Understanding the Opportunities for Using AI and Automation Functions during Invoice Processing

SAP Business AI is an initiative that embeds artificial intelligence (AI) across the entire portfolio of SAP solutions. We also provide business process-specific AI services that our customers can adapt to their own workflows, for example, business document processing, data attribute recommendations, and Robotic Process Automation templates.

The SAP Business AI initiative is focused on delivering relevant, reliable, and responsible AI capabilities deeply integrated across key business functions and technology platforms, enabled by partnerships with leading AI ecosystem players.

SAP has embedded AI into its products for many years, from journal reconciliations in SAP S/4HANA to AI-powered writing assistants aimed to streamline tasks. SAP provides several features across all the business functions to accelerate these initiatives, as shown below:

RPA is a technology designed to automate repetitive, manual business processes using virtual software robots, or 'bots'. It excels in handling tasks such as data interactions from multiple sources, high-volume operations like data migrations, and engaging with various system applications. By automating these repetitive tasks, businesses can achieve higher efficiency and free up human resources for more strategic activities.

Situation Handling ensures smooth business operations by sending automatic notifications to relevant users about critical situations requiring attention, such as deadlines, delays, and expiring contracts. Benefits include proactive user notifications, gaining business insights, and optimizing and automating processes using situation data.

A core subset of AI, machine learning involves training algorithms to find patterns and make decisions based on data analysis. It enhances the ability of AI to improve and learn from data without additional programming. Deep learning and neural networks, which are parts of machine learning, further enable AI to perform complex tasks by processing large data sets.

Generative AI represents a significant advancement in AI, adding creative capabilities to the traditional data analysis and decision-making functions of AI. It has become essential in various industries, aiding in the automation of processes, enhancing customer interactions, and driving efficiencies. Generative AI applications range from creating realistic content for gaming, drafting emails, coding, and generating synthetic data for research, thereby providing substantial growth and performance improvements for businesses.

Each of these AI technologies contributes uniquely to process automation, improving efficiency, decision-making, and business performance.

Watch the following video to see how machine learning and Robotic Process Automation (RPA) drastically lower the manual workload for accounts payable accountants during invoice processing in relation to SAP Ariba Central Invoice Management for SAP S/4HANA Cloud.

In the following lessons, you learn how to use the SAP Business AI key area, Situation Handling to effectively manage supplier invoices.

In an ever-accelerating business environment, companies often rely on "Pay when Paid" or "Pay if Paid" agreements to manage their cash flow effectively. However, processing these agreements manually is both time-consuming and prone to errors. Businesses must painstakingly match invoices and track payments, tasks which become increasingly burdensome with transaction volume. By automating the release of supplier invoices upon receiving customer payments, companies can significantly enhance their operational efficiency. A bot can be configured to seamlessly identify customer payments, match them with the correct customer and supplier invoices, and remove payment blocks automatically. Furthermore, the bot can handle exceptions by populating detailed spreadsheets and ensuring smooth communication through automatic Information Collection Forms. This automation reduces manual effort, decreases the likelihood of errors, and accelerates payment processing. The result is improved cash flow management and strengthened supplier relationships, thanks to timely payments and enhanced negotiation capabilities. Ultimately, embracing automation in financial operations allows businesses to remain agile and efficient, ready to tackle the complexities of modern financial management head-on.