Challenge

Enva manually processed over 50,000 purchase invoices throughout its 34 branches annually. The approval, receipting, and processing of invoices lacked automation and was costly and time-consuming. The risk of human error upon manual data entry was high and the group found it difficult to complete timely accruals or to promptly resolve queries. There was poor visibility of the status of supplier invoices and a lack of procurement conformity.

Solution

SoftCo Procure-to-Pay was implemented to streamline Accounts Payable and Procurement processes, reduce costs, ensure compliance and provide improved control and visibility. Supplier invoices are now automatically captured and archived in the secure and compliant SoftCo Cloud environment, which is backed by the highly reliable and robust AWS platform. Automated 3-way matching of invoices to purchase orders and goods receipt notes simplifies the approval cycle and ensures conformance to “No PO, No Pay” policy. Exceptions are managed within the query management module and there is full visibility and control over the P2P process. The solution is fully integrated with the group’s Navision ERP system.

Results

Enva has dramatically reduced the time and costs associated with manual invoice processing. The implementation of SoftCo Procure-to-Pay has resulted in full compliance with spend policy and the ability to automate complex approvals matrix. The automated 3-way matching has resulted in a higher level of accuracy and faster approvals. The finance team can now focus on exception-handling with substantial improvements in control and visibility over the P2P process.