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Harmony supports standard/file-based integration with SAP® Business ByDesign®. You can easily import/export your employees, as well as import your GL entries into SAP®.

Import/Exporting GL Entries

Prerequisites:

  • Have posted the payroll you’d like to export from Harmony
  • Have installed the SAP® Business ByDesign® add-in for Microsoft Excel 
  • Downloaded the template file from SAP® Business ByDesign®
  • Displayed the 'Developer' tab in Microsoft Excel 
  • Have created your account codes/numbers in SAP® Business ByDesign®

Solution:

I. Setting Up Your Default GL Export Interface

  1. In Harmony, navigate to the Payroll module.
  2. Navigate to Admin Settings > Interfaces > GL Export Interfaces.
  3. Find “SAPBYSTD - SAP Business ByDesign”. Toggle on either one of these to activate it and set it as your default export interface.

II. Define Your GL Account Codes

  1. In Harmony Payroll, navigate to Payroll Setup > General Ledger Setup > Account Setup.
  2. Define your debit/credit account numbers for each department and/or payroll category that you have identified in your application.
  3. Click the save icon at the top right to save your changes.

III. Define Your GL Account Structure

  1. In Harmony Payroll, navigate to Payroll Setup > General Ledger Setup > Structure.
  2. You can either create a new structure, or modify the pre-existing one that comes default in Harmony. By default, the structure is “Category GL” only. If you require departments code and/or department GL account numbers, you can make this change.

IV. Export Your Payroll / GL Entries

  1. In Harmony Payroll, navigate to Processing > Create GL Records.
  2. Select the appropriate filters for “Payroll Group” and “Filter by”.
  3. Click the refresh icon to pull up a list of employees according to your filters.
  4. Select the employees you want to create GL records for.
  5. Click “Create”. A document icon will appear next to your employees’ names. Click this icon to view their GL record and verify that the amounts are going to the correct GL account. If not, return to section two, Define Your GL Account Codes, and section three, Define Your GL Account Structure, above to modify the accounts and structure respectively. You will need to recreate these GL records once you've made your changes.
  6. Select the employees you want to export. Ensure that the correct GL Export Interface is selected in the far right dropdown list and click “Export”.
  7. Enter the additional fields as required, such as "Currency Code", "Company", "Set of Books", "Short Text", "Chart of Accounts", "Project Code", or "1st Dimension".
  8. Click “Export”. Your file should now be downloaded to your browser’s default downloads folder. 

IV. Import Your File to Microsoft Excel

  1. In Excel, open the template you downloaded from SAP® Business ByDesign®. 
  2. Navigate to the 'Developer' tab. 
  3. Click "Import" in the XML section. 
  4. Select the XML file you exported from Harmony. 
  5. Navigate to the 'SAP BUSINESS BYDESIGN' tab. 
  6. Click "Log On". 
  7. Enter your username and password for SAP® Business ByDesign® to log in. 
  8. Click "Save Data To". Your GL records should now be updated in SAP®.