• Twitter
  • LinkedIn
  • Youtube
  • Rss
  • Savings Calculator
  • Get A Demo
  • Login
  • Contact
IntelliChief
  • Why IntelliChief?
      • The IntelliChief Difference
        • About IntelliChief
        • Best Practices Expertise

        • See how much you can save with AP Automation

          Find out exactly how much you're spending to process invoices with the IntelliChief Savings Calculator. Then, see how much you can save by implementing Enterprise Content Management and Process Automation for Accounts Payable. Savings Calculator >

    • Introducing IntelliChief
      Industry leaders choose IntelliChief to reduce costs and increase efficiency in: Accounts Payable, Order Management, HR, and more.
      Here's why:
      Watch
  • Solutions
      • Enterprise Content Management
      • Process Automation
        • AP Automation
        • Order Management
        • AR Automation
        • HR Automation
      • Solutions By Industry
        • Manufacturing
        • Distribution
        • Transportation
        • Construction
        • Logistics
  • Technology
      • OCR Capture
        Automatically capture and convert data from incoming documents.
      • Workflow
        Ensure that your business rules and processes are followed without error, every time.
      • Integration Link
        Connect IntelliChief to any ERP system (or multiple ERPs) to unlock advanced capabilities.
      • Digital Repository
        Archival made easy. Store and retrieve documents in seconds with full search capabilities.
      • Analytics
        Gain insight into your team’s productivity with customizable analytics dashboards.
      • Mobile Access
        Expand your operational footprint with reliable mobile solutions that integrate with your ERP system.
      • Email Import
        Automatically capture documents from emails to maximize touchless processing rates.
      • Retention Manager
        Manage Document Life Cycles, by securely storing, retrieving, and maintaining digital files.
  • ERP Integrations
    • What Does Integration Mean?
      • Oracle
      • JD Edwards
      • Infor
      • SAP
      • Other ERPs
  • Resources
      • Blog
      • FAQ
      • Events
      • Webinars
      • Case Studies
      • Guides
      • Product Sheets
      • Savings Calculator
      • Support
  • Search
  • Menu Menu
Landoll

Automating the Purchase-to-Pay Process

January 22, 2019

You have to spend money to make money, which is why Accounts Payable has long been considered the crux of an organization’s operational capabilities. Automating the Purchase-to-Pay process is one of the most effective measures enterprises can take to streamline Invoice Processing, improve vendor relations, and eliminate tedious, manual tasks. Below, we explore how one company achieved unheralded levels of productivity by automating the Purchase-to-Pay process.

Landoll Corporation Aims to Improve the Purchase-to-Pay Process

Landoll Corporation’s history can be traced back to humble beginnings in 1963. Starting as a small company with only three employees, Landoll’s founders never imagined that their company would grow to become a global leader in innovative product design for agriculture, transportation, material handling, OEM, military, and government sectors — but through hard work and diligence, it did just that. Today, Landoll continues to innovate by developing some of the most durable and high-quality farm equipment, construction equipment, and trailers available.

Over the last half-century, Landoll has faced many challenges in its bid for growth. One seemingly constant detriment to Landoll’s success was the manual, paper-based processes hindering progress in Accounts Payable. Landoll’s Invoice volume was astronomical, making timely vendor payments an exception, rather than the rule.

“When I looked at the size and scope of the business process that we had become entangled, I decided we had to develop a paperless business model.” — John C. Schmidt, Group Manager at Landoll

This realization began the search for a solution that would allow Landoll to automate the Purchase-to-Pay process. After multiple rounds of due diligence, Landoll settled on IntelliChief as their go-forward solution for P2P automation. Leveraging the robust Content Management and Workflow Automation capabilities of IntelliChief’s Enterprise Content Management (ECM) platform, Landoll was able to automate the Purchase-to-Pay process to save time and money.

“The point to be made is this — buyers should be focusing on the buying process and developing quality vendors with the ability to deliver products on time at competitive prices, not shuffling paper between departments and staff.”

Getting Started With Paperless Purchasing

IntelliChief was implemented to streamline Landoll’s Purchase-to-Pay process. This would be accomplished by eliminating the need for paper, starting with the purchasing phase. Here’s how it works:

  • A Purchase Order is created in the company’s Infor ERP application
  • The PO is merged with an electronic form that is faxed or emailed automatically based on the vendor’s preference
  • The PO is electronically archived in IntelliChief’s secure, digital repository

Paperless Purchasing Benefits

IntelliChief’s advanced Optical Character Recognition (OCR) software client, Capture Enterprise, enabled Landoll to capture key information from transactional documentation. With comprehensive AI capabilities, Capture Enterprise makes all transactional data usable, whether structured or unstructured.

IntelliChief’s highly intelligent OCR software extracts data from all paper, fax, and email documents and automatically populates processing fields in IntelliChief. This information is then verified against the data stored in Landoll’s Infor ERP. This data is indexed and archived, as are the corresponding image files.

Consider this scenario involving Order Acknowledgements:

If a buyer gets an email response from a supplier stating, ‘We have received your PO and we will ship as expected by the requested date,’ it is considerably more efficient to capture the Acknowledgment in IntelliChief with the purchase documentation collection, instead of filing it in a drawer with the PO.”

Here’s how IntelliChief helped address this scenario:

“If a problem with the shipment occurs, the buyer can pull up the PO in IntelliChief and see all related documents and determine the source of the problem. When the vendor is contacted, all the purchase information is available to the buyer, allowing for a quick resolution. The same process is applied to vendors, quotes and pricing. Capturing it all in IntelliChief is a significant time saver.”

Handling Purchasing Discrepancies

When materials are received, the receiving documents are also electronically captured. The same processing occurs with Bills of Lading and related Packing Slips. IntelliChief doesn’t care what type of document is being captured, it captures all information indiscriminately and archives it automatically according to pre-existing business rules that leverage machine learning to get smarter over time.

Why is this important? It allows IntelliChief to connect receiving documents with the corresponding PO and any other related documentation. Without any manual labor, a full transactional record or “digital paper trail” is formed. When Landoll processors retrieve any document from this record, they will instantly have access to related documents — making the process of handling purchasing discrepancies a total breeze.  Read on for more comments from John C. Schmidt, Group Manager at Landoll:

“For orders to have items that were back-ordered or shipped incorrectly, IntelliChief’s workflow can expedite resolution of these issues in an efficient manner. When there’s a discrepancy in the Packing Slip, it can be electronically routed to the specific buyer. It’s very easy and cost-effective when compared to our paper process days.”

Schmidt also pointed out another important benefit of going paperless:

“In the past, we used 15 filing cabinets and a warehouse to store our purchasing documents. With IntelliChief, we have no filing cabinets nor are we moving any files to the warehouse. The square footage previously occupied with filing cabinets in the AP Department is now being used for additional, much-needed meeting space. Filing time of the past is now directed to more productive purposes.”

Before IntelliChief, Landoll relied on two full-time employees to manage the filing, searching, and retrieving of Purchase Orders, quotes, and vendor-related information. Now, these employees have been reassigned within the company. Instead of tedious, manual data entry and file management, they are making strategic contributions to the company.

Payment Scheduling Optimization

IntelliChief also assists Landoll with payment scheduling and scheduling optimization. Before IntelliChief, Invoices that arrived via mail, fax, or email would eventually be manually printed, sorted, marked up, and distributed by Landoll’s Accounts Payable staff. Every day, an average of 100 Invoices were processed via this method. The process was highly manual, resulting in countless wasted man-hours in AP.

Whenever a discrepancy occurred, an AP processor would send a paper copy of the Invoice to the appropriate buyer for resolution, stalling AP processing until it was returned. Meanwhile, an Excel spreadsheet was utilized as a log to track the Invoices requiring resolution. This file would then be sent to managers for review and approval — more manual work to increase processing time.

This highly manual approval process meant Invoices were being handled four to five times each, resulting in poor payment scheduling optimization and:

  • Late payment penalties
  • Missed early payment discounts
  • Slow processing times
  • Frustrated vendors
  • Manual processing errors

Finally, after an Invoice was approved and a check was cut, it was matched against a duplicate copy of the check and filed in the filing cabinets by vendor name. But those were the old days, and Landoll had no intention of looking back. Just ask Susan Slater, AP Supervisor at Landoll:

“Now, Invoices that arrive via fax are electronically captured and are routed to the appropriate AP staffer’s electronic inbox. Mailed Invoices are processed and scanned by Administrators, who then index them with the appropriate vendor and PO number. IntelliChief’s workflow process routes the Invoice to the appropriate AP staff’s inbox. Emailed Invoices are captured with Capture Enterprise, with email and attachments sent to the imaging database.” — Susan Slater, Accounts Payable Supervisor at Landoll

With IntelliChief, payment scheduling optimization is enabled with visibility provided through IntelliChief’s industry-leading integration capabilities. Invoices are now sorted to determine which ones to pay first. Attempting this with the old paper system proved difficult and inefficient.

This entire electronic procedure for capturing and routing Invoices helps speed up the process. It is essential to receiving early payment discounts, accounting for considerable capital annually.”

If there is a need to review past transactions or any documents associated with it, IntelliChief’s search function retrieves the required information by the vendor number, PO number, Invoice number, or any other relevant metadata.

Expanding Beyond the Purchase-to-Pay Process With IntelliChief

With IntelliChief, Landoll’s digital transformation had begun. Leveraging results from their P2P Automation, Landoll set its sights on expanding IntelliChief utilization to other departments, business units, and processes, such as its Order-to-Cash operations. Landoll has enabled everyone from Sales, Customer Service, Order Processing, Invoicing, and Collections to go paperless with IntelliChief.

Do you want to learn more about automating your company’s Purchase-to-Pay Process? Contact IntelliChief today to learn more about our P2P Automation solutions.

Share this entry
  • Share on Facebook
  • Share on Twitter
  • Share on WhatsApp
  • Share on Pinterest
  • Share on LinkedIn
  • Share on Tumblr
  • Share on Vk
  • Share on Reddit
  • Share by Mail
https://www.intellichief.com/wp-content/uploads/2020/08/Landoll.jpg 300 300 IntelliChief https://www.intellichief.com/wp-content/uploads/2021/07/IntelliChief-Paperless-Process-Management.png IntelliChief2019-01-22 09:07:192022-07-14 18:00:24Automating the Purchase-to-Pay Process
You might also like
Reducing Business Process Costs With Workflow Automation
Cost Savings in Logistics and Product Distribution
How to Determine Your Cost to Process a Single Invoice
How Does Your Sales Order Processing Procedure Measure Up?
Top 5 Reasons to Automate Invoice Processing
5 ECM Benefits You Can Achieve Within a Year
Real-World, Real Benefits: How to Reduce Accounts Payable Processing Costs
How to Get Control of Your Supply Chain Documents

Latest From The Blog

  • Seven Signs You Have the Right AP Automation SolutionMarch 16, 2022 - 8:00 AM
  • 5 Must-Haves in Accounts Payable Automation SoftwareMarch 9, 2022 - 2:50 AM
  • The 5 Accounts Payable KPIs Your Business Should Be MeasuringNovember 18, 2021 - 9:26 AM
  • Why It’s Time for Your Organization to Consider Accounts Payable Invoice AutomationNovember 8, 2021 - 4:17 PM
  • An Overview of AP Automation Objectives Among Project StakeholdersNovember 3, 2021 - 11:59 AM

Next Steps:

Request Demo
Contact Us
Download Whitepaper
Watch Recorded Webinar

Experience IntelliChief

Request a customized demo to see how IntelliChief addresses your organization’s most pressing challenges. Simply provide some preliminary information about your project and our experts will handle the rest.

Get a Demo

World Headquarters

P.O. Box 320878
Tampa, FL 33679

813-971-9500

U.S. Headquarters

120 Forbes Boulevard
Mansfield, MA 02048

508-594-2800

info@intellichief.com

Getting Started

Why IntelliChief?
What is ECM?
Solutions
Technology
ERP Integrations
Customer Success Stories
FAQ

Resources

Blog
Case Studies
Whitepapers
Product Sheets
Webinars
Savings Calculator
Careers
Press

Copyright © 2023 IntelliChief™. All Rights Reserved.
Website Development & Hosting by K.Tek Systems Inc.

Privacy Policy | Terms of Use and Disclaimers | Sitemap | Support Portal

Streamlining Purchase-to-Pay and Order-to-CashAccounts Payable Straight-Through Processing Cost Savings
Scroll to top

This site uses cookies. By continuing to browse the site, you are agreeing to our use of cookies.

Accept Settings

Cookie and Privacy Settings



How we use cookies

We may request cookies to be set on your device. We use cookies to let us know when you visit our websites, how you interact with us, to enrich your user experience, and to customize your relationship with our website.

Click on the different category headings to find out more. You can also change some of your preferences. Note that blocking some types of cookies may impact your experience on our websites and the services we are able to offer.

Essential Website Cookies

These cookies are strictly necessary to provide you with services available through our website and to use some of its features.

Because these cookies are strictly necessary to deliver the website, refusing them will have impact how our site functions. You always can block or delete cookies by changing your browser settings and force blocking all cookies on this website. But this will always prompt you to accept/refuse cookies when revisiting our site.

We fully respect if you want to refuse cookies but to avoid asking you again and again kindly allow us to store a cookie for that. You are free to opt out any time or opt in for other cookies to get a better experience. If you refuse cookies we will remove all set cookies in our domain.

We provide you with a list of stored cookies on your computer in our domain so you can check what we stored. Due to security reasons we are not able to show or modify cookies from other domains. You can check these in your browser security settings.

Other external services

We also use different external services like Google Webfonts, Google Maps, and external Video providers. Since these providers may collect personal data like your IP address we allow you to block them here. Please be aware that this might heavily reduce the functionality and appearance of our site. Changes will take effect once you reload the page.

Google Webfont Settings:

Google Map Settings:

Google reCaptcha Settings:

Vimeo and Youtube video embeds:

Accept SettingsHide Notification