The chain from requisition to service entry, moving on its own
Every link in the purchasing chain is a place where work waits: for a requisition to be raised, an approval to be passed on, an order to be created, a service entry to be posted. For services bought every month, the chain is nearly identical each time. We build a robot that moves it forward in SAP, leaves approval to people and checks amounts itself.
Every link is a wait
For recurring services such as consulting, maintenance, rentals or transport, the same work happens every month. The invoice arrives, a requisition is raised, it goes for approval, becomes an order, a service entry is posted and the invoice is matched. Each step sits on a different screen at a different time, and amounts are often compared by eye.
What the robot runs
It moves the chain in order and logs each step:
- 01It creates the purchase requisition from the incoming invoice or a request list.
- 02It sends the requisition for approval and tracks its status.
- 03It converts the approved requisition into a purchase order.
- 04It posts the service entry.
- 05It compares the invoice amount with the amount in SAP and stops if they differ.
Approval stays with people
The robot never approves anything. Your SAP release rules, thresholds and approvers stay as they are. The chain pauses while approval is pending and continues when it arrives; a rejected requisition goes no further and the requester is told.
When invoice and order amounts differ, the robot does not complete the entry. It lists the difference with the related documents, and purchasing or accounting decides. Every invoice gets the same check instead of a glance.
From a project
At a manufacturer, the purchasing chain runs as one module of a platform carrying several teams' repetitive SAP work. A requisition is created from the incoming invoice, goes for approval, becomes an order and the service entry is posted, with the invoice amount checked against SAP automatically. Anything with an unclear outcome is flagged and waits for a person.
Questions
Does the robot approve requisitions?
No. Approval always stays with an authorised person. The robot sends the request, tracks it and runs the steps after approval.
Do we need to change our SAP release strategy?
No. The robot follows your existing approval rules exactly as they are defined in SAP.
Which purchases is it best for?
Recurring service purchases and standard material purchases. Where every purchase involves negotiation and judgement, the robot can still take over the data entry.
Our purchasing runs in another ERP, not SAP. Does this work?
Yes. Requisition, approval, order and receipt steps move to a robot the same way in Dynamics 365, Oracle, IFS, Logo, Netsis or Mikro. Your approval rules stay exactly as they are defined in your ERP.
Give us 30 minutes and one job.
Tell us about a repetitive task or a tool your team is missing. We'll tell you plainly what it needs. If it needs nothing, we'll say that too.
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