PORTALINK CAST STUDY
KINCROME
THE CHALLENGE
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Kincrome is a warehouse and distribution business that has been supplying to Automative, Industrial and Hardware markets for 30 years.
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Kincrome has four warehouse/distribution centres, which are strategically located throughout Australia, to deliver responsive and accurate order dispatches to all target markets.
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Fast and accurate order-to-shipment cycles are an imperative component of Kincrome’s customer value proposition.
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Kincrome invests in technology solutions that can enhance its order accuracy and improve the speed of its turnaround time.
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Finding a solution to meet Kincrome’s needs that was robust, accurate, quick and cost-effective proved challenging.
1
PORTALINK CAST STUDY
KINCROME
THE CHALLENGE
-
Kincrome is a warehouse and distribution business that has been supplying to Automative, Industrial and Hardware markets for 30 years.
-
Kincrome has four warehouse/distribution centres, which are strategically located throughout Australia, to deliver responsive and accurate order dispatches to all target markets.
-
Fast and accurate order-to-shipment cycles are an imperative component of Kincrome’s customer value proposition.
-
Kincrome invests in technology solutions that can enhance its order accuracy and improve the speed of its turnaround time.
-
Finding a solution to meet Kincrome’s needs that was robust, accurate, quick and cost-effective proved challenging.
1
automate
accounts payable
Portalink is a flexible platform that uses multiple automation methodologies to digitise invoices from the biggest trading vendors to the smallest. Portalink hyperautomates the Accounts Payable process with a system that seamlessly manages approval workflows, three-way matching and unlimited business rules - with optimal Zero-Touch – before passing data to the Finance ERP system.
We believe that great businesses understand the value of granular line-level data.
The Accounts Payable function is an unavoidable and essential task for every organisation.
Most organisations are unable to successfully digitise more than 20% of their inbound invoices. Electronic Data Interchange (EDI) automates the largest trading partners but leaves a long tail of transactions that are manually keyed or only partially entered at header level. The long tail is not only where most mistakes occur, it also creates a lag for financial systems which adversely impacts timely payments, supplier relations and management reporting. By accurately capturing granular line level data from any document or file, Portalink instantly identifies duplicate invoices, overcharging and substitutions, ensuring that only high-quality data enters the financial system.
Independent Technologists have proven that Portalink is a superior system for Zero-Touch transaction automation.
structured and unstructured
invoice processing.
portalink
vendor invoice digitisation for accounts payable
data capture
data validation
data mapping
digital order
PortalinkXTRACT
(captures meta data from native documents with 100% accuracy)
PortalinkOPTIC
(OCR enginge)
Each Vendor Invoice template is mapped by Portalink.
Low mapping costs enable all invoices to be automated
PortalinkRPA
(customised
solutions)
Portalink creates customised Robotic Process Automation (RPA) and mappings for any file format
PortalinkEDI
(EDI-Vanguard)
Portalink creates customised mappings for any EDI file format
Smart integration with master databases , procurement, and warehouse management systems enables validation with Zero or Low-Touch.
All business rules and workflows, no matter how complex, can be incorporated within the Portalink platform, ensuring errors are fixed before exporting the digital data to the ERP or finance system.
Only clean, sanitised invoices are exported to ERP system.
Other systems including accounting and procurement systems can also be included in the data and document exchange.
PDF attachment
Excel attachment
HTML
(in email body)
image files
download
(secure login)
EDIFAXT, XML, cXML, AS2 etc.
Flexible 2-way or 3-way mapping against goods receipt and/or purchase order can be applied.
Automated Invoice Approval with delegation of authority to manager's phones and desktops.
General ledger and cost centre coding capabilities can be applied automatically or by the accounts payable teams before invoices are exported to your ERP.
Portalink learns with each invoice processed and is configured to compliment your ERP's capabilities and enhance your AP process.
workflow
email invoices
faxed invoices
Supplier web portals
EDI Invoices
why portalink is the right choice
why choose
portalink?
our customised solution.
Portalink caters to your business needs and goals, and unlike other out-of-the-box systems, Portalink provides a robust and realistic solution to deliver low or even Zero-Touch transaction outcomes whilst decreasing errors and the overhead costs associated.
This is achieved through our mapping process.
reduces manual data entry by more than 85%
accelerated order-to-shipment cycles
eliminates errors
auto-communicates with customers
frees up time for sales generating activities
de-risks knowledge loss when key staff leave
enables growth without additional cost to serve
hear it from
our customers
independent technologists prove
portalink is number one
In early 2020, a global Fortune 500 company committed to finding the best PDF-to-EDI system. Extensive research had established a shortlist of nine software providers that were considered best-of-breed for document digitisation. A team of Technologists in Boston MA were tasked with setting up and testing each platform to determine which system delivered the best Zero-Touch outcomes.
Converting PDF Purchase Orders into digital EDI files is complex, requiring accuracy and precision. Hundreds of actual PDF orders were processed through each system to test critical benchmarks. Despite being the smallest company selected for the test, Portalink outperformed all other systems and has since been successfully implemented globally by the Fortune 500 Company.
The extensive testing proved that built-for-purpose systems which are fully supported by the provider performed better. The testing also proved that systems that were dependent on Optical Character Recognition (OCR) for data capture and Artificial Intelligence (AI) for mapping could not be trusted for Zero-Touch.
The benchmarks below summarise where Portalink outperformed the other systems:
best data accuracy
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best data
context
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easiest to
set-up
best user
interface
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best technical support
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most scalable system
how to choose
the right software provider
This simple test will narrow the field of software providers that can deliver the outcomes you need. Studies have proven that the following factors are critical for successful Zero-Touch digitisation.
The system must be flexible and adaptable. Robotic Process Automation (RPA) is very task specific and lacks the flexibly to adapt to complex variables.
Portalink
Avoid RPA dependent systems
The system must capture granular data with 100% accuracy. Systems that depend on OCR make too many mistakes to be trusted for Zero-Touch.
Portalink
Avoid OCR dependent
systems
The mapping system must digitise any document type with 100% correct data context. Systems that rely solely on Artificial Intelligence often learn badly in unstructured data environments, resulting in costly errors.
Portalink
Avoid AI dependent systems
The software provider maps your vendor’s invoice templates so that your team’s time is not wasted and quality is not compromised
Portalink
Avoid systems that require mappings to done internally
The cost to map each vendor’s invoice template is so low that you can digitise ALL of your trading partners without a second thought.
Portalink
Scalability will be limited if template cost is high
The system can be fully customised to compliment your business processes and workflows.
Portalink
Most SaaS systems are not
fit-for-purpose
The system uses deep integration with your ERP and other systems (such as CRM) for seamless bi-directional data exchange.
Portalink
Avoid systems that have limited integration capabilities because they will require more touch
The system can validate ALL business rules – regardless of complexity - to resolve data errors with zero or low touch to eliminate double effort in ERP.
Portalink
Limited validation equals
more touch
The system is intuitive and user friendly
enabling new users to become proficient within
a day or two.
Portalink
Avoid clunky systems that are difficult to use
The system is single tenant, providing additional flexibility, robustness and data security.
Portalink
Avoid Multi-Tenant systems unless you are a small to medium sized organisation
The system is not typical SaaS. The service
provider provides service beyond the sale with continual monitoring and improvement for life.
Portalink
Avoid systems that are not supported
The software provider is happy to provide you with reference contacts for any of their customers.
Portalink
pricing.