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    Optimize Invoice Process Efficiency with Process Orchestration

    By Amar Kotha | July 10, 2020

    Invoice processing is the handling of invoices from the point a purchase order (PO) is raised, to when the final payment is made and the invoice is archived. Most major organizations choose to automate this process as it saves costs and enables their workforce to focus on more strategic and value-adding tasks. 

    To understand how Process Orchestration works in the realms of Invoice Processing, let us first understand how automation works in invoice processing.

    The process of automation in invoice processing can be summarized in 5 major steps:

      • Extracting Invoices: Robotic Process Automation (RPA) bot will extract invoices from e-mails, workflows, or from a dedicated source.
      • Scanning the invoice: The RPA bot will scan specific fields in the invoices that need to be updated in a centralized database or the ERP.
      • Verification of the invoice: The RPA bot will then verify the invoice data saved in the database. It will verify details like company code, supplier number, GSTIN, etc. If the invoice passes the verification, it moves onto the next step.
      • Updating the invoice details on the ERP: The RPA bot will then automatically open ERP and key in all the required details.
      • Sending confirmation of the process: Once the required data is updated on the ERP, the RPA bot sends a confirmation over email for the invoices that are updated on the portal.

    This process looks fairly simple, right? But this entire process can come to a standstill if the bot encounters an error/exception situation. Also, humans and bots tend to work in silos and not in unison, reducing efficiency.

    To further streamline this entire process and to make human-bot workforce perform tasks seamlessly, organizations use process orchestration platforms to manage their hybrid workforce.

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    Let's understand: How Enate's Robotic Process Orchestration (RPO) seamlessly orchestrates the entire process of invoice processing with an example.

    Andy, a human, uploads the list of invoices on Enate’s platform. Enate then assigns this list to Bot Marvin for processing. Bot Marvin then processes the invoice, updates the details required and returns a confirmation to Enate. Enate then assigns this data to Andy to update other details. Andy also completes a checklist of steps to be carried out which eliminates human error and enforces compliance.

    Enate then hands off the task to Bot Marvin to run business rules.

    Three things that can/will happen at this stage:

      • No human intervention is needed: In this case, the final task to post the invoice on an underlying ERP is initiated
      • Human intervention is needed: If the invoice amount is high, then the business rules mandate approval by humans. In this case, Andy gets prompted and this activity gets added to his task list. Andy performs this task and approves the invoice after performing a checklist, enforcing standard operating procedures (SOP), and compliance. Enate then assigns it to Bot Marvin to post the invoice on an underlying ERP.
        Human Intervention is needed-1
      • Error or an exception situation: An error has occurred in the system due to a missing entry in the invoice. The Bot Marvin rejects this entry and Andy is notified in real-time and he can see warning flags on his dashboard. Enate notifies Andy that data entry is missing. Andy enters the required data and Enate sends it to Bot Marvin for further processing.
        Error Situation-1

    This shows us how Enate's Robotic Process Orchestration (RPO) seamlessly manages work hand-offs tasks between humans and bots. It also shows how it handles error/exception situations that are beyond the realms of bots.

    Enate also generates reports which are extremely configurable according to the business needs

    Please have a look at our reports video for a detailed understanding.

     

     

    Enate mainly generates 4 types of reports:

      • Operational reports: A live and real-time view of all the operations across the organization.
        Operational Report
      • Productivity and Utilization reports: A report that gives vital clarity on the utilization and productivity of humans and bots.
        Productivity and Utilization Report
      • Automation potential: This report suggests the tasks which have the potential to be automated next and also shares estimated cost savings by implementing those technologies.
        Automation potential reports
      • Custom reports: These reports can be configured on Enate's tableau environment to fit a specific business need.

    In a world where businesses succeed or fail based due to minuscule margins of efficiency, process orchestration is the need of the hour.

    "Enate's Robotic Process Orchestration (RPO) platform takes your automation services to the next level."