Sync SharePoint Custom Lists with SAP using Power Automate and yunIO

The following article shows how to synchronize SharePoint custom lists in near-real time with SAP.
In the following scenario, data from SharePoint is used to automatically create a purchase requisition in SAP. The newly created SAP purchase requisition number is then written back to SharePoint.

About

This article leads you through all necessary steps to set up the following process:

• When a new purchase requisition is added to a SharePoint list, a Power Automate workflow is triggered. This process also works with other automation tools, e.g., Nintex.
• The workflow uses the SharePoint data to run a yunIO service that creates a new purchase requisition in SAP.
• When the purchase requisition is created in SAP, the new SAP purchase requisition number is written back to the SharePoint list.

Setup in yunIO

yunIO is the connector that reads and writes data from and to SAP. For more information on yunIO, see Theobald Software: yunIO.
Follow the steps below to set up a yunIO service that creates purchase requisitions in SAP:

1. Create an SAP connection in yunIO.
2. Create a service in yunIO. The depicted example uses the integration type Function Module for the service.
3. Look up the standard BAPI, BAPI_PR_CREATE that creates purchase requisitions in SAP.

4. Set the following import parameters to Supplied by Caller:

   Table	Field	Description
   PRHEADER		Transfer Structure for Enjoy Purchase Req. - Header
   PRHEADER	PR_TYPE	Order Type (Purchasing)
   PRHEADERX		Change Parameter for Enjoy Purchase Requisition - Header
   PRHEADERX	PR_TYPE	Updated information in related user data field

5. Set the following table parameters to Supplied by Caller:

   Table	Field	Description
   PRACCOUNT		Transfer Structure for Enjoy Purchase Req. - Acct Assignment
   PRACCOUNT	PREQ_ITEM	Item Number of Purchase Requisition
   PRACCOUNT	SERIAL_NO	Sequential Number of Account Assignment
   PRACCOUNT	GL_ACCOUNT	G/L Account Number
   PRACCOUNT	COSTCENTER	Cost Center
   PRACCOUNTX		Change Toolbar for Enjoy Purchase Req. - Account Assignment
   PRACCOUNTX	PREQ_ITEM	Item Number of Purchase Requisition
   PRACCOUNTX	SERIAL_NO	Sequential Number of Account Assignment
   PRACCOUNTX	PREQ_ITEMX	Updated information in related user data field
   PRACCOUNTX	SERIAL_NOX	Updated information in related user data field
   PRACCOUNTX	GL_ACCOUNT	Updated information in related user data field
   PRACCOUNTX	COSTCENTER	Updated information in related user data field
   PRITEM		Transfer Structure for Enjoy Purchase Req. - Item Data
   PRITEM	PREQ_ITEM	Item Number of Purchase Requisition
   PRITEM	MATERIAL	Material Number
   PRITEM	PLANT	Plant
   PRITEM	QUANTITY	Purchase Requisition Quantity
   PRITEM	DELIV_DATE	Item Delivery Date
   PRITEM	ACCTASSCAT	Account Assignment Category
   PRITEMX		Change Parameter for Enjoy Purchase Requisition - Item Data
   PRITEM	PREQ_ITEM	Item Number of Purchase Requisition
   PRITEM	PREQ_ITEMX	Updated information in related user data field
   PRITEM	MATERIAL	Updated information in related user data field
   PRITEM	PLANT	Updated information in related user data field
   PRITEM	QUANTITY	Updated information in related user data field
   PRITEM	DELIV_DATE	Updated information in related user data field
   PRITEM	ACCTASSCAT	Updated information in related user data field

6. Select the table RETURN for export. This table contains logs and error messages.

7. Select the export parameter NUMBER for the output. This parameter contains the new SAP purchase requisition number that is written back to SharePoint.
8. Activate the advanced setting Commits Transaction. If this option is active, the function module “BAPI_TRANSACTION_COMMIT” is called after processing the selected Function Module / BAPI. BAPI_PR_CREATE require this commit function to successfully update data in the database.
   
9. Click to testrun the service in yunIO . For more information, see Documentation: Run Services in yunIO.
10. Click to download the service definition .
    

Setup in SharePoint

Create a SharePoint list that provides SAP-related fields. For this example, create the following columns:

• Material
• Plant
• Quantity
• Delivery Date
• Cost Center
• Purchase Requisition Number (when a purchase requisition number is created in SAP, it is written back to this column)

For more information on SharePoint lists, see Microsoft Documentation: Introduction to lists.

Setup in Power Automate

1. Integrate the yunIO service created in Setup in yunIO as a Custom Connector in Power Automate, see Integrate a yunIO Service with Power Automate.
2. Create a new workflow that is triggered when a new item is added to the SharePoint list.
3. Add the yunIO connector created in step 1 to the workflow and map the purchase requisition data from SharePoint to the input parameters of yunIO.
   
4. Make sure that the SharePoint input uses the right format, e.g., the delivery date must have the SAP format YYYYmmDD and the cost center must have 10 characters, including leading zeroes. For conversion tips and code templates, see Formats and Conversions in Power Automate.
5. Add a SharePoint Update Item tool to write the purchase requisition number from the yunIO Custom Connector back to the SharePoint list.
   
6. Optional: Send notifications when a purchase requisition is created.
7. Turn on the workflow.

Trigger the Process

1. Open SharePoint and add a new purchase requisition.
2. The Power Automate workflow runs and creates the purchase requisition in SAP.
3. Check if the SAP purchase requisition number is written back to SharePoint.