SAP well configured. But does it also work for your employees?

How WalkMe Can Make a Difference in Your Procure-to-Pay Process

A well-structured SAP process is one thing. Ensuring that employees work effectively with it in practice is another.

Within the Procure-to-Pay (P2P) process, an incomplete purchase request or missing registration of goods or services can quickly lead to delays, additional checks, and rework. This occurs even though the process is well-organized on paper.

How do you ensure that employees take the right steps in daily practice? WalkMe helps bridge the gap between process design and execution by guiding users directly in SAP.

One procurement process, different users. Where does it go wrong?

From the initial purchasing need to the final payment of an invoice: within Procure-to-Pay, various employees are involved. Requesters, buyers, approvers, and the financial administration each have their own role.

And precisely at the moments when the process transitions from one user to another, ambiguities can arise. A missing piece of information in a purchase request may seem minor, but it can still cause problems later during the order or invoice processing.

A well-configured SAP system alone is therefore not enough. Employees must also know what is expected of them and how to apply the agreed-upon procedures.

How can WalkMe support this? We will demonstrate it using three recognizable moments in the P2P process.

1. A good purchase request prevents issues later on

It starts with the request. An employee wants to purchase a product or service and creates a purchase request (ATB) in SAP. The correct purchasing channel and the correct (financial) information are important to ensure the request smoothly progresses through the process.

But not everyone works with purchase requests on a daily basis. Which purchasing channel should you use? Which fields are mandatory? And what internal purchasing agreements apply?

If that is not clear, incomplete or incorrect requests arise. Resulting in additional corrections and delays.

How does WalkMe help?

With a Smart Walkthru, WalkMe can guide employees step by step in creating a request. A Smart Tip provides a brief explanation directly at a field when needed.

This way, users know what information they need to fill in and what to pay attention to, without having to look up a separate work instruction first.

The result? When errors arise due to ambiguity, this guidance can help limit corrections and rework.

2. Approving is more than clicking a button

Approving a purchase request sounds simple. But how do you, as an approver, know if you have the right information to make a good decision?

Approvers regularly receive requests in their SAP inbox. They must review these carefully without spending unnecessary time searching for relevant data.

Which fields deserve extra attention? And what exactly should you pay attention to before approving?

How does WalkMe help?

WalkMe can highlight relevant fields directly in SAP and explain what the approver needs to check.

This provides the user with practical support in following the agreed-upon procedure. Not through a separate instruction, but precisely at the moment the approval takes place.

3. Delivered but not registered? Then the process still comes to a halt.

The goods have been delivered or the service has been performed. Then the process is almost complete, isn't it?

Not entirely. An authorized employee must also correctly register the receipt in SAP. This registration is important input for further invoice processing.

And that is not equally simple in every situation. What if only part of the goods has been delivered? Or if the delivered quantity differs from the order? Additionally, for services, it must be determined whether the agreed-upon tasks have actually been performed.

When a receipt is incorrectly registered or not registered at all, it can lead to delays and additional checks during invoice processing.

How does WalkMe help?

WalkMe can guide employees step by step in registering the receipt of goods and services.

By highlighting relevant fields and briefly explaining which data is needed, users receive immediate support with their registration. This also applies to specific situations, such as a partial delivery or the confirmation of services rendered.

This is how WalkMe helps employees capture the right information at the right time.

Smart processes start with the people who work with them

A smooth Procure-to-Pay process is about more than just a well-configured SAP system. Clear process agreements, appropriate controls, and employees who know what they need to do are equally important.

WalkMe assists by supporting users precisely at the right moment. Combine that digital guidance with SAP process knowledge and Change Management, and you have a targeted approach to support both process execution and system adoption.

At McCoy, we therefore focus not only on the technology but especially on the practical application. Where does the process get stuck? What is the cause of this? And what support do employees need to perform their work effectively?

From those questions, we determine where digital guidance truly adds value.

Curious about what WalkMe can do for your Procure-to-Pay process? Discover the possibilities on our website or contact Jacques Scheutjens.