Case Study
AI Document Recognition –Automated Data Transfer of Heterogeneous Quotation Documents into SAP Systems: Efficient and Flexible
AI can automate the entry of unstructured data. This saves considerable time and reduces errors compared to manual entry. Here's how it works.
Background
A nationwide client of js‑soft, employing over 5,000 staff, regularly faced the challenge of manually transferring a large volume of heterogeneous quotation documents into their SAP system. Because the offers were unstructured, relevant data could not be automatically processed. This manual data entry and verification process was resource-intensive and tied up valuable personnel.
Requirement
The goal was to develop a non-invasive, cost-effective, and efficient prototype solution that could automatically extract relevant core data and structure it for input into the SAP system. The objective was to drastically reduce manual processing while ensuring data integrity and accuracy.
Solution
js‑soft designed a middleware solution positioned outside the existing SAP system:
- Quotation documents are automatically extracted from the SAP system and forwarded to the middleware.
- Through an API integration with a vision-capable Large Language Model (LLM), core data is extracted in parallel and formatted into a predefined structured format.
- Thanks to its modular architecture, the middleware allows for flexible selection or replacement of the LLM, including the use of client-owned or other commercial models.
- The extracted data is then returned to the SAP system in structured form and automatically integrated into the appropriate SAP tables.
Benefits for the Company
- Non‑invasive Implementation: The middleware operates externally and communicates with the existing SAP system via established standard protocols.
- Cost and Time Savings: With approximately 500 quotation documents processed per month, automation saves the company roughly one person-week of manual labor every week. API access costs remain nearly negligible.
- Maximum Flexibility through Modular Architecture: The design allows fast and easy switching between different LLM providers, including the use of proprietary models.
We listen, we understand, and we execute
Let’s discuss your requirements – together, we’ll find the best solution for your business. Looking forward to our conversation. Estelle Hounsa, Sales Managerin js-soft