SAP® B1, v.2007, v8.8, v.9.x, and R3 (API)

Clarity supports seamless integration with versions 2007, 8.8 and 9.x of SAP Business One® (B1) using an API.

You can easily import/export your employees, as well as import your GL entries into SAP® B1 as unposted journal vouchers. This integration is compatible with both SQL and HANA database variants of SAP®.

Note: Clarity also supports integration with SAP® versions 9 and 10 using the service layer. 

 

Importing/Exporting GL Entries

Prerequisites:

  • Have access to Paymate Clarity and SAP Business One®, both installed on the same computer
    • If you are integrating with SAP R3, they do not need to be installed on the same computer
  • Have posted the payroll you’d like to export from Clarity

Solution:

I. Interface and Parameter Configuration

  1. In Clarity, navigate to Setup > Preferences > Interfaces.
  2. In the General Ledger Settings section, select an option in the "Default Export Interface" field. If you’re not sure what the difference between the detailed export and summary export are, read the end of this article. Interfaces for these versions of SAP®: 
    1. SAP R3
    2. SAP Business One v.2007 Detail (Seamless)
    3. SAP Business One v.2007 Summary (Seamless)
    4. SAP Business One v.8.8 Detail (Seamless)
    5. SAP Business One v.8.8 Summary (Seamless)
    6. SAP Business One v.9.0 Detail (Seamless)
    7. SAP Business One v.9.0 Summary (Seamless) 
  3. In the same Interfaces tab, check the parameter box “Use code finder” if you'd like Clarity to retrieve a list of your GL account codes from SAP®. If you prefer to enter your GL account codes manually, leave this checkbox unchecked and move onto step III. 

II. Retrieving GL Account Codes

You must have ticked the "Use code finder" checkbox in your Preferences in order for Clarity to retrieve your GL account codes (refer to step I). If you prefer to enter these manually, move onto step III. 

  1. Navigate to Setup > General Ledger settings > Refresh Code Finder.
  2. Enter the connection information if this is your first time using the integration. After you have entered them, Clarity will save the connection information. The person who installed SAP® on your computer should know this information. If you are using the integration with R3, you will not need to enter this information. 
    1. User ID: This is the ID used when logging into SAP Business One®.
    2. User Password: This is the password for the login used above.
    3. Server Name: This is the SQL server that is being used to house the SAP Business One® data (may not necessarily be the Paymate Clarity SQL server).
    4. Company ID: This is the ID of the company, as defined in SAP Business One®.
    5. Currency Code: This is the currency code being used by SAP Business One®, as it applies to the payroll transactions to be transferred.
    6. Employee Identification: Select how you want your employees to be identified once transferred to SAP®. If you don't want to transfer employee info, select ‘None’.
    7. Memo: Enter a memo to be used as a descriptor for the transactions to be transferred (i.e. Payroll Run #26).
  3. Click “Next”.
  4. Click “Refresh”. After the refresh is complete, you will get a message that says “Import complete!”. If you do not receive this message, but instead receive an error message, refer to the error codes section at the end of this article to troubleshoot.
  5. Verify that the your GL accounts are imported by navigating to Setup > General Ledger settings > G/L Accounts.
  6. Select any department, then double-click an empty column next to a debit/credit field. This will open the list of available GL Account codes that were imported from SAP®.

III. Entering Your GL Account Codes 

You must have left the "Use code finder" checkbox in your Preferences unmarked in order to manually enter your GL account codes (refer to step I). If you prefer to have Clarity retrieve these from SAP® for you, tick this checkbox and refer to step II. If required, job cost centers can also be set up and the GL account codes for cost centers can be entered while setting up the cost center itself, in Setup > Job Cost > Cost Center. If you do not know your GL account codes for your cost centers until the payroll data entry time, these can be entered directly on the Job Cost work details records. 

  1. Navigate to Setup > General Ledger settings > G/L Accounts. 
  2. Select a department.
  3. Enter the appropriate debit/credit fields for each payroll category for the selected department. 
  4. Click the checkmark button to save your accounts. 

IV. Exporting GL Entries from Clarity to SAP® as Unposted Journal Vouchers

  1. Navigate to Payroll > Export > Export to G/L (export all payroll data which hasn't been exported yet) or Export to G/L special (select specific payroll records to be exported based on department, payroll group, or date range). Using the Export to G/L special option also allows you to re-export records that have already been exported. 
  2. Ensure that the correct export interface is selected. If it is not the correct interface, read through step I again to select the correct one in your Preferences. 
  3. Go to the G/L parameters tab and enter the required information.
  4. Click “Next”.
  5. Select the paycards that you want to export. To prevent duplicate entries in SAP®, Clarity will track which information has already been exported. You can also email a report to an SAP® user on which information you are about to export.
    1. If you are using the integration with SAP R3®, select the export file path and name. Your exported file will be saved here. 
  6. Click “Export”. Your transactions will be exported into SAP®.
  7. If the export was successful, the records will appear as unposted journal vouchers in SAP® B1. Access the vouchers in SAP® B1 by going to Financials > Journal Vouchers. If the export was unsuccessful, an error message will be displayed. Refer to the error codes section at the end of this article to troubleshoot. 
    1. If you are using the integration with SAP R3®, upload the exported file into SAP®. 

Difference Between Detail and Summary Exports

If you are using the Detail GL export layout, then the interface will create transactions in your “Check” section of SAP® showing the complete check and GL Details.

If you are using the Summary GL export layout, the entire transaction will appear as a single journal entry in SAP®.

Error Codes

Most error codes that you may encounter relate to your server connection information. Verify with the person who installed SAP® on your computer that these fields are correct. 

  • 10061: REST request failed: Socket Error # 10061. Connection refused.
    • Service Root URL is incorrect. Adjust your server connection information and try again. 
  • 10060: REST request failed: Socket Error # 10061. Connection timed out.
    • Service Root URL is incorrect. Adjust your server connection information and try again. 
  • 10: Fail to get DB Credentials from SLD
    • Company DB name is incorrect. Adjust this field in your server connection information and try again. 
  • 100000027: Fail to get DB Credentials from SLD
    • User name or password is incorrect. Adjust these fields in your server connection information and try again. 

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