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As a distribution company, thousands of invoices for their customers are generated each week. The company does business with a vast array of organizations, and many of the larger clients require that all invoices be submitted via a supplier payment portal (such as Coupa, Ariba, and iSupplier).
As a result, the standard process where the ERP would send invoices via email would not work. The AR department had to manually log into each portal, enter the information, attach and submit the invoice for payment. Not only was this labor-intensive, but also, if an error was made, it could take days or weeks for the correction to be made. This increased the DSO.
The goal was to quickly and cost-effectively eliminate this data entry process without any internal or external changes to existing systems. The solution had to be scalable to increase/decrease in real-time depending on the annual trending activity.
On the qualitative side, there was the need to elevate employee morale by eliminating repetitive manual processes and having them focus on more complex, creative, and strategic work.
Solugenix used Robotic Process Automation (RPA) to streamline the portal entry process. The bot reviews the generated invoices to determine if they need to be uploaded into a portal.
It then logs into the appropriate portal per that invoice, locates the corresponding purchase order, inputs the applicable information from the invoice to the online PO, attaches the invoice to the PO, validates that the invoice and PO information match, and then submits the invoice. When completed, the bot generates a report to show the activity and the results.
By using RPA, the company saves 55 hours each week by not manually uploading these invoices into the various portals. Additionally, since automating, they have been 100% error-free in submitting invoices into the portals.
“As a result of this implementation, our team has been freed up to focus on much more critical items.”
VP of Finance and Accounting
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601 Valencia Ave, Suite 260
Brea, CA 92823
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