SAP S/4HANA Cloud ES: Data templates

When you configure the SAP S/4HANA Cloud ES target system service, you can use data templates to specify values for header fields and line-item fields.

  • Header field mapping specifies the Kofax AP Essentials data to use when mapping to header fields in SAP S/4HANA Cloud ES.
  • Line-item field mapping specifies the Kofax AP Essentials data to use when mapping to line-item fields in SAP S/4HANA Cloud ES.

You specify the data using plain-text constants and variables enclosed in percent marks.

  • Constants - fixed values that you specify as text.
  • Variables - dynamic values that are determined by invoice data or system data. Variables are enclosed in percent characters (%).

To specify a variable for an invoice field, enclose the Type name of the field in percent characters (%).

A variable can also be preceded by:

Example

Customer: $WebEye.CustomerID Document created: %@date0{yyyy-MM-dd}% Buyer: %#buyer.Name%

You cannot map line-item fields to Purchasing Document References fields in SAP.

Field mapping

By default, Kofax AP Essentials maps many fields to fields in SAP (See defaults here). However, if you want to override a default mapping or map data to a field that is not mapped by default, you can specify a custom mapping. Use the target system settings described at the top of this topic to specify custom field mapping.

You use data templates to specify a custom mapping using this format:

SAPField="DataTemplate"

...where SAPField is the name of a SAP field as designated by the SAP API, and DataTemplate is a data template described in this topic. Separate multiple field mappings using semicolons.

Example

SupplierInvoiceIDByInvcgParty ="000%InvoiceNumber%"

In the example above, the invoice number field in SAP (SupplierInvoiceIDByInvcgParty) is mapped to the invoice number field in Kofax AP Essentials (%InvoiceNumber%), which is preceded by three zeros. Therefore, if you process an invoice with invoice number 123456, the value of the invoice number field in SAP would be set to:

000123456

System variables

You can specify system variables to obtain the values of system variables in Kofax AP Essentials.

  • #Appendices
  • #CreditInvoice
  • #BatchPrefix
  • #buyer.Type
  • #buyer.Name
  • #buyer.Id
  • #Buyer.FieldName (where FieldName is a field name specified in Kofax AP Essentials XML (2.0))
  • #buyer.ExternalId
  • #buyer.Description
  • #buyer.TaxRegistrationNumber
  • #buyer.OrganizationNumber
  • #buyer.Street
  • #buyer.PostalCode
  • #buyer.City
  • #buyer.CountryName
  • #buyer.PaymentTerm
  • #buyer.PaymentMethod
  • #buyer.CurrencyCode
  • #buyer.BankAccounts
  • #Currency
  • #DateTime
  • #Description
  • #DocumentTypeSystemName
  • #ImageFile2
  • #NumberOfPagesFrontAndBack
  • #NumberOfInvoicePages
  • #NumberOfInvoicePagesFrontAndBack
  • #NumberOfAppendixPages
  • #NumberOfAppendixPagesFrontAndBack
  • #Pages
  • #Permalink
  • #ProfileName
  • #EndorserNumber
  • #Supplier
  • #Supplier.FieldName (where FieldName is a field name specified in Kofax AP Essentials XML (2.0))
  • #SupplierDescription
  • #supplier.Type
  • #supplier.Name
  • #supplier.Id
  • #supplier.ExternalId
  • #supplier.TaxRegistrationNumber
  • #supplier.OrganizationNumber
  • #supplier.Street
  • #supplier.PostalCode
  • #supplier.City
  • #supplier.CountryName
  • #supplier.PaymentTerm
  • #supplier.PaymentMethod
  • #supplier.CurrencyCode
  • #supplier.BankAccounts

History variables

You can specify history variables to obtain the user or the date and time of a specific process. You construct a history variable using one of these formats:

  • @UserX
  • @DateX
...where User specifies that you want the user associated with the process, Date specifies that you want the date the process occurred and X specifies the numerical code of the process you want to return. For example, %@Date0% returns the date a document was created. %@User0% returns the user name that created the document.

The default date format returned by the date variable is YYY-MM-ddTHH:mm:ss.FFFFFFFZ. For example: 2021-02-28T14:46:21.1265774Z.

Process status Numerical code
DocumentCreated 0
DocumentExtractionInProgress 30
DocumentExtractionSucceeded 40
DocumentPendingManualVerification 45
DocumentPendingCorrection 46
DocumentCorrectionFlowStarting 47
DocumentCorrectionFlowInProgress 48
DocumentCorrectionFlowDone 49
DocumentRejectedDuringVerification 50
DocumentRequestForInformationDuringVerification 55
DocumentManuallyVerified 60
DocumentPendingRegistration 61
DocumentRegistrationInProgress 62
DocumentRegistrationSucceeded 63
DocumentRegistrationFailed 64
DocumentPendingApproval 65
DocumentApprovalStarting 79
DocumentApprovalInProgress 66
DocumentApproved 67
DocumentApprovalSucceeded 68
DocumentApprovalRejected 69
DocumentRequestForInformation 70
DocumentPendingAllocation 71
DocumentPendingPost 74
DocumentPostInProgress 75
DocumentPostSucceeded 76
DocumentPostFailed 77
DocumentAssignedToUser 78
DocumentPendingBatchRegistration 80
DocumentPendingBatchPost 81
DocumentValidationFailed 82
DocumentPendingExport 90
DocumentExportPostponed 91
DocumentExportInProgress 95
DocumentExportFailed 99
DocumentExportSucceeded 100
DocumentSentToStorage 200
DocumentCommentAdded 201
LineItemExtractionUsed 202
DocumentFailed 900
DocumentDeleted 1000

Custom date formats

The default date format returned by the date variable is YYY-MM-ddTHH:mm:ss.FFFFFFFZ. For example: 2021-02-28T14:46:21.1265774Z.

If you use the Oracle Financials Cloud integration or the SAP S/4HANA Cloud ES integration, you can control the format of the date variable using standard date and time formats as well as custom formats. You specify the format of your choice by enclosing it in braces after the date variable, like this:

%@date0{yyyy-MM-dd}%

The date variable above would return for example, 2021-02-28.

Currently, custom date formats are only available for the Oracle Financials Cloud integration and the SAP S/4HANA Cloud ES integration. However, custom date formats will be available to other integrations in the near future.

Meta-data variables

You can specify these variables to obtain additional meta data from Kofax AP Essentials that is not available in the variables above:

  • $WebEye.CustomerID
  • $WebEye.BatchID
  • $WebEye.OutputImageFormat
  • $WebEye.DocumentID
  • $ExternalId
  • $UploaderUserName
  • $OriginalFileName
  • $BatchTrackId
  • $ReceiveTime
  • $DocumentId
  • $VerifierUserName