SAP Business One Hub

Connecting SAP Business One: pull and push, prerequisites, and import in detail.

SAP Business One is SAP's ERP solution for small and midsize businesses. Each client is its own database (SAP HANA or Microsoft SQL Server). This page has the information you need to connect SAP Business One to Bilendo. It applies to all customers who use SAP Business One.

Bilendo + SAP Business One

SAP Business One remains the leading system for master data, invoicing, payments, and clearing. Bilendo handles the accounts receivable management processes. For this, Bilendo receives the following from SAP Business One:

• Customers (master data): customer number, name, billing address, contact person, payment terms, email

• Open and cleared items (transaction data): invoices, credit memos, and incoming payments, with the open amount and clearing date already calculated

• Open, undelivered orders (optional)

The fields are listed in the SAP Business One architecture.

Two ways to get the data: pull and push

The data reaches Bilendo in one of two ways. The rules for keys, clearing, orders, and delta runs are the same for both ways. They are described on the SAP Business One Import page.

Pull. A Bilendo data handler reads the data directly from your SAP Business One and passes it to the Bilendo import. Each customer project has its own data handler. It accesses the tenant database through a read-only SQL query. Where database access isn't possible, it uses the Service Layer. We recommend the SQL query because the joins then run directly in the database. You provide the access, and the credentials are stored securely.

Push. You or your integration partner run the query yourselves and send the result to Bilendo as a batch, with one flat table per category (CSV or SQL result). We'll agree on the transfer method, credentials, and file format in detail with you at the start of the project.

Prerequisites

• Technical user: a dedicated, read-only user (for push, for your query) with read permission for business partners (OCRD, CRD1, OCPR), journal entries (OJDT, JDT1), outgoing invoices and credit memos (OINV, ORIN), reconciliations (ITR1, OITR), and, if you want orders, sales orders (ORDR, RDR1). Nothing more is needed. Write permissions are required only for the optional write-back channel.

• Only for pull via the Service Layer: The Service Layer is reachable from outside over HTTPS with a valid certificate, and the firewall is open for Bilendo. We'll give you the IP addresses at the start of the project.

• Tenant: We'll agree with you on the tenant's short code (CompanyCode), which appears in every row and never changes.

Cadence

We recommend the following: customers once a day, postings (open and cleared items) once to three times a day, and orders as a full snapshot with every posting run. We'll agree on the exact cadence with each customer.

Write-back channel (optional)

Bilendo can write the dunning level back to your SAP Business One so that your accounting team can see the dunning status in the ERP. SAP Business One has no standard field for this, so you create a user-defined field (UDF). We recommend a field on the invoice (OINV), because the dunning level applies to each receivable. Without the write-back channel, the dunning level in SAP Business One stays unchanged.

Testing and Go-Live

• The first import runs in an SAP test environment. Check that documents and payment statuses are matched correctly and that keys and clearing arrive as described on the SAP Business One Import page.

• Before go-live, determine who will send dunning notices from that point on. Bilendo takes over dunning, while SAP Business One remains the lead accounting system. We recommend turning off the dunning run in SAP Business One for the connected clients so that your customers don't receive duplicate dunning notices.