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Harmony now supports seamless or direct integration with v10 of SAP Business One® (HANA or SQL) using Service Layer. You can easily retrieve all general ledger (GL) accounts codes and descriptions from SAP Business One® and export your GL accounting transactions into SAP® as an unposted journal voucher. 

Note: This article outlines the seamless integration with SAP Business One®. If you are looking  for the standard/file-based integration (compatible with v9 and v10 of SAP®), please view this article instead.

Table of Contents:

Import/Exporting GL Entries

Prerequisites:

  • Have posted the payroll you’d like to export from Harmony
  • Have the SAP® Service Layer set up and running on the machine that you have SAP Business One®
  • Are using the SAP Business One® version 10 (HANA or SQL)

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 “SAPCLDD* - SAP Business One v.10 - Service Layer Detail (Seamless)” or "SAPCLDS* - SAP Business One v.10 - Service Layer Summary (Seamless)". Toggle on either one of these to activate it and set it as your default export interface. If you're not sure what the difference between these two are, see the bottom of this article.

II. Connecting Harmony with SAP Business One®

Harmony uses the Service Layer in order to connect to your SAP® account.

  1. In Harmony Payroll, navigate to Admin Settings > Interfaces > GL Export Interfaces. 
  2. Find “SAPCLDD* - SAP Business One v.10 - Service Layer Detail (Seamless)” or "SAPCLDS* - SAP Business One v.10 - Service Layer Summary (Seamless)". Click the three (3) dots for whichever you are using to get into the setup. 
  3. Enter the connection information as required. 
    1. "URL" refers to where your SAP® Service Layer is set up. 
    2. "Company" is the name of the database in SAP® that you are attempting to connect to.
    3. "User" and "Password" refer to the username and password that you use to log into the SAP Business One® application.
      1. Warning: Harmony does not support passwords that contain an ampersand ("&"). If you have an ampersand in your password, please change your password and enter it accordingly into Harmony.
  4. Click "Test Connection" to verify that your connection information is correct. If the connection is unsuccessful, see the troubleshooting section of this article below. 

III(a). Retrieving Your Account Codes & Structure

You may have numerous long and complex GL account codes within SAP®. Harmony features a tool to retrieve your account codes from SAP® B1, called a Code Finder. It is not required for you to use the Code Finder - you can also manually enter your accounts codes and define a different structure. To manually enter your account codes and structure, go straight to part III(b) in this article. 

  1. In Harmony Payroll, navigate to Admin Settings > Interfaces > GL Export Interfaces. 
  2. Find “SAPCLDD* - SAP Business One v.10 - Service Layer Detail (Seamless)” or "SAPCLDS* - SAP Business One v.10 - Service Layer Summary (Seamless)". Click the three (3) dots for whichever you are using to get into the setup. 
  3. You should already have the connection information entered. If not, please see part II above in this article. 
  4. Click "Refresh Code Finder". You should receive a "Import complete!" message within Harmony. If you are unable to receive this message, double-check your connection settings (refer to #3 above). 
    Note: If you ever change the structure of your GL account codes, ensure that you also come into Harmony and refresh the code finder. 

III(b). Manually Creating Your Account Codes & Structure

While Harmony offers a Code Finder that will help you retrieve your account codes from SAP®, it is not required and you can manually enter your account codes instead. 

Entering Account Codes 

  1. In Harmony Payroll, navigate to Payroll Setup > General Ledger Setup > Account Setup. This is where you can enter your account codes by payroll category, department, location, dimension, and/or employee. Note that the accounts work in tandem with the structure (an example will be provided below). 
  2. Enter the corresponding debit and credit account codes for each payroll category. 
  3. Click the save button to save your changes. 

Editing Your Structure 

  1. Navigate to Payroll Setup > General Ledger Setup > Structure. This is where you can change the structure of your account codes. By default, it will only take the payroll category GL that you entered in step #2 above. You can include departments, locations, dimensions, employees, and other sections for your account codes. 
  2. To create a new (or multiple) structures, click the "+ New" button. If you want to edit the existing predefined structure instead, please click the three (3) dots next to the structure you want to edit. 
  3. Activate the structure by clicking the toggle at the top of the page. Ensure that it is green. 
  4. Enter the "Name" of your GL structure. 
  5. For "Source", select 'Paycard'. 
  6. Under Available Payroll Categories, select the appropriate payroll categories that this GL structure will apply to. 
  7. Click the ">" to move the selected payroll categories into the Selected Payroll Categories section. If you've mistakenly added a wrong payroll category, you can select this payroll category and click "<" to move it back to the Available Payroll Categories section. 
  8. Define your structure for both your "Debit" and "Credit" accounts. You can include category GL, department code, department GL, and/or "-". 
  9. Click the save icon to save your changes. Repeat steps 2 through 9 for each structure you want to define. 

Example 

Assume that we have two departments: Sales (SAL) and Development (DEV). These should be our accounts: 

SAL Wages123-01
SAL Bonus 234-01
SAL Taxes345-01
DEV Wages123-02
DEV Bonus234-02
DEV Taxes345-02

Notice that all accounts have the same first three characters across all departments. The only part of the account code that is different is the last two digits, which is differentiate between the departments. 

This is what we should enter in the Account Setup in Harmony (in the 'Payroll Categories' tab): 

Wages (such as 101 Salary, 102 Hourly Wages, etc.)123
Bonus234
Taxes (such as 301 Income Tax, etc.)345

This is what we should enter in the Account Setup in Harmony (in the 'Department' tab):

SAL01
DEV02

Then, in the structure setup, this is what should be entered: 

Debit Account( Category GL )( - )( Department GL )
Credit Account( Category GL )( - )( Department GL )

This kind of structure means that it will first take the Payroll Category GL that you entered (i.e. the "123" for wages, "234" for bonus, and "345" for taxes). That is then followed by a hyphen ("-"). Then finally, the last part is the Department GL that you entered (i.e. "01" for Sales and "02" for Development). Together, this will create the account codes that we're looking for (i.e. "123-01" for Sales Wages, "123-02" for Development Wages, etc.). 

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 III(a) or III(b) 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 correct "Batch Date". 
  8. Depending on your SAP Business One® account setup, you may want to checkmark "Export with Dashes". 
  9. If you are using the detailed interface, select the appropriate “Employee Identification”. This is how you want your employees to be identified in the journal entry in SAP® B1. You will not see this field in the summary interface. 
  10. Enter all other fields as necessary.
     
    1. "Memo" refers to any notes that you want to make within your journal entry. This will appear in the Remarks section of the journal voucher. 
    2. "Foreign Currency Code" refers to any foreign exchange rates that are required. If you use a domestic currency and do not need an exchange rate, leave this field empty. If you need to export in a foreign currency, enter the currency code here. For example, "USD". If you are using a foreign currency code, you must ensure that this exchange rate in SAP® exists for the specified period by going to Administration > Exchange rates and Indexes within SAP® B1. 
    3. "Project Code" allows you to export a selected dimension from Harmony into SAP® as a project. In order for the Harmony dimension to be exported successfully, you must ensure that the project exists within SAP® B1. 
    4. "1st/2nd/3rd/4th/5th Dimension" allows you to export selected dimensions from Harmony into SAP as an SAP cost center. In order for the Harmony dimension to be exported successfully, you must ensure that all cost centers exist within SAP® B1. You can do this by going to Financials > Cost Accounting > Dimensions and Financials > Cost Accounting > Cost Centers. 
    5. "Branch" is similar to the dimensions above. 
  11. Click “Export”. The data that will be exported will be shown. 
  12. Click "Export" to export the records as appeared. You should see a 'successful' message if the export was successful. 

IV. Accessing Your Unposted Journal Entries in SAP Business One®

  1. In SAP® B1, navigate to Financials > Journal Vouchers. 
  2. You should see your records as unposted journal vouchers.  

What is the difference between detailed and summary exports?

If you are using the Detailed export layout, then the interface will create transactions per employee, per GL account, like so: 

Employee #132.32Salary $500GL Account 323-23-211
Employee #132.32Bonus $1100GL Account 323-23-211
Employee #132.32Taxes $223.23GL Account 992-23-219
Employee #389.29Salary $1300GL Account 323-23-211


If you are using the Summary GL export layout, the entire transaction will appear as a single GL account code for all employees reporting to the same code. For example: 

GL Account 323-23-211Amount$2900.00
GL Account 992-23-219Amount$223.23

What if my connection is unsuccessful?

There can be a number of reasons why your connection is unsuccessful. Follow the points below to try and resolve it: 

  1. Double-check all fields to ensure they are correctly entered. A common mistake is entering an incorrect "URL". 
  2. In a separate tab, window, or browser, go to your SAP URL link without the end of the URL (e.g. from the example above, this is "https://sapurl:50000").  
    1. Ensure that you are seeing the below screen. 
    2. If you are, re-enter the remainder of the URL (e.g. from the example above, this is "https://sapurl:50000/b1s/v1/"). 
    3. It should prompt you to log in. 
  3. Make sure the SL port is included on the SAP side.
  4. Request for the IP address of Harmony to be whitelisted on the SAP side.