Detailed description of the project procedure regarding Cash Recovery AI.
This article describes the structured project process for collaboration with zapliance. Each step is clearly defined to ensure successful completion of the project. Please pay attention to the provided details and references to corresponding resources for further information.
1.Kickoff
After the contract is finalized and the onboarding period begins, the kickoff meeting takes place. The aim of the meeting is to align on the following points:
- Project Process: Determining the project process.
- Components Cash Recovery AI : Discussion of the contractually agreed components of Cash Recovery AI (DuPa, VAT, Bonus)
- Project Details: Definition of the analysis scope, determination of the minimum amount and setting of the project language.
- Roles and Responsibilities: Clarification of project responsibilities (Project Manager, IT Admin, SAP Admin).
- Timeline: Start and end dates of the audit.
2.Technical Onboarding
The technical onboarding takes place in a separate meeting with the IT and SAP Admin. The goal is to resolve any technical details and open questions related to the provided documentation. Subsequently, the IT department takes over the technical setup.
IT-related topics:
- Infrastructure Setup:
Details can be found in the KB article: Onboarding IT Admin - Cash Recovery AI - Hardware Requirements:
Detailed information is also available in the article: Onboarding IT Admin - Cash Recovery AI
SAP-related topics:
- Provision of the RFC User:
Information on the configuration and provision of the RFC user can be found in the article: SAP user role permissions - SAP Connection Data:
The following SAP connection data must be provided:
- Detailed information can be found in the following KB articles:
Note: The duration of data processing depends on the volume of data for the specific project.
3.Installation Including Data Processing
Installation and data extraction will take place in a separate meeting with the IT Admin. zapliance provides you with an installation bundle which includes the software as well as the Content-Bundle file.
Prerequisites for Project Creation:
- Data Scope and Audit Scope: These must be defined in advance, including:
- Which accounting entities, fiscal years, and SAP clients should be extracted?
- Which minimum amount should be set?
- Important: SAP connection data must be available for project creation and should be provided by the SAP Admin in advance.
Note: The duration of data processing depends on the amount of data to be analyzed.
If the Audit Service via Large Language Model is included in the contract, the preliminary screening of candidates is conducted based on analysis results. Electronic accounting documents are automatically extracted from SAP, utilizing either ArchiveLink or the Generic Object Service (GOS). The automatically extracted electronic accounting documents are then reviewed with the support of the Microsoft Azure OpenAI Service within the zapliance Azure tenant.
4.Results and Audit Strategy
After successful data processing, the results are made available as result files within the zapAnalytics interface.
In the next phase of the project, the results are further prepared and organized to ensure clarity and relevance. A dedicated meeting is then scheduled to present and discuss the findings. During this meeting, a tailored audit recommendation is provided based on the results. Afterwards, the recommended cases are reviewed and assessed by the customer, taking into account the corresponding judgement and recovery status.
5.Recovery process
After final review of the cases, the recovery process for identified duplicate payments is initiated. This process is triggered by the responsible business department. Throughout the recovery process, the audit status of each case must be continuously reported.
Once recoveries have been completed, billing is carried out according to the contractually agreed commission rate. Depending on the duration of the recovery process, this may be invoiced as a single invoice or through multiple partial invoices.
For the VAT analysis, missing or insufficient input VAT amounts can be corrected and refunded by the tax authorities. Once the tax assessment has been amended and the refund has been determined, the commission invoice will be issued as contractually agreed.