SAP ERP and Finance

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

• Profit 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.

Open

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:

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.