Note: Clarity will use the DI API (32 byte) provided by SAP Business One® v.2007 through v.9x that is included with the installation of the application. However, an experienced SAP Business One® Partner may, at their own discretion, install the DLL’s necessary to use the DI API without installation of the SAP Business One® Client. It should be noted that although the interface has been tested for this method of use, Paymate Software does not support this style of implementation and any issues brought forward with the interface will require the full installation of the SAP Business One® Client.
Note: Clarity will use the Service Layer provided by SAP® for the integration with SAP Business One® v.10 that is included with the installation of the application.
There are several interfaces options within Clarity. All interfaces features detailed in this document are appropriate with Clarity.
The interface between SAP Business One® and Clarity includes the following:
In order to interface to SAP Business One®, there are a few steps that you need to adhere to in order for the interface to function appropriately. After you have confirmed that the requirements are completed (above) then you need to navigate to Setup > Preferences and go to the Interfaces tab.
In the General Ledger Settings section, you must set the "Default Export Interface" according to whichever version of SAP you are using. |
You may notice a checkbox for “Use code finder”. This is an optional field and its functionality will be covered later in this article. For now, keep this selection unchecked.
Now that the interface is set to use SAP Business One®, when you attempt to do exports or imports between Clarity and SAP Business One®, you will be prompted with the following connection parameters. Once you have entered them once on any of the appropriate forms (which you will see later), Clarity will save the connection information.
As you can see in the image above, SAP Business One® can have numerous general ledger account codes, and depending on your needs, these codes may be long and complex. Therefore, Clarity provides you the ability to retrieve the general ledger account codes from SAP Business One® and store them in Clarity’s database. This feature will allow the verification of entered GL account codes in Clarity so you do not accidentally enter a GL code that does not exist in SAP Business One® and see complications during your creation of Journal Entries.
To enable this feature:
To obtain your general ledger account codes and descriptions from SAP®:
Once you have imported your GL accounts, you will be able to easily map them to the ones created in Clarity.
Note: The instructions below will cover the export details relative to the interface only; however, dimensional integration is also possible.
3. Click "Export". The transactions will be sent to SAP Business One®. With the successful export, the records will appear as an unposted Journal Voucher in SAP Business One®. These Vouchers can be accessed in SAP Business One® by navigating to Financials > Journal Vouchers. In the event of unsuccessful export, you will be displayed an error message. Refer to the error messages at the end of this article for more information.
To help prevent duplicate entrees in SAP, Clarity will track which information has already been exported.
You are also able to email a report to an SAP® user on which information you are about to export.
The integration with SAP® and Clarity allows you to import/export employee information between the two systems.
The interface provides three (3) options:
Note: When using this interface option, employee creation should always be done in SAP Business One®. This is because the employee number that is assigned in SAP Business One® is an auto-incremented, non-customizable field, which is used as the linking field between Clarity and SAP®.
When you select the option to import the employees into Clarity from SAP Business One, you will be prompted with the connection information for the server. This is discussed above in the section Using the SAP Business One Interface. The next screen, seen to the right, will show us a list of all the employees that were found in SAP Business One that currently do not exist in Clarity. The program will also display a short list of the fields that are going to be transferred such as the Employees Number, Surname, First name, Payroll Group, Address, and City for the employee.
Additional fields that will be transferred that you are not shown at this time are:
The fields above that are listed with a * in front of them are mandatory fields and the employee record will NOT import if the fields has not been defined properly in SAP Business One®.
This option will summarize each employee based on the selection done. Using the following details, look at the below examples:
Employee # 132.32 Salary $500 GL Account 323-23-211
Employee # 132.32 Bonus $1100 GL Account 323-23-211
Employee # 132.32 Taxes $223.23 GL Account 992-23-219
Employee # 389.29 Salary $1300 GL Account 323-23-211
Summary with employee identification set to “Number” will have all records to a single GL account code report for each employee as seen below:
Employee # 132.32 GL Account 323-23-211 Amount $1600.00
Employee # 132.32 GL Account 992-23-219 Amount $ 223.23
Employee # 389.29 GL Account 323-23-211 Amount $1300.00
This option will export the records to a single GL Account code for all employees reporting to that same code. If you are concerned about individuals seeing employee information when reviewing the GL account transactions, use this option.
GL Account 323-23-211 Amount $2900.00
GL Account 992-23-219 Amount $ 223.23