SAP Library

Universal Transfer Document Exchange for Russia

Working with Incoming UTDs

CUSTOMER
Document Version: 1.0 – April 2017

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Contents
Customizing for Incoming UTDs ............................................................................................ 5
Activities ............................................................................................................................ 5
Business Functions ........................................................................................................ 5
Authorizations ................................................................................................................ 5
Electronic ID Settings ..................................................................................................... 5
Other Settings ................................................................................................................ 5
Editing Restrictions ......................................................................................................... 6
Working with Incoming Invoice UTDs..................................................................................... 7
Prerequisites...................................................................................................................... 7
Procedure .......................................................................................................................... 7
Automatic Linking of System Documents to UTDs ............................................................... 11
Prerequisites.................................................................................................................... 11
Customizing Settings .................................................................................................... 11
Document Requirements .............................................................................................. 11
Process ........................................................................................................................ 12
Overview Table ............................................................................................................ 12
Linking of Revisions ..................................................................................................... 12
Manual Linking of System Documents to Incoming UTDs .................................................... 13
Prerequisites.................................................................................................................... 13
Activities .......................................................................................................................... 13
Output .......................................................................................................................... 13
Saving Changes ........................................................................................................... 14

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Customizing for Incoming UTDs

To be able to use the Electronic Document Journal solution to process incoming Unified Transfer
Documents, make the Customizing settings as described below.

Activities
Business Functions
Check that business function FIN_LOC_CI_41 is active.

Authorizations
You can use authorization object J_3RF_REGU to restrict access to various functions in the Electronic
Document Journal. These are the available activities:

• Create or generate
The user with this activity can generate XML files for the journal entries.
• Maintain
The user with this activity can edit journal entries (Display activity is a prerequisite).
• Display
The user with this activity can display journal entries.
• Send.
The user with this activity can send XML files.

Electronic ID Settings
Each participant of the electronic document exchange has an electronic ID that is included in the XML
files. To properly process the incoming XML files, you need to map the master data in your system to
these electronic IDs.

1. First, assign company codes to IDs used in the electronic invoicing workflow. You can do this in
transaction J3RFCCOP.

2. Then, set up IDs for operators by creating a supplier for your operator and then assigning its
master data to an electronic ID in transaction J3RFOCCODE.

3. After this, set up IDs for suppliers in transaction J3RFPVEND.

Other Settings
1. Maintain number ranges 01 and 02 for object J_3RINV in transaction J_3RINV.

2. Specify deadlines for electronic invoice status changes. You can do this in view
J_3RFDI_DEADJRNV.

3. Be default, these folders are used in the electronic document exchange:

 C:\temp\incoming

 C:\temp\incoming\processed

 C:\temp\incoming\failed

 C:\temp\outgoing

Make sure that these local folders are available on your PC and SAP GUI has read and write access to
these folders. If necessary, you can create your own implementation of BAdI
J_3RF_DIGITAL_INVOICE_BADI instead of the default.

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Editing Restrictions
You can prevent all or some journal entries from editing or deletion. To do this, maintain the editing and
deletion rules in view V_J_3RFREGCUSEDI.

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Working with Incoming Invoice UTDs

You can use the Universal Transfer Document solution to work with incoming universal transfer
documents (UTDs).

Prerequisites
You have made the Customizing settings as described in Customizing for Incoming UTDs

Procedure
Create a Purchase Order
The supplier must use the number of your purchase order when they prepare the UTD. If they do, your
system will insert document references into the incoming journal entries properly. Therefore, create a
purchase order using transaction ME21N and send its number to the supplier.

Upload the incoming XML file into your system

To do so, run transaction J3RFDIPROCIN. We recommend you to schedule this program to run at
regular time intervals.

The incoming UTD is now registered in your system.

Run the Electronic Document Journal and search for your UTD
To do so, run transaction J3RFUTDIN.

For more information on the following topics, click on the arrows left of the subtitles.

Document References
After you have uploaded the XML file, post the system documents for them manually using the standard
procedures. The system will insert references to these documents in the journal entries.

Note

Please note that the system inserts references only if the documents meet automatic linking
requirements. For more information about these requirements, see Automatic Linking of
System Documents to UTDs.

If the system does not create links automatically, you can make them manually. For more information,
see Manual Linking of System Documents to UTDs.

Creating Documents from UTDs

You can create the following system documents from the journal entries:

 Inbound delivery

Create the delivery automatically using the purchase order data by clicking
the Inb.Deliv.Auto pushbutton, or create it manually by clicking
the Inb.Deliv.Man pushbutton. The Delivery field under the Document Chain group box in
your journal entry is updated with the number of the delivery.

 Goods receipt

Create the receipt by clicking the Goods Receipt pushbutton. The Goods Receipt field
under the Document Chain group box in your journal entry is updated with the number of
the material document.

 Parked material invoice

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Create the invoice by clicking the Invoice pushbutton. The Invoice field under the Document
Chain group box in your journal entry is updated with the number of the invoice.

Please note that the system will use incoming UTD data when creating documents from UTDs only if the
journal entry contains purchase order number, item number and dates If it does not, then you will need
to enter the data manually. The format is as follows:

<ТаблСчФакт>

<СведТов СтТовБезНДС="700.0" ЦенаТов="100.0" КолТов="7.0" ОКЕИ_Тов="кг"

НалСт="18%" СтТовУчНал="826.0" НаимТов="Пример Материала" НомСтр="000001">

<Акциз><БезАкциз>без акциза</БезАкциз></Акциз>

<СумНал><СумНал>126.00</СумНал></СумНал>

<ИнфПолФХЖ2 Идентиф="BUYER_DATA"
Значен="EXT_EBELN=NNNNNNNNNN##EXT_EBELP=PPPPPP##EXT_B
EDAT=YYYYMMDD"/>

</СведТов>

Where NNNNNNNNNN is the purchase order number, PPPPPP is the number of the purchase order
position and YYYYMMDD is the date of the purchase order.

Other Output Screen Options

On the journal output screen, you can also do the following:

 Display the XML file for the UTD

To do so, click the Display XML pushbutton or choose Edit -> Display XML.

 Display the XML file in PDF format

To do so, click the Display XML as PDF pushbutton or choose Edit -> Display XML as PDF.

 Drill down into journal entry details

To do so, click the Display Entry Details pushbutton or choose Edit -> Display Entry Details.

 Edit the journal entry fields

To do so, click the Edit Entry pushbutton or choose Edit -> Edit Entry.

 Display and process attachments

To do so, click the Display Attachments pushbutton or choose Edit -> Display Attachments.

 Delete entry

To do so, click the Delete Entry pushbutton or choose Edit -> Delete Entry.

 Set entry status to Response Handled

To do so, choose Edit -> Set Status Response Handled. You do this if you rejected the UTD
and the supplier responded to your rejection. For more information, see below.

 Display history of status changes

To do so, click the History pushbutton or choose Edit -> History.

 Display program log

To do so, click the Log pushbutton or choose Edit -> Log.

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You now have several options of how to process the UTD

If the UTD is of type Delivery or Invoice with Delivery, you can accept the UTD or reject it.

Accepting the Incoming UTD

To accept the received document, follow the procedure:

1. To accept the document as is, click the Accept pushbutton or choose Edit -> Process -> Create
Acceptance.

2. To accept and notify the supplier that there is something you want to change, choose Edit ->
Process -> Accept with Claim and enter a text in the pop-up Acceptance Document text box.

The text you enter in this box will accompany the Acceptance Document when it will be sent to
the supplier. The system creates the XML- and PDF-based files for the Acceptance Document
in the output folder and status of the journal entry is then changed to Acceptance Document
Created.

3. Click the Send XML pushbutton.

Rejecting the Incoming UTD

If necessary, you can reject the received UTD. To do this, follow the procedure:

1. Click the Reject pushbutton or choose Edit -> Process -> Create Rejection in the context menu.

2. Enter a text in the pop-up Request for Clarification text box. The text you enter in this box will
accompany the rejection document that will be sent to the supplier.

At this point the status of the journal entry is changed to Rejection Document Created.

After you have created a rejection, you can display it by clicking the Display Response
pushbutton or choosing Edit -> Process -> Display Response. If you have implemented the
electronic document Business Add-In, you can electronically sign it by clicking the Sign
Response pushbutton or choosing Edit -> Process -> Sign Response.

3. To send the clarification request to the supplier, click the Send Response pushbutton or
choose Edit -> Process -> Send Response.

At this point you can contact the supplier to try to resolve the issue. If you receive a corrected
or revised UTD from the supplier, document status automatically changes to Request Handled.
If necessary, you can choose Edit -> Set Status Response Handled to change the status
manually.

Annulment
At any point of the process, you can annul your document. To do so, follow the procedure:

2. Select one or more journal entries to annul and click the Create Annulment pushbutton or
choose Edit -> Process -> Create Annulment. You will see a pop-up that asks you to confirm
the creation of the annulment.

3. If you have implemented the electronic document Business Add-In, you can electronically sign
it by clicking the Sign Response pushbutton or choosing Edit -> Process -> Sign Response
(status changes to Annulment Signed).

4. Send the request by clicking the Send Response pushbutton or choosing Edit -> Process -
> Send Annulment (status changes to Annulment Sent). If you skip the signing step and send it
right away it will be signed automatically.

If you receive an annulment from the supplier, you need to confirm it or reject it.

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 To confirm the annulment, click the Annulment Confirmation pushbutton or choose Edit -
> Process -> Confirm Annulment. If you do this, the electronic document is annulled.

 To reject the annulment, click the Annulment Rejection pushbutton or choose Edit -> Process -
> Reject Annulment. If you do this, the normal document exchange will continue.

Attachments
You can also create UTD attachments and send them to the supplier at any point of the process. There
are two types of attachments:

 Non-Formalized

Any attachment file type other than TORG-2.

 TORG-2

This is the form that you create if the amount of received materials differs from the one stated
in the Delivery UTD. When working with TORG-2, you change status of the TORG-2 document
manually.

To work with attachments, choose a journal entry and click the View Attachment List pushbutton. From
the pop-up Attachments window, you can choose to:

 Display attachments

 Add and delete attachments

 Display and edit attachment cards

Attachment cards are XML-based files containing information about the attachments: status
of the journal entry they are created for, direction of the journal entry (in our case,
incoming), attachment type, file name and description.

 Export attachment files to a hard drive or server

 Send the attachment to the supplier

You can do this at any point of the overall process.

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Automatic Linking of System Documents to

UTDs
The system can automatically insert references to FI and MM system documents into Electronic
Document Journal entries. To enable this, you need to make document linking settings and make sure
that the system documents meet certain requirements for linking. See below for more information.

Prerequisites
Customizing Settings
Make the following Customizing settings.

For FI documents:

1. Make sure that the supplier has an electronic ID assigned to them in J3RFPVEND.

2. Maintain incoming invoice linking rules in view V_J_3RFREGCUSMAT.

3. Select the Match Incoming Invoices option for the appropriate document types in view
V_J_3RFREGCUSIN.

4. Choose which types of documents will trigger linking when an accounting document is posted
in view V_J3RFMATCHBLART.

5. Choose time periods when the documents can be linked in view V_J3RFMATCHINDAY.

6. Choose which documents will be linked to the journal entries in view V_J_3RF_MATCH_IN.

7. If necessary, make the settings to delete or mark as deleted a reversed UTD during posting of
reversal accounting document from FI, MM and SD in view V_J_3RFREGCUSREV.

For MM documents:

1. Make sure that the supplier has an electronic ID assigned to them in J3RFPVEND.

2. Choose time periods when the documents can be linked in view V_J3RFMATCHINDAY.

3. Choose which documents will be linked to the journal entries in view V_J_3RF_MATCH_IN.

Document Requirements
Make sure that the system documents meet the following requirements:

 For inbound deliveries:

o The External Number field contains the external number of the UTD document

o The Document Date is the same as the external date of the incoming UTD

Or, if you created customizing settings for matching time periods, then the document
date of the inbound delivery and the external date of the incoming UTD should not be
further away than the allowed time period.

 For goods receipts, the Delivery Note field contains the external number of the UTD document.
This number is copied from the inbound delivery automatically.

 For linking of MM and FI invoices to Delivery UTDs and Invoice with Delivery UTDs:

o The Text (BSEG-SGTXT) field of the Supplier position contains the external number
of the UTD with prefix TRG^, like this:

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TRG^NNNNNNNNNN

Where NNNNNNNNNN is the external number of the UTD.

o The Invoice Date is the same as the external date of the incoming UTD

Or, if you created customizing settings for matching time periods, then the invoice
date of the and the external date of the incoming UTD should not be further away than
the allowed time period.

 For linking of MM and FI invoices to Invoice UTDs and Invoice with Delivery UTDs, the
Reference (XBLNR) field must contain the external number of the UTD and the MM invoice
date must contain the external date of the UTD.

If the UTD number does not fit the Reference (XBLNR) field, then you need to open the FI
document created for the MM invoice and enter the UTD external number in the text field that
you defined in Customizing.

Process
1. When an inbound delivery is posted through transaction VL01N, the journal entry is updated
with the delivery number.
2. When a goods receipt is posted through transaction MIGO, the journal entry is updated with the
material document number.
3. When an MM invoice is posted through transaction MIRO, the journal entry is updated with the
MM invoice number.
4. When an FI invoice is posted through transaction F.61, the journal entry is updated with the FI
invoice number.

Overview Table
These are the references the different kinds of UTDs can have:

UTD Type Inbound Goods receipt MM Invoice FI Invoice

Delivery

Invoice UTD - - MM Invoice 1 FI Invoice 1

Delivery UTD Delivery 1 Receipt 1 MM Invoice 1 -

Invoice with Delivery 2 Receipt 2 MM Invoice 2 FI Invoice 2

Delivery UTD

Linking of Revisions
If you receive a revision UTD, and you haven't yet posted documents in the system for the original UTD,
then the system will insert references in the revision.

If you already posted the documents, you might need to insert the references manually.

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Manual Linking of System Documents to

Incoming UTDs
You can have incoming UTDs that were not properly linked to documents in the system so you have to
create the references manually. Follow the procedure below to do so.

Prerequisites
Make the settings as described in Customizing for Incoming UTDs.

Activities
Run transaction J3RFINVOFFLINK.

Output
The program displays a list of Electronic Document Journal entries that don't have references to
documents in the system and tries to find the documents for them in the system. The system searches
for documents using the following parameters:

1. Total and tax amount and currency

2. Supplier

3. Company Code

4. External number

The system documents are displayed with statuses represented by colored indicators:

 Green: a single document with a matching external number was found for this UTD

 Yellow: several documents were found for this UTD with some criteria matching, but no external
numbers match

 Red: no matching document was found for this UTD

 No color: this UTD a revision; there is a document linked to the original but no document found
for the revision itself

If a single matching document is found, the program performs the linking without additional input. If
several or no documents are found, you can access the appropriate document entry and either choose
one document from a list, or manually select a matching document. A document ready for linking will
have its status changed to green. After that, you have the option to link or unlink documents.

Note
If you link a document to a UTD that has already been linked to another UTD, then the other UTD will
become unlinked.

If the status indicator does not have a color, then this UTD is a revision that is not linked to an FI
document, while the original UTD is linked to a document.

To link such entries, open the journal item by and click the Revision button to create a link to a revision
document. If you don't need to link any documents, select the document item in the output table and
click the Skip Revision Document pushbutton.

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Saving Changes
After you have performed any necessary linking operations, click Save to save the entries that have
green status in the system. Entries with other statuses will not be saved.

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