Software zur Auftragsbestätigungs- und Lieferscheinverarbeitung

The total duration of the contract for evaluation/review is 48 months. The contract commencement is considered to be the date of contract conclusion. The service duration can be extended by agreed-upon months if not terminated with three months' notice prior to the end of the term.

Key milestones and phases include:

• Project start and detailed planning (Kick-off, roles, deadlines, risks, contributions, communication plan).
• Fine concept (Target processes, fields, rules, workflows, interfaces, security, operation, acceptance).
• Setup and integration (Environments, SAP interface, inputs, roles, configuration).
• Pilot and test (Representative documents, unknown layouts, bug fixing, KPI measurement). A productive pilot can be provided within eight weeks after project start.
• Training and Go-live (Key users, end users, operational handover, Go-live). The productive introduction of both document types is required no later than 16 weeks after project start, assuming the client fulfills their cooperation obligations.
• Hypercare and stabilization (Minimum of four weeks, KPI report, remaining points, final documentation).

The deadline for submitting the participation application for the procurement process is November 20, 2026, at 12:00 PM. The participation period is a minimum of 30 calendar days from the day following the dispatch of the contract notice.

The core scope of work for this tender involves the provision, introduction, integration, configuration, go-live, and operation of a cloud-based Software-as-a-Service (SaaS) solution for the automated processing of incoming order confirmations and delivery notes.

The solution must comprehensively support documents from their entry, recognition, classification, data extraction, and technical review, through reconciliation with existing SAP system data, clarification of discrepancies, and finally to the posting or updating of related business transactions. This includes all necessary project, integration, training, documentation, and operational services.

The SaaS operation specifically covers hosting, maintenance, care, updates, release changes, monitoring, data backup, recovery, and support. All required software components, connectors, interfaces, AI/recognition components, third-party products, and usage rights are part of the offered service.

The primary objectives are the significant reduction of manual processing steps, coupled with enhanced data quality, transparency, and supply security, by engaging human intervention only for deviations, uncertainties, or approvals.

Core Processes:

• Automated order confirmation processing, including position-related review and updates in SAP S/4HANA.
• Electronic delivery note processing, including mobile goods receipt posting and position-related discrepancy handling.

Key Deliverables include:

• Provision and operation of the SaaS solution (hosting, licenses, AI/recognition, maintenance, updates, monitoring, data backup, recovery, support).
• Project management, including a binding project and resource plan.
• Analysis, detailed functional and technical concepts, and target process design through workshops.
• Setup of organizational structures, roles, validation rules, tolerances, and workflows.
• Integration with the SAP S/4HANA system for data exchange, posting, error handling, and monitoring.
• Configuration of document input channels and document classification.
• Implementation of order confirmation and delivery note processes, supporting mobile use.
• Test concept, system and integration tests, acceptance test support, and error resolution, including test cases, test protocols, and error lists.
• Training materials, user, administration, and operation documentation in German.
• Go-live, hypercare phase (at least four weeks), maintenance, support, release, and security management.
• Ensuring operational continuity, availability, capacity management, backup, recovery, and technical monitoring according to service levels.
• As-built documentation, data model, interface documentation, and configuration overview.
• Data export and exit support at contract termination, including an exit and handover concept.
• Final report with KPI evaluation and recommendations.

Exclusions:

• The implementation of a complete SAP-EWM system.
• A comprehensive cleanup of all ERP master data.
• Processing of patient treatment data.