Appse AI automates invoice entry and bank reconciliation in SAP Business One

Good morning and welcome. I am Deepta. I lead the solution sales team here at Appcai. And today we are talking about AP and finance close automation with Abcai plus SAP business one. Leading the solution sales team, I hear the same conversation on almost every call. A finance team that closes the books in more days than they would like to admit. [clears throat] And the reason always traces back to some PDF nobody wants to retype. With me today is Shubam from our pre-sales team who will be running one of our today's live demonstrations alongside me. Thanks Zipa. Hi everyone, I am Shubam, pre-sales executive at Appci. Every pre-sales call eventually gets to the same question. Can it handle our weird invoice format? Can your product fetch bank statements properly? So today we're going to show you the answer instead of promising it. Quick heads up, everything you will see today is live inside an actual SAP B1 instance, not a mockup. So, let's get into it. Right. So the three things, right? So the three things that actually stands between you, your team and a fast close are manual invoice scheme. So AP teams uh retype vendor PDF invoices into ASAP business one line by line right so this basically slows down the complete process it and it is also errorprone and it doesn't scale as volume grows the second scenario is where you close held hostage matching bank statement lines to ACP business one payments and that to manually one transaction at a time and the third scenar scenario is where the EDI order backlogs orders sitting in a queue waiting for manual transformation and entry pushing back fulfillment and uh revenue recognition. So every one of those is what we are fixing today. Okay, so here's this here's a shape of today. Three live demos back to back. Vendor invoice automation, EDI order processing and bank transaction transactions to incoming payment cycle. Each one running inside real SAP business one instance. Then we will have an open Q&A where we will answer all your questions live and we'll also show you how to launch your own proof of concept if any of this fits what you're exactly dealing with. Over to Deepta for the first demo. Thank you Shbam. So the first demo is actually that shows how we are converting these vendor uh invoices in PDF format to AP invoices in ACP business 1. In this demonstration, we will cover how right now the AP teams read a vendor PDF invoice, retype every line um manually into ACP business one and then makes the complete process slow and every retype has a chance of an error. Right? So here's what changes with appci reads this incoming PDF uh vendor PDFs. It extracts the line items uh you know line by line. It checks the existing POS and goods receipts documents. validates each of them whether the line items, details, SQUs, price, quantity in SAP matches and then finally it posts into SAP business one. So let me show you how the complete validation is done uh with appscai. So here you can see it's a vendor invoice that we have received. This is a sample invoice, right? So we'll be using this for the demo purpose today. Now let us go into the flow and let me give you the details or break down the flow one by one. Let's run the flow once. So here we can see that the invoice is being fetched and then there are multiple layers of checks that is going on. Right? If the invoice uh the details doesn't match, we get a team's notification and even if it does, we get a notification with the exact uh details and in the uh in the communication. So it can be a team's communication channel, it can be uh slack or anything that is used in the organization. So once the flow is done it uh it runs successfully a draft AP invoice is now created on the ACP side. Let's go into the ACP uh side and see. So here we can see the doc number and we will search with the exact doc number on the ACP that's 1165 here. And now we'll go into the ACP side and let's check with the same doc number. So moving on to the documents draft reports in ACP. Once I open this, I can see the AP invoice 1165 that has been posted. And once we open it, we see all the line items, the quantities, the price, everything that was uh there in the vendor invoice matches with the AP invoice that we have created. So this is a draft invoice that we have created. And you can also see that all the validations have passed. it has and passing those validations it has created the invoice and there was always a human validation gate in front of every posting right so even if it's posting or not posting there is a human validation gate even when uh AI has been used so you also get as mentioned you also get the notification over teams so in the complete process we see a PDF to a posted invoice with a human checkpoint in between zero manual entry works with any PDF format and with full audit trail for the second scenario let's see what Shabban has in store for us thank you Dipa so coming to the second scenario which is our demo two for today so this scenario addresses that today EDI orders queue up waiting waiting for someone to manually transform and key them into the respective ERP and what it does in turn is this delays pushes back the fulfillment time and it also hampers the revenue recognition. So now I will show you the full EDI loop which will handle this specific scenario. So what we have done here is we have segregated it into two separate subtasks. Our first flow addresses the EDI order injection part. So whenever you will receive a EDI 850 purchase order in your respective file directory, this particular flow will fetch those EDI files and then it will create a quotation on the uh on the YP side. In this scenario, we're using SAP business one. Once the quotation is created, this is when it will check if all the mandatory information that is provided in the purchase order is valid or not. if there is the SQ is available in the ERP or not. If there's ample stock for the specific item or not, or let's say if the price is correct or not. If all the demands are satisfied and all the checks are passed only then we perform this mandary check option and the flow goes on to the next part. In here we will check whether we can create a sales order or not. If the validations are passed, we will immediately go and create a sales order in the ERP side and again we will generate a success status. This success status would be generated in a JSON format which we again convert into a EDI 9997A which again sends it back to the directory from which the purchase order was fetched. So basically you send a purchase order via EDI. We create quotation and order in the respective ERP and we send a acknowledgement back to your directory that okay your order was successfully created and let's say in case of any error any validation was m was let's say of particular SK was mismatched so there was a validation error it will immediately create a reject status this reject JSON will again be converted into an EDI 9997 reject request which will again be uploaded to the respective file directory so that you are always made aware that okay due to this reason the sales order couldn't be created on the ERP side. So let me show you the file directory and let's show you the exact EDI file that I have. So if I open this up you will see I have this trader coms final EDI. If I open this up so the format that I'm currently using is a tradercoms EDI format which is a type of EDI format. You can also have other formats like NCX12 etc. It wouldn't be an issue. So this is the current EDI that we using. It has certain information about the specific account, the quantity, the line items, the address etc. Currently I know you cannot you know encrypt anything from this data but you will see when I run the flow you will have a detailed sales order created in the YP site. So let me save this and run the first part of our flow. You can see we are fetching the EDI files from our directory. Then once we filter out the EDI files because there might be multiple EDI files but you would only need the file which contains the purchase order. So we have put a filter here. Now it is trying to generate a quotation. It is doing the vanity validation check and now it is on the way to create a sales order. Once the sales order is created, as you can see, it has gone to the success part of the flow and we are uploading a 997 acknowledgement in our file directory. Again, the reject part, it doesn't the flow doesn't go to the reject section because obviously we have created a sales order. All the validations have been passed and we have also generate our acknowledgement status. So, let me show you the sales order which has been created. The doc number is 1298. Let me copy this and quickly go to SAP. Let me close this and open the modules of sales and open sales order and let me just type out this doc. Okay, as you can see we have in the customer reference number we have put the file name the EDI file name so that you get a clarity that this was the exact EDI purchase order which was converted to a sales order. We have uh linked the uh customer account. We have also put the line item. So every detail that was there in the purchase order has been decrypted and converted into a JSON format and then put in the form of a sales order. Now let me show you the acknowledgement that should be received by now as well. So this is where you can see there is a status that your file has been uploaded uploaded successfully in this specific folder. So you will the your internal team which is uh where the directory and the purchase order is stored there you will receive acknowledgement file that okay your sales order has been created and we have successfully received the EDI. Let me open this up. You can see there is a acknowledgement file that has been sent in the specific path. So this was the first part of our flow where we have created a sales order successfully from our EDI 850. Now let's go to the second part of the sa