docAlpha eliminates manual data entry and document handling, streamlining routing, approval, transaction entry and vendor payments
As IT Director for ANCA Group, Bernie Ching was tasked with finding a better way for the 45 year-old Melbourne-based global manufacturer of CNC drilling equipment to handle vendor invoices in a way that scaled as business grew.
At some point in 2018, ANCA Group came to the classic decision point that most companies do when they explore automation: adding an AP staff member to process invoices versus implementing intelligent process automation to empower the existing staff and reduce manual data entry and document handling.
Without a document management system in place that provided any workflow or automation capabilities to code, match or route invoices, the AP team spent a lot of time chasing paper.
“We are a leading edge CNC drilling products manufacturer,” Ching said, “But we also like to rely on technology extensively for our day-to-day work.”
According to Ching, ANCA’s workforce is highly mobile, due to the international nature of their business. Which means that business decisions (including vendor payment approvals) need to be made on the move, from anywhere at any time.
To meet ANCA’s demands for a scalable vendor invoice process that could meet the needs of the AP team and a team of managers and executives on the go, the company decided to implement an intelligent process automation solution, integrated with their QAD ERP system.
The solution they chose included the docAlpha transformation platform from Artsyl Technologies, along with InvoiceAction, an intelligent process application designed specifically for rapid deployment of AP invoice automation.
ANCA Group chose to implement the docAlpha transformation platform, providing intelligent process automation for data capture from scanned paper or digital invoices in a way that happens automatically and invisibly as part of a straight through process.
docAlpha, developed by Artsyl Technologies, integrates with ERP and ECM systems in a way that allows vendors to email invoices into a mailbox monitored by the system. Paper invoices can be batched scanned and directed to docAlpha for processing, too. No matter how the invoice gets there, docAlpha automatically finds and extracts information like invoice number, amount and vendor details, then interacts with other business systems to create transaction records, along with a digital image of the invoice.
As part of that process, docAlpha can cross-reference ECM and/or ERP vendor records to ensure that all the information it extracted is correct. It can automatically correct obvious errors—or route any exceptions to an AP team member for further review/resolution.
According to Ching, merging the capabilities of docAlpha and QAD has helped ANCA Group to achieve a new level of control over their AP vendor invoice process while increasing efficiency.
“Historically, we had a lot of paper-based forms,” Ching said, “Leveraging InvoiceAction to digitize documents, manage workflows and provide mobile access for coding and approval, we have more timely access to business date and better process control.”
As a result, ANCA Group’s AP team has been able to be continue to keep up with vendor invoices, even as the company grows and the volume/velocity of invoices increases.
ANCA is a a world leading manufacturer of CNC grinding machines, motion controls and sheet metal solutions with over 1,000 employees worldwide. With global headquarters in Melbourne, Australia, the company exports 99% of their products in over 45 countries and offices in the UK, Germany, China, Thailand, India, Japan, Brazil and the USA.
Manufacturing (CNC machine drilling equipment)
• Gain greater control over vendor invoice approvals
• Scalability of AP processes to handle increasing volume with current staff
• Mobile access of data and documents for approvals
• More timely access to data
• Eliminate duplicate data entry
• Eliminate potential sources of error
• Elimination of manual data entry and document uploading
• Efficient batch scanning of invoices and related documents without manual data entry
• Straight-through processing of vendor invoices to reduce cycles times from two weeks to five days