Connect SAP Business One
Your SAP Business One partner creates a user for Docentra, and the user can only read. Then you enter the address, the company database and the user in Docentra.
Who does it: Your SAP Business One partner, in about twenty minutes. Then you, in a minute.
Steps
Send this page to your SAP Business One partner
What your partner does is under “For your SAP Business One partner” below.
Enter the details in Docentra
Open Settings › Accounting system in Docentra, choose Connect next to SAP Business One, enter the details and choose Connect.
Docentra starts reading
From now on, Docentra reads the supplier invoices you book, and syncs automatically every six hours. Invoices booked before you connected are read only if you ask Docentra, for example to check the last year too.
For your SAP Business One partner
Docentra checks that the company pays its suppliers what was agreed. It uses the Service Layer and only reads: A/P invoices, A/P credit memos, outgoing payments, business partners and attachments.
Create a user that isn't a superuser
In Administration › Setup › General › Users, create a user for Docentra, for example docentra. Leave Superuser unticked.
Give the user a licence
In Administration › License › License Administration, on the Assignment tab, give the user a licence that allows signing in through the Service Layer. That is Indirect Access, unless the company's Professional or Limited licences already cover it. Without a licence, the user's authorisations have no effect.
Give read-only authorisations
In Administration › System Initialization › Authorizations › General Authorizations, choose the user. Set Read Only for A/P invoices, A/P credit memos, outgoing payments, business partner master data and attachments. Set No Authorization for everything else. Choose Update.
Make the Service Layer reachable
Docentra calls the Service Layer over https (port 50000 by default). The Service Layer needs a publicly trusted certificate, not the self-signed one the installer makes.
Send the details
Send the Service Layer address with its port, the name of the company database and the user name to the person connecting Docentra. Send the password separately.
What the access allows
The user isn't a superuser and can only read what its authorisations allow. Docentra signs in with its own user and never takes over a person's session.
Docentra only reads. It never creates, changes or deletes anything in your system.
Removing access
In Docentra: open Settings › Accounting system and choose Disconnect. The booked entries are removed from Docentra, but invoices Docentra has already read stay.
In SAP Business One: open the user in Administration › Setup › General › Users, tick Locked and choose Update.
If something goes wrong
- “The system didn't accept these details”
- Check the company database's name, the user name and the password. Also check that the user has a licence.
- “Docentra can't reach that address” or “The system didn't answer”
- The address has to be reachable from the internet, over https, with a valid certificate. Check the address and the port with whoever sent them. Also check that the server lets Docentra in.
- “Another accounting system is connected”
- Docentra reads only one accounting system per company. Disconnect the other system first, then connect this one.