Hello Chandra,
yes, you can manage the employees as separate customer codes. It is tedious, but if the company is not very big and if they have high retention on employees, it could be done.
You mentioned distribution of samples also to selected external companies. I am almost sure that FI/CO would like to see different postings in this case. It is also possible that they will request a different controlling object - WBS or internal orders to be determined and assigned, so that they can monitor and report on (some even ask for different assignments per plant, which is a bit too much).
I do not know how this subject is treated in your country, but in mine, if you give away free books to libraries not for evaluation purposes, this is not treated as a sampling process, but as a donation (within certain limitations), so you have to show this separately in your books. I guess that FI could post manually based on a report, but then you will lose transparency. I would probably suggest to the client some approval process for donating books to external companies- e.g. status profiles, but if he really insists on automation or chooses to handle this out of the system....
Client in another ERP platform create thees sample sales orders by manually running a program.( no batch job). Thus in SAP environment user wont process these sample orders manually.
This makes your scenario more complicated. If I understood you correctly, some of validations who is eligible to receive what and when can be done there - when this program is executed, and you will get some xml for example as a result of it.
You will need to ensure somehow that the material is in production stage already (material creation date and expected publishing date don't seem sufficient as a criteria, you are right to double-check with MD team what is the best approach - could be z-table, other fields in the material master, condition records - plenty of options are possible). Material numbers will exist already in SAP, but check if you need additional mapping for article codes, locations, customer codes between SAP and this external system.
It is important for you to determine what is the role of this external ERP platform in the process - what they actually do in it, what sort of data is or can be replicated there from SAP, what capabilities this platform has in general - can they generate all the data required for order creation and send it to you as a message (and in what format) or you need some additional logic in SAP to take data from a z-table, which they will populate and then you can generate the documents. Based on that information you can determine which systems will be involved in this process (will you need PI for example), how you will replicate data between systems and finally - how to develop your custom program (if you need a custom program in SAP as well).
This is SD Process:
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Your solution proposal in the first part of the post completely disconnects the processes between these two systems. Is this what your solution architect advised? If yes, who will reconcile the information, how and when?
If I had to keep the process only in SAP and if I could afford to use a custom program, I would probably try with a document type blocked for manual processing and would check the possibility to use additional approvals for pricing conditions instead of solely relying on the maintenance of a z-table (for which you need to log changes and maintain validity periods anyway). If the documents are to be created in the background, make sure that you can get a log to review later (if an order cannot be created at all for some reason) and train the business users to check and process incomplete documents. These would always be new material codes, so master data issues will be common for the first couple of months.