Understanding IDOCs
First things first—what exactly is an IDOC?An IDOC (Intermediate Document) is SAP’s standard data structure used for electronic data interchange (EDI) between SAP systems or between SAP and external systems. Think of it as a data container that flows from one system to another, ensuring structured communication.
Why use IDOCs over manual processes? Because automation = efficiency. IDOCs let you automatically trigger actions (like creating a PO) without manual clicks.
Prerequisites for PO Creation with IDOCs
Before we start configuring, make sure you’ve got:- Authorization for WE20, SPRO, SE38, and ME21N/ME22N transactions
- Basic understanding of output types and message control in SAP
- Partner/vendor set up in your SAP system
- Proper RFC destinations if communicating externally
Setting Up Partner Profiles (Transaction: WE20)
The partner profile is where all the magic begins.For a vendor (partner type LI), you need to define the outbound parameters as follows:
- Message Type: PORDCR1
- Process Code: BAPI
Alternatively, if you’re working with the ORDERS05 IDOC type:
- Message Type: ORDERS
- Process Code: ME10
Message Determination Process
Here’s the thing: you don’t want to manually create IDOCs every time you make a PO. That’s where message determination (aka output control) comes in.SAP can automatically send an IDOC when you create or change a purchase order. This requires proper setup in the message control framework.
Configuration Path in SPRO
You’ll need to head into customizing via SPRO to define how messages get triggered.Path:
Materials Management > Purchasing > Messages > Output
Control
Here you define your applications, output types, and assign condition records.
Defining Application EF
In SAP speak, Application EF relates to purchase orders. It's the key area where output messages (like EDI notifications) are handled for POs.When setting this up:
- Output Type: NEU (standard SAP for PO)
- Medium: 6 for EDI or A for ALE
- Transmission Timing: Choose “Send immediately” or “Send via job,” based on your process
Defining Output Types
Within Application EF, the NEU output type is the classic setup for triggering IDOCs.There are two operations you’ll want to focus on:
1. PO Creation (Operation 1): Sends IDOC when PO
is initially saved
2. PO Change (Operation 2): Sends IDOC when PO
is modified
You can use the same NEU output type for both but ensure you flag the change message for the modification scenario.
Assigning Message Schemas
Now, schemas are the bridge between your documents and output messages.You’ll need to:
- Define your message schema (like MRM0001 for invoices, or a custom one for POs)
- Assign it to your document types (standard is NB for POs)
- Link it with condition types and partner functions
Configuring Message Control in WE20
Back to WE20—this time, make sure the message control is set up correctly.- Application: EF
- Output Type: NEU
- Message Type: ORDERS (or PORDCR1 if you're going XML route)
- Process Code: ME10 for creation
Mark the “Change Message” flag if you want to differentiate change scenarios.
Verifying Output Configuration in the PO
After you’ve created your PO (via ME21N) or edited it (via ME22N), check the message control:1. Go to Header > Messages tab
2. Click “New Entries” if needed
3. Set Output Type = NEU
4. Medium = 6 (EDI) or A (ALE)
5. Message Status = 0 (Not yet processed)
Then, under “Further Data,” select “Send with periodically scheduled job” or “Send immediately,” depending on your setup.
Save it.
Triggering IDOC Manually with RSNAST00
Need to push the IDOC manually? Use program RSNAST00 in SE38.Input the following:
- Output Application: EF
- Object Key: Your 10-digit PO number
- Output Type: NEU
- Medium: 6 (EDI) or A (ALE)
Troubleshooting and Debugging
Not seeing the IDOC? Don’t panic—debug it.Use function module IDOC_OUTPUT_ORDERS or IDOC_OUTPUT_PORDCR1 depending on your setup.
Set a breakpoint in SE37, then go back to ME22N, enter your PO, and trigger the output. Your debugger will catch it and let you step through the logic.
This is a great way to see if your condition records, message types, or data are missing something.
Advanced Tip: Custom Output Control
Need more than the standard? You can enhance message determination logic via user exits like EXIT_SAPLEINM_002 for fine-tuned control over IDOC population.Also, monitor your IDOCs via:
- WE02: For status and structure
- WE05: For filters and overview
- BD87: For reprocessing
Best Practices
- Use a test vendor with external system integration before going live
- Always include error handling in your outbound logic
- Schedule periodic jobs to automate the sending process (via RSNAST00)
- Document every change in message control for audits
Conclusion
Automating PO creation with IDOCs can save your business hours of manual work and reduce errors. Once you’ve got your partner profile, message control, and output types set up, the whole process becomes hands-free.Use this setup to integrate with suppliers, third-party procurement platforms, or internal systems in real-time. The flexibility and power of IDOCs make SAP an integration powerhouse—use it to your advantage!
FAQs
1. What’s the difference between PORDCR1 and ORDERS05?PORDCR1 is typically used in XML-based scenarios, especially with SAP PI/PO or middleware, while ORDERS05 is the classic IDOC for PO creation in EDI setups.
2. Can I automate PO changes using the same IDOC process?
Yes, you can use the same NEU output type with a change
operation and optionally a different message type (like ORDCHG) for PO
modifications.
3. How do I check if the IDOC was successfully created?
Use transaction WE02 or WE05 to check the status of the
IDOC. Look for status 03 (sent) or 16 (error) to troubleshoot.
4. What are the common errors in WE20 setup?
Common mistakes include missing message types, incorrect
process codes, or forgetting to assign the application (EF). Also, ensure
the partner number matches your vendor.
5. How can I test IDOC output without sending to the
vendor?
Set up a dummy logical system or use a test RFC destination.
This lets you trigger and debug the IDOC flow without reaching an external
system.
