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CaRD Invoice & Document Solution
Incoming invoices are read, validated against your SAP S/4HANA® system and pre-entered as a parked supplier invoice in MM — with a purchase order reference just as well as without one. Release and posting still happen in SAP, in your familiar workflow. The PDF is then attached to the document automatically.
Invoices are the fully built-out case — the foundation is general. The same solution also files any other document on the SAP object: delivery notes, order confirmations, drawings, contracts. Validated, named and in the attachment list.
No retyping, no second system for approvals, no shadow filing. The solution starts exactly where working time is lost today — and then hands over to the SAP standard.
PDF by drag and drop, in batches or fully automatically from a watched folder. E-invoices are read as XML instead of guessed: XRechnung, ZUGFeRD and Factur-X in the CII and UBL formats, including pure XML invoices without a PDF.
Invoice number, date, purchase order reference, supplier, net, tax, gross, payment terms and line items — depending on the document from XML, by text recognition (OCR), through AI models or from fixed patterns. Barcodes are read along the way, and multi-page batches can be split and reordered.
Purchase order and supplier are validated live against your SAP system. On top of that: totals check, duplicate check, field lengths and a comparison against the supplier master record. Every field shows where its value came from.
The user reviews the posting preview, corrects where needed and pre-enters. SAP creates a parked supplier invoice (MM) — with a purchase order reference to the order items, or without one using G/L account assignment. Nothing is ever posted.
Checking, release and posting then continue in the SAP standard — in your familiar workflow. The PDF hangs where it belongs: in the attachment list on the document.
The interface only shows the user what they have to decide. Everything that can be checked, the solution checks beforehand.
SAP creates a parked document, no more and no less. The safeguard against accidental posting is built in twice and cannot be configured away — a deliberate product decision, not a setting.
With a purchase order reference the line items are matched against the order; without one, G/L account assignment is used — either way the same supplier invoice in MM is created. The tool preselects the route, the user can switch.
After pre-entry the PDF hangs in the attachment list on the document — additionally on the purchase order if you want. If you only want to file, choose “file attachment only” and skip pre-entry.
XRechnung, ZUGFeRD and Factur-X in CII and UBL, embedded or as a plain XML file. Where invoice XML is present it is read rather than interpreted: exact values, no recognition errors.
A totals check against transposed digits, a duplicate check against double payment, field lengths against unreadable SAP error messages, and a comparison against the supplier master record.
Multi-page batches are grouped and reordered into individual documents in the browser — or split automatically using barcodes. One scan batch becomes several SAP documents in a single pass.
A watched folder pulls documents in by itself — the scanner or the invoice mailbox drops them off, the solution takes over. Afterwards the original is filed away or deleted according to your rule.
Business objects, detection patterns, mandatory fields and filing rules live in the profile. An additional object is therefore configuration rather than development, and every department works with its own settings.
German, English, French, Spanish, Italian and Dutch — every user works in their own language. The server messages follow that choice as well.
The higher source always wins over the lower one.
Invoices do not arrive in a single shape. Some are a structured e-invoice, many a PDF from the invoice mailbox, others a stack of scanned paper. The solution handles every route — and for each individual field it takes the most reliable source available for that document.
That is why every value in the form states where it came from. Anyone releasing an invoice can see at a glance what came out of structured XML and what came out of text recognition — and knows where a closer look pays off.
Invoice capture is only worth as much as its checks. That is why the solution compares every document against what is already in SAP — and reports deviations instead of quietly adopting them.
A genuine invoice, a genuine supplier, an unfamiliar account — that is what a redirected payment looks like, and that is exactly how it slips past a visual check. The solution compares the document’s bank details against all accounts held in the SAP master record, regardless of formatting, and warns on any deviation.
Nothing is ever overwritten. And where no bank details are held in the master record at all, it stays quiet — a warning with nothing to compare against would be mere noise.
No parallel system, no modification, no second approval process. The solution writes through released SAP standard services and then hands over to what is already running at your site.
If you prefer, just drop files in the watched folder — the rest happens by itself.
New objects, patterns and rules are configured, not developed.
As a managed service or as your own installation in the region you choose.
Six languages included, further ones are pure translation.
Whether your invoices arrive from the scanner, from an invoice mailbox or as an e-invoice: the solution takes them in the same way. If you prefer to upload manually, do that; if you let the folder be watched, there is nothing else to do.
Everything business-specific — business objects, detection patterns, mandatory fields, filing targets — lives in the profile. An additional object or a new document type is therefore a setting, not a development project.
No — it only ever pre-enters. SAP creates a parked document which is then checked, released and posted in your SAP workflow. That boundary is secured twice over: the service refuses to start with a setting that would lead to posting, and checks again immediately before sending.
Yes, both — in both cases as a supplier invoice in MM. With a purchase order reference the line items are matched against the order; without one, G/L account assignment is used. Either way the same document type is created through the same released SAP standard service; the tool preselects the right route and the user can switch at any time.
No. The solution only ever pre-enters supplier invoices in MM — with and without a purchase order reference. Standalone FI document entry is deliberately not part of the product: it would bypass the SAP standard route and blur the clear boundary of “pre-enter, never post”.
SAP S/4HANA Public Cloud, S/4HANA Private Cloud, RISE with SAP and S/4HANA on-premise. Pre-entry and filing use the same released SAP standard service in every deployment model.
No. Released SAP standard services are used — no modification, no custom program in the core system. What has to be set up is the communication scenario or service activation, plus the authorisations.
Scanned paper documents, image and text PDFs and e-invoices: XRechnung, ZUGFeRD and Factur-X in the CII and UBL formats — embedded in the PDF or as a plain XML file. If a PDF carries invoice XML, that takes precedence: exact values instead of text recognition.
Through text recognition (OCR) with layout analysis and through AI models: text recognition opens up scanned paper and image PDFs, the layout analysis returns structured invoice fields, and the AI model classifies the document type and extracts the candidates from the text. On top of that, fixed patterns from the profile cover your in-house formats. Which AI model does the work is a matter of configuration — a cloud service or a locally operated model.
Every field displays its source — structured XML, barcode, text recognition, AI model or manual entry. Anyone releasing an invoice can therefore see immediately which values are solid and where a closer look pays off. Every field stays editable regardless.
It is attached to the SAP object automatically and appears in the attachment list — on the pre-entered document and, if you want, on the purchase order as well. If you only want to file and not pre-enter, that works too: “file attachment only”.
Yes. Filing runs through the SAP standard interfaces and is therefore compatible with all common SAP archive systems. If you have no archive yet, or want to replace an expensive legacy one, combine it with the CaRD Connector for CMIS and ArchiveLink — with SharePoint, Azure Blob Storage, Amazon S3 or STACKIT as storage.
Yes. Invoices are the built-out module, the foundation is general: recognise and validate arbitrary files and attach them directly to SAP objects — delivery notes, order confirmations, drawings, contracts. Multi-page batches can be split along the way, automatically by barcode as well.
Yes, the solution is multi-user capable and profile-driven. A profile bundles business objects, detection patterns, mandatory fields and filing rules — so finance works with different settings than purchasing, without anyone reconfiguring anything.
German, English, French, Spanish, Italian and Dutch. Further languages are pure translation work — no new build required.
Deliberately not. Approval and release stay in the SAP standard, where your substitution rules, authorisations and reporting already work. We sit in front of that: paper and PDF become a cleanly pre-entered SAP document.
We quote per customer — by document volume, the modules you want and the operating model. Request an individual quote; we are happy to show you a no-obligation live demo first.
Tell us how many incoming invoices you handle per month and which SAP system you work with - we will sort out the rest in a conversation.
