- Robotic Process Automation
Automated Invoice Processing using RPA
Background
Marel, a global leader in food processing solutions, is renowned for its innovative technologies that enhance efficiency, quality, and sustainability in the food industry. With a strong emphasis on research and development, Marel continuously anticipates and meets industry needs through its advanced processing solutions. This commitment to innovation and efficiency has positioned Marel at the forefront of the food processing industry, serving a diverse range of clients worldwide.
Challenges
The finance department at Marel faced significant challenges with the manual processing of invoices. The task of booking goods receipts was not only time-consuming, taking approximately 2 to 3 minutes per transaction, but also prone to human error. These inefficiencies were compounded by the high volume of invoices processed daily, leading to substantial manual work hours each month. The manual nature of the process also risked delays and inaccuracies in financial reporting, which could impact overall operational efficiency and financial health. Marel needed a solution that could streamline this process, reduce manual workload, and improve accuracy.
Solution
To address these challenges, Marel partnered with Ciphix to introduce Basware, a digital employee powered by Robotic Process Automation (RPA). Basware was designed to automate repetitive, rule-based tasks within the invoice processing workflow. The implementation of Basware transformed the invoice booking process, reducing the time taken from 2 to 3 minutes to just 2 to 3 seconds per transaction. This improvement in efficiency resulted in saving the finance department approximately 90 hours of manual work each month.
Basware’s workflow is designed to ensure seamless integration and high accuracy. The process begins with Basware logging into the Basware site to handle pending tasks, followed by exporting invoices to Excel, adhering to strict naming conventions. Basware then filters the Excel file for specific columns and invoices, ensuring only relevant data is processed. Subsequently, Basware logs into SAP to generate and export a report, waiting for processing completion. One of Basware’s key functionalities is its ability to compare invoices between Basware and SAP, identifying and rectifying discrepancies such as missing purchase order numbers or net total mismatches. Through this comprehensive and integrated approach, Basware eliminates manual errors and maintains high-quality work standards.
Implementation
Integration with Existing Systems: Basware was seamlessly integrated with Marel’s existing Basware and SAP systems to enable real-time processing and monitoring of invoices.
Workflow Design: The RPA workflow was designed to automate the end-to-end invoice processing tasks, from logging into Basware to generating reports in SAP.
Testing and Optimisation: Extensive testing was conducted to ensure the RPA solution met Marel’s operational requirements. Feedback from the finance team was incorporated to refine and optimize the process.
Training and Support: Comprehensive training sessions were held for the finance team to ensure smooth adoption and effective use of the new automated system.
Key features
Automated Invoice Processing
Basware automates the entire invoice processing workflow, significantly reducing the manual effort and time required.
Real-Time Data Handling
Basware handles and processes invoices in real time, ensuring timely and accurate financial reporting.
Error Detection and Correction
By comparing invoices between Basware and SAP, Basware identifies and rectifies discrepancies, minimizing manual errors.
Enhanced Collaboration
Basware’s integration fosters collaboration with human colleagues, maintaining high standards of work quality.
Impact
The implementation of Basware has had a profound impact on Marel’s finance department. The automation of invoice processing has reduced the time required to book goods receipts, from 2 to 3 minutes per transaction to just 2 to 3 seconds. This efficiency gain translates to saving around 90 hours of manual work each month, allowing the finance team to focus on more strategic tasks. The reduction in manual errors has also improved the accuracy of financial data, enhancing overall operational efficiency and financial health. By leveraging RPA, Marel has set a benchmark for innovation and efficiency in the food processing industry, demonstrating its commitment to continuous improvement and employee satisfaction.
