SAP Invoice Pre-check Example

Last Updated: October 27, 2026

Before SAP can match an invoice to its purchase order and goods receipt, an AP clerk usually checks the invoice by hand: Finds the PO, confirms it exists and was received, and makes sure it hasn't already been billed. This example automates that pre-check with SAP actions, so clean invoices go into SAP ready for SAP's own 3-way match, and only exceptions go to an AP specialist.

This workflow, requires that your administrator configured the SAP integration. See Configure SAP Integration for Workflows.

Workflow Overview

  1. Invoice intake. The workflow receives the invoice data (PO number, vendor, line totals, tax), typically from a document capture or form step.
  2. Data reconciliation. The workflow looks up the matching records in SAP.
  3. Tolerance check. The workflow compares the invoice to what SAP returned.
  4. Outcome. The workflow either posts the invoice or routes it for review.

Workflow Step Flow

  1. Get PO Details: Retrieve the PO's line items, quantities, agreed prices, and each line's expected receipt-evidence type (goods receipt, service entry sheet, or none).
  2. Get Goods Receipts or Get Service Entry Sheets: These are two separate step cards. Branch on the receipt-evidence type from step 1:
    1. Use Get Goods Receipts for lines that expect a physical goods receipt, and

    2. Get Service Entry Sheets for lines that expect a service entry.

      A PO with both line types needs both cards.

  3. Check Prior Invoices: Confirm no prior invoice has already billed against this PO for the same amount.
  4. Compare against tolerance: If the unit prices, quantities, and receipt confirm within your organization's configured tolerance, continue to Post. If not, continue to Park.
  5. Post: Use Post Supplier Invoice to post the invoice to the general ledger, then
    1. Attach Document Link to associate the original invoice file with the SAP record.
  6. Park: If there's a price variance, or a missing goods receipt or service entry, use:
    1. Create Held / Parked Invoice, then assign a task to the AP team with the discrepancy details.

Step Cards Used

Stage

Step Card
Data reconciliation Get PO Details, Get Goods Receipts, Get Service Entry Sheets, Check Prior Invoices
Match found Post Supplier Invoice, Attach Document Link
Match not found Create Held/Parked Invoice

For each card's inputs and outputs, refer to SAP Workflow Step Cards.

Next Steps

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