Time and Expense for SAP

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DATABASICS integrates directly with SAP ERP and SAP S/4HANA to connect your employees’ time, mileage, and expenses with your core financial and project systems. From field entry to financial close, our integration eliminates duplicate data entry, enforces policy compliance, and ensures your finance team gets accurate, real-time data.

Whether you’re managing project-based work, tracking departmental spend, or handling global operations, DATABASICS delivers a secure, configurable bridge between the people doing the work and the SAP modules that run your business.


Integration Highlights

  • Direct Posting to SAP Modules: Push approved data to SAP FI (Financial Accounting), CO (Controlling), PS (Project System), HR (Human Resources), and MM (Materials Management) without manual rekeying.

  • Project & Cost Center Mapping: Align every hour worked and every expense incurred to the right WBS element, cost center, internal order, or SAP project code.

  • Multi-Currency & Tax Compliance: Handle VAT, GST, per diems, and exchange rates automatically, so international transactions stay compliant and accurate.

  • Approval & Audit Control: Apply DATABASICS’ robust policy enforcement before posting to SAP, while keeping full receipt images and approval logs for auditors.

  • Bi-Directional Sync: Pull master data (employees, projects, cost centers, accounts) from SAP into DATABASICS to keep lists current and coding accurate.


Example Use Cases

1. Project Costing & Budget Control

  • Field engineers submit travel, lodging, and materials expenses in DATABASICS, tagging them to SAP WBS elements.

  • Once approved, these costs flow into SAP Project System in real time, giving project managers up-to-date budget visibility.

2. Departmental Expense Tracking

  • Corporate credit card transactions feed into DATABASICS, are matched with receipts, and coded to SAP cost centers.

  • Finance posts the approved expenses to SAP FI and CO for inclusion in monthly variance and spend reports.

3. Global Tax Handling & Reclaim

  • International travelers enter expenses in DATABASICS with currency and tax details captured automatically.

  • SAP processes VAT/GST data for reclaim, reducing leakage and improving compliance.

4. Resource Time Tracking

  • Consultants log billable and non-billable hours in DATABASICS, mapped to SAP internal orders or projects.

  • Hours feed into SAP HR for payroll and into SAP PS for project profitability reporting.


The Results You Can Expect

  • Faster Close Cycles: Automated posting means no delays from manual uploads or spreadsheet merges.

  • Accurate Data at Every Stage: From initial entry to final ledger, your data stays consistent and audit-ready.

  • Increased Productivity: Employees spend less time coding expenses; finance spends less time reconciling errors.

  • Global Scalability: Designed for organizations with multi-entity, multi-language, and multi-currency needs.

With DATABASICS + SAP, you get a single, integrated workflow that unites your workforce in the field with your finance team in the back office—driving accuracy, compliance, and efficiency at scale.