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

Yokoy is not in use

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.

Cost Centres and Suppliers

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 Suppliers in Yokoy according to the data in SAP.

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/edit-v2/4227432449#Companies and https://dataunitag.atlassian.net/wiki/spaces/BYDYOKOY/pages/edit-v2/4227432449#Cost-Centers.

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.

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 (Invoices)

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

Add Payment Terms

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

Create DATA UNIT Partner User to export the invoice report

In order to be able to export the invoices 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 management you can create a new User. Create the user using a new email address like (prodev+companyname@dataunit.ch) and the employee account (ERP) DUFIN01.

The permissions can be set under Admin > Finance/HR roles by clicking on add new role.

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

Adjust the Invoice Export for all companies

In order to get the needed invoices artefact you need to adjust the integrations settings. Under Admin > Integration you will find the settings for the invoices. Create a new entry DUIF using the wizard and for each company choose Yokoy Standard Export (API) as the erp-system connection.

Activate the new export that you created.

If you want to ensure that no employee can export an invoice manually, select the checkbox Disable manual exports for all needed companies under Admin > Invoice Settings.

Yokoy is already in use

If Yokoy is already in use the initial load should not be triggered automatically, as there are already objects in Yokoy that should not be overwritten! In this case, all the objects must be checked with the customer to check what should be adjusted in Yokoy and what must be adjusted in SAP to enable a secure integration.

Users

If there are already users in Yokoy 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.

Cost Centers

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).