Automation of Incoming Order Confirmations in SAP
Work more favorable, faster and transparent. With AFI Confirmation, your purchasing department processes your incoming order confirmations digitally and automatically in SAP ERP or SAP S/4HANA.
Whether by paper, fax, e-mail with attachment, Ariba, IDoc or EDI data: you keep overview and control of all incoming order confirmations due to the central AFI book of arrivals directly in SAP. Any deviations from dates, prices, quantities or Incoterms are immediately visible and transferred to the SAP purchasing documents at the click of a mouse.
Incoming order confirmations without deviations, but also those with deviations within defined tolerances, can be posted automatically (automatic confirmation).
The combination of AFI Confirmation and SAP Ariba is not only useful but also economical. You can read why this is so in our blog article: Why SAP Ariba needs an add-on solution?
By the way: Since 2021 DirectConfirmationControl and Solution4Confirmation are now called AFI Confirmation.
- Process efficiency due to electronic and automated processing of all incoming order confirmations
- Fast adjustment: Automatic comparison of order confirmations to the SAP purchasing document
- Transparent display of deviations (dates, quantities, prices, discounts, conditions etc.) including fast correction
- Fast and secure transfer of data (dates, quantities, prices, discounts, conditions etc.) into SAP purchasing documents
- Direct jump to adjacent SAP transactions (e.g. purchasing documents, purchasing info record, stock and requirements list, master data)
- Simple validation of discounts and markup conditions with direct transfer to SAP purchasing documents
- Fast research and analysis due to a variety of filter and search functions
The purchasing department is supposed to negotiate the best possible prices and maintain relationships with suppliers. Unnecessary manual tasks are a real time killer. Solutions like AFI Confirmation create space for core tasks and efficient e-procurement.
Best Performance: Data Acquisition and Validation
Central processing of all entry channels is a great strength of the solution. We use market-leading Optical Character Recognition technology (OCR) to process incoming order confirmations that are not received as electronic data records (Ariba, IDoc, EDI). Only a few manual checks are required to ensure complete recognition of the required data. The professional validation software quickly corrects complete passages or characters. Recognition is increased to a maximum by simply training recurring documents.
More Overview, Less Queries
The digital AFI Confirmation book of arrivals directly in SAP ERP or SAP S/4HANA centrally displays all incoming order confirmations across all entry channels. Elaborate symbols provide transparent information on any deviations from the purchasing document as well as the processing status. Current to-dos are clearly visible and numerous filters allow you to find incoming order confirmations quickly based on their various characteristics. In addition, the view of the Monitor can be individually adapted.
Better Work in the Center
The heart of the solution compares incoming order confirmations to the related purchasing documents in SAP ERP or SAP S/4HANA. The transfer of corrections from the order confirmation to the SAP purchasing document is fast and allows for a high level of operating comfort. A simple click transfers corrected data regarding schedule lines, quantities, surcharges and discounts for individual, selected or all final SAP order items. AFI Confirmation logs any modifications and the original image of the order confirmation is archived to the SAP purchasing document. The smart search function with automatic completion shortens the search time. All relevant data is directly accessible and predefined filters allow display results to be adjusted to individual requirements. Recurring queries are thus also available to other users.
Support is worth its weight in gold: our smart assistants with displayed notifications ensure that the incoming order confirmation is processed correctly. With just a click on the notifications, the assistant jumps directly to the deviation and compares it with the purchasing document. The assistants can be adjusted to individual requirements.
Maximum saving of time: rule sets can be predefined to check whether an order confirmation can be confirmed by the system immediately after receipt. This is also transparently displayed in the book of arrivals - no user action is required. An example of a rule set for automatic confirmation: incoming order confirmations from previously defined vendors are automatically confirmed and securely archived.
Sustainable System Architecture
The AFI system architecture is a multi-tasking expert: it is designed to be easily adapted to company requirements and just as easily scaled. The solution is predominantly mapped directly in SAP ERP or SAP S/4HANA and can be flexibly supplemented with additional modules.
Your Power Team
The connection of our solution for incoming order confirmations with SAP Ariba creates an excellently developed process and connects all incoming order confirmations centrally in one tool. Because solely using SAP Ariba as a digital solution for order confirmations leaves out important information: on the one hand, there is no overview of incoming order confirmations that are not received via SAP Ariba.
On the other hand, SAP Ariba changes the data directly in the SAP purchasing document in the standard and thus adopts any existing deviations without checking by an agent. AFI Confirmation is an ideal complement to SAP Ariba and provides centralized administration and transparency of all incoming order confirmations. The persons in charge are notified of any deviations in a secure and transparent manner.
User-Friendly in Any Language
AFI’s standard software solutions are delivered in German and English. Further languages are optionally available. Our customers currently have more than 20 national languages in use, e.g. Bulgarian, Chinese, Finnish, French, Italian, Polish, Russian, Spanish, Turkish or Hungarian. Language packages are individually extendible and will be automatically included in future software releases. This ensures that new functions and features can be understood and used by locations and coworkers abroad.
Whitepaper: Better Digitalization of Order Confirmations
What functions does a system solution need for the digital and automated processing of incoming order confirmations in SAP? Find the right software and get smart!
Learn more about AFI Confirmation for the digital, automated processing of incoming order confirmations in a live-demo – via the web or at your premises. Our experts will be happy to answer the questions of your specialist departments and will focus on the requirements of your company.