Automating SAP B1 journal entries using JSON, Google Sheets, and GPT-4o

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2/3/2026

LLM Automation Data Extraction Email Salesforce

HOW IT WORKS:

This workflow automates the creation of Journal Entries in SAP Business One (SAP B1). Depending on the source of the input data, it dynamically transforms and sends accounting records in the appropriate format using the Service Layer API.

It supports three input types:

📦 JSON payloads
📊 Google Sheets data
🧑‍💻 Manual structured entries (via prompt + LLM)

Each transaction is logged to Google Sheets for traceability.

🔹 1. Webhook Input Reception

A Webhook node waits for a POST request containing accounting data and metadata:

The origen field determines the data source (JSON, GoogleSheets, or Manual)

The sap_url, username, password, and companydb are used to connect to SAP B1

Payload can be a JSON list or tabular data (e.g., from Google Sheets)

🔹 2. SAP B1 Login

Credentials are securely injected from the request body. A login request is sent to SAP B1's Service Layer to retrieve a valid session cookie (B1SESSION).

🔹 3. Dynamic Branching via Switch Node

Depending on the value of origen, one of the following branches is activated:

JSON: Sends the JSON payload directly to SAP after restructuring
GoogleSheets: Loads rows, builds JSON, and merges context
Manual: Transforms data via OpenAI LLM prompt and generates SAP-compatible format

🔹 4. Data Transformation via LLM

In Manual and GoogleSheets flows, the workflow uses an OpenAI node to:

Parse line entries and convert them to JournalEntryLines[]

Format the final JSON structure required by SAP

LLM prompts are carefully crafted to return only clean JSON — no code blocks, comments, or explanations.

🔹 5. POST to SAP B1

Data is sent to {{SAP_URL}}/JournalEntries using the Service Layer's POST method with the B1SESSION cookie attached. The body includes all JournalEntryLines.

🔹 6. Logging Success & Errors

Each result (success or failure) is logged into a centralized Google Sheets log document:

✅ Success: Includes HTTP status, source URL, and JSON payload
❌ Failure: Logs the error code and message for review and traceability

SETUP STEPS:

1. Create Required Credentials:

Google Sheets OAuth2 API (to log all responses and fetch data)
OpenAI API Key (used with the LangChain OpenAI node)
SAP Service Layer login data is passed securely via body parameters.

2. Use These Environment Variables (Recommended) or replace the data in the corresponding container:

SAP_USER, SAP_PASSWORD, SAP_COMPANY_DB
SAP_URL

3. Prepare Google Sheets:

📄 Sheet 1: For source entries (e.g., for GoogleSheets origin)
🧾 Sheet 2: For logging execution results

Make sure the logging spreadsheet contains these columns:

workflow, method, url, json, status_code, message

EXTRA NOTES:

🧠 Uses OpenAI GPT-4o for natural language transformation of accounting rows

🧩 Modular logic with error-handling for all branches

📁 Can be reused across multiple accounting integrations by changing the data source

n8n Workflow: Automating SAP B1 Journal Entries using JSON, Google Sheets, and GPT-4o

This n8n workflow demonstrates a powerful automation solution for generating and processing SAP Business One (SAP B1) journal entries. It leverages a webhook trigger, Google Sheets for data input, OpenAI (GPT-4o) for intelligent data extraction and transformation, and an HTTP Request node to interact with an external API (presumably for SAP B1 integration).

The workflow is designed to streamline the creation of journal entries by taking unstructured or semi-structured data, processing it through AI, and then formatting it for SAP B1.

What it does

Receives Data via Webhook: The workflow is triggered by an incoming webhook, expecting a JSON payload containing the initial data for a journal entry.
Extracts and Transforms Data with OpenAI:
- It sends the received JSON data to OpenAI (GPT-4o).
- GPT-4o is prompted to extract specific information (e.g., "Account", "Debit", "Credit", "Memo", "Ref1", "Ref2", "Ref3") and format it into a structured JSON array suitable for journal entries.
Appends Data to Google Sheet: The structured journal entry data generated by OpenAI is then appended as a new row to a specified Google Sheet. This acts as a record-keeping step.
Prepares Data for SAP B1 API:
- The workflow then takes the data (from the Google Sheet output) and further processes it.
- It uses a "Code" node to transform the data into a specific JSON structure required by the SAP B1 API for creating journal entries. This includes mapping fields like AccountCode, Debit, Credit, LineMemo, Reference1, Reference2, and Reference3.
Sends Journal Entry to SAP B1: Finally, an HTTP Request node sends the carefully crafted JSON payload to a designated API endpoint, which is expected to integrate with SAP B1 to create the journal entry.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running n8n instance (cloud or self-hosted).
OpenAI API Key: An API key for OpenAI (specifically for GPT-4o access).
Google Sheets Account: Access to a Google Sheets account and a specific spreadsheet where journal entries will be recorded.
SAP B1 Integration API Endpoint: An API endpoint that can receive JSON data and create journal entries in your SAP Business One instance. This workflow assumes such an API exists and is accessible.
Credentials:
- OpenAI API Credentials configured in n8n.
- Google Sheets API Credentials configured in n8n.
- Any necessary authentication (e.g., API key, Basic Auth, OAuth) for your SAP B1 integration API.

Setup/Usage

Import the Workflow:
- Download the provided JSON file for this workflow.
- In your n8n instance, go to "Workflows" and click "New".
- Click the "Import from JSON" button and paste the workflow JSON or upload the file.
Configure Credentials:
- OpenAI: Update the "OpenAI" node with your OpenAI API credentials.
- Google Sheets: Update the "Google Sheets" node with your Google Sheets credentials and specify the "Spreadsheet ID" and "Sheet Name" where you want to append the data.
- HTTP Request (SAP B1): Update the "HTTP Request" node with the correct "URL" for your SAP B1 integration API endpoint. Configure any necessary "Authentication" (e.g., API Key, Basic Auth) for this endpoint.
Activate the Webhook:
- The "Webhook" node will generate a unique URL when the workflow is activated. Copy this URL.
Trigger the Workflow:
- Send a POST request to the copied Webhook URL with a JSON body containing the initial journal entry data.
- Example JSON payload for the webhook:
```
{
  "transactionDescription": "Payment for office supplies, $150 from checking account to vendor ABC, reference PO123",
  "date": "2023-10-26"
}
```
  (The exact structure of the input JSON can be flexible, as GPT-4o will parse it.)
Monitor Execution: Observe the workflow execution in n8n to ensure data is processed correctly, appended to your Google Sheet, and sent to your SAP B1 integration.

This workflow provides a robust foundation for automating complex financial data entry tasks by combining the power of AI with seamless integration across various services.

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