- SAP Managed Tags
Symptoms:
In mid-to-large sized companies, HR officers often face a lot of challenges managing the reimbursement Requests raised each month. This process can become time consuming and labor intensive due to the variety of request types and calculation rules (business travel, visa charges…).
commonly these requests are submitted by email. After that the approval and the data entry into the payroll system will be performed manually. However, this will always lead to delayed payments and increased errors.
Process flow:
Concept:
For a smoother and streamlined process, we must implement a fully automated solution, consider implementing a custom MDF object within SuccessFactors for each reimbursement category, for centralized payments governance.
Yet, this solution will only cover Step 1 and 2 of the process flow. ⚠️
Limitations:
Data circulation from custom MDF objects to the standard SuccessFactors objects, is not supported using business rules (refer to SAP KBA 2562069 for details).
✅Standards to Custom MDF => Data propagation allowed via Business Rules
❌Custom MDF to Standards => Data propagation NOT allowed via Business Rules
Enhancement:
To cover the last step of the process flow (posting payments to payroll) and further enable full automation. We need to create an internal Integration Job using the SuccessFactors Integration Center (IC).
In the following section, we will guide you through the exact IC configuration steps.
How to map?
Search Integration Center, My Integrations => Create => More Integration Types.
To fill data into One-Time Payments (which is standard portlet), use a scheduled Integration Center job. Then Select all required fields, as framed in the screenshot below.
1.Select the Data Source: (Custom MDF object)
Search for your cust_MDF => Select
2.Select the Target object: (Standard Object)
Click Add Button
From the right corner, choose the mapping type for the fields(based on your need):
- Set as Fixed Value Field: Used to Give fixed value to the destination field (e.g. Fixed payment type or currency).
- Set as Association Field: Used to Directly get data from your Source Object. Drag the source field and drop it into the desired Target Field (e.g. The Total payment amount, the creation date…).
- Set as Calculation Field: Used to Dynamically fill Data into the Target field based on data from 1 or more Source Fields. (e.g. generation of payment amounts using predefined formula rather than direct mapping).
3.Add filters and sorts: (Optional But Important⚠️)
First, we need to understand what are the different types of filters that we have:
a. Advanced Filters: Used to specify more complex conditional expressions than are possible with the simple filters.
b. Time-Based Filters: Helps to get all the records (current and/or historical) that have been modified since the last time the integration ran.
c. Advanced Sorting: Used to sort the output records.”
Source(https://help.sap.com/docs/successfactors-platform/using-integration-center/filter-and-sort)
In our case will need to apply Time-Based Filter=>"Effective From Date", because we need to read and propagate all New, Old, and/or Changed records, not just the latest one.
(for more details please refer to KBA 2470903)
Important Note: ⚠️⚠️
If approved records only need to be Auto-created under one-time payment, please ensure to enable the pending Data fields in your Source Object definition:
1. Access "Configure Object Definitions.
2. Search for your Source Cust-MDF object.
3. set the "Pending Data field" to YES
This way we ensure that the Integration will consider the requests with Approved Status only.
4. Schedule your Integration, then review and save.
By reaching this stage, we have successfully implemented a fully automated reimbursement Process .
5. Reporting: (Optional But Important⚠️)
To verify and track data it’s recommended to create two reports using the report center:
1. Reimbursement Requests per Type
2. Non-Recurring payment amounts per Reimbursement type.
Conclusion:
Combining Custom MDF Objects with SuccessFactors Integration center can serve the organizations’ needs to overcome the Business rule limitation and fully automate the Data propagation from Custom to Standard Objects. This can be achieved with Simple Configuration steps Starting By creating new Integration type, Selecting the Source object (Custom MDF), Choosing the Target object (Standard MDF), then configuring the appropriate Field mapping (Fixed, association, or calculated), Optionally applying Filters and Sorting (Advanced, Time-based, …), and Finally Schedule the Job to run at your preferred Frequency.
References:
2209164 - How to enable Integration Center in SuccessFactors System? - SAP SuccessFactors HXM Suite
2701195 - SuccessFactors to SuccessFactors integration - Integration Center
2655688 - How to Set a Schedule for Integration Center Jobs Using SuccessFactors Integration Center
2470903 - Integration Center is not returning historical/future records
2742107 - Integration Center: Frequently Asked Questions
2562069 - Scenario-based business rules for MDF objects, Parameters, Limitations, and other information about custom MDF Business Rule configuration scenario
https://help.sap.com/docs/successfactors-platform/using-integration-center/integration-center?locale...
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