Business Challenges
They encountered two primary challenges:
- Accounting Operations: The internal accounting team had to process manually over 10,000 invoices daily. Specifically, matching SAP system invoices with purchase orders and contract terms is highly labor-intensive, with each transaction consuming 3-5 minutes.
- Inventory Management: The pharmacy warehouse manager struggled with the complexities of generating weekly reports to monitor drug order quantities for replenishment, rotation, and procurement. With over 100 clients and hundreds of thousands of drug types, maintaining data accuracy amidst such a large volume of information was a significant challenge.
Our Solutions
To deal with the two primary challenges of manual invoice processing and stock report management, our project team implemented an RPA solution to streamline these processes.
- Invoice Processing Automation:
Developed custom bots to automatically extract invoice data, including number, date, amount, and vendor details.
Integrated the RPA solution with the SAP system to automate the matching of invoices with purchase orders and contract terms.
Implemented exception handling for invoices requiring manual review to minimize errors and ensure compliance.
- Stock Report Management Automation:
Created a centralized platform for Stock Transfers (STOs) and Outbound Deliveries (OBDs) to simplify stock report management.
Utilized collected data to analyze real-time inventory levels and integrated AI for forecasting and backup planning.
Key Results
Reduced transaction processing time from 3-5 minutes to seconds, enabling the accounting team to handle high-volume workloads efficiently.
Achieved cost savings of over $60,000 in the first year through RPA implementation.
Strengthened internal controls and audit trails, enhancing transparency and accountability.
Provided real-time insights into financial metrics and KPIs through customizable dashboards and reports.
