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SAP PO Closure

Our pre-configured RPA bot for PO Closure helps your business in accurate, faster, and error-free SAP Purchase Order Closure processes.

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SAP Gold Partner

Executive Summary

Is your business relying on a manual purchase order process with emails and spreadsheets?

A slow manual purchase order process and old systems can cripple your business and do more harm than good. A significant way to overcome this challenge is by automating your PO closure. 

AG's complete procurement management system has everything you require to manage your purchase order process. AG, an SAP Gold Partner, helps businesses with a seamless purchase order process by structuring the workflows, developing employee authorisations, and replacing outdated manual paper procedures with automated ones.

Our smart bot for closing Purchase Orders, powered by RPA, is now available on the SAP Store.

Try it for free!

Experience a 2000-hour productivity boost every year!

AG's automated bot streamlines the Purchase Order Closure process by efficiently closing Material POs, Service POs, and Stock Transfer Orders. This advanced bot is capable of analysing and interpreting various types of POs within your organisation, applying modern business logic to determine if the POs can be closed. Additionally, it generates a comprehensive list of all open purchase orders with no errors, resulting in an always up-to-date and precise Purchase Order Ledger for monitoring creditors and debtors closely.

How it works?

The video shows how our solution works! Our  smart bot for PO Closures powered by RPA is now available on the SAP Store.


AG-designed Bot for Efficient PO Closure Automation Process

PO Closure


The Challenges

Are you facing a high volume of overdue Purchase Order items awaiting approvals?

This indicates delays in processing purchase orders, leading to potential delays in order confirmations for customers. Consequently, this could disrupt your product planning cycle and impact your ability to deliver products on time.

Managing the Procure-to-Pay process effectively is crucial to maintaining strong customer relationships and avoiding potential risks. Implementing a robust monitoring system can help address these challenges and prevent any negative repercussions for your business.

The Solution

Here at AG, we have developed the PO Closure bot, powered by RPA technology, to automate routine business processes in material management and financial accounting.

The Procure-to-Pay process operates on an automation framework tailored to align with business rules and requirements, enhancing efficiency and accelerating operations. Once automated, the process aligns with the planning conducted by an enterprise's material management and financial accounting department.

By eliminating errors from paper or Excel spreadsheets, incorrect entries, and data discrepancies in emails and records, the automation bot streamlines the approval and closure process, ensuring fast and accurate results.

Finally, the bot systematically review assigned parameters and automatically closes Material POs, Service POs, and Stock Transfer Orders upon meeting specified triggers.

Bot Overview

  • Business Process - Finance
  • Category - Account Payables
  • Automation Type: Unattended 

Bot Configuration Steps

  • Bot logs into SAP
  • Runs SAP PO reports
  • Checks all PO types
  • Apply business rules
  • Creates closed PO list
  • Creates summary reports with exceptions

Key Features

Scheduled Bot Workflow

  • Triggers workflow based on a set schedule
  • Extracts list of POs and checks for closure based on given logic
  • Reports on the status of the workflow

Minimum Deployment Time

  • Implements continuous integration to ensure faster deployment
  • Streamlines communication and collaboration to avoid delays
  • Detects and troubleshoots issues on the go

Maintains an up-to-date ledger

  • Undertakes repetitive auditing tasks
  • Applies business logic to validate PO closure
  • Helps to focus on higher-value tasks

Enhances Data Accuracy

  • Implements validation rules to ensure accuracy
  • Establishes clear data governance procedures to maintain high accuracy
  • Assists in prioritising core tasks with ease

Key Benefits

Saves 2000 Hours of Work Per Year

  • Helps to plan the purchases ahead in time
  • Speeds up the overall procurement process
  • Efficient handling of massive backlog of open POs

100% Accuracy in Work

  • Better document management with 0% duplication of work
  • Handles multiple purchase requests making the approval and closure process faster
  • Streamlines activities for efficient handling

Automation Reduces Cost by up to 40%

  • Closes Material POs, Service POs and Stock Transfer Orders
  • Whole process runs on business logic
  • Sends summary reports of Closed POs and Exceptions

Transparency of Business Processes

  • High visibility of the whole procurement process in one place
  • Better tracking of purchase orders provides better control of the process
  • Deters rogue spending

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