Services · Procurement & ERP Automation
PO & ASN tracking that runs without you.
Every open PO line is checked for confirmation, ASN and delivery date before your team reaches their desk. They work the 215 exceptions — not the 10,000 rows.
- 10,000+
- PO lines checked daily
- ~2 days
- Manual cycle today
- Minutes
- Automated cycle
- 100%
- Lines rule-checked
Figures from our product demo on a 10,000-line sample extract.
- Works with SAP ECC & S/4HANAStandard purchasing data
- Read-only accessNothing is written back to SAP
- Your infrastructureOn-premise or your private cloud
- Full audit trailEvery fetch, rule run and email logged
The problem, and the fix
Two days in Excel, or a few minutes
The checks do not change. Who does them does — and how many lines a person has to look at.
Today, by hand
~16 h- 1SAPPull today's open PO data
- 2Excel DownloadExport the extract into a spreadsheet
- 3Manual CheckingPO confirmation · Plant · Status · ASN · Delivery date
- 4Pivot / FilterConfirmed · Pending · ASN missing · Late · Supplier-wise
- 5Manual ReviewDecide which POs need action today
- 6Supplier Follow-upIdentify supplier · Prepare data · Send email
Automated
minutes- 1Automatic PO Data FetchScheduled job, daily or hourly
- 2Central Data StorePO and ASN data in one place
- 3Rules EngineSeven automatic checks on every line
- 4Live DashboardSupplier-wise and plant-wise views
- 5Automatic AlertsFires the moment a threshold is crossed
- 6AI Daily SummaryPlain-language summary of the day
- 7Supplier Follow-upEmail draft or auto-send
- 8Performance ScorecardConfirmation %, ASN %, On-time %
Product demo · 2 minutes
Watch 10,000 PO lines become a report
One Excel extract, ₹100 Cr of open orders, every rule checked — then who to chase, for what, and how much money is at risk. With voiceover and subtitles.
Rules engine
Seven checks on every line, then only the exceptions
No sampling and no eye-check. Everything already fine is filtered out before a person looks at it.
- PO ConfirmedConfirmed
Supplier confirmation date present in SAP
- Confirmation PendingPending
No confirmation after X days of PO date
- PlantPlant-wise group
Maps the PO line to its plant code
- ASN AvailableASN OK
ASN / inbound delivery exists against the PO
- ASN MissingASN Missing
Delivery date near but no ASN created
- Delivery LateLate
Delivery date < today and GR not done
- Coming SoonDue soon
Delivery date within the next N days
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.
What we automate in procurement
Procurement first, on one daily run
Each capability says plainly whether it runs in the product demo today or is built per project on the same method.
PO confirmation tracking
Confirmed, pending and ageing on every open PO line.
Read more In the product demoASN & inbound delivery tracking
ASN missing against a near delivery date, and late deliveries with no goods receipt.
Read more In the product demoException handling
Exceptions ranked by value and lateness, so the first one worked is the one that costs most.
Read more In the product demoSupplier follow-up
Drafts with the PO data filled in, held for approval, with a log that becomes a scorecard.
Read more In the product demoPayment reconciliation
A customer's payment advice matched to your invoices, with a reason for every gap.
Read more Scoped per projectERP data movement
Scheduled extracts into a central store, Excel, Power BI or another system — validated before use.
Read more Scoped per projectApproval & audit trail
Who approved what, what was sent to whom, and every fetch and rule run — logged.
Read morePlatform & architecture
Ten layers from SAP to a supplier email — fetch, validation, rules, priority and outputs.
OpenTime & ROI calculator
The 16-hour manual cycle step by step, against the automated one — with your own inputs.
OpenSystems & integration
What it reads, how it connects, where results go
The question IT asks first. Read-only by default — SAP is a source, and nothing is written back unless you ask for it in writing.
With an API key or full access
The automation works inside the software itself — reading, creating and updating records within the permissions you grant.
- End-to-end workflows
- Most reliable, survives upgrades
- Only the permissions the task needs
Without API or full access
We automate what can be done around the tool — and tell you up front which steps stay manual.
- File exports & imports, email, documents
- Screen automation with your own login
- Only where the licence and terms allow
Reads from SAP ECC or S/4HANA
- PO header and line
- Supplier confirmation dates
- Plant
- ASN / inbound delivery
- Goods receipt
Standard SAP MM purchasing and inbound delivery data. Other ERPs connect the same way.
Connects, in order of preference
First preference
SAP OData / REST API
Clean, fast and stable. The connector reads PO, confirmation, ASN and GR data directly.
Fallback
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.
Produces
- Live dashboard by supplier and plant
- Flagged exception file in Excel
- Email alerts and an AI daily summary
- Supplier follow-up drafts for approval
- Supplier performance scorecard
What we do not claim
- ASG Tech Solution is not an SAP partner and is not affiliated with SAP SE. SAP, SAP ECC and S/4HANA are trademarks of SAP SE.
- The figures on this page come from our product demo on a 10,000-line sample extract, not from a client system.
- How we connect to your SAP — API, a read-only extract or a scheduled file — is confirmed with your IT team in phase one, before anything is built.
- With API access the automation runs inside SAP's data flow; without it, we automate what is possible from outside, only with your IT team's approval and within your SAP licence.
Benefits
What changes for the procurement team
Two days of work, done in minutes
Manual checking effort all but disappears.
Nothing slips through
Rules run on every PO line — no sampling, no spot checks.
Problems surface early
Early warning on missing ASNs and late deliveries means far less firefighting.
Follow-ups stay trackable
Every supplier communication is recorded automatically.
Implementation approach
Phase by phase, on your own infrastructure
Every phase ships its own working output, and whether to carry on is your call. Access is read-only throughout.
- Phase 1Start here
Auto data fetch from SAP into the database
→ Daily data ready
- Phase 2
Rule engine for confirmation, ASN and delivery date
→ Flagged exception file
- Phase 3
Dashboard — PO, ASN, late, supplier and plant-wise
→ Live dashboard
- Phase 4
Alerts and AI daily summary
→ Daily alert mail
- Phase 5
Automatic supplier follow-up email
→ Ready drafts / auto-send
- Phase 6
Supplier performance scorecard
→ Monthly review pack
Runs on your infrastructure
Deployed on-premise or in your private cloud. Data never leaves your network.
Read-only SAP access
The connector only reads PO and ASN data. Nothing is ever written back to SAP.
Role-based access
Buyers, plant heads and management each see only their own scope.
Full audit trail
Every fetch, every rule run and every email sent is logged.
Questions
What procurement teams ask first
The same handful of questions comes up in every demo, so here they are up front — including the ones about what we do not do.
Are you an SAP partner?
No. ASG Tech Solution is independent and not affiliated with SAP SE. We build automation around the data SAP already holds, using the access your IT team approves.
How does SAP PO tracking automation actually work?
A scheduled job pulls today's open PO and ASN data out of SAP — daily or hourly — into a central store. A rules engine then applies seven checks to every line and writes the result to a live dashboard, so instead of reading 10,000 rows you read the exceptions. Alerts fire the moment a threshold is crossed, and the day is summarised in plain language with supplier follow-up ready to send.
See the full platform, step by stepHow do you track purchase order confirmation in SAP?
Two rules cover it. A line counts as confirmed when the supplier confirmation date is present in SAP. It is flagged as confirmation pending when no confirmation has arrived after an agreed number of days from the PO date — you set that threshold. Pending lines are then grouped by ageing, so the oldest gaps surface first instead of sitting in the middle of a spreadsheet.
All seven rules in detailWhat does ASN automation check?
Whether an ASN or inbound delivery exists against the PO, and whether one is missing when it should not be. A line is flagged ASN Missing when the delivery date is near but no ASN has been created — which is the case that costs money, because it usually surfaces only after the material fails to arrive. Delivery Late is a separate check: the delivery date has passed and goods receipt is not done.
Which SAP versions and modules does this work with?
SAP ECC and S/4HANA. The data it reads is standard SAP MM purchasing and inbound delivery data — PO header and line, confirmation dates, plant, ASN and goods receipt. The same approach also applies to Tally, Oracle, Dynamics and in-house systems, because the pattern does not depend on SAP: read the data out, check it against rules, show what needs a decision.
The same approach on any systemDoes anything get written back into SAP?
No — read-only by default. Nothing is written back unless you explicitly ask for it. Most procurement automation fails its security review on exactly this point, so the starting position is that SAP is a source and nothing else.
How is the data read out of SAP?
In order of preference: a documented API (REST, OData or SOAP), which is stable and survives upgrades; a read-only database user, which is fast and complete but needs a DBA conversation; or a scheduled export to a file share, which is unglamorous and very reliable. Driving the screen with UI automation works when a system offers nothing else, but it breaks when the vendor moves a button — so it is the fallback, never the plan.
How a system gets connectedHow long does a PO and ASN check take once it is automated?
On 10,000 PO lines the manual cycle — pull the extract, check every line, pivot it supplier-wise, decide what needs action, write the follow-up emails — runs to roughly sixteen hours of work. Automated, the same check takes about an hour of machine time and no one's day. The full step-by-step calculation, measured against published procurement benchmarks, is on the Time & ROI page.
The step-by-step time calculationWhat work is not worth automating?
Work where the rule changes every time and a person has to weigh it up. A task that runs once or twice a year, where the build costs more than the time it gives back. Sources that exist only on paper with no intention to scan. And a process nobody has agreed on yet — automating a disputed process just makes it faster to argue about.
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Run it on your own PO extract
Send a sample from one plant. In 30 minutes you will see exactly what the rules engine flags on your data — not a slide deck about someone else's.