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Based on the functionality there are two sync frequencies:
Initial Full Sync | The initial sync is triggered upon request. In this case, all employees from SAP Business ByDesign will be synced to Yokoy. Check https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4491804702#Prerequisites-to-sync-users-to-Yokoy to understand which employees are relevant will be considered for the sync. |
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Continuous Change | This sync happens as soon as an employee is created or updated in SAP Business ByDesign. Based on the action, a new user will be created in Yokoy or one will be updated. Check https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4491804702#Prerequisites-to-sync-users-to-Yokoy to understand which employees will be considered for the sync. |
Prerequisites to sync users to Yokoy
To sync employees from SAP Business ByDesign to Yokoy
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, the following must be met:
An employee in SAP Business ByDesign must be assigned to a company and a cost centerEmployee .
An employee in SAP Business ByDesign must be an internal employee (no service agent).
An employee in SAP Business ByDesign must have an email address in the employees Personnel File under Employment > Workplace Contact Data.
The assigned companies and cost centers must be available in Yokoy with the correct mapping. More information under https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/4226908189/Yokoy+Settings+for+Expenses#Companies and https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/4226908189/Yokoy+Settings+for+Expenses#Cost-Centers.
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If there are already users in Yokoy and then initial full sync can’t be used, you must map them to the users in SAP. The mapping is done using the UUID from the SAP Business ByDesign employee (without hyphen '-'). This information can be imported in Yokoy either manually or via a POST request. If you use a post request, you need to update the field customerinformation.exernalId. For more information check https://docs.yokoy.ai/#tag/User/paths/~1users~1%7BuserId%7D/patch.
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The field mapping details is documented here: https://dataunitag.atlassian.net/wiki/x/AQB12g. It can be checked upon request.
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Cost Objects
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Basic Functionality
The cost centers from SAP Business ByDesign are used as cost objects in Yokoy. The cost center hiearchy will be considered in the creation of the cost centers.
Sync Frequency
Based on the functionality there are two sync frequencies:
Initial Full Sync | The initial sync is triggered upon request. In this case, all cost centers from SAP Business ByDesign will be synced to Yokoy. Check https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4491804702#Prerequisites-to-sync-cost-objects-to-Yokoy to understand which cost centers will be considered for the sync. |
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Continuous Change | This sync happens as soon as a cost center is created or updated in SAP Business ByDesign. Based on the action, a new cost center will be created in Yokoy or one will be updated. Check https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4491804702#Prerequisites-to-sync-cost-objects-to-Yokoy to understand which employees will be considered for the sync. |
Prerequisites to sync cost objects to Yokoy
To sync cost centers from SAP Business ByDesign to Yokoy, the following must be met:
The relevant companies must be available in Yokoy with the correct mapping. More information under https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/4226908189/Yokoy+Settings+for+Expenses#Companies.
Manual Mapping
If there are already cost objects in Yokoy you must map them to the cost centers in SAP. The mapping is done using Cost Center ID from the SAP Business ByDesign cost center. This information can be added manually to the column Kennziffer (ERP).
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