Reviewers
Buyerspurchasing@yourco.com
Receivingreceiving@yourco.com
AP teamap@yourco.com
GL accountantgl@yourco.com
Assigned reviewers
Decisions go to named owners or authorized teams, with reminders, and every email links back to the case.
SAP AI Agent · FI · MM · GR/IR Configurable
Clear the SAP GR/IR account with governed AI agents.
Explain every open item on the GR/IR clearing account, group them by root cause and send each one to the person who can fix it. Missing receipts and invoices are chased, and small differences are written off only after approval.
- Human-approved
- ECC & S/4HANA
- SOC 2 Type II
- ISO 27001
GR/IR 191100 · company code 1000 · Octoberexample run
- 01Open items analysed1,284 PO items with a GR/IR balanceScanned
- 02Grouped by causeInvoice missing · receipt missing · price · qtyExplained
- 03Owners chasedSuppliers, receivers and buyers notifiedRouted
- 04Small differences found86 items under $25 each, aged 90+ daysApproval
- 05Write off 86 itemsWaits for the GL accountantOn hold
Design scenario · how the agent is configured to work
Triggered by
Schedule, or before period close
Reads
PO history, receipts, invoices
Validates against
Quantities, prices and tolerances
Writes to SAP
Approved clearing only
Approved by
GL accountant or controller
Runs on
SAP ECC · SAP S/4HANA
Why it matters
The GR/IR account holds items nobody can explain.
Every receipt without an invoice, and every invoice without a receipt, leaves a balance on GR/IR. Over time thousands of small items build up, and month-end turns into a hunt through PO history.
- Volume
Thousands of open items
Accountants open PO history item by item to see why each balance is there.Long close → Overtime → Audit findings - Ownership
Nobody owns the fix
The cause sits with a buyer, receiver or supplier, but finance is left to chase it.Aging balances → Repeat chasing → Frustration - Accuracy
Wrong accruals and liabilities
Old items distort accrued liabilities and inventory values.Misstated balances → Late adjustments → Reconciliation gaps
How it works
Read. Validate. Decide. Act.
The same four steps as every Artificio agent. The agent does the research and the paperwork; your teams make the decisions.
- 01 · Read
Read the open items
Reads open GR/IR balances and the PO history behind each one.
- Receipts, invoices and reversals compared
- Items aged by last movement
- 02 · Validate
Find the cause
Groups each item by why it is open.
- Invoice missing, receipt missing, price or quantity difference
- Closed POs and final-invoice flags checked
- 03 · Decide
Chase the owner
Sends each item to the person who can fix it.
- Suppliers asked for missing invoices
- Receivers and buyers asked to confirm
- 04 · Act
Clear after approval
Proposes clearing for small, old differences.
- Write-offs within your thresholds
- Clearing verified and documented
Worked example
October GR/IR review, from 1,284 open items to a clearing proposal.
The GL accountant needs the GR/IR account explained before close. Here is what the agent finds.
PO 4500087712 item 10 · Apex FastenersExplained
- Ordered
- 10,000 EA at $0.42PO
- Received
- 10,000 EA on 3 Julgoods receipt
- Invoiced
- 10,000 EA at $0.4185invoice
- GR/IR balance
- $15.00GR/IR
- Last movement
- 8 Jul 2026PO history
- Final invoice flag
- SetPO
Cause foundPrice rounding
The supplier invoiced at a rounded unit price. Quantity is fully received and invoiced, the PO is final-invoiced, and $15.00 is left on GR/IR.
Company code 1000 · GR/IR summaryApproval needed
| Cause | Items | Next step |
|---|---|---|
| Invoice not received | 612 | Supplier asked for the invoice |
| Receipt not posted | 241 | Receiver asked to confirm or post |
| Price difference | 198 | Buyer reviews; 86 small items proposed for write-off |
| Quantity difference | 147 | Receiver and supplier reconcile |
| Closed PO, open balance | 86 | Proposed for clearing within threshold |
- AnalysisAgentDone
- Chase ownersAgentSent
- Write off 86 itemsGL accountantOn hold
Only fully received, fully invoiced items under your threshold are proposed for write-off. Everything else stays open with an owner.
Design scenario · names and values are fictional and depend on your SAP configuration
Inside the platform
Every case is traceable from start to finish.
The case shows who it is waiting for, what happens next, what the agent checked and exactly what each person is approving.
GR/IR review · company code 1000 · October
Started Mon 2 Nov, 05:30 · agent version v1
Waiting for GLDocumentsAuditRe-assess
AnalysedOwners chasedApprovalCleared
Now
Waiting for S. Nguyen (GL accountant) to approve clearing 86 small differences totalling $612.40, asked Mon 2 Nov at 06:15.
Next
Once approved, the differences are cleared and the account is re-analysed. Chased items are followed up every three days.
| Step | Owner | Status |
|---|---|---|
| Analyse 1,284 items | Agent | Done |
| Chase 853 items | Owners | In progress |
| Approve 86 write-offs | S. Nguyen · GL | Waiting |
| Clear and re-analyse | Agent | On hold |
Question for S. Nguyen
86 PO items are fully received and invoiced, final-invoiced, older than 90 days and carry differences under $25 each, totalling $612.40. Clear them?
Approve clearingReview the listAnswer as authorized delegate
- If an invoice is still expected
Left open, chased
Items waiting for an invoice stay open and the supplier is asked again. - If a receipt was posted wrongly
The receiver corrects it
Wrong receipts are reversed by the receiving team, not cleared by finance. - If an item is over threshold
Controller decides
Larger differences go to the controller with the full history.
Illustration of how this agent's cases appear on the Artificio platform · names and values are fictional
Capabilities
GR/IR clearing with governance built in.
Every open item gets a cause and an owner.
- Analyse
Every open item
PO history read for every GR/IR balance. - Age
By last movement
Old items found before they become audit findings. - Explain
Root causes
Missing invoices, receipts, price and quantity differences. - Chase
Owners notified
Suppliers, receivers and buyers asked to act. - Clear
Within thresholds
Small, old differences cleared after approval. - Report
Close ready
An explained GR/IR account for every close.
Ownership
Each open item goes to the person who can fix it.
You map causes and plants to owners. Whoever answers first decides, and anything unassigned goes to the GL accountant.
- Suppliers
Missing invoices
Invoices not yet sent. - Receiving
Missing receipts
Goods received but not posted. - Buyers
Price differences
Agreed price vs. invoiced price. - AP team
Invoice errors
Invoices posted to the wrong PO. - Inventory
Quantity differences
Counted vs. received quantities. - Controller
Large differences
Items over threshold. - Plant finance
Plant items
Items by plant or cost center. - GL accountant
Exceptions
Unassigned items, write-offs and a period summary.
Owners, rules and tolerances are configured to your organization and agreed for each deployment.
Controlled autonomy
Start with human oversight. Automate only when ready.
The agent proves itself on your real work before it writes anything to SAP. The platform measures how often your people agree with it, so you decide when to give it more room, case type by case type.
- Step 1Where every agent starts
Shadow mode
The agent proposes every action but writes nothing to SAP. Your people decide, and each answer counts toward the agreement rate.
- Step 2
Approve, then act
The required owners approve. The agent acts in SAP only when the last approval lands.
- Step 3
Act by approved rule
For case types you explicitly configure and approve, such as clearing differences under $5 on final-invoiced POs older than 180 days, the agent acts on its own and reports back.
Agreement with the agent · by case typeIllustrative
Small rounding differences97%
Closed POs with balances91%
Quantity differences69%
- Approval rules are enforced by the platform, whatever the agent's instructions say
- No item is cleared while a receipt or invoice is still expected
- SAP credentials never reach the agent or its instructions
- Every value carries its source; approved values are locked
Governed agent runtime
Shared platform controls across every Artificio agent.
What makes this agent different is its configuration: its instructions, the tools it may use and the policies it works under. Reviewers, approvals, versions and audit work the same way for every agent you add.
Tools
Read GR/IR open itemsRead
Read PO historyRead
Notify ownersRead
Post approved clearing in SAPAction
Read tools and Action tools
Gathering data is kept separate from changing SAP. Action tools are controlled and can require human approval before they run.
Instruction versions
v3ActiveTolerances updated
v2New plant added
v1Created from blueprint
Versioned instructions
Versions can't be edited, and each case keeps the version it started with, so a change never alters work in progress.
Recreations of Artificio platform screens
What we measure
Results you can see in your own numbers.
Every pilot tracks the same four measures from day one, so the business case comes from your data, not ours.
Explained balance
Share of the GR/IR balance with a known cause.Aged items
Items older than 90 days, tracked each period.Time to clear
From item opened to cleared.Close effort
Accountant time spent on GR/IR before close.
For SAP teams
Integrates with SAP ECC and S/4HANA through standard interfaces.
The agent reads and writes data through supported SAP interfaces, without modifying standard SAP objects and without replacing your existing governance.
Reads from SAP
| GR/IR account | Open items by PO and company code |
|---|---|
| PO history | Receipts, invoices and reversals |
| Purchase orders | Prices, quantities and flags |
| Invoices | Posted and parked supplier invoices |
Writes to SAP
| Clearing | Approved write-offs only, within thresholds |
|---|---|
| Owner messages | Requests to suppliers, receivers and buyers |
| Reports | Explained GR/IR analysis for close |
| Responses | Every SAP response recorded on the case |
ScopeClearing runs through your standard GR/IR maintenance process, such as MR11, within the thresholds and accounts you set. On SAP S/4HANA the agent can work alongside the GR/IR reconciliation apps where you use them.
Pilot approach
Start with one company code and its aged items.
A focused pilot in your QA or sandbox system proves the agent on your own data before anything reaches production.
- Phase 1
Connect
Review SAP edition, interfaces, authorizations and representative data.
- Phase 2
Configure
Agree the company codes, thresholds, owners and approvers.
- Phase 3
Pilot
Analyse one period in shadow mode: the agent explains, your team clears.
- Phase 4
Expand
Review the four measures, then add company codes and approved automatic clearing.
Frequently asked questions
Questions SAP teams ask.
How does it decide what to write off?
Only items that are fully received and invoiced, final-invoiced, older than your age limit and under your threshold are proposed. Every write-off needs approval unless you allow specific cases.
Does it work on SAP S/4HANA?
Yes, on ECC and S/4HANA. On S/4HANA it can work alongside the GR/IR reconciliation apps where you use them.
Does it contact suppliers?
It can request missing invoices by email, using your templates. Supplier messages can also go through the buyer.
What about receipts posted in error?
They go to the receiving team to reverse. Finance doesn't clear a balance that comes from a wrong receipt.
Can it run every day?
Yes. Many teams run it weekly or daily so the account stays clean between closes.
Is the GR/IR Clearing Agent available today?
It is configured on request on the same governed platform as Artificio's available agents. We start by scoping your process and systems, then configure and test the agent in a pilot in your SAP QA or sandbox system before anything reaches production.
Does the GR/IR Clearing Agent write to SAP without approval?
Not by default. Every agent starts in shadow mode, where nothing is written to SAP. After that, the required owners approve before the agent acts. Automatic action is only possible for cases you explicitly configure and approve.
Which SAP versions are supported?
SAP ECC and SAP S/4HANA. The exact interfaces and scope are confirmed for your release and deployment during technical discovery; S/4HANA Cloud Public Edition is reviewed case by case.
Security & compliance
Enterprise security across every agent
ISO 27001:2013 certified, SOC 2 Type 2 compliant, GDPR and HIPAA ready. Every agent action is logged and auditable, and SAP credentials stay in the platform's integration accounts.
- ISO 27001:2013
- SOC 2 Type II
- GDPR ready
- HIPAA ready
See it working
Two ways to get started.
Request Demo
Talk through your GR/IR account and close process with our team, and see how a similar agent works on the Artificio platform.
Request DemoDiscuss an SAP pilot
Scope a pilot on one company code and its aged GR/IR items in your SAP QA or sandbox system, with the four measures agreed up front.
Discuss an SAP pilot