AI and SAP: how an AI platform reaches the ERP system
An AI platform reaches ERP data through the system's interfaces, for SAP for example through published OData services. Three points matter: the AI reads with the permissions of the person asking, not with a shared account; it only reads at first and writes nothing back; and the vendor's terms of use allow the route. Since April 2026, SAP's API policy restricts AI agents' access to its interfaces.
Why does an AI need access to the ERP system?
The ERP system holds the budget, finance, purchasing, materials and often HR. With access to it, an AI answers questions for which you would otherwise request a report or click through several screens: how does the budget line compare with the plan? Which purchase orders with this supplier are still open? Why do actuals differ? The data becomes the basis for drafts, such as a comment on a variance analysis or a payment reminder.
Many tasks do not need the ERP at all: checking tender documents, summarising contracts or writing memos works with documents. A connection pays off when questions about current figures and transactions come up often.
Which routes give an AI access to the data?
| Route | What happens | What to watch |
|---|---|---|
| Published interface (for SAP, OData services for example) | The AI queries individual data through a documented interface. | Which services your system offers; the vendor’s terms of use |
| Reporting data store | The AI reads from a copy made for analysis, not from the live system. | How current it is; permissions must apply in the copy as well |
| The organisation’s middleware platform | The AI attaches to a platform through which the ERP already talks to other systems. | Who checks permissions: the platform or the ERP |
| Export as a file | Someone exports a list and gives it to the AI. | Manual work, but full control over every record |
For SAP, the approved interfaces are listed in the SAP Business Accelerator Hub. Older systems often offer only function modules, which first have to be made accessible to an AI.
What does SAP’s API policy say?
In April 2026, SAP published version 4/2026 of its API policy. In it, SAP prohibits the use of its interfaces by (semi-)autonomous or generative AI systems that plan, select or execute sequences of interface calls, as well as large-scale reading and copying of data, unless this happens through architectures and routes provided by SAP. SAP reserves the right to monitor usage and to throttle or block access. The policy drew criticism in the trade press and from SAP customer associations.
For you this means: before you connect an AI to SAP, clarify with SAP or your SAP partner which route is permitted for your contract and your system. This applies to every AI, not only to certain providers. Other ERP vendors have their own terms; ask them as well.
Which permissions apply when the AI reads in the ERP?
Permissions in the ERP are finely regulated: who may see which company codes, cost centres and HR data? An AI must not override these rules. Two principles help:
- Access with the person’s account: the AI queries with the permissions of the person who is asking. A technical shared account with broad permissions would show everyone more through the AI than they are allowed to see in the ERP.
- Read only at first: postings, purchase orders and master data changes stay with people. The AI suggests, a person checks and posts.
There is also a risk that many underestimate: when an AI reads text from receipts or supplier letters, instructions may be hidden in them that are meant to make the AI take unwanted actions. Read-only access and approval by people limit the damage. Manipulated instructions in documents →
What should you clarify before connecting?
- Collect questions: which questions do departments ask often, and which data do they need for them?
- Check interfaces: which documented interfaces does your system offer today, and does your contract with the vendor allow their use by an AI?
- Define permissions: does access run with the people’s own accounts? How does sign-in work?
- Exclude writing or limit it tightly: what may the AI only suggest, and what may it one day create itself?
- Logging: every AI access to the ERP should be recorded in the audit log.
How does this work with basebox?
basebox connects systems through connectors. Every access runs with the permissions of the person asking, without a shared service account; by default basebox only reads, and we agree write access with you and approve it specifically. Every connector call is recorded in the audit log.
For public administration, the SAP connector for budget and finance has been announced (“Coming soon”); Infoma newsystem is planned. For other ERP systems or SAP areas: if a system has an interface, we build the connector. The design is free of charge, followed by a fixed price; complex systems such as SAP cost a one-off €13,800, or €6,900 if the newly built connector may go into our library (list prices, net). Without a connection you work with exports and documents; a calculation tool is included as a connector so that figures and totals are correct, and basebox also produces results as Excel files. All connectors and their status are listed on /konnektoren.
Not legal advice: whether and how you may use an ERP vendor’s interfaces for AI depends on your contract. The summary of the SAP API policy reflects the state of our research on 11 October 2026.
Frequently asked questions
Do AI questions to the ERP need a data export into a data warehouse?
Not necessarily. For questions about individual transactions, such as a purchase order or a budget line, read access through an interface is enough. For analyses across many years and departments, a reporting data store is often the better route, because the ERP then does not have to deliver large volumes for every question.
May the AI create postings in the ERP?
Technically this is possible through interfaces. The usual and sensible approach is for the AI to make a suggestion, such as an account assignment, and for a person to check and post it. Write access should be agreed and approved case by case.
Does the SAP API policy also apply to systems in your own data centre?
The policy concerns the use of SAP interfaces. How far it affects your contract and your system is something to clarify with SAP or your SAP partner, ideally before you commission an AI connection.
Sources
This article was created with the help of AI, based on the sources listed. Responsible for the content: basebox GmbH. Not legal advice, no liability. Research as of 11 October 2026.