Platform
Not a bot that downloads a file. A procurement automation platform.
Eleven layers between your SAP system and a supplier follow-up email — each one doing work a person does by hand today.
End-to-end architecture
Data flows one way — out of SAP, through the engines, into a dashboard and an email. Nothing is ever written back to SAP.
SAP System
ECC or S/4HANA — source of truth
SAP Data Fetcher
OData / API, or Screen automation on SAP GUI
ASG Tech Solution Data Layer
SQL Server + Excel store
Validation & Rules
PO · ASN · Delivery · Data quality
Exception Engine
Pending · Missing · Late · Risk
Dashboard
Live KPIs and filters
AI Summary
The day in plain language
Supplier List
Grouped, ranked by issues
Report Generator
Excel / PDF review pack
Email & Chat Alerts
Supplier follow-up, auto or on approval
Runs itself, every morning
A scheduler starts the job on a fixed cadence — typically 8:00 AM daily, or hourly for high-volume plants. Nobody has to remember to run anything.
- Daily, hourly or on-demand triggers
- Retry and alert if SAP is unreachable
- Full run history with timestamps
Two ways into the ERP, so access is never the blocker
If your Basis team grants API access, the automation runs on it. If they do not, we automate as much as possible from outside — with their approval and within your SAP licence.
SAP OData / REST API
Clean, fast and stable. The connector reads PO, confirmation, ASN and GR data directly.
Screen automation on SAP GUI
Used when API access is not granted: a bot runs the export a user would, with a user your IT team creates — only with their approval and within your SAP licence.
The GUI route needs your organisation to permit SAP scripting or bot automation — worth confirming early.
Bad data is caught before any rule runs
Every incoming row is checked first. Anything that fails goes to a Data Quality Exception list instead of quietly corrupting the numbers.
- PO number valid
- Supplier present
- Plant present
- PO date valid
- Delivery date valid
- Confirmation status available
- ASN present
- No duplicate PO line
The exact columns it runs on
Ten columns come straight out of SAP and four are calculated. The three value columns are what turn an exception list into a number your finance team recognises.
| Column | Comes from | What it drives |
|---|---|---|
| PO Number | SAPEKKO / EKPO — header and item | Row identity and drill-down |
| PO Date | SAPEKKO — document date | Ageing baseline for confirmation |
| Vendor | SAPEKKO — vendor | Supplier grouping and scorecard |
| Material / Item | SAPEKPO — material and plant | Criticality and plant mapping |
| Ordered Qty | SAPEKPO — order quantity | Denominator for fulfilment % |
| Confirmed Qty | SAPEKES, category AB — acknowledgement | Confirmation pending rule |
| ASN / Inbound | SAPEKES, category LA or SN | ASN missing rule |
| Delivered Qty | SAPEKBE — goods receipt history | Delivery and late rules |
| Pending Qty | DerivedOrdered − Delivered | Size of each exception |
| Delivery Date | SAPEKET — schedule line | Late, due today, coming soon |
| Pending Days | DerivedToday − Delivery Date | Ageing buckets and priority |
| PO Status | DerivedRule engine output | Dashboard filter and flag |
| Total PO ValueValue | SAPEKPO net price × Ordered Qty | Exposure per line |
| Delivered ValueValue | DerivedNet price × Delivered Qty | Value realised |
| Pending ValueValue | DerivedNet price × Pending Qty | Money still at risk |
Why SAP’s own reminder transaction is not enough
SAP ships ME92F for confirmation reminders, but it only looks at confirmation category AB — the order acknowledgement. It does not check whether an ASN (LA or SN) exists, whether the delivery date has passed with no goods receipt, or what any of it is worth. Those three gaps are the reason teams fall back to Excel.
10 columns read, 5 calculated
Nothing is typed in by hand, and nothing is written back to SAP. Every derived column shows its formula, so a number on the dashboard can always be traced back to the extract it came from.
Derived columns
- Pending Qty
- Ordered Qty − Delivered Qty
- Pending Days
- Today − Delivery Date (unconfirmed lines use Today − PO Date)
- Delivered Value
- Net price × Delivered Qty
- Pending Value
- Net price × Pending Qty
The brain — and it is readable
No black box. These are the actual rules, and your team can change the thresholds without touching code.
IF Confirmation = Pending
-> Confirmation Pending
IF ASN = Blank
-> ASN Missing
IF Delivery Date < Today
AND Delivery not completed
-> Late PO
IF Delivery Date = Today
-> Due Today
IF Delivery Date <= Today + 3 days
-> Coming SoonYour team sees 215, not 10,000
This is the single feature that turns two days into minutes. Everything that is fine gets filtered out before a human ever looks.
PO lines checked
10,000
On track
9,785
Nobody needs to look at these
Exceptions
215
The only list your team works
What those 215 actually are
- Confirmation pending100
- ASN missing50
- Delivery late40
- Data quality issues25
That is the whole point. Your team stops scrolling 10,000 rows and works a list of 215 — already grouped, already prioritised.
Grouped by supplier, so one call fixes many POs
Exceptions are rolled up per supplier and ranked. Instead of chasing POs one by one, your buyer makes one call that clears twenty.
ABC Supplier
| Confirmation pending | 12 |
| ASN missing | 5 |
| Late PO | 3 |
| Total issues | 20 |
Then the same for every supplier
The list is sorted by total open issues, so the supplier costing you the most attention is always at the top. Each row expands into the exact PO lines, and a follow-up email is already drafted from them.
Not every exception deserves the same attention
A late delivery on critical material is not the same as a confirmation that is one day overdue. The system scores each exception so the team works top-down.
- Delivery already late
- Critical material
- High-value PO
- ASN missing
- Delivery due tomorrow
- Confirmation pending
- On track, no action required
One screen, and every number is clickable
Click ASN Missing and you get exactly those POs. No pivot, no re-filter, no fresh download.
Total PO
10,000
Confirmed
9,785
Confirmation
100
ASN missing
50
Delivery late
40
Filter by
The day, in a paragraph anyone can read
Raw counts go in, plain language comes out — short enough to paste into a morning stand-up or forward to a plant head.
Daily procurement summary
“10,000 POs were checked today. 100 confirmations are pending, 50 ASNs are missing, 40 deliveries are late and 25 records have data quality issues. ABC Supplier accounts for the largest share with 20 open issues, driven mainly by pending confirmations.”
It ends in an action, not a report nobody opens
The pipeline finishes where the work actually happens — a supplier's inbox and your team's chat channel.
Report Generator
Excel and PDF packs for daily stand-ups and the monthly supplier review.
Email & chat alerts
Supplier-wise follow-up drafts. Send automatically, or keep a human approval step.
See the engines run on your data
A 30-minute demo with a sample PO extract from one of your plants.