Accounting, Administrative Processes

AI-based document verification: order confirmation

Problem

Important commercial documents such as order confirmations often end up as PDFs in the e-mail inbox of a clerk, who then checks the content manually, compares it with the SAP data and evaluates it individually –
knowledge of the SAP GUI is essential for this, among other things
If, for example, prices, quantities or deadlines deviate from the offer stored in the ERP, the responsible department must be contacted by e-mail and a usually laborious checking and coordination process must be initiated
Automated document checking via common single-point solutions is not a solution here, as the desired checking parameters cannot be configured to the individual process and company-specific priorities

Solution

With the AI-integrated order confirmation app, the Simplifier PDF is automatically downloaded from the mailbox and sent to an AI via REST API
The data read by the AI is compared with the data from the SAP purchase orders, deviations are highlighted in color and made available for manual item assignment
With just a few clicks , the clerk can make corrections without having to open the PDF or go to the SAP GUI – or confirm the deviations so that a defined workflow is triggered for review in the departments involved. The right contact persons will then find a corresponding check request in a task dashboard

Impact

Efficiency gains and quality assurance through AI integration.

With AI-infused apps from Simplifier, even complex data management processes can be transformed into user-friendly, quality-assuring digital workflows. The ability to define needs-based matching criteria and prioritization creates the optimal, individual checking logic that prepares decisions, automatically initiates workflows and effectively relieves employees of operational coordination processes.