Explaining the Implementation Mapping Document

The Microsoft Excel file has three tabs associated with it.

Instructions

The Instructions tab reviews the step-by-step process of completing and then using the document to implement SAP ICS. Each step shows who is responsible for completing each section and who is responsible for acting on the information in the document.

Setup Details

The Setup Details tab is the main tab used for the implementation process of SAP ICS. It is completed by the partner implementation team based on the configuration of the customer's site. The customer can provide updates as needed. The image below is only a small sample of the data collected on this tab. Each section will be covered in detail later in this unit.

SAP Items

The SAP Items tab contains information provided to the customer. It gives guidance on which add-ons and modules must be installed in their SAP environment to make sure SAP ICS works properly for the items they would like to integrate.

The image below is only a small sample of the data collected on this tab. This tab will not be covered in detail in this course.

This section is used to capture the details required to enable Cost Object Replication. This is the process used to make sure the SAP Concur system is up to date on what cost objects the customer wants to be available for users to reference in their expense reports.

1. Cost Objects: The customer will use this area to indicate which cost object types they want integrated with SAP Concur. If the customer is using an on-premise version of SAP, they can choose Cost Centers, Internal Orders, Sales Orders, Project WBS Elements, Networks, Network Activities, Orders, Production Orders, and Maintenance Orders. If they are a cloud version, they can choose Cost Centers and Project WBS Elements.
2. List Name: The partner implementation team will use this area to indicate the name of the Connected List that will be used to house the cost objects. "SAP Integration Hierarchy" is the recommended name for all customers. 
3. List Details: The partner implementation team will use this area to indicate further details of the list used to store the cost objects. This section will show which fields are used to capture the cost object details on the employee profile and what level of the list each section will reside.
4. Phased Rollout Details: Some customers may not want all of their cost objects available in SAP Concur. The customer uses this section to indicate how they want to restrict what cost objects will be available to be added to expense reports.
5. Statistical Cost Objects: The customer uses this area to indicate what statistical cost objects, if any, are to be used in SAP Concur.

This section is used to capture the details required to enable Employee Replication. This is the process used to make sure employee profiles in SAP have a user profile in SAP Concur and that data stays up to date. Due to some of the limitations of Employee Replication via SAP ICS, many customers opt not to use this feature.

1. Employee Replication to be Used?: A simple yes or no question: Will Employee Replication be used by this customer? As stated earlier, many customers opt not to use Employee Replication due to its limitations.
2. Concur Employee ID: In this area, the customer indicates what data point in SAP will be used as the Employee ID in SAP Concur. The most common selection is the Central Person ID.
3. Deviating Financial System: In the case where the customer has their HR and financial data in two different SAP systems, the Deviating Financial System is needed to make sure user profiles are assigned to the proper cost objects.
4. Ledger Code: This is the Ledger Code that will be added to all employee profiles created and maintained via Employee Replication. This information is provided by the partner implementation team and can be found in the Accounting Administration area of the configuration.
5. Cash Advance Account Code: This is the default Cash Advance Account Code that will be assigned to all employees via Employee Replication. It is required for customers that wish to use Cash Advances as part of their Financial Integration.
6. Custom Fields: In this area, the partner implementation team will indicate any other custom fields that have been added to the Default Employee Form in SAP Concur. The customer will need to map the correct data values in SAP to the listed custom fields in SAP Concur.
7. Phased Rollout Details: Some customers may not want all of their employees available in SAP Concur. The customer uses this section to indicate how they want to restrict which employees will have user profiles in SAP Concur.

This section is used to allow the customer and the SAP Concur team to communicate how financial documents, such as expense reports and cash advances, will transfer from SAP Concur to SAP. This section is vital to a successful implementation of SAP ICS and has more areas to complete than the previous sections we've looked at.

1. Document Types: In this area, the customer indicates which financial documents they want to integrate via SAP ICS. The customer can choose Expense Reports, Cash Advances, or both.
2. Enable Payment Notifications: A yes/no question asking if the customer wants the system to update SAP Concur when payments are made out of SAP. Answering Yes to this question indicates that the Include Payment Confirmation Step setting should be activated in the Workflow.
3. Condense Line Items: By default, SAP will condense and summarize all expenses related to the same clearing account into one line. Customers can use this area to indicate if they want those items to remain condensed into one or see each individual line.
   Note

   Only Expense Pay and Payroll reconciliation clearing account lines are automatically condensed, not credit card clearing accounts. If the customer wants to condense credit card clearing accounts lines, they can implement a BAdI.
4. Expense Account Determination: In this section, the customer indicates how they want to derive their GL Accounts Codes for each expense type. They can choose to use the codes entered into SAP Concur in the Accounting Administration area or use Symbolic Accounts, which requires additional configuration in SAP ICS.
5. Posting Date: In this section, the customer indicates which data they would like to use as the Posting Date for the GL entries generated by SAP ICS. Today is the most common option, but there are several others the customer can choose from. 
6. Recalculate Date: A yes/no question where the customer indicates if they want the system to recalculate the date if the financial period has closed.
7. Document Type: In this section, the customer indicates what Document Type their SAP system should use to post expenses. The Vendor Invoice (KR) document is the most commonly used by our customers.
8. IBCP Payments: The customers use this area to indicate if they want to pay their IBCP corporate cards through SAP.
9. Relevance Filter: The Relevance Filter restricts the import of financial documents based on key data points. For expense reports, it is derived from the employee fields or report header fields. For cash advances, it is derived from the employee fields. This area is used to indicate which fields should be used as the Relevance Filter for each document type.
10. Company Code Designation: This area is used to indicate where the Company Code data can be found for expense reports and cash advances. If the site was set up following SAP Concur recommendations, the Company Code will be in the Org Unit 2 field.
11. Vendor Determination: This area is used to show what data should be expected in the Vendor field on the employee profile. This information will help the customer make sure employees are paid correctly. 
12. Allocation Mapping: The SAP Concur team will provide a screenshot from the Configuration Report of the Allocations field setup. This will be used to help make sure the allocations in SAP Concur are properly mapped into the SAP financial system.
13. Attachments: This area is used to define if attachments related to expense reports (such as receipt images) should flow from SAP Concur to SAP via SAP ICS.

If the customer wants to use SAP's payroll system to reimburse their employees, they must complete the Payroll Posting section. Much of this information is similar to the information gathered in the Financial Posting section.

1. Relevance Filter: Similar to the same option in the Financial Posting section, the Relevance Filter determines which field is used to capture the Logical System and whether the Logical System from the employee profile or the expense report should be used when integrating payroll documents.
2. Reference Date: This is the same concept as the Posting Date value in the Financial Posting section: this is where the customer determines what date should be used to post the payroll transactions. Today is the most common option.
3. Company Code: Similar to the Company Code field in the Financial Posting section, this value is used to determine where Company Code is stored in the SAP Concur database and is used to make sure payroll data posts correctly.
4. Employee (Personnel Number) Determination: This section is used to indicate how the Personnel Number will appear in the payroll data. If Employee Replication was previously configured, this value will automatically be hard-coded to what was selected during that configuration process.
5. Vendor Account: This is related to the Employee (Personnel Number) Determination area previously discussed. If Employee Replication has not been configured, this area captures the field used to store the employee's Vendor Account. Custom 17 is the recommendation.

The last section of the spreadsheet, Concur Related Configurations, is used to capture any other relevant information about the customer's SAP Concur configuration that might impact their SAP ICS implementation.

1. Expense Pay utilized?: This area is used to indicate if Expense Pay will be used to reimburse employees or pay any corporate cards. If the answer is Yes, then the Liability Account Code must be populated in Payment Manager configuration area of SAP Concur. 
2. Group Names: The left side lists the Expense Groups where the Enable Financial Integration setting has been activated. The right side lists the Expense Groups where the Enable Payroll Integration setting has been activated.
3. Payment Types: In this area, all of the Payment Types that will be used with SAP ICS are listed. The Clearing Account Code must be populated for all CBCP and Company Paid Payment Types. The Credit Card Vendor Number must be populated for all IBCP Payment Types.
4. Additional Business Requirements & Notes: This is an area where anything else relevant to the implementation of SAP ICS can be noted. Anyone involved in the implementation project (customers, partners, or SAP Concur resources) can add items here.

As we have seen, the Mapping Document is a critical part of the implementation process of SAP ICS. Next, we'll see how to generate the values needed for the JWT connection method.