ERP Source Configuration for SAP ECC and SAP S4 HANA

  • Release version: Xanadu
  • Updated March 9, 2025
  • 3 minutes to read
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    Summary of ERP Source Configuration for SAP ECC and SAP S4 HANA

    This guide explains how to configure the Source-to-Pay (S2P) system to integrate with SAP ECC and SAP S4 HANA ERP systems. The configuration supports inbound and outbound data exchanges, enabling automatic posting of purchase orders, receipts, and invoices, as well as downloading primary data from the ERP. The integration includes tailored logic to populate ERP-specific values and manages multiple ERP sources distinctly within the system.

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    Prerequisites

    • Assign Importtransformer and SOAP roles to the Integration user.
    • Obtain ERP integration user credentials and SOAP or REST API details from your ERP team, based on the ERP system and web service type.
    • If integrating multiple ERP instances, configure each instance separately in Source-to-Pay.

    ERP Source Configuration Process

    • Define the ERP source to be integrated with SAP ECC or SAP S4 HANA.
    • Create a basic authentication profile for web service integration.
    • Set up the source configuration to specify the ERP source connection.
    • Utilize preconfigured integration services for key entities such as currencies, legal entities, FX rates, cost centers, departments, payment terms, purchasing organizations, GL accounts, plant addresses, suppliers, product models, invoices, units of measure, and product categories.
    • Configure subflows that enable lookup and synchronization of these primary data entities from SAP ECC and SAP S4 HANA.
    • Establish scheduled jobs to periodically synchronize primary data updates, ensuring accurate and timely postings. For example, configure the Cost Center lookup job interval and similarly for other entities.

    Key Benefits for ServiceNow Customers

    • Automates integration between Source-to-Pay and SAP ERP systems, reducing manual data entry and errors.
    • Supports multiple ERP instances, allowing organizations with diverse ERP landscapes to maintain accurate integrations.
    • Provides flexibility to modify service mappings to meet specific business requirements.
    • Ensures consistent, up-to-date primary data synchronization through scheduled jobs, enhancing data integrity across systems.

    Next Steps

    • Define ERP source configurations specific to your SAP ECC or SAP S4 HANA environment.
    • Configure integration services and subflows as required for your organization's data entities.
    • Set up and manage scheduled jobs to automate periodic data synchronization.
    • Leverage related tasks to trigger or troubleshoot integration flows manually when needed.

    Configure your Source-to-Pay (S2P) instance to support inbound and outbound integration with your ERP system. This integration configuration enables you to automatically post purchase order, receipt, invoice, and download primary data from the ERP.

    ERP source configuration enables the implementation of specific logic to populate values pertinent to third-party ERP systems. It includes all integration services defined between Source-to-Pay (S2P) and the third-party ERP system. In cases where multiple ERP sources exist, they’re stored as distinct ERP source entries with their corresponding integration services.

    To meet specific requirements, you can modify the service-mapping logic by updating the relevant service element map entry within the integration service record. For organizations using multiple ERP systems, an ERP Source field has been incorporated into the tables to ensure accurate identification of the respective integrated ERP system.

    Prerequisites

    Before you start the integration configuration, you must complete the following tasks.
    • Add the following roles to the Integration user:
      • Import_transformer
      • SOAP
    • Get the following details from the ERP team:
      • ERP integration user credentials.
      • SOAP or REST API details based on your ERP system and the type of web services you are using for the integration.
    Note:
    If the application needs to support multiple ERP instances, configure Source-to-Pay to integrate with each ERP instance separately.

    ERP Source Configuration

    To perform the ERP Source configuration for SAP ECC and SAP S4 HANA, follow these steps:
    1. Define the ERP source that you want to integrate with SAP ECC and SAP S4 HANA integration.
    2. Create a basic authentication profile that can be used for web service integration with SAP ECC and SAP S4 HANA.
    3. Define source configuration for ERP source. The ERP source configuration determines the ERP source to which your ERP system connects. For more information, see Define ERP source configuration for SAP ECC and SAP S4 HANA.
    4. The integration services are preconfigured with the base system for the following entities:
      • Currencies

        Set up subflows for the source configuration to lookup currencies from SAP ECC and SAP S4 HANA.

      • Legal Entities

        Set up subflows for the source configuration to lookup legal entities or company code details from SAP ECC and SAP S4 HANA.

      • FX Currency Rates

        Set up subflows for the source configuration to lookup FX rates from SAP ECC and SAP S4 HANA.

      • Cost Centers

        Set up subflows for the source configuration to lookup cost centers from SAP ECC and SAP S4 HANA.

      • Departments

        Set up subflows for the source configuration to lookup departments from SAP ECC and SAP S4 HANA.

      • Payment Terms

        Set up subflows for the source configuration to lookup payment terms from SAP ECC and SAP S4 HANA.

      • Purchasing Orgs

        Set up subflows for the source configuration to lookup purchasing orgs from SAP ECC and SAP S4 HANA.

      • GL Accounts

        Set up subflows for the source configuration to lookup GL accounts from SAP ECC and SAP S4 HANA.

      • Plant Addresses

        Set up subflows for the source configuration to lookup plant addresses from SAP ECC and SAP S4 HANA.

      • Suppliers

        Set up subflows for the source configuration to lookup suppliers from SAP ECC and SAP S4 HANA.

      • Product Models

        Set up subflows for the source configuration to lookup product models from SAP ECC and SAP S4 HANA.

      • Invoices

        Set up subflows for the source configuration to lookup invoices from SAP ECC and SAP S4 HANA.

      • Unit of Measure

        Set up subflows for the source configuration to lookup the base unit of measure details from SAP ECC and SAP S4 HANA.

      • Product Categories

        Set up subflows for the source configuration to lookup material group details from SAP ECC and SAP S4 HANA.

      Figure 1. ERP Source Configuration of S4 HANA
      ERP Source Configuration of S4 HANA
      Note:
      Similarly, you can select SAP ECC configuration to view the list of services.
    5. Configure scheduled job to synchronize primary data updates from SAP ECC and SAP S4 HANA.
    6. Set up the interval in the lookup Cost Center scheduled job to periodically synchronize primary data updates from the ERP, for posting services to work.
      Note:
      Similarly, you can configure schedule jobs for the other integrations services.