Integration settings on Source-to-Pay side

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read
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    Summary of Integration settings on Source-to-Pay side

    This guide explains how to configure your Source-to-Pay (S2P) instance to integrate inbound and outbound with your ERP system. The integration supports automatic posting of purchase orders, receipts, invoices, and downloading of primary data from the ERP. Proper configuration ensures seamless data synchronization and transaction processing between S2P and your ERP.

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    Prerequisites and Initial Setup

    • Assign the Importtransformer and Soap roles to the Integration user.
    • Obtain ERP integration user credentials and details of SOAP or REST APIs from your ERP team, depending on your ERP’s web service type.
    • If integrating multiple ERP instances, configure each instance separately in S2P.

    Core Configuration Steps

    • Define ERP Source: Specify the ERP source that connects with Procurement Service Management to manage primary data integration.
    • Set Up Authentication Profile: Create a basic authentication profile using ERP integration credentials. This profile is linked to service maps for secure web service communication.
    • Define Source Configuration: Configure ERP source parameters that determine how your ERP system connects to S2P.

    Service Maps Configuration

    Configure service maps to specify web services endpoints and credentials for key transactional entities:

    • Post purchase orders
    • Post receipts
    • Post invoices
    • Fetch updates for suppliers, cost centers, purchasing entities, general ledger accounts, asset categories, and material groups

    Each service map requires its own web service record for customization. Use the authentication profile credentials and connection endpoints when configuring these services.

    Data Synchronization and User Mapping

    • Configure a scheduled job (Fetch Spend Primary Data) to periodically synchronize primary data updates from the ERP to support ongoing posting services.
    • Load and maintain the mapping between S2P users and ERP user IDs for all active procurement buyers. This mapping is essential for requisition assignment rules.

    Entity Mapping

    Map key entities between S2P and ERP to ensure data consistency:

    • Purchasing entity: Link legal entities to ERP purchasing entities.
    • Asset category: Map capitalization policies to ERP asset categories.
    • Material group: Connect model categories to ERP material groups.
    • Delivery address: Map delivery locations to ERP address codes.
    • ERP plant: Map ERP plant IDs to ERP locations using the ERP address identifier 1 field.

    Practical Benefits for ServiceNow Customers

    By following these configuration steps, ServiceNow customers can enable reliable, automated exchange of procurement and financial data with their ERP systems. This reduces manual effort, improves data accuracy, and supports efficient procurement lifecycle management through integrated Source-to-Pay processes.

    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.

    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 information 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 S2P to integrate with each ERP instance separately.
    1. Define an ERP source.

      Define the ERP source that you want to integrate with Procurement Service Management. This information is required for any primary data. For more information, see ERP source and Primary data integration.

    2. Set up the authentication profile.

      Create a basic authentication profile that can be used for web service integration with ERP. Register the ERP integration username and password to create the authentication profile and associate it to service maps. For more information, see Set up the authentication profile.

    3. Define source configuration for ERP.

      ERP source configuration determines the ERP source to which your ERP system connects. For more information, see ERP source configuration and Define ERP source configuration for Source-to-Pay.

    4. Configure service maps for the following entities:
      • Post purchase order.

        Set up web services for the source configuration to post purchase orders to ERP.

      • Post receipt.

        Set up web services for the source configuration to post receipts to ERP.

      • Post invoice.

        Set up web services for the source configuration to post invoices to ERP.

      • Fetch supplier.

        Set up web services for the source configuration to fetch supplier updates from ERP.

      • Fetch cost center.

        Set up web services for the source configuration to fetch cost center updates from ERP.

      • Fetch purchasing entity.

        Set up web services for the source configuration to fetch purchasing entity updates from ERP.

      • Fetch general ledger account.

        Set up web services for the source configuration to fetch general ledger account updates from ERP.

      • Fetch asset category.

        Set up web services for the source configuration to fetch asset category updates from ERP.

      • Fetch material group.

        Set up web services for the source configuration to fetch material group updates from ERP.

      Note:
      For configuring each of these service maps, provide the connection end point and the ERP credentials that you set up for your authentication profile. Also, create a separate web service record for each service request that you want to customize.

      For more information, see Configure service maps for Source-to-Pay.

    5. Configure scheduled job to synchronize primary data updates from ERP.

      Set up the interval in the Fetch Spend Primary Data scheduled job to periodically synchronize primary data updates from the ERP, for posting services to work.

    6. Load data to ERP user mapping table.

      Set up S2P and ERP User ID mapping for the integration to work. The mapping is maintained for all active users who have the procurement buyer role in ERP. These users should be used in the requisition assignment rule. For more information, see Load data to ERP user mapping table for Source-to-Pay.

    7. Map the following entities:
      • Purchasing entity.

        Map legal entity to the downloaded purchasing entity in the purchasing entity table.

      • Asset category.

        Map capitalization policy to the downloaded asset category in the asset category mapping table.

      • Material group.

        Map model category to the downloaded material group in the material group mapping table.

      • Delivery address.

        Map location reference in the delivery location table to ERP address code in the address mapping table.

      • ERP plant.

        Map ERP plant id to the corresponding ERP location in the address mapping table. Use the ERP address identifier 1 field for this mapping.