Non-compliance Exposure with SAP Service Entry Sheets

Many large oil and gas companies run SAP/Ariba, and a subset of these companies have implemented the Service Entry Sheet (SES) module to manage complex field ticket data from their Service Providers. At first glance, using SES might seem like a reliable way to ensure accurate, atomic level data for the field ticket. However, SES actually injects another point of non-compliance that must be manually verified.

The Problem with Manual SES Data Entry

While SES is designed to accommodate data from the service providers' field tickets, the process is still manual and relies on the Service Provider’s billing clerk to accurately enter the data from the field ticket. This transcription process introduces opportunities for both unintentional errors (typos, omissions) and fraud (manipulated quantities or rates).

Even if the service provider uses a reliable field service management product coupled with an integrated invoicing system on their end, manual entry into the buyer’s SAP system creates a disconnect across the four key systems and documents:

• The price book which is stored in both the buyer’s SAP/Ariba system and the Service Provider’s field service management system;

• The PDF version of the original field ticket in the provider’s system with the proof of delivery embedded in it (operator stamp and signature);

• The SES record in the buyer’s SAP/Ariba system;

• The final invoice submitted for payment which was manually transcribed from the Service Provider’s invoicing system into the buyer’s SAP system.

Requiring that Service Providers enter a Service Entry Sheet for their field tickets, does not guarantee contract compliance. To the contrary, oil and gas companies face the same risks as with any other manual data entry process:

• Human error: Mistakes are inevitable when data is re-keyed from one system to another.

• Intentional manipulation: Providers could alter quantities or rates to increase invoice amounts.

• Inconsistent data formats: Mismatches in formatting can cause discrepancies that are difficult to detect manually.

How Prolarus Closes the Compliance Gap

Prolarus eliminates the blind spots inherent in manually entered Service Entry Sheets by:

• Automatically cross-checking the SES data against the original field ticket from the service provider’s system;

• Verifying invoice details against the agreed price book agreement;

• Flagging discrepancies before payment is processed, preventing costly overpayments.

More importantly, the SES has the potential to be completely removed from the process when Prolarus is used to extract and verify the original field ticket document against its respective invoice and price book.

The Bottom Line

Using SAP Service Entry Sheets is not enough to guarantee compliant invoices. In fact, it adds another layer of complexity that requires validation. With Prolarus, oil and gas companies can ensure every SES, field ticket, price book and invoice align properly— reducing errors, preventing fraud, and protecting your bottom line.

Ready to eliminate manual entry errors and ensure full compliance? Contact us to learn how Prolarus can streamline your AP process.