Configuring Tungsten AP Essentials for use with SAP S/4HANA Cloud ES

Buyer settings

For each company in SAP S/4HANA Cloud ES that you want to send invoices to, you must add a corresponding buyer in Tungsten AP Essentials. The external reference ID of each buyer in Tungsten AP Essentials must match a company code in SAP S/4HANA Cloud ES.

Extraction settings

You must edit the extraction settings for each document type you use and make sure the required Tungsten AP Essentials fields are specified for the corresponding fields in SAP S/4HANA Cloud ES. If a document type you use lacks a required field, you must add a custom field using the field type name specified in the tables below. Likewise, the SAP S/4HANA system must use the required fields specified in the tables below.

General expense field requirements

Tungsten AP Essentials exports non-PO invoices to SAP S/4HANA Cloud ES with the status, Posted. Non-PO invoices that only contain header fields are exported to SAP S/4HANA Cloud ES with the status, Parked.

Adjust your document types for general expense invoices according to this table:

Tungsten AP Essentials field type name	SAP S/4HANA Cloud ES field	Note
Header fields
InvoiceNumber	SupplierInvoiceIDByInvcgParty
InvoiceCurrency	DocumentCurrency
	CompanyCode	The value is taken from the External ID of the buyer.
InvoiceDate	DocumentDate
PostingDate	PostingDate	PostingDate is a custom field that you must add to the document type.
SupplierNumber	InvoicingParty
TaxDeterminationDate	TaxDeterminationDate	TaxDeterminationDate is a custom field that you must add to the document type.
InvoiceTotalVatIncludedAmount	InvoiceGrossAmount
InvoiceTotalVATAmount	InvoiceTotalTaxAmount	Optional.
InvoiceTaxAmount1	TaxAmount
TaxCode1	TaxCode	TaxCode1 is a custom field that you add to the document type.
TaxJurisdiction1	TaxJurisdiction	Optional. If you want to use this optional field, you must add TaxJurisdiction1 to the document type as a custom field.
TaxCountry	TaxCountry	Optional. If you want to use this optional field, you must add TaxCountry to the document type as a custom field.
WithholdingTaxType	WithholdingTaxType	Optional. If you want to use this optional field, you must add WithholdingTaxType to the document type as a custom field.
WithholdingTaxCode	WithholdingTaxCode	Optional. If you want to use this optional field, you must add WithholdingTaxCode to the document type as a custom field.
WithholdingTaxBaseAmount	WithholdingTaxBaseAmount	Optional. If you want to use this optional field, you must add WithholdingTaxBaseAmount to the document type as a custom field.
WithholdingTaxAmount	ManuallyEnteredWhldgTaxAmount	Optional. If you want to use this optional field, you must add WithholdingTaxAmount to the document type as a custom field.
InvoiceCredit	SupplierInvoiceIsCreditMemo
DueCalculationBaseDate	DueCalculationBaseDate	DueCalculationBaseDate is a custom field that you add to the document type. If DueCalculationBaseDate is empty, or does not exist, the value is calculated using the payment terms of the supplier according to the company code.
	PaymentTerms	Payment terms are retrieved from SAP using the company code and the supplier.
GeneralLedgerAccount	GLAccount	GeneralLedgerAccount is a custom field that you must add to the document type. If GeneralLedgerAccount is empty, or does not exist, the value is copied from the Default GL account number setting.
Line-item fields
	SupplierInvoiceItem	This value is automatically set by the integration.
LIT_ArticleName	Description
BuyerExternalId	CompanyCode
LIT_GeneralLedgerAccount	GLAccount	LIT_GeneralLedgerAccount is a custom field that you must add to the document type. If LIT_GeneralLedgerAccount is empty, or does not exist, the value is copied from the header field, GeneralLedgerAccount. If GeneralLedgerAccount is empty or does not exist, the value is copied from the Default GL account number setting.
InvoiceCurrency	DocumentCurrency
LIT_VatExcludedAmount	SupplierInvoiceItemAmount
LIT_VATCode	TaxCode	If LIT_VATCode is empty, the value is copied from the header field, TaxCode1.
LIT_TaxJurisdiction	TaxJurisdiction	LIT_TaxJurisdiction is a custom field that you must add to the document type. If LIT_TaxJurisdiction is empty, the value is copied from the header field, TaxJurisdiction1.
	DebitCreditCode	This value is set to: "S" for debit. "H" for credit.
LIT_DeliveredQuantityUnitCode	QuantityUnit
LIT_DeliveredQuantity	Quantity

Purchase order field requirements

Adjust your document types for purchase order invoices according to this table:

Tungsten AP Essentials field type name	SAP S/4HANA Cloud ES field	Note
Header fields
InvoiceNumber	SupplierInvoiceIDByInvcgParty
InvoiceCurrency	DocumentCurrency
	CompanyCode	The value is taken from the External ID of the buyer.
InvoiceDate	DocumentDate
PostingDate	PostingDate	PostingDate is a custom field that you must add to the document type.
InvoiceTotalVatIncludedAmount	InvoiceGrossAmount
SupplierNumber	InvoicingParty
InvoiceDate	TaxDeterminationDate	If InvoiceDate is not specified during verification, DocumentDate is used.
InvoiceCredit	SupplierInvoiceIsCreditMemo
	PaymentTerms	The value is taken from SAP.
DueCalculationBaseDate	DueCalculationBaseDate	DueCalculationBaseDate is a custom field that you add to the document type. If DueCalculationBaseDate is empty, or does not exist, the value is calculated using the payment terms of the supplier according to the company code.
InvoiceOrderNumber	PONumber	If the line-item field, LIT_OrderNumber, is not specified during verification, the field value is taken from this header field.
InvoiceTotalVatIncludedAmount	InvoiceGrossAmount
InvoiceTotalVATAmount	InvoiceTotalTaxAmount	Optional.
InvoiceTaxAmount1	TaxAmount
TaxCode1	TaxCode	TaxCode1 is a custom field that you add to the document type.
TaxJurisdiction1	TaxJurisdiction	Optional. If you want to use this optional field, you must add TaxJurisdiction1 to the document type as a custom field.
TaxCountry	TaxCountry	Optional. If you want to use this optional field, you must add TaxCountry to the document type as a custom field.
WithholdingTaxType	WithholdingTaxType	Optional. If you want to use this optional field, you must add WithholdingTaxType to the document type as a custom field.
WithholdingTaxCode	WithholdingTaxCode	Optional. If you want to use this optional field, you must add WithholdingTaxCode to the document type as a custom field.
WithholdingTaxBaseAmount	WithholdingTaxBaseAmount	Optional. If you want to use this optional field, you must add WithholdingTaxBaseAmount to the document type as a custom field.
WithholdingTaxAmount	ManuallyEnteredWhldgTaxAmount	Optional. If you want to use this optional field, you must add WithholdingTaxAmount to the document type as a custom field.
Line-item fields
	SupplierInvoiceItem	This value is automatically set by the integration.
LIT_VatExcludedAmount	SupplierInvoiceItemAmount	Required for posting.
LIT_VATCode	TaxCode	If LIT_VATCode is empty, the value is copied from the header field, TaxCode1.
LIT_TaxJurisdiction	TaxJurisdiction	LIT_TaxJurisdiction is a custom field that you must add to the document type. If LIT_TaxJurisdiction is empty, the value is copied from the header field, TaxJurisdiction1.
InvoiceCurrency	DocumentCurrency	Required for parking and posting.
LIT_OrderNumber	PurchaseOrder	Required for parking and posting. If the field value is not specified during verification, the value is take from the header field, InvoiceOrderNumber.
LIT_RowIdentifier	PurchaseOrderItem	Required for parking and posting.
LIT_DeliveredQuantity	QuantityInPurchaseOrderUnit	Required for posting.
LIT_DeliveredQuantityUnitCode	PurchaseOrderQuantityUnit	Required for posting.
LIT_ArticleName	Description	Optional

Workflow settings

Account coding requires the Workflow service. Specify the coding fields in the Coding settings according to this table:

Tungsten AP Essentials field type name	SAP S/4HANA Cloud ES field	Note
Header fields
AccountCode	Account	Add GeneralLedger to the ACCOUNT TYPES settings if it does not already exist. The GeneralLedger account type enables the AccountCode and Amount fields in Tungsten AP Essentials.
Amount	Amount
TaxCode	TaxCode	TaxCode is a custom field that you must add to the CODING FIELDS settings. If TaxCode is empty, the value is copied from the header field, TaxCode1.
TaxJurisdiction	TaxJurisdiction	TaxJurisdiction is a custom field that you must add to the CODING FIELDS settings. If TaxJurisdiction is empty, the value is copied from the header field, TaxJurisdiction1.
CompanyCode	CompanyCode	CompanyCode is a custom field that you must add to the CODING FIELDS settings.
CostCenter	CostCenter	CostCenter is a custom field that you must add to the CODING FIELDS settings.
ProfitCenter	ProfitCenter	ProfitCenter is a custom field that you must add to the CODING FIELDS settings.
FunctionalArea	FunctionalArea	FunctionalArea is a custom field that you must add to the CODING FIELDS settings.
FinancialTransactionType	FinancialTransactionType	FinancialTransactionType is a custom field that you must add to the CODING FIELDS settings.

If the target SAP system supports document parking, you can optionally select Allow document parking in the Coding settings. The enables a setting which allows Office users to park documents during coding and approval. Parked documents retain the Parked status when exported to SAP S/4HANA Cloud ES.

Target system settings

Adjust the target system settings in Tungsten AP Essentials.

In Admin Center, navigate to the Target system view and click EDIT.
Select SAP S/4HANA Cloud ES and click Configuration.
Specify the settings in the view that appears.
Click TEST to test the connection settings.

Make corrections if necessary.
Click OK to confirm your settings and return to the Target system view.
Click SAVE.

Master data

Tungsten AP Essentials automatically imports master data from SAP S/4HANA Cloud ES and uses the data to suggest and validate field values during verification. Master data is synchronized on the buyer level. Therefore, the external reference ID of the buyer in Tungsten AP Essentials must match the company code in SAP S/4HANA Cloud ES.

Supplier master data

This table shows the correlation between Tungsten AP Essentials master data and SAP S/4HANA Cloud ES data.

Tungsten AP Essentials field (type name)	SAP S/4HANA Cloud ES field
Name	SupplierName
Blocked	BusinessPartnerIsBlocked
to_Supplier
SupplierNumber	Supplier
Description	The description is taken from the Long Text supplier description in SAP and is filtered according to the buyer language.
TaxRegistrationNumber	The first BPTaxNumber field of the business partner is used.
TaxCode	n/a
to_BusinessPartnerAddress
Location	AddressID
City	CityName
PostalCode	CompanyPostalCode
CountryName	Country
Street	StreetName
State	Region
to_BusinessPartnerAddress/to_PhoneNumber
TelephoneNumber	PhoneNo
to_BusinessPartnerAddress/to_FaxNumber
FaxNumber	FaxNumber
to_Supplier/to_SupplierCompany
PaymentTerm	PaymentTerms
PaymentMethod	PaymentMethodsList
to_Supplier/to_SupplierPurchasingOrg
CurrencyCode	PurchaseOrderCurrency

Purchase order master data

Only purchase orders with the Release completed status are imported. Optionally, you can also choose to exclude fully invoiced purchase orders in the target system settings. This table shows the correlation between Tungsten AP Essentials master data and SAP S/4HANA Cloud ES data.

Tungsten AP Essentials field (type name)

SAP S/4HANA Cloud ES field

OrderNumber

PurchaseOrder

SupplierNumber

Supplier

CurrencyCode

DocumentCurrency

DateCreated

DocumentDate (Doc. Date)

ContactName

SupplierRespSalesPersonName

ContactName is the full name of a person in the supplier (vendor) organization.

Description

SupplierName

Supplier.BusinessPartnerName

StatusText

PurchasingProcessingStatus

The StatusText value is taken from the value of PurchasingProcessingStatus.

PurchasingProcessingStatus value	Description
01	Version in process - Indicates version management is enabled and in process.
02	Active - Indicates the PO has been created or is on hold.
03	In release - Indicates the PO is pending release.
04	Partially released - Indicates the PO is partially released.
05	Release completed - Indicates the release is completed and can be processed further.
08	Release rejected - Indicates the release of PO is rejected or cancelled.

Purchase order line items

OrderLineNumber

PurchaseOrderItem

ArticleNumber

Material

ArticleDescription

PurchaseOrderItemText

CategoryDescription

PurchaseOrderItemCategory

Quantity

OrderQuantity

Unit

PurchaseOrderQuantityUnit

UnitPrice

NetPriceAmount

PriceUnit

NetPriceQuantity

SupplierArticleNumber

SupplierMaterialNumber

RowTotalAmountVatExcluded

This value is calculated from the PO.

OrderQuantity x NetPriceAmount / NetPriceQuantity

StatusText

This value remains empty until the item is fully invoiced, at which point the value is set to "Fully invoiced".

InvoicedQuantity

This value is calculated from the sum of QtyInPurchaseOrderPriceUnit in purchase order history table for records where PurchasingHistoryDocument = 2.

DeliveredQuantity

This value is calculated from the sum of QtyInPurchaseOrderPriceUnit in purchase order history table for records where PurchasingHistoryDocument = 1.

IsDeliveryRequired

The value is the converse of the IsCompletelyDelivered field value.

For credit notes (credit memos), invoice quantities and amounts are negated.

General ledger accounts master data

This table shows the correlation between Tungsten AP Essentials master data and SAP S/4HANA Cloud ES data.

Tungsten AP Essentials field	SAP S/4HANA Cloud ES field (table)
Code	GLAccount
Group	GLAccountGroup
Active	The field is set to true if: All of these GLAccount properties are false: AccountIsBlockedForCreation AccountIsBlockedForPosting AccountIsBlockedForPlanning AccountIsMarkedForDeletion All of these GLAccount._GLAccountInCompanyCode properties are false: AccountIsBlockedForPosting AccountIsMarkedForDeletion
Name	GLAccountName
Description	GLAccountLongName

Tax code master data

This table shows the correlation between Tungsten AP Essentials master data and SAP S/4HANA Cloud ES data.

Tungsten AP Essentials field	SAP S/4HANA Cloud ES field (table)
Value	TaxCode
Description	TaxTypeName
Name	TaxCodeName
Active	n/a

The Value field is unique. Active is always set to true.