P99 Supplier Data Intake
Supplier master data · pilot

Clean supplier data, from the first invoice

Every supplier invoice carries the supplier's details. Today someone re-types them into SAP, and mistakes and duplicate suppliers follow. The agent reads the invoice, checks it, compares the supplier with the ones you already have, and prepares a clean file for SAP. Your team is asked only when the agent is unsure.

Arabic and English invoices Nothing is posted to SAP automatically Your team decides every doubtful case

How an invoice becomes a clean supplier record

Every arrow that goes back or sideways is a safeguard. Your team uploads the file to SAP itself, and SAP's own validation stays the final check.

Live view: waiting for the next invoice

Scroll sideways to see the whole flow.
How an invoice becomes a clean supplier record An invoice arrives by email and the agent reads it. The first check decides whether the reading is right. If not, the agent re-reads the invoice up to three times, and if it still fails the invoice goes back to your team with the reason. If it is right, the supplier is compared with your supplier list. The second check either finds the supplier already on file and creates nothing, asks your team by email when it is unsure, or passes a new supplier into a file for SAP that is emailed back. Everything is tested against invoices with planted errors. yes new SECOND LOOK if a check fails, the agent re-reads the invoice, up to 3 times still wrong known not sure different company Invoice arrives Your team forwards supplier invoices Arabic or English Read The agent reads every field, like an accounts clerk would CHECK 1 right? Compare Is this supplier already on your supplier list? CHECK 2 sure? SAP file One line per new supplier Reply email The file comes back, your team uploads it to SAP Back to your team Returned with the reason. Nothing is created. Already on file no duplicate created Your team decides Replies to an email: same company: link it different company: create it Processing then continues TESTED AGAINST KNOWN ERRORS 15 test invoices with 3 planted errors and a list of the right answers. Re-run after every change. The planted errors: a missing VAT number, a total that does not add up, a misspelled supplier name.
Working now Main flow Quality check Second look Your team decides Stopped Nothing to create

What the checks protect you from

Wrong data

  • A missing or invalid VAT number is stopped before it reaches SAP.
  • An invoice whose lines do not add up to its total is stopped.
  • If a required number is missing from the invoice, the invoice goes back to your team instead of being completed by guesswork.
  • On digital invoices, key numbers are double-checked against the document's own text.

Duplicate suppliers

  • A supplier already on file is recognised by its VAT number, even if the name is spelled differently or written in Arabic on one invoice and English on another.
  • A look-alike supplier with a different VAT number is never merged automatically. Your team decides.
  • A new supplier is created once, however many invoices it sends in a batch.

Results of testing so far

15 synthetic invoices from beverage suppliers, in Arabic and English, with 3 errors planted on purpose. The figures below are read from the latest recorded test run.

Latest complete test run · 2 Oct 2026, 07:38 UTC · 15 invoices

3 / 3planted errors caught
0 / 12correct invoices wrongly stopped
12invoices matched to a supplier already on file
6.8 saverage time per invoice
12 matched to a supplier on file 1 2
Teal: supplier already on fileGreen: new supplier recordBlue: waiting for your teamRed: stopped, with the reason
Stopped, and why
  • invoice_03_HYT-2026-071010.pdfMissing VAT number
  • invoice_05_HYT-2026-015621.pdfTotal mismatch: printed total 6901.73 but line totals sum to 6892.83

All invoices and supplier names shown are synthetic test data.

What is proven, and what is not yet

Shown so far

  • The agent reads Arabic and English invoices and prepares a clean supplier file.
  • Errors planted on purpose were caught, and correct invoices were not wrongly stopped (figures above).
  • When the agent is unsure, your team answers by replying to an email, and one answer settles every invoice of that supplier. This has run end to end on a live mailbox.
  • During our own testing the checks exposed weaknesses in the agent, and each was closed before any real document was used.

Still to be shown

  • Accuracy on your real invoices, especially scanned ones. This is the first thing the pilot measures.
  • Matching against your real supplier list, which needs an export from SAP.
  • The upload into SAP. The file layout is a placeholder until we have your template, your team does the upload, and SAP's own validation stays the final check.
  • A new supplier gets a temporary number until SAP assigns the real one.

What we need from your team to start

All invoices, supplier names and numbers in this demo are synthetic. Prepared by P99