How do I enable Intelligent Invoice Conversion(IIC) on SAP Business Network as a supplier?

As a supplier you can begin the onboarding process through your test account. This process includes the creation, testing, and publishing of invoice conversion templates. It also provides a centralized view for template management, including options to view, edit, or delete existing templates.

Note: Onboarding and testing are strictly to be conducted in the Test account before moving to Production.

Step-by-Step Process

1. Sign in to your test account or if you are using the production account, switch to your test account.
2. Choose Settings > Electronic Invoice Routing > Invoice Conversions. You start the onboarding by clicking Setup template. On the pop-up Before you start message box, make sure you read the message and click Yes.
3. Select a default or a Custom Template using the radio buttons. Click Next.
4. In the Upload sample files area, upload your sample PDF or scanned paper invoice files by clicking Upload sample files. You can delete any sample files by clicking the delete icon and add more sample files by clicking plus icon. Click Next after you finish uploading sample files.
5. In the Annotate and Activate template area:
   1. Click on the dropdown file chooser and choose a file. The dropdown file chooser lists all uploaded sample files with initial Status as Pending.
   2. A Document annotation UI page automatically appears, displaying the document view and extraction details of the selected file.
   3. Review the annotations, manually annotate additional fields as needed, and click Confirm when finished. This will change the status of the file to Confirmed.
   4. Repeat this process for each file, and once all files are in Confirmed status, the Activate template button becomes enabled.
   5. Click on Activate template to activate this template.
6. When all sample files you uploaded are in the Associated status, click Activate template to activate the template.
7. When the template activation process is completed, go to the next step to test the template with the following workflow as shown in this area:
   1. Click on the Start testing button.
   2. After conversion, invoices using this channel can be configured to be submitted in the following manner:
      1. Manual submission (default): Once you upload the invoice documents, they are processed and stored as drafts. This allows you to review the data before manually submitting them to your buyer.
      2. Auto submission: Once you upload the invoice documents, they are automatically processed and submitted to your buyer.
      3. We strongly advise you to test with multiple invoice documents and manually review the data before switching to the Auto submission. This can be done in the Configuration page which is accessible by clicking on options icon located on the Invoice conversion templates page.
   3. On the next Upload invoice file page, choose a buyer and upload one or more test PDF or scanned paper invoice files for testing.
      Note: You can upload up to 10 invoice files at once. For more information regarding requirements and restrictions on the supported invoice files, go to Invoice File Upload Requirements.
   4. To see the extraction status of the test invoice files, click on the View invoice conversions button which will take you to your workbench, where you can click on the Invoice Conversions tile to see the listing of all the invoices you have uploaded. You can also upload more invoice files by clicking on the Continue uploading files button.
   5. Under the Invoice Conversions tile, the initial Status of each uploaded invoice is displayed as Conversion pending. You can refresh the tile to see if the Status changes to Converted. Now, you can click on the link in the Reference column to access and view the invoice draft. Alternatively, you can go to the Draft Invoice Conversions for Review tile and click on the Edit draft button under the Action column to open the Draft invoice view page. This is where you can review the data extracted from your invoice file.
      i. If you have reviewed the invoice data that has been extracted, you can proceed by clicking on the Submit button. This action will submit the invoice to the Test account of your buyer after the invoice is validated against your buyer's transaction rules.
      ii.If the extracted data is not correct, go to the Invoice conversion templates page under the Invoice Conversions tab, where you can select the template that was used to process this test invoice and review and make changes to the template again. For details, refer to Managing Your Invoice Conversion Templates
8. Once the template testing process is complete, you are now prepared to publish your template to production. The workflow steps for the Publish to production process are outlined in the onboarding as follows:
   1. Go back to the Invoice Conversion templates page under Network Settings > Electronic Invoice Routing > Invoice Conversions.
   2. Select the template you have recently tested and click on View/Edit under the Action column. This will direct you to the View invoice conversion template page, where you can access the template information in read-only mode.
   3. To publish the template to your production account, navigate to the Publish to production section within the View invoice conversion template page. Select the checkbox indicating that you have tested the template and confirmed that you are ready to use it in production.
      Finally, click on the Publish to production button located at the top right of the page to publish the template to your production account.

Before enabling the Intelligent Invoice Conversion feature on SAP Business Network, suppliers must ensure the following prerequisites are met:

1. Enterprise Account Requirement
   The Intelligent Invoice Conversion service is currently available only for supplier Enterprise accounts.

2. Established Trading Relationship
   Suppliers must have an active trading relationship with their buyers on the SAP Business Network to be able to send invoices using this service.

3. Test Account Association
   Suppliers are required to have a Test account linked to their Production account.

4. Onboarding Completion in Test Account
   The entire onboarding process, including setting up the invoice conversion template, must be completed in the Test account before it can be published to the Production account.

Please refer to the help documentation : Intelligent Invoice Conversion Support Documentation

SAP Business Network for Procurement & Supply Chain > Transaction Documents > Transaction (Invoicing)