Apollo Tyres leveraged OpenText Vendor Invoice Management to automate invoice processing.

Apollo Tyres Limited is an Indian multinational tyre manufacturing company headquartered in Gurugram, Haryana. It was incorporated in 1972, and its first plant was commissioned in Perambra, Thrissur, Kerala, India. The company now has five manufacturing units in India, one in Netherlands and one in Hungary. It has a network of nearly 5,000 dealerships in India, of which over 2,500 are exclusive outlets.

The Accounts Payable process at Apollo Tyres was manual intensive, fragmented, error prone and lacked visibility and control. The increase in the volume of invoices received every day at various locations led to challenges brought about by decentralized processing such as miscommunications, delayed payments and lack of divisional control.

Due to the movement of physical copy of invoices through different departments, tracking the current status of incoming invoices waiting to be processed versus already processed invoices became a significant task. There were challenges of visibility into real time pending liabilities and invoice processing status. Invoices and supporting documents were not digitally integrated with SAP transactions, which created problems at the time of audit and tax assessment. Manual processing and non-standard approval policies posed challenges in terms of high cycle time, process inefficiency, lack of proper trails and compliance.

Additionally, the process of handling the accounting of import licenses was extremely time taking, manual and tedious. The cycle time for processes like CHA handling and reimbursement bills processing were high and required streamlining.

There was requirement of digitally capturing all offline correspondence and approvals in Account Payable workflows.

Apollo wanted digitalization of all the incoming invoices which were previously being received as hard copies, a system driven business rule validation of incoming vendor invoice data and customized approval matrix for invoice approval based on the amount, type of procurement and location.

There was also a need for real-time analytics dashboard and out-of-the-box slice and dice reports, that could improve process visibility in Apollo.

Apollo explored various options and eventually chose to implement the SAP OpenText Vendor Invoice Management solution to achieve faster invoice processing from scanning to posting. With these solutions, they achieved higher productivity and better visibility on their invoice processing cycle.

Additional Automation solution leads to significant benefits
OpenText Vendor Invoice Management solution comes with best-in-class scanning and OCR (Optical Character Recognition) application. The OCR application is equipped with intelligent text recognition engine that can support any type of invoice template and data format. This enables Apollo to automate invoice data capture and routing to SAP applications automatically, with minimal need for human intervention.

Apollo is now able to handle the exceptions and approval flows efficiently using the system-driven standardized business rules through workflow automation. OpenText VIM helped Apollo to significantly reduce their invoice processing cycle time with majority of the invoices now being automatically processed and seamless integration with SAP. Real-time analytics and monitoring of invoices that are being processed provides Apollo with the necessary KPIs for continual process improvements.

With the implementation of VIM solution, Apollo has been able to consolidate their Accounts Payable process and can now efficiently process all their invoices.

Apollo Tyres Limited is an Indian multinational tyre manufacturing company headquartered in Gurugram, Haryana. It was incorporated in 1972, and its first plant was commissioned in Perambra, Thrissur, Kerala, India. The company now has five manufacturing units in India, one in Netherlands and one in Hungary. It has a network of nearly 5,000 dealerships in India, of which over 2,500 are exclusive outlets.

To learn more about Apollo Tyres visit: https://www.apolloindustries.com/

Avaali Solutions is a specialist in enabling organizations to leverage digital technologies to manage their internal business processes as well as engage better with their ecosystem (customers, partners, vendors etc.). Avaali has done over 120+ transformations for large enterprises across Asia, MEA and Europe to help them reduce cost and deliver better business outcomes via digital. The company specializes in Sourcing, Procurement and Shared Service process automation.

• OpenText™ Vendor Invoice Management for SAP® Solutions
• OpenText™ Business Capture Centre
• OpenText™ Archiving for SAP® Solutions

• Processing of 2.6 lakh invoices annually
• Elimination of Manual data entry & associated errors with OCR
• Consolidation of distributed invoice processing across all its location.
• Centralized verification of invoices with system-driven business rules and approval process
• 360-degree view of Invoice processing with real-time dashboard and out-of-the-box reports
• Better Governance and Compliance
• Early visibility to liabilities to ensure compliance to vendor payments.
• Real-time reporting for both invoice and payment processing and availability of customer specific reporting which gives comprehensive view on volumes, issues, liabilities etc

Partnering with Avaali to implement a solution efficiently and well within the time

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Apollo chose to partner with Avaali for the implementation of SAP OpenText Vendor Invoice Management solution. The implementation team from Avaali conducted detailed workshops with key stakeholders from Apollo to understand the current system and business processes, their pain points, requirements, and created a roadmap for implementation, transition and change management. The workshops also covered all the aspects of the proposed solution in detail to help Apollo understand how they could leverage the solution to resolve their current Invoice processing challenges. The Avaali team created a detailed blueprint document covering invoice and payment approval scenarios under the implementation scope. With the support of the Apollo team, the implementation of the solution was completed in 8 months.