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Automated Sales Order Creation

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Automated Sales Order Creation in SAP 

Sales Orders creation can be automated by eliminating data-entry of customer order data. Data is checked in the document monitor before sales orders are created. Exceptions are managed in the SAP integrated monitor before posting.
 

Sales Order Processing

Sales Order Creation - Highlights and Benefits

Automating sales order creation in SAP can be achieved by combining a number of technologies. 

FIS technologies reduce manual tasks and ease time pressure on the accounts receivables team.

As a result, the administration burden is reduced, as the process of sales order creation is made more economically.

Automatic Data Extraction - no data entry

Sales orders can be received electronically (EDI), in paper form or as an email attachment.

The key data from a customer order is extracted automatically via the FIS OCR document reader. The data is checked for potential errors before transferring  the order information to the integrated sales order monitor.

Sales Order Creation within SAP

The integrated matching process and data enrichment functions are tasked with directly converting a customer order into an SAP sales order with or without reference to a quotation or contract.

With the creation of the sales orders, additional supply chain functions such as order confirmation, shipping notification, goods issue and billing document are triggered automatically.

Customer orders that do not pass the plausibility checks successfully can be viewed by the accounts receivable team in the sales order monitor.

Functional description

  • Automated sales orders creation in SAP (paper, email or EDI data records)
  • Overview of all inquiries and purchase orders received
  • OCR image or EDI data visualisation as a PDF form
  • Full integration in SAP with all order processing functionalities
  • Quick error analysis with intelligent message logs
  • Direct communication with integrated mail system

For organisations wishing to

  • Automate sales order creation in SAP and therefore make financial and time savings 
  • Reduce the degree of manual keying and administration tasks within the current process
  • Make digital transformations within their current processes

Alternative to

  • Standard SAP ERP
  • Physical movement of financial documents
  • Manual keying of order data with no validation checks
  • Printing and scanning emailed sales order attachments

Further Benefits

  • Higher productivity of accounts receivable teams with more functions presented in a familiar SAP standard GUI
  • Software is Integrated with SAP but with no need for modifications to SAP ERP standard - quick enhancement pack and upgrade changes
  • Data stored once in SAP database - no data exchanges with external software
  • Efficient interrogation tools for exceptions and query management
  • High financial return on investment
  • Accounts receivable team directed to more value-added work as FIS / edc automates labour intensive tasks
Neural Network Mind Reduced_1

FIS / FIS EDC Machine Learning

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Artificial Intelligence and Machine Learning Introduction and Developments

Find out how FIS and SAP are creating new machine learning technologies to solve real business problems

Neural Network and machine learning

SAP Business Technology Platform

Artificial intelligence (AI) and machine learning (ML) are now being used by organisations of all sizes and across a diverse range of industries. Intelligent technologies support the digital transformation of companies and are becoming more important. 

SAP provides basic functionalities for the development of modern Artificial Intelligence solutions with the SAP Business Technology Platform. The portfolio includes numerous innovative technologies, such as Artificial Intelligence, Machine Learning, Internet of Things (IoT), Big Data and Blockchain.

The platform provides application developers with comprehensive functions and a wide development environment they can use to enhance, integrate and quickly create innovative applications themselves without any infrastructure maintenance tasks.

Your benefits by implementing intelligent SAP Technologies

  • Smooth integration of AI applications
  • Easy adjustment, enhancement, optimisation and automation of processes
  • Simplified and faster work flows
  • Data-driven services can be provided immediately
  • Detailed forecasts and, consequently, faster decision making on a strong data basis
  • Creation of new data-based business models
  • Improved adaptability to market changes
  • Increased competitiveness and efficiency
  • Directly measurable added value through cost reduction and time saving

Artificial intelligence and Machine Learning

Artificial Intelligence means the capacity of machines and systems to imitate human actions in order to simulate intelligent behaviour. It is either the fulfilment of specific tasks, such as advertising personalisation (applied AI), or more comprehensive activities, where entire systems or devices completely imitate human behaviour (general AI).

Contrary to many opinions, Machine Learning (ML) is not the same as AI. Machine Learning is part of Artificial Intelligence focusing on algorithms and mathematic models.

This intelligence is “trained” in such a way that it can solve any occurring problems by itself by developing the appropriate AI algorithms. The bigger the dataset and the number of sources, the more successful AI technology will be.

Machine Learning is essentially a sub-division of Artificial Intelligence. It is about imparting knowledge to machines or computers. To this end, a neural network or models need to be trained with data, such as texts or images.

The respective data can be unstructured financial data from the SAP system for instance. From the mass of training data, the system extracts characteristic features to enable a direct recognition and assignment of the data imported in the future based on these features.

Overview of SAP intelligent technologies

  • Conversational Artificial Intelligence (AI or CI) includes the entirety of intelligent technologies standing behind automated message transmission and voice-activated applications. They enable human-like interactions between computers and humans. As a result, users will be guided and supported in their daily business.
  • Intelligent Robotic Process Automation (IRPA) is the combination of RPA, ML and AI. Tasks, such as the processing of messages and orders or the execution of data transfers, are assigned to digital robots or “bots”. These bots efficiently implement time-consuming and repeating processes.
  • Internet of Things (IoT) means the networking of devices, machines and installations with and through the Internet. Sensor data transferred in real time increase the transparency of business processes. Decisions based on this data will be made proactively and more quickly.
  • Machine Learning (ML)  IT systems (machine learning models) are trained on the basis of existing datasets and algorithms enabling them to identify patterns and rules and use them to develop results by themselves. In this way, business decisions are optimized or even made automatically.

FIS Machine Learning Applications and Development

Usually, self-learning technologies, such as ML, become relevant if applications cannot be optimised or developed in a rules-based way. The FIS professionals work every day on testing and further developing innovations by using ML, RPA and bots. FIS, for instance, enhances its own products through the use of machine learning or further develops customer-specific ideas and proposals.

FIS strategy has always been to put the customer requirements at the centre of our thinking. That is why FIS offers both SAP applications and our own self-developed optimisation applications, with teams of experts who will work with you to find technology solutions for your specific challenges.

As an example, within our SAP integrated invoice processing solution, FIS / edc (invoice monitor), the two main technology components use machine learning technologies to automate the invoice throughputs with less human intervention.

In the FIS OCR data reading application (FIS / fci), the embedded machine learning technology is able to extract the key content from an invoice in the same way that an individual would recognise the data (i.e. data in the vicinity of key words and prefixes) and then later stores the key data in a knowledge base for subsequent invoices from the same supplier.

In the SAP integrated invoice processing module (FIS / edc), machine learning can be used to create automatic account assignments and direct FI invoices to the correct individuals or groups based on the experience of previous postings.

 

 
FIS EDC invoice processing diagram

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OCR invoice data collection technologies and functionality

Advanced technologies work together ensuring that invoice data is collected automatically and accurately. The invoice reader uses validation and viability checks prior to the data export to SAP or Financials.

Introduction
The video highlights some of the advanced technologies that are applied to the task of automated invoice data collection.
The technologies ensure that invoices are correctly classified and the data quality is maintained, prior to transfer to SAP / ERP.
The technologies significantly reduce the workload of the accounts payable team.
Who is it for?
For organisations with SAP ERP (ECC 6 or S/4 HANA) who wish to:
  • Replace time consuming tasks such as manual data-entry when processing invoices
  • Improve the invoice data quality in SAP  by utilising tables from SAP for company code identification, PO validation, current tax values, and supplier identification
  • Make savings by reducing invoice processing costs, making a significant improvement in data quality
  • Reduce the workload for the accounts payable team
  • Reduce the payment times for vendors by processing invoices in a timely manner
Key Information:
Functions of OCR Reader and Integrated Invoice Processing
 

Emailed invoices are automatically forwarded to FIS / fci (the invoice data collection component) and then archived for retrieval in SAP / ERP. Therefore, no need for manual tasks such as printing, scanning and keying-in invoice data

Multiple OCR engines are employed. The data from all engines is compared to support data quality.
Invoice classification is confirmed against standard tables in SAP / ERP to highlight potential errors in the invoice data.
"Fuzzy logic" is used for comparing invoice data (i.e. supplier recognition) with reference data to compensate for inexact data on the invoice or within the SAP master data.
Freeform recognition technology automatically searches for data in the vicinity of keywords to collect the key invoice data from day-one.
Machine learning. An intelligent knowledge base is used to collect the key invoice data. The knowledge-base uses machine learning by analysing the co-ordinates of previous successfully read invoices from each supplier.
 

 
schematic diagram working from home with FIS

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Automated invoice data collection from day one

Advanced OCR technologies are employed to accurately collect the key data from invoices and other financial documents. The invoice data is checked for viability prior to posting into SAP or other ERP/Financials. As most invoices are processed without manual data-entry, workload is reduced, financial savings are generated and data accuracy improved. 

Introduction
By introducing technology to automate invoice data collection and check for potential errors, the invoice reading process becomes more efficient and the quality of the key invoice data is improved.
Accounts Payable Teams will benefit from  reduced workload as the number of data-entry tasks and reduced and the pre-SAP/ERP classification of invoices is eliminated.
Who is it for?
For organisations who wish to
  • Automate invoice data collection and reduce the workload of their accounts payable team
  • Remove labour intensive and expensive stages of invoice classification by eliminating the need for bar-code label additions to invoices
  • Make savings by capturing invoice data at the first stage (early invoicing) rather than scanning invoices (or using a bureau service) retrospectively
  • Support the accounts payable team working from home by recommending that suppliers send invoices electronically via email attachments
  • Improve data quality by installing technologies with validation and viability checks
Automating invoice data collection and reducing manual data-entry
The FIS invoice reading technology is designed to model the way in which a human would inspect an invoice – reviewing the key invoice data (using multiple OCR engines) and searching for the data in the vicinity of key words and phrases.
Data is validated and against SAP/ERP tables where applicable. 
The data from each supplier is stored automatically in a knowledge-base that gains experience with each supplier invoice.
Tasks that are replaced include
  • Significant reduction in workload as data-entry tasks by the accounts payable team are automated
  • No requirement for bar-code labels to be added to each invoice
  • No requirement for emailed invoices to be printed or scanned
  • No retrospective scanning of invoices or using a bureau service for "late archiving"
  • No need for manual invoice classification into categories such as company codes, currencies, invoice type (PO or PO-exempt)
Remote and hybrid working

Invoice processing remote working

The invoice data collection is an ideal technology for accounts teams that work remotely. The technology works automatically with emailed invoices where they can be forwarded directly into the OCR  technology, FIS / FCI, for automated invoice data collection.

 

 

 
FIS EDC invoice processing diagram

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Make savings by automating invoice postings in SAP

FIS invoice processing technology automates data-entry, freeing up accounts payable resource. Invoices are processed in any layout, in different languages and currencies. The invoice processing  technology assists with supporting colleagues working from home.

Introduction

FIS develops software that computerizes repetitive digital tasks that are normally carried out by people. The technology combines emulating how humans read computer screens and collecting data to automate tasks in the future.

The invoice processing technology reduces accounts payable workload and generates financial savings for organisations.

  • Reducing overall workload and manual data-entry tasks
  • Posting a high percentage of invoices automatically into SAP (no touch processing)
  • Automatically forwarding FI (PO- exempt) invoices to individuals or groups
  • Providing a familiar SAP environment for invoice queries and approval workflow

Automated invoice data collection 

FIS have developed one of the most effective technologies used for collecting key supplier invoice data from a scanned or emailed attachment. By introducing technologies into the invoice data collection process there is less manual keying and improved invoice data quality. Key invoice data can now be read from invoices with different formats, languages or currencies.

SAP integrated invoice matching and posting 

As an integrated add-in to standard SAP, the invoice monitor technology enables invoices to be posted automatically. Parked invoices can be directed to designated approvers or groups.

The invoice monitor, FIS / edc, complements SAP ERP, creating new functions for the accounts payable team and approvers. The invoice monitor referencing real-time SAP data and enables incoming invoices to be identified as either payable or parked.

In addition workflows are incorporated into the invoice monitor to manage approvals. Additional functions are aimed at invoice assignments and complex invoice coding tasks.

In combination, FIS offer an enhanced process that releases accounts payable teams from routine tasks and reduces workload. A high proportion of invoices are posted to SAP without any manual intervention. 

Functions of OCR Reader and Integrated Invoice Processing

Key Benefits

Reduced Effort for AP Team and Machine Learning. Invoice content is collected automatically from day-one, so manual data-entry tasks are reduced. In time, the  data collection technology "learns" the zones where the key data on an invoice resides for each supplier in a "knowledge database".  This means that key data is read automatically from the electronic invoice.

Invoices (MM) that agree with the original PO and Goods Receipt Note (GRN) in SAP could be posted automatically. PO exempt invoices (FI) can be assigned to accounts and forwarded automatically to individuals or departments.
Improved data quality. In the invoice data extraction component, invoice data is checked against SAP tables for vendor, company code and PO recognition. Net, tax and gross values are calculated to ensure that the data has been read correctly. Furthermore, the document can be classified (invoice, credit-note.. etc.) and assigned to the correct company code automatically.
Rapid adoption. As with all FIS add-in technologies, FIS / edc complements and works with standard SAP ERP (SAP ECC 6 or S/4HANA) presenting data from SAP transactions and new FIS transactions to assist with invoice queries.
Accounts Payable teams work within standard SAP GUI display formats and approvers use FIS / edc approval workflows running on SAP Web Dynpro and Fiori App standards. By developing proprietary technologies using SAP platforms means that FIS applications are easy to adopt for organisations already familiar with standard SAP.
Deep integration with SAP standard. FIS / edc harnesses the intrinsic power of SAP with no modifications to SAP standard being necessary. The processing technology presents information in real-time from the SAP database. SAP add-ins are easier to maintain when SAP upgrades and enhancement packs are introduced.

Invoice processing remote working

Flexible  / Hybrid working
Many FIS customers have adapted to the change in working practices of working fully or partially from home. Firstly, most customers have worked with their suppliers to further increased the proportion of invoices received via email - and reduced the volume received in paper format.
In this way, invoices are read automatically and manual completions, if required, can be actioned remotely. FIS / edc is also able to accommodate electronic invoices (EDI) and checks their credentials before posting.
Adopting an electronic method of invoice recognition means that organisations are not unduly hindered by the accounts payable team working from home.

 

 
calendar day one

Automated Invoice Content Extraction

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Automated Invoice Data Collection

Automated invoice data collection from day one. The OCR (optical character recognition) technology extracts the key information from invoices irrespective of their layout. Advanced machine learning technology is applied for improved recognition rates

Artificial Intelligence and Machine Learning - automated data entry

Automated invoice data collection using the FIS OCR document reader

The FIS OCR document reading software (FIS / fci) is a world leading, innovative technology that is used to automatically examine a digital invoice (or other financial document) and collect the required key data with minimal or no human intervention.

The technology generates financial and time savings by reducing the manual workload of accounts payable departments. Data quality is also increased prior to importing it into SAP or other ERP/Financials software.

Using the technology results in less data entry and therefore frees up resource for accounts departments.

The technology collects the content of invoices that are captured as a digital scan or are received as an emailed attachment.

The software offers unmatched recognition rates for invoices, extracting both the header and line-item (position) content.

The OCR technology is normally paired with the FIS / edc (invoice monitor) to post a high percentage of invoices automatically into SAP (ECC 6 or S4HANA) without the need for human intervention (no touch processing).

Data collection on day one

The OCR reading software is pre-programmed to identify specific information fields on an invoice and then extract the relevant data within close vicinity. The ‘freeform’ recognition technology automatically finds the invoice data irrespective of invoice design and layout.

  • Supplier details and invoice receiver checks are validated against the latest SAP data.
  • Invoice financial values are checked for feasibility by checking arithmetic agreement between net, tax and gross values.
  • Fuzzy technology compensates for incomplete or inaccurate data or poor quality invoice scans.
  • Several OCR engines are utilised to increase data reading accuracy.
  • Machine learning, any manual confirmations or checks are stored in an intelligent knowledge base for each vendor to build up a statistical probability of the key data locations.
  • Automated data entry means that the cost of processing invoices is reduced and savings are generated by the technology.
Reporting

Detailed reports illustrate vendor invoice volumes and data extraction rates for specific fields to identify issues with suppliers.

FCI report recognition rates - automated data entry

Summary

For organisations who wish to

Make savings by introducing automated data entry processes and significantly reducing the workload on accounts departments.

Improve data quality by introducing automated validation and feasibility checks  against SAP data.

Alternative to
  • The printing and manually keying in data from a physical document
  • The slow process of data-entry of  invoice data with inherent errors
Key Technologies
  • Multiple OCR engines - working in agreement
  • Automatic recognition of suppliers,  company codes and order numbers
  • Automatic forwarding of emailed invoices
  • Machine learning by storing key invoice data from previous invoice completions
  • Freeform recognition, FIS / fci is pre-conditioned out-of-the box to search for key financial document data
  • Intelligent knowledge base which stores data co-ordinates for all successfully read invoices and therefore reduces the number of corrections in the future
  • FIS / fci collects header and line items automatically
  • Contributes to no-touch processing when combined with FIS / edc (invoice monitor)
  • Ability to read any semi-structured document such as sales orders, payment advice notes or vendor statements

 

 
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Automated Invoice Postings for SAP

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Automated Invoice Posting for SAP

Deeply integrated with SAP, FIS technology automates the posting of invoices and provides efficient tools for the management of invoice exceptions and queries

saving time saving money

FIS / edc (electronic document centre) is an SAP certified technology add-in that automates the processing of invoices and other documents such as credit memos, sales orders, customer payment advice notes and vendor statements with minimal manual intervention.

The automated invoice posting technology reduces manual tasks and eases time pressure on the accounts team. As a result, the administration burden is taken away from businesses.

Our software processes integrate with SAP to generate  financial savings as documents are processed automatically (no touch processing) and queries are handled more efficiently than with SAP standard.

The software is installed on the same IT infrastructure as SAP with no modifications to SAP standard required. The add-in technology works with the SAP database so that information is presented in real-time.

The integrated technology also includes additional functions to make business more efficient - specifically for the accounts team and invoice approvers.

FIS / edc (invoice monitor)

FIS / edc (invoice monitor) is normally paired with our automated data entry application. Combining these two technologies facilitate the posting of a high percentage of invoices in SAP without the involvement of the accounts team resulting in an unmatched "blind-booking" rate (no touch processing).

The application is further enhanced with the email invoice reader, which eliminates the need for printing or scanning of invoices sent as email attachments.

Invoice data for PO related invoices is compared to the open PO data and goods receipt data from SAP at item-line (position) level. A 3-way match, within a given tolerance, allows invoices to be posted automatically.

Approval Workflow

The Invoice Monitor supports several workflow functions including a workflow application running on the Web Dynpro platform, which allows approvers to action the invoice with forwarding and account assignment functions.

Invoice approval may also be completed from mobile devices and desktops via a FIS Fiori app. This solution provides a simplified workflow design for tablets, smartphones and desktops.

For organisations:

  • Wishing to automate the vendor payment process and make savings when booking invoices into SAP
  • Requiring a substantial increase in the quality of the supplier invoice data
  • With a substantial SAP ERP investment who are looking to enhance the payment processes and make financial and time savings
  • Reduce the degree of manual keying and administration tasks within the current process
  • Wishing to make digital transformations in their current processes

Alternative to:

  • Standard SAP ERP module
  • Physical movement of financial documents
  • Manual keying of data with no validation checks
  • Printing and scanning emailed invoice attachments
  • Using email as a workflow tool

Technologies:

  • FIS / edc has versions for both SAP ECC 6 as well as SAP S/4HANA
  • Flexible import of invoices via OCR and EDI
  • Line matching (MM) of invoice data with SAP data i.e. open orders and goods receipts in real time.
  • Automatic account assignments
  • Workflow options using SAP standards Web Dynpro and Fiori apps
  • Reporting tools to identify issues and bottlenecks to assist with further process improvements
  • Transparency and history audit for each invoice
  • Deep SAP ERP integration with worklists for accounts payable users
  • Presentation of EDI transactions as a standard PDF

Benefits:

  • Higher productivity of accounts payable teams with more functions in a familiar SAP standard GUI, freeing up time from repetitive tasks
  • Faster supplier payments - meeting corporate specific service levels
  • Invoice image displayed in FIS/edc and workflow modules as well as SAP ERP
  • Harnesses the intrinsic power of SAP ERP
  • Integrated into SAP but with no need for modifications to SAP ERP standard - quick enhancement pack and upgrade changes
  • Data stored once in SAP database - no data exchanges with external software
  • High blind booking rate - particularly for emailed invoices
  • Efficient interrogation tools for exceptions / query management
  • High financial return on investment
  • AP team directed to more value-added work as FIS/edc automates labour intensive tasks
  • Reduction in long invoice processing times
  • Transparency and visibility of the entire P2P process

fis customers