Pre-Entry of SAP Document: Leveraging Microsoft Potential

06.08.2024

Automated Document Capture in SAP:
Power Automate Makes It Possible

More and more SAP customers are leveraging the benefits of electronic invoice processing and are using standalone solutions as pre-processing software or add-ins for their SAP ERP system. Those who also use Microsoft can save on often costly investments: With MS Power Automate, built-in tools are available for automated document capture in SAP.

Automated processing of incoming invoices saves companies a lot of time and costs, reduces manual errors, and prevents data loss. It also helps protect the environment. It's no wonder that automated pre-document capture is already widespread in accounting departments. Many SAP customers supplement their ERP system with specialized invoice management software, which often incurs high licensing fees. So why not use Microsoft's built-in tools to implement automated invoice and document capture in SAP?

How can Document Capture in SAP be Automated with Microsoft's Built-In Tools?

Of course, the sending of invoices in a machine-readable format such as ZUGFeRD or XRechnung will be mandatory in the B2B sector in Germany from 2025, but this does not apply to invoices under 250 euros - and there is also a transition period. Additionally, the workflow can be easily extended or modified if necessary.
In most companies, Office/Microsoft 365 (E3, E5, Business) is now standard and provides solutions with the "Power Platform" that are often not fully utilized or considered but offer significant automation potential. With a license upgrade to Power Automate Premium, additional features can be used, such as premium connectors for SAP ERP as well as AI hubs and AI models. This allows for the implementation of smart digital processes, such as electronic invoice receipt, which makes the work of accounting easier.

How Does the Invoice Recognition Process in SAP with Power Automate Work in Detail?

Whether invoices are sent as PDF documents or as paper documents via a scanner to an email inbox, in any case, a Power Automate workflow is triggered that checks whether this email contains a PDF attachment. If so, the attachment is checked using the AI component with the integrated "Invoice Processing Model."

The Microsoft Power Automate Workflow Checks if the Email has a PDF Attachment

The creditor number is then searched based on the name via a separately maintained table and, along with other basic data from the email, written into a Dataverse table.

If the Creditor is Found, the Data is Written into a Dataverse Table

The administration is informed via email, and the invoice is assigned for approval (approval component) to the correct department through a PowerApp. Once the invoice is approved, the SAP integration occurs via a registered Power Automate On-Premise Gateway in conjunction with the SAP ERP component. A SAP GUI connection to the SAP ERP is established, the BAPI function "BAPI_ACC_DOCUMENT_POST" is called, and populated with the determined and necessary values. Thus, a preliminary document for accounting is directly created in SAP. It does not matter whether the SAP system is on-premise or hosted. What matters is that the Power Automate Data Gateway has access to the SAP ERP system from the local network. Optionally, the accounting department can be informed of a new document.

After Successful Document Capture, a Control Message is Sent

Of course, errors can also occur in the automated invoice receipt process. Therefore, it is important to review the data carefully. Overall, however, the error rate is actually low, as the manual entry of the booking is eliminated. With another BAPI call, the actual invoice could also be attached to the preliminary document.

What Needs to be Clarified before Introducing Invoice Recognition in SAP with Power Automate?

To fully leverage the potential of Microsoft Power Automate for electronic invoice receipt, the entire process should be well thought out and sketched in advance. The following questions can help:

Basic Questions:

How many invoices does my company receive monthly? Is a critical mass reached?
How much time can be saved through automation?
How is invoice and document management currently handled (current state analysis)?
Does pre-document capture make sense from a business perspective?

Technical Questions:

Which dialog user should be used for logging into the SAP system?
What does the approval process look like (does it occur before or in the SAP system)?
How do I organize the maintenance of creditor data, or where do I retrieve it from?
What data is required in the preliminary document?
Who needs to be notified and how (chat message in Microsoft Teams, ticket system, or email)?

How does XEPTUM Support the Implementation of Invoice Recognition in SAP with Power Automate?

XEPTUM can provide expert support in answering the aforementioned questions and in the customized implementation of electronic pre-document capture in SAP with Microsoft Power Automate. Our customer projects benefit from the extensive experience we have gained in automating and digitizing our own business processes. Consequently, XEPTUM now operates 100% paperless and subjects all internal processes to a continuous improvement process in the form of a PDCA cycle. After implementing the electronic invoice receipt process in SAP this year, we can competently support you in fully utilizing the current Power Automate potential. Get in touch with us!

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