IDoc Basics For Functional Consultants

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ABSTRACT
Today IDocs are used in most SAP applications for transfer of message(information) from
SAP system to other systems and vice versa. Though lot of documentation is available on
IDocs it is difficult for a functional consultant to understand such documents due to their
technical nature. While a functional consultant is not expected to know the IDoc
concepts in its entirety, an effort has been made to capture the minimum necessary
information that one needs to be aware of in order to handle project/support issues on
IDocs.

OVERVIEW
IDoc is an SAP object that carries data of a business transaction from one system to
another in the form of electronic message. IDoc is an acronym for Intermediate
Document. The purpose of an IDoc is to transfer data or information from SAP to other
systems and vice versa. The transfer from SAP to non-SAP system is done via EDI
(Electronic Data Interchange) subsystems whereas for transfer between two SAP
systems, ALE is used.

IDoc can be triggered in SAP system or in EDI subsystem. This depends on the direction
in which IDoc is sent and is called as Inbound IDoc and Outbound IDoc accordingly. In
case of outbound flow, IDoc is triggered in SAP through document message control which
is then sent to EDI subsystem. EDI converts the data from IDoc into XML or equivalent
format and then sends the data to partner system through Internet.

For inbound flow, EDI converts partner data and IDoc is created in SAP. After successful
processing of this IDoc, Application Document is posted in SAP.

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EDI STANDARDS AND IDOC
“EDI is electronic exchange of business document between the computer systems of
business partners, using a standard format over a communication network”. EDI stands
for Electronic Data Interchange.

For transmission of information electronically, two widely used standards are ANSI ASC
X12 and EDIFACT. ANSI ASC X12 is a committee formed by representatives of major
organizations, government bodies and EDI software companies which defines standards
and guidelines for information interchange over EDI. UN/EDIFACT stands for United
Nations EDI for Administration, commerce and Transport and was formed in 1985 using
ANSI X12 and UNTDI (United Nations Trade Data interchange) as base standards. ANSI
X12 describes business document as transactions and each transaction is represented
by three digit number e.g. 850 – Purchase Order, 855 - Purchase Order
Acknowledgement. EDIFACT describes business document as messages, represented
by standard names e.g. ORDERS for purchase order.

IDOC TERMINOLOGIES
IDOC (BASIC) TYPE

IDoc Types are based on the EDI standards and mostly on EDIFACT standards.

Basic Types (or IDoc Type) defines the structure of an IDoc. Each basic type describes
standard IDoc segments, format of data fields and their size. Basic Type also defines
number of segments and fields in an IDoc. All the fields that are necessary for
transmission of message for a particular business transaction are mapped in different
segments. It also defines the structure and relationship of IDoc segments along with
mandatory and optional segments.

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IDOC EXTENSION

Basic type contains all the standard fields that are necessary for carrying out a business
transaction. However, if any additional values are to be sent to the partner then we can
make use of the IDoc Extension feature. IDoc extension is extension of basic type and
contains additional custom IDoc segments and fields that are not available in standard
basic type.

IDOC SEGMENTS

IDoc segments contain the actual data that is sent to or received from a partner. These
segments contain the actual values that are sent as part of IDoc transmission.

PARENT AND CHILD SEGMENTS

IDoc segment is termed as Parent segment if it contains its own segments. The
dependent segments are called as child segments.

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INBOUND/OUTBOUND IDOCS

IDocs sent outside the system are termed as Outbound IDocs and the ones that are
received into the system, are called as Inbound IDocs.

IDOC DIRECTION

This signifies the direction is which information is sent and is similar to terminology used
in mails. If information is sent outside the system then the direction is outbox when it is
received into the system then direction is inbox. In SAP Outbox direction is represent by
“1” i.e. outbox and Inbox direction is represented by “2”.

PARTNER

Partner is the Business Partner with which the exchange of information is to take place
using IDoc. It can be a vendor or customer or any other system. Depending on the
direction of information in which the information is sent it plays a role of either a “sending
partner” or a “receiving partner”.

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PARTNER TYPE

Partner type/role is used to identify partners within the sap systems. Partner type is KU
for customer, LI for vendor and LS for Logical System.

MESSAGE TYPE

IDoc processing involves transmission or receipt of document in the form of a message,

each of which represents a document in SAP. These documents can be Order, Shipment
Confirmation, Advance Shipping Notification, Goods Receipt, or Invoice. Message type is
associated with Basic IDoc Type (Basic Type) and defines the kind of data or document
that is exchanged with the partner.

PROCESS CODE

The process code contains the details of the Function Module that are used for IDoc
processing. Message Type can be linked to the Process code.

PORT

IDoc Port contains the information about the way data is sent between the source or
target system. The type of port defines the information contained within the port. For port
type “Internet” Port will contain IP address of the target system. For port type “file”,
directory or file name information is maintained. “tRFC” port contains information about
the RFC destination of the target system. For IDoc transmission using ALE “tRFC” ports
are used.

PARTNER PROFILE MAINTENANCE

PARTNER PROFILE (WE20)

Partner profile must be maintained for all the business partners to whom we want to send
or receive the IDocs. The TCODE for maintaining the partner profile is WE20.

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Double clicking on the Partner will show the following screen:

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Partner profile contains parameters for Inbound and Outbound processing of IDocs. For
each message type we can maintain, inbound/outbound options, message control, post
processing options and contact information within Inbound and outbound parameters.

OUTBOUND OPTIONS (OUTBOUND PARAMETERS)

This involves sender/receiver port, Output mode and relation to IDoc type i.e. Basic Type
and extension.

MESSAGE CONTROL (OUTBOUND PARAMETERS)

This contains application for which IDoc will be created e.g. EF for Purchase order, the
message type of the application that will trigger the IDoc and Process Code that will
convert SAP document to an IDoc. For example, if PO is to be sent to the Vendor
AXXXXZ, then in the outbound option of the partner AXXXXZ we need to maintain the
message type ZXX1 and link it to the Process Code ME10. So when message type ZXX1
is triggered in the PO then an IDoc will be created for the partner vendor AXXXXZ.

Process Code is linked to the Function Module in SAP that converts application data into
an IDoc. Standard function modules are provided by SAP for this conversion however
these can also be customized as per business needs.

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Change Message Indicator indicates whether the IDoc is sentas a notification of
change. For example, Purchase Order change messages are sent to vendor using EDI
standard message type 860.

Separate message type should be triggered in the purchase order for PO change.
Additional line with change message type must be added in the Message control tab with
change message indicator on.

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INBOUND OPTIONS (INBOUND PARAMETERS)

For inbound options process code is maintained in the Inbound screen only. IDoc
processing can be triggered by background program and triggered immediately.

POST PROCESSING (INBOUND/OUTBOUND PARAMETERS)

In the post processing option we can maintain the workflow details of the users or
positions to which an error notification will be sent if an IDoc processing fails.

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TELEPHONY (INBOUND/OUTBOUND PARAMETERS)

We can also maintain the contact details in the telephony option.

EDI STANDARD (OUTBOUND PARAMETERS)

EDI standard screen contains the details of the Standard EDI terminology used for the
IDoc transmission.

For example, Message Type 850 is an EDI standard for Purchase Order IDoc and is
linked to IDoc Message Type Orders.

IDOC STRUCTURE AND RECORDS

STRUCTURE

IDoc structure is divided into Control Record, Data Records and Status records.

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These records are stored in the transparent tables in SAP. These are EDIDC, EDID4 and
EDIDS.

CONTROL RECORD (EDIDC)

It contains information such as IDoc number, direction, IDoc Status, Basic Type, Message
Type, Partner (Sender/Receiver), date and time of creation/update, Interchange File or
ISA number,etc.

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DATA RECORD (EDID4)

It contains the details of the IDoc segments.

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IDoc segment has fields that contain the data necessary for posting the documents.

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STATUS RECORDS (EDIDS)

IDoc Status defines the processing status of the IDoc. IDoc statuses are used to track the
IDoc and its various processing states. Status Numbers represents IDoc status. Current
status of the IDoc is present in Control record.

Initial Status numbers are 64 for inbound and 03 for outbound. Successful status is 53 for
inbound and 16 for outbound IDocs.

SENDING AND RECEIVING IDOCS

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TRIGGERING AN OUTBOUND IDOC

Outbound IDocs can be triggered from the output message types of Purchase Orders,
deliveries, Material Documents, invoices, etc. The following figure shows that once the
output ZXX1 of PO XXXXXXX1 is processed an IDoc “000000XXXXXXXXX1” is
added/created.

The relationship between the IDoc and the application document can be found in two
ways:

1. Relationship tab of IDoc

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2. Relationship tab of Application Document, e.g. PO, SO, Material Document, etc.

The initial status of this IDoc will be 30, which after successful processing will convert into
status 16.

A successful outbound IDoc will pass through all the above statuses in reverse order (01-
03-18-06-12-16). Each status represents an IDoc validation step. If an IDoc passes all the
validations it would reach status 16. These different validation steps for outbound IDocs
are explained below:

01: IDoc generation successful

30: IDoc is ready to be processed by IDoc Processing job

03: IDoc data is passed to the Port

18: IDoc successfully triggered EDI subsystem

06: IDoc data translated to EDI format

12: IDoc is dispatched successfully to the partner

16: Partner has received the IDoc successfully

IDoc can possibly fail at any of the above steps during validation.

RECEIVING AN INBOUND IDOC

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The initial status of an inbound IDoc is 64 and successful status is 53.

Different validation steps for inbound IDocs are explained below:

50: IDoc received successfully in the system

64: IDoc is ready to be processed by IDoc processing job

53: Application document created and saved successfully. The document number can be
found by expanding the status node 53

An inbound IDoc goes through all the above statuses in reverse order (50-64-53).

IDOC PROCESSING
AUTOMATIC/IMMEDIATE PROCESSING

In this case, IDoc are processed immediately as they generated or added in the system.
The check “Transfer IDoc immediately” is selected in Outbound Options and “Trigger
Immediately” is selected in Inbound Option. These checks are generally used when the
real time information exchange is necessary between two systems.

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MANUAL PROCESSING

IDocs can also be manually processed using the TCODE BD87 in SAP.

PROCESSING VIA BACKGROUND JOB

IDoc processing by background is the most preferred way of processing the IDocs.
Following Programs are used from processing the IDocs using background job:

RBDAPP01 - Inbound IDocs

RSEOUT00 - Outbound IDocs

REPROCESSING IDOCS

On the basis of IDoc statuses different programs can be used for reprocessing of failed
IDocs. These are given below:

TESTING AND EDITING IDOCS

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If an IDoc contains error in the data then such IDocs can be edited using TCode WE02 or
WE05. When an IDoc is edited the original IDoc information(backup) is saved in a New
IDoc under status 70 (for inbound) / 33 (for outbound). These IDoc stays in the system for
reference only and cannot be processed. The status of the edited IDoc becomes 69
(inbound) and 32 (outbound). These IDocs can then be processed using BD87
transaction or batch jobs.

Debugging of IDocs can be done using by copying the IDocs using TCode WE19. WE19
is a test tool for Idocs processing. WE19 copies the existing idoc and creates a new IDoc
which can then be modified as per testing needs. The newly generated IDoc can also be
processed using BD87.

CONVERTING IDOC STATUS

Report RC1_IDOC_SET_STATUS can be used to change the status of IDoc. Status
changes are generally needed to move an IDoc to status 68 – no further processing

SEARCHING IDOCS IN SAP

TCODE WE02/WE05: GENERAL SEARCH

IDocs can be displayed in system via TCODE WE02 and WE05. If IDoc number is not
known then search can be made on the basis of IDoc Date, Direction, BASIC TYPE,
MESSAGE TYPE, and PARTNER NUMBER. Partner number can be found in the Output
Messages of the documents.

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IDoc search can also be made on the basis of ISA or Transfer file Reference.

TCODE WE09: SEARCHING DATA IN IDOC SEGMENTS

If we are looking for specific information within the IDocs Segments then this can be
found using TCODE WE09. This is useful if you are searching for a particular information
in similar kind of IDoc within IDoc segments. For example, if you want to search a

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particular Purchase Order number e.g. 100000001 in multiple IDocs which lies in
Segment E1EDK01 of an IDoc under field BELNR. Then the search can be executed in
the following manner.

IDOC VALIDATIONS, COMMON IDOC ERRORS AND SOLUTION

Though, the IDoc failure may not be related to any of the above mentioned reasons, the
best way to find the IDoc error is to compare the existing IDoc with the good example.
Good example IDoc can be easily searched with any of the IDoc search methods as
described above.

DOCUMENTATION FOR IDOC TYPES

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IDoc documentation can be found using TCODE WE60 and can be helpful to obtain
information of the IDoc Type or its particular segment. It also provides information such
as mandatory and optional segments, minimum and maximum number of segments, etc.

GENERAL INFORMATION FOR COMMON IDOC MESSAGE TYPES

The following list gives the Basic Type and Message Type combination for common idocs

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ARCHIVING/DELETION OF IDOCS FROM DATABASE
As IDocs grow older they are archived and deleted from the database. Archived IDocs
can be viewed using TCODE SARI in Achieve Explorer using archiving object as IDoc.
Following are the few programs that are used for archiving and deletion of IDocs from
database.

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