As our client organization experienced growth, they faced increasing challenges maintaining consistent HR and financial data across Keka HRM System and SAP Business ByDesign. To address this, we implemented an integration solution that automates synchronization of employee master data, financial details, expense claims, and payroll reliable and timely updates across systems.
What is Keka?
Keka is a comprehensive HR management system that handles employee data, payroll, expenses, and finance operations. Integrating Keka with SAP Business ByDesign ensures seamless data flow and improved operational efficiency.
Business Need
Maintaining consistency between Keka and SAP Business ByDesign via manual data entry causes discrepancies in employee records, financial data, and payroll information. These inefficiencies lead to inaccurate reporting and increased manual effort. Therefore, a fully automated integration is essential to ensure timely and accurate data synchronization, transparency, and operational reliability.
Solution Overview
This integration automates data exchange between Keka HRMS and SAP Business ByDesign using Scheduled Runs and standard APIs. Custom Business Objects in SAP act as temporary storage for data fetched through Keka APIs, which is then processed to update SAP master data. The framework supports automated scheduling, error handling, and comprehensive logging for traceability.
Module-wise Solution
1. Employee Creation
The Employee Creation process automates transferring employee master data from Keka to SAP Business ByDesign.
- A Custom Scheduled Mass Data Run (MDR) triggers the Employee GET API to fetch new or updated employee records based on the last modified timestamp.
- These fetched records are temporarily stored in a custom SAP Business ByDesign object.
- Logs are maintained for both GET and CREATE operations to ensure data transparency and traceability.
1. Get All Employees Unique ID using MDR view
2. Retrieve Employee Details using MDR
3. Store the Employee Details and log Details
- After storing the data in the custom object, it is processed with the SAP standard employee creation API for master data creation.
- This process guarantees that every employee record in Keka is accurately replicated in SAP Business yDesign.
4. Create the Employees in Standard Employee Master using MDR
5. Standard Employee Master
Code Snippet For Employee Creation :
FlowChart :
2. Financial Data Update
The Financial Data Update module keeps salary and deduction details synchronized between Keka and SAP Business ByDesign.
- Scheduled MDRs call Keka's Financial GET API regularly to retrieve updated financial information by employee IDs.
- The retrieved financial data is stored temporarily in SAP custom objects for processing.
1. Fetching Financial Details using MDR
2. Store the Employee Financial Details and log details
- If the corresponding Employee ID exists in SAP, salary and deduction details are updated through the SAP Update API.
- Logs capture both successful updates and errors, supporting retrigger mechanisms for failed operations.
FlowChart :
3. Expense Creation
This module automates expense claim synchronization between Keka and SAP Business ByDesign.
- The MDR triggers Keka’s Expense GET API to retrieve all expense claims that were created for the employee within a specified timeframe.
- The fetched expense records are stored in SAP custom objects with associated log details.
1. Fetching the Expense details using MDR
2. Store the Expense Details and Logs
Stored records are then processed via the SAP standard ManageSupplierInvoicein API to create Supplier Invoices.
Logs maintain detailed tracking of data flow and errors for auditing and troubleshooting purposes.
3. Supplier Invoice Creation MDR
4. Creating the expense details as Supplier Invoice
Code Snippet For Employee Creation :
FlowChart :
4. Payroll Integration
Payroll integration automates the posting of payroll data from Keka to SAP Business ByDesign.
- Initially, the system fetches the Pay Group ID from Keka.
- Based on the retrieved Pay Group ID, a subsequent call is triggered to obtain the Pay Cycle ID.
- Once the Pay Cycle ID is fetched, another API call is made to retrieve the Pay Register details.
- The payroll components from the Pay Register are then stored in a custom SAP Business ByDesign object for further processing.
1. Get PayRegister Details using MDR
2. Store the PayRegisters Details and Log Details
- Logs are generated for tracking and error resolution, ensuring reliable synchronization between Keka and SAP Business ByDesign.
- The configuration Business Object (BO) maintains the mapping between chart of account codes, debit/credit codes, and payroll components.
3. Configuration Object to store the Chart Of Account Details
- After the record is stored in the custom object, it is processed through the SAP standard Journal Entry Voucher (JEV) creation API to create Journal Entry Vouchers in SAP Business ByDesign.
4. Journal Entry Voucher Creation MDR
5. Creating the PayRegister Details as JEV
Code Snippet For Employee Creation :
FlowChart :
Technical Architecture
The integration framework consists of five key components:
- Mass Data Runs (MDR) for scheduled data synchronization
- Custom Business Objects (CBO) for temporary data staging
- Standard SAP APIs for master data creation and updates
- Logging framework to capture success, failure, and Retrigger events
- Configuration mappings aligning general ledger accounts and payroll components
This modular architecture supports scalability for future integrations.
Key Benefits
The integration delivers essential advantages that streamline operations and improve data reliability:
- Reduces manual effort and errors by automating synchronization between Keka and SAP Business ByDesign.
- Ensures accurate and timely data updates, enhancing reporting accuracy and transparency.
- Supports scalability with a modular design for easy future expansions.
Assumptions
Effective implementation depends on several key prerequisites:
- Availability and accessibility of all necessary Keka APIs and SAP Business ByDesign standard APIs.
- Alignment of cost centers and general ledger accounts between both systems.
- Proper authorization and communication setup to enable seamless data exchange.
