Process Automation of PR Creation & Edit

A large team across different operating plant units manage manual processing of approximately 200 PRs in a month. Multiple business users were involved in PR creation & Editing, a reasonably complex process that also needed editing features to correct the Purchase Requests based on business criteria and other factors. Manual process took several minutes for a single PR and involved back and forth interactions with business uers before its finally submitted for purchase approvals. This multi-step process involved several business users, verifying and approving in the backend ERP system.

Business Challenges

• Data Entry Errors: Manual data entry errors during PR Creation & Edit process in ERP System. The number of errors was also high owing to the understanding of business users in using the correct codes, categories, cost centers etc.
• Inefficiency: Manual verification of vendor details and cost center information during PR creation & Edit is time consuming and often leads to delays in approval and processing. Significant rework and multiple edits in the system.
• Lack of Visibility: Delayed outcomes due to manual validations, there was no clear visibility at what stage the process was and involved a lot of mails and calls to follow up for purchase requisition.

Solution Highlights

• The Average Handling time has been reduced to 30 seconds for PR creation & Edit process
• Statuses are continuously updated and notifications sent to business users that help track the current status of PR process and in case of any business exceptions.
• PR number and request information sent to requestor & approver, giving visibility to the requester at every stage of the approval process.
• The report will be shared with the business daily to notify the number of PRs processed each day, current status and the PRs in pipeline etc.

Business Outcome

Transaction time has been reduced from 3-6 minutes to 30 seconds, resulting in an 80–95% reduction in manual effort and a 90% elimination of repetitive data entry. Accuracy has improved from 80% to 99%, ensuring faster, more reliable, and consistent processing.