INTELLIGENT AUTOMATION CASE STUDY

Improved Accuracy with Purchase Order Management in Coupa

Industry : BPO and Business Services, Cross-Industry

Function : Accounting and Finance

Results

Greater purchase accrual accuracy

Greater purchase accrual accuracy

Reduced risk of inaccurate payments

Reduced risk of inaccurate payments

Improved PO SOC compliance

Improved PO SOC compliance

Company Profile:

Worldwide digital company providing a trusted platform that brings together and interconnects foundational infrastructure, enabling organizations to access all the right places, partners and possibilities to accelerate competitive advantage.

Automation Case Study Snapshot:

  • Industry: BPO and Business Services, Cross Industry 
  • Challenge: Inconsistent PO Processing 
  • Solution: WonderBotz Procure-to-Pay 
  • Outcome: Increased accuracy and reduced risk

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Challenge: Inconsistent Purchase Order Management

This global infrastructure provider issues a wide variety of purchase orders each year, ranging in value from $10,000 USD and up. The POs were managed by individual owners, and those owners did not consistently perform the maintenance needed to close and complete POs. These inconsistencies caused processing delays, accounting accrual complexities, and threatened compliance. 

Leadership wanted to ensure that completed purchase orders were properly marked and maintained throughout the entire process. They sought an automation solution that would track purchase order management each step of the way and notify business users as they progressed.  

Solution: WonderBotz Procure-to-Pay Automation Improves Accuracy

WonderBotz provided an intelligent Procure-to-Pay automation solution that operates through user-defined and maintained business rules. The rules customize purchase order handling based on the PO’s monetary value and its recent activity.  

The bot evaluates activity from the prior six months and calculates a score, then sends a personalized alert to the PO owners once a week for three weeks. Upon notification, the purchase order owner can either confirm that the PO is ready to close or initiate a dispute in Coupa. Management is also notified of activity on high-value POs. Low-value purchase orders will be closed if the owner does not respond within a set timeframe. 

By keeping purchase order owners in the loop, this automation made POs easier to consistently maintain and reduced the risk of errors. The notification system reduced processing delays and ensured process completion.