Automate Document Processing

ABBYY helps a transport & logistics company automate their invoice and Automate Document Processing via AI & OCR Document Capture techniques. The Shared Services Centre (SSC) of the global logistics service company is currently using the ABBYY solution to process up to 1.8 million documents annually in the form of incoming invoices, delivery notes, and many other paper documents. Following central processing and classification, data from incoming invoices are read using a rules-based process and passed on for the workflow-based approval in SAP.

Challenge

Processing different, time-critical documents and invoices for the Transport Companies 80 international sites.

Involved in the fields of contract logistics, freight logistics, port logistics and public transport, the Transport Company operates more than 460 sites, in more than 40 countries worldwide. The company developed its own Shared Services Centre (SSC) to support their complex supply chain processes. This unit processes a vast number of documents for 80 sites in the Transport Companies global network, including purchase invoices, clearing documents, delivery notes, loading records and order-picking notes. Up to 1.8 million essential documents have to be processed each ear, the majority of which are time-critical due to the strict deadlines entailed in logistics processes and also demand a high level of control and transparency. Furthermore, incoming invoices have to be balanced on time in order to benefit from discounts and avoid any arrears fees. The SSC has extensive IT systems in place to overcome this challenge. One key aspect of this process is ensuring that data is recorded efficiently.

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Solution – Document Capture Software

Automated document capture of all relevant document data using ABBYY FlexiCapture, a type of document capture software, for verification and further processing in the appropriate SAP workflows.

Using ABBYY FlexiCapture®, The Transport Company has been able to implement a new component for automated data capture. This tool processes documents as efficiently as possible and centrally by means of the corporate IT solution.

In replacing the previous solution, ABBYY was selected for its high quality data capture, its flexible and transparent architecture, scalability and fast implementation options. This means that established processes, including existing automation, could be retained in their entirety.

“ABBYY won us over from the very start with an outstanding capture rate and a very good
price-performance ratio. In addition, the expert support made fast implementation possible.”
– The Transport Company

Upon implementing the ABBYY software, a test phase was completed to train the system for the highly complex processes in the Shared Services Centre. The solution needs to fulfil a wide range of requirements, depending on the type of document, the individual procedures required and the specific data items. As such, the capture settings for each scenario were adapted based on test documents in order to make sure they could meet the necessary demands. As a rule, incoming documents are now scanned at the relevant site and transmitted in TIF or PDF format via a central server to the Shared Services Centre. Using ABBYY’s input management platform and the associated ABBYY FlexiCapture for invoices add on, all relevant invoice data is automatically captured then subsequently verified via ABBYY web clients. Integrated middleware handles archiving and sends status reports to the various logistics
systems and/or partners. Incoming invoices are indexed and passed on with the recognized values to the respective SAP workflows for archiving. This means that the different departments have direct access to the data and documents they require, while also ensuring smooth business processes.

Results

150 employees are currently working at 130 verification stations. Every month they process up to 150,000 documents – up to 1,000 documents per day. The recognition rate for captured information is up to 95%. The 1.4 million invoices and documents received on average each year can thus be effortlessly managed.

“The software was test-ready just four days after being installed, and we were able to adapt it to match our processes. In addition, the expert support made fast implementation possible. Over all, we are extremely satisfied.”