How to securely share your SAP Business One data with Validis
To share your data, log in to the Validis portal and start a new share from your engagement. You'll then be prompted to download and install vClient, the application that connects to SAP Business One and shares your data securely. The steps below walk through the whole process, starting from your engagement.
SAP Business One connects through the SAP Business One Service Layer API, so you can run the share from any computer that has access to SAP Business One. It does not have to be the server itself.
Before you start
Check these things before you begin. Sorting them out now avoids getting interrupted partway through the upload.
- Make sure you're online. Your data is sent while the process runs, so a stable internet connection is needed throughout.
- Have your accounting package open and accessible, with the data you want to share ready. vClient connects directly to it to read your accounts.
- Have an account that can read the company data, and know the sign in details. You'll enter these directly into vClient later in this process, not into the Validis portal.
- If you have more than one installation or company, know which one holds the data you're sharing. You'll pick it during setup.
You also need your system to have access to SAP Business One, and four connection details: the API Server Name, API Port Number, Database Name, and a username and password. Step 7 explains each one. Your IT team can give you these if you are not sure.
Step 1
Get started with your engagement
Log in to the Validis portal, select the relevant Engagement, then select Share Data Now.
Step 2
Choose your accounting package
Search for or select your accounting package from the list. If not already selected, choose SAP Business One, then select Next. The panel on the right confirms your choice and shows what happens next.
Step 3
Download the application
Select Download to download vClient, the trusted application Validis uses to securely connect to your accounting package.
Step 4
Open the downloaded file
Your browser downloads vClient.application. Open it from your downloads folder, or from your browser's download history, to start the installation. If you need help finding it, follow the guide for your browser: Google Chrome, Firefox, or Microsoft Edge.
Step 5
Confirm the download
Depending on your browser and computer setup, you may see a security warning. Select Keep to continue.
Step 6
Install vClient
Once the file has finished downloading, open it to begin the installation. Select Install to continue. The URL shown may differ from yours depending on your region. vClient is a small application and is removed from your computer automatically once the sharing process is complete.
Connecting with SAP Business One
Step 7
Enter your connection details
vClient asks for four things.
| Field | What to enter |
|---|---|
| API Server Name | The location of the API server. This is not necessarily the same server SAP Business One is installed on. It is usually a Windows computer name, such as QA-SAP-BO-24, but it may be given as a domain, such as http://company/sapb1. |
| API Port Number | Pre-filled with the default, 50000. If the port was changed during installation, enter the correct value instead. |
| Database Name | The name of the company database you are extracting data from. |
| Username and Password | The details you use to log in to SAP Business One. The account must have access to the data you are extracting. |
If the API server is the same as your SAP Business One server, you can find both the server name and the database name on the Choose/Create Company screen in SAP Business One.
The Choose/Create Company screen, where the server and database name are shown.
Once you have entered all four, select Next, and your upload begins.
Step 8
Data extraction
vClient begins extracting your data, with a progress display. This can take a few minutes depending on the size of your database and how many entries it holds. Once everything has been read, the data is compressed, encrypted and sent securely to Validis. You can carry on with other work while it runs, but do not close the vClient window or interrupt the extraction process.
Step 9
Complete
Once the share finishes, a success message is displayed. Select Close to exit vClient. There is nothing more to do. Your Engagement Manager or Client Manager will be notified by email that you've submitted a new share.
After you've shared your data
Your data now queues for processing in the Validis central system. You can switch off your computer and disconnect from the network at this point if you want to.
You can track progress in the Validis portal, where the status moves from Processing to Completed. You may need to refresh your browser to see updates.
Troubleshooting
If vClient won't install, or can't see your company data, these will help you work out why:
- List of Accounting Package's Validis Connect Permissions, if vClient can't see your company data.
- Validis Connect Requirements, to check your computer and accounting package are set up correctly.
- Validis Connect Technical Specifications, to send to your IT team if your computer is centrally managed.
A firewall or antivirus blocking vClient is a common cause, and usually needs your IT team to resolve.