In this video demonstration, we'll show you the difference between the traditional, manual way of processing invoices in SAP and the power of automating this process using SAP Business Technology Platform (BTP).
In this quick demo, you'll see:
- Manual Invoice Entry: We'll start by demonstrating the time-consuming steps involved in manually entering invoice data, including keying in information and performing three-way matches.
- Effortless Automation with BTP: Then, we'll showcase how BTP streamlines the process. From automatic invoice capture via email to intelligent data extraction using Machine Learning, BTP handles the heavy lifting, saving you valuable time and resources.
- Exception Handling: We'll also show how BTP intelligently flags potential issues with confidence levels, ensuring human oversight only when necessary.
Get ready to see how SAP AP Automation can transform your Accounts Payable department, boosting efficiency and accuracy!
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[TRANSCRIPT]
What that looks like. I'm gonna show you a manual way, then I'm gonna show you our AP automation using the BTP. So you can upload this through Excel or you can create it manually. Pretty straightforward here, I don't have to enter too much data, right? Um, again, that's gonna be a recurring theme that you're gonna see throughout the system. Just gonna put in the information that SAP doesn't know. What's the invoice date, what's the supplier invoice number? Uh, what's the amount? I think it was 750 bucks. Then I'm just gonna put in my purchase order ID or the reference number here, which was 99. And so the system is gonna go through and look at the amount delivered, and bring, that amount into here. And if that's different, you can have your, threshold set up for your mins and maxes an acceptable amount.
So if the, the vendor tries to invoice me 850 bucks, you're gonna get a big warning saying that's above the, the threshold. No, it's not, it's gonna be outta balance now. So here's my price is too high. The most they can deviate is $5 and 11 cents based off of whatever configuration I have in the system here. So I'm gonna change that back down, do a quick check again, and then everything's gonna be good. I'm ready to post, right? So I'm gonna go ahead and post this, to kind of complete that three way match. I'm gonna show you the journal entries when I, when I come back for a second, but I wanted to show you the AP automation. And so, what I have set up here, here's my email when you get an invoice in through email or whatever AP at payables.com, right?
I have the system set up, the btp set up to troll this specific folder. And anytime it finds something that is unread, it's gonna go through, grab it, and it's gonna pull it into my document extraction, tool here. And this is just an app on the BTP that it's gonna go through my email, read it. I think it's every 30 seconds, so we'll give it a minute here. There it is. So it, went through and it grabbed that email, it attached the PDF, and right now it's in this pending status. So it's using, SAP's algorithm. They use machine learning. They process millions and millions of invoices to go through and find the elements that's on that specific PDF. And then you can come in and look at what that, PDF looks like and ultimately the extraction results.
And so over here you have your different confidence levels. It's gonna go through and extract the data out of this PDF, so it knows that this is the invoice number, right? Because of the, again, the, the tool that we use, we're able to leverage this. It's gonna take this information, assign it that confidence level. Things like bank codes are, are really good. The account number, it grabs the terms out of these texts. So, a lot of great information here, a lot of automation, and it simply just uploads, it right into the system. And if there's any kind of confidence ranges or issues, the system will then send me a notification, a task saying, this invoice has been uploaded, but you have this issue. I'm only 80% sure, or 95% sure that this field is what it is. I need a human to go look at it. And so it notifies you of those different, exceptions and parameters.
