Case Study
Missing vendor invoices applied to POs, saving 6,200+ hours annually
Industry
Function
Topic
Results
6K+hrs
6,250 manual processing hours saved annually
Speed
Reduced SLAs and faster month-end closing
Better
Increased data accuracy
Company Profile
Publicly-listed global data center provider operating a worldwide network of carrier-neutral colocation, interconnection, and cloud-adjacent facilities across dozens of countries. Customers include hyperscalers, network carriers, financial exchanges, and large enterprises. Operationally complex at global scale with massive customer-interconnection volumes and continuous AI-ready capacity expansion.
Challenge
Purchase Order backlog causes delays and inaccuracies
The procurement team worked hard to originate, maintain, and close purchase orders. However, due to resource restrictions they often became overloaded which led to delays in expense recording and inaccuracies in month-end financial records. The Automation Center of Excellence team recognized the need for a smart solution that could help reconcile the goods and services received with their respective open purchase orders. They wanted the same automation solution to have the capability to facilitate purchase order origination. Their ideal solution would be able to establish system-driven accruals, obtain accurate financials, and remove the barriers that delayed their month-end close. Their goal was to find a solution that could reclaim the processing hours being lost to correcting preventable inaccuracies.
Solution
Intelligent Automation Purchase Order Management Software
The automation monitors the list of purchase orders and notifies owners when expected invoices are late. The vendor is contacted to reply with the missing invoice details. When the invoice is received, the invoice processing automation validates the data. The validated vendor invoice is matched to the purchase order and the purchase order management software updates the record in the ERP (Coupa). If the vendor does not respond, the automation uses business rules to close the purchase order. Then it will either notify the PO owner that processing is complete or escalate the case if it is a high-value PO. The automation produces an end-of-day report for analytics and tracking of processed items. These automations saved the team over 6,000 manual processing hours annually, giving time back to the procurement team to complete other important tasks.
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