Concur Expense Sync

Architecture Overview

High-level Design

Overview

The Concur Expense Sync provides bidirectional synchronization between Salesforce and SAP Concur, orchestrated by a MuleSoft integration layer. The architecture is designed to ensure seamless data flow for expense reports and entries across both systems while maintaining data consistency and integrity.

Integration Flows

The architecture supports two primary synchronization flows:

1. Salesforce to Concur: Synchronizes expense reports and entries from Salesforce to SAP Concur, including user and attendee mappings, receipt attachments, and expense entry associations.
2. Concur to Salesforce: Monitors changes in SAP Concur and synchronizes updates back to Salesforce, including modifications to expense reports, entries, and handling of deleted records.

Both flows are executed on scheduled intervals, ensuring that expense data remains synchronized between the two systems while minimizing manual intervention.

Salesforce to Concur Expense Synchronization

Sequence Diagram

Overview

This section describes the step-by-step process for synchronizing expense reports and entries from Salesforce to Concur. The sync is performed in four main phases:

• Initial Setup
• Fetch Data
• Sync Users and Attendees (HCPs)
• Sync Expense Reports and Entries

Phase 1: Initial Setup

1. Fetch access token from Salesforce.
2. Query Salesforce to get the count of expense reports that have a status of Pending and are ready for sync.
3. If the count is greater than 0, proceed with sync. If the count is 0, skip the sync process (No records to process).
4. If proceeding, fetch the access token and expense configuration from Concur.

Phase 2: Fetch Data

For each batch (pagination):

1. Query Salesforce to retrieve expense reports and expenses that have a status of Pending and are ready for sync.
2. Salesforce returns the expense reports and expenses for the current batch.

Phase 3: Sync Users and Attendees (HCPs)

Step 1: Sync Users

1. Query Salesforce to identify all users (with/without Concur ID).
2. For each user missing a Concur ID, search for the corresponding Concur user in parallel by using the user's email address or other identifier.
3. Concur returns the user data including the Concur User ID if a matching user is found.
4. If new Concur IDs are found, upsert UserAdditionalInfo records in Salesforce using the Composite API to establish the mapping between Salesforce and Concur users.

Step 2: Sync Attendees (HCPs)

1. If expenses exist, query Salesforce for attendees and HCP (Healthcare Provider) records.
2. For each new attendee (parallel), create the attendee record in Concur.
3. Concur returns the newly created Concur Attendee ID.
4. If new attendees were created, update HealthcareProvider records in Salesforce using the Composite API to maintain the mapping.

Phase 4: Sync Expense Reports and Entries

For each expense report (parallel processing):

1. If updating an existing report, fetch report details from Concur to check if it is read-only.
2. Create or update the expense report in Concur.
3. Concur returns the Concur Expense Report ID.
4. For each expense entry associated with the report (loop):
5. Create or update the expense entry in Concur.
6. Concur returns the Concur Expense Entry ID.
7. If a new expense entry was created, fetch the V4 expense ID from Concur.
8. If attendees exist for the expense entry, link the attendees to the entry in Concur.
9. If an attachment exists and is valid, fetch the content data from Salesforce.
10. Upload the receipt image to Concur as an attachment for the expense entry.
11. Update records status in Salesforce using the Composite API to store Concur IDs and update the status from Pending to Completed.

Concur to Salesforce Expense Synchronization

Sequence Diagram

Overview

The step-by-step process for synchronizing expense reports and entries from Concur to Salesforce. The reverse sync job checks for changes made in Concur that need to be reflected in Salesforce. The sync is performed in four main phases:

• Initial Setup and Data Retrieval
• Map Users to Expense Reports
• Check and Process Modified Reports
• Handle Update Failures

Phase 1: Initial Setup and Data Retrieval

1. Fetch access token from Salesforce.
2. Query Salesforce to retrieve expense reports for reverse sync.
3. If records are present, proceed with sync. If no records exist, skip the sync process (No records to process).
4. If proceeding, fetch access token from Concur.

Phase 2: Map Users to Expense Reports

For each batch (pagination):

1. Query Salesforce to retrieve users with Concur User IDs.
2. Salesforce returns users with Concur User IDs.
3. Map Concur User IDs to expense reports to enrich the report data with user information.

Phase 3: Check and Process Modified Reports

For each batch of reports (with limit):

1. Query Salesforce to retrieve expenses for the batch of reports.
2. For each expense report (parallel processing):
3. Fetch expense report details from Concur.
4. Check if the report has been modified in Concur.
5. If the report is modified in Concur, prepare the report update:
6. For each expense entry (loop), fetch expense entry details from Concur.
7. If an expense entry was moved to a different report:
8. Query Salesforce for the target report by Concur ID.
9. If the target report does not exist in Salesforce: Fetch new report details from Concur. Prepare the report for creation.
10. If the target report exists in Salesforce, prepare the expense entry update.
11. After processing all expense entries, prepare the expense update.
12. Update records in Salesforce using the Composite Graph API.
13. If the report is not modified, skip the report.

Phase 4: Handle Update Failures

1. If update failures occur during Phase 3, update error status in Salesforce using the Composite API.
2. Insert LifeScience Error Log records in Salesforce to capture the failure details.