Product description

The zap Audit web application uses more than 150 audit indicators to analyze SAP data for profitability, accounting compliance, access protection, and process standardization. It automates data collection and data processing, taking into account methods of econometrics, statistics, and process mining. The analysis includes the reconstruction and evaluation of all business processes such as purchasing, sales, asset accounting, financial accounting, access authorizations, including separation of duties (SoD)) conflicts, superuser, and much more. All results are available via the interactive front-end in the browser for analysis by any number of users (zap Audit report) or can be exported as Excel (exports zap Audit report data). It is possible to evaluate and acknowledge the results directly in the software (Professional Judgement).

1. zap Audit Features

• • Web application
    • One central installation
    • Usable with any number of users
  • User administration
    • A role/authorization concept is integrated into the application so that access can be controlled.
  • Project management

A zap audit project analyzes exactly one company code for one fiscal year. It includes the FI data for exactly one fiscal year from one SAP company code on one SAP client. Change documents, asset data, master data, and other data from 1.5 to 2 years in the past are also taken into account for each project for the complete reconstruction of all business processes. A zap audit project goes through the following phases:

• • Create master data
    • In the master data, basic settings such as the name or the data source to be used for the project are defined. 
  • Define data scope
    • SAP company code and a fiscal year for the data pull are defined here.
    • The exact zap Audit data scope can be downloaded as Excel during project creation in the software (~120 SAP tables).
    • Review of the pseudonymization of personal data
  • Define SAP server connections
    • Using the SAP connection data, zap Audit establishes a connection to the SAP server and is able to extract the relevant tables for the audit.
  • Data extraction
    • During data extraction, zap Audit establishes a connection to the SAP server and performs a data print. This contains the necessary data for the audit.
  • Data Processing
    • Data Preparation
    • Financial Process Mining (reconstruction of all business processes)
    • Indicators Audit (calculation of ~150 indicators)
    • The currently valid list of indicators can be found at: List of all zap Audit indicators
  • zap Audit Report (requires activation)
    • Dashboards
    • Indicator Audit
    • Profile audit
    • Document Audit
    • Professional Judgement
    • Process visualization (process mining)
    • Real-Time Filter
    • Excel Export

2. License conditions

The Response Key to be purchased are specified in the offer according to the following parameters:

Performance Period: the performance period for the use of the software starts with your acceptance of the offer (the purchase of the digital product) and ends after the term formulated in the offer. During this period, zap Audit Response Keys can be used to activate zap Audit projects. 

 SAP clients: If the quotation specifies a limitation of clients, this limitation applies to the specified number of clients within an SAP system. 

 SAP company codes: If the offer includes a limitation of company codes, this limitation applies to the specified number of company codes within an SAP client. 

 Fiscal years: If the offer provides for a limitation of fiscal years, this limitation applies to the named fiscal years in SAP. 

 Number of users: unlimited. 

 Number of zap Audit projects: unlimited. 

3. Data protection

For the analysis, all required data is copied from SAP and stored locally in the installation path. The SAP data does not leave the company. 

zapliance GmbH has no access to the zap Audit installation or the data of the zap Audit projects.

4. Requirements for the use of zap Audit

General requirements for the use of  zap Audit

• Administrator rights to install zap Audit on a notebook or server 
• An update of the SAP system / import of ABAP is not necessary 
• No installation of a database is necessary 
• All data is stored in a file database exclusively locally and remains in the company
• Data retrieval and processing can take several days, depending on the size of the data set
• The hardware used only requires a network connection to the SAP system for the duration of the data retrieval process 
• SSD hard disk with at least 1TB storage capacity  
• Windows-based 64bit operating system 

Additional requirements for the data migration phase

• Availability and accessibility of the following SAP function modules: 
  • RFC_READ_TABLE,  
  • BBP_RFC_READ_TABLE  
• SAP user with access rights to the function modules: 
  • RFC_READ_TABLE, 
  • BBP_RFC_READ_TABLE 
  • DDIF_FIELDINFO_GET
  • RFCPING
  • RFC_GET_FUNCTION_INTERFACE
• SAP library SAP-JCO 64bit (requires SUSER in SAP Store)
• Network connection and network shares to the SAP system 
• Connection data to the SAP “Application Server” or “Message Server”
  • Message Server (MSHOST)
    • Message server port
    • SAP system name (R3NAME)
    • Application server group 
    • SAP Router String 
    • Client 
  • SAP Application Server
    • SAP system number
    • SAP system name (R3NAME)
    • Client
    • SAP Router String
  • Hardware requirements for the computer:  
    • At least Intel I7 or comparable processor  
    • 8 GB main memory  

Prerequisites for the data processing phase

• The prerequisites depend on the complexity of the company code-dependent data. Therefore, the following prerequisites are based on the processing of an “average” data set, which we also recommend for each data printout. Provision of powerful hardware with the following minimum requirements:  
  • At least 32 GB of RAM 
  • At least Intel I7 processor(s) 
  • At least 2 TB hard disk capacity  
• The Customer shall ensure that (network) access to the Customer’s SAP systems – or the direct use of zap Audit on the Customer’s systems – and, if applicable, on an SAP test system (with updated original data stock) is enabled for zap Audit. The customer is responsible for and will, if necessary, take appropriate measures to ensure that no damage (virus attack, system crash, etc.) occurs as a result of accessing or using the software in the customer’s systems. Within the scope of the use of the software, the Customer shall be responsible for compliance with all statutory provisions (in particular data protection and labor law provisions) as well as for the involvement of the data protection officer and the works council, if required. 
• The data scope of the data print as well as the definition of which columns might contain personal data is predefined in zap Audit. The client is responsible for checking the data scope, including the columns marked for pseudonymization, and for verifying it in the software prior to the data extraction. zap Audit automatically fully pseudonymizes all columns that are defined as personal data in the preparation based on the “public key” of the asymmetric key pair that can be generated by the client. The “private key” generated by the client is not known to zapliance GmbH and is the sole responsibility of the client. De-pseudonymization of the data is not technically possible in zap Audit.

The Customer shall ensure the logical and physical security of the IT infrastructure on which the Digital Products, the data generated by the Digital Products and/or zap Audit are operated, or to which the Digital Products, the data generated by the Digital Products and/or zap Audit are transported or transferred. In addition, the client guarantees the interface security between the SAP systems, zap Audit as well as the web browser that is accessed. Subject to the provision in section 7 of the GTC, zapliance GmbH is not liable for damages due to lack of access protection, lack of security, lack of archiving, and lack of encryption of the client’s data.

The web application zap Cash detects multiple recorded liabilities within an SAP client by artificial intelligence (hereafter “AI”). In this way, double payments within a group can be analyzed, found and reclaimed even across company boundaries. With the help of zap Cash, the user checks whether a double-entry liability exists and evaluates the results of the check directly in the software (hereinafter “Professional Judgement”). The AI patterns and Professional Judgements are then transmitted to zapliance without the SAP data. The AI algorithms then estimate the likelihood of two liabilities being double-entered liabilities. This result is sent to the user for import and therefore continuously ensures optimal prioritization of potential duplicate payments.

1. zap Cash Features

• • Web application
    • flexible installation variants local or server-based (cloud-ready)
  • User administration
    • A role/authorization concept is integrated in the application so that accesses can be controlled.
  • Project management

A zap Cash project examines selected company codes within a specified SAP client and identifies potentially double-entered liabilities for selected fiscal years. A zap Cash project goes through the following phases:

• • Master data
    • In the master data, basic settings such as the name, or the data source to be used for the project are defined.  
  • Data scope
    • SAP company codes and the fiscal years to be evaluated are defined for the data deduction here.
    • The exact zap Cash data scope can be downloaded as Excel during project creation in the software (~50 SAP tables).
    • Review of the pseudonymization of personal data
  • SAP server connections
    • Using the SAP connection data, zap Cash connects to the SAP server and is able to extract the relevant tables for review.
  • Data extraction
    • During the data extraction process, zap Cash connects to the SAP server and performs a data print. This contains the necessary data for the audit.
  • Data Processing
    • Data Preparation
    • Financial Processing & AI
    • Reporting
  • zap Cash Report (requires activation)
    • Candidate List
      • The candidate list contains all potential double-entered liabilities
      • Filter function for individual prioritization
      • Overview of all ratings
    • Detailed analysis
      • Detailed information on a potential double-entered liability
      • Comment function (Professional Judgement)
    • Import/export (manual interface to zapliance GmbH)

2. License conditions

The Response Key vouchers to be purchased are specified in the offer according to the following parameters:

Performance Period: The performance period for using the software starts with your acceptance of the offer (the purchase of the digital product) and ends after the term formulated in the offer. During this period, zap Cash projects can be activated. 

 SAP clients: If the offer specifies a limitation of clients, this limitation applies to the specified number of clients within an SAP system. 

 SAP company codes: If the offer includes a limitation of company codes, this limitation is valid for the mentioned number of company codes within one SAP client. 

 Fiscal years: If the offer provides for a limitation of fiscal years, this limitation applies to the named fiscal years in SAP. 

 Number of users: unlimited. 

 Number of zap Cash projects: unlimited.

3. Cooperation obligations of the customer

• • The AI is to learn the company-specific patterns. For this reason, the customer evaluates at least 100 potential hits for each activated zap Cash project or the complete analysis result if it shows less than 100 hits. The documentation of the Professional Judgement should be done during the review in zap Cash in order to fulfill the transmission obligation of the completed project in a timely manner.
  • To use the AI, the customer submits the AI export to zapliance. The export essentially contains:
    • the unique document numbers of the double entry, as well as the document type
    • the assessment made, including comments
    • the amount
    • a list of criteria used by the AI.
  • The AI data transmitted to zapliance does not contain any personal data or data that allows third parties to draw conclusions about the customer’s identity. Before sending the KI export, the customer has the possibility to take a look at the data to be transmitted. An actual AI export of an actual customer is available at the following link as an example: Example Export zap Cash
  • The AI learns based on the ratings. To make the quality of the ratings verifiable by an independent reviewer or zapliance, the client documents the derivation of its ratings of the selected potential matches in detail according to the minimum requirements conveyed. An example of proper documentation is available at the following link: zap Cash Documentation standards
  • Information on quality assurance is provided by the customer. zapliance receives a right of inspection regarding the provided documents and AI exports.
  • zapliance reviews the AI export with the aim of optimizing the AI and ensuring the quality of the evaluations. zapliance is entitled to request an appropriate sample as part of the quality review. For the selected sample, the customer provides zapliance with his documentation including copies of the original documents justifying the booking. The way of accessing the documentation will be determined during the training or in the joint kick-off. If the original documents contain personal data, the customer is responsible for compliance with data protection requirements.
  • In order to optimize the AI, it is necessary in rare cases for zapliance to understand the customer’s individual accounting logic and to be able to reproduce it on the basis of concrete entries. The customer agrees to support zapliance in this process, e.g. within the scope of web conferences.

4. Data protection

zapliance has no access to the zap Cash installation or the data of the zap Cash projects. 

In order to obtain better results and fewer so-called false positives, the AI also analyzes text fields and business partner details, among other things. The analysis, which is run locally on the customer’s computer, is performed without pseudonymization of data fields that could contain personal data. zapliance has no access to the customer’s computer.

5. Requirements for the use of  zap Cash

General requirements for the use of zap Cash

• • Administrator rights to install zap Cash on a notebook or server. 
  • An update of the SAP system / import of ABAP is not necessary
  • No installation of a database necessary
  • All data is stored in a file database exclusively locally and remains in the company
  • Data retrieval and processing can take several days, depending on the size of the data set.
  • The hardware used only requires a network connection to the SAP system for the duration of the data retrieval process.
  • SSD hard disk with at least 1TB storage capacity 
  • Windows based 64bit operating system 

Additional requirements for the data migration phase

• • Availability and accessibility of the following SAP function modules: 
    • RFC_READ_TABLE,  
    • BBP_RFC_READ_TABLE 
  • SAP user with access rights to the function modules  
    • RFC_READ_TABLE, 
    • BBP_RFC_READ_TABLE 
    • DDIF_FIELDINFO_GET
    • RFCPING
    • RFC_GET_FUNCTION_INTERFACE
  • SAP library SAP-JCO 64bit (requires SUSER in SAP Store)
  • Network connection and network shares to the SAP system  
  • Connection data to the SAP “Application Server” or “Message Server” 
    • Message server (MSHOST)
      • Message server port     
      • SAP system name (R3NAME)
      • Application server group
      • SAP Router String
      • Client
  • SAP application server
    • SAP system number
    • SAP system name (R3NAME)
    • Client
    • SAP Router String
  • Hardware requirements for the computer:  
    • At least Intel I7 or comparable processor  
    • 8 GB main memory  

Prerequisites for the data processing phase

• • The prerequisites depend on the complexity of the company code-dependent data. Therefore, the following prerequisites are based on the processing of an “average” data set, which we also recommend for each data pull. Provision of powerful hardware with the following minimum requirements:  
    • At least 16 – 32 GB of RAM 
    • At least Intel I7 processor(s) 
    • At least 1 TB hard disk capacity   
  • The customer shall ensure that (network) access to the customer’s SAP systems – or direct use of zap Cash on the customer’s systems – and, if necessary, on an SAP test system (with updated original data stock) is made possible for zap Cash. The customer is responsible for and will, if necessary, take appropriate measures to ensure that no damage (virus attack, system crash, etc.) occurs as a result of accessing or using the software in the customer’s systems. Within the scope of the use of the software, the Customer shall be responsible for compliance with all statutory provisions (in particular data protection and labor law provisions) as well as for the involvement of the data protection officer
  • and the works council, if required.  
  • The data scope of the data print as well as the definition of which columns could contain personal data is predefined in zap Cash. The client is responsible for checking the data scope including the columns marked for pseudonymization and for verifying it in the software prior to the data extraction. zap Cash automatically fully pseudonymizes all columns that are defined as personal data in the preparation on the basis of the “public key” of the asymmetric key pair that can be generated by the client. The “private key” generated by the client is not known to zapliance GmbH and is the sole responsibility of the client.  

The client ensures the logical and physical security of the IT infrastructure on which the digital products, the data generated by the digital products and/or zap Cash are operated, or to which the digital products, the data generated by the digital products and/or zap Cash are transported or transferred. In addition, the client guarantees the interface security between the SAP systems, zap Cash as well as the web browser that is accessed. Subject to the provision in section 7 of the GTC, zapliance GmbH is not liable for damages due to lack of access protection, lack of security, lack of archiving, and lack of encryption of the client’s data.

Onboarding & Support 

zapliance provides support from onboarding through the operation of the software and is available for all support requests during the service period.

Onboarding includes contact with a Customer Support Associate or equivalent Customer Success Manager who will assist with the setup and installation of zapliance software in your organization and answer any technical questions about the software, or IT security. The customer is informed about product updates and product releases and has the possibility to use them without additional costs during the service period.

In particular, the support is available for the following topics, if required:

• • IT setup (hardware, infrastructure, installation)
  • SAP user setup and connection to the SAP system
  • Execution and monitoring of the data retrieval and data processing
  • Software operation and patch management

Our onboarding support includes support by phone, via email, or remotely via web conference (Microsoft Teams or Zoom) from Monday to Friday between 9 am and 5 pm GMT. There is no limit to the number of support requests during the service period. Web conferencing is limited to one hour per month. Content-related questions, questions about indicators, the testing procedure, and embedding the software in the company processes are explicitly not part of the support but are addressed in the workshops. 

The sending of log files is obligatory for technical support cases. The customer agrees to send them to zapliance Support if required.

If Onboarding & Support is purchased as part of a zap Audit Subscription or zap Cash Subscription, the cancellation conditions for the respective zap Audit Subscription or Zap Cash Subscription also apply to Onboarding & Support. You cannot cancel the subscriptions independently of each other.  

Service period: The service period starts with your acceptance of the offer and ends after the term formulated in the offer.

Workshops

zapliance conducts workshops in cooperation with the customer to teach the technical basics and methods of the products.

The content can be delivered either as a 1-day workshop or in a 3 x 2-hour web conference for a maximum of 10 participants in German or English. After ordering the 3 x 2-hour workshop, three dates will be coordinated with the customer.   

All confidential, company-related information exchanged during the workshop is subject to confidentiality, regardless of the form in which it was transmitted. The Information Recipient shall protect the Confidential Information using security measures at least equivalent to those the Information Recipient uses to protect its own similar confidential information, but at least equivalent to those reasonably necessary for its safekeeping, and shall use it only for the purposes outlined in this Agreement. The Parties shall be entitled to disclose the Confidential Information to their employees, agents, contractors, and consultants on a “need to know” basis, provided that the relevant Confidential Information Disclosing Party has entered into a confidentiality agreement with the aforementioned, the terms of which are equivalent to those of this Agreement, and provided that the Information Disclosing Party can demonstrate the existence of such an agreement, should this be requested by the other Party.

zapliance reserves the right to change the date or time of the workshop at any time prior to the start of the workshop.

Performance period: The performance period for the perception of the workshop begins with your acceptance of the offer (the purchase of the digital product including the booking of the service) and ends after the term formulated in the offer.

zap Audit Workshop

• • The zap Audit Workshop trains users in the use of the software and, among other things, explains, the functionality and methodology in the context of your company. The zap Audit Training is mandatory for all users to ensure a reliable evaluation.
  • The zap Audit Workshop consists of 3 x 2 hours web conference for max. 10 participants in German or English and includes:
    • Basic Training zap Audit
    • zap Audit Professional Judgement & Joined Audit
    • zap Audit Benchmarking
  • Prerequisites for the workshop
    • At least one activated zap Audit project
    • Access to the SAP system via SAP GUI by at least one workshop participant
    • zap Audit Benchmarking requires sending Excel exports to zapliance.

zap Cash Workshop

• • The zap Cash Training teaches zap Cash users how to use the software and, among other things, explains, the documentation standards as well as methodology and functionalities. The zap Cash Training is mandatory for all zap Cash users to ensure a reliable valuation.
  • The zap Cash Training includes 3 x 2 hours web conference for max. 10 participants in German or English and includes:
    • Basis Training AI
    • zap Cash Introduction
    • Joined Audit
  • Prerequisites for the workshop
    • At least one activated zap Cash project
    • At least one exported and re-imported AI-run
    • Access to the SAP system via SAP GUI by at least one workshop participant

1-day Workshop 

• • The zap Audit or zap Cash Workshop can alternatively be booked as an on-site 1-day workshop. The same conditions apply as for the 3 x 2h workshops. Deviating from this, however, a lump sum for travel expenses will be charged.  

zap Cash KI & Quality Assurance

At zapliance, the customer comes first. To make you even more satisfied and successful, our project managers (Customer Success Manager or CSM) actively support you in using zap Cash optimally and achieving your individually agreed goals. Our CSMs are your contacts during the performance period and ensure that your feedback is implemented.

Performance Period: The performance period for the usage of the zap Cash service starts with your acceptance of the offer (the purchase of the digital product) and ends after the term formulated in the offer.

Quality Assurance

• • After activation of the first zap Cash project, zapliance regularly carries out random checks of the quality of the Professional Judgement, as well as the documentation by the zap Cash user.
  • The results of the quality assurance are presented to the zap Cash users and distributed in form of a short report.
  • zapliance checks the quality of the AI and makes recommendations for further audit actions
  • zapliance checks the project potential and discusses a realistic project duration together with the customer

KI updates

Based on the experience of all zap Cash users, zapliance continuously provides zap Cash customers with optimized result lists based on continuously developed AI algorithms.