Real-Time Reconciliation of Invoice and Goods Receipts powered by SAP HANA. Stefan Karl, Finance Solutions, SAP ASUG Presentation, May 2013

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1 Real-Time Reconciliation of Invoice and Goods Receipts powered by SAP HANA Stefan Karl, Finance Solutions, SAP ASUG Presentation, May 2013

2 Legal disclaimer The information in this presentation is confidential and proprietary to SAP and may not be disclosed without the permission of SAP. This presentation is not subject to your license agreement or any other service or subscription agreement with SAP. SAP has no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation and SAP's strategy and possible future developments, products and or platforms directions and functionality are all subject to change and may be changed by SAP at any time for any reason without notice. The information in this document is not a commitment, promise or legal obligation to deliver any material, code or functionality. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. This document is for informational purposes and may not be incorporated into a contract. SAP assumes no responsibility for errors or omissions in this document, except if such damages were caused by SAP s willful misconduct or gross negligence. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forwardlooking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions SAP AG. All rights reserved. 2

3 Agenda Business Process SAP Invoice and Goods Receipt Reconciliation Architecture and Technical Requirements Planned Innovations Summary 2013 SAP AG. All rights reserved. 3

4 Business Process

5 The Perfect Situation GR / IR Posting PO 50 Pieces, 2 USD each GR 50 pieces IR 50 pieces x 2 = 100 USD FI Document Stock Account GR/IR Account Vendor Account DR 100 USD CR 100 USD DR 100 USD CR 100 USD 2013 SAP AG. All rights reserved. 5

6 Business Process All goods and invoice receipts are collected on GR/IR clearing accounts. If quantities and prices match, they will be automatically cleared by system. However, not all items can be cleared automatically for various reasons an invoice or goods receipt is missing quantities do not match the purchase order was created with an out-dated price list delivery costs were mistakenly posted on the GR/IR clearing account These items are processed manually in collaboration of FI and buying center. Existing SAP transactions do not support this cross area collaboration well Separate views and transactions increase the reconciliation effort The new SAP Invoice and Goods Receipt Reconciliation improves the process All necessary data is on one screen Processing steps and status can easily be documented in the application 2013 SAP AG. All rights reserved. 6

7 The Reconciliation Process Accounts Payable Purchasing Warehouse / MM Supplier Invoice posted PO created GR created No Differences? Automatic clearing Analyze open items Yes Repost Invoice Request invoice Repost GR Create invoice No Automatic clearing Differences? Yes SAP Invoice and Goods Receipt Reconciliation Write off differences 2013 SAP AG. All rights reserved. 7

8 SAP Invoice and Goods Receipt Reconciliation

9 SAP Invoice and Goods Receipts Reconciliation Overview and Benefits Improve clarification process for invoices Avoid paying unjustified vendor invoices Foster communication between different departments Quickly retrieve the purchasing history, receipts by vendor and contact data for clarification. Don t get lost in different screens. Designed for multiple web browsers Powered by SAP HANA on real-time SAP ERP data 2013 SAP AG. All rights reserved. 9

10 SAP Invoice and Goods Receipts Reconciliation Global Application Parameters When starting the SAP Invoice and Goods Receipt Reconciliation Enter the client and company code of the SAP ERP system Furthermore you can specify the time range to be considered for the work list Typically, you will start the selection only with items a few days old, as it will take some days for all information needed for automatic clearing to arrive in the system Default is to consider all items which are older than 14 days and newer than 40 days It might be company policy that there must not be any open items above a certain age You can personalize which information to show in the initial overview These global parameters are automatically saved on the local PC SAP AG. All rights reserved. 10

11 SAP Invoice and Goods Receipts Reconciliation Managing the Work List The list of Purchase Orders constitutes the overall work list for GR/IR Reconciliation You can organize it by: Setting the global parameters (client, company code and time frame) Defining analytical privileges in the HANA DB Filtering and sorting in the table Setting the status to cleared or critical Assigning a processor Processor can be set manually one by one For mass assignments HANA DB tools can be used See also under planned innovations 2013 SAP AG. All rights reserved. 11

12 SAP Invoice and Goods Receipts Reconciliation Analyzing Open Items For each open item, 4 details are available The Purchase Order The Financial Accounting open item The Goods Receipt The Invoice Receipt For each, the overview is shown in a table and the details with header and line items in the lower right document area In the first version of the product, the information shown in the tables and the document area is fixed and can not be configured 2013 SAP AG. All rights reserved. 12

13 Resolving an Issue Typical actions for solving an issue involve contacting the involved parties For this contact information for the vendor, the buying agent and the involved users in processing the documents are available Once a solution is triggered, this can be documented in a note and status change Note and status are only available within the SAP Invoice and Goods Receipt Reconciliation, not in the Business Suite or in further analytics 2013 SAP AG. All rights reserved. 13

14 Demo

15 Architecture and Technical Prerequisites

16 Best suite of applications on best performing platform Unifying OLAP and OLTP: From vision to reality Multi-channel Unified User Experience SAP Business Suite SAP NetWeaver BW New SAP Apps Partner Apps SAP NetWeaver SAP HANA PLATFORM Application Services App Server I Planning & Calculation Rules I Business Function Libraries Streams Processing Database Services Virtual Data Model Operational (OLTP) I Analytics (OLAP) I Predictive Text Search Synchronization Services Replication Services I ETL I Hadoop, R 2013 SAP AG. All rights reserved. 16

17 New class of real-time analytical applications + 30 solutions powered by SAP HANA already available Multi-channel Unified User Experience SAP Business Suite SAP NetWeaver SAP NetWeaver BW New SAP Apps Partner Apps Real-Time Applications SAP Working Capital Analytics, DSO Scope SAP Invoice & Goods Receipt Reconciliation SAP HANA PLATFORM Application Services Database Services Synchronizations Services SAP Access Control Role Analytics SAP Supply Chain Info Center Analytics on realtime Transactions No Unnecessary Data Movement Simplified Architecture 2013 SAP AG. All rights reserved. 17

18 SAP HANA Live Architecture View Client Specific Clients HTML5-based UIs SAP Business Suite AnyDB Direct Replication HTML 5 UI SAP HANA Live Virtual Data Model SAP HANA DB OData, SQL, MDX Query View 1 Query View 2 Application specific logic Public Views Reuse Views (Private) Physical Tables Query View n GR/IR Application Stable Interface Provided by SAP Deployment options SAP HANA Live + SAP ERP 6.0 EhP 6 on SAP HANA SAP HANA Live + Side-by-Side SAP ERP 6.0 or higher 2013 SAP AG. All rights reserved. 18

19 SAP Invoice and Goods Receipt Reconciliation Architecture View SAP Invoice and Goods Receipt Reconciliation is a two tier HTML 5 application in the HANA DB Users need to have named users in HANA DB HANA DB server must be reachable from user s PC Application is part of the HANA content Business data must be stored in the HANA DB Using SLT for replication in Side by Side scenarios Automatically in case of Business Suite on HANA Web Browser HTML5 Page UI Logic (JavaScript) HTML via HTTP(S) JavaScript Library OData via HTTP(S) Application management with HANA tools Upgrade, Patches, Maintenance HTTP Handler User and authorization management. HTML5 Content Business Data Business Logic HANA Database 2013 SAP AG. All rights reserved. 19

20 Web Browsers Supported Products and Minimum Versions Apple Safari 5.1 Google Chrome 21 Microsoft Internet Explorer 9 Mozilla Firefox 15 Note SAP Invoice and Goods Receipt Reconciliation is a desktop application. It is NOT designed to run on mobile devices like Apple ipad or others SAP AG. All rights reserved. 20

21 Planned Innovations This presentation and SAP s strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement

22 Manage Financial Performance Accounting and Financial Close Treasury and Financial Risk Management Collaborative Finance Operations Manage Enterprise Risk and Compliance Invoice and Goods Receipt Reconciliation powered by SAP HANA Extended analytics new chips and reports Telephony support (phone, SMS) Reasons for mismatches Integration to SAP ERP back-end Export to Microsoft Excel Other UI improvements Planned innovations 2013 SAP AG. All rights reserved. 22

23 Standard SAP User Interface Design Better usage of space on the screen Digest chips on overview page

24 Pre-configuration Purchase orders all / single processor Enhanced list of chips

25 Pre-defined filters for purchase order list

26 Separate side panels for contacts, documents, comments Preparation for telephony add-in Reason for mismatches

27 Status change for several purchase orders at once

28 Indication which GR/IR of a PO are matched and which are unmatched

29 Summary

30 Summary SAP Invoice and Goods Receipt Reconciliation New application shipped in December 2012 First customers are implementing and using it. It requires SAP HANA either SAP Business Suite on SAP HANA or side-by-side SAP is planning further innovations for user interface, analysis, functionality, integration. Benefits for Customers Real-time insight Faster reconciliation Smarter, more efficient process Better collaboration across departments Increased compliance 2013 SAP AG. All rights reserved. 30

31 Thank you Contact information: Stefan Karl Chief Solution Expert Finance Solutions SAP

32 2013 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Please see for additional trademark information and notices SAP AG. All rights reserved. 32

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