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Purchase Order Management Automation for a Leading Manufacturing Company with

Vee Technologies’ Hybrid Bots

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Organization

The client is one of Europe’s top manufacturers in the food and pharmaceutical processing industries. Known for its custom solutions for the transport of food and medicine, the company ensures products are handled safely, hygienically, and efficiently. The client had recently experienced a period of rapid growth and was in need of a solution to help manage purchase orders.

Challenges

The manual process of generating purchase orders had become a significant obstacle in the client’s production cycle. The increase in delays had caused strained relationships with the client’s vendors. Each month, the client processes over 1,500 POs, and each line item needs to be reviewed and verified manually.

Unfortunately, due to human error, the client ended up voiding more than 15% of these purchase orders every month. This not only caused the client to incur substantial costs but also added complexity to the execution and management of the process. The client needed to find a solution that addressed these challenges effectively.

Solutions

Vee Technologies created a bot that performs several crucial tasks without any human intervention. Firstly, the bot verifies the inventory for each SKU (Stock Keeping Unit) before the PO creation, ensuring accurate and up-to-date information. It also checks and validates item codes and quantities against the client’s product master and the PO, minimizing the risk of errors.

Additionally, the bot generates a comprehensive PO report, consolidating all the necessary information. To streamline the communication with vendors, it automatically triggers an email to the respective vendor, ensuring prompt and efficient communication. This solution not only eliminated the manual verification process but also improved accuracy, reduced the voided POs, and enhanced vendor relations. Automating these tasks reduced costs significantly and improved the overall efficiency of the client’s PO generation process.

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Benefits

  • The automated process reduced the time needed to generate and process purchase orders by 50%
  • Inventory Management was now under control, and out-of-stock issues were minimized
  • Vendor relationships and reconciliation improved
  • Purchase order approvals that used to take days were now completed within hours

Processes Automated

Purchase Order Management

“Since deploying Vee Technologies’ AI assistant, we have witnessed significant improvements in our efficiency and vendor interactions. The bot's ability to verify our inventory before PO creation without any human intervention has been immensely helpful. It ensures accurate information and eliminates the risk of errors. The automatic checks and validation against item codes and quantities in our product master and the POs have greatly reduced the need for manual intervention and minimized human error. The generation of detailed PO reports has provided us with comprehensive insights, enabling us to make informed decisions. Additionally, the automatic triggering of emails to the respective vendors has streamlined our communication process, saving us time and effort.”

Vice President, Operations
Food and Pharmaceutical Processing Manufacturer

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