Newgen Case Study on Accounts Payable Process Automation with Newgen Omnisuite.

1. Case Study MANUFACTURING
S OLUTIONS F OR B USINESS P ROCESS & C ONTENT M ANAGEMENT
Accounts Payable Process
Automation with Newgen Omnisuite
For a global pharmaceutical leader
Overview
Ranbaxy Laboratories Limited, headquartered in India, is an
integrated, research based, international pharmaceutical company
producing a wide range of quality, affordable generic medicines,
trusted by healthcare professionals and patients across geographies. It
is ranked amongst the top ten generic companies worldwide.
“Newgen's BPM solution integrates The Company's products are available in over 125 countries with
seamlessly with our SAP application manufacturing operations in 9 countries and ground presence in 49.
for Purchase Order (PO) based The Company was incorporated in 1961 and went public in 1973. For
Accounts Payable process. We have the twelve months ended December 31, 2006, Global Sales at US
been able to bring real-time visibility $1340 Mn. Overseas markets account for around 80% of company's
into our business operations through
global sales.
the robust and scalable solution,
which allows us to efficiently process
thousands of transactions per day.”
The Challenge
Ranbaxy SSC
Ranbaxy has already implemented SAP 4.6c for accomplishing
various Accounting and Finance related processes. Various activities
like document filing, processing, TDS run, Payment run, Cheque
processing etc are done in SAP and those entries are recorded to keep
track of the invoice during its processing.
The major limitation of this environment :
! Tedious tracking and maintenance of thousands of physical
documents (invoices and its supporting documents).
! Physical movement of papers from one location to another incase
of getting approvals from outside the Accounts department, across
locations, incurs cost and increases time taken for processing of
invoice.
The NEWGEN Solution
Key Highlights
Newgen offered Ranbaxy a workflow solution integrated with SAP.
All the invoices with the supporting documents are received at the
! Shortens bill payment cycle SSC (Shared Service Center) where they are scanned, indexed and
! Increase in time efficiencies, exported to Omniflow for further processing. Categorization of the
reduction of office supplies and invoices is done on the basis of Non PO and PO Invoices.
storage overheads
! Simplified and defined In OmniFlow the workitem is segregated on the basis of business
workflow speeds approval area and are routed to the specific users correspondingly.
cycles
! User interference in minimized t o Discrepancy, if any regarding image quality or documents, can be
reduce the chances of error
cleared. The workitem is then routed to the workstep where the SAP
Id is entered in the workflow and also the workitem id is entered in
SAP for the integration of invoice images associated with the
workitem with the corresponding SAP transaction. Some validations
are performed to ensure that right association has been made between
the Workitem id and SAP transaction id. Feed-files from SAP are
uploaded in workflow to update the status of TDS run, Payment Run,
Cheque dispatch details recorded in SAP.
www.newgensoft.com

2. Case Study MANUFACTURING
S OLUTIONS F OR B USINESS P ROCESS & C ONTENT M ANAGEMENT
The attached images can be viewed in SAP through a separate
transaction id. The implementation allows users to archive external
documents in OmniDocs, using the ERP (SAP) interface as well as
view/ download/ print the documents online. The system incorporates
a clear classification of documents based on work type and lots of time
is saved in processing of invoice, including the approval cycle.
To further enhance the system in phase II Omni flow was tightly
integrated with SAP for processing of PO type of invoices. After
processing of invoices, Omni-flow also sends data to update SAP with
the required information.
The Benefits
! Shortens bill payment cycle: shortens the turn around time for
Newgen Software Technologies the processing of a particular invoice
Limited is a market leader in ! Dashboard and customized reports: Efficient inspection by the
Business Process Management administrator so as to have total control over the SSC's activities
(BPM) and Enterprise Content
Management (ECM), with a global
! Vendor account reconciliation: Account Payables team can now
footprint of about 700 installations use a single application to create and view vendor payment
in over 30 countries. More than 100 invoices and related documents
of these implementations are large, ! Audit: complete history of the Invoice, including the approval
mission-critical solutions deployed and processing history, can be seen along with the electronic
at world's leading BFSI, BPO, and image of the document
Fortune Global 500 companies. ! Images: OmniDocs repository helps in saving the document
image and images can be easily accessed by a single click on the
workflow or SAP screen
Winner of several awards such as ! Seamless Integration with SAP application
“Frost and Sullivan’s Market
Leadership Award for Document
! Increase in time efficiencies, reduction of office supplies and
Management System and Workflow storage overheads and minimized legal fees and postage
Software & Services” and Intangible Benefits:
“Distinguished Application Product ! Tracking of invoice and its current status is possible now at any
Company” by NASSCOM, Newgen point of time during processing of an invoice
Software is an ISO 9001:2000, ISO ! Transparent link to the Omniflow system from SAP without
27001 certified and CMM Level 4 affecting the current process
company. ! Simplified and defined workflow speeds approval cycles and
increases productivity
! User interference in minimized to reduce the chances of error and
faster processing
NEWGEN prestigious clients include HSBC Bank, Deutsche Bank,
Hua Nan Bank, ABN Amro Bank, ICICI Bank, IDBI Bank, State
Bank Of India, ING Vysya Bank, CitiFinancial, RAK Bank, Bank of
Tanzania, Max New York Life and Bajaj Allianz, Royal Sundaram
Alliance, Uniliver, Philips, GE Countrywide, EXL, Satyam Nipuna,
iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways, SEC Phillipines.
Newgen Software Technologies Ltd.
A-6, Satsang Vihar Marg,
www.newgensoft.com Qutab Institutional Area,
New Delhi 110 067
Tel: +91-11-26964733, 26963571, 26856871
Email: newgen@newgen.co.in
Newgen Software Inc.
BPO-CS-RAN-05
1364 Beverly Road, St 300
McLean, VA 22101
Tel: +1 (703) 749-2855
Email: info@newgen.net