What is the Rydoo SAP integration?

The Rydoo SAP integration is an API-based connector that can import employee and/or project data from SAP to Rydoo, and export all processed expense data (approved/controlled) from Rydoo to SAP automatically.

The integration has been developed to support following SAP versions:

• SAP S/4Hana (private/public cloud and on-premise edition)
• SAP ECC

For integrating with private cloud and on-premise editions, the presence of the SAP Cloud Connector is a prerequisite. 

How does the integration work?

The Rydoo SAP connector is an integration package that consists of multiple flows, supporting:

• From SAP to Rydoo:
  • Import of employee data on a periodical frequency (hourly/daily), to automatically create and maintain Users in Rydoo.
  • Import of project-type data (WBS elements, Internal Orders) on a periodical frequency (hourly/daily) or in real-time (depending of the availability of Event Mesh capability), to automatically create and maintain Projects in Rydoo.
• From Rydoo to SAP:
  • Export of expense data, in real-time or on a periodical frequency (hourly/daily/weekly), leading to automated journal entry postings in SAP.

The integration package has been developed for SAP Integration Suite and will be deployed in SAP Integration Suite. 

What does expense posting look like in SAP?

Expenses are processed and posted as journal entries: 1 expense corresponds to 1 journal entry in SAP. Each journal entry will make use of the Rydoo unique expense id (‘XPD reference’) to identify the corresponding expense in Rydoo and will contain relevant expense details such as company code, amount and currency, G/L account, cost center, date,..

Mapping of expense data to SAP

The SAP connector makes use of a default mapping configuration to post all required expense details to SAP. Following values from the Rydoo expense will be sent to SAP: 

Additional customization options

The SAP connector has been designed as a standard connector, to allow for an out-of-the box configuration and implementation requiring minimal development time and resources. For any additional customization needs, Rydoo can offer the use of an sFTP server or API endpoints for a fully custom integration development. 
 

Implementation of the integration

In order to make sure the integration package can be deployed smoothly, you'll have to make sure: 

• Access is provisioned: SAP Integration Suite should be provisioned. You'll need an active Rydoo instance with API credentials ready. 
• Correct permissions are available. You'll need: S/4HANA FI/CO role, Integration Suite Developer/Admin role and Rydoo Admin role access. 
• In case the integration will connect to an on-premise SAP version or a private cloud edition, the Cloud Connector should be available and installed locally.
   

Troubleshooting

Experiencing issues with your integration between Rydoo and SAP? Please first verify if all configuration is properly set up in both systems, and mandatory information for the sync to work is present: 

• Are your SAP Company IDs properly set up in Rydoo? 
• Does your project-type data contain all mandatory information (project name and id)? 
• Does the expense contain all mandatory information that will be sent to SAP? Is the category correct, is tax code selected, is group ID correct? 
• Does your SAP configuration allow the posting of the expense? I.e. is your posting period still open? Is the G/L account code still active?

For your expense export flow, you can either choose to process the expense in SAP directly (verify the error message in SAP and repost it), or correct the expense and mark it as Controlled again to resend it via the integration. 

For your project-type data, any changes you make in the projects will be picked up again and resynced in the next scheduled sync towards Rydoo.