc.createApplicationException("ext collection internal id", "bundle",
"resource id"));
}

Generating Errors / Messages – Collections – Example

// Iterate over collection
extColl = doc.getExtensionCollection("Savings");
if (extColl.size() > 0)
{
extIter = extColl.iterator();
while (extIter.hasNext())
{
member = extIter.next();
// Make sure the year has a value
if (!hasValue(member.get("SAVINGS_YEAR")))
{
// Associate exception with collection row and field. This
// will create the red box around the filed
ae.chainAtEnd(member.createApplicationException("SAVINGS_YEAR", "custom", "savings_missing_year"));
}
// Make sure the amount has a value
if (!hasValue(member.get("SAVINGS_AMT")))
{
ae.chainAtEnd(member.createApplicationException("SAVINGS_AMT", "custom", "savings_missing_amount"));
}
}
}
{
// Add another message that will show below the collection
ae.chainAtEnd(doc.createApplicationException("Savings", "custom", "savings_errors"));
}

Exercise 5
Objective
Work with error messages
Exercise
Create a script definition that generates an error when
the description of the object starts with “Set from Script
Definition”

Script should be on the validated document life cycle event

Localized resource called “custom$invalid_description” should be created
// Create the application exception to collect errors

ae = new ApplicationException(session);
// Check if the description starts with the string

if (doc.getDocumentDescription() != null @and
doc.getDocumentDescription().startsWith("Set from Script Defintion"))
{
ae.chainAtEnd(
doc.createApplicationException("DOCUMENT_DESCRIPTION", "custom",
"invalid_description"));
}
// If there are errors, throw them

{
}

Script Definition – Preceding Comments
When there are errors in the script definition, the message presented to the user
can be confusing an not meaningful
It can be helpful to include a “preceding comment” in the first line of the script
code to provide a slightly better message
/* Error in setting the document description */

Script Definition – Imports
The following packages are automatically available in all scripts:
import com.sap.odp.api.common.db.metadata.*;
import com.sap.odp.api.common.exception.*;
import com.sap.odp.api.common.log.*;
import com.sap.odp.api.common.platform.*;
import com.sap.odp.api.common.types.*;
import com.sap.odp.api.doc.*;
import com.sap.odp.api.ibean.*;
import com.sap.odp.api.ibean.metadata.*;
import com.sap.odp.api.util.*;
import com.sap.odp.api.common.importer.*;
import com.sap.odp.common.platform.*;
import java.math.*;
Any classes used in packages not imported will need to be explicitly imported in the script

Scripting – hasValue
Convenience method available in all scripts

Returns FALSE for:
Null values
Empty strings
Sourcing/CLM data types that are not set
Object Reference (includes VLV which are Localized Object Reference)
Price
Attachment
Sys Date
Sys Date Time
Value list values with the None value will return FALSE (None is not a
valid value)
Example:
if (hasValue(doc.getDocumentDescription()))

IAPIs: Home / Bean Class Structure
Home Class
Used to access Lifecycle methods of a business document
Create
Finders
Save
ChangePhase
Bean Class
Used to access data fields on a business document
All top-level business documents have a Home class and a Bean class
Example:
ProjectIBeanHomeIfc and ProjectIBeanIfc
ContractIBeanHomeIfc and ContractIBean
RfxDocIBeanHomeIfc and RfxDocIBeanIfc
VendorIBeanHomeIfc and VendorIBeanIfc

IAPIs: Home / Bean Class Structure
Example: Using the home interface of suppliers to retrieve the supplier object for a
master agreement (perhaps to lookup some supplier data)
// Find the vendor object from the master agreement
// First get the vendor home based on the agreement

// object reference
vendorHome = IBeanHomeLocator.lookup(session, VendorIBeanHomeIfc.sHOME_NAME);
// Now use the home finder to get the vendor object

vendorBean = vendorHome.find(doc.getVendorRef());

Common Packages and Classes
Contracts Module:
Package: import com.sap.eso.api.contracts.*;
Classes:
ContractIBeanHomeIfc – Master Agreement Home
ContractIBeanIfc – Master Agreement Bean
AgreementIBeanHomeIfc – Sub Agreement Home
AgreementIBeanIfc – Sub Agreement Bean
ContractDocumentIBeanHomeIfc – Contract Document Home
ContractDocumentIBeanIfc – Contract Document Bean
Projects Module:
Package: import com.sap.eso.api.projects.*;
Classes:
ProjectIBeanHomeIfc – Project Home
ProjectIBeanIfc – Project Bean
ProjectSchedItemIBeanIfc – Project Schedule Item

Common Packages and Classes
Vendors Module:
Package: import com.sap.odp.api.doccommon.masterdata.*;
Classes:
VendorIBeanHomeIfc – Vendor Home
VendorIBeanIfc – Vendor Bean

Useful Classes and Methods
Working with extensions
Important methods on business documents and master data (IBeanIfc)

ExtensionFieldIfc getExtensionField(String fieldId)
ExtensionCollectionIfc getExtensionCollection(String collectionId)
Important classes
ExtensionFieldIfc
ExtensionCollectionIfc
ExtensionCollectionMemberIfc
Show the JavaDocs for extension classes

Extension collection sample code

IapiDocumentLockManager
Provides methods to lock / unlock entire documents as well as individual fields on a
document
IapiDBHandleIfc
Accessed from the session variable
Provides methods for querying the database
IapiSessionContextIfc
Available via session variable
Access to dbHandle
Access to current logged in user information
IBeanHomeLocator
Provides methods to get Home instance for a given class
Logger / LogMessageIfc
Provides methods for logging to standard E-Sourcing log file

IapiQueryExecIfc
Ability to execute Sourcing / CLM query definitions
IapiQueryResultSetIfc
Query definition results
ImportRecordIfc
Class associated with a record in the import lifecycle script targets

Useful Coding Constructs
Conditional logic based on value list value

Example using Master Agreement status VLV
// Ensure the contract value is specified on executed contracts
vlvHome = IBeanHomeLocator.lookup(session, doc.getStatusRef());
vlv = vlvHome.find(doc.getStatusRef());
if (vlv.getDisplayName().equals("Executed")) { … }
Finding an object using an object reference

Example using Master Agreement vendor object reference
// Use the vendor object reference to open the vendor record
vendorHome = IBeanHomeLocator.lookup(session, doc.getVendorRef());
Conditional logic using hasValue

Example using an extension field
// Check if the extension has a value
if (!hasValue(doc.getExtensionField("attribute id").get())) {…}

Logging
logMsg = Logger.createLogMessage(session);
logMsg.setLogMessage("*****MSG GOES HERE*****");
Logger.info(logMsg);

IapiDbHandlIeIfc has very specific coding protocols to ensure proper transaction management
finally
// retrieve the handle from the session. {
dbHandle = session.getUserTransaction(); // this try...finally with optional catch blocks is not necessarily
// only way but is by the far the simplest way
// outer non-transaction try block // to meet the requirement to call handle.endTransaction
try // once and only once after a successful beginTransaction
{ // Note: the handle.beginTransaction/endTransaction pair must
// begin a transaction // be coded in the same method. We support the capability to
// if beginTransaction succeeds, that is, returns without // nest matched pairs of begin/endTransaction calls so passing
// throwing an exception we MUST call endTransaction on the // the session used to acquire the handle is sufficient to
// same handle once and only once. Note that there may already be // code multiple methods participating in the same transaction
// an active transaction from an enclosing method call. No matter // their is no need,nor is it desirable to pass around a handle.
// the DbHandle begin/endTransaction methods support nesting of begin/end dbHandle.endTransaction();
// calls provided all of the callers properly implement their begin/end }
// transaction methods. }
dbHandle.beginTransaction(); catch(Exception ex)
try {
{ // you might want to catch more specific exception types
// if you execute non-DbHandle methods such as object lifecycle // in almost all cases you need to re-throw the exception
// operations which can throw exceptions // to inform callers of the failure
// you must use an inner try...catch to indicate that an throw ex;
// application error occurred for proper transaction handling }
try
{
// dbHandle and other coding done here
}
catch(ChainedException ex)
{
// inform the handle that an error occurred and the
// transaction should be rolled back. The handle will
// detect this automatically for SQL and NoConnection
// exceptions
dbHandle.setErrorDetected();
// you cannot usually handle this error but must re-throw it to

// the outer catch block
throw ex;
© 2011 }SAP AG. All rights reserved. 279
}

Exercise 6
Objective
Develop a useful validation script
Exercise
Create your own RFx Type for this exercise
Develop a script that generates an error
when the name of an RFx starts with
“From template”
Create your own RFx Type for this exercise
so that each student can do their own
script

Create localized resource in “custom” bundle to hold the error message (e.g.,
exception$rfx_must_specify_name)
Create script definition

Scripting Context: Document Lifecycle Event
Class: RFx (900)
Instance Type: Document Only
Document Type: The own created by your for the exercise
Target: Validated
Alternative
The script context could be Field Validation and the script could be associated specifically
with the DISPLAY_NAME field.

// Create an exception to capture errors

// Do not allow the user to save an RFx when the name begins with From template
if (doc.getDisplayName().startsWith("From Template"))
{
ae.chainAtEnd(doc.createApplicationException("DISPLAY_NAME", "custom",
"rfx_must_specify_name"));
}
// If we have any exceptions here, then throw them

{
}

Exercise 7
Objective
Develop a useful validation script
Exercise
Add an extension to the Contracts module that
specifies the total value of the contract. Add a script
that makes this field required when the contract is in
the Executed status.
Create your own Master Agreement Type for this
exercise so each student can do their own script

Create localized resource in “custom” bundle to hold the error message (e.g.,
exception$total_value_not_specified)
Create extension field using extension definition (best to use Price data type)

Class: Master Agreement (1004)
Document Type: The MA Type created by you
Target: Validated



if (vlv.getDisplayName().equals("Executed") @and
!hasValue(doc.getExtensionField("TotalContractValue").get()))
{
ae.chainAtEnd(doc.createApplicationException("TotalContractValue", "custom",
"total_value_not_specified"));
}

{
}

Exercise 8
Objective
y Develop a useful validation script on a collection
Exercise
y Add an extension collection to the projects module that
has two fields: a year VLV and a monetary amount.
Name the extension collection “Yearly Savings”. Add a
script validation to the projects module that ensures
that each row in the collection is fully specified.
y Create your own Project Type for this exercise so each
student can do their own script

Create localized resources in “custom” bundle to hold the error message
Create extension fields using extension definition

Class: Project (1100)
Document Type: The Project Type created by you for this exercise
Target: Validated
Alternative
The script context could be Collection Validation and the script could be associated
specifically with the YEARLYSAVINGS collection.

// Make sure each row is specified in the YearlySavings collection

savingsColl = doc.getExtensionCollection("YearlySavings");
if (savingsColl.size() > 0)
{
savingsIter = savingsColl.iterator();
while (savingsIter.hasNext())
{
member = savingsIter.next();
// Check that the year is specified

if (!hasValue(member.get("SavingsYear")))
{
ae.chainAtEnd(member.createApplicationException("SavingsYear", "custom", "savings_year_not_specified"));
}
// Check that the value is specified
if (!hasValue(member.get("SavingsAmount")))
{
ae.chainAtEnd(member.createApplicationException("SavingsAmount", "custom",
"savings_amount_not_specified"));
}
}
}
{
// First, add in an exception to display below the collection
ae.chainAtEnd(doc.createApplicationException("YearlySavings", "custom", "yearly_savings_errors"));
}

Exercise 9
Objective
Develop a toolbar script and
use utility IAPIs
Exercise
Add a toolbar script to the
projects module that locks the
savings collection so that no
rows can be added or deleted.
Write the script such that only
the document owner can run
the script. Add a second
toolbar script to the projects
module that unlocks the
savings collection.

Create localized resource in “custom” bundle to hold the error message

Scripting Context: Toolbar
Document Type: Any
Toolbar Key: lock_yearly_savings

Scripting Context: Toolbar
Document Type: Any
Toolbar Key: unlock_yearly_savings

// Script 1
// First check that the user is the owner
if (!session.getAccount().getAccountObjectReference().getObjectId().equals(
doc.getDocumentOwnerUserReference().getObjectId()))
{
throw doc.createApplicationException(null, "custom",
"only_document_owner_can_execute");
}
// If we get here, we can lock the collection

IapiDocumentLockManager.lockField(session, doc, "YearlySavings");
// Script 2
// First check that the user is the owner
if (!session.getAccount().getAccountObjectReference().getObjectId().equals(
doc.getDocumentOwnerUserReference().getObjectId()))
{
throw doc.createApplicationException(null, "custom",
"only_document_owner_can_unlock");
}
// If we get here, we can lock the collection

IapiDocumentLockManager.unlockField(session, doc, "YearlySavings");

Exercise 10
Objective
y Develop a useful validation script that also requires
using Home classes
Exercise
y Add a string extension to the contracts module named
“no diversity justification”. Add a script validation to the
contracts module that requires that this field be
populated if the vendor on the contract is not diverse.
y Use the MA Type created in exercise #7

Create localized resource in “custom” bundle to hold the error message
Create extension field using extension definition
Update script definition from exercise #7

Class: Master Agreement (1004)
Document Type: The MA Type created by you in exercise #7
Target: Validated


if (vlv.getDisplayName().equals("Executed") @and
!hasValue(doc.getExtensionField("TotalContractValue").get()))
{
ae.chainAtEnd(doc.createApplicationException("TotalContractValue", "custom", "total_value_not_specified"));
}
// Use the vendor object reference to open the vendor record

vendorHome = IBeanHomeLocator.lookup(session, doc.getVendorRef());
if (!vendorBean.getEightFirm().booleanValue() @and
!vendorBean.getHubZoneBiz().booleanValue() @and
!vendorBean.getMinorityBiz().booleanValue() @and
!vendorBean.getNonProfit().booleanValue() @and
!vendorBean.getSmallBiz().booleanValue() @and
!vendorBean.getVetOwned().booleanValue() @and
!vendorBean.getWomenBiz().booleanValue() @and
!hasValue(doc.getExtensionField("NoDiversityJustification").get()))
{
ae.chainAtEnd(doc.createApplicationException("NoDiversityJustification", "custom",
"missing_no_diversity_justification"));
}

{
}

Approval Workflow
Aug 2011

Agenda & Expectations
Agenda
Section 1: Introduction to Workflow
Section 2: Configuring Workflows
Section 3: Developing Workflows in XPDL
Exercises throughout
Expectations
SAP Sourcing Approval Workflow requires coding in a Java-like language called Beanshell;
as a result, students must be capable with a high-level programming language (Java
preferable) to complete the exercises successfully
It is expected that students participating in this training have completed the Sourcing
Business Rule Design and Scripting training

Section 1: Introduction to Workflow

Overview
What is Approval Workflow?

A capability of Sourcing / CLM to have certain business documents routed for approvals
(or rejections)
What is provided with the Sourcing / CLM Approval Workflow?
Management and tracking of the tasks involved with the process
Ability to set either individual users or a group of users as the required approver(s)
Group approval is either all members of the group or any member of the group
Approvers are added as collaborators using the Approver collaborator role
What are the key components of the Sourcing / CLM Approval Workflow
Workflow Definitions
XML Process Definition Language (XPDL)
Configurable Phase Definitions
Where are the capabilities available?
Projects
Contract Documents
Suppliers
UDO 1-5

Customer Approval Workflow Examples
Route a contract document for approval through levels of the procurement

management hierarchy using the value of the contract to determine if an approval
is required
Route a project for approval based on the category and the value
Route supplier registrations for approval to a centralized supplier management

group
Route a contract document for approval based on the contract manager knowing
to whom the document must go
Show a Workflow example in the system

What is provided by Sourcing / CLM
A workflow “engine” that manages and tracks the approval process steps
The engine is responsible for

Locking document
Sending emails
Unlocking documents
Managing the approval process
The engine does not provide the rules by which approvers are selected
It is the responsibility of the customer / implementation team to

Define the rules by which approvers are selected
Model those rules in the system (commonly done with extensions)
Build / develop any logic that is required to utilize the rules (likely using Beanshell
scripting)

Workflow and SAP Sourcing/CLM Deployment Modes
Licensed On-Premise: Workflow available
Licensed Hosted: Workflow available
Private OnDemand: Workflow available
Public OnDemand: Available as a SAP Value

Added service only

Section 2: Configuring Workflow

Phase Configurations
Phase configurations are a required component when enabling workflow
Phase configurations are used to model the business process for a business
document
Multiple phase configurations can be configured and each “document type” can
have its own phase configuration
Each phase is a value from the phase value list type (Project Phase, Contract
Document Phase, Supplier Phase, User Defined Phase 1-5)
Accessed from Setup > Document Setup > [Projects, Contract Documents,
Suppliers,
pp UDO]
Show a Project Configurable Phase Definition

Exercise 1
Objective
Familiarize yourself with configurable phase definitions
Exercise
Create a Project Configurable Phase Definition with
these phases: Under Review, Project Approval,
Strategy Planning, RFx, Awarding. Each phase should
be able to be transitioned backwards to the previous
phase and forwards to the next phase.
Make the Project Approval phase required

Create the Project Configurable Phase Definition from Setup > Document setup >
Projects > Project Configurable Phase Definition

Workflow and Phase Configurations
A workflow is associated with a single phase in a configurable phase definition

A workflow may include multiple process steps
Each step will have one or more approvers
If a step does not require an approver, it will be “skipped” and the next step will
be processed
Typically, the final step will transition the phase of the business document to the
next phase (approval) or previous phase (rejection)
Under Project Strategy

RFx Awarding
Review Approval Planning
WF Step 1
Reject
WF Step 2 Approve
WF Step 3

Workflow Definition
Workflow definitions are used to define a specific approval workflow process (Setup >
System Setup > Workflow > Workflow Definitions)
Each Workflow definition includes a name, a description, and a collection of “process
templates”
The process template must always be an “approval workflow”
Process Owner Role: Collaborator role of background process user executing workflow
Active Approver Role: Collaborator role used for the active approver(s)
Inactive Approver Role: Collaborator role used after a user has completed
approval/rejection (typically “Collaborator” or “Reviewer”)
XPDL Source: .xpdl file
Define a process template

as shown: always define
as “approval workflow”;
select the roles as shown
(choose reviewer for
Inactive Approver Role if
read access is desired)

Configuring Workflow – Object Dependency
Workflow
Definition
XPDL
Prescript
Value List Conf. Phase
Type Definition Postscript
Document
Type Extension
Definition
User
Groups

Exercise 2
Objective
y Familiarize yourself with workflow definitions
Exercise
y Using the attached XPDL, create a new Workflow
Definition
y Update the configurable phase definition created in
exercise 1 so that the “Project Approval” phase uses
the workflow definition
y Create a new Project Type that uses the configurable
phase definition
y Create a new Project from the Project Type and
execute the workflow approvals

Create Workflow Definition with XPDL

Update Project Configurable Phase to use Workflow Definition
Create Project Type using Project Configurable Phase
Create Project from Project Type
Add a collaborator with role Approver
Move through phases to Project Approval
Approve project as user added above

Section 3: Developing Workflows

XML Process Definition Language (XPDL)
An XML schema for defining automatable processes
Open standard supported by the WfMC (http://www.wfmc.org)
XML format can be “extended” to support vendor/application (SAP Sourcing)

specific elements
SAP Sourcing / CLM uses the extensions to support, for example:

y Prescript: Beanshell script code typically executed to identify the approvers
y Postscript: Beanshell script code executed after a process step is complete

Designing a process with the XPDL editor
Together Workflow Editor

Free XPDL editor
7.0 and later supports Together Workflow Editor 2.1.1 and later
Earlier releases only support 2.1.1 (may need to request this version from the trainer)
Always start with a known working XPDL file from (use the empty.xpdl from the earlier
exercise, for example)
Key components of XPDL

Activities (Process Steps)
Transitions
Double click activities

and transitions to get
to the properties

XPDL Components – Process Steps
Each workflow process step typically has a “Prescript” that includes the
Beanshell logic to “add approvers” to the business document
Approvers may be either a specific user account or a group
Workflow process steps also may have a “Postscript” that includes Beanshell
logic performed after an approval or rejection
This is typically used in the final workflow step to manage phase transition

XPDL Components – Transitions
Each transition is of type “conditional” and will indicate

Whether to move to the next process step, or
Whether to proceed to the final step

XPDL Components – Beanshell Scripting
Prescript and Postscript utilize Beanshell scripting to perform required logic
Variables available
doc: The doc variable is available to access the business document on which the
workflow is executing
session: The session variable is available to access the current session

Typical prescript
// Logic here to establish user or group that will

// approve as part of this step
…
…
principal = …;
// If an approver was established based on the logic

// then add them as an approver now
if (hasValue(principal))
{
// Add the user account as the approver
addApprover(principal);
}

addApprover function
Adding a specific user as an approver
addApprover(<user object reference>);
Adding a specific user group as an approver where any user can approve
addApprover(<user group object reference>,

new CollaboratorApprovalRuleType(0));
Adding a specific user group as an approver where all users must approver
addApprover(<user group object reference>,

new CollaboratorApprovalRuleType(1));

Typical postscript
// The final step of the approval process moves the phase of the Project to Approved (if all approvals were made) or back to Draft (if
there was a denial).
// Create a logger for messaging
// If we are not approved, then change the phase backward
if (getApprovalStatus() != APPROVED)
{
home = doc.getIBeanHomeIfc();
home.upgradeToEdit(doc);
try
{
home.changePhase(doc,"Draft");
}
catch(e)
{
logMsg.setLogMessage(e.toString());
logMsg.setException(e);
Logger.error(logMsg);
}
}
// If we are approved, change the phase forward
if (getApprovalStatus() == APPROVED)
{
home = doc.getIBeanHomeIfc();
home.upgradeToEdit(doc);
try
{
home.changePhase(doc,"Approved");
}
catch(e)
{
logMsg.setLogMessage(e.toString());
logMsg.setException(e);
Logger.error(logMsg);
}
}

Step Transitions
Transitioning from Step 1 to Step 2

getApprovalStatus() == APPROVED
Transitioning from Step 1 to End

getApprovalStatus() == DENIED
Transitioning from Last Step to End

getApprovalStatus() != PENDING

Other Extended Attributes
LocalizedDescription: Localized Resource used in approval email
LocalizedInstructions: Localized Resource used in approval email
Duration and DurationUnit not used
ApprovalActivity: Always set to TRUE

Implementation Steps
Defines rules by which approvers will be established

Design extensions that are required to support the rules
Create User Groups (if necessary) that are used for approver logic
Develop XPDL, including pre and post scripts for workflow steps
Update appropriate Value List Type with phases
Create Workflow Definition in Sourcing
Create Configurable Phase Definition in Sourcing and associated Workflow
Definition with appropriate phase
Create Document Type that utilizes Configurable Phase Definition
Test
Approval conditions
Rejection conditions

Implementation Tips
Workflows can be cancelled by an Administrator from a report on the

Workflow Definition - This is also useful if Workflows “lock-up” during
development (e.g., script error)
Phases that include a Workflow should typically be made required phases
Can not add a Workflow to the first phase (it can never be re-submitted
if it is cancelled)
It is always best to represent as much of the logic/rules as data

Approval Workflow Limitations
Parallel threads of approval are not possible. Within a single process step, a
group may be used for parallel approvals, but separate threads of process steps
may not be executed in parallel.
Users may not “forward” their approval responsibility to another user
There is no capability to “delegate” approvals (e.g., while on vacation or out sick)
With the exception of Suppliers, the business document is locked while it is in

Workflow. As a result, no changes to the document are allowed.
There is no view that shows all of the approvers that will be required.
There is no way to combine multiple contract documents into a single approval

workflow

Examples Scenarios (1)
Problem: Approver is based on the Product Category

Solution:
Add an user account (or user group) extension to the Product Category object (“Category
Approver”)
The extension value is read at run time in the workflow script by using the Product
Category object reference on the object being approved and loading the Product
Category object
The value is used in the “addApprover” call
Problem: Approver is document owner’s manager

Solution:
Add an user account extension to the User Account object (“Manager”)
The extension value is read at run time in the workflow script by using the User Account
(Owner) object reference on the object being approved and loading the User Account
object
The value is used in the “addApprover” call

Example Scenarios (2)
Problem: Approver(s) are based on the “Type” of object

Solution:
Add user account (or user group) extensions to the document type related to the object
type being approved
The extension values are read at run time in the workflow script by using the document
type object reference on the object being approved and loading the document type object
The values are used in the “addApprover” call
Problem: Approver is assigned at run time by the user getting the document
approved
Solution:
Add user account (or user group) extensions to the object type being approved
At run time, the user would populate the values of these fields
The values are used in the “addApprover” call

Exercise 3
Objective
Develop a complete workflow scenario
Exercise
Add 3 user account extensions to the project type
object: Level 1 Approver, Level 2 Approver, and Level 3
Approver. Develop a project workflow that involves a
serial approval of the 3 approvers listed on the project
type associated with the specific project.
Duplicate the phase configuration created in exercise 1
and use it as the basis for this exercise
Ensure the workflow moves forward upon all approvals
being received; the workflow should move the phase
backward if a rejection is received.

Exercise 4 (Optional)
Objective
Develop a complex workflow scenario
Exercise
Add an extension collection to the Internal Category object that has 2 fields: an integer and
a user group. This extension collection is used to identify approvers required for projects
based on the category and the value of the project. If the value of the project is greater than
the value specified within a row in the collection, the group specified in that row will be a
required approver (any user from the group can approver). Each row in the table should be
considered a separate step in the workflow (i.e., that is, each row represents 1 step in a
series of serial approvals). For this exercise, the collection should be populated with 4
rows: 50,000, 250,000, 1,000,000, and 5,000,000 such that an approver can be specified
for the 4 possible tiers. However, to ensure the solution is flexible, allow up to 6 tiers.
Implement a workflow on the projects module that uses this collection extension and adds
the appropriate approvers based on the estimated value of the project.
EXTRA CREDIT: Identify and implement the necessary validations on the Internal Category
and Project objects to ensure that the workflow will always work in a valid way.

Exercise 3/4 – Solutions
Workflow Exercise #1
Add 3 user account extensions to the project type object: Level 1 Approver, Level
2 Approver, and Level 3 Approver. Develop a project workflow that involves a
serial approval of the 3 approvers listed on the project type associated with the
specific project. Ensure the project phase consists of 3 phases: Draft, Approval,
Approved, and associate the workflow with the Approval phase. The workflow
should move the phase forward upon all approvals being entered; the workflow
should move the phase backward if a rejection is received.
SOLUTION:
1) Create extensions using Extension Definition
2) Ensure 3 phases are configured in Project Phase Value List
3) Create Workflow Definition that includes a 3-step process. The pre-scripts

for the steps are:
Step 1 pre-script:
import com.frictionless.api.common.exception.*;
import com.frictionless.api.common.log.Logger;
import com.frictionless.api.common.platform.*;
import com.frictionless.api.common.types.*;
import com.frictionless.api.doc.collaboration.*;
import com.frictionless.api.doccommon.masterdata.*;
import com.frictionless.api.ibean.*;
import com.frictionless.api.util.*;
import com.frictionless.api.workflow.*;
import com.frictionless.api.projects.*;
import com.frictionless.api.common.log.*;
import com.frictionless.api.ibean.*;
import com.frictionless.api.usermgmt.masterdata.*;
import com.frictionless.api.doc.collaboration.*;
// Step 1: Add level 1 approver from Project Type
// These hold the name of the extension fields we are concerned

// with.
level1ApproverExtName = "Level1App";
// Create a logger for messaging

// doc is a ProjectIBeanIfc
typeHome = IBeanHomeLocator.lookup(session, doc.getDocTypeReference());
typeBean = typeHome.find(doc.getDocTypeReference());
// Level 1 Approver
principal = typeBean.getExtensionField(level1ApproverExtName).get();
if (hasValue(principal))
{
// Add the user account as the approver
addApprover(principal);
// log details
logMsg.setLogMessage("Added user: " + principal.getDisplayName() + " as
approver");
Logger.info(logMsg);
}
Step 2 pre-script:
import com.frictionless.api.common.exception.*;

Change Management and Object Migration
Aug 2011

Agenda
Change management
Importing Data
Data Migration
Communication with External systems

Change Management
Recommended: 3 Landscapes , Development , QA, Production
Adequate: 2 Landscapes, Staging & Production
All development should be done in a Development or Staging system then

migrated to Production.
Queries / Reports
Scripts
Workflows
Workbench configurations
LR’s, Extensions, Page Customizations
** Challenge in a 2 Landscape scenario - No way to test migration packages

before moving to Production. **

Change Management
Managing changes
A repository for Object Migration Packages and Spreadsheets should be created.
Each change should have a change request or control number assigned to it. All
work for that change should be kept in a directory for that customer and request.
Any import to the target system should reference that change request.
Unlike SAP ERP, E-Sourcing does not have extensive built-in versioning control
and there is no “undo” option.

Importing Data
Data import supports several file formats:

OMA – the output from an export
CSV – Comma separated list
XLS – A excel spreadsheet or specialized version “Workbook”
XML – actually what’s inside an OMA and contained within specific jar files. An optional way
to install language packs.
Determining what is needed to import a specific data object.

Get a copy of the enterprise or company workbook
Use the Reference Guide, select the specific object in question and select CSV view
“Trick” the system into giving you the appropriate template.

Workbooks
Getting a copy of the workbooks… Reference Guide (Index) > Select workbook and
save locally.

Workbooks
Benefits
Has the correct import
order (dependency built in)
Can turn on or off pages
No need to select proper
data type at import time

Using the Resource Guide to get help on a template
Getting a specific template.. Reference Guide > Class Reference > pick the class in
question Then select csv view

You now have the description of this import

Using the system to give you an individual template
Prerequisite: Need a “seed” .csv or .xls

Setup > Import and Export Tools > Import Data > New

After selecting your seed file click next, pick the object you want the template for and
check the “Preview The Import” checkbox.

You will now have the visual layout of the object and a link called template.csv. Click
on this link and save it to your desktop rename the file with the target object name.
After save, click cancel.

The resultant spreadsheet

Caveats when using CSV and XLS files
Beware of embedded “,” in text and numbers.

Beware of special characters and spaces.
Beware of data types
You can reference a non existent LR
You can modify and reimport the same data in most cases with no problem
Do not mix CLASS ID’s with extensions keep all like ID’s together.
Importing LR’s does NOT refresh the cache you will need to do this manually
Case sensitive references!!
Any out of the box template can be extended to include extensions using the “ID”
of the extension as a column name.

Periodic/scheduled imports
Effectively you can implement periodic imports by configuring the source system
to send a correctly configured csv/xls file to a specified location on the
Application server.
Using specific scheduled tasks these processes can be automated.
Review available Scheduled task options

Introduction to Object Migration

There are several ways to Migrate data in the tool:

Import via worksheet / workbook
Via the Export Utility export from 1 system import into another
Manually
Each has “best fit” and limitations.

Export Types (Kind of Export):

Single Object – allows selection of a single object
Object List – Query based group of objects
Dataset – A very broad set of related data useful during rollout but typically not
for continued support

When OMA, When Spreadsheet When Manual?
Spreadsheet
Extensions
Page Customizations
OMA
Entire packages, lists of objects, single objects
Scripts, Templates, LR’s
Manual
Security settings, Mail configurations document security template changes etc.

Export Example

Export continued
Note multiple export packages. What this means is once the package is created
and the contents change you just need to add a new export and save it. The new
OMA file is then generated.
Have to decide on which objects and how to produce the proper list. All is easiest
but not always the best idea….
Is single object available for you target object?
If not, you may need to make a query.
All migration queries end in –OML. Suggest making copies that end in –OML
going forward.

Object Migration
Export Example
Need to migrate a Script called “GJB Project Script”
Step 1: check for single object export

Configuring an Export
Setup > Export Package > New

No Script entry in the Object Type Dropdown… Now what?

No worries…

Backup and start again we will eventually make this a Object List item.
First we need to create a query that will select exactly what we want. By default, the Object
Migration List query would select all Scripts. That might be a bad idea from a development
environment where we may have done some experimenting….

Let’s locate the Script export query… We know all Migration Queries end in –OML.

OK here it is… Using the Document Menu Duplicate this query

In the copied Query, modify the where clause to return only the ”GJB Project
Script” Script.
Usually can use AND UPPER(DISPLAY_NAME) LIKE ‘%some text%’ in the
existing WHERE clause.
Beware of inactive objects… may need to add “AND INACTIVE = 0” to the where
clause to not include inactive objects. Or you may have to make something
“active” to see it and migrate it.
Use Actions->preview to test the results of your new query
By convention you should make the internal name of this query XXX- ***-OML

OK This is what we wanted. This

modified Query just might work…

Now create the export as Object List. And include this query.
Click add OK, then Click add

Now under export click add…
Click Save, Then Click Done

Either close and reopen or use Refresh option to see export result

Now click on the link for the export.oma

Save the file as XXXXXX_export.oma with “all files” as type. If you leave it as a zip
file, import won’t read it. Place this file in your change control document. XXXXXX
should be a meaningful name either utilizing a change control number or other
useful naming convention.

Configuring an Import
Select Import Data from Setup > System Administration > Import and Export Tools
Click New then Select upload to the Server Click Next

Fill in description including a Change Control # or other information convention

Browse to location of the .oma file and select.
Click Next

Select wait for Import to finish and click next.

Import result will display. Click Next. Then Click Finish

Review result. Use trace.txt if there are problems….

Verify Import by testing functionality in new

environment if possible.
Sometimes it is not possible if you have to create
and save a business object in a production DB.
In this case, just make sure the new object is
displayed in the list query.
Caveat: In the case of Localized Resources you
may need to refresh the cache

Using Spreadsheets
Reasons..
Modifications are large but coherent subsets of a much larger set of modifications.
Extensions and Page Customizations are really good examples of this. They will be used
to implement in DEV, QA and ultimately PROD.

Manual Migration
Reasons why..
Modification is a very small targeted change that would be difficult to do any other way.
Single page customizations, security changes are good examples. Minor changes to a
single template may also qualify. This is a judgment call and it is the responsibility of the
developer to choose wisely and document accordingly.
Reasons why not…
It might be easy to do, but not to document. Too many steps may be error prone. OMA is
easy to document. Attach OMA to the Change Control and say load this OMA….

Implementation Tips
Caveats
Object Migration requires that each landscape is running the same version of software,
otherwise it fails.
Object Migration also relies on supporting objects to be present. Therefore there are
dependencies that need to be followed.
I.e. Workflows, Configurable Phases, Types, Templates,
There are rare circular dependencies, in these cases rerunning the import usually does the
trick.
System settings
Make sure System property doc.numbering_table.token.deployment is set uniquely on
each landscape so no object collisions occur. Also make sure if production refreshes occur
this property is reset.

Troubleshooting
Potential problems:
Source and destination systems don’t match
Context cluster and directory id’s need to be the same
Object dependency not considered
Use the log to help debug the problem.

Exercise
Objective
Familiarize yourself with the process of
creating a custom object list export.
Exercise
Export N scripts as assigned by the
instructor. This will require modifying a
query to return the specific result set. Keep
in mind, Dates, Display Names, and or
other status can be used to modify the
result set.
Verify the content of the export.

Toolbar and Themes
Aug 2011

Toolbar Customizations

Toolbar Customization
General
Used to manipulate navigation menus and
document toolbars
Buttons and other actions can qualify as
“toolbars”
Some examples:
navigation
toolbar
button

By Default, The System Administrator

profile does not enable Toolbar
customizations.
Either add this capability or use the
Enterprise User.

Setup > System Setup > User Interface > Toolbar Customization

An example toolbar customization. The overrides are simple. Either Hidden

Yes/No or Display Name with a Localized Resource to override a menu value.
The Target Toolbar ID is where the majority of the work is.

The task at hand..

Our customer never wants their users to be able to Create an Agreement from
a project so this menu item needs to be hidden.

Using The system Toolbars list tool find the Project Document toolbar.

We need to gather all details of the toolbar specification as we navigate to the

actual attribute we want to hide
Each of the “IDs” must be kept. Eventually they will be combined to form the
toolbar Customization
Target Toolbar ID.
Take the external ID

Navigate to the Document Actions area and grab the Action ID

Navigate to the Tool Drop down area and grab the Action ID

Navigate to the Create Agreement area and grab the Action ID

These are all the ID’s saved along the way. They just need to be combined
and separated with “.” to create the complete Toolbar ID


Success !

Branding

New Company Logo Considerations
Company Logo now in the upper left hand corner of the UI
New image size is 200 X 29 pixels
System Properties no longer needed to set, just attach logo file to Company
record

Setting the Company Logo
Assumes .JPG or GIF of proper size and quality
Open the Enterprise Company for edit and attach the logo to the company only
the enterprise company will have the controls to add a logo or a theme override.

Updated logo

Theme Impact (Branding)
In past releases, login screen and other pages would incorporate the customer
logo

Creating a Custom Theme
Step 1: As the Enterprise user, Duplicate the existing default Theme and rename it

Creating a Custom Theme
Step 2: Assigning the new Theme to the enterprise:

Select the Companies link in the Master Data area.
Select the enterprise company and open it for edit.
Using the attachment control on the Theme field, select the new Theme that you wish to
assign to this company.
Step 3: Edit the Theme and add the Text, Logo or pictures you want

Branding Options in the 7.0 Theme
Notice the separation of Buy / Sellside options….

Theme Impact:
Mapping of Theme Attributes to Login Page
Image 1 –.In Theme terms this is the Buyer Login Banner

Image 2 –.In Theme terms this is the Buyer Login Picture
Image 3 – In Theme terms this is the Customer Login Logo

Theme Impact –
About and login progress / Splash Screen
This screen is displayed while logging in. This is a single image in the branding
area
Image 1 – In Theme terms this is called Splash Screen

Modifying the images… Some considerations
Modifying The Buyer Login Picture
Make sure the image is of the proper size…

Buy Side Login Screen – Before and After
BEFORE
AFTER

Login Progress/About Screen – Before and After
BEFORE
AFTER

Troubleshooting
What happened here?

One Possible Solution
Using your image editor of choice scale and or crop the image to fit the expected
image size. Each image has the expected size in pixels default size in pixels
specified.

Enabling and Configuring User Defined Objects
Aug 2011

User Defined Objects - Background
Developed to facilitate the development of custom Business Docs

Allows a clean “palette” to design in rather than reconfiguring existing documents
Document Security Template, Types, Templates, Configurable Phases, Scripting
and Workflow supported.
Basic List Query infrastructure exists out of the box.
Configurable “tabs” 1-5
Built in Dividers to segregate extension fields.
5 UDO’s are available for use.
By default, UDO’s are not enabled.

User Defined Objects - Limitations
There are only 5 UDOs per system. As such they

are not supported in a Multi-tenant environment.
On-demand public edition – Not supported
On-demand Private edition – Supported
Hosted / Licensed – Supported
On-premise – Licensed – Supported

Some Examples
Project Request - A simple form to request some work that may end up as a
project. (Wizard supports “Create From”)
NDAs - We have customers that really want to keep these segregated from their
Master Agreements
Self Service work – Some customers have certain business users do simple
contracts (it is kind of like a project request, but it is configured to provide a
template for the user and have them complete the contract negotiation outside of
Contract Management).
Internal / external surveys

User Defined Objects – Enabling Step 1.
Login as the system user and enable the appropriate properties

Result of enabling UDO 1
As seen by the Enterprise user

User Defined Objects – Enabling Step 2
Login as the Enterprise user and enable access to the UDO by modifying the
appropriate Security

User Defined Objects – Enabling Step 3
Also set Document Type and Configurable Phase definition as required

Results of enabled UDO 1 – Normal user view
Login is normal buyer user

Create a document Security Template for the new Object
Do NOT skip this step. If you do, anything created will not provide the document
creators access by default

Create Configurable Phases (optional)
Step 1: Add VLV values to appropriate type

Create Configurable Phases (optional)
Step 2: Configurable Phase Definition

Create a Document Type
This is your chance to enable / disable all

the basic footprint and functionality of the
UDO
You can also assign Configurable Phase

definitions and numbering tables

Default look of UDO 1

Locate and modify Localized Resources

Create LR import Spreadsheet
# Field Type Required Notes
# BUNDLE String true Name of the localized resource.
# RESOURCE_ID String true An identifier for the localized resource.

UNKNOWN | DISPLAY_TEXT | APP_TEXT | ENUM | ERROR | IMAGE |
# RESOURCE_KIND Enumeration true DISPLAY_IMAGE
# DEFAULT_VALUE String false The localized value.
# CUSTOM_VALUE String FALSE New Value
RESOURCE_
BUNDLE RESOURCE_ID KIND DEFAULT_VALUE CUSTOM_VALUE
userdefined.bizdoc1.e Application Enable Buy-Side User Defined BizDoc 1 Enable Buy-Side Request Form
doc nable.buy Text (TRUE or FALSE) (TRUE or FALSE)
userdefined.bizdoc1.e Application Enable Sell-Side User Defined BizDoc 1 Enable Sell-Side Request Form
doc nable.sell Text (TRUE or FALSE) (TRUE or FALSE)
userdefined.bizdoc1.cl Application
doccommon ass_name Text User Defined BizDoc 1 Request Form
userdefined.query.all_ Application
doccommon bizdoc1.label Text All User Defined BizDoc 1 All Request Forms
userdefined.query.biz Application
doccommon doc1.label Text User Defined BizDoc 1 Request Form

After Modifying Localized Resources

After Modifying Localized Resources

Resultant Request Form

OK so why is the ID Strange?

Create a Numbering Table for your Request Form
Numbering tables are highly configurable in terms of ID format the expected

result of this one is UD_RF followed by 10 digits.
Adjust these as needed beware making the sequence too small will limit the
number of unique keys.
Most Numbering tables use Date tokens as a prefix to change the sequence
annually.

Example of a Numbering Table using Tokens

Now That’s better….

UDO configuration & Setup
Create a Type to establish baseline functionality and footprint.

Create a Numbering Table and assign to your type.
Determine layout and content.
Create and locate extensions as required.
Create Template(s) as needed
Configure a UDO phase VLV list
Create a UDO Configurable Phase Definition

User Management
Aug 2011

User Management
User Management is the process of creating, editing , activating, and

deactivating user accounts both for buy-side and sell-side
This involves…
Internal User accounts
Groups
Security profiles
Collaborator roles
Document Security Templates
Suppliers and Supplier Contacts

User Management – Creating Directory Configuration
SAP Sourcing on Demand/ CLM users

are authenticated against a directory
The Directory object is a logical

directory mapped to a physical
directory, which is typically an LDAP
implementation
SAP NetWeaver UME is also supported
Mapping of attributes from LDAP

directory are synchronized with local
Sourcing on Demand User Object

User Management – Internal User Accounts
Sourcing buy-side user accounts represent

Sourcing users
Information collected includes:

Access information
Personnel information (limited)
Contact information
Application settings
User groups
Security profiles
User accounts can be manually created,

imported through data import (CSV, enterprise
workbook), or activated from pre-existing LDAP
accounts

Account Management tab controls directory information for user

Choice to map to LDAP/UME account or to create LDAP/UME account
Password generation at any time
New Account email notifications sent out if user is manually created or activated

Security profile must be chosen to give user access rights to application resources
Collection of supervised companies and OUs replaces manager mapping in business
unit records
Add collection of user groups

User Management – Security Profiles
A Security Profile is a collection of settings for Access Rights

Assigned to users and groups to determine what kinds of permissions (view,
create, edit) users have to various resources (business documents, master data)
Class level security profiles (Object Level field not selected) control access to
application modules in general
Object level security profiles control access to specific business documents
The Internal Type field determines if this security profile is assigned to only buy-
side users, only sell-side users, only primary contacts, or all users
Sourcing employs a set of default security profiles, but custom ones may be
created

Access rights determine all the

allowed or denied permissions of
resources in various access groups
Class level access rights include the
following access groups:
Business documents
Document management
Master data
Queries and reports
Accounting
Vendor management
Workbench
Analytics
Users and security
System
Contract Generation
Optimization
Access rights and access groups are

all loaded system data and cannot be
customized

Object level access rights do

not use access groups
Object level access rights
use additional permissions
Publish – for specific RFx,
Auctions
Change State – for specific
RFx, Auction
Change Owner – for all
specific business documents

User Management – Groups
Groups are groups of users organized

for a like functional purpose
Different from organizational hierarchy Defined with:
Internal
Inte
Intern
te rnal
rnal & External
Ext
xter
erna
ernall Categories
na Ca
atte
e
ego
gori
Used in setting like security profiles forr a that they manage
set of users (group based security) and d
establishing business document Security Profiles (classs level)
leve
collaborators Hierarchical. Categories and
nd
A User can belong to multiple Groups security rolls up
A User or a Group can be a collaborator or Custom required data
Defined with:
Internal & External Categories that they
manage
Security Profiles (class level)
Hierarchical. Categories and security
rolls up
Custom required data

User Management – Collaborator Roles
Collaborator roles are role based rights assigned to collaborators of business

documents
E.g. document owner, collaborator, approver, sponsor
Used when users are added as collaborators to business documents
Collaborators can be users or groups
Correspond to object level security profiles
Can assign role in a business document to one user or multiple users
Loaded into system by default, but can be custom created too

User Management – Document Security Templates
Document security templates are rules that govern how business documents handle
collaborators in the case of new collaborators and in the case of new business documents
When a new collaborator is added, the default collaborator role determines what role that
collaborator gets. The new collaborator also gets the default department representation
declared in the security template
When a new business document is created, the collaborator role and principal user type
defined in the security template are added to the collaborator list
These are all customizable

User Management – Suppliers
The Supplier object is the

central point of information
management in E-Sourcing
regarding suppliers. This
includes:
Basic Identification
Defaults
Addresses
Contacts
Categories supplier
Relationships
Scorecards
SRM Activities
Attachments

User Management – Supplier Contacts
Contacts are the sell-

side users
One primary contact is
required per Supplier
Only the primary contact
can perform Supplier
self maintenance
activities
Like buy-side user
accounts, these sell-side
user accounts are
mapped to LDAP / UME
accounts for
authentication

User Management – Supplier Self-Maintenance
Supplier Setup appears as a channel on

the supplier desktop
Admin Contact can update Supplier
Information
Typical use is changing address
Non admin contacts can only view the
registered info
Admin Contact can manage users for this
Supplier
This link does not appear for non admin
contacts

Supplier Primary Contact can:

Make change request to existing information
Manage their user accounts
Add new users
Deactivate users
Change primary contact
Generate a new ppassword

Buyer must approve Supplier Contact

changes
UI will show current Supplier object
values and Supplier self-maintained
values
Approved changes are updated to
Supplier object

TSO150 Sourcing CLM Configuration PDF

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SAP Sourcing / Contract Lifecycle Mgmt

SAP Class Week of March 19, 2012

© 2011 SAP AG. All rights reserved. 2

SAP Class Week of March 19, 2012

Poor strategic sourcing process results in long cycle times, lost

Ineffective Sourcing Event

Slow Time to Value

SAP Class Week of March 19, 2012

Effective strategic sourcing process reduced cycle times, increased

Manage Sourcing Events

Rapid Time to Value

© 2011 SAP AG. All rights reserved. 4

SAP Class Week of March 19, 2012

Effectively Managing Today’s Important Procurement

© 2011 SAP AG. All rights reserved. 5

SAP Class Week of March 19, 2012

Disconnected Negotiation Processes

Poor Contract Visibility Slow Time to Value

© 2011 SAP AG. All rights reserved. 6

SAP Class Week of March 19, 2012

Full Contract Visibility Rapid Time to Value

SAP Class Week of March 19, 2012

 Automates the contract creation

© 2011 SAP AG. All rights reserved. 8

SAP Class Week of March 19, 2012

 Standardize sourcing  Supplier self-registration  Simple to complex RFx  Centralize contracts

© 2011 SAP AG. All rights reserved. 9

SAP Class Week of March 19, 2012

© 2011 SAP AG. All rights reserved. 10

SAP Class Week of March 19, 2012

Strategic Common practice is

Economics of Buy CAPEX OPEX

Security concerns Critical Not critical

© 2011 SAP AG. All rights reserved. 11

SAP Class Week of March 19, 2012

Qualify Strategic Procurement

Enables the complete source

Strategize SPM & purchasing activities

SAP Class Week of March 19, 2012

SAP Sourcing Business Suite 7

Strategic Contract Contracts

© 2011 SAP AG. All rights reserved. 13

SAP Class Week of March 19, 2012

© 2011 SAP AG. All rights reserved. 14

SAP Class Week of March 19, 2012

SAP Class Week of March 19, 2012

 “Setup” is the area of the application where most application

© 2011 SAP AG. All rights reserved. 18

SAP Class Week of March 19, 2012

System Setup Master Data Document System

SAP Class Week of March 19, 2012

 Demo Setup page

 Highlight extension definition and localized resources

 Highlight organizational setup data on Master Data tab

 Highlight Projects area on Document Setup tab

 Highlight Internal User Accounts and Security Profiles

© 2011 SAP AG. All rights reserved. 20

SAP Class Week of March 19, 2012

SAP Class Week of March 19, 2012

© 2011 SAP AG. All rights reserved. 24

SAP Class Week of March 19, 2012

 Used throughout the user interface to support multiple

© 2011 SAP AG. All rights reserved. 25

Automates the contract creation

Standardize sourcing Supplier self-registration Simple to complex RFx Centralize contracts

“Setup” is the area of the application where most application

Demo Setup page

Highlight extension definition and localized resources

Highlight organizational setup data on Master Data tab

Highlight Projects area on Document Setup tab

Highlight Internal User Accounts and Security Profiles

Used throughout the user interface to support multiple

User interface labels

Error message text

Value List Values

Names of certain objects e.g.

Extension attribute names

Extensions are custom fields / collections

This is accomplished by creating an

The fields / collections are stored in

In Setup Æ System Setup Æ

Using the Extended Class

Internal Name – Database Column

String: Character string up to 256 characters can be

The attribute display name will be the field text in the UI

Collections are tables of rows and columns

The extension includes the definition of the columns of the table

The user adds rows to the table (collection)

The results of the field and collection created

11-13 The object ref to user attribute

22 The string attribute (defaulted)

Don’t rely on the display after to position