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Project Procedure for Cash Recovery AI

Detailed Description of the project procedure regarding Cash Recovery AI

This article describes the structured project process 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 phase begins, the kickoff meeting takes place. The purpose of this meeting is to facilitate an initial introduction of all project participants and to present the project workflow, including the individual steps and associated responsibilities. The project workflow  vary depending on the contractual agreement whether zapHome OnPrem or zapHome OnPrem AI is implemented.

2. Technical Onboarding and Installation

The technical onboarding is conducted in a separate meeting with the IT and SAP administrators. The objective is to clarify any technical details and address open questions based on the provided documentation. Subsequently, the IT department takes responsibility for the technical setup.

The exact technical setup depends on the contractual agreement whether zapHome OnPrem or zapHome OnPrem AI will be implemented.     

Details on the technical details can be found in following Knowledge Base article:

3. Agent Onboarding

The deployment of zapAgents is determined by the contractual agreement and may differ depending on the specific project. The selection and configuration of the respective agents are based on the individual project requirements.

Following zapAgents are part of the Cash Recovery AI Team depending on the contract:

Werner:

The zapliance Agent Werner is your specialist for SAP data extraction and AI-based data preparation in line with the agreed service package (“Content Bundle”). Werner operates exclusively in zapAnalytics within your locally installed zapHome instance. The analysis results are displayed in Power BI Desktop and can be flexibly further processed, also in combination with other zapliance agents.                           

Before deploying zapAgent Wolfgang, the following aspects should be clarified:  

  • 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.

Furthermore Werner will also be responsible for the Document Analysis who automatically reviews the results of the Cash Recovery AI. First, the relevant SAP attachments are extracted and then analyzed using Microsoft Azure OpenAI and Document Intelligence Services within the customer's Azure tenant. The goal is to reduce false positives in the Cash Recovery AI results through a semantic review of invoice details. The verification results are documented in a transparent and traceable manner.

For the document download the following aspects should be clarified:  

  • SAP Document System: Is the SAP document system operated via GOS or ArchiveLink?

  • RFC-User: Have all RFC user permissions been taken into account?

Wilma:

The zapliance agent Wilma is specifically developed to interact with business professionals and understand your business context. Wilma receives your instructions directly via chat dialog. She independently selects the most suitable tools from her tool bundle, executes them, and meticulously documents the results. Wilma then shares her insights with you in the chat. As the customer, you remain responsible for the final evaluation of these results. Wilma excels at collaborating with the outputs of other zapliance agents but can also serve as a regular chatbot, leveraging integrated algorithms to answer your questions.

Before deploying zapAgent Wilma, the following aspects should be clarified:    

  • Duration: How long is Wilma supposed to be used?

  • Start: From when is Wilma supposed to be used?

  • Audit: For which Audit should Wilma be inserted?

After the technical setup has been completed and the above-mentioned details have been coordinated, the project can be created in zapAnalytics and data processing can commence. This will take place during a separate meeting with your Customer Success Manager. Prior to this, zapliance will provide a content bundle for data processing.

4. Power BI 

After successful data processing, the Power BI dashboards can be created. The following prerequisites are necessary:

  • 16GB RAM on the virtual machine (VM) or the auditor's notebook.
  • Installation of the latest version of Power BI Desktop.
    Detailed setup information can be found in the article: Setup Guide Power BI

5. Recovery

Once the Power BI dashboards have been created, the review and audit of cases can proceed as follows:

  1. The Power BI dashboard provides a comprehensive overview of all potential cases within the project.

  2. A dedicated meeting is scheduled between your team and zapliance. During this session, zapliance will present the project’s potential and discuss the audit strategy, including which cases should be prioritized for initial review. The meeting also provides an introduction to the Power BI database, detailing the information available and how supporting evidence can be reviewed in SAP.

  3. Your team conducts the review of cases using both the Power BI dashboards and SAP. Each case is assessed and assigned a judgment and recovery status to ensure clear documentation.

  4. Status meetings are held as required to discuss the current status of the review process and address any open questions or issues.

  5. After the review is completed, the recovery process is initiated for identified duplicate payments by contacting the relevant vendors. Billing for recovered amounts will only occur once the funds have been received, and will be processed according to the agreed commission terms. For VAT analysis, missing or insufficient input VAT amounts can be corrected and refunded by the tax authorities. Once the amended tax assessment and refund have been confirmed, the commission invoice will be issued as contractually agreed.

  6. Once all recoveries and amended tax assessments have been received, zapliance will issue the commission invoice according to the agreed terms. Depending on the duration of the recovery process, billing may be completed in a single invoice or through multiple partial invoices.

6. Closing Meeting

Upon completion of the project and finalization of the audit, a closing meeting is conducted with the client. The purpose of this meeting is to review the overall audit process, discuss key findings and outcomes, and address any challenges encountered. Additionally, client feedback regarding the project is solicited to identify strengths and areas for improvement. The meeting also serves as an opportunity to discuss potential avenues for future collaboration.