Global food company enhances accounts payable process

Situation

Even in today’s highly-digitized economy, invoicing remains largely paper-based. Accounts Payable systems require manual input, and bottlenecks in the process often result in late or erroneous payments. One large food manufacturer and distributor decided to automate their Accounts Payable processes to reduce overhead.

Challenge

A manual invoice entry process took a long time to enter and often resulted in late or incorrect payments. This left management unclear of the company's actual financial obligations. A lack of visibility made their decision-making process more difficult and management grew frustrated.

The global distributor needed a solution to automate its invoice process, as well as the routing and approval process. The system also had to integrate to Microsoft Office 365. Unfortunately, one proposed solution came with a six-figure maintenance commitment and a large fee forcing the company to look for other options.

Solution

The company found a Nintex partner who offered a SAP Accounts Payable solution integrated with Office 365. This partner knew that Nintex Workflow provided the automation the company needed, with a seamless Office 365 integration and was able to:

  • Reduce manual data entry by scanning invoices received by mail or email, then using a reliable OCR tool to extract and validate the data.
  • Set up a Nintex workflow that automatically posts the invoice images and data to SAP through IntelliDocX APay, creating new invoice transactions in SAP and automatically archiving them to SharePoint.
  • Use Nintex workflows route the invoices to appropriate users all over the world, allowing employees to easily verify the images and data in SharePoint, and make sure the invoice is properly coded.
  • Use additional Nintex workflows provide invoice duplicate detection, purchase order and goods receipt validation, blocked invoice processing, and credit memo processing.

The combined Nintex and APay solution provides management with the visibility it needs in both SAP and SharePoint dashboards.

Benefits

Management was delighted with their new dashboards, which provided the data they needed for decision-making.

The company also managed to save over $100,000 per year in licensing and maintenance costs for the new solution. In addition, the faster invoice processing let the company save a lot in early pay discounts.

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