ERP in the SAP private cloud

Air BP Aramco Poland Sp. z o.o. is a joint venture between two international fuel corporations – Air BP and Aramco. The company has been operating under this new ownership structure since December 2022. Both international fuel corporations are equal shareholders, bringing their expertise and experience to the joint venture. The change in the joint venture’s structure followed Aramco’s acquisition of a 50% stake from the LOTOS Group.

One of the key challenges of this business transaction was the need to “equip” the new entity with a system capable of handling critical business processes. The implementation of SAP S/4HANA Cloud Private Edition – the Rise with SAP model – covered the areas of finance and controlling, materials management, and sales and distribution (FI, CO, MM, SD). An essential part of such projects is also the support provided by the Basis team.

The client’s requirements also included the preparation and implementation of the flow and approval of purchase invoices along with OCR and automatic posting in SAP. This process was carried out on Rockawork, a flexible digitalization platform from All for One.

The project schedule was very tight due to business circumstances – after one of the shareholders had changed, the company was allowed to use the old system only until the end of 2024.

The project progressed at an impressive pace. The first activities began in February 2024, and on the New Year’s Eve, after the opening balance had been uploaded, the system was already handling the first refueling. The official go-live took place on January 1, 2025. It was a hectic night and quite an unusual launch. Typically, in implementation projects, all transactions in the legacy system are suspended over the go-live weekend, and the new solution is handed over to users on Monday morning. The specific nature of aviation fuel sales at airports made it impossible to shut the system down. The SAP S/4HANA go-live took place during a brief window between the last refueling of the old year and the first refueling in 2025.

The project was carried out using the SAP Activate methodology and the SAP Cloud ALM tool. The partner supporting Air bp Aramco was All for One Poland.

SAP S/4HANA in the private cloud option offers advanced capabilities for an individualized approach to a company’s business needs and for creating a tailor-made solution. At Air bp Aramco, the core system was integrated with SAP IS-Oil & Gas, an industry-specific solution. The use of the SAP BTP Integration Solution platform enabled efficient integration with systems of business partners and the Ministry of Finance. The modern architecture of the system also supports the use of mobile applications based on Fiori technology to handle fuel receipts and issues, which record and post refueling at airports in real time.

SAP IS-Oil and Gas is the comprehensive SAP solution for the oil and gas industry. It is used to support processes related to upstream operations (exploration, drilling, production, refining, and crude oil storage), as well as management and execution of supply chain activities (production and distribution), through to business processes related to secondary distribution (terminal inventory management and bulk product transportation, sales of hydrocarbon products to commercial and retail customers, management and retail of fuels and dry goods at service stations).

Due to the specific nature of its business, Air bp Aramco uses only those components of SAP IS-Oil and Gas that support processes related to secondary distribution (Downstream Marketing & Retailing).

For Air bp Aramco, a key part of the industry-specific solution is an additional tab in SAP S/4 that collects specific master data related to product parameters (weight, temperature, density) as well as other attributes that determine tax classifications and excise duty calculations. Comprehensive master data well-embedded in the system is the starting point for executing purchasing and sales processes.

But that’s not all. In its commercial transactions with partners, Air bp Aramco uses PIDX (Petroleum Industry Data Exchange), an international standard that normalizes business processes and the method of exchanging commercial data between B2B partners in the oil and gas sector.  The interfaces prepared in accordance with this standard are used for shipment of orders and execution of inbound deliveries. Data provided in messages according to the PIDX standard (e.g., fuel weight including temperature) is important for calculating excise duties.

Fuel deliveries for Air bp Aramco are carried out both by trucks (directly to airports) and by rail (to fuel depots). Truck deliveries are received by staff at airports using the Fiori mobile application. Rail deliveries are received directly in the SAP system.

The prepared fuel receipt solution meets all customs and tax control requirements.

Another process handled in the solution is related to the daily fuel demand notifications sent by Air bp Aramco to its supplier based on its own sales estimations.

An extensive part of the solution consists of sales processes. Depending on the customer segment, sales process, and other parameters and data, the final fuel price and excise charges are calculated. This process includes a large number of validations, and sales are carried out using a mobile application.

SAP IS-Oil and Gas also provides standard solutions for handling excise duty. The configuration node available in the solution takes into account certain aspects specific to Poland in this area. However, during the project, it was determined that the scope of these capabilities was insufficient to meet the business needs and the requirements of the Polish tax authorities. Using an external tool and integration with SAP, a dedicated solution was developed to fulfill the excise duty handling requirements.

Air bp Aramco offers aviation fuel sales, including aircraft refueling services provided directly at airports, as well as wholesale fuel distribution. As part of the project, SAP Fiori mobile applications were prepared to handle fuel sales at airports (fuel issues and receipts, reporting).

The Fuel Issue application is available on mobile terminals (tablets) and is used by Operators responsible for aircraft refueling. A typical option is the use of a sales order list valid for the specific airport. The application also supports ad-hoc customers and suggests the fuel type for a given order (Jet-A1 or Avgas 100LL).

After refueling is completed, a printout with the recorded fuel parameters is provided to the aircraft service team. For the specific sales order, an outbound delivery is created to record the fuel issue (stock withdrawal).
In aviation, the amount of fuel used for refueling is calculated taking into account parameters such as fill temperature, density, and other. As previously mentioned, this task is performed in the SAP Industry Solution Oil & Gas, integrated with an external solution responsible for calculating fuel parameters according to PIDX, a conversion factor standard adopted in the industry. The application retrieves this data from the system. Based on this information, as well as data provided by the Operator, the final quantity of fuel sold is calculated. After taking into account the general pricing conditions for the given customer, the final sales price is calculated. The data obtained in this way forms the basis for calculating VAT and excise duty.

Another application used by the refueling operators is the Transaction Report. It is used to verify completed and planned transactions taking into account selected parameters for the purpose of their review and control.

The aviation fuel industry across Europe is currently at a critical juncture – on one hand, there is a growing demand for aviation fuel, while on the other, there are increasing expectations for sustainability and operational efficiency. Forecasts indicate steady growth of the sector over the next decade, with a strong emphasis on process digitalization and automation. In this context, implementing SAP S/4HANA is not only an IT modernization effort for us but also a tangible support for scaling our business and adapting it to changing market conditions.

Our operations combine characteristics of logistics, fuel, and technology companies. We need solutions that are both stable and flexible. Combined with the entire ecosystem of extensions and integrations, SAP S/4HANA enables us to better manage the supply chain, perform precise operational planning, and achieve full financial transparency. The system has been configured according to the specifics of our industry – including non-standard units of measure, the particularities of aviation fuel trading, and reporting requirements related to international regulations.

The integration of SAP with our B2B platforms and mobile tools provides us with access to up-to-date information on deliveries, invoices, and inventory levels. Automation reduces response times, minimizes errors, and enhances the quality of collaboration. This translates directly into trust and long-term relationships.

Air bp Aramco has two equal owners – each with their own reporting standards and expectations. I hope that after further work on adapting SAP S/4HANA to our needs is finished, we will be able to quickly generate reports in various layouts – both operational and financial – in accordance with the requirements of each party.

The SAP implementation project was probably one of the greatest challenges in our company’s history. We had a very tight schedule and, at the same time, we could not afford any operational downtime. The most important factor was the commitment of our employees – our company is very small and does not have an internal IT department, and the employees involved in the project simultaneously continued to perform their regular duties in sales, logistics, finance, and administration.

Given these staffing constraints, close cooperation with the implementation partner was crucial for us – we operated in an agile model, with intensive communication and frequent sprints. From the very beginning, we wanted someone who not only knows SAP and has experience migrating from SAP ECC to S/4HANA but also understands the realities of our industry. Our collaboration was based on transparency, quick decision-making, and mutual trust. As a result, we completed the project on schedule, and the system has been running stably since the first days after the go-live.

Maciej Kowalski, President of the Management Board, Air bp Aramco Poland

As part of the project, an excise duty cockpit was prepared. It collects movements related to the transfer of the excise product under the suspended excise duty procedure (this information is reported to EMCS) as well as information on issues with the so-called paid excise duty.

The cockpit records all logistics movements: purchases, orders, inbound deliveries and receipts, as well as retail and wholesale sales. The cockpit reflects over a decade of experience collaborating with tax and customs authorities on excise duty settlements. One of the key user expectations was that the cockpit would have a similar visual layout; however, due to the newer SAP version (S/4 instead of ECC) and time pressure, considerable simplifications and reorganization of functionalities were made. However, they did not compromise the effectiveness and accuracy of excise duty handling. The solution meets all requirements of the Ministry of Finance regarding excise records and the handling of the electronic delivery document (eDD).

Entities obligated to maintain excise records are required to integrate their solutions with the Excise Movement and Control System (EMCS). This system prepared by the Ministry of Finance is used for the ongoing monitoring of all movements of excise goods.

Air bp Aramco’s excise duty cockpit collects comprehensive logistics information, including shipping locations (mainly airports), shipping partners, recipients, aircraft management companies, and delivery locations (for wholesale sales).

Information about all product movements is sent to the EMCS system in the form of structured eDD messages, so the entire fuel transport route is continuously monitored and confirmed at every stage (quantity, compliance confirmations, identified discrepancies, refueling confirmations, etc.).

For outbound deliveries, so-called wing refueling (which constitute the vast majority), receipt confirmation is made automatically, and the actual settlement takes place within up to 5 days. In wholesale sales, the recipient receives a delivery message from EMCS and is obligated to confirm the receipt of delivery. In the process of fuel purchasing by Air bp Aramco, an inbound delivery message is sent to the SAP system and initiates the receipt process. In the SAP system, this message is linked to the purchase order and inbound delivery, or the system automatically creates such a delivery using information from the eDD message about the quantity of goods transported.

Upon receipt of the delivery, the quantity is confirmed (or discrepancies are identified), followed by the sending of a receipt report (also as a message). The core function of the excise duty cockpit lies in recording goods movements and exchanging a series of messages between Air bp Aramco, suppliers, recipients, and the EMCS system.

The project was conducted according to the SAP Activate methodology, which provides a clear structure and flexibility by combining proven practices, ready-to-use tools, and an iterative approach. During the crucial initial phases, we identified detailed business requirements and prepared the organization for change. Close collaboration between departments and the involvement of end users enabled us to develop optimal solutions that ensure high process efficiency and full alignment with the organization’s actual needs.

We had less than a year to implement the SAP S/4HANA system, which meant a very tight schedule for such a complex project. During this period, balancing project work with the organization’s ongoing operational activities was a significant challenge, but thanks to users’ experience with the SAP system, we achieved both quality and timeliness in execution. We value our collaboration with All for One, built on mutual understanding, openness, and a true partnership approach. It was an intense and demanding period, which ended in full success thanks to the commitment of both sides.

Paulina Kopczyńska, IT Coordinator, Air bp Aramco Poland

As part of the project, SAP S/4HANA was integrated with four business partners, including the fuel supplier, as well as with EMCS, the Ministry of Finance’s excise system. The integration platform used is SAP Integration Suite (IS), a solution that is part of the SAP Business Technology Platform (BTP). This solution creates a fully cloud-based integration platform for managing the process of data flow between systems.

In total, over a dozen interfaces were developed. Through these interfaces, Air bp Aramco exchanges tens of thousands of messages with its business partners each month.

The interfaces for data exchange with one of the business partners support the fuel purchasing process according to the PIDX standard.

Implemented interfaces:

• PM message (fuel purchase order);
• PMR message (order acceptance/rejection confirmation);
• LDR message (delivery confirmation, posting of delivery in SAP);
• Purchase invoices are subsequently sent to the Rockawork solution (purchase invoice workflow integrated with SAP).

With another partner, master data and invoices are exchanged. Data is exchanged directly with three data buses on the partner’s side, and it is distributed to additional external systems from there.

Prepared interfaces:

• Receipt of customer master data;
• Confirmation of receipt of customer master data;
• Receipt of price master data;
• Sending data of deliveries not invoiced (integration with the customer portal for verification of payment for fuel deliveries);

• Sending invoices in the form of EDI messages and PDF files (including integration with the customer invoice portal).

Integration with the partner who is the main fuel supplier is based on interfaces working with the mobile applications used by dispatchers at airports for fuel notifications and issues.

Developed interfaces:

• Sending fuel notifications from the mobile application to the supplier’s system;
• Receiving fill codes from the supplier’s system;
• Confirmation of fuel filling/issue;
• Status messages.

Integration with EMCS was carried out in cooperation with Pentacomp, which on its PentaTAX platform provides signing of excise messages with a customs certificate, additional monitoring of these messages, and integration with the Ministry of Finance’s PUESC platform.

Interfaces were prepared for:

• Sending excise messages for the eDD document flow;
• Receiving excise messages for the eDD document flow.

The solution includes the support of all types of eDD messages required by the Ministry of Finance.

There was intense time pressure for deployment, with the system going live within a narrow, just a few-hour time window, integration with key business partners and the Ministry of Finance’s system, as well as new mobile applications and an invoice flow system on top of that. Project risks were significant. Despite this, immediately after the go-live and in the following weeks, business partners and Operators confirmed that they did not feel any change in their cooperation with Air bp Aramco Poland. In this case, that is a very positive message.

Contributors:
Zofia Kubiatowcz, Bartosz Janowski, Marcin Lemański,
Arkadiusz Olejniczak, Wojciech Wachowiak

Air BP Aramco Poland Sp. z o.o. is a joint venture between two international fuel corporations – Air BP and Aramco. The company specializes in supplying aviation fuel to aircraft. It provides services at six airports across Poland: in Warsaw, Gdańsk, Poznań, Katowice, Lublin, and Szymany. It also sells fuel on a wholesale basis from two fuel depots, enabling customers to efficiently manage their aviation fuel supply.