SAP B1 Cloud Connector de en Introduction The SAP B1 Cloud Connector allows you to use the data contained in your SAP Business One (SAP B1) database in Coresystems Field Service Management applications. This document will guide you through the prerequisites required to perform an integration between the two systems, and the process of downloading, installing, and configuring an integration between SAP B1 and Coresystems. The following diagram is a representation of the the flow of data from SAP B1 to Coresystems via the Cloud Connector: View Diagram Attention: In accordance with SAP Note 896891, the SAP B1 Cloud Connector cannot process anything that is updated with direct SQL queries. Prerequisites Attention: The SAP B1 Cloud Connector is currently still using a legacy authentication mechanism. You will therefor need to login to the Admin and enable the “Legacy Authentication Log-In Supported” account setting. In order to integrate SAP Business One with Coresystems, you must fulfill the following requirements: You must have Coresuite Time installed. You must meet the minimum hardware and software requirements for Coresytems Field Service Management You must meet the minimum hardware and software requirements for the SAP B1 Cloud Connector You must use a supported SAP Business One and/or SQL Server SBO Patch Level In order to complete the installation, you must have SAP Business One Super User privileges. If you are integrating using an SAP HANA database, you must have Catalog Read privileges. Note: It is recommended that you install the Coresystems Cloud Connector on an SAP (SQL) server. Installation Process Download Connector Next, you will download the cloud connector. Install Connector After successfully, downloading the connector, you can then install it using the installation wizard. Map Systems Once the connector has been installed, you will then define the numbering sytem used for Business Partners in the Coresystems applications. These actions are completed in SAP B1. Synchronize When everything has successfully been mapped, you can then synchronize the data, bringing the data contained in your SAP B1 database into the Coresystems Cloud for use in the Field Service Management application. Download the SAP B1 Cloud Connector After creating a trial account, you can then download the SAP B1 Cloud Connector. To download the latest version of the SAP B1 Cloud Connector, navigate to the following: Installing the SAP B1 Cloud Connector After downloading the SAP B1 Cloud Connector, open the executable file and run it as Administrator. The download wizard will then display a SQL Server Connection Information dialog window, prompting you to enter the following information: Field Description SAP Version The current version of SAP Business One you are using. This information is displayed automatically. Environment Type Radio button. The type of SAP Busines One environment you are using. Options include On Premise or On Demand. Database Type Radio button. The type of database you are using. Options include Microsoft SQL and SAP HANA SAP Server Name Dropdown. Here you will select the name of the SAP Server to integrate with Coresystems Field Service Management. SAP User Text entry field. Here you will enter the name of the SAP user. SAP Password Here you will enter the password associated with the SAP user and server. Attention: If you are integrating with Coresystems using a SAP HANA database, you must have Catalog Read privileges. Catalog Read privileges authorizes users to have unfiltered read-only access to all system views. Generally, the content of these views is filtered based on the privileges of the accessing user. After you have entered the required information, select Continue. When the information has successfully been validated, the application will then display a new window with the following information: Field Description Client The name of the client server. Status The current connection status of the client server. Action Options include Connect or Configure. Click Connect on the client server you would like to connect to Coresystems. You will then be prompted to enter your SAP Super User username and password information. When you have entered this information, click the OK option below. Map SAP B1 Database to Coresystems Attention: The following steps will need to be completed for both the Business Partner - Supplier and Business Partner - Customer objects. The next step is to “map” your SAP B1 database to Coresystems. This is done through manually defining the numbering used for “Business Partner” codes. In order to to do this, you must complete the following steps: Navigate to Administration > System Initialization > Document Numbering in SAP Business One. Double-click on the box beside Business Partner - Customer row. The application will then display a new window for defining the series used for business partners. Right-click and select the Add Row option. You will then enter the following information: Field Description Name The name of the number definition (example: “automatic”). First Nr. Required. Number. The first number in the series. Next Nr. Required. Number. The next number in the series. Used to determine if series is ascending or descending in order. Last Nr. Required. Number. The final number in the series. Prefix Optional. String. If applicable, the numbering prefix (example: customer-001). Suffix Optional. String. If applicable, the numbering suffix (example: 0001-customer). Group Optional. Dropdown. If applicable, the group to which the numbering definition is associated. Number of Digits Required. Based on the entry in the Last Nr. field (example: 1000 in Last Nr. would equal 4 digits). After completing all required fields, select the Update option. The application will then apply the settings you’ve created. From the Document Numbering window, select the Busines Partner - Customer option again. Click the entry you previously created (example: automatic), and select the Set as Standard option below. The application will present three options for standardizing the numbering definition: for current user for all users (recommended) for specific users When you have selected an option, click the Update button. Businsess Partner Code Generation SAP B1 HANA The use of native SAP ‘document numbering’ to create BP codes is a requirement In SAP B1 HANA. This is configured at Administration > System Initialization > Document Numbering. SAP B1 MS-SQL You have the choice to use the native SAP ‘document numbering’ to create BP codes or use a Coresystems system query. The Coresystems query can be found in SAP B1’s query manager under the group COR_CLOUD_QRY, and is named ‘Generate BP Code’ Synchronizing a Company to the Cloud Note: Efforts, Expenses, Materials and Mileage only sync back to SAP Business One if Coresuite Time is installed and running. After you have defined the numbering to be used for Business Partners, you can then synchronize the data, by completing the following steps: Open the Cloud Connector from the Windows task bar The application will display a dialog with the following information: Field Description Send Queue Here you can see how many objects are in the queue awaiting transmission. Last Read Access Time Here you can see when the cloud/device was accessed last. Last Transfer Time Here you can see when was the last time that there was an exchange between the cloud/the device. Configure Choose Configure to add or change data. View Log Choose View Log to display the latest entries. Choose Configure. Select the SQL server name and the SQL server type from the drop-down lists. Then choose Test to make sure that the connection works. If this is the case, select Next to continue. A list of available SAP Business One clients appears. Connect to the relevant client(s) and choose Next. Enter the user account and the password for the Coresystems cloud account that you registered. Click the Continue button. Note: The time to synchronize will depend on the size of your SAP Business One database. It is recommended to review the database size before synchronizing this data. Viewing Sync Details The company based in your SAP B1 database will now be synchronized with Coresystems. To view synchronization status, you can select the Cloud Connect from the task bar, and view the following details: Field Description Queue This field will show any data objects (records from the SAP B1 database) that are awaiting synchronization. Last Read Access Time DD-MM-YYY MM:HH. The last time the connection was modified. Last Transfer Time DD-MM-YYY MM:HH. The time of the last data transfer between your Coresystems account and your SAP B1 database. Additional Resources Auto-Create BP Codes for MS-SQL Installation When you create a business partner in SAP, you can define the code associated with the business partner record. In order to create a business partner code using the Field Service Mobile application, you must apply a template query. This template query can be found in the following location: Path Tools > Queries > User Queries > COR_CLOUD_QRY > Generate BP Code After you connect to the cloud, this template query will be added to your SAP database. This template query will then create the code for each business partner created on a mobile device, and can be modified as needed.