Newgen BPM Integration with SAP HANA
Implementing Newgen BPM Integration with SAP HANA for Accounts Payable Process at an electronics giant

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Client Overview

Client, a leading consumer electricals company, sought to optimize and streamline its Accounts Payable (AP) process. Facing challenges such as manual data entry, lengthy approval cycles, and data discrepancies, the company decided to implement Newgen Business Process Management (BPM) integrated with SAP HANA to enhance efficiency, accuracy, and visibility in its AP operations.

Problem Statement:

Client's existing AP process relied heavily on manual tasks, paper-based invoices, and disparate systems, leading to inefficiencies, errors, and delayed payments. The company needed a solution to automate the entire AP process, from invoice receipt to posting, while ensuring seamless integration with their SAP HANA ERP system.

Solution
Client collaborated with a team of Newgen and SAP HANA experts to design and implement a comprehensive solution that combined Newgen BPM with the power of SAP HANA. The solution aimed to achieve the following objectives:
1. Process Automation: The manual-intensive steps, such as data entry, document routing, and approval workflows, were automated using Newgen BPM. This eliminated human errors, reduced processing times, and improved overall process efficiency.
2. Document Management: A centralized document repository was established within Newgen BPM, enabling the electronic storage and retrieval of invoices, purchase orders, and related documents. This eliminated the need for physical documentation and improved document traceability.
3. Integration with SAP HANA: The heart of the solution was the seamless integration between Newgen BPM and SAP HANA. This integration facilitated real-time data exchange between the BPM system and the ERP, ensuring accurate and up-to-date MIGO transaction (Gate entry and Store), Quality inspection, MIRO transaction (Parking and Posting) information across both platforms.
4. Workflow Optimization: The AP approval workflow was designed and configured in Newgen BPM. The workflow was tailored to Client's specific approval hierarchy, ensuring that invoices were routed to the right individuals for review and approval based on predefined rules.
5. Data Validation and Matching: Advanced algorithms within the solution enabled automated data validation and matching between invoices, purchase orders and GRN. This minimized discrepancies and exceptions, further reducing manual intervention.
6. Data Extraction: A data extraction mechanism was developed to capture invoice data from scanned documents. Newgen Omni Extract was utilized to extract the invoice header/line data.
Implementation Steps

The implementation followed a phased approach:
1. Requirements Gathering: Client's AP process was analysed in detail to identify pain points and requirements for automation and integration.
2. Solution Design: The AWC and Orient teams collaborated to design a solution architecture that included process flows, data mapping, integration points, and user interfaces.
3. Customization and Configuration: The Newgen BPM system was customized to align with Client's AP process requirements. Integration points with SAP HANA were established using APIs and connectors.
4. Testing: Rigorous testing was conducted to ensure seamless integration, data accuracy, and adherence to business rules. This included end-to-end testing of the entire AP process.
5. User Training: Client's staff were trained on using the new system, understanding workflows, and navigating the integrated BPM and SAP HANA interfaces.
6. Deployment: The solution was deployed in a controlled environment, allowing for further testing and validation in a real-world setting.
7. Go-Live: Once the solution was thoroughly tested and validated, it was launched for full-scale operations.

Impact

The implementation of Newgen BPM integrated with SAP HANA yielded significant benefits for Client's AP process:
1. Improved Efficiency: Automation of manual tasks led to faster invoice processing, reduced cycle times, and increased overall efficiency.
2. Enhanced Accuracy: Data validation and matching algorithms minimized errors, leading to improved accuracy in invoice processing.
3. Visibility and Control: Real-time data exchange between Newgen BPM and SAP HANA provided greater visibility into the AP process, enabling better decision-making.
4. Faster Approvals: Automated approval workflows ensured that invoices were routed to the right approvers, reducing approval bottlenecks.
5. Cost Savings: Reduced manual intervention and paper usage resulted in cost savings related to data entry, storage, and document handling.
6. Compliance and Audit: The centralized document repository and automated processes aided in compliance with regulatory requirements and simplified audit trails.

Conclusion

The successful implementation of Newgen BPM integration with SAP HANA revolutionized Client's Accounts Payable process. By combining process automation, seamless integration, and advanced data validation, the company achieved higher efficiency, accuracy, and control over its AP operations. This case study exemplifies the transformative potential of BPM and ERP integration in driving business process optimization.

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