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

Before you can use the SAP S/4HANA Cloud ES integration with Kofax AP Essentials, you must configure these settings in Kofax AP Essentials:

  • Buyer settings

  • Extraction settings

  • Workflow settings

  • Target system

  • Master data

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 Kofax AP Essentials. The external reference ID of each buyer in Kofax AP Essentials must match a company code in SAP S/4HANA Cloud ES.

The SAP S/4HANA Cloud ES integration only supports master data on the buyer level. In order to use the SAP S/4HANA Cloud ES integration, you must select Master data on buyer level in the Master data settings.

Extraction settings

You must edit the extraction settings for each document type you use and make sure the required Kofax 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

Kofax 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:

Kofax 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:

Kofax 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:

Kofax 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 Kofax 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 Kofax AP Essentials.

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

    Make corrections if necessary.

  5. Click OK to confirm your settings and return to the Target system view.
  6. Click SAVE.

Master data

Kofax 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 Kofax AP Essentials must match the company code in SAP S/4HANA Cloud ES.

The SAP S/4HANA Cloud ES integration only supports master data on the buyer level. In order to use the SAP S/4HANA Cloud ES integration, you must select Master data on buyer level in the Master data settings.

Supplier master data

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

Kofax 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 Kofax AP Essentials master data and SAP S/4HANA Cloud ES data.

Kofax 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 Kofax AP Essentials master data and SAP S/4HANA Cloud ES data.

Kofax 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 Kofax AP Essentials master data and SAP S/4HANA Cloud ES data.

Kofax 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.