Data Import
- Rafael Gomes
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 |
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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. Data Import | 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 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 Data Import | Prerequisites to sync users to Yokoy to understand which employees 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 (due to an event notification). Based on the action, a new user will be created in Yokoy or one will be updated. Check Data Import | 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, the following must be met:
An employee in SAP Business ByDesign must be assigned to a company and a cost center.
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 Setup in Yokoy for Expenses | Companies and Setup in Yokoy 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 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.
Field Mapping
The field mapping details is documented here: https://dataunitag.atlassian.net/wiki/x/AQB12g. It can be checked upon request.
Cost Objects Expense Invoice
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 Data Import | 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 (due to an event notification). Based on the action, a new cost center will be created in Yokoy or one will be updated. Check Data Import | 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 Setup in Yokoy 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).
Field Mapping
The field mapping details is documented here: https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/3665952769. It can be checked upon request.
Suppliers Invoice
Basic Functionality
The suppliers from SAP Business ByDesign are used to create the suppliers in Yokoy. In detail organizational suppliers will be created in Yokoy and assigned to the relevant legal entities. This assignment is done based on the data provided by SAP. For each SAP Business ByDesign company (= Yokoy legal entity) that is listed in the Financial Data of supplier in SAP Business ByDesign, a legal entity supplier for the corresponding legal entity will be created in Yokoy.
Sync Frequency
Based on the functionality there are two sync frequencies:
Initial Full Sync | The initial sync is triggered after activating Yokoy Connect. In this case, all supplier from SAP Business ByDesign will be synced to Yokoy. As described in Data Import | Basic Functionality.2 organizational and legal entity suppliers will be created. Check Data Import | Prerequisites to sync suppliers to Yokoy to understand which suppliers will be considered for the sync. |
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Continuous Change | This sync happens as soon as a supplier is created or updated in SAP Business ByDesign (due to an event notification). Based on the action, a new supplier will be created in Yokoy or one will be updated. Check Data Import | Prerequisites to sync suppliers to Yokoy to understand which supplier will be considered for the sync. |
Prerequisites to sync suppliers to Yokoy
To sync suppliers 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 Yokoy Settings for Invoices | Companies.
Field Mapping
The field mapping details is documented here: https://dataunitag.atlassian.net/wiki/x/BADo2g. It can be checked upon request.