How FamilyMart Malaysia turned emailed supplier invoices into ERP-ready purchase orders
KIP.ai, Your AI Native Finance Department, reads FamilyMart Malaysia's supplier invoices (2,000-3,000 a month) from email and extracts the data. It validates that data against expected values, then converts each invoice into an ERP-ready purchase order file. Every exception is flagged for the team to review and decide, so time goes to exceptions and supplier relationships. KIP.ai is built by Axrail, an AWS Premier Partner and a team of Applied AI experts.
At a glance
- Customer
- FamilyMart Malaysia
- Industry
- Convenience Retail
- System
- Microsoft Navision
- Use case
- Accounts payable (AP)
- KIP.ai workflows used
- Invoice capture from email, data extraction and validation, invoice-to-purchase order conversion into ERP-ready files, exception flagging
- 2,000-3,000invoices a month
FamilyMart Malaysia is a leading convenience store chain with a large network of outlets. That scale brings a steady flow of back-office work, with supplier invoices arriving continuously by email. In FamilyMart Malaysia's business workflow, supplier invoices become purchase orders.
Handling supplier invoices by hand created bottlenecks in procurement and supplier reconciliation.
FamilyMart Malaysia's team processed 2,000-3,000 supplier invoices a month by hand. That created procurement bottlenecks, slowed supplier reconciliation and tied up the team's capacity.
KIP.ai reads invoices from email, validates the data and turns them into ERP-ready purchase order files.
KIP.ai reads supplier invoices from email and extracts the data. It validates the extracted fields against expected values first, then converts each invoice into an ERP-ready purchase order file for Microsoft Navision.
KIP.ai works inside FamilyMart Malaysia’s existing procurement operations, so invoices flow into purchase orders without a separate manual reconciliation step.
Every exception is flagged for the team to review and decide, so the team’s attention goes to the invoices that need a decision.
Faster invoice processing, reduced manual effort and streamlined procurement.
- Faster invoice processing Processing efficiency improves across a monthly volume of 2,000-3,000 invoices, with extraction and validation handled automatically rather than by hand.
- Reduced manual effort Manual effort is reduced at the point where errors and delays are most likely to occur: data entry and validation.
- Streamlined procurement Procurement operations are streamlined, with invoices flowing into purchase orders faster and more consistently than a manual process allows.
Key takeaways
- Invoices come in from emailKIP.ai reads supplier invoices from email.
- Data is validated, then convertedKIP.ai validates the extracted fields against expected values first, then converts each invoice into an ERP-ready purchase order file for Microsoft Navision.
- People decide on exceptionsEvery exception is flagged for the team to review and decide.