SAP Business One Integration


We're excited to announce that SAP Business One has been added as one of our financial integrations. This integration will allow you to transfer your employee data and journal entries from ZenHR to your SAP Business One account based on your defined Journal Entries Structure.


Note: To set up or edit how you would like your journal entries to be created, including how to match your journal entries, how many employees you wish to include, and how to group and generate them, follow the steps in this support article Journal Entries Structure article

TABLE OF CONTENTS


Integrate Your ZenHR Account With SAP Business One


User Menu  System Preferences  Integration Setup → Marketplace Integrations  SAP Business One Setup

The new integration setup page, SAP Business One Setup, allows you to integrate your ZenHR account with SAP Business One using Username & Password credential authentication. This page will allow you to send and update all your employee data, as well as send journal entries to SAP Business One, through a URL that you add to the setup page.




How to Activate This Integration


To activate SAP Business One on ZenHR, first set up your Journal Entries Structure and generate the needed API keys to proceed with the integration process.

Step 1: Set Up Journal Entries Structure


To set up your Journal Entries Structure, follow these steps:

  • On ZenHR, click your user icon on the upper right corner and go to System Preferences  Integration Setup → Journal Entries Structure.

  • Set up the way you would like your journal entries structured by completing the following fields, then click “Save”.



Step 2: Generate API Keys


To generate the API keys, follow these steps: 

  • Click your user icon on the upper right corner and go to System Preferences → Integration Setup  API Keys.

  • On the API keys list page, click the “Add” button.

  • Then add the API key name and select your desired Permissions. 

  • Add the IP addresses and select Credentials as the Authentication type.

  • Then, under Credentials, add your SAP Business One Username and Password.

  • Click “Create” to generate the API key. 



Step 3: Setup SAP Business One 


  • On ZenHR, click your user icon on the upper right corner and go to System Preferences  Integration Setup  Marketplace Integrations  SAP Business One Setup.

  • Select the API key that you created from the drop-down list.

  • Add the SAP Business One URL in the URL field.

  • Add the SAP CompanyDB in the Company database identifier field. 

  • Activate the toggles in the Employee Data and Journal Entry sections.

  • Select the SAP Business One Dimension for your employees.

  • Activate the Organizational Levels toggle if you would like to transfer organizational levels created on ZenHR as cost centers on SAP Business One.


  • Select the default SAP Business One Dimensions for your SAP Business One organizational levels.

  • Then click “Save”

  • If you activated Organizational Levels and assigned the default SAP Business One dimension, new organizational levels that are added will be assigned this default value upon creation. 

  • For existing organizational levels,  go to User Menu  System Preferences  Organizational Setup  Organizational Levels.


  • Click on the pen icon in the actions column of an existing organizational-level record to edit it.

  • Under Dimension name, select the SAP dimension name for this organizational level. 


  • Then click “Update Organizational Level”. 


Step 4: Adding SAP Business One GL Account Identifiers: 

Add Payroll GL Accounts on ZenHR by following these steps: 

  • Click your user icon on the upper right corner and go to System Preferences  Financial Setup  Payroll Setup 

  • Select the relevant GL Accounts.

  • Then click “Update”. 



Add Financial Transactions GL Accounts: 

  •  Click your user icon on the upper right corner and go to System Preferences  Financial Setup Financial Transaction Types Incomes & Deductions.

  • Open the Financial Transaction Type by clicking “Edit” on the Transaction Type record.


  • Enter the GL Account Number and Clearance Account.


  • Then click “Update Financial Transaction Type”. 

Add Loans GL accounts by following these steps: 

 click your user icon in the upper right corner and go to System Preferences  Financial Setup Financial Transaction Types → Loan Types 

  • Open the Loan Type by clicking “Edit” on the Loan Type record.


  • Enter GL Identifier and Clearance account.

  • Then click “Update”.


Add Overtime GL Accounts by following these steps:

  • Click your user icon in the upper right corner and go to System Preferences  Financial Setup Financial Transaction Types → Overtime Types

  • Open the Overtime Type by clicking “Edit” on the Overtime Type record.


  • Enter GL Identifier and Clearance Account.

  • Then click “Update Overtime Type”. 



Add Vacation in-advance salaries GL account:

  • Click your user icon in the upper right corner and go to System Preferences  Financial Setup  Vacation In-Advance Salary Setup

  • Enter GL Identifier and Clearance Account.

  • Then click “Update Setup”.


That’s it; your SAP Business One Integration will now be complete! You can now post journal entries directly from ZenHR. 


Employee Data

Once you add or update an employee on ZenHR, the following information will be sent to your SAP Business One account:

  • Center Code

  • Center Name

  • Effective From (Hiring Date)

  • Effective To (Termination Date)



Using the SAP Business One Integration:


Posting Salaries From ZenHR to SAP Business One

To post salaries from ZenHR to SAP Business One, follow these steps: 


  • On the left side of the page, go to Main Menu  Payroll  Manage Financials  Manage Salaries. 

  • Filter the desired salary year and month for all employees, and click “Filter”.

  • Then click “Send to SAP Business One”, and your salaries will be transferred as journals.




Posting Off-Cycle Payments From ZenHR to SAP Business One

To auto-generate separate journals for off-cycle payments and post them with your payroll journal entries, follow these steps:


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure.

  • Activate the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.






  • You can then post salaries from ZenHR to SAP Business One, and the transferred journals will include separate journal entries for your off-cycle payments. 

To manually generate your off-cycle payments journal entries, follow these steps: 


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure. 


  • Clear the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.


  • Go to Main Menu  Payroll  Manage Financials  Manage Financial Transactions → Off-Cycle Payments 

  • Use the “Date from” and “to” filters to filter out the duration of the transactions you wish to include in your journal entries, and click “Filter”.

  • In the Employee ID column, select the transactions you wish to include in your journal entries.

  • Then click “Send to SAP Business One”, and your off-cycle payments will be transferred as journals.



Post Off-Cycle Vacation In-Advance Salaries From ZenHR to SAP Business One 

To auto-generate separate journals for off-cycle vacation in-advance salaries and post them with your payroll journal entries, follow these steps:


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure 

  • Activate the Auto-generate separate journals for off-cycle vacation in-advance salaries checkbox and click “Save”.

 

  • You can then post salaries from ZenHR to  SAP Business One, and the transferred journals will include separate journal entries for your off-cycle vacation in-advance salaries.


To manually generate your off-cycle vacation in-advance journal entries, follow these steps: 


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure.

  • Clear the Auto-generate separate journals for off-cycle vacation in-advance checkbox. 

  • Then click “Save”.



  • Go to Main Menu  Payroll  Manage Financials  Manage Vacation In-Advance Salary.

  • Filter out the vacation in-advance salaries that fall within a specific time period by using the “In-advance from date” and  “In-advance to date” filters.

  • Select “Off-cycle” under Payroll status and click “Apply Filters”.

  • Then, under the Employee No. column, select the in-advance salaries you wish to include in your exported journal entries. Or you can select all the filtered salaries by clicking the “Select all” checkbox.

  • Then click “Send to SAP Business One”, and your off-cycle vacation in-advance salaries will be transferred as journals.



Posting Provisions From ZenHR to SAP Business One

To auto-generate journals for provisions and post them with your payroll journal entries, follow these steps:


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure

  •  Activate the Calculate employees' provisions toggle.

  • Activate the Auto-generate journal entries for employees' provisions toggle.

  • Then select the desired option under “How to generate provision journal entries”.

  • click “Save”.


You can then post salaries from ZenHR to SAP Business One, and the transferred journals will include journal entries for your provisions

To manually generate provisions journal entries, follow these steps: 


  • Click your user icon in the upper right corner and go to System Preferences  Integration Setup  Journal Entries Structure.

  • Activate the Calculate employees' provisions toggle.

  • Deactivate the Auto-generate journal entries for employees' provisions toggle.

  • Then select the desired option under select “How to generate provision journal entries”. 

  • Click “Save”.



  • Then on the left side of the page, go to Main Menu  Payroll  Manage Financials  Manage Salaries. 

  • Enter the desired salary Year and Month for all employees, and click “Filter”.

  • Then click the“Send to SAP Business One” drop-down menu and click on “Provisions journal entries” and your provisions will be transferred as journals.



SAP Business One Event Viewer 

  • To view all events and retry sending failed posts, go to User Menu  System Preferences  Integration Setup  Marketplace Integrations SAP Business One.

  • On the Event Viewer page, click “Retry” to send journal entries again.