Three-way invoice matching using orders, receipts, and invoices

Industry : Cross-Industry, Manufacturing

Function : Accounting and Finance

Company Profile

Global manufacturing firm that partners with customers to provide sustainable paper and packaging solutions that help them win in the marketplace.

Scope Highlights

  • Three-way invoice matching
  • SAP R3
  • ABBYY OCR component
  • 400 transactions per month
  • Robotic process automation (RPA)

Challenge

Each month, the AP team performs three-way matching on invoices. Team members compare data from physical invoices and supplier statements and then update values in the ERP system (SAP). The team also reviews debits and credits, and general ledger postings. These activities took too long to perform, were at high risk for errors, and needed to be more scalable. Leadership wanted a solution that could handle high volumes at a higher accuracy without needing to increase efforts from SMEs.

Solution

The automated solution uses OCR to read details from the receipt of goods and the invoice and checks for immediate errors. It uses business logic to determine that the values match within tolerance levels, and the automation updates the purchase order in SAP. If the purchase order and invoice reconcile, the automation can also post the entry to the general ledger. At day end, the automation sends a status report to show which cases were completed successfully and which require follow-up by the AP invoice team.

Results

$120,000 saved per year

Improved invoice recording accuracy

Increased efficiency by reducing duplicate efforts