Finofo and SAP Business One: How the Integration Works

How It Works

From SAP Business One, Finofo uses suppliers and the reference data your team codes with, brought in through the connection, a CSV import or manual upkeep: G/L accounts, and the cost accounting dimensions, distribution rules, projects and branches your coding requires. Each invoice line in Finofo is coded with those values.

Invoices are captured, read, coded, matched and approved in Finofo. Approved invoices go to SAP Business One with their line coding. Posting follows approval, and how payment records go back is agreed with your Finofo team during setup.

SAP Business One keeps the ledger and financial reporting. The source document, approval history, comments and exceptions stay with each invoice in Finofo.

What Syncs Between Finofo and SAP Business One

• SAP Business One to Finofo: Supplier business partners, each mapped on its Finofo vendor profile.
• SAP Business One to Finofo: G/L accounts, and the dimensions, distribution rules, projects and branches your coding requires.
• Finofo to SAP Business One: Approved invoices with G/L account, dimension and project detail on each line.
• Finofo to SAP Business One: Payment records, in the form agreed with your Finofo team during setup.
• Stays in Finofo: The source document, approval history, comments and exceptions.

Set Up the Connection

1. Confirm the version, database, hosting and connection path with your Finofo team and your SAP Business One partner.

2. Agree which company databases AP covers. Each one keeps its own business partners, accounts and dimensions.

3. Agree the coding dimensions with your Finofo team: which ones each line needs, which are required and which combinations are valid. Reference data comes from your ERP through the connection, a CSV import or manual upkeep.

4. Check that each vendor profile in Finofo holds its ERP mapping, and agree with your Finofo team how payment records are sent back.

5. Test with real invoices before go-live.

SAP Business One Decisions to Settle During Setup

Each area below shows the question to settle, followed by why it matters.

• Company databases: Which companies does AP cover?
  Invoices must post to the right company with valid accounts.
• Dimensions: Which cost accounting dimensions and distribution rules are required on each line?
  Cost centre reporting depends on them.
• Projects and branches: Are projects or branches required on A/P invoices?
  Project and branch reports depend on them.
• Document type: Are A/P invoices entered as item documents, service documents or both?
  Item and service invoices are coded differently.
• Approvals: Do approval procedures run on A/P invoices in SAP Business One?
  An approval procedure can hold an invoice as a draft, and the same invoice should not be approved twice.
• Tax: Which tax codes cover your suppliers, including GST, HST, PST and QST where they apply?
  Each line needs the right tax code.
• Purchase orders: Are POs and goods receipt POs raised in SAP Business One, in Finofo or both?
  Decides where Finofo reads POs from for matching.

Fix Common SAP Business One Sync Issues

• A dimension or distribution rule is missing from coding options: Check that it is active in SAP Business One and set up as a coding dimension in Finofo.
• An approved invoice is not in SAP Business One: With Manual posting, open Post to ERP: the drawer shows whether the invoice is ready or blocked, and why. Check that the vendor profile holds its ERP mapping. Then check for a locked posting period or an inactive business partner.
• An invoice is waiting as a draft: Check whether an approval procedure in SAP Business One applies to invoices from Finofo.

Tips

• Bring your SAP Business One partner into the first setup call.
• List your dimensions and distribution rules before you agree required fields, so coders see only what your reports need.
• Test one item invoice and one service invoice if you use both.
• SAP Business One remains the system of record for the ledger, inventory and financial reporting.

Frequently Asked Questions

Does Finofo support SAP Business One on SAP HANA and on SQL Server?

Share your database and hosting with your Finofo team. The connection path is confirmed for your installation before implementation begins.

Will cost accounting dimensions carry through on each line?

Finofo codes invoices at line level with the dimensions your setup requires. Confirm which dimensions are synced during setup.

Can AP start before POs are in SAP Business One?

Yes. Finofo captures POs and receipts directly and matches them at line level, then posts clean entries to SAP Business One.

Do approvers need SAP Business One licences?

Approvals happen in Finofo, including on mobile, so approvers work in Finofo rather than in SAP Business One.