SAP Business ByDesign Integration with MakeMyTrip: Automating Expense Management and Settlements
Project Objective
The primary goal of this integration project was to automate the flow of travel and expense data between MakeMyTrip and SAP Business ByDesign (SAP ByD). Specifically, we needed to:
- Import expense data from MakeMyTrip into SAP ByD.
- Create supplier invoices in SAP ByD for the booked expenses.
- Send payment confirmations back to MakeMyTrip after invoices are paid.
- Automatically close the expense process on MakeMyTrip after settlement.
Custom Objects Developed
We built three main custom business objects in SAP ByD:
- MyClaims
- Holds expense records fetched from MakeMyTrip.
- Acts as the staging area for all imported travel bookings.
- MySettlements
- Tracks invoices that have reached the “Paid” status in SAP ByD.
- Used to manage and log settlements sent back to MakeMyTrip.
- Configuration
- Stores API credentials and authorization data.
- Ensures secure communication with MakeMyTrip’s API.
Data Flow & Process Automation
The integration process was fully automated using Mass Data Runs (MDR) scheduled at various intervals.
📥 Step 1: Retrieve Vouchers (Mass Data Run)
- Runs every 12 hours.
- Connects to the MakeMyTrip API.
- Retrieves the latest expense/booking data.
- Stores this data in the MyClaims custom object.
🧾 Step 2: Create Invoices (Mass Data Run)
- Processes records in MyClaims.
- Creates Supplier Invoices in SAP ByD for each new booking.
💸 Step 3: Settlement (Mass Data Run)
- Periodically checks the payment status of invoices created in Step 2.
- Once the invoice status is marked as Paid in SAP ByD:
- Moves the record to MySettlements.
- Sends a settlement confirmation back to MakeMyTrip via their API.
- Triggers closure of the respective booking on the MakeMyTrip side.
Security & Configuration
A separate Configuration object was implemented to manage:
- API keys and credentials securely.
- Environment-specific settings (e.g., staging, production URLs).