Customer story

How Pelangi Publishing Group automated customer purchase order entry with KIP.ai

KIP.ai, Your AI Native Finance Department, automates sales order entry for Pelangi Publishing Group. It captures the purchase orders (sales entry documents) that Pelangi Publishing Group's customers send, extracts six key fields from each one and stores them as structured data. Pelangi admins review and verify the data in their business portal before it flows into ERP systems such as SAP or Microsoft Navision. The customer journey stays the same. KIP.ai is built by Axrail, an AWS Premier Partner and a team of Applied AI experts.

At a glance

Customer
Pelangi Publishing Group
Industry
Publishing & Printing
System
ERP systems such as SAP or Microsoft Navision
Use case
Accounts receivable (AR)
KIP.ai workflows used
Document capture, key-field extraction, admin review and verification, hand-off to ERP systems
  • 40%less manual processing time
About Pelangi Publishing Group

Pelangi Publishing Group is a regional educational publisher founded in 1979 by a group of young teachers. It is headquartered in Malaysia, with publishing offices in Thailand and Indonesia. It produces educational materials for the Malaysian, Thai, Indonesian and Singaporean curricula, from kindergarten to pre-university. It publishes more than 400 new titles a year in five languages: English, Bahasa Malaysia, Chinese, Thai and Bahasa Indonesia.

The challenge

Purchase orders in many formats had to be entered by hand in a short window before each school season.

Pelangi Publishing Group's customers range from big urban schools to small rural ones. Before each new school season, Pelangi Publishing Group must process high volumes of book orders in a short window. Purchase orders arrive in many formats and had to be entered by hand into Pelangi's business portal. With more than 400 new titles a year, entering orders by hand was prone to errors. Order errors led to wrong-supply cases and customer complaints, and the sales team spent time on data entry instead of selling.

The solution

KIP.ai extracts six key fields from scanned customer purchase orders and hands verified data to ERP systems.

Pelangi Publishing Group’s own team scans the customer purchase orders and sends them to KIP.ai. KIP.ai extracts the six key fields configured for Pelangi Publishing Group from each document: Customer PO, Customer ID, Customer Name, ISBN/Bookcode, Quantity and Sample. It stores them as structured data.

Pelangi admins review and verify the extracted information in their business portal before it flows into ERP systems such as SAP or Microsoft Navision.

The existing customer journey stays the same. The manual data entry step is removed.

The impact

40% less manual processing time, fewer wrong-supply cases and more time for the sales team to sell.

  • 40% less manual processing time Employees no longer extract data from purchase orders by hand, the step that consumed the most time when order volume peaked. Pelangi admins still review and verify the extracted data in their business portal before it flows into ERP systems.
  • Increased productivity Pelangi's sales team now focuses on sales activities instead of manual data entry.
  • Increased customer satisfaction Better extraction accuracy cut the wrong-supply cases and customer complaints that manual data entry used to cause.

Key takeaways

  1. Six key fields from each documentKIP.ai extracts Customer PO, Customer ID, Customer Name, ISBN/Bookcode, Quantity and Sample, and stores them as structured data.
  2. Admins verify before hand-offPelangi admins review and verify the extracted information in their business portal before it flows into ERP systems.
  3. The customer journey stays the sameCustomers keep working as they do today, and the manual data entry step is removed.