SAP Service Entry Sheets and Compliance

Many oil and gas companies use SAP and a subset of these have implemented the Service Entry Sheet (SES) module to manage field ticket data from service providers. At first glance, using SES may seem like a possible approach to storing field ticket data in a format that can be compared and analyzed against other data like invoices and price books to ensure compliance. Unfortunately there are still a number of issues inherent in this approach which allow for high levels of non-compliance, and the field ticket is still only one of the documents needed to check.

The Problem with SES Data Entry

There are two main issues. First, for many service providers (especially smaller ones), this is a highly manual process of transcribing data from a PDF or service provider-owned, non-integrated system to SES. Plus, the person entering the SES is usually the same person entering the invoice thereby eliminating the confirmation check that the field ticket is designed to provide as proof of delivery.

Second, SES data entry is a repetitive manual process and with any repetitive process, quality of service can degrade over time introducing the possibility of mistakes. Even if the service provider uses a reliable field service management system with an integrated invoicing system on their end, for all but the largest service providers, the SES entry is still done manually into the E&P company's portal by the service provider. This process creates a very weak and error prone connection between between:

• The original field ticket in the provider’s system,

• The SES record in SAP,

• The final invoice submitted for payment, and

• All other supporting documentation

How Prolarus Closes the Compliance Gap

Prolarus eliminates the blind spots inherent in manual SES entry by:

• Automatically cross-checking the SES data against all supporting documentation.

• Verifying invoice details against the agreed price book and service agreements,

• Incorporating additional checks for miscellaneous non-contracted price books, duplicate invoices and other errors,

• Catching discrepancies before payment is made thereby preventing costly overpayments and annual audits.

Using SAP Service Entry Sheets is not enough to guarantee compliant invoices. 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 correctly thereby reducing errors, reducing labor costs, 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.