This provides an overview of the objects that are imported and updated using Yokoy Connect. If some entries are already in Yokoy (e.g. Users, Cost Centers) they may need some adjustment and manual mapping.
Object | Expense | Invoice |
|---|---|---|
|
| |
|
| |
|
|
No customization is possible from the front-end. Customization requests must be discussed in a project and may lead to additional costs.
Users EXPENSE INVOICE
Basic Functionality
User Creation
The employees from SAP Business ByDesign are used to create the users in Yokoy. As employees can not be used to create open balances in SAP SAP Business ByDesign, a new supplier is created and linked to the employee using an extension field. If the user is created manually (e.g. https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4491804702#Manual-Mapping) the integration will create a supplier for this employee before syncing the expense.
User Update
If an employee is updated in SAP Business ByDesign, the integration will check and updated the information in the corresponding Yokoy user.
The e-mail address will not be updated.
Sync Frequency
Based on the functionality there are two 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 for the sync. |
|---|---|
Continuous Change | This sync happens as soon as an employee is created or updated in SAP Business ByDesign. |
Prerequisites to sync users to Yokoy
Employee in SAP Business ByDesign must be assigned to a company and a cost center
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.
As a default the synced user will not be invited to join Yokoy. If this is needed it must be set before starting the sync.
Manual Mapping
If there are already users in Yokoy and then initial 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.
Check the E-Mail Address of the Yokoy User and the SAP Business ByDesign User. It should be the same e-mail address for both users.
Field Mapping
The field mapping details is documented here: . It can be checked upon request.
Cost Objects EXPENSE INVOICE
Basic Functionality
Sync Frequency
Prerequisites to sync cost objects to Yokoy
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).
If cost centers from SAP are missing in Yokoy please check with the customer how they should be mapped. This impacts the creation of a user as the integration may not find the needed cost center ID that comes from SAP.
Field Mapping
The field mapping details is documented here: /wiki/spaces/BYDYOKOY/pages/3665952769. It can be checked upon request.
Suppliers INVOICE
Basic Functionality
Sync Frequency
Prerequisites to sync suppliers to Yokoy
Field Mapping
The field mapping details is documented here: . It can be checked upon request.