ACCOUNTS PAYABLE AUTOMATION

1 Project Context

SB Constantia processes accounts-payable invoices across multiple plants, handled by plant and by vendor. Volume depends on whether an invoice is PO or Non-PO backed, and standard ERPs can't automate booking and matching for these customized workflows. Visibility into AP status was limited, and booking and posting invoices at the largest plant was a manual, time-consuming process

2 Problem

• Every invoice was processed by hand: scanned, keyed into a SharePoint form, then re-entered into D365 — about 60% of per-invoice time went just to typing header fields off the PDF.
• No single system of record: an invoice's status lived across paper, a SharePoint list, Excel and D365, with the ERP voucher number copied back into SharePoint by hand for every invoice — roughly half of AP's total effort.

• Exceptions such as GSTIN/tax mismatches, rounding gaps, price-tolerance breaches and MSME validation were chased entirely by email and phone, with no tracked resolution record

3 Solution

• Deployed Aura as the intake and capture layer ahead of D365: invoices arrive by email or scan, get auto-classified, and have header and line fields auto-extracted instead of keyed by hand.

• Matching engine runs the same checks AP did manually: a 3-way match on price and quantity, GST/GSTIN/HSN validation against the vendor master, the 45-day payment rule for small vendors, duplicate detection and automatic cost-centre coding.

• Once approved, an invoice automatically parks and posts into D365, and the resulting voucher number and status write back to SharePoint on their own.

4 Impact

• End-to-end Non-PO automation live for Ahmedabad, running in parallel

• ~50% effort Tracked queue removed: voucher write-back to SharePoint is automatic

• GSTIN, rounding and MSME exceptions flag automatically, with an audit trail