Description

Problem

Important commercial documents such as order confirmations often end up as PDFs in the email 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 also essential for this. If, for example, prices, quantities or dates differ from the quotation stored in the ERP, the responsible department must be contacted by email and a usually laborious checking and reconciliation process 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 that from the SAP orders, deviations are highlighted in color and made available for manual item assignment. With just a few clicks, the clerk can correct the item assignment without having to open the PDF or go to the SAP GUI - or confirm the discrepancies so that a defined workflow is triggered for review in the departments involved. The correct contact person will then find a corresponding check request in their task inbox.

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.

Information

General App Information

Connectors:	SAP (via RFC), Azure AI Document Intelligence, SQL
Publisher:	Simplifier AG
Languages:	English
Requirements:	AI Services subscription to analyze order confirmations (e.g. Azure AI Document Intelligence)
Roles:	Global Roles: UserSF_AI_Assisted_OrderConfirmation Check -> Required for all users, that execute the app and check/upload the received order confirmations Business Roles for Project ‘SF_AI_Assisted_OrderConfirmationCheck’: User -> Required for all users, that execute the app and check/upload the received order confirmations TaskAssignee -> Required for all users, that should execute the user tasks on deviations between order confirmation and purchase order
Compatible Simplifier Versions:	Simplifier 9+; MAKERS CHOICE 24.11+

Installation Instructions

Before Import

Create required groups

If you want to use delivered group-based permission assignment instead of manual assignment for Business Roles to Users, you need to create the following groups:

Group	Assigned Business Roles
AI_OrderConfirmationCheck_Order	User
AI_OrderConfirmationCheck_Check	TaskAssignee

By default, the Business Role ‘User’ is also assigned to all Group ‘SF_Default_Group’ Users.

After Import

Add endpoints for your landscape to connectors

Add and adapt the endpoints of your System Environment in the following Connectors (Read more):

SAP_Documents -> RFC Connector to SAP ERP Documents
SAP_MM_PurchaseOrder -> RFC Connector to SAP MM Purchase Order
SF_AI_Assisted_OrderConfirmationCheck -> SQL Connector to App-specific database
SF_AzureAI_DocumentIntelligence -> REST Connector to Azure AI Document Intelligence
SF_Login (copy endpoint from ‘Default’ endpoint) -> REST Connector on Simplifier API for retrieving configurated Authentication Methods

If you want to use the SAP Connectors without adaption, you need our SAP Namespace. (Read more)

Deploy Database Schema

Open and deploy the Database Schema “SF_AI_Assisted_OrderConfirmationCheck”. (Read more)

Assign permissions to your users

Add Business Role Assignment in the Project to the relevant users or add them to the created groups.
In addition, assign the Global Role ‘UserSF_AI_Assisted_OrderConfirmationCheck’ to all users that should execute the Application. (Read more)

If your users log in with authentication methods, think about adding the Global Role and Groups to sync in your Authentication Method. (Read more)

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App Excerpt	With the AI-integrated order confirmation app, the received PDFs are automatically sent to an AI via REST API and matched against the corresponding order.
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AI Assisted Order Confirmation Check

With the AI-integrated order confirmation app, the received PDFs are automatically sent to an AI via REST API and matched against the corresponding order.