Integration: Transferring OYASO Shipments to SAP

With the OYASO SAP interface, you can transfer booked shipments directly into your SAP system as purchase orders. This enables seamless approval processes, automated invoice verification, and clean cost center and cost unit accounting.

(Technical note: The system automatically creates an "enhanced limit order" in your SAP).

Prerequisite: Maintaining Carrier SAP Master Data

For the mapping between OYASO and SAP to work flawlessly, the SAP Business Partner Number of the respective carrier must be stored once in your OYASO address book.

1. Navigate to "Contacts" (Kontakte) in the main menu.

2. Find the desired logistics partner and click Edit (pencil icon).

3. Enter the corresponding ID (e.g., 0200025704) in the "SAP Business Partner Number" field and save your changes.

Step-by-Step: Triggering a Purchase Order (For Dispatchers)

Once the interface is active, the awarding process for your dispatchers changes only minimally:

1. Award Transport Order Carry out your usual Spot or Tender process. Once you have decided on a provider, click "Place Order" (Auftrag erteilen) as usual.

2. Enter SAP Data The "Create Purchase Order" window will now open. Here you define the specific SAP header and account assignment data to book the costs correctly internally:

• Organizational Unit: (e.g., Plant Cologne - Freight Purchasing)

• Material Group: (e.g., Heavy Duty Transports)

• Account Assignment Category: (e.g., Sales Document or Cost Center)

• Reference Numbers: Enter the sales document and item number depending on the account assignment category.

• Finally, click the "Create Purchase Order (in EUR)" button.

3. Confirmation and Dispatch The system now transmits the data to SAP in real-time and reports: "Your purchase order [Number] was successfully created".

• Click "Send booking email" to inform the carrier.

• The highlight: The generated email to the partner automatically contains the brand new SAP purchase order number (e.g., 6100001802). The carrier is requested to state this number on their invoice for all future communication and billing

How is the interface set up? (For Administrators & IT)

To unlock this feature for your company, we guide your IT department through a lean integration process:

• Kickoff Meeting: A brief alignment call (approx. 45 min.) between your IT and the OYASO developers.

• Data Provision: You provide us with the necessary structural data (plants, company codes, purchasing organizations, and material groups) as a list.

• Grant Access: Your IT grants OYASO access to the SAP interface API_PURCHASEORDER_PROCESS_SRV.

• Setup & Testing: OYASO sets up the final interface for you and tests it (duration approx. 2 business days).