Integrating your timesheet software with SAP lets you automatically synchronize projects, clients and worked time data between the two systems. This complete technical guide walks you through configuring this integration in 2026.

Why Integrate Timesheet with SAP?

Integration Benefits

With a successful integration:

✅ Automatic synchronization: Projects (WBS) and hours (CATS) up to date in both systems
✅ No double entry: Data shared between timesheet and SAP
✅ Financial consistency: Worked time directly in SAP for billing
✅ Unified reporting: Combined SAP + timesheet analytics
✅ Compliance: Respect for established SAP processes

Time saved: 8-15h/week on manual entry in SAP

SAP Integration Architecture

SAP Modules Involved

Main modules:

PS (Project System)
- WBS Elements (Work Breakdown Structure) = Projects
- Network Activities = Project tasks
- Project Structures = Project structure
CATS (Cross Application Time Sheet)
- Time Entries = Hours worked
- Absences = Leave and absences
- Time Recording = Time entry
HR (Human Resources)
- Employees (PA0001) = Consultants
- Organizational Units = Organizational structures
FI (Financial Accounting)
- Customers (KNA1) = Clients
- Billing = Invoicing

Data Flow

Timesheet                    SAP
   │                            │
   ├─ Projects ────────────────> WBS Elements (PS)
   ├─ Clients ─────────────────> Customers (KNA1)
   ├─ Hours worked ────────────> CATS Records
   ├─ Consultants ─────────────> Employees (PA0001)
   └─ Billing ─────────────────> Billing Documents (FI)

Integration Methods

1. OData Services (Recommended)

Modern REST API
SAP Gateway standard
Easy to use
Complete documentation

2. RFC (Remote Function Call)

Traditional method
More complex
Requires ABAP development
High performance

3. IDoc (Intermediate Document)

For large volumes
Asynchronous
More complex to configure

Prerequisites and Preparation

SAP Prerequisites

Required access:

SAP administrator access or user with API permissions
Access to SAP Gateway (for OData)
Access to transactions: CJ20N (Project Builder), CAT2 (Time Entry), SEGW (Gateway Service Builder), SE37 (if RFC)
Permissions on modules: PS, CATS, HR, FI

SAP objects to use:

WBS Elements: For projects
Customers (KNA1): For clients
CATS Records: For hours worked
Employees (PA0001): For consultants

Timesheet Prerequisites

Required features:

REST API available
SAP integration support (OData or RFC)
Data export (Projects, Clients, Timesheets)
Customizable mapping

Step 1: SAP Configuration (OData Service)

Option A: Use Existing OData Service

1. Check Available Services

Log in to SAP
Go to SAP Gateway → Service Catalog
Search for available services: Z_PROJECT_SRV (if custom), CATS_SRV (Time Entry), PROJECT_SRV (Projects)

2. Activate Service

Select the service
Click Activate
Note the service URL (e.g. /sap/opu/odata/sap/Z_PROJECT_SRV/)

Option B: Create Custom OData Service

1. Create Service in SEGW

Transaction SEGW (Gateway Service Builder)
Create new service project
Name: Z_TIMESHEET_SRV

2. Create Entity Sets

Entity Set 1: Projects (WBS)

Entity Set: Projects
Entity Type: Project
Properties: WBS_ELEMENT, PROJECT_DESC, START_DATE, END_DATE, STATUS

Entity Set 2: TimeEntries (CATS)

Entity Set: TimeEntries
Entity Type: TimeEntry
Properties: EMPLOYEE, WBS_ELEMENT, DATE, HOURS, DESCRIPTION, BILLABLE

3. Implement Methods

Create GET_ENTITYSET methods to read data
Create CREATE_ENTITY to create data
Create UPDATE_ENTITY to update

4. Activate and Test

Activate the service
Test with Postman or browser
URL: https://your-sap-server:port/sap/opu/odata/sap/Z_TIMESHEET_SRV/

Step 2: API Configuration in Timesheet

Base Configuration

1. Access Integration Settings

Log in to your timesheet software
Go to Settings → Integrations
Select SAP

2. OData Configuration

Fill in:

SAP Gateway URL: https://your-sap-server:port/sap/opu/odata/sap/Z_TIMESHEET_SRV/
Username: [Your SAP user]
Password: [Your SAP password]
Service Name: Z_TIMESHEET_SRV

3. Test Connection

Click Test Connection
Verify connection succeeds
If error, check credentials, service URL, user permissions, network

Step 3: SAP Data Mapping

Mapping Projects → WBS Elements

WBS structure in SAP:

WBS Element Format: YYYY-XXXX-XXX
Example: 2026-PROJ-001

From Timesheet:

Project Name → WBS Description
Project Code → WBS Element
Client → Customer (via relation)
Start Date → Basic Start Date
End Date → Basic Finish Date
Budget → Planned Costs
Status → Project Status

Mapping Hours Worked → CATS

From Timesheet:

Consultant → PERNR (Personnel Number)
Project → PROJN (WBS Element)
Date → CATS_DATE
Hours → CATSHOURS
Description → DESCRIPTION
Billable → AWART (Type: '0010' = Billable, '0020' = Non-billable)

Time type mapping (AWART):

Timesheet Type          →    SAP AWART
──────────────────────────────────────
Billable Hours          →    0010
Non-Billable Hours      →    0020
Training                →    0030
Administrative          →    0040
Sick Leave              →    2001
Vacation                →    2002

Step 4: Initial Synchronization

Export from Timesheet

1. Prepare Export

Go to Settings → Integrations → SAP → Sync
Select Initial Sync
Choose data: Projects (WBS), Clients (Customers), Consultants (Employees), Timesheets (CATS) - optional for history

2. Run Sync

Click Start Sync
Follow progress
Check logs for errors

3. Verify in SAP

Transaction CJ20N (Project Builder) for WBS
Transaction CAT2 (Time Entry) for CATS
Verify data (description, dates, hours)

4. Fix Errors

Common errors: Invalid WBS format, PERNR not found, Invalid AWART, Invalid dates.

Step 5: Automatic Synchronization

Scheduled Sync

Options:

Real-time: Via webhooks (if supported by SAP)
Hourly: Via SAP job
Daily: Via SAP job (night)
Weekly: Via SAP job (Sunday)

Create SAP Job (SM36):

Transaction SM36 (Job Scheduling)
Create job: Z_TIMESHEET_SYNC
Set start date, time, periodic, frequency

Step 6: Tests and Validation

Functional Tests

1. Create project in timesheet → Verify WBS in SAP (CJ20N) 2. Update project in timesheet → Verify WBS updated in SAP 3. Enter hours in timesheet → Verify CATS records in SAP (CAT2) 4. Create WBS in SAP → Verify project in timesheet

Step 7: Best Practices

1. Identifiers: Use external IDs for matching, avoid duplicates 2. Security: Use dedicated SAP users, limit permissions, HTTPS, audit trail 3. Performance: Sync in batches, optimize OData queries, cache static data 4. Errors: Log errors, notify on critical errors, automatic retries

Troubleshooting

Authentication Error

Verify credentials, user permissions (PS, CATS), network, test with SAP GUI.

WBS Not Created

Verify WBS format, PS permissions, project template in SAP, mandatory fields, logs (SM21).

CATS Not Created

Verify PERNR exists, WBS exists and is active, valid AWART, dates in open period, CATS permissions.

Slow Sync

Reduce frequency, sync in smaller batches (100-500), optimize OData, use RFC for large volumes, increase timeouts.

Conclusion

Integrating your timesheet software with SAP lets you automatically synchronize projects (WBS), clients and time data (CATS), eliminating double entry and improving data consistency.

Key takeaways:

✅ Preparation: Verify SAP prerequisites and prepare data
✅ Configuration: Create OData service or configure RFC
✅ Mapping: Define mappings (WBS, CATS, Customers) clearly
✅ Testing: Test thoroughly before production
✅ Monitoring: Monitor and optimize continuously

Setup time: 8-16 hours (depending on complexity)

ROI: 8-15h/week saved = 400-750h/year = €20,000 - €37,500/year

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Timesheet Integration with SAP: Configuration Guide 2026