Expense Before connecting the ERP, connect the information.
A data checklist, responsibilities and returns to plan the integration of expenses.
An integration starts before the first API call. Teams need to agree on what each field means, who maintains the records and how results are tracked. That groundwork prevents automation from carrying inconsistent data between systems.
Map the essential fields
List the data the ERP needs to receive an expense. Then identify where each field comes from and what transformations are needed. A category with a simple name for the employee may correspond to a specific code in the management system.
- Company, collaborator and registration identifiers.
- Category, cost centre and design, where applicable.
- Value, date, currency and expenditure reference.
- Approval status and documents necessary for the proceedings.
Choose the source of each registration
If a cost center changes, who updates that information? Define which system is the reference and how the change reaches the other side. Also document the handling of inactive records so that new expenses do not use an option that no longer exists in the ERP.
Match upload time
Approval may be a condition to integrate, but the exact moment depends on the operation. Line up which states allow sending and what happens if information changes later. Differentiate “sent”, “received” and “processed”: these events can represent distinct stages.
Plan for errors and retries
An unavailability should not leave the team without knowing what happened. Set how to identify faults, who follows the queue, and when to repeat a shipment. The technical design should consider identifiers to avoid duplicate records in further attempts.
Validate with examples of operation
Test in appropriate environment a common expense, an invalid rating and a repeated attempt. Check the result in the destination, not just the sending message. The connectors, available fields and rules depend on the ERP and the scope defined for each company.