Galapagos Purchase Order Automation

Our HyperMission

Optimise entire buying process from guided buying to purchase order confirmations
Improve supply chain planning
Free up time for FTEs to focus on more valuable tasks

Our HyperProcess

Initially, Galapagos was aiming at RPA automation to streamline its purchase order process. It quickly became apparent that pure task automation would not get the job done though. To reach the ambitious goals that Galapagos set out, we had to move towards process automation.

We carried out a full-on HyperAutomation Study to identify existing gaps and opportunities. The first step was to invite every line of business – from finance and procurement to HR and legal – and demonstrate what hyperautomation could mean for their day-to-day business: improving speed, efficiency and accuracy in a cost-efficient way while eliminating brainless tasks. Together we came up with a series of use cases that would form the backbone for our automation project.

Our HyperAutomation

A company like Galapagos get tons of purchase orders every day that rely on manual entry into an ERP system. Slow, mind-numbing work with a lot of room for error.

Automating the purchase order flow is all about analysing PO confirmations that come in via e-mail. By using document extraction, weleverage AI to recognise data elements in any supplier PDF template. The embedded probability rate decides if the bot can proceed with the interpreted data or if a user should step in to confirm the order. In any case, the bulk of the task is performed automatically.

Every single PO confirmation receives a dedicated workflow instance, providing continuous process visibility and KPIs that are available at any given time.

For Galapagos we prioritised the top 20 suppliers with the highest number of purchase orders – representing 80% of the total PO processing. This meant quick results and payback. Perfect for scaling up automation later down the line.

Our HyperSoftware

Our HyperChain solution is realised on the cloud-based SAP Business Technology Platform that seamlessly integrates with SAP S/4HANA.The Intelligent Document Processing Technology works as an extension of the SAP technology in place.

We integrate with SAP S/4HANA through standard SAP APIs, which is key for robust and sustainable automation. Dynamic error handling with user tasks and process visibility are further added to the mix.

By using the latest SAP software we provide an innovative solution that Galapagos can build on for the foreseeable future. Easy-to-use, easy-to-maintain, easy-to update.

Our HyperResults

A cost-efficient, low-code solution
Improved accuracy and speed
FTEs can move on to more valued tasks
Increased visibility
Better process response time

Our hyperautomation of Galapagos’ Purchase Order Process was such a success, we turned this custom solution into a stand-alone package that is now available in the SAP Store.