Use schedule flows in SAP ECC and SAP S4 HANA

  • Release version: Xanadu
  • Updated February 18, 2025
  • 3 minutes to read
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    Summary of Use schedule flows in SAP ECC and SAP S4 HANA

    This guide explains how ServiceNow customers can use prebuilt schedule flows to integrate with SAP ECC and SAP S4 HANA systems, focusing on sourcing and procurement processes. These flows enable automated data synchronization and transactional operations such as fetching purchase requisitions, purchase orders, receipts, invoices, and supplier information.

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    Customers can either use the provided subflows directly for standard operations or create copies to customize according to specific business requirements. All provided subflows are read-only by default, emphasizing the need to copy before modification.

    Key Features

    • Primary Data Integration: Subflows to fetch and sync master data from SAP S4 HANA OData system including GL accounts, legal entities, invoices, suppliers, plant addresses, purchasing groups, payment terms, materials, foreign exchange rates, currencies, purchasing organizations, cost centers, units of measure, and material groups.
    • Supplier Lifecycle Operations: Subflows to create, update, or deactivate suppliers, manage supplier bank details, and update supplier payment information within SAP ECC and SAP S4 HANA.
    • Sourcing and Procurement Operations: Subflows to create or update purchase orders and create goods receipts in SAP ECC and SAP S4 HANA.
    • Accounts Payable Operations: Subflows to create invoices and non-purchase order invoices in SAP ECC and SAP S4 HANA.
    • Flow Execution and Customization: Flows and subflows can be executed via Workflow Studio. Customers are advised to copy flows before making any modifications to preserve the original functionality.

    Practical Use for ServiceNow Customers

    • Automate the synchronization of critical procurement and financial data from SAP systems into ServiceNow, ensuring up-to-date and accurate information.
    • Leverage out-of-the-box subflows to streamline supplier lifecycle management and procurement transactions without custom development.
    • Customize copied flows to adapt integration processes to unique organizational policies or SAP configurations.
    • Utilize Workflow Studio to schedule and manage these flows, enabling seamless integration within ServiceNow workflows.

    Use the schedule flows that interact with SAP ECC and SAP S4 HANA to pull information on purchase requisition, purchase order, receipt, invoice, and sourcing.

    You can either use the subflows to perform the required tasks or you can create a copy of the subflows and then customize it according to your requirements. The Source-to-Pay with SAP ECC and SAP S4 HANA integration supports the following subflows:

    Primary Data Integration with SAP ECC and SAP S4 HANA

    The Primary Data Integration with SAP ECC and SAP S4 HANA integration supports the following subflows:
    Table 1. Scheduled subflow details for Primary Data Integration with SAP ECC and SAP S4 HANA
    Subflow Description
    Fetch GL Accounts Use this subflow to fetch and sync all GL accounts from SAP S4 HANA OData system.
    Fetch Legal Entities Use this subflow to fetch and sync all legal entities from SAP S4 HANA OData system.
    Fetch Invoices Use this subflow to fetch and sync all Invoices from SAP S4 HANA OData system
    Fetch Suppliers Use this subflow to fetch and sync all supplier details from SAP S4 HANA OData system.
    Fetch Plant Addresses Use this subflow to Fetch Plant Addresses from SAP S4 HANA OData system.
    Fetch Purchasing Group Use this subflow to fetch and sync all Purchasing Group from SAP S4 HANA OData system.
    Fetch Payment Terms Use this subflow to fetch and sync all payment terms from SAP S4 HANA OData system.
    Fetch Materials Use this subflow to fetch and sync all Materials from SAP S4 HANA OData system.
    Fetch FX Rates Use this subflow to fetch and sync all FX rates from SAP S4 HANA OData system.
    Fetch Currencies Use this subflow to fetch and sync all Currencies from SAP S4 HANA OData system.
    Fetch Purchasing Organizations Use this subflow to fetch and sync all Purchasing Organizations from SAP S4 HANA OData system.
    Fetch Cost Center Use this subflow to fetch and sync all cost centers from SAP S4 HANA OData system.
    Fetch Unit of Measure Use this subflow to fetch base unit of measure from SAP S4 HANA OData system.
    Fetch Material Group Use this subflow to fetch and sync all Material Groups from SAP S4 HANA OData system.
    Important:

    These subflows are read only. To modify a flow or subflow, create a copy and then apply the required changes.

    Supplier Lifecycle Operations Integration with SAP ECC and SAP S4 HANA

    The Supplier Lifecycle Operations Integration with SAP ECC and SAP S4 HANA supports the following subflows:
    Table 2. Scheduled subflow details for Supplier Lifecycle Operations Integration with SAP ECC and SAP S4 HANA
    Flow Description
    Create or update supplier Creates or updates or deactivates supplier in SAP ECC and SAP S4 HANA.
    Deactivate supplier bank details Deactivates the supplier bank details in SAP ECC and SAP S4 HANA.
    Create or update supplier payment information Creates or updates supplier payment information in SAP ECC and SAP S4 HANA.
    Important:

    These subflows are read-only. To modify a flow or subflow, create a copy and then apply the required changes.

    Sourcing and Procurement Operations Integration with SAP ECC and SAP S4 HANA

    The Sourcing and Procurement Operations Integration with SAP ECC and SAP S4 HANA supports the following subflows:
    Table 3. Scheduled subflow details for Sourcing and Procurement Operations integration with SAP ECC and SAP S4 HANA
    Flow Description
    Create or update purchase order Creates or updates purchase order in SAP ECC and SAP S4 HANA.
    Create Goods Receipts Creates Goods Receipts in SAP S4 HANA and SAP S4 HANA

    Accounts Payable Operations Integration with SAP ECC and SAP S4 HANA

    The Accounts Payable Operations Integration with SAP ECC and SAP S4 HANA supports the following subflows:
    Table 4. Scheduled subflow details for Accounts Payable Operations Integration with SAP ECC and SAP S4 HANA
    Flow Description
    Create Invoice Creates invoice in SAP ECC and SAP S4 HANA.
    Create Non-Purchase Order Invoice Create Non-Purchase Order Invoice in in SAP ECC and SAP S4 HANA.