Automation of the reception of purchase orders at Álvarez & Sánchez

+40 años
experiencia

+4000
referencias

Marcas
exclusivas

The starting point

In 2015, Álvarez & Sánchez analyzes its processes for receiving and managing orders. The company realizes that manual handling of purchase orders results in many errors affecting the process. With more than 4,000 references, the company usually receives orders with many lines that they have to capture in their system, digitize, reconcile, verify and send to the warehouse manually. This process can take up to 3 days. The manual processing of data causes differences between what the client asks for and what he receives. These incidents must be resolved later with the exchange of invoices and credit notes.

In addition, one of its most important clients asks all its suppliers to digitize their processes for receiving orders and sending invoices.

The manual processing of data causes differences between what the client asks for and what he receives.

Álvarez & Sánchez is also capable of issuing the electronic invoice without errors at the time the goods are delivered.

The solution

Álvarez & Sánchez decides to digitize the reception and capture of orders through Bavel. To make it possible, Bavel connects with the company’s ERP. Once this integration is complete, Álvarez & Sánchez is ready to receive electronic orders from all those clients with whom it wants to connect.

Once issued by the customer, electronic orders are directly integrated into the company’s management system.

Álvarez & Sánchez is also capable of issuing the electronic invoice without errors at the time the goods are delivered. “Thanks to the integration with Bavel, we have control of the codes handled by our clients and ours, there is no margin for error,” explains Julio Adames, IT Director at Álvarez & Sánchez.

Currently, Álvarez & Sánchez is connected with its 13 main clients through Bavel.

The outcome

Thanks to process automation, Álvarez & Sánchez is able to automatically receive more than 40,000 purchase orders and issue more than 28,000 invoices per year.

The purchase orders reception and management process is now completed in a few hours. In addition to saving time and reducing errors, the company highlights the security and robustness of the system as a benefit.

The use of Bavel has also contributed to the reduction of incidents, since now if there is any difference between the order and the delivery, it is dealt with before the delivery becomes effective. “This digitization process has helped us to strengthen our pricing policy and to standardize our processes and data” explains Adames.

Also the sales representatives, previously in charge of order tracking, have eliminated this workload from their day-to-day work and even the IT department registers fewer incidents. After this first digitization project, Álvarez & Sáncehz will create, together with Bavel, an eCommerce portal so that all its B2B clients have an additional channel to communicate with them.

The purchase orders reception and management process is now completed in a few hours.