Integrating GPS.az with 1C and SAP
We pass mileage, engine hours, refuelling and fuel level sensor consumption from Wialon into 1C or SAP on an agreed schedule. What exactly is exchanged depends on your configuration and reference lists; if sensors have not been calibrated or vehicles are entered twice, we put the source data in order first, otherwise the same errors simply end up in your accounts.
- 06:00 Waybills created: 42 vehicles
- 06:01 Tipper 10-SM-512: consumption 41 l/100 km against a norm of 38
- 06:01 Excavator off the air since 19:40 — waiting for data
- 06:02 Unit Van 10-XX-208 not found in the reference list
- 06:02 Engine hours updated on the fixed asset records
A working exchange between Wialon and your 1C or SAP: an agreed list of fields, documents that are created on a schedule, and a log of exchange errors. Plus a month of parallel reconciliation with your accountant, after which you decide for yourselves whether to move over to the automatic documents.
Mileage and fuel in 1C without retyping waybills
In most of the companies we come to, the picture is the same. Wialon monitoring is in place, the trackers log a point every 30 seconds, the fuel level sensor records every refuelling. And in 1C the accountant still keys in mileage from a paper waybill the driver filled in by hand at the end of the shift. The two systems live apart, and their figures differ by 5-15%.
Integrating GPS.az with 1C and SAP closes that gap. Actual mileage, engine hours, refuelling and drains detected by the fuel level sensor, times of leaving and returning to the depot all move from Wialon into the accounting system automatically — on a schedule or at the press of a button. The accountant gets finished documents, and questionable figures are highlighted before they ever reach a posting.
We work with standard 1C configurations (Accounting, Trade Management, 1C:UAT, ERP) and with SAP ECC and S/4HANA. For every project we first work out how your fuel and lubricants accounting is arranged today, and only then write the connector — otherwise all you automate is the mess.
How the work goes, step by step
How fuel is written off
A meeting with the accountant, the garage manager and the 1C programmer. The output is a field mapping table.
One key per vehicle
We link Wialon units to fixed asset records by VIN or inventory number.
Processing or service
A 1C extension or a service for SAP, run against a copy of the database for last month.
A month alongside the old way
The month is closed the old way while the automatic documents run alongside. We work through the differences.
Exchange on a schedule
We switch over to the automatic documents, with an exchange error log and instructions for the accountant.
How a 1C:UAT integration project runs
An illustrative example: 40 vehicles at a construction company in Sumgait, standard 1C:UAT, an in-house 1C programmer.
- Survey of fuel accounting and documents exchange map
We decide which documents are needed: waybills in UAT and a write-off statement in Accounting.
- Registration numbers in Latin in 1C, in Cyrillic in Wialon reference lists
We link vehicles by inventory number, and unlinked units go into the log.
- A run against a copy of the database for last month test
We reconcile against the paper waybills. On two vehicles the fuel level sensor is uncalibrated — we recalibrate.
- Running in parallel with the accountant reconciliation
Every difference is either explained or corrected in the exchange rules.
- Automatic documents in service go-live
The accountant checks the exceptions rather than every line. The reconciliation result is signed off jointly.
Which data moves from Wialon into the accounting system
We agree what is exchanged at the outset. Most often what goes into 1C or SAP is:
- mileage for a shift, a day or a run — from GPS or from the odometer on the CAN bus;
- engine hours, and separately the running time of auxiliary equipment (PTO) — for excavators, cranes and concrete mixers;
- refuelling and drains detected by fuel level sensors, with date, time, volume and coordinate;
- actual consumption in litres and per 100 km or per engine hour;
- the time of leaving the depot geofence and returning, and the list of sites visited;
- which driver was behind the wheel (by iButton or RFID card).
Technically these are Wialon Remote API calls: the connector pulls finished reports or raw messages, works out the totals and creates documents in the accounting system. If live data is needed in real time, we add data retranslation to your own server.
Which system, and which job
Waybills in 1C fill themselves in
In 1C:UAT the connector creates or completes the Waybill document: departure and return, mileage, fuel remaining at the start and end, refuelling. In 1C:Accounting a different result is usually wanted — a consolidated monthly write-off statement for fuel and lubricants, vehicle by vehicle.
We connect through an external processing module or a configuration extension. The standard configuration stays supported, and 1C updates are installed as usual.
How the project runs: from the first meeting to go-live
Week 1. Survey. We meet the accountant, the garage manager and your 1C programmer or SAP consultant. We look at which documents you have, how fuel is written off today, and where the vehicle and driver reference lists live. The output is a field mapping table and a list of the Wialon reports that will be needed.
Week 2. Putting the reference lists in order. The most underrated stage. A registration number is written in Latin letters in 1C and in Cyrillic in Wialon, and half the vehicles have no inventory number. We link Wialon units to fixed asset records by a single key.
Weeks 2-3. Development and testing. We write the processing module or exchange service, run it against a copy of the database for last month and reconcile it with the paper waybills.
Reconciliation month. Running in parallel. The month is closed the old way while the automatic documents run alongside. We work through every difference. After that we switch over.
We normally plan 3-4 weeks for developing and testing a standard Wialon to 1C:UAT link; the month of parallel reconciliation follows, and only then do we go live. Projects with SAP or a non-standard ERP take roughly 5-8 weeks, mainly because of approvals on the client side; we set the detailed calendar after the assessment.
Where integrations usually stumble
The trouble is almost never in the exchange code itself. Here is what we see in practice and how we deal with it:
Reference lists that disagree
One vehicle is entered twice in 1C, and in Wialon it is called KamAZ brigade 5. Without a single key the data goes to the wrong place. The answer is to link by VIN or inventory number and to check for unlinked units at every exchange.
An uncalibrated fuel level sensor
If the fuel level sensor was fitted without calibration, or the tank was changed after it went in, the consumption reaching 1C will be wrong. Before go-live we check the fuel charts for every vehicle and recalibrate where needed.
Vehicles out of touch
Plant in the mountains beyond Guba or down in a quarry can be off the network for a day. The tracker holds the data in memory, but the exchange with 1C has already run. We set up a repeat upload for earlier days once the data has caught up.
A closed period
Accounts have closed the month and the connector tries to overwrite a document. We agree the rules: after the period closes, changes go through adjustment documents only.
Updating 1C
Modifications made directly in a standard configuration break when it is updated, so we use extensions and external processing modules — that way the standard configuration stays supported. After a 1C update we check that the exchange is still compatible; if objects or fields have changed, some adjustment may be needed. We agree the checking and support procedure in advance.
An example: one tipper shift as the accountant sees it
A MAN tipper leaves the depot in Sumgait at 7:40, makes four runs to a site in Khirdalan, takes on 180 litres at a SOCAR filling station over lunch and returns at 19:10.
By the next morning the waybill is already sitting in 1C: 212 km by GPS, 10.8 engine hours, 180 litres taken on with the time and address of the filling station, 96 litres left in the tank at the end of the shift, actual consumption 41 l/100 km against a norm of 38. The driver comes from the iButton key.
The accountant sees the three litres per hundred straight away — the line is highlighted. The mechanic looks at the chart in Wialon and finds the reason: 50 minutes of idling while waiting to be loaded. That is now a conversation about how work on site is organised, not about theft.
Previously the same waybill arrived a week later, with mileage of 200 and consumption exactly on the norm.
What will be needed from your side
Someone responsible in accounts
A person who knows how fuel and lubricants are written off at your company and can sign the result off. Without them there is nobody to reconcile the integration with.
Access to a copy of the database
A test copy of 1C or a SAP sandbox. We try nothing out in the live database.
A 1C programmer or SAP consultant
If you have one in-house, we work together. If not, we will do the work on the 1C side ourselves or with partners.
An export of the reference lists
The list of vehicles and drivers from the accounting system in Excel — with registration numbers, inventory numbers and staff numbers.
Monitoring that works
Trackers and fuel level sensors already fitted and set up. If they are not, we start with fitting GPS trackers and calibrating the sensors.
Your accounting rules
Which consumption norms apply, whether there are winter coefficients, how refuelling on fuel cards is recorded.
The exchange map: how we set it out
Configuration and version
The first line of the document says which system and release you have: 1C:UAT, Accounting, ERP or SAP ECC / S/4HANA, standard or modified. That determines whether the exchange runs through an extension, a processing module or a service.
Receiving document
For each stream of data we state where it lands: a waybill, a fuel write-off statement, a meter reading on the fixed asset record, a maintenance order in SAP PM.
Field and source
Every field is tied to its source in Wialon: mileage from GPS or from the CAN odometer, refuelling from the fuel level sensor or from the fuel card, driver from the iButton. The rounding rule and unit of measurement sit here too.
Direction and frequency
Most streams run from Wialon into the accounting system. Coming back, usually only reference data is passed: new vehicles and drivers. For each stream we fix the schedule and what happens on a repeat upload.
What the work covers, and what stays with you
Included
The survey of fuel accounting, the exchange map, linking the reference lists, developing the processing module or service, testing on a copy of the database, a month of parallel reconciliation and instructions for the accountant.
Not included
Reworking the accounting policy itself, rewriting consumption norms, configuring objects on the SAP side where your integrator owns it, and correcting errors from earlier periods in 1C.
How the work is signed off
We take one closed month and compare the documents produced by the exchange with what the accountant closed by hand. Every difference is either explained (an uncalibrated tank, a vehicle out of touch) or corrected in the exchange rules. The result of the reconciliation is signed off jointly.
What happens after go-live
The exchange keeps a log: how many documents were created, which vehicles failed to match the reference list, where data was missing. When the 1C configuration or the make-up of the fleet changes, the exchange map has to be updated — we agree that separately.
What changes after go-live
The month closes faster
Consolidated mileage and fuel figures are ready on the 1st. For our clients, closing the transport side usually comes down from several days to several hours.
Less manual entry
Retyping waybills disappears almost entirely. The accountant checks the exceptions rather than every line.
Consumption on actuals
Writing off fuel rests on sensors rather than on the driver's word. The gap between norm and fact in the first months is usually 8-15%.
Documents that stand up to inspection
In a tax inspection or an internal audit, behind every figure in the accounts there is a track and a fuel chart from Wialon.
How we connect to the accounting system
The method depends on the system and on who looks after it at your end.
| 1C extension | OData, RFC or IDoc | CSV or XML over FTP | |
|---|---|---|---|
| Which system it suits | 1C:UAT, Accounting, ERP | SAP ECC and S/4HANA | A bespoke ERP with no API |
| Documents create themselves | Yes | Yes, once configured in SAP | Depends on the import into the ERP |
| Who sets up the receiving side | Us or your programmer | Your SAP team | Your IT department |
| How quickly data arrives | On a schedule or on demand | On a schedule | With a delay |
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