For instance, around 200+ purchase orders and the same number of invoices were being processed daily with the involvement of over 20 dedicated employees.
Challenges and the fix
Errors such as incorrect quantity and items, delayed approvals, and inaccurate delivery dates were plaguing the purchase order (PO) validation process. By dealing with numerous vendors and businesses daily, the company received an overwhelming number of electronic POs that were processed manually – an error-prone practice.
The team deployed by Bautomate assessed the entire process, identified gaps, and decided process automation as the best solution. With a process overhaul, they had listed down the long-term implications of business process automation and scalability. The team had integrated process automation bots with the system and ensured optimum performance with quality testing.
The process
Step-1: As POs are shared over emails, the bots identify and segregate such emails, extract the PO, and validate its format. Stakeholders are notified of the validation status.
Step-2: Database information is referred for validating sender details and items.
Step-3: Bots extract the key values and check them against the business rule updates.
Step-4: When the POs are sent in an invalid format, alerts will be sent to all the stakeholders.
Solution
Bautomate automated the purchase order processing. The software uses AI-Powered OCR to extract data from the purchase orders and transforms the data into their ERP system through seamless integration.