Case Study 1: Shipment Receival Process
Business Challenge
The Finance team of a leading Automotive industry in Australia had the following challenges while processing incoming Shipment Invoices:
- Consolidation of data from multiple manufacturing plants for payments was laborious and repetitive.
- Oversights due to human interactions.
- High cost of operations.
- Persistence of data into spreadsheets resulted in redundancy across the network.
Business Objectives
To implement a seamless solution with minimum impact to the existing processes with the following objectives:
- Reduce the burden on employees to learn new tools and technologies.
- Reduce operational cost by decreasing resources needed for manual processes.
- Improve staff productivity by reducing monotonous tasks.
- Provide faster reports to management with facility to quickly access past reports.
Solution
GenAOS™ platform was used to digitize the Shipment Invoices processes. GenAOS™ Buddies were deployed to:
- Process shipment notification documents from multiple manufacturing plants globally by simply dropping them into a folder.
- Identify the shipment source and process the document accordingly.
- Extract relevant invoice and insurance detail pages using OCR technology.
- Route exceptions during data extraction to human agents for data cleanup.
- Verify invoice amounts against corresponding insurance details and raise exceptions for discrepancies.
- Model unstructured data and persist it into a database with reporting facilities.
Case Study 2: Dealer FBT Reimbursement
The Finance team also faced challenges while processing reimbursement of Fringe Benefits Tax (FBT) from their dealers.
Business Challenge
- Collection of multiple taxation document sets from all dealers and verifying authenticity was laborious, repetitive, and prone to human errors.
- Oversights due to human interactions.
- High cost of operations.
Business Objectives
- Reduce the burden on employees and reduce operational costs.
- Improve staff productivity and provide faster reports.
Solution
The GenAOS™ platform automated the FBT Reimbursement processes to:
- Send scheduled emails to dealers requesting document sets.
- Receive, verify, and validate document sets using AI/ML activities.
- Ensure claim amounts exclude GST to avoid double taxation.
- Extract claim data and push it into the existing Dealer system.
- Route data extraction exceptions to human agents.
- Integrate with existing Dealer infrastructure for seamless operations.
Summary & Results
Successful completion of Shipment Invoice and FBT Reimbursement automation has proven consistency, automating existing processes and introducing new ones. The ease of use, such as client APIs, necessitated no changes to existing infrastructure. Inbuilt AI/ML activities smoothed the document identification process, reducing communication time. The solution is rated high in performance, flexibility, scalability, and enterprise-wide adaptability.