FAQ & Troubleshooting

Are all special characters allowed in notes and text descriptions within your Yokoy objects?

Special characters should be avoided in text descriptions or titles whenever possible, as they may cause sync errors due to SAP’s specific support for only a defined set of characters.

When will expenses be exported to SAP?

As soon as your expenses are ready to export Yokoy Connect will get the expenses and export them to SAP.

A user or cost center that should be synced is missing in Yokoy?

1. Check prerequisites under Data Exchange

2. If every prerequisite is met check in SAP Business ByDesign under Application and User Management > Event Notification Monitoring if the event notification were successfully send.

3. If the event notifications were successfully send, inform your Yokoy partner to check why it was not synced.

I got the error message No functional area could be assigned. What should I check?

Check the cost object in your Yokoy environment. There check the field Code (ERP). This ID must be available as a cost center in SAP Business ByDesign.

I got the error message ByD employee UUID not set in the CustomInformation.ExternalId field of Yokoy. What should I check?

This error message shows that there is no link between the employee in SAP Business ByDesign and the Yokoy user. Please refer to your Yokoy Partner, so that the user in Yokoy can be updated with the missing data.

I got the error message Cost center [cost center number] ([cost center name]) is not assigned to company [company number] ([company name]) on [date]. What should I check?

Usually this error means that data in Yokoy does not match the data in SAP Business ByDesign in relation to the cost center - company assignment.

1. Check if the company of the user, that created the expense is the same company as the one that the cost object is assigned to in Yokoy.

2. If that is correct check if the cost object used is available in SAP and if this cost center in SAP is assigned to the right company as well.

I got the error message Business transaction is out of balance. What should I do?

This error message shows that the gross value of the expense is not the same as the net value plus taxes.

Possible reasons:

• Tax code in Yokoy and SAP is not identical

• Known limitation Known Limitations | Functionality: Expenses

When will invoices be exported to SAP?

Invoices will be exported at two specific times.

In Approval / In Review
As soon as an invoice needs to be approved or is in review in Yokoy, the invoice will be synced with SAP with the current data and blocked for payment.

Ready for Export
As soon as the invoice is approved and ready to export the invoice will be synced with SAP, overwriting the current data and unblocking the invoice for payment.

Employee Responsible is missing in the synced supplier invoice. Why?

The responsible employee is set by SAP Business ByDesign.

SAP Business ByDesign derives the SIV Invoicing Unit according the settings for the Org Unit Responsible in work center Organizational Management according the following sequence:

1. Default employee for the current invoicing unit (Organizational Management > Employee Work Distribution Roles > Employee Responsible for Supplier Invoices)

2. Employee of the invoicing unit (“works in”)

3. Manager of the invoicing unit (“is manager of”)

4. Additional accountant of the invoicing unit (“works for”)

5. (Employee who created the Supplier Invoice)

What does the error message “Tax code not configured for country [Country] (KBA: 2791195)”? mean?

This means that the combination of the fields VAT code (ERP) and Country defined in Yokoy for the used tax code in the Yokoy line item does not exist in SAP Business ByDesign.

Open

In SAP Business ByDesign you see the available tax rates in the activities of the implementation project. For more information see Yokoy Settings for Invoices | Map Tax Rates.