Automated Invoice Booking for SAP – FIS/edc (invoice monitor)

00Products February, 16



FIS/edc (electronic document centre) is an SAP Certified technology that is used to automate the processing of documents such as invoices, credit memos, sales orders and statements with minimal human intervention.  FIS/edc considerably reduces manual tasks and eases pressures on the accounts staff, taking the administration burden away from businesses.

FIS/edc (electronic document centre) processes work with existing SAP transactions to create savings as documents are processed automatically and queries are handled more efficiently than with SAP ERP standard.

The applications are installed on the same IT architecture as SAP ERP – and no modifications to SAP standard are required. FIS/edc references the real-time SAP database and also includes additional functions and simplified processes designed specifically for the accounts team and invoice approvers.

FIS/edc (invoice monitor)

The FIS/edc (invoice monitor) is normally paired with automated data entry application FIS/fci, to facilitate the posting of a high percentage of invoices in SAP ERP without the involvement of the accounts team – resulting in an unmatched blind-booking rate. The application is further enhanced with the FIS/fci Email reader – which eliminates the need for printing or scanning invoice attachments.

The invoice data for PO-related invoices is compared to the open-PO data and the receipt data from SAP at item-line/position level. A match – within tolerance – allows invoices to be posted automatically.

Non-matched invoices and the FI (i.e. PO exempt) invoices are distributed within FIS/edc.


FIS /edc provides a comprehensive reporting suite to provide information for the AP team. The reports are generally used to identify issues with vendors (i.e. non-matched MM) and colleagues (i.e. time taken to approve an invoice) as well as measuring invoice volumes and straight-through booking rates.

Parked Invoices

The screens are typically used to view “parked” invoices by the AP team and to review their status within the workflow process. A total value for both the MM and FI invoices – generates an accruals report automatically detailing outstanding invoices with the corresponding currency.

The detail screen for MM invoices is generally utilised to highlight the discrepancies between the vendor invoice data and the SAP invoice data (i.e. Open Purchase Orders and Goods Receipt lines). Functions allow the indication of only unmatched lines on the invoice and the ability to switch between the invoice image and the invoice data (i.e. the invoice data read by FIS/fci).

Approval Workflow

FIS/edc supports several workflow functions including FIS Web Dynpro (i.e. an approval workflow application presenting invoice data within SAP’s proprietary web-technology) which allows approvers to action the invoice with forwarding and account assignment functions.

Goods Receipting of the invoice can also be actioned via the FIS Web Dynpro workflow.

Fiori Apps (Optional)

Approvals may also be completed from mobile devices and desktops via the SAP Fiori app. The solution provides a simplified interface for tablets, smartphones and desktops.



For organisations:

  • Wishing to automate the payment process and make savings when booking invoices into SAP
  • Requiring a substantial increase in data quality for supplier invoice data
  • With a substantial SAP ERP investment – looking to tune the payment processes and make savings
  • Reduce the degree of manual keying and data entry within the current payment processes
  • Wishing to make digital transformations in their current processes

Alternative to:

  • Standard SAP ERP module
  • Physical movement of financial documents
  • Manual keying of data with no validation checks
  • Printing emailed invoice attachments
  • Using email and attachments as a workflow


  • Versions for both SAP ECC 6 (and above) as well as SAP S/4HANA
  • Flexible import of invoices via OCR and EDI
  • Line Matching (MM) of Invoice data with SAP data – PO and GR
  • Automatic Account Assignments
  • Workflow Options using SAP proprietary standards Web Dynpro and, optionally,  Fiori apps
  • Reporting Tools to identify issues and bottlenecks for further process improvements
  • Transparency and history audit for each invoice
  • Deep SAP ERP integration – worklists for AP users
  • Presentation of EDI transactions as a PDF


  • Higher productivity of AP team members with more functions in familiar SAP GUI standard – frees up time from repetitive task
  • Faster supplier payments – meeting corporate specific service levels
  • Invoice image displayed in FIS/edc and workflow modules as well as SAP ERP
  • Harnesses the intrinsic power of your SAP ERP – FIS solution works with SAP
  • Integrated into SAP but with no need for modifications to SAP ERP standard – quick enhancement pack and upgrade changes
  • Data stored once in SAP database – no data exchanges with third-parties
  • High blind booking rate – particularly for emailed invoices
  • Efficient interrogation tools for exceptions / query management
  • High financial return on investment
  • AP team directed to more value-added work as FIS/edc automates labour intensive tasks
  • Reduction in long invoice processing times
  • Transparency and visibility of the entire P2P process


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FIS/fci – Automated Invoice Content Extraction

00Products February, 16


FIS/fci – Advanced Automated Data Entry

FIS/fci (Freeform Capture and Integration) is a leading, innovative technology that is used to automatically examine a digital invoice (or other semi-structured document) and extract the required data with minimal or no human intervention. The technology creates financial and time savings compared to manual data-entry and increases data quality prior to importing into SAP or other ERP/Accounts software. FIS/fci minimises the administrative drain on accounts departments.

FIS/fci is installed on its own separate server (outside of SAP) and reads the content of documents that are received as a scan or as an emailed attachment. The software offers unmatched recognition rates for invoices – lifting both the header and line-item content.

The FIS/fci software is normally paired with FIS/edc (invoice monitor) – to post a high percentage of invoices automatically in SAP without the need for human intervention. The solution is also enhanced with the FIS/fci Email reader – which eliminates the need for printing invoice attachments.

Reading Invoices on Day 1

FIS/fci is pre-programmed to look for specific information fields on an invoice and then extract the relevant data within close vicinity. The ‘freeform’ recognition technology automatically finds the invoice data irrespective of invoice design and layout.

Supplier details and invoice receiver checks are validated against the latest SAP references master file.

Invoices financial values are checked for arithmetic agreement between net, tax and gross values.

Fuzzy technology compensates for incomplete or inaccurate vendor data or poor quality invoice scans.

Several OCR engines are utilised to increase data accuracy.

Any manual confirmations or checks are stored in an intelligent knowledge base for each vendor.



FIS/fci minimises the degree of manual data-entry required and frees up time for the AP team for more value added tasks.


Detailed reports illustrate vendor invoice volumes and data extraction rates for specific fields to identify issues with specific suppliers.

FCI reports


For organisations who wish to make savings and increase automated processes – by significantly reducing the degree of data-entry and manual keying of data into their ERP or Accounts software, whilst at the same time, improving data quality by introducing automated validation and feasibility checks

Documents can be received as emailed attachments or scanned paper documents

The Accounts team becomes more productive as labourious tasks are automated

Alternative to:

  • Printing and manually keying in data from a physical document
  • Checking figures with a calculator
  • Slow process of data entry with inherent errors

Key Technologies:

  • Multiple OCR engines – working in agreement
  • Automatic recognition of suppliers and company codes
  • Automatic forwarding of emailed invoices
  • Freeform recognition – FIS/fci is pre-conditioned out-of-the box to search for pertinent financial document data
  • Intelligent knowledge base – stores data co-ordinates for all successfully read invoices and therefore reduces the number of corrections in the future
  • Reads header and line items automatically
  • Contributes to high “blind booking rate ” when combined with FIS/edc (invoice monitor)
  • Ability to read any semi-structured document such as sales orders, payment advice notes or vendor statements


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FIS/edc – Automated Reconciliation Processing

00Products February, 16

FIS/edc (Statement Monitor)

FIS/edc (Statement Monitor) is an integrated SAP ERP solution that significantly increases the degree of automation and decreases the degree of manual work required when processing vendor statements and/or customer payment advice notes. As a result of integrating the FIS solutions within an SAP environment – the process can be executed in less time and more economically than with manual processing.

The statement monitor is normally implemented as an additional application for FIS clients who were already working with FIS/ edc (invoice monitor).

Vendor Statements

Vendor Statements (or vendor reconciliations) usually take a lot of time to manually review. In most instances – all statements are compared with the vendor account balance on SAP.

FIS/edc (statement monitor)  is largely focused on identifying vendors with unequal monthly reconciliation balances compared to SAP ERP.

The solution’s main advantages include:
• Accounts Payable team only view reconciliations with unequal balances
• Identifies invoices from vendors that could potentially not have been received or could be misplaced
• Improves the efficiency of the AP team – who now only review reconciliation exceptions identified by the monitor

The solution normally works in parallel with the core FIS/edc solution for invoices.

Statement data is then automatically compared with the vendor balances in SAP ERP on the date of the statement.


For organisations who wish to make savings by automating the process of reviewing vendor statement balances sent to their AP department compared to the balances in SAP. The statement monitor filters exceptions – statements that do not reconcile against vendor balances in SAP ERP.

An alternative to:

Manually comparing all statements against SAP ERP vendor records. Spending time aiming to identify which lines match and which lines have errors.

Technology highlights and key benefits:
•  Automatic reading of vendor reconciliation contents from an emailed attachment or scanned image
•  Automatic comparison of data from the vendor and data within SAP – filtering statements with non-zero balances
•  Identifies invoices potentially in dispute or lost invoices
•  Manual comparison of data now diminished – AP staff directed to reconciliations where assistance is required
•  Vendor data from the document is compared with data in SAP in familiar SAP UX


Payment Advice Note Processing

FIS/edc (statement monitor) can also be utilised to increase the degree of automation and decreases the degree of manual tasks required when processing customer payment advice notes – or remittance advice notes. The result is that customer remittances can be matched and subtracted automatically from the outstanding invoices records in SAP ERP prior to the payment reconciliation’s with the bank. Therefore the automated process creates savings and improves matching accuracy.

The payment advice note monitor is often implemented as an addition technology for FIS clients who already work with FIS/ edc (invoice monitor)

Technology Highlights and key benefits include:
• Accounts Receivable team only review remittances with unequal balances
• Identifies invoices sent to customers that have not been received or acknowledged
• Improves the efficiency of the Accounts Receivable team – who now only reviewing  reconciliation exceptions
• Manual comparison of data now diminished – Accounts Receivable team directed to remittances where assistance is required
• Customer data from the document is compared with data in SAP – within SAP environment GUI

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Platform for Returnable Equipment Tracking

00Products February, 16


iRetPlat – Innovative Returnable Equipment Platform

iRetPlat is an innovative and scalable platform for recording postings of returnable equipment such as pallets, trays, dolavs, mesh-boxes and roll cages. The platform is designed specifically for booking and recording the location, stock levels and balances of returnable equipment whether they are at regional sites, customers,”in transit”, with logistics/haulage providers or owed to suppliers.

FIS iRetPlat also has the facility to bring together back-office systems (i.e. SAP, ERP, Accounts, Warehouse Management,Traceability Systems), mobile workers, logistics teams, regional sites, equipment providers on a single shared platform.The platform has the option to import booking data directly from ERP and Accounts Systems and updates the equipment location and quantities in real-time, providing a single view for all platform users.

iRetPlat is accessible from a PC or mobile device – an alternative to recording exchanges on paper, back copy carbon notes or Excel. What makes the solution unique is that the platform has the option to be open to partners – showing the returnable equipment asset category and the quantity balance.

No IT hardware is required, the platform is “cloud-based” and available 24/7 – with the capability of recording all posting transactions and exchanges in UK/Europe. iRetPlat encompasses high functionality and intuitive design based on cutting-edge SAP Infrastructure.




Key Features

ERP Back Office Data integration:

  • The solution provides tried and tested business integration tools – that map the data output from back office systems onto the platform – making equipment bookings visible to all parties.
  • iRetPlat functions as a hosted enhancement for ERP/IT systems – providing additional functionality and reporting tools.
  • Supports RFID and GS1 standards such as EDI.

Productivity and Process Improvements

  • Significant improvement in the productivity of logistics teams as transactions are made automatically or via a simple app – rather than on paper or via (bespoke) Excel spreadsheets.
  • Comprehensive management of complex operations between sites, customers and equipment providers.
  • SMART device cameras can be used for recording broken equipment or quantity variants – supporting evidence in dispute management.
  • iRetPlat Fiori/Mobile app turns SMART devices into productive working tools.
  • Exceptional user experience with SAP’s intuitive Fiori app technology features.
  • Maximise equipment utilisation with managed inventory levels.
  • No re-keying or manual input of data.


  • iRetPlat can be configured for all returnable equipment assets within an organisation. Additional customers, regional sites and partners added quickly and easily.
  • Cloud-based platform means that features can be managed and deployed for each logistics discipline including guest access for selected partners.
  • No IT infrastructure required – and fast “on-boarding”.
  • Subscription-based monthly payment model – no upfront licence or support costs.

Dispute Management Workflow

  • iRetPlat offers workflow and notification tools to provide selected guests with the option to agree (or dispute) equipment asset types, quantities with supporting evidence of conveyed with images – using SMART devices as productive tools.
  • Collaboration and notification functions with platform guests – an alternative to using email as a workflow tool.

Dashboard / Reporting Tools

  • Several Reporting Tools are available giving your organisation a single enterprise view of returnable equipment asset volumes, conditions and locations within the entire supply chain.
  • Furthermore the Excel formats for equipment stock, balances and transaction records can be tailored when necessary.
  • iRetPlat provides a single view of returnable equipment from multiple providers.
  • Real-time and instantaneous equipment availability checks
  • Tracking of returnable equipment quantities with time based reporting tools.
  • Instantaneous view of RTP stock levels for delivery planning.


FIS Information Systems – Constant Innovation

  • As one of SAP AG’s leading international partners, FIS have more than 100 specialist developers of SAP Fiori apps, SAP Standard (ABAP) and bespoke application development.
  • FIS are constantly improving the platform with new customer driven ideas and advanced features.
  • FIS also host the iRetPlat – proving a single point of support for your organisation.
  • FIS provide consultancy with industry experts within the disciplines of supply chain and logistics.
  • 24/7 availability
  • Administration and user training.
  • The platform is currently available in English and German languages.

 An alternative to:

“Traditional” paper or Excel spreadsheet records of RTP exchanges

Key Applications and Industries:

  • Food Production
  • Manufacturing
  • Equipment Hire
  • Hazardous Chemicals
  • Palletised Products

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FIS Integrated Technologies Migration SAP ERP ECC to SAP S/4HANA

00Products February, 16


Secure Investment with FIS Integrated Technologies

Organisations with FIS SAP Integrated Technologies with SAP ECC 6.0 have their investment securely protected when migrating to SAP S/4 HANA.


FIS/edc (New Generation) and S/4HANA

FIS/edc is supported with release SAP ERP ECC 6.0 with any database.

FIS/edc (invoice monitor) is released as a new version annually in January/February. There are now essential two SMART product lines available from FIS:

a) SMART products for SAP ERP ECC 6.0

b) SMART products for SAP S/4HANA – NextGeneration (NG)

FIS/edc is available for SAP S/4 HANA Enterprise Management 1511, SAP S/4 HANA Finance 1605 with a  release for S/4 HANA Enterprise Management 1610. FIS/edc for S/4 HANA 1610 is not a new release of FIS/edc for SAP ERP and S/4 HANA 1511. It is a new product designed specifically for S/4 HANA 1610. Existing FIS customers running FIS/edc for SAP ERP or S/4 HANA 1511 and upgrading to S/4 HANA 1610 will require to install the new release – not a maintenance upgrade.


FIS/mpm – Simplified Master Data Management

10Products February, 16

FIS/mpm (master data and price management)


The FIS/mpm application has been designed specifically for organisations who face process issues when adding new or maintaining existing master data or wish to upload large data volumes.

One of the prime utilisations of the FIS/mpm application is to address the issue of master data governance and FIS/mpm provides a clear method of maintenance for all participants – from data initiators to SAP power-users.


Roles and Processes Defined

Data Initiators that have the most expertise and knowledge of the data (i.e. for vendors, customers, materials, prices etc)  but may not be aware of the stringent requirement of SAP and therefore may omit data or provide invalid data.

Secondly, the SAP team members have knowledge of the strict master data stipulations of SAP but may have little knowledge of the initial data.

Some organisations spent a lot of time using email as a workflow and with very complex Excel spreadsheets attachments combined with completion notes and coding. After meticulous checks and re-checks by the master data team and initiator, the data is finally passed to an SAP master data manager who finalises checks and then “cuts and pastes” the data into SAP.

FIS addressed these core issues by defining the common tasks within the process and then providing a methodology controlled by the SAP master data team.

FIS/mpm provides an easy-to-use web technology at the source for the data initiator, significantly reducing the number of fields for completion, identifying mandatory fields and provides drop down choice alternatives for data import.

Bulk uploads are created via Excel worksheets with clearly defined tables.

The Web Dynpro workflow allows checking by a supervisor (if necessary) or can be extended to other participants with master data knowledge.

The FIS/mpm application also validates fields for feasibility and completeness before transports to the SAP supervisors.

SAP stewards work in a familiar SAP environment within FIS / mpm. The FIS / mpm staging area is a workplace that provides a checking area before releasing of master-data into SAP.



For organisations who wish to save time and money when creating new or maintaining existing master data within SAP.

For organisations who wish to create clear roles and governance for master data changes and additions.

An alternative to:
• Complex forms and Excel sheets for participants with data expertise moving backwards and forward between SAP stewards.
• Using Email as a workflow – no clear governance on processes – process unlikely to capture all necessary data comprehensively.
• Tasking SAP experts with minor data management issues.
• Inefficient methods of data management handling in SAP.

Key technologies and benefits:
• WebDynpro workflow – allows participants with minimal SAP expertise create new and maintain master data.
• Ability to ensure clear governance of roles and responsibilities – from initiation to final SAP release.
• Allows bulk upload of master data (Excel) as well as single records.
• Provides intelligent data validation checks prior to transfer into the FIS/mpm staging area.
• FIS/mpm staging area provides final checking of data before release.
• Automatic reports to show the success of data transfers into SAP.
• Timed events to release data from FIS/mpm staging area into SAP master data.




FIS/xee Secure Connectivity Between ERPs

00Products February, 16


Optimal integration and secure data exchange within SAP – comprehensive EDI support.

FIS / xee is an innovative application which facilitates the electronic exchange of data, documents and messages with SAP and other applications both internal and external. FIS/xee has been certified by SAP AG and is successfully used worldwide with more than 150 installations.

The FIS/xee range of products support integration and communication processes (EAI = “Enterprise Application Integration”).

Key benefits include:

  • Optimise and accelerate the information flow across enterprise boundaries
  • Continuous linking of your business processes – avoiding media changes
  • Improvement of your business relationships with customers and vendors
  • Permanent availability
  • Decrease of error rate – no manual data entry required

Integration made easy:

  • The FIS / xee system is a user-friendly and secure system for the electronic exchange of data, documents and messages with your business partners and additional internal applications – SAP and non-SAP
  • With FIS/xee, a flexible and secure exchange is possible in any kind of requested format (e.g. the industry standards VDA, ODETTE, ANSI X.12, EDIFACT, XML etc.)
  • The entire administration and monitoring takes place in the “SAP-look-and-feel” user interface (dedicated SAP transactions) to enable very short implementation times
  • Media changes are avoided and business processes run more securely
  • In addition, the automation involved in the electronic exchange of documents and messages accelerates the processes and reduces costs
  • To meet the requirements of the industry standards, format conversions or mappings can easily be created using FIS/xee workbench

The FIS / xee system is fully integrated into SAP ERP, i.e. system settings and monitoring are executed via user-friendly and easily understood SAP transactions.

Data conversion and communication take place on an external subsystem computer that is independent from SAP. The applications of the SAP systems transfer the data to the standard SAP IDoc interface connected to the FIS / xee system.





FIS/cash – Point of Sale Terminal Software for SAP

00Products February, 16



FIS/cash is a unique technology that has been developed primarily for the wholesaler industry – using either SAP ERP or SAP Retail and having a number of retail outlets. The solution is unique in that the cash register has advanced features for payment processes and also has a direct access to real-time SAP stock levels.

Standard FIS/cash is able to facilitate a wide range of commercial transactions such as:

  • Different payment methods – card or account
  • Different shipping types – pickup, cash on delivery
  • Cash Returns and refunds
  • Credit or Debit – memos
  • Down payment and deposits
  • Creation and payment of vouchers

Furthermore, the FIS/cash technology has direct connectivity to SAP and references the SAP database for stock levels. This is particularly attractive, if the organisation has other channels to market (i.e. internet, telephone sales or mail order) as the retail clerk will have a view on availability and the goods location whether in-store or distribution centre.

The FIS/cash is also has functionality to assist with periodic cash transactions, cash desk closing and shift analysis.


Simplified UX

The FIS and SAP transaction codes run in the background as the operator works with simplified screen functions.

The screen designs are often customised from the standard for each client – to account for specific user requirements.


FIS/cash provides a richly functional cash register client to SAP ERP – with the access to real SAP data. Using this method, the store operator can view exact stock availability even if recent inventory has changed from other channels (i.e. internet, telesales, mail order or other retail outlet).


FIS/eSales – Secure Internet Shopping Platform for SAP

00Products February, 16



FIS/eSales is a web-based shopping application that is deeply integrated into SAP ERP.

FIS/eSales has three main product categories:

  • FIS/eSales B2B – for the business sector
  • FIS/eSales B2C – for consumer transactions
  • FIS/eSales Mobile – for mobile devices

Main features include:

Web-based display of SAP materials/articles and prices – using SAP Net Weaver platform

Detailed display of inventory and availability

Harmonisation of prices in retail outlets and internet

Personalised access with personal welcome, corporate data, information text and contact details

Search for products or selection from a catalogue display with detailed descriptions, customer-specific net prices and availability

Choice between standard search or connection to the SAP T-REX search engine

Shopping basket functionality including IDS Connect interface

Customer-specific price display – function of logon

Detailed document display for presenting and tracking of inquiries, quotations, orders, credit memos, delivery note/invoice data as well as order templates.

Returns function – creation with reference to OLTP documents


For organisations who wish to provide a tailored an on-line shopping presence to their SAP ERP or SAP Retail infrastructure.


Strategic Partnerships Enabling Optimal Business Solutions

00Products September, 14


FIS–ASP are the SAP hosting division of FIS and operate and manage SAP ERP systems in state-of-the-art FIS-ASP data centres, primarily in Grafenrheinfeld. The centre boasts one of the most advanced, high available server stacks for SAP and FIS applications with clients being able accelerate their business processes and reporting with the latest S4/HANA IT infrastructure.

FIS-ASP is also able to host FIS/wws (wholesale modules), Office, SAP ERP and SAP Business One applications – generally on a subscription model with close to 24/7 availability. The FIS-ASP managed service subsidiary removes the need for organisations need to invest in their own SAP infrastructure and dedicated IT team – and focus instead on their core business propositions.

FIS-ASP also host the FIS iLog platform iRetPlat. The platform is the first cross company solution for logging the exchanges of RTPs (Returnable Transit Packaging) – such as pallets, dolavs, cages, trays. The platform is available for all transactions within Europe and is flexible to integrate with all leading ERP solutions.


Document Options are an established FIS UK partner providing a range of document capture and document data-extraction services that utilises FIS’ invoice reading software FIS/fci.

Document Options work with FIS to support their client base with invoice capture and data reading services. The service addresses the issues of clients who prefer to “outsource” the capture and data reading component of their invoice processing solution as an alternative to data keying or in-house software.

Furthermore, Document Options also provide flexible invoice processing solutions for their SAP and non-SAP client base.

DOL Invoice Reading as a Service


H&S Heilig und Schubert Software AG are a leading SAP partner with offices in Germany and Austria. An FIS partner for several years, H&S predominantly provide FIS with products, services and support for their SAP certified document archive. The SAP Certified inPoint Content Archive provides fast access to stored documents from FIS/edc – invoices, sales orders, statements, order confirmations etc.

The archive supports both SAP ECC and SAP S/4HANA infrastructures.


Opto-Sweden are an established partner of FIS for several years and provide a number of innovative automated document processing solutions. Optosweden are FIS/fci innovators with a “cloud” platform for P2P functions for non-SAP ERP functions.

The Opto-Sweden “Cross State” cloud solution provides a modular proposition for UK/European clients who can select the essential components that provide the best technical and business fit for their enterprise:

  • Invoice Capture
  • Emailed Invoice Capture
  • Invoice Data Reading
  • Invoice Completion
  • Invoice Completion (as a service)
  • Invoice data matching with Accounts/ERP data
  • Exception and PO exempt workflow
  • Integration module with Accounts/ERP
  • Document Hosting

Opto Sweden have integrated with more than 50 Accounts solutions and provide innovative integration tools particularly for applications with SQL and Oracle database components.

Cross-State provides a flexible solution to accommodate UK clients who have non-SAP based Accounts/ERP solutions but wish to take the cost out of the processing of invoices reducing manual labour-intensive tasks.