Shulou(Shulou.com)06/02 Report--

A large educational institution is using RPA to improve back-office operations, increase productivity, and reduce costs.

RPA automates invoice input and validation, simplifying the original invoicing process and improving the speed and accuracy of the accounts payable process (AP).

[Background]

A large educational institution encountered difficulties in invoice processing.

1. The invoice amount is too large

Each month, the agency processes more than 3500 invoices for its 10 schools. These invoices cover expenses incurred by the school and resources used to support the agency's global community investment program. As invoices continue to increase in number and complexity, processing invoices efficiently becomes a difficult task.

2, the whole manual operation

When invoices arrive at the organization headquarters, employees manually enter invoice data into the company's ERP system almost all the way. This time-consuming manual process creates a significant workload for the accounts payable department.

"Previously, when we received invoices for a single shipment, we had to read through the documents for that batch, manually separate each invoice, and then enter it into the ERP system. This often takes a long time. " --Accounts Payable Analyst

Risk of human error

Existing systems, and processes for manually entering invoices, make it difficult to avoid human error or invoice fraud. No organization wants to risk compromising its relationship with the supplier concerned by posting late or incorrect invoices.

Cost of deploying new systems

Previously, the agency used an in-house invoice management solution integrated with Microsoft ERP applications. However, supporting the software internally incurs significant costs and increases the operational workload of the company's IT department.

The large educational institution found that inefficient manual invoicing systems were driving up costs and the risk of errors in its accounts payable business. How can invoices be processed efficiently and accurately to effect change in the accounting department without increasing operational costs?

[Solution]

To improve the efficiency of its accounts payable process, the educational institution opted to apply RPA technology to replace its previous in-house invoice processing solution.

● Invoice automatic import

With automatic invoice import, RPA simplifies the process of entering invoice data into ERP system instead of manually, thus reducing the workload of finance department employees.

"The implementation of RPA puts us in a better position to build stronger supplier relationships and maximize invoice discounts paid in advance. Higher visibility allows us to simplify once-time-consuming steps in AP systems. "

● Increased accuracy

In addition to streamlining processes, RPA solutions also improve operational accuracy. RPA is equipped with intelligent invoice reading capabilities that automatically detect and flag invoices that contain errors or suspected fraud, minimizing business risk. RPA also has the ability to verify and correct misscanned invoices, providing a reliable tool for finance departments.

● Do not invade the original system

RPA can be seamlessly integrated with legacy systems, implemented quickly, and deployed at low cost.

● All-weather operation

The organization also applied RPA to IT operations, achieving 7 × 24-hour monitoring and reducing the workload of IT departments.

"Automating invoices in ERP systems effectively reduces errors or invoice fraud and provides us with new opportunities for cost savings. "

[Implementation Effect]

Since implementing RPA, the educational institution has improved invoice visibility and AP system efficiency while achieving significant cost savings.

"Now we no longer have to spend a lot of time and effort separating invoices because the RPA robot automatically detects batches of invoices and separates them into individual documents, saving us a lot of time. RPA automation helped us save 10 minutes of processing time per invoice. Considering the fact that we process more than 40000 invoices per year, we will soon save more than 7000 hours, which is equivalent to saving more than $70000 a year. "

RPA not only helps organizations save time, it also helps reduce the overall cost of processing invoices.

"By eliminating the need to install and support our own ticketing system in-house, we were able to reduce our overall costs. "

"It changed our AP process and helped us work more efficiently. With accurate, efficient and automated invoice processing capabilities, we ensure teachers and students have access to the resources they need, when they need them. "

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