Case Study
BPO
Automating Accounts Payable Through Integration with Multiple ERP Systems
For a Leading Manufacturing Company
About Newgen
Newgen Software Technologies Limited is the market leader in Business Process Management (BPM) and Document Management System (DMS), with a global footprint of about 700 installations in over 30 countries. More than 100 of these implementations are large, mission-critical solutions deployed at world's leading BFSI, BPO and Fortune Global 500 companies. Newgen is recognized by distinguished analyst firm IDC in its exclusive report “Newgen Software: Global Leader in Business Process Management and Document Management Solutions.” With HSBC and SAP investment, Newgen is one of the rare product companies to have backing of both leading financial and technology companies of the world. Winner of prestigious awards, such as CNBC-TV18 “Emerging India Award 2008”, Frost and Sullivan's “Market Leadership Award for Document Management System and Workflow Software & Services” and “Distinguished Application Product Company” by NASSCOM, Newgen Software is an ISO 9001:2000, ISO 27001 certified and CMM Level 4 company.
Overview
The client is one of the leading BPO’s and offers services that include consulting, IT Services, Data Analytics, Enterprise Systems, Business Process Outsourcing (BPO) / Business Service Provisioning (BSP), Contact Center and Infrastructure Management to the client, a multinational electronics manufacturing services company headquartered in Toronto, Canada.. The client required a system, which could handle Accounts Payable transactions by seamlessly integrating with different ERP applications deployed at various manufacturing locations across North America. The end client had already implemented different versions of SAP BPICS and MFGPro for accomplishing various , Accounting and Finance related processes. These different versions of ERPs were deployed at different factory locations. The end client outsourced its Accounts Payable operations to the client. The client based in Bangalore, was required to handle Accounts Payable activities for 53 different manufacturing locations across North America. As the end client is using different ERP applications at different locations, the primary requirement was to integrate all the ERPs with workflow. However, weaving multiple ERPs across multiple locations in a single Accounts Payable process posed huge integration complexities. The major challenges of the existing system were as follows: ! Tedious tracking and maintenance of physical documents like invoices ! Seamless interfacing between the solution workflow and various ERPs ! Lack of visibility into service levels ! Decentralized procurement, resulting in process inefficiencies ! High cost of invoice processing and auditing and duplicate invoice payment
The Client & their Challenge
Newgen offered the BPO a workflow-based solution, which integrated with different ERP applications deployed at 53 manufacturing locations across North America.
SOLUTIONS FOR BUSINESS PROCESS AND DOCUMENT MANAGEMENT
Case Study
Newgen Solution
BPO
Newgen offered the BPO a workflow-based solution, OmniFlowTM that integrated with different ERP applications. All the invoices with the supporting documents are received at different locations in US, Mexico and TM Canada from where they are scanned, indexed and exported to OmniFlow for further processing. A Remote Image Server is installed in the US location, which captures all the scanned images and sends the images to the Indian servers during off-peak hours. The system is fully equipped to handle exceptions and approvals for 53 factory locations. There is tight integration between workflow and various ERPs. An ERP system generates a csv file, which contains the master details like PO, GRN, Invoice data, etc. The ERP system generates incremental data, which is regularly updated in the workflow. Workflow monitors the location and application from where the input has been taken. The workitem is then routed to various worksteps in the process. Users at certain worksteps use forms to key in data by simultaneously viewing the scanned invoice images on the screen. Due to multiple ERPs, the input form changes dynamically based on the input. All the processing happens in the workflow, like two-way , three-way and four-way matches, and adjusting credit and debit notes. Based on the type of transaction, the invoice is sent for approval to US locations. The user receives the link of a particular transaction through e-mail, and the user subsequently approves or rejects the transaction based on the business logic. The system incorporates a clear classification of documents based on worktype, and lot of time is saved in TM processing of invoice, including the approval cycle. After processing of invoices, OmniFlow also sends data to update ERPs with details like invoice data, goods detail and price information etc. A total of 5000 users are using the workflow system, which processes nearly 3000 invoices per day.
Benefits
! Reduced the manpower requirement for processing invoices ! Single interface for processing all types of invoices with business data converged from different versions of
multiple ERPs
! More than 65% overall cost reduction ! Reduced Turnaround time (From 30 days to 7 days) ! Elimination of duplicate invoice payment, which was a major pain area ! Improved monitoring, tracking, auditing, resulting in efficient administration of BPO’s activities ! Single point data extraction from OmniFlow to the reporting/datawarehouse application
Our Clients
Newgen prestigious clients include Max New York Life, HSBC, Deutsche Bank, ABN AMRO, ICICI Bank, HDFC Bank, Hua Nan Commercial Bank, Bajaj Allianz, Sahara Life, Royal Sundaram Alliance, IBM Daksh, Wipro BPO, Dow Jones, WNS, UBS, Equinox, Patni BPO, Wividus, Unilever SSC, Ranbaxy SSC, Airtel, Hutch, Idea, Etisalat UAE, Reliance Infocomm, Tata Tele Services, GSL Hongkong, Praxair, Philips, SEC Philippines, Trent Limited, Kuoni Travels and Kenya Airways.
Newgen Software Inc., USA 1364 Beverly Rd., Ste. 300, McLean, VA 22101 Tel: 703-749-2855 Fax: 703-749-2858 Email: usa@newgensoft.com Newgen Software Technologies Ltd., India A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi 110 067 Tel: +91-11-26964733, 26963571, 26856871 Email: newgen@newgen.co.in UK Office: 68 Lombard Street, London EC3V, 9LJ, Tel: 2078681736 UAE Office: PO Box 120586, Sharjah Airport International Free Zone, Sharjah E-mail: corpmkt@newgensoft.com
www.newgensoft.com SOLUTIONS FOR BUSINESS PROCESS AND DOCUMENT MANAGEMENT