The DATABASICS Time & Expense Reporting system integrates to SAP Financial Accounting to support time and expense accounting.
Each SAP ERP and Finance entry module specific outbound specification from DATABASICS is outlined in separate sub-sections, as follows:
General Ledger - labor and expense accounting details
AP Invoice Posting - reimbursable expense accounting, vendor payables
BI Layer
Payroll - Payroll and accounting of labor
Inbound Data to DATABASICS
In a bi-directional integration Demographic (Organization) and Project (WBS) data typically originates in SAP and is imported to DATABASICS to support valid data in the outbound flows.
Organization Structure
In an SAP integration the DATABASICS Organization structure is mapped to the demographic dimensions utilized by the customer, typically consisting of one or more of the following:
Company
Cost Center
Location
Employee Type
VendorNo - supporting reimbursement through AP Invoice if included
Employee
The Employee typically has one or more of the following properties:
Employee ID
Vendor ID
First and Last Name
Home Company
Employee Type - supporting entry validation (e.g. OT) if included
Email address
Manager ID - supporting approval requirements if included
Hire Date
Termination Date
Work Breakdown Structure
In an SAP integration the DATABASICS Work Break Down Structure is mapped to the activity dimensions utilized by the customer typically consists of one or more of the following:
Project
Task
Bill Rate - supporting billing if included
The Project and Task typically has one or more of the following properties, supporting customer’s specific requirements:
Contract Type
Owning Company / Cost center
Resource Assignment
Manager ID - supporting approval requirements if included
Start Date
End Date
Inbound Integration methods
Data flow inbound to DATABASICS is managed using the DATABASICS Import / Export utility.
In a SAP integration data can be read directly from views created by the customer or the customer can provide flat files with data, according to agreed specifications.
The loads will validate to make sure all the required fields are provided in order for the employee to be active in DATABASICS.
Direct Data Pull from Views
We can use the DATABASICS import / export utility to read data directly from views created by the customer. Using the direct pull solution provides the organization and project data, and refreshes the data in DATABASICS for new records and existing records without the need for an intermediary step.
This approach includes installing the import utility inside the customer firewall and linking the utility back to DATBASICS for delivery of the specified data.
An agreed specification will outline what data to import from where. Example employee profile specification:
DATABASICS Data field |
|
EMPLY_ID | Primary key |
N_FIRST | First Name |
N_LAST | Last Name |
OPT_CODE | Home Company |
DEPT_CODE | Home Cost Center |
EMAIL1 | Used for login and notifications |
The utility allows the customer to specify the frequency of each scheduled load and also gives the ability to refresh data manually.
Data Push to DATABASICS
Flat files can be imported into DATABASICS from a dedicated SFTP site: more information here
Files must be provided according to agreed specifications, loads can be scheduled according to requirement (e.g. weekly, daily, hourly), or manually triggered on an as needed basis.