Organizational Data Profile

What is Organizational Data Determination?

What is Organizational Data Determination?

While processing a business transaction, certain data are mandatory depending on the transaction type. For example in a sales order transaction, organizational unit, division and distribution channel are required for sales area data. There are two ways all these mandatory organization data can be determined in SAP CRM.

1. No determination - In this case, no determination rule is set and we enter all the mandatory organizational data manually.
2. Automatic Determination - - In this case, the system determines organizational data using the data available in the transaction. For example in a sales transaction we can determine the organizational data using pin code as an attribute. we have to create a determination rule for automatic determination of data. There are basically two determination paths(rules) provided in the CRM system for automatic determination of org data -

• Rule Type Responsibilities - In this type of automatic determination, rule based on the values of the parameters choosen will be determined.
• Rule Type Organizational Model - In this, rule based on attributes of organizational data are evaluated and used for automatic determination.

How Organizational Data Determination is using Organizational Model

Org data determination works in a simple way. The system reads the sales order first, it looks for the org data profile, if there is a org data profile applied to the sales transaction,then the system will determine the org data according to the rule applied in org data profile.

The Rule type Org Attribute model works in a simple way. Here we are taking an example of org data determination based on the attribute postal code. First of all, the org data determination will look for the attribute(postal code) we have used in determining org data. Then the system will use that attribute to find the sales organization, sales office, division and distribution cycle for that transaction.

We use a wizard to create a data determination profile which will determine org data for a transaction. For creating wizard data determination profile, Follow this steps.

Go to SPRO > IMG > CRM > Master Data > Organizational management > Organizational Data Determination > Wizard for data determination > Create Determination Rule of organizational model

In the wizard, enter basic data such as short name, description and package. In package, for now on we select $tmp, which is a temporary package. Click on continue - 

Select Sales Scenario -

Select the attribute that would be used to determine org data. We will select here attribute "postal code".

Click on continue, continue and finish.
A new rule is now created. It is shown in the notification below. 

Assigning the org data rule to transaction types

Now, we have to assign this rule to the org data profile. For this go to SPRO > IMG > CRM > Master Data > Organizational management > Organizational Data Determination > Wizard for data determination > Create and assign Organizational data profile.

Enter the basic data and continue.

Select the scenario as sales.

In determination rule category, select "org attributes only". -

The next window is determination rule window, where we have to enter the determination rule which we have created earlier. Select the determination rule which you have created and click continue -

Select the mandatory attribute if you want the attribute to be obligatory in the sales transaction profile, otherwise leave the field blank. 

Now assign the org data profile you just created to the transaction type. The org data profile now has been created and applied to the transaction type. 

Customization needed to be done in the org model.

Okay, you created a org data profile, assigned it to the transaction type. But it wont work until you do some important customization in the org model. Lets see what customization needed to be done there. 

Go to the org model using the tcode - ppoma_crm

Select the organizational unit and click on the attributes. Enter all the value of necessary attributes like division, distribution channel and postal code.

Now do a tick mark on the object permitted in determination. if you miss this step, the org data profile wont determine any data. So this is very important step. 

Now save the entry. 

To test whether your org data profile is working or not. 

Open a sales order by tcode - crmd_order

Enter a BP. 

Now, you will see the sales area data will automatically be populated with the sales organization, sales office, division and distribution channel.