Procurement automates aged PO closing, saving $5 million in unneeded accruals

Industry : BPO and Business Services, Cross-Industry

Function : Accounting and Finance

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.

Scope Highlights

  • 265,000 POs annually
  • Coupa
  • Oracle
  • RPA-driven email notifications and escalations
  • Automated process enhancement

Challenge

The organization manages a growing number of POs annually and was challenged to age and close them appropriately. Manual PO maintenance was complex and routinely delayed. Due to limited resources, additional accruals were needed to roll over liabilities. AP team members’ increasing workloads were causing bottlenecks in processing. Leadership sought a way to further assist with closing POs and accurately account for purchase commitment obligations.

Solution

The automation framework works with previously automated components to monitor and track aged POs and notify PO owners of their status. PO owners can request that the automation close out the POs, but if no response is received, the automation uses business rules to close these items in the ERP. The solution emails the PO owner and stakeholders once processing is completed. It also generates reports for enhanced monitoring of aged POs and additional analytics.

Results

$5 million eliminated from liabilities

Improved accuracy in accruals

Reduced SLAs