AI Financial Close and Reconciliation Assistant

The close takes longer than the month deserves

In most SAP Business One companies, the month-end close lives in a spreadsheet on the finance manager's desktop. It lists twenty or thirty tasks — post depreciation, accrue unbilled supplier deliveries, reconcile the bank, clear the GRNI account, check inter-company balances, revalue foreign currency, review open A/R and A/P, confirm the inventory audit report ties to the stock accounts. Nobody outside finance can see where the close stands. When a task is missed, it is discovered in the next period, or by the auditor.

The reconciliation work underneath that checklist is worse. Internal reconciliation in SAP Business One will match on exact amount and reference, but real-world clearing rarely looks like that: a customer pays four invoices with one transfer minus a rounding difference, a supplier statement has a credit memo you have not received, GRNI carries a receipt whose invoice arrived with a different price. Every one of those becomes a manual hunt through the Business Partner ledger, and the same hunt happens again next month because nothing learned from it.

What ECOSIRE builds for you

ECOSIRE builds a close assistant as a native SAP Business One add-on package. It is not a report and not a spreadsheet template — it is a set of User-Defined Objects, User-Defined Tables and User-Defined Fields registered in your company database, driven by a service that talks to SAP through the Service Layer (REST) and the DI API.

A close calendar you can actually see

We model your close as a UDO-backed checklist template: task, owner, dependency, expected posting period, due offset from period end, and the SAP object each task touches. Instantiating a period creates the task set for that period, and each task's status is tracked against real evidence in the database — a task that says "post depreciation" is only marked complete when the corresponding Journal Entry exists in that period. Approval procedures can be attached so a controller signs off task groups before the period is closed.

Matching suggestions instead of manual hunting

The assistant reads open items from the Business Partner sub-ledgers and the bank/incoming payment side, and proposes clearing sets: one-to-many, many-to-one and partial matches with tolerance rules you define per Business Partner group, currency and amount band. Each suggestion carries a confidence score and a plain-language reason — "three A/R Invoices for BP C1043 sum to the receipt amount less 2.15 rounding within your 5.00 tolerance". You accept, edit or reject. Accepted sets are written back through the DI API as internal reconciliations or as a Journal Entry for the difference, posted to the write-off account you nominate. Nothing posts without a human accepting it.

Accruals that remember themselves

Recurring accruals — rent, utilities, audit fees, commission — are held as templates with their own posting rules and reversal behaviour. Goods-received-not-invoiced accruals are derived from open Goods Receipt PO lines that have no matching A/P Invoice at period end, valued from the receipt, and proposed as a Journal Entry with a first-day-of-next-period reversal. Prepayment amortisation schedules are held in a UDT and released month by month.

Exception analysis in words, not just variances

The assistant compares the period being closed against prior periods and against your own tolerance settings, and surfaces what changed with an explanation: an expense account up materially on a small number of documents, a Business Partner whose ageing profile shifted, a Warehouse whose inventory account balance no longer agrees to the stock valuation, a control account with a manual Journal Entry posted directly to it. Each exception links straight to the underlying documents so the reviewer can open the Sales Order, A/R Invoice or Journal Entry that caused it. Language generation is used only to describe findings that come from your data — the numbers are always computed, never generated.

Evidence pack for the auditor

Every period produces a retained record: which tasks ran, who completed and who approved them, which reconciliations were accepted and by whom, which suggestions were rejected and why, and the resulting document keys. Crystal Reports layouts are built over that data so the pack prints in your format.

Who this is for

Finance teams running SAP Business One 10.0 who close monthly, have more than a handful of bank accounts or Business Partners, and are losing days to reconciliation and chasing. It suits multi-currency and multi-entity companies especially, where FX revaluation and inter-company confirmation add work every single period. It is not aimed at companies with a trivial ledger and two bank lines a month.

How delivery works

1. Scoping call. We walk your existing close checklist, your chart of accounts, your reconciliation pain points and your approval structure. We confirm your SAP Business One version, database platform and whether you are on-premise or cloud-hosted.

2. Fixed quote. You receive a written scope with the task model, matching rules, accrual templates and reports we will build, a fixed price and a delivery date. Nothing starts until you accept it.

3. Build. ECOSIRE develops the add-on against a copy of your company database structure. Typical lead time is two to four weeks depending on the number of matching rules and accrual templates in scope.

4. Install in test, then production. We install into your test company first, run a full parallel close against a period you have already closed manually, and compare results with you line by line. Only after you sign off does the same build go into your production company database.

5. Support. A support window is included from production go-live, covering defects, rule tuning as you learn what your tolerances should be, and assistance through your first two live closes.