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OpenText Vendor Invoice Management (VIM) for Bidco Africa

Accounts Payable Automation with OpenText Vendor Invoice Management (VIM) – Know more.
Customer Profile:

  • Bidco Africa Ltd. is a multinational consumer goods company headquartered in Kenya with over 48 different brands and distributorships across 17 countries in the East, Central and Southern African regions.
  • Their products include Edible Oils, Cooking Fats, Margarine, Baking Products, Hygiene Products, Detergents, Laundry Bars and Animal Feeds.
  • The Group operates factories across Kenya, Uganda, Tanzania and Madagascar. The company reaches over 350 million consumers across Africa.

Challenges & Opportunities:

  • Their Shared Service Center has seen tremendous growth in the past years and maintaining the productivity of the SCC team emerged as a key test for the organization.
  • Keeping track of received invoices versus processed invoices was a challenge making it difficult to know with accuracy the pending liabilities at any given time.
  • Invoices and associated documents were not digitally integrated with SAP and there was a need to digitally capture all offline correspondence and approvals in Account payable workflows.
  • No system driven standardized approval matrix for invoice approval and processing that would improve 3-way matching, associated exceptions & Invoice approvals.
  • Improving productivity for the overall process and efficiency in periodic reporting and reconciliation

Solution Highlights:

  • Consulting from Avaali to understand the current system and business processes, their pain points, their requirements, and the roadmap.
  • SAP OpenText Vendor Invoice Management and Invoice Capture Center solution to achieve faster, touchless invoice processing from scanning to posting.
  • OpenText Enterprise Scan solution to digitize incoming invoices
  • OpenText Invoice Capture Center to automatically capture the invoice details
  • Avaali also took ownership of educating the Bidco users and IT about the solution and thus eased change management. The overall implementation was completed in just 3.5 months

Benefits:

  • With this solution, Bidco is now able to automate and increase efficiency by using automated invoice data capture and routing to SAP applications automatically, with minimal need for human intervention.
  • Bidco is able to handle the exceptions and approval flows efficiently using the system-driven standardized business rules and through workflow automation.
  • Bidco can now do approvals through mobile and web portal. Furthermore, the digitized copies of invoices are being stored in the OpenText Archive Server and linked to the invoice document in SAP for future reference.
  • With the implementation of VIM solution, Bidco has been able to consolidate their AP process and now process efficiently all their invoices through a Shared Service Center.

Customer Quote:

Alkane Patel, Head of IT at Bidco said “As a result of this implementation, we have been able to reduce our invoice processing time significantly by 75-85%, it is now down to 1-2 days from an earlier 7-day invoice processing cycle time. We have also now achieved about 55% touchless invoice processing within 4 months of the go-live of the VIM solution. Using VIM reports, we have a good visibility on the liabilities and bottlenecks, thus enabling the business and management to have better control over the whole process and faster decisions. With this solution Avaali has implemented standardized invoice processing rules across locations, thus enabling better governance of the end to end process”.

OpenText Extended ECM for Bidco Africa

OpenText Extended ECM for document management and content enriched SAP business processes – Know more.
Customer Profile:

  • Bidco Africa Ltd. is a multinational consumer goods company headquartered in Kenya with over 48 different brands and distributorships across 17 countries in the East, Central and Southern African regions.
  • – Their products include Edible Oils, Cooking Fats, Margarine, Baking Products, Hygiene Products, Detergents, Laundry Bars and Animal Feeds.
  • The Group operates factories across Kenya, Uganda, Tanzania and Madagascar. The company reaches over 350 million consumers across Africa.

Challenges & Opportunities:

Across their shared services business process like Accounts Receivable, payment approval, master data creation etc., Bidco has several challenges such as:

  • Non-availability of supportings when required during an audit
  • Unstructured content relating to a process delinked from SAP transactions
  • Lack of a structured approach to document and records management.
  • Bidco had various business documents in the form of paper. Handling paper through the approval process was cumbersome and it was a challenge for them to search for the relevant information in case of any business needs.

Collectively, this led to inefficient processes, consequent loss of productivity, increased costs and high risks with respect to governance and compliance.

Solution Highlights:

  • Consulting engagement from Avaali to understand the current system and business processes, their pain points, their requirements, and the roadmap.
  • OpenText Extended ECM for SAP Solutions to enable Bidco to create and maintain SAP master data for Vendor, Customer, Material, Asset and Employee objects.
  • Integrate OpenText Vendor Invoice Management with OpenText Extended ECM Solution to digitize incoming invoices and store them in Extended ECM repository
  • Avaali has implemented a solution using OpenText Extended ECM, to enable Bidco to create and maintain SAP master data for Vendor, Customer, Material, Asset and Employee objects.
  • The implementation was split into 5 phases in order to better suit the business as well as to ease change management. Implementation of the 1st phase of the core OpenText Extended ECM implementation was completed in just 4.5 months. All the five phases together with required custom developments and migration from the legacy system was delivered in 8.5 months.

Benefits:

  • Bidco has integrated SAP Procurement, Sales, FI and HR business process with OpenText Extended ECM to standardize and streamline its core business process by enriching them with document management functionality. With this solution, they have significantly brought down their cycle time to process and now got a greater visibility and accountability of their processes.
  • Bidco has leveraged OpenText Enterprise Scan solution and ECM functionality to automate their Accounts Receivable, Bank Reconciliation, Vendor Reconciliation, Customer Reconciliation and Due Payment approval process. With automation, Bidco has streamlined these processes and significantly reduced the cycle time.
  • With the implementation of xECM for managing Master Data, they are now able to maintain high quality, accurate master data in SAP with a multi-level approval cycle for creation of master data. By attaching the supporting documents with the master data, it is now easy to audit in case of any issues.
  • With the integration of OpenText VIM with xECM, Bidco is now able to access VIM invoices from Extended ECM interface and is able to apply retention rules on those invoices
  • Bidco has replaced its existing document management system and migrated those documents into Extended ECM repository. All those documents are now stored securely and can be accessed and searched easily.

Customer Quote:

Alkane Patel, Head of IT at Bidco said “As a result of this implementation, we have a 360-degree visibility into any and all content associated with transactions in SAP. All our contents are now securely stored in a centralized repository thus avoiding silos and gives us the flexibility to access our content from different sources via preferred user interfaces. With document centric business process workflows being implemented, we are able reduce cycle time by 50% for Due Payment Approval process, 40% for Reconciliation process, 50% for Accounts Receivable Process, 70% for Master Data Creation process and enabled the business and management to have better control over the whole process and faster decisions. With Extended ECM Scan solution, Bidco is able to digitize most of the physical documents and thus minimizing dependency on physical documents”.

One of India's Largest Media/DTH Companies

OpenText Vendor Invoice Management for Tata Sky. Know More

Customer Profile:

  • One of India’s largest Media/DTH Companies.
  • Over 10 million subscribers with coverage for over 36,000 towns across India.

Challenges & Opportunities:

  • No central location of receiving and processing invoices, hence no clear picture about pending liabilities and bottlenecks.
  • Lot of offline correspondence and approvals in AP that are not documented or recorded in the system.
  • Non-standard business rules for invoice approval and processing.
  • Periodic reporting and reconciliation was problematic.
  • Many issues in handling 3-way matching and associated exceptions.
  • No digitization of invoices and associated documents.

Solution Highlights :

  • Advisory services to design and setup SSC for AP/P2P operations, including handling transportation invoices.
  • Implemented OpenText Vendor Invoice Management including Invoice Capture Center for OCR.
  • Solution cut across various departments with order to pay process variations for post-facto and pre-facto invoicing.
  • Solution catered to various invoices sizes with huge number of supporting documents.
  • DMS setup for both AP and non-AP documents.

Benefits :

  • Lower invoice cycle time from 7 to 2 days.
  • Reduction of FTE in AP by 3 people in < 1 month.
  • Scalability to process 4x growth in invoices.
  • Improved visibility over current liabilities and AP process bottlenecks.

Diversified Conglomerate with Operations in over 30 countries

Shared Service Center Automation

Customer Profile:

  • diversified conglomerate with operations in over 30 countries.
  • strong presence in more than 100 markets around the world.
  • Over USD 600 million in revenues 7500+ employees.

Challenges & Opportunities:

  • Remote locations in India and abroad where paper documents where processed.
  • No digitization and electronic movement of documents.
  • No standardized business rules to manage P2P and O2C processes.
  • Lack of visibility on process status and bottlenecks.
  • Error prone vendor invoice processing and no way to identify duplicates.
  • No standard payment authorization process.
  • Remittance matching and cash allocation issues.
  • High cost per document.

Solution Highlights :

  • Advisory services – identified current issues and recommended SSC best practices.
  • Evaluated best of breed technology vendors and recommended the best fit.
  • Implemented scan & OCR solution to digitize vendor invoices, customer orders, customer payment advices, cheques etc.
  • Implemented AP, AR & Sales Order business rules, exception handling and workflows.
  • Touchless processing capabilities.

Benefits :

  • Reduced invoice cycle time and errors.
  • Reduced DSO.
  • High volume processing without increasing AP & AR headcounts.
  • Complete digitization and paperless office.
  • Improved visibility over current liabilities, open customer invoices and process bottlenecks.

One of India's largest Oil and Gas PSU

OpenText Vendor Invoice Management

Customer Profile :

  • One of India’s largest oil and gas PSU
  • Location: Mumbai
  • $ 40 billion company
  • Has been ranked 229th in the Fortune Global 500 rankings of the world’s biggest corporations for the year 2013

Challenges & Opportunities:

  • Time-consuming paper process and no digitization of invoices.
  • Lower insight of Vendor Liability and less visibility in tracking status of invoices.
  • Increase in invoice cycle time.

Solution Highlights:

Implemented OpenText Vendor Invoice Management solution:

  • Created workforce efficiencies through an automated and streamlined process.
  • Improved working capital management through better visibility to cash requirements.
  • Cut costs through automated data extraction, process automation and control including shared services.
  • Reduced costly manual errors.
  • Optimized cash discount utilization including dynamic discounting.

Benefits :

  • Enable more accurate financial reporting through complete visibility.
  • Segregated duties through workflow control.
  • Monitor across all steps of the invoice process.
  • Lower invoice cycle time.
  • Provide complete audit trail.

Asia's third largest Paint Company

Implementation of Extended Enterprise Content Management

Customer Profile:

  • Established in 1942.
  • $ 1.6 billion company.
  • Manufactures paints for decorative and industrial use.
  • Asia’s third largest paint company, the group operates around the world through its subsidiaries.

Challenges & Opportunities :

  • Information Silos between business content and transactional data.
  • No single folder structure to access process specific data.
  • No document management, retention system-poor visibility and process controls.
  • Leverage the value of information by providing business users access to all relevant document.
  • Balance between TCO, risk and legal compliance by managing, data volumes, retention requirements and destruction.

Solution Highlights :

  • Implemented OpenText Extended Enterprise Content Management for SAP solution.
  • Bringing digital content across processes in reference to business context.
  • Access to all business-relevant information via preferred user interface(SAP GUI, MS Office, MS Windows, E-Mail Client, Web UI).
  • Configured workflows for business specific requirement including design of 5S Checklist and KAIZEN Workflow in XECM.
  • Custom Configuration of xECM w.r.t Plant Maintenance Functionality.

Benefits :

  • 360 degree view on processes and business objects by linking of SAP data and non-SAP content.
  • Users view the documents using preferred UI.
  • Workspaces allow folder based approach of categorizing content and business data.
  • Ability to make better decisions because of increases visibility of business process.
  • Long term storage mechanisms that helped meet regulatory compliance requirements.

India's Largest Private Power Generation Company

Implementation of HR Document Management

Customer Profile:

  • Established in 1911.
  • $ 3 billion company.
  • Part of India’s of the most respected business houses.
  • India’s largest private power generation company.

Challenges & Opportunities:

  • A paper heavy and cumbersome HR process for receiving, verifying and retrieving employee documents.
  • A very high storage and maintenance cost of physical copies of employee documents.
  • Integration with SAP UI5 interface.

Solution Highlights:

  • Implemented OpenText Employee File Management solution.
  • Digitalization of all employee related records.
  • Configure workflow for receiving, verifying and approving the employee documents.
  • Provide HR admins and employees access to HRA and ESS portals.
  • Setup OpenText components like desktop link and exchange link for archiving the documents from directly from desktop and e-mail.

Benefits :

  • complete management of all employee document.
  • immediate availability of digital personnel files to all users.
  • faster and more efficient work in HR Departments.
  • less time for filling and searching.
  • no copying and distribution of paper files.
  • less storage space needed.
  • complete and seamless integration into SAP HCM.

One of the leaders in the US Retail Market

OpenText Vendor Invoice Management Implementation

Customer Profile:

  • Founded in 1916, listed among the leading FMCGs of the world.
  • Location: US, Bangalore.
  • With over $3.86 Billion net revenue, stands as one of the leaders in the US retail market.

Challenges & Opportunities:

  • Poor Vendor relations and market credibility.
  • Missing Discount opportunities.
  • Difficulty preparing accruals.
  • Excessive invoice processing cost.

Solution Highlights:

  • Streamline Accounts Payable operations.
  • Simplify and automate invoice processing.
  • Implemented standardized process with invoice exception blocking and workflow.
  • Improved visibility of invoice statuses and improved invoice processing efficiency.

Benefits:

  • Reduced invoice processing cost and invoice processing time.
  • Better visibility and traceability of invoices through advance workflow capabilities.
  • Significant drop in the percentage of overdue invoices.
  • Better vendor discounts and higher credit ratings-improved vendor negotiations.

One of the leaders in the Media Industry

OpenText Vendor Invoice Management Implementation

Customer Profile:

  • One of Australia’s largest diversified media companies.
  • Founded in 1841, and headquartered in Sydney.
  • With over A$2.34 Billion net revenue, stands as one of the leaders in the media industry.

Challenges & Opportunities:

  • Poor visibility and lack of audit trail – limited insights and reporting.
  • Complex user control and access management framework and policy requirements for invoice approvals.
  • Non standard 3 way matching and 2 way matching.
  • Processing of Condition vendors.

Solution Highlights:

  • Implementation of OpenText Vendor Invoice management to streamline the Accounts Payable process.
  • Built complex workflows which adhered to a complex framework of user access management and approval framework.

Benefits:

  • More reliable and standardized invoice processing.
  • Higher accuracy and reliability in providing insights into invoice data.
  • Easy change management-native SAP look and feel.
  • Satisfies the core business need to enable complex role-based approval of invoices.

Largest Liquified Natural Gas producer in the world

OpenText Invoice Capture Center Implementation

Customer Profile:

  • Largest Liquified Natural Gas producer in the world.
  • Founded in 1984 and headquartered in Doha, Qatar.
  • Produces 42 Million tonnes per anum.
  • Contributes 60% of Country’s GDP.

Challenges & Opportunities:

  • AP Operations across the enterprise was manual and not integrated to the ERP.
  • Manual routing & archiving process, data is manually entered into the SAP system.
  • Error prone, inaccurate & delayed process due to manual verification & checklist documentation.
  • Slow scanning & archiving process thru manual scanning for hardcopies of invoices and invoices receiving over emails.

Solution Highlights:

  • Implemented OpenText Invoice capture centre, Kofax VRS & OpenText Enterprise Scan.
  • Enabled Archiving & OCR to process invoices received physically and via email.
  • Built Multiple OCR applications to be able to segregate AP process for invoices received from different channels and countries.
  • Setup Scanning across the organization to provide high quality of scans suitable for high accuracy OCR.

Benefits:

  • Automated recognition of data and line items in the Invoices drastically reduced invoice cycle time.
  • Reliable and standardized invoice data capture and processing.
  • Digitization of all invoice types with ability to differentiate between invoices & supportings.

India's largest Private Sector Company in the Diary Industry

SAP Data Archiving

Customer Profile:

  • India’s largest private sector company in the Diary industry.
  • Location: Chennai.
  • ₹36.7 billion Revenue.
  • Dairy ingredients exported to 38 countries in the American, Middle East and South East Asian Market.
  • Future expansion plans to strengthen global presence, ISO 9001:2000 Certified.

 

Challenges & Opportunities:

  • Rapid business growth, resulting in large database, reduced performance & elevated administration costs & increased downtime during upgrade.
  • Reduce database size, archive business complete data.
  • Reduce administration, operation cost, System downtime during maintenance & Upgrade activities.
  • Improve system performance & facilitate smooth operations.
  • Keen on upgrading SAP environment to cater to the growing business expansions and their requirements, but wanted to reduce upgrade time and complexity.

Solution Highlights:

  • Identified & Standardized archiving policy for all business data and put in place a long term archiving blueprint and strategy.
  • Automated data archiving processes for all business complete data.
  • Categorized archived data for long term storage.
  • Developed various access mechanisms for end user access to archived data.

Benefits:

  • Long term cost effective secured storage, retrieval and management of archived data.
  • Significantly Reduced operational & administration costs.
  • Significantly Reduced downtimes during maintenance & upgrade activities.
  • Reduced database size and Improved system performance.
  • Effective and smooth business operations.

#1 in India for Anti-infective Segment

SAP Data Archiving with OpenText

Customer Profile:

  • Founded in 1974.
  • #1 in India for Anti-infective segment.
  • Location: Mumbai.
  • Has 28 brands with sales of over $2 million.
  • Footprints in more than 35 countries.
  • 11 Brands are listed among top 300 brands in India.

Challenges & Opportunities:

  • Extensive business growth resulting in large database, reduced performance & elevated administration costs.
  • Manage long-term database expansion resulting from organic growth, new software releases.
  • Unified & Compliant Information management scenario to store archived information in a Safe and secure low cost storage environment.
  • Deployments with high availability, replication, and distribution to protect against the loss of valuable business information and provide efficient disaster recovery.

Solution Highlights:

  • Implemented OpenText archiving solution with integration to SAP.
  • Implemented SAP Data Archiving solution covering business and technical data.
  • Developed automation for periodic archive runs.
  • Put in place long term retention mechanisms.
  • Facilitated user access to both production and archived content in unified views.

Benefits:

  • Reduced hardware storage costs through data compression and the ability to leverage lower-cost media.
  • Minimized the need for additional hardware.
  • Provided greater system availability and reduced downtimes.
  • Significantly Improved SAP application performance.
  • Ensured that regulatory compliance requirements were met around data storage.

Leading FMCGs in India

SAP Data Archiving

Customer Profile:

  • Founded in 1892, listed among the leading FMCGs in India
  • Location: Bangalore
  • Revenues over ₹46 billion
  • Over 180 Manufacturing plants & 2000 stores across the globe

Challenges & Opportunities:

  • Flourishing Business continuity and growth in consumer base contributed to large SAP Database, decreasing the overall business system performance.
  • Compliant archiving strategy with regulations for managing data and supervising employee communication.
  • Reducing the data footprint by leveraging single-instancing and de-duplication and Increase IT efficiency with reduced data size and increased response time.

Solution Highlights:

  • Identifying and archiving business complete & infrequently used data.
  • Implementation of various technical and functional archive objects to meet requirements.
  • Standard & customized archive access methods to effectively access archived data.
  • Cost effective Archiving solution using existing licenses.

Benefits :

  • Unified access methods to access archived and live data from SAP.
  • Improved system performances & reduced operation and administration costs.
  • Compliant storage mechanisms to be able to store and retrieve archived data in the long-term.

Leading FMCGs of the world

Legacy System Decommissioning

Customer Profile:

  • Founded in 1916, listed among the leading FMCGs of the world.
  • Location: US, Bangalore.
  • With over $3.86 Billion net revenue, stands as one of the leaders in the US retail market.

Challenges & Opportunities :

  • Many Legacy in-house developed systems – high TCO led to SAP implementation to support Profitable growth to establish market expansion.
  • Lack of integrated processes supported by IT & Need of improvement in Operational Efficiency.
  • Compliance to Industry Regulations (e.g. FDA, HACCP) Compliance to Industry Standards as SOX, HACCP & FDA Regulations.
  • Decommission legacy applications to make operations lean – move or archive required information into a new environment.

Solution Highlights:

  • Implementation of OpenText Integration Center, Archiving and Document Access and Vendor Invoice Management.
  • Bulk and incremental extraction based on transaction events, manipulate content objects and automatically enhance its metadata.
  • Content and Data Transformation, Process Optimization & Audit Control.
  • Implemented Real-time, on-demand, ad-hoc processing mechanisms.
  • Built business logic to extract both structured and unstructured objects from business systems.

Benefits:

  • Reduce TCO by decommissioning various legacy applications and consolidate into a central environment.
  • React quickly to information requests with unified access to enterprise wide critical information.
  • Compliant storage mechanisms to be able to store archived data in a heavily regulated environment.

Leading Pharmaceutical Company

SAP ILM for Compliant Archiving and Legacy Decommissioning

Customer Profile:

  • Established in 1886
  • $71 billion company
  • Location: US, Bangalore
  • Rated by Fortune magazine as the #1 company in the Pharmaceuticals category on its list of the World’s
    Most Admired Companies.
  • 3 business units: Consumer Healthcare, Medical Devices & Diagnostics and Pharmaceuticals.

Challenges & Opportunities:

  • Decommission Worldwide SAP and Non-SAP legacy systems.
  • Reduce storage size for live SAP systems.
  • Fulfilling legal compliance requirements for Decommissioned data.
  • Leverage the value of information without keeping original system live.
  • Balance between TCO, risk and legal compliance by managing, data volumes, retention requirements and destruction.

Solution Highlights:

  • Implemented SAP ILM Retention Warehouse and OpenText Archiving and Document Access solutions.
  • Decommissioned several large systems into the central SAP ILM Retention Warehouse.
  • Implemented and automated SAP archiving from Live SAP System.
  • Setup of all technical components required for legacy systems <-> ILM retention warehouse <-> Archive Server <-> ILM Aware storage integration and communication.

Benefits:

  • Long term secure storage and retrieval of data and documents across businesses.
  • Reduce TCO – Multiple legacy systems to 1 Retention Ware system.
  • Complete control over data and automated rules-based management of the retention and destruction of data.
  • Meet complex global regulatory requirements.

A leading Media House

Implementation of OpenText ADA, Sun TV chose OpenText implementation partner, Avaali. Know more.


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