iGATE offers services like consulting, data analytics, enterprise systems, infrastructure management and others. The company needed a workflow solution for its prestigious manufacturing client to better manage its clients documents like invoice processing and auditing. iGATE made a deal with Newgen to provide the solution.

Prior to the implementation of the Newgen solution for processing of invoices, the manufacturing company was using a system which was automated only in parts and was largely manual. The biggest challenge, thus, was to integrate and standardize the entire processing system by presenting a consistent interface that connected different ERP systems being currently run at different geographical locations.

A large number of disparate systems made the invoice processing time-consuming and labor intensive. Additionally, the manufacturing company was continuously incurring high costs on auditing and frequent instances of payment of duplicate invoices. According to Anil Bajpai, vice president, BPO Operations, iGATE, The biggest challenge was to give them a centralized platform as they were having multiple systems working at multiple locations at various platforms.

iGATE, with the help of Newgen, implemented the ECM solution and gave the company a centralized database using SharePoint virtual server environment. Newgen solutions included OmniFlow for managing business processes, OmniDocs for managing various documents, and OmniCapture for scanning documents.

All invoices and expense reports are received and scanned by iGATE. The scanned invoices are then uploaded to a central imaging server at the Accounts Payable Group of the manufacturing company. All the document images are then transmitted to an offshore imaging server located in India at the manufacturing companys site. Entries are created for each invoice, and invoices are allocated to different queues. According to Bajpai, We proposed them with a transaction-based pricing model to reduce the cost of invoice processing. The company was charged per invoice for its processing. Next, the invoices are assigned to various associates for further processing.

Newgen workflow solution is a multi-tiered platform-independent solution, built using robust server-side Java and J2EE technologies, and capable of working on Windows, Linux, Solaris, or UNIX operating systems, and presents users with a consistent interface for viewing and entering invoice data.

The solution helped the company to enter data using a single data entry screen. Previously, they used separate screens for separate locations.

Apart from unified data entry to multiple ERPs, the solution, by integrating with various ERPs, enables report generation through OmniFlow interfaces. The solution also enables the manufacturing client to have real-time process visibility, thereby facilitating better control.

The manufacturing company has been benefited immensely using the Newgen solution on ECM. The solution allowed the manufacturing client to build in accuracy, efficiency and consistency in their Accounts Payable operations.

The Newgen solution has helped the manufacturing company to reduce the cost by 65%. The service levels have been improved by enhanced visibility and reduced cycle time.

Sandeep Sharma
sandeeps@cybermedia.co.in

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