SAP R/3 Back Office Interface Setup

The SAP R/3 Back Office Interface transfers revenue, market statistics, and daily statistics information to the SAP R/3 Back Office interface. To access the interface setup, select Configuration>External>Back Office>Interface.

Provide the following information and select the OK button.

Interface Name. Select the Change Int. button and choose SAP R/3 from the List of Interfaces. The interface name appears in this field.

Use Batch Transfer Mode? As part of SID data the interface configuration fields Use Batch Transfer Mode? and Accounting Period Yes/No? (see below) are pre-set to either Y or N to indicate whether or not you wish to transfer the information in a batch mode. If you use Batch Transfer Mode, files of the different elements selected for batch transfer will be created. With Batch Transfer Mode, you can define the sequence of transfer items. This allows the user to transfer both the city ledger (AR) and revenue files at the same time. Two different files will be created, but only one export will occur. If the Use Batch Transfer Mode? field is set to N, you will have to execute two separate transfers, one for City Ledger and one for Revenue transfer. Also, the Interface Setup screen is where the Header and Footer file types will search when setting up that portion of the export file. Any field on or added to the Interface Setup screen is available when setting up the Header record using the view BOF EXPORT HEADER in the export file.

Accounting Period Required. If the option has been activated by setting this field to Y, the interface will prompt you to enter an accounting period each time a transfer is started. The accounting periods are strictly user-definable.

OXI Export. Available if the property has an OXI (OPERA Xchange Interface) license. Select this check box if the BOF export file is to be transported via the OXI interface.

Interface. When the OXI Export check box is flagged, select the down arrow to choose the system with which OXI interfaces.

SAP-Specific Fields

The information entered into these fields is determined by the interface requirements/

Hotel ID. Hotel ID.

R/3 Company Code. R/3 company code.

Customer Number. User-defined company number.

Controlling Area. Back office controlling area.

Logical System. User-specified logical system.

R/3 Room Revenue Number. Back office R/3 room revenue account.

Export History Fields

These fields are auto-populated when an export is generated. They fields may be edited if necessary.

Last Revenue Export Performed On. Date of last revenue export.

Last Revenue Batch File Number. Last revenue export batch file number.

Last City Ledger Export Performed On. Date of last city ledger export.

Last City Ledger Batch File Number. Last city ledger export batch file number.

Last Market Statistics Export Performed On. Date of last market statistics export.

Last Market Statistics Batch File Number. Last market statistics export batch file number.

Last Daily Statistics Export Performed On. Date of last daily statistics export.

Last Daily Statistics Batch File Number. Last daily statistics export batch file number.

Export Overview

The SAP R/3 system receives in general two different types of data:

1. Financial postings that affect accounting

2. Statistical postings that affect cost control

The following will be transferred using the first file type:

• Daily Revenue postings (RV transfer)
• Daily payment method totals (RV transfer)
• City ledger folios (CL transfer)
• Room revenue breakdown by market segment (MS transfer)

The second file type will be used to transfer all other statistical numbers

• Number of rooms breakdown by market segment
• Number of guests (sleepers) breakdown by market segment
• Covers statistics
• Number of rooms breakdown by country code
• Number of guests (sleepers) breakdown by country code
• Room revenue breakdown by country code
• F&B revenue breakdown by country code
• Other revenue breakdown by country code

Each posting, financial or statistical, will consist of several lines in the file. There will always be one header line and one or several data lines.

File Names

The following file naming conventions are recommended:

• The first 8 characters of the file name should be:
• Hotel-identifier (3 chars, Interface Translation->BOF_CODE1),
• MMDD for the month and the day of the data that is contained in the file.
• File type (one char)
  • R Revenue File (RV)
  • M Market Segment File (MS)
  • C City Ledger Detail Folio File (CL)
  • A Daily Statistics by Market Code
  • Y Daily Statistics by Country Code
• The extension should be “.IDO” for “Incoming document”

Generally the R/3 system does not recognize the file name. The system will read any file that is received and will use the file contents to identify what is contained and what to do with the contents of the file. However, the file naming must make sure that no file is overwritten because a file from another hotel is stored in the same directory with the same name, etc.

All files from all hotels in the chain will be send from the Hotels to the R/3 file server and be stored in one directory.

General rules for the fields:

• Each line in the file will be separated with carriage return/line feed.
• All fields will have fixed length and there is no field separator.
• Fields will be filled with spaces to the right ( chr(32) ) in order to meet the fixed length.
• Trailing spaces at the end of a line will be trimmed.
• Numerical values are either right aligned in the field and filled with zeroes to the left (R) or left aligned without leading zeroes and filled with spaces to the right (L). Please refer to the file layout of each individual field. The alignment will be indicated by either an (R) or an (L) in the column for the 'Field Content'.
• Decimals will be separated using the decimal point (‘.’).
• Negative numbers will have the “-“ sign to the right of the number (e.g., “000012345-“).
• Date fields will have the format YYYYMMDD.
• Time fields are expected in the format HHMMSS.

Settings for OPERA Back office Interface Translation

Interface Translation

BOF_CODE1 - Hotel Identifier

Transaction Code Translation

BOF_CODE1 - SAP G/L Code

Market Code Translation

BOF_CODE1 - SAP Market Segment Code

Daily Statistics Translation

BOF_CODE1 - SAP Cost Center Number

BOF_CODE2 - SAP Controlling Area

Record Details