Index
What is this integration?
The SAP integration lets you pass Golfmanager's invoices and tickets to accounting without typing them by hand. Golfmanager generates a file (usually Excel, CSV in some versions) in the format SAP knows how to import, with the accounting entries for each document.
SAP is one of the most widely used management and accounting ERPs in large organizations. Golfmanager generates the file with the data in SAP's accounting structure (company code, posting keys, accounts, VAT indicators, cost center…) for import.
What problem does it solve?
Eliminates manual entry of invoices and tickets in SAP.
Reduces typing errors in amounts, accounts and VAT.
Saves time at the accounting close.
Keeps consistency between what is invoiced in Golfmanager and what is recorded in SAP.
Which systems does it connect and in which direction does the data flow?
The integration works in a single direction: from Golfmanager to SAP.
It is an on-demand export: you choose the period (or select the documents) and generate the file when you need it.
SAP does not send information back to Golfmanager.
The "bridge" is the file Golfmanager downloads and that is then imported into SAP.
What information is exported?
For each invoice or ticket, the file generates its entry:
A customer line with the document total.
A payment line per VAT rate, with the amounts grouped by tax.
The system uses different posting keys depending on whether it is a sale or a credit note/refund. Each line carries its company, its account, the SAP VAT indicator and the cost center (CEBE). Voucher/wallet payments are excluded. The amounts are in euros by default.
Prerequisites (before activating the integration)
Have invoicing active in Golfmanager.
Have the SAP export module installed (the version adapted to your club).
Billing permissions to access the export.
SAP's accounting data (company, posting keys, accounts, VAT indicators, cost center) that your organization uses.
How to set it up (step by step)
The exact fields depend on your club's version, but the procedure is the same.
Step 1 — General SAP configuration
Log in to Golfmanager with a user that has billing permission.
Go to the SAP settings.
Enter the Company code and the Currency (EUR by default).
Indicate the posting keys/accounts for sale and for refund, both for the customer line and the payment line, and the general ledger account.
Fill in the default debtor tax ID and the default cost center (CEBE).
Save the changes.
Step 2 — VAT indicator per tax
Go to each tax.
Indicate its SAP VAT indicator (for example, S1, S2, E1…).
Save the changes.
Step 3 — POS and subfamily settings (if your version uses them)
POS: you can override the debtor tax ID and the default cost center on each terminal.
Subfamily: in some versions, you can indicate its cost center and its SAP article code.
💡 Rollout tip: set up the company, the posting keys, the accounts and the VAT indicators together with the finance team before you start. After that, maintenance is minimal.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves). Depending on your club's version, some may not be present.
A) General SAP configuration
1. Company code
Description: the SAP company (society) code the entries belong to.
Impact on the system: essential. It goes on every line of the file.
Usage example: you enter the code the finance team gives you (for example, 1000).
What happens when it is used: the entries are assigned to that company in SAP.
System behavior: if it is missing or incorrect, SAP will reject or mis-post the file.
2. Currency
Description: the currency of the amounts.
Impact on the system: usually EUR by default.
Usage example: you leave it at EUR unless your company uses another currency.
What happens when it is used: the amounts are exported in that currency.
System behavior: if you leave it empty, EUR is used.
3. Posting keys/accounts (sale and refund · customer and payment)
Description: the keys or accounts each line is posted with. There is one for the customer line and one for the payment line, and sale and credit note/refund are distinguished.
Impact on the system: they determine the debit/credit of each entry.
Usage example: you configure the sale-customer, sale-payment, refund-customer and refund-payment key that accounting indicates.
What happens when it is used: sales use some keys and refunds use others.
System behavior: a negative-amount document (credit note/refund) automatically uses the refund keys.
4. General ledger account
Description: the general ledger account used in the payment lines.
Impact on the system: it is the account the payment is posted against.
Usage example: you indicate the ledger account accounting provides.
What happens when it is used: the payment lines come out with that account.
System behavior: if it is missing, the payment will not come out in the correct account.
5. Default debtor tax ID
Description: the tax ID of the debtor/customer used by default.
Impact on the system: it identifies the debtor on the customer line.
Usage example: you set the club's generic tax ID.
What happens when it is used: the invoices are posted against that debtor.
System behavior: a POS can override it with its own tax ID/register type.
6. Default cost center (CEBE)
Description: the cost center the payment lines are allocated to.
Impact on the system: it classifies the amounts by cost center in SAP.
Usage example: you set the club's general CEBE.
What happens when it is used: the lines come out with that cost center.
System behavior: it can be overridden at the POS or subfamily level (the subfamily takes priority if configured).
7. Positive/negative document codes and project code (depending on version)
Description: in some versions, the document code for positive lines (sale) and negative lines (refund), and a project code.
Impact on the system: they mark the document type and the project in SAP.
Usage example: you fill them in if your version requires them.
What happens when it is used: the file labels each line with its document type and project.
System behavior: if your version does not use them, they will not appear.
B) SAP VAT indicator (per tax)
Field name: SAP VAT indicator (on the tax record).
Description: the code SAP classifies that VAT with (for example, S1, E1…).
Impact on the system: essential for VAT to be posted correctly.
Usage example: on the 21% tax you set its SAP indicator.
What happens when it is used: the VAT line comes out with the correct indicator.
System behavior: if it is missing, VAT will be misclassified in the file.
C) POS and subfamily settings
POS — debtor tax ID / register type and cost center: they override the default values for that terminal. Impact: it lets different POS go with different accounting data. Behavior: if empty, the default values are used.
Subfamily — cost center and article code (depending on version): they allow allocating by subfamily and mapping the SAP article. Impact: more detail by product family. Behavior: the subfamily's CEBE takes priority over the POS's and the general one.
How to use it day to day (step by step)
Go to the Invoices list.
Click the export-to-SAP action (depending on your version: "Export to SAP", "Generate SAP document" or "Export SAP Empordà").
Indicate the period (date range) or select the receipts to export; in some versions, also choose the file type (invoices, tickets, payments or journal entries).
Confirm. The file (Excel or CSV) will be downloaded, which is then imported into SAP.
An integration adapted to each club
The SAP connection is usually adapted to each organization's accounting configuration (company codes, posting keys, accounts and own indicators). That is why there are club-specific versions that differ in:
The file format: some versions generate Excel and others CSV.
What is exported: some export only receipts/tickets; others let you choose between invoices, tickets, payments and journal entries.
How you choose: by date range, by a single date or by selecting receipts in the list.
The user experience (exporting a file for SAP) is the same; the accounting data and the details change. Your rollout team will tell you which version applies to your club.
Limitations to keep in mind
It is a manual, one-way export. It is not automatic or real-time. SAP does not send anything back.
The file is downloaded and imported into SAP by hand; Golfmanager does not send it on its own.
The quality of the result depends on the accounting configuration (company, keys, accounts, VAT indicators, CEBE).
It is adapted per club: use the version corresponding to your organization.
There is no "exported" flag: avoid exporting the same period twice so you don't duplicate in SAP.
Voucher/wallet payments are excluded and, in some versions, zero-total receipts.
Frequently asked questions
The SAP export option does not appear.
It is usually because the module (your club's version) is not installed or your user does not have billing permission. Check both; the action is on the invoice list.
It asks me for the date.
Notices like "The date is mandatory" / "Specify the start date" appear when you have not filled in the date or the range. Indicate them and export again.
It tells me I have not chosen any file type.
In the version that lets you choose a type (invoices, tickets, payments or journal entries), you must select one before exporting.
"Only receipts can be exported" appears.
In the version that exports by selection, you marked a document that is not a receipt/ticket. Select only receipts and export again.
"Receipts with a zero total cannot be sent" appears.
You selected a receipt with a total of 0. Remove them from the selection and export again.
VAT comes out wrong in the file.
The SAP VAT indicator is missing on some tax. Assign it on the tax record (for example, S1) and export again.
The accounts or the company come out incorrect.
The general configuration is incomplete: company, posting keys, general ledger account or currency. Review them with the finance team.
A POS comes out with the wrong customer or cost center.
That terminal needs its own debtor tax ID or its cost center. Configure them on the POS (or the CEBE on the subfamily, which takes priority).
What exactly does the file contain?
For each document, a customer line with the total and a payment line per VAT rate. Each line includes the company, the account, the VAT indicator and the cost center.
How are credit notes or refunds handled?
They use different posting keys from sales. The amounts are exported as positive and the document type (or the refund keys) indicate that it is a refund.
How do I avoid duplicating in SAP?
There is no "exported" flag: the control is yours. Export by closed periods, identify each file and avoid importing the same one into SAP twice.
Which documents are exported?
Depending on the version: receipts/tickets and, in some, also invoices, payments and journal entries. In all of them, voucher/wallet payments are excluded.
Why are there different versions per club?
Because each organization has its own accounting configuration in SAP (company, keys, accounts, indicators). The version is adapted to that data; the use is the same.
What format is the file in?
In Excel (.xlsx) or CSV depending on the version. Dates and decimals are generated in the format SAP expects (European format).
In which currency is it exported?
In euros by default, unless your company uses another configured currency.
Recommended best practices
Agree the company, the posting keys, the accounts and the VAT indicators with the finance team before you start.
Review the POS and subfamily settings if different terminals or families must go with different data.
Export by closed periods (month or quarter) and save each file identifying the period.
Do a first test and validate it in SAP before adopting the procedure.