Setup in Yokoy for Expenses

Depending on the situation of the customer the initial load may be different. In the section below, you find different steps to follow.

Master Data

Companies

In Yokoy everything is based on the chosen company. Therefore, the companies needed must be created in Yokoy similar to the SAP Business ByDesign companies under Admin > Tool Admin. To link them to the right SAP company, you need to set the SAP Company ID in the Company Code of the Yokoy company under Admin > Company as shown in the next picture.

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Cost Centres and Users

If Yokoy will be implemented after or together with SAP Business ByDesign, the integration will trigger a first load and create the cost centers and users in Yokoy according to the data in SAP. Otherwise, some manual mapping may be needed. Check https://dataunitag.atlassian.net/wiki/x/HoC7CwE for more information.

Map Tax Rates

In order to use the right tax rates when creating a journal entry in SAP the tax codes must be mapped. The tax codes in SAP can be found under Business Configuration > Activities > Tax on Goods and Services > Define Tax Codes. Here you will find the tax codes for each country and tax event.

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Now take the needed tax codes and add them to the Yokoy tax rates as you can see below.

Map Account Determination Group to Categories (Expenses)

In order to post a journal entrye in SAP an account determination group is needed. The account determination group is determined based on the category (expenses) used in a expense. Therefore, the account determination group alias from SAP Business ByDesign must be added to the corresponding column of the category (expense).

Add Payment Terms

Add the payment terms defined in SAP under Activities → Suppliers > Define Payment Terms for Procurement to Yokoy under Admin → Payment Terms.

Map Supplier ID to Credit Card

If credit card expenses are used, check in SAP for the supplier for the credit card and map it to the credit card in Yokoy under Admin > Company cards in the field Creditor number (ERP).

Export Settings

Create DATA UNIT Partner User to export the expense report

In order to be able to export the expenses from Yokoy we need a user with the finance role. Therefore, we need to create a own yokoy user with this permission. Under HR > User-Verwaltung you can create a new User. Create the user using the sapbydesign@dataunit.ch Mail and the Mitarbeiter-Konto (ERP) DUFIN01.

The permissions can be set under Admin > Finanz/HR - Rollen by clicking on Neue Rolle.

Here you have to choose finance and all the possible settings.

Adjust the Expense and Credit Card Export for all companies

In order to get the needed expense artefact you need to adjust the integrations settings. Under Admin > Integration you will find the settings for the export. For each company you need to choose Yokoy Standard Export (API) as the erp-system connection.