ERP source configuration for SAP Ariba

  • Release version: Yokohama
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of ERP source configuration for SAP Ariba

    This configuration enables ServiceNow Source-to-Pay (S2P) customers to integrate their ERP system with SAP Ariba for seamless inbound and outbound data exchange. The integration supports automatic posting and retrieval of purchase orders, receipts, invoices, and primary data from the ERP system. It allows defining multiple ERP sources with distinct service mappings to support various third-party ERP systems, including multiple SAP Ariba instances.

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    Key Features

    • ERP Source Management: Maintain separate ERP source entries for multiple ERP systems, each with unique service mappings and connection aliases.
    • Service Mapping Customization: Customize logic by modifying service element maps to meet specific organizational requirements.
    • Authentication Setup: Create basic authentication profiles for secure web service integration using SAP Ariba credentials.
    • Subflow Configuration: Configure subflows for key entities such as Legal Entities, FX Currency Rates, Purchasing Organizations, Currencies, Payment Terms, GL Accounts, Cost Centers, Departments, Suppliers, and Invoices to lookup data directly from SAP Ariba.

    Prerequisites

    • Assign the roles snfcmsintg.admin and snspendintg.admin to the Integration user.
    • Obtain ERP integration user credentials and REST API details from your ERP team.
    • For multiple ERP instances, configure S2P separately for each instance.

    Configuration Steps

    • Define the ERP source to integrate with SAP Ariba.
    • Create a basic authentication profile using the SAP Ariba integration username and password.
    • Associate the authentication profile with service maps.
    • Define the ERP source configuration specifying the connection to SAP Ariba.
    • Configure service maps and subflows for essential entities to enable data lookups and synchronization.

    What Customers Can Expect

    After completing this configuration, customers will have a robust integration setup allowing automatic synchronization of purchase orders, invoices, and related financial data between ServiceNow S2P and SAP Ariba ERP systems. This facilitates streamlined procurement processes, accurate data exchange, and supports complex environments with multiple ERP instances.

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

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

    To meet specific requirements, you can customize the service-mapping logic by modifying the relevant service element map entry within the service map record. For organizations using multiple ERP systems, an ERP Source field has been incorporated into the tables to accurately identify the respective integrated ERP system.

    The ERP source configuration for SAP Ariba enables customers to establish multiple SAP Ariba instances. Each instance is identified by a distinct source, and the connection alias for each instance must be unique.

    Prerequisites

    Before you start the integration configuration, complete the following tasks.
    • Add the following roles to the Integration user:
      • sn_fcms_intg.admin
      • sn_spend_intg.admin
    • Get the following details from the ERP team:
      • ERP integration user credentials.
      • REST API details based on your ERP system you're using for the integration.
    Note:
    If the application must support multiple ERP instances, configure Source-to-Pay to integrate with each ERP instance separately.

    ERP Source Configuration

    To configure the ERP Source for SAP Ariba, perform the following steps:
    1. Define the ERP source that you want to integrate with the SAP Ariba integration.
    2. Create a basic authentication profile that can be used for the web service integration with SAP Ariba
    3. Register the SAP Ariba integration username and password to create the authentication profile and associate it to service maps.
    4. Define the 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 Ariba.
    5. Configure service maps for the following entities:
      • Legal Entities

        Set up subflows for the source configuration to lookup legal entities or company code details from SAP Ariba.

      • FX Currency Rates

        Set up subflows for the source configuration to lookup FX rates from SAP Ariba.

      • Purchasing Orgs

        Set up subflows for the source configuration to lookup purchasing organizations from SAP Ariba.

      • Currencies

        Set up subflows for the source configuration to lookup currencies from SAP Ariba.

      • Payment Terms

        Set up subflows for the source configuration to lookup payment terms from SAP Ariba.

      • GL Accounts

        Set up subflows for the source configuration to lookup GL accounts from SAP Ariba.

      • Cost Centers

        Set up subflows for the source configuration to lookup cost centers from SAP Ariba.

      • Departments

        Set up subflows for the source configuration to lookup departments from SAP Ariba.

      • Suppliers

        Set up subflows for the source configuration to lookup suppliers from SAP Ariba

      • Invoices

        Set up subflows for the source configuration to lookup invoices from SAP Ariba.

    Figure 1. ERP Source Configuration for SAP Ariba
    ERP Source Configuration for SAP Ariba

    You have configured the ERP source for SAP Ariba.