BTP Solution

# Developing a ReadSoft Alternative with SAP BTP Platform

## Required Tools & Technologies

### Core SAP BTP Components

1. **SAP Cloud Foundry Environment** - Runtime for deploying and running applications

2. **SAP HANA Cloud** - In-memory database for high-performance data processing

3. **SAP Integration Suite** - For creating integrations between applications and systems

4. **SAP Workflow Management** - For creating and managing invoice approval workflows

5. **SAP Document Information Extraction** - AI-based service for extracting data from documents

### AI/ML Components

1. **SAP AI Core** - For hosting and managing machine learning models

2. **SAP AI Business Services** - Pre-built AI services including document classification

3. **SAP Data Intelligence** - For data preprocessing and model training pipelines

### Development Tools

1. **SAP Business Application Studio** - Cloud-based development environment

2. **SAP Web IDE** - For UI development using SAPUI5/Fiori

3. **ABAP Development Tools** - For ABAP development in Eclipse (if using ABAP in BTP)

4. **SAP Cloud SDK** - Libraries and tools for cloud application development

### Integration Components

1. **SAP Cloud Connector** - For secure connection to on-premise SAP systems

2. **SAP API Management** - For creating and managing APIs

3. **SAP Open Connectors** - For integration with non-SAP third-party applications

## Solution Capabilities Needed

### Document Capture & OCR

1. **Multi-format document intake** - PDF, image formats, electronic formats (EDI, XML)

2. **Advanced OCR engine** - With machine learning capabilities for continuous improvement

3. **Template management system** - For handling diverse invoice formats

4. **Document classification** - Auto-identification of document types

5. **Quality control workflow** - For handling exceptions and low-confidence extractions

### Data Extraction & Processing

1. **Header-level data extraction** - Vendor info, dates, totals, tax info

2. **Line-item extraction** - Detailed line items with quantities, unit prices, descriptions

3. **Metadata tagging** - For searchability and categorization

4. **Validation rules engine** - For automatic data validation

5. **Exception handling framework** - For managing extraction errors

### AP Process Automation

1. **Vendor master data management** - Integration with vendor database

2. **PO matching functionality** - For 2-way and 3-way matching

3. **GL coding engine** - For automatic account assignment

4. **Duplicate detection** - To prevent double payments

5. **Approval workflow capabilities** - Multi-level approvals with delegation

### Integration Capabilities

1. **SAP ERP integration** - Deep integration with S/4HANA or ECC

2. **Master data sync** - For vendors, cost centers, GL accounts

3. **Posting interfaces** - For invoice posting to financial modules

4. **Payment system integration** - For downstream payment processing

5. **Archiving integration** - For document retention compliance

### Analytics & Reporting

1. **Processing metrics dashboard** - KPIs like cycle times, exception rates

2. **Financial analytics** - Spend analysis, discount capture rates

3. **Operational reporting** - Throughput, backlog, bottleneck analysis

4. **Audit trail capabilities** - Complete traceability of all actions

## Challenges in Development

### Technical Challenges

1. **OCR accuracy** - Achieving ReadSoft's level of extraction accuracy, especially for complex invoices

2. **Performance at scale** - Handling high volumes while maintaining processing speed

3. **Integration complexity** - Especially with older SAP ERP versions or non-standard implementations

4. **Machine learning model training** - Requires substantial invoice datasets and domain expertise

5. **Multi-language support** - Supporting global invoices with different languages and formats

### Business Challenges

1. **Total cost of ownership** - BTP consumption-based pricing may exceed expectations for high-volume processing

2. **Development timeline** - Complex project requiring multi-disciplinary expertise

3. **Change management** - User adoption and process change management

4. **Feature parity with mature solutions** - ReadSoft has decades of refinement

5. **Compliance requirements** - Meeting varying global compliance standards for e-invoicing

### Operational Challenges

1. **Exception handling efficiency** - Building interfaces for quick resolution of exceptions

2. **Continuous improvement mechanism** - Ensuring the system learns from corrections

3. **Deployment complexity** - Multi-environment, multi-region deployment considerations

4. **Support model** - Establishing L1-L3 support for a custom-built solution

5. **Documentation requirements** - Extensive technical and user documentation needed

### Strategic Challenges

1. **Build vs. buy justification** - Proving ROI against commercial solutions

2. **Long-term maintenance commitment** - Continuous updates for new invoice formats and regulations

3. **Skill requirements** - Need for specialized AI/ML and document processing expertise

4. **Technology obsolescence risk** - As SAP evolves BTP services over time

5. **Vendor lock-in** - Heavy dependency on SAP's proprietary BTP services

GR/IR open Items and CDS views

Yes, you're absolutely right. SAP S/4HANA introduces significant enhancements to GR/IR item analysis, primarily through Fiori apps and CDS views. Let's update the information to reflect these changes:

Finding Open GR/IR Items in SAP S/4HANA

Table of Contents

1. Introduction: S/4HANA Enhancements
2. Using Standard Fiori Apps
   • 2.1. "Display Line Items in General Ledger" (F2217)
   • 2.2. "Monitor GR/IR Account Reconciliation" (F2227)
   • 2.3. "GR/IR Monitor" (F0997)
3. Using CDS Views for Open GR/IR Reporting
   • 3.1. I_GRIRClearingOpenItems
   • 3.2. I_PurchaseOrderItemAPI01
   • 3.3. I_GLAccountLineItem
4. Using SAP Query or Custom CDS Views
5. Traditional Transactions (FBL3N, FAGLL03, MB5S, FBL1N)
6. Summary

1. Introduction: S/4HANA Enhancements

SAP S/4HANA revolutionizes GR/IR item analysis with real-time reporting, Fiori apps, and CDS views. While traditional transactions like FBL3N and FAGLL03 remain functional, SAP recommends leveraging the new capabilities for improved performance and user experience.

2. Using Standard Fiori Apps

• 2.1. "Display Line Items in General Ledger" (App ID: F2217)
  • Replaces FBL3N and FAGLL03 for G/L account analysis.
  • Offers enhanced drill-down capabilities and a user-friendly interface.
• 2.2. "Monitor GR/IR Account Reconciliation" (App ID: F2227)
  • A dedicated Fiori app for analyzing open GR/IR items.
  • Provides a comprehensive overview of GR/IR balances and discrepancies.
• 2.3. "GR/IR Monitor" (App ID: F0997)
  • Helps in GR/IR clearing and matching issues.
  • Provides tools to resolve GR/IR differences.

3. Using CDS Views for Open GR/IR Reporting

• 3.1. I_GRIRClearingOpenItems
  • Provides detailed information about open GR/IR items.
  • Can be used for custom reporting and analysis.
• 3.2. I_PurchaseOrderItemAPI01
  • Tracks pending receipts and can be combined with GR/IR clearing views.
  • Provides purchase order details.
• 3.3. I_GLAccountLineItem
  • Offers detailed line-item level reporting, similar to FAGLL03.
  • Can be used to analyze financial postings.

These CDS views can be utilized in SAP Analytics Cloud (SAC) or SAP Analysis for Office (AO) for advanced reporting and data visualization.

4. Using SAP Query or Custom CDS Views

For custom reporting needs, you can:

• Create custom CDS views by combining I_GRIRClearingOpenItems and I_GLAccountLineItem, linking them with purchasing documents and material movements.
• Use SAP Query to create custom reports.

5. Traditional Transactions (FBL3N, FAGLL03, MB5S, FBL1N)

These transactions remain available in S/4HANA but are considered legacy. They still function for basic GR/IR analysis.

6. Summary

SAP S/4HANA significantly enhances GR/IR item analysis through Fiori apps and CDS views. Fiori apps like "Display Line Items in General Ledger," "Monitor GR/IR Account Reconciliation," and "GR/IR Monitor" offer user-friendly interfaces and improved performance. CDS views like I_GRIRClearingOpenItems, I_PurchaseOrderItemAPI01, and I_GLAccountLineItem provide powerful data extraction capabilities for custom reporting. While traditional transactions remain available, SAP recommends leveraging the new S/4HANA capabilities for optimal efficiency and accuracy in GR/IR reconciliation.

Finding Open GR/IR Items

Finding Open GR/IR Items in SAP

Table of Contents

1. Introduction
2. Using FBL3N (G/L Account Line Item Display)
3. Using FAGLL03 (G/L Line Item Display - New G/L)
4. Using MB5S (GR/IR Balances for Purchase Orders)
5. Using FBL1N (Vendor Line Item Display) for Vendor-Specific GR/IR
6. Refining Reports
7. Summary

1. Introduction

Open Goods Receipt/Invoice Receipt (GR/IR) items represent discrepancies between goods received and invoices processed, indicating potential financial inaccuracies. This document outlines how to find these open items in SAP using various standard transactions.

2. Using FBL3N (G/L Account Line Item Display)

• Purpose: To directly view open GR/IR items within the relevant G/L clearing account.
• Steps:
  • Go to transaction code FBL3N.
  • Enter the GR/IR clearing G/L account number (e.g., 191000).
  • Filter by relevant document types (e.g., WE for Goods Receipt, RE for Invoice Receipt) if needed.
  • Select "Open Items" under the "Status" filter.
  • Execute the report.
• Result: Displays all open GR/IR line items for the specified G/L account.

3. Using FAGLL03 (G/L Line Item Display - New G/L)

• Purpose: Similar to FBL3N, but for systems using the New General Ledger.
• Steps:
  • Go to transaction code FAGLL03.
  • Enter the GR/IR G/L account.
  • Enter the relevant company code and fiscal year.
  • Select "Open Items" and specify a "Key Date."
  • Execute the report.
• Result: Shows open GR/IR items based on the New G/L configuration.

4. Using MB5S (GR/IR Balances for Purchase Orders)

• Purpose: To identify GR/IR discrepancies at the purchase order level.
• Steps:
  • Go to transaction code MB5S.
  • Enter the company code.
  • Optionally, enter a vendor code for vendor-specific results.
  • Execute the report.
• Result: Provides a list of unmatched GR/IR transactions related to purchase orders, highlighting potential discrepancies.

5. Using FBL1N (Vendor Line Item Display) for Vendor-Specific GR/IR

• Purpose: To find GR/IR items associated with a specific vendor.
• Steps:
  • Go to transaction code FBL1N.
  • Enter the vendor account number.
  • Select "Open Items."
  • Execute the report.
• Result: Displays pending GR/IR items linked to the specified vendor.

6. Refining Reports

You can refine these reports further using various filters:

• Purchasing Document: Filter by specific purchase order numbers.
• Material: filter by material numbers.
• Date Ranges: Restrict results to specific posting or document dates.
• Company Code: Limit the search to a particular company code.
• Vendor: Limit the search to a specific Vendor.
• Document Type: Limit to specific document types (GR, IR).

7. Summary

Finding open GR/IR items in SAP is crucial for maintaining accurate financial records. This document has outlined four key transaction codes—FBL3N, FAGLL03, MB5S, and FBL1N—that can be used to identify these discrepancies. FBL3N and FAGLL03 provide a direct view of open items in the GR/IR G/L account, while MB5S focuses on purchase order-level discrepancies, and FBL1N shows vendor related GR/IR items. Furthermore, reports can be refined using various filters like purchasing document, material, and date ranges to pinpoint specific issues. By leveraging these tools, users can efficiently manage and reconcile GR/IR balances, ensuring financial integrity.

In SAP how to find Open GR/IR items from tables

Finding open GR/IR (Goods Receipt/Invoice Receipt) items in SAP involves understanding how these transactions are recorded and cleared. Here's a breakdown of the key tables and considerations:

Key Tables and Concepts:

• EKBE (History per Purchasing Document):
  • This table stores the history of purchasing documents, including goods receipts and invoice receipts. It's crucial for tracing the flow of transactions.
  • You can find information about quantities received, invoiced, and cleared.
• BSEG (Accounting Document Segment):
  • This table contains accounting document line items.
  • It's essential for identifying the financial postings related to GR/IR.
  • You can use fields like KTOSL (Transaction Key) with the value "WRX" (GR/IR clearing) to filter for relevant entries.
  • Also the field AUGDT (Clearing date) is very important. When this field is empty, it means that the document is not cleared.
• BSIS (Accounting: Secondary Index for G/L Accounts):
  • This table holds open items in G/L accounts.
  • It's useful for finding open GR/IR balances in the relevant G/L accounts.
• BSAS (Accounting: Secondary Index for Cleared G/L Accounts):
  • This table holds cleared items in G/L accounts. This table in conjunction with BSIS can be used to determine open items.
• MSEG (Segment Material Document):
  • This table stores material document segments, which are created during goods receipts.
• RSEG (Invoice Document Item):
  • This table stores invoice document items.

Finding Open Items:

• To determine open GR/IR items, you'll generally need to cross-reference data from multiple tables.
• A common approach involves:
  • Identifying GR and IR postings in EKBE.
  • Linking those postings to accounting documents in BSEG.
  • Checking the clearing status of the accounting documents in BSIS and BSAS.
  • If a GR/IR line item exists in BSIS, then it is open. If it is in BSAS, it is cleared.
• Also the Tcode MB5S is a very useful tool to display GR/IR balances.

Important Considerations:

• GR/IR clearing is a complex process, and the specific tables and fields you need may vary depending on your SAP configuration.
• Understanding the clearing rules and accounting postings is essential for accurate analysis.
• Using SAP transaction codes is often easier then going directly to the tables. MB5S is an example of a good transaction code for this purpose.
• When analysing the data, pay close attention to the accounting document clearing date. A blank clearing date generally means the item is open.

I hope this information is helpful.

SAP Business Network a brief

SAP Business Network

SAP Business Network is a cloud-based collaboration platform designed to connect businesses with their trading partners for efficient and streamlined operations...

Table of Contents

• Introduction
• Key Features of SAP Business Network
  • Unified Platform
  • Collaboration Tools
  • Advanced Analytics
  • Sustainability
• Key Benefits of SAP Business Network
  • Improved Supply Chain Visibility
  • Enhanced Efficiency
  • Stronger Supplier Relationships
  • Cost Savings
  • Agility and Innovation
• How SAP Business Network Works
  • Supplier Collaboration
  • Logistics Management
  • Asset Management
  • Digital Marketplace
• Industries Leveraging SAP Business Network
• Future of SAP Business Network
• Conclusion

Introduction

SAP Business Network is a cloud-based collaboration platform...

Key Features of SAP Business Network

Unified Platform

SAP Business Network consolidates multiple collaborative networks...

Collaboration Tools

The platform supports real-time communication and collaboration...

Advanced Analytics

SAP Business Network offers embedded analytics to help organizations...

Sustainability

With growing focus on environmental, social, and governance (ESG)...

Key Benefits of SAP Business Network

Improved Supply Chain Visibility

Companies gain a holistic view of their supply chain...

Enhanced Efficiency

Automation of manual processes...

Stronger Supplier Relationships

Suppliers benefit from real-time updates...

Cost Savings

Optimized procurement and logistics processes...

Agility and Innovation

The platform supports quick adaptation to market changes...

How SAP Business Network Works

Supplier Collaboration

Through the Ariba Network, businesses can manage procurement...

Logistics Management

The Logistics Business Network enables real-time tracking...

Asset Management

With the Asset Intelligence Network, companies can share asset data...

Digital Marketplace

Businesses can access a global marketplace of verified suppliers...

Industries Leveraging SAP Business Network

SAP Business Network caters to various industries...

Future of SAP Business Network

SAP envisions the Business Network as a critical driver...

Conclusion

SAP Business Network is revolutionizing the way businesses collaborate...

VIM options in SAP a brief

VIM Systems for SAP Accounts Payable

Table of Contents

• 1. SAP VIM by OpenText
• 2. Esker
• 3. Kofax ReadSoft Process Director
• 4. Basware
• 5. Coupa Invoice Management
• 6. Tradeshift Pay
• 7. Palette Software
• 8. AppZen
• 9. AvidXchange
• 10. Yooz
• Factors to Consider When Choosing a VIM System

1. SAP VIM by OpenText

A SAP-certified solution offering seamless integration with SAP ECC and S/4HANA, automating invoice capture, matching, and workflows.

2. Esker

An AI-driven solution focused on streamlining manual tasks, improving visibility, and enhancing supplier relationships with multi-ERP compatibility.

3. Kofax ReadSoft Process Director

A robust solution with advanced OCR capabilities and comprehensive integration with SAP for invoice capture and workflow automation.

4. Basware

A cloud-based AP automation tool with strong supplier collaboration features and multi-format invoice processing capabilities.

5. Coupa Invoice Management

A cloud-based platform integrating with SAP for AP automation, spend management, and supplier collaboration.

6. Tradeshift Pay

An AP solution offering AI-powered invoice processing, supplier onboarding, and real-time invoice tracking.

7. Palette Software

An affordable and user-friendly AP automation tool with configurable workflows and advanced analytics.

8. AppZen

An AI-powered tool for invoice auditing, compliance checks, and fraud detection integrated with SAP.

9. AvidXchange

A comprehensive solution for invoice management and supplier payment processing integrated with SAP.

10. Yooz

A cloud-based AP automation platform with intelligent OCR and mobile-friendly features for mid-sized businesses.

Factors to Consider When Choosing a VIM System

- **Integration with SAP**: Ensure seamless compatibility.
- **Automation Features**: Prioritize advanced AI/OCR capabilities.
- **Scalability**: Check for support during business growth.
- **Compliance and Security**: Strong fraud detection is key.
- **Budget**: Assess implementation and operational costs.

© 2025 Your Company. All Rights Reserved.

SAP AP challenges - a brief

Key Issues in SAP AP Invoice Processing

Table of Contents

• 1. Manual Data Entry
• 2. Non-Standardized Processes
• 3. Poor Invoice Matching
• 4. Vendor Master Data Issues
• 5. Inefficient Exception Handling
• 6. Compliance and Audit Challenges
• 7. Limited Visibility
• 8. Integration Issues
• 9. Lack of Automation
• 10. Late Payments and Cash Flow Impact
• 11. Fraud Risks
• 12. Scalability Issues
• Mitigation Strategies

1. Manual Data Entry

High reliance on manual input leads to errors, delays, and inefficiencies. Duplicate invoices or payments may occur due to human oversight.

2. Non-Standardized Processes

Variations in invoice submission methods can create inconsistencies, and lack of unified approval workflows delays invoice processing.

3. Poor Invoice Matching

Three-way matching issues between invoices, purchase orders, and goods receipts often result in processing delays and discrepancies.

4. Vendor Master Data Issues

Outdated or incorrect vendor data can lead to payment errors and fraud risks, highlighting the need for proper vendor onboarding and regular updates.

5. Inefficient Exception Handling

Handling exceptions such as missing POs or incorrect amounts is time-consuming without a clear escalation or resolution process.

6. Compliance and Audit Challenges

Ensuring adherence to tax regulations, payment terms, and legal requirements can be difficult without a robust audit trail.

7. Limited Visibility

Inadequate tracking and monitoring of invoice status can lead to delays and missed insights on AP performance.

8. Integration Issues

Poor integration between SAP AP and other systems affects synchronization and slows down processes.

9. Lack of Automation

Manual approval workflows persist when SAP tools like Vendor Invoice Management (VIM) or OCR are underutilized.

10. Late Payments and Cash Flow Impact

Missed deadlines for early payment discounts or penalties for late payments are common due to poor prioritization mechanisms.

11. Fraud Risks

Processing fraudulent invoices or payments can occur without proper controls and segregation of duties.

12. Scalability Issues

Handling large invoice volumes during growth or seasonal peaks can be challenging with existing processes and systems.

Mitigation Strategies

Implement automation, centralize processes, improve vendor management, enhance matching and controls, leverage analytics, and ensure compliance through advanced SAP tools.

© 2025 Your Company. All Rights Reserved.