Setup in SAP for Expenses
- Rafael Gomes
Follow the following steps to setup your SAP Business ByDesign (by your IT partner or by us) to be able to use Yokoy Connect for Yokoy Expenses.
User roles and permissions
To set up the basic configuration and ensure ongoing support, we require a business user within the customer’s system. Below you find the steps on how to create a business user, which information to use and what access we need.
Creating a Business User
Before creating a business user, a service agent is needed. The service agent can be created by starting the New Service Agent common task, which belongs to the Business Partner Data, Project Management, or Supplier Base work center (https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/fa1b263da6274a2d864fb75c4f7fc182.html?locale=en-US#create-and-edit-a-service-agent). Please use the following data:
First Name: DATAUNIT
Last Name: Support User
After creating and saving the service agent you need to create a business User. To trigger the creation of the business user you need to click on the Button Request User.
Setting the right attributes and permissions
The new business user can be found under Application and User Management > User and Access Management > Business Users. There you search for the business user “DATA UNIT” and edit its attributes as follows:
Field | Content |
|---|---|
User ID | DUYOK |
Password | ****** Save the initial password you set and provide it to the Integration provider. |
After you saved it you can edit the access rights. The DUYOK business user needs the following access rights:
Work Center | View Assignment ID |
|---|---|
Application and User Management |
|
Personnel Administration | If you have scoped the Personnel Administration WoC, please add the view below to the access rights.
|
Business Partner Data |
If you have not scoped the Personnel Administration WoC, please add the view below to the access rights.
|
Supplier Base |
|
Integration Settings
This section provides a description of the steps that have to be taken to set up the basic configuration in a SAP Business ByDesign and Yokoy to be able to connect both systems.
1. Communication System
In order to use the integration a communication scenario is needed. This scenario is very easy to create and needs to be named Yokoy. The communication system must be Internet.
2. Communication Scenario
The communication scenarios are created to meet the needs of the integration. For each technology used a different communication scenario must be used.
Communication Scenario for OData
The communication scenario for the usage of OData services is already created by SAP. Therefore, nothing must be created in this case. The communication scenario is called OData Services for Business Objects . In the communication arrangement you can then add the services needed.
Communication Scenario for SOAP
Contrary to OData an own communication scenario for SOAP must be created. Please create a new communication scenario called SOAP Services for Business Objects or similar, if the name is already in use. In this communication scenario you can add the needed SOAP operations listed in the table below.
Operation Description | Service Name | Internal Documentation |
|---|---|---|
Create journal entries |
|
3. Communication Arrangement
The communication arrangement defines which services can be used to exchange business documents and data electronically with external systems.
Communication Arrangement for OData
When creating a SOAP communication arrangement you need to choose the communication system and scenario created before. Choose the authentication method User ID and Password. Define a password for the user and save it to Keeper. Then you can choose the OData services, that can be used with this arrangement.
OData Service | Business Object | OData | Internal Documentation |
|---|---|---|---|
costcentre | Cost Centre | 
| |
employee | Employee | 
| https://dataunitag.atlassian.net/wiki/spaces/DUIN/pages/3665100801/Employees#GET-Employees-(OData) |
Communication Arrangement for SOAP
When creating a SOAP communication arrangement you only need to choose the communication system and scenario created before. Here again, you can choose the authentication method to User ID and Password. Please set the password of the user identical to the communication arrangement for OData.
4. Event Notification
Event Notifications are used to get a notification when an object is created, updated or deleted.
Event Notification | Business Object | Subscription | Internal Documentation |
|---|---|---|---|
Yokoy_CostCenter | Cost Centre | Create, Updated | |
Yokoy_Employee | Employee | Create, Updated, Delete |
Master Data
Create a new Account Determination Group for Suppliers (Employees, Credit Card)
Create new account determination groups for suppliers that are called “Employees” and “Credit Card”. These are needed to book the journal entry voucher correctly.
Map Supplier ID to Credit Card
If credit card expenses are used, create a new supplier for the credit card provider in SAP and map it to the credit card in Yokoy. This way, the journal entry will be created against the credit card provider resulting in an open payable for the supplier.
Extension Fields
In order to link the employees and suppliers extension fields are needed. The following extension fields must be created.
Business Object | Extension Field | Format |
|---|---|---|
Supplier |
| String |
More information can be found here: https://dataunitag.atlassian.net/wiki/spaces/DUIN/pages/3686727769/Concept+Version+1#SAP-Business-ByDesign.