Setting up Configuration for Systems Fully Connected to SAP

When the application is first deployed, Functional Administrators should perform the steps described in the following process to configure the Master Data Configuration tree.

Note that the system configuration can be done completely manually, or via some manual steps and an Excel upload.

Warning: Do not change tables that are synced with SAP. All of your modifications will be lost the next time the system is synced, and any manually added items will cause errors because they do not exist in SAP. For the tables that are auto-attached to systems and company codes, any changes will also be lost the next time the system is synchronized.

The following processes cover how to set up configuration for a connected system using two different methods. For a standalone system, all configuration tables should be reviewed and configured as required. For hybrid systems, see Setting up Configuration for Hybrid Systems for the different configuration steps.

To set up the configuration manually for a connected system:

  1. Assess the volume of data for SAP synced tables. Tables with large record volumes (e.g., assets, vendors, equipment, projects, WBS, and internal orders) need to be identified and removed from the system sync process.
  2. After the initial deployment of the application, recreate the database to remove the default demo data.

    Warning: Do not perform this step any other time, as all data will be deleted.

  3. Load the default template for the Application Configs through (using the Load option):
    1. Click Application Menu > Master Data Configuration.
    2. Click Application Configs in the configuration tree.
    3. Click Download Template and save the ApplicationConfig_Template.xlsx file. Update the file as required, but be careful not to modify or delete fields and values that the application requires to work properly.
    4. Click Upload Options and select Load for the initial configuration. The upload options are:
      • Load: Deletes all existing records, and loads the new data.
      • Update Only: Only imports records that already exist, and updates them.
      • Update or Insert: Updates existing records, and inserts the new ones. Note that updating records does not include removing/deleting records.
      • Insert Only: Inserts the new records and ignores the existing ones (based on ID).
    5. Browse to the template file to upload it.
    6. Review and update the default configuration in the Master Data Configuration.
  4. Verify the SAP data connections and test the connection.
  5. Add a system in the System config.
  6. Add the required companies to the selected system.
  7. Sync the system configuration with the ERP. Note that synching may take a some time to complete. Once the sync has completed, Cross Company Code Configuration (for data that is valid for all company codes in the system) and Module Management (specifies which SAP modules are used) appear in the configuration tree.
    1. Verify that all SAP tables were loaded with the expected values and record counts.
    2. You may want to recreate the index if large amounts of data were synced.
  8. Maintain the Module Management table.
  9. In Cross Company Code Configuration, update the external URLs for the SAP WEBGUI and update the Accounting Standard table the Depreciation Area and Account Standard Type.
    • Create Classifications and attach it to the Accounting Standard.
    • Create Transaction Types and attach it to the Accounting Standard.
  10. If required, set up tax configuration.
  11. Update the Company table with the Main and Secondary Accounting Standards and review all other configuration options.
  12. Assign the Company to Business Units in Application Config Settings.
  13. Create Lease Departments and attach them to the Company.
    • Create Lease Groups and attach them to the Lease Department.
  14. Attach Unit of Measure to the Company.
  15. Maintain the IBR data and attach it to the Company.
  16. In the Code Block, attach Internal Order Type to the Company.
  17. In Asset Setup:
    • Attach Asset Transfer Variant to the Company.
    • Attach Asset Classes to Company.
    • Attach the Depreciation Area to the Asset Class.
    • Enter the External Asset Class Mappings and attach them to the Company.
  18. In Accounting Setup:
    • Attach the Exchange Rate Type to the Company, and perform additional configuration (if required).
    • Attach Document Types to the Company.
    • Enter Account Determination mappings and attach them to the Company.
    • Enter Non Lease Accounting Determination mappings and attach them to the Company.
    • Attach Payment Terms to the Company.
    • Attach Payment Method to the Company.
    • Attach Payment Block to the Company.
    • Attach Reversal Reasons to the Company.
    • Attach Purchasing Organization to the Company.
  19. Configure CPI Indexation, if required.
  20. Sync the system again.
  21. Configure the frequency of syncing for each SAP table.

To set up the configuration with Excel templates:

  1. Assess the volume of data for SAP synced tables. Tables with large record volumes (e.g., assets, vendors,equipment, projects, WBS, cost centeres, profit centers, and internal orders) need to be identified and removed from the system sync process.
  2. After the initial deployment of the application, recreate the database to remove the default demo data.

    Warning: Do not perform this step any other time, as all data will be deleted.

  3. Load the default template for the Application Configs:
    1. Click Application Menu > Master Data Configuration.
    2. Click Application Configs in the configuration tree.
    3. Click Download Template and save the ApplicationConfig_Template.xlsx file. Update the file as required, but be careful not to modify or delete fields and values that the application requires to work properly.
    4. Click Upload Options and select Update or Insert. The upload options are:
      • Load: Deletes all existing records, and loads the new data.
      • Update Only: Only imports records that already exist, and updates them.
      • Update or Insert: Updates existing records, and inserts the new ones. Note that updating records does not include removing/deleting records.
      • Insert Only: Inserts the new records and ignores the existing ones (based on ID).
    5. Browse to the template file to upload it.
    6. Review and update the default configuration in the Master Data Configuration.
  4. Verify the SAP data connections and test the connection.
  5. Add a system in the System config.
  6. Add the required companies to the selected system.
  7. Sync the system configuration with the ERP. Note that synching may take a some time to complete. Once the sync has completed, Cross Company Code Configuration (for data that is valid for all company codes in the system) and Module Management (specifies which SAP modules are used) appear in the configuration tree.
    1. Verify that all SAP tables were loaded with the expected values and record counts.
    2. You may want to recreate the index if large amounts of data were synced.
  8. Load the default template for the System Configs:
    1. Navigate to System Config > System in the configuration tree.
    2. For each system, click and save the SystemConfig_Template.xlsx file. Update the file as required. Note that the template contains tabs for tables that are synced from SAP. The tables that are synced and auto-attached do not have to be filled in.
    3. For the required system, click and select Insert-Update for the initial configuration. The upload options are:
      • Load: Deletes all existing records, and loads the new data.
      • Update Only: Only imports records that already exist, and updates them.
      • Update or Insert: Updates existing records, and inserts the new ones. Note that updating records does not include removing/deleting records.
      • Insert Only: Inserts the new records and ignores the existing ones (based on ID).
    4. Browse to the template file to upload it.
    5. Validate that all data was correctly loaded in the Master Data Configuration.
    6. Repeat this step for each connected system.

      Note: Use a separate Excel file for each connected system.

  9. Run scheduled jobs for tables that were excluded from the system sync. Ensure that all scheduled jobs were completed successfully in the Batch History, and the corresponding SAP tables were loaded witht he correct record counts.
  10. Sync the system again.
  11. Configure the frequency of syncing for each SAP table.

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