Service entries.
The contractor submits their estimate in a portal. The facilitator reviews it against a checklist and approves or rejects. On approval, the entry sheet is created in your ERP.
Four steps, from portal to your ERP.
Contractor portal
The contractor keys in the estimate in the portal, or fills it from their .xlsx form, with its evidence: the form, the period's progress, the photos. No emails, no shared folders.
Checklist
The facilitator reviews the estimate against the checklist. Without the mandatory items, the record can't be approved.
Approval with context
The facilitator approves or rejects with the service history, the breakdown and the flags in view. A rejection goes back to the contractor with the reason documented.
Entry sheet in your ERP
On approval, the entry sheet is created in your SAP, against the purchase order and its line item. The document number comes back to the record, where the vendor sees it.
Controls that today don't exist.
Six controls on every estimate. The flags are advisory: they flag, they don't block — the facilitator decides.
Mandatory checklist
The facilitator ticks the checklist; without the mandatory items, the record can't be approved. The items are defined with your team during onboarding.
Line-by-line breakdown
Concept, unit, quantity and unit price for each line. During review, the facilitator sees the breakdown of the last three approved estimates of the same service.
Amount-out-of-pattern flag
The system marks for review any estimate above the service's 12-month high by more than a configurable threshold.
Reused-photos flag
The system compares the progress photos with those of the same service. It marks repeated or near-identical ones, even rescaled or with different brightness. It doesn't verify authenticity.
Segregation of duties
Whoever submits doesn't approve; whoever approves doesn't record the document number. Roles are separated by design, not by habit.
Complete audit log
Every step lands in the log, with owner, date and reason. The approval can be reconstructed afterward.
The entry sheet, in your system.
The approval lands where your operation already works. The connector to your SAP is set up during onboarding and tested first in your quality environment.
On approval, the service entry sheet is created in your SAP through the OData service, against the purchase order and its line item.
The number the ERP returns is stored on the record and the vendor sees it. They invoice with it.
If the posting fails, the approval stands. On retry, the system first checks whether the document already exists in the ERP.
Without a connector, the approved record waits in a queue until Procurement records the document number.
The detail, chapter by chapter.
Service entries is a solution of the Vigía Legal platform. It can be contracted on its own or together with REPSE Compliance and Foreign trade — on the same portal and the same contractor roster.
From the portal to the entry sheet, on your documents.
Send us a contract and a sample estimate from one of your contractors. We'll show you the full flow: the checklist, the approval with context and the entry sheet.