Intelligent Document Processing

for a Cloud World

A/P Automation for SAP

APay for SAP & SharePoint
Automates SAP Accounts Payable Processing
APay Center streamlines the entire lifecycle of an accounts payable
invoice from capture, document storage and process workflows; all
the way to final posting & payment

Robotic Process Automation, Optimized Workflows and O365 work

centers reduce the cost to process a Vendor invoice by 75%

Process in-side SAP and extend A/P processing to SharePoint, O365

& mobile – leverage MS Azure cloud for document capture and ECM
0
Why stop at just invoices?
Invoice Dashboards also provide a 360 view of ALL documents
and transactions tied to Vendor Invoices
 APay for SAP A/P Automation
Covers the Complete Set of Process Stages
Content
Capture/ Invoice Analysis &
WorkFlows Posting Lifecycle
Ingestion Centers Reporting
Mgmt.
Capture, validate, Single Screen Work Complete workflow Post to SAP Ledger Operational Content
pre fill SAP Centers & BPM Platform Reports Management with
transaction data All data and Automated cost Seamless
documents 1 click Standard actions, center allocations Process Analysis ArchiveLink
away exceptions integration into
reconciliations, check generation SAP ERP
immediately step approvals, etc.
into processing Prompt Payment
activities and Users can be in- Discounting
workflow side SAP
workflows plus in
SharePoint/O365

Store in and work

with from
SharePoint/Azure
& O365
Repositories
APay Supported Ingestion Paths – Getting all invoices into
a streamlined business process
Document Ingestion System
User scans and
uploads Manual initiation
Paper/Fax Via Web UI, or
invoice forwards image of Capture/OCR Invoice Capture/
to invoice
process email
address
OCR Server
APay
Automatic Workflow

Invoice by
Invoice delivered
step receives email,
separates attachment Center
and automatically
Upload “Drop Zone” or sent Cloud Capture
performs capture/OCR
to invoice process eMail Server
initiates validation functions
email address
Capture/OCR eMail server
Invoice by [email protected]
as an alias email that Task receives and auto Workflow OCR Engine
Engine
email is delivered to cloud delivers to the
email server Invoice Capture AI Learning Classification
Server Engine Engine

APay processes from within

EDI/IDOC SAP itself & renders a PDF of
invoice the invoice for image archival
and user viewing at any time
Invoice Image
Storage
 APay Invoice Ingestion SAP Data AI Extraction
Workflows Validation Service Process
monitor
Task Machine
E-Mail Classification
Azure Hosted Manager &
Rules Engine
Learning

Ingestion Notification
Process
Process
Designer
Multi Channel Inputs
Platform Reporting

Modules & All Supporting the Automation of SAP Invoice Processing

Engines ▪ Ingestion
▪ Classification Recognition
▪ Scan & Data Capture
▪ Process
▪ Document routing
▪ Validate Captured Data in Real-time against SAP
▪ Source Additional Supporting Data from SAP
▪ Connect Ingestion Workflow to SAP workflows
▪ Connect Ingestion Activities to SharePoint activities
▪ Monitor and Report
 Invoice Processing
Document Centers
Processing in SAP
in SAP and Typical Workflow Actions
and O365 Work Centers
SharePoint outside SAP for document
processing:

Document Uploads

Collaborative content creation

Data Input Forms

Full power of inside
SAP business flows Routing for approvals
and processes
Update Master Record Data

Versioning & History Tracking

Operational Report Execution

Both SAP and O365 Content Centers provide “Plug-
in Points” for incorporating additional process
workflow activities and steps into the IntelliDocX All Made Possible By Combining
Content Centers Content and Meta Data Services
 APay for End-to-End SAP A/P Automation
Content
Capture/ Invoice Analysis &
WorkFlows Posting Lifecycle
Ingestion Centers Reporting
Mgmt.
Automated Multi-Channel OnPrem or Cloud
Ingestion ECM: Seamless
AI driven OCR validated ArchiveLink
against SAP integration into SAP
Pre filled with SAP Invoice,
PO & Vendor data Real-time
Complete workflow Insight
streams:
Standard actions, Real-time Post to Operational
Single Screen Invoice 360◦ Single Pane View
exceptions SAP Ledger Reports
Centers - All data and of all related data &
documents 1 click away reconciliations, content for the whole
approvals, etc. Automated cost Process
Procure to Pay cycle
center allocations analysis
immediately step into
processing workflow Users can be in-side
Store in O365 Activities: Most SAP workflows plus in check generation
Repositories, invoices auto-post in SharePoint/O365
Prompt Payment
auto-link to SAP touchless mode (rules Discounting
transactions based)
Specific SAP Activities
PURCHASE ORDER VALIDATION

DUPLICATE INVOICE CHECK

CAPTURE/OCR ACTIVITIES
VENDOR DATA VALIDATION CAPTURE/OCR AT HEADER LEVEL

NON-PO INVOICE CODING & APPROVAL

CAPTURE/OCR AT LINE ITEM LEVEL
NON-PO INVOICE - PARKED INVOICES
AUTOMATED WORKFLOW ROUTING (PO
UTILITY INVOICES VS. NON-PO INVOICES)

CONTRACT INVOICES VENDOR DATA VALIDATION AGAINST

AP MASTER DATA
SERVICE ENTRY SHEETS
APPROVER/CODER DETERMINATION
NON-PO FIELD DISBURSEMENTS

PROCESSING IDOC INVOICES REAL-TIME INVOICE DATA VALIDATION

WITH PO DATA
GOODS RECEIPT VALIDATION

INVOICE PARKING AND POSTING

SharePoint/Office365 Activities
(HTML5 Web UI)

INVOICE CODING AND APPROVAL

INVOICE APPROVAL

“LAZY” EMAIL APPROVAL

APPROVER SUBSTITUTIONS

PRICE DISCREPANCY HANDLING

QUANTITY DISCREPANCY HANDLING

CREDIT MEMO HANDLING AND APPROVAL

EXCEPTION MANAGEMENT
MISSING DOCUMENTATION
INSUFFICIENT FUNDS
VENDOR MAINTENANCE REQUIRED
ACCOUNT ASSIGNMENT ERROR
 APay Processing
 Recognizes receipt of the
vendor invoice EDI Object
 Reads the respective SAP Any activity, or user
EDI/IDOC Tables can view the EDI
 Feeds the EDI data into the Invoice Image with a
APay Workflows single button click;
Electronic  Handles the posting
inside SAP or from
SharePoint /O365
Invoices transactions
 Also renders a image mock-
up invoice in real-time
 Archives the invoice “image”
and links it to all related
transactions
 APay Activity Centers: Connecting SharePoint Workflows to SAP Workflows

APay for SAP & O365

SharePoint actions can trigger SAP

Inbox Notifications, start new
Workflows and trigger UWL actions

… AND Vice Versa!

 APay for SAP & O365

SharePoint
Workflow

Contact us for
a live Demo
 APay
DocSet360 Modules for O365

◦
360 Business View of All Procure-to-Pay DocSets Integrated with APay, covering:
Process Supporting Content
✓ Finance & Accounts Payable Related Documents
Dynamic Advanced Search filtered ✓ Purchasing Req’s, PO, Vendor Contracts, etc.
by business data ✓ Delivery Management
From within transactions all ✓ Vendor Master Data
documents one-click away
✓ Material Master Data
Cross referenced to all related
records & transactions DocSets: SAP Business Meta Data Driven
Users Take Action
Create
Batch print & download
Upload
Route for Action
Copy, move & reassign docs
Approve
Input Needed Data
All documents tagged with business data and
Edit Master Data single click navigation to supporting
Add more documents, etc. transactions
APay Invoice
Work Center
Summary: APay Differentiators

Workflow streams in SAP real- 360 degree view of the

Intuitive Invoice Centers in time connected to SharePoint procure-to-pay cycle in SAP &
SAP & SharePoint process activities – users work SharePoint
where it is optimum for them

Bulk Download & Bulk Print for Advanced Search & Reporting
Auditors, etc. Module (Business Query
Based)

Utilize existing SAP invoice Only SAP Certified Solution with

workstreams if desired, TOTAL SharePoint integration -
and/or with APay ready-to- not just a “pane of glass”!
use templates
 Configuration Based Project
First: 2-3 Day On-site Workshop with the Business and IT
 Review requirements, along with as-is and to be workflows
 Defines the actual configuration and business blueprint
 Results in a full Project Statement of Work
 Resources, schedule, Activity Plan, etc.

Realization: Follows Classic Rollout from Dev to QA, UAT to

Implementing Production Go-Live

APay Center Support: Provide Complete Support Package, including 1 moth

unlimited End User support Post Go-Live
TimeLine: APay Solution is based on a complete set of Ready-to-
Run Workflows
Blueprint & Scope Implementation, Go-Live &
Definition Training & UAT Stabilization
• ~7-10 business days • ~30-40 business days • ~10 business days
 Leverage Azure to Content Enable all SAP Processes!
Lines of Business Covered
OOB Content Models cross link all
related SAP business objects and docs

Intelligent content centers inside SAP,

SAP Hana cloud, Microsoft SharePoint
& Microsoft O365 cloud

Ready-to-Run, out-of-the box, SAP to

Microsoft interoperability

SAP Business documents stored in

Microsoft Azure Cloud

Incorporate all needed SAP business

logic, workflow actions, content
actions and data handling

Process improvement extensions easily

realized using customer’s standard SAP
& Microsoft Visual Studio tools DocSet Modules
Intelligent, Meta Data Driven
Cloud Delivered Document Processing
 Build from SAP out Leverage your MSFT Assets Allows IDX to Provide
SAP: the Core A/P Engine &
System of Record Microsoft platforms used to
extend, enhance and content Flexible, Best-Fit A/P Centers In
Don’t duplicate SAP data enable the SAP A/P process SAP, SharePoint, O365 & Mobile

SAP: the System of The most easily Adaptable,

Engagement for power users Extensible and Expandable
solution in the market
Customers choose the Cloud,
Start with IDX Best Practice
Hybrid or “Not” model that is Simple Supportability &
SAP Workflows; built on SAP’s
best for them Maintainability: No Proprietary
own Workflow engine
Skill Sets Needed
“Smart” distribution of process
activities to non-power users Quicker Business Impact
If Cloud.. Customers can rely
Realization (minimized time-to-
on Microsoft Azure with all its
Provide Extensible API’s for all deploy)
capability and support team,
components; both native to
as their Cloud Provider Minimized TCO
SAP and for external use
o
Key APay Constructs
more information: http://www.intellidocx.com

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[email protected] [email protected]

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