ERP Automation · Inward Process
From 1.5 Hours to 10 Minutes: Transform Your Inward Process for Advertising
Discover how ERP automation can simplify document inward, Release Order validation, monitoring data verification and vendor bill processing.
Try the 1-minute Three-Way Matching Challenge
The 90 → 10 minute figures shown are an illustrative process model, not a measured customer result.
Every business wants faster operations, fewer errors and better control over its financial processes. Yet, many organisations still spend considerable time handling inward transactions manually.
From receiving documents and checking purchase orders to validating invoices, matching supporting information and obtaining approvals, the inward process can become a time-consuming operational challenge.
What if a process that traditionally takes 1.5 hours could be streamlined to approximately 10 minutes with the right automation strategy?
This is where ERP automation can make a meaningful difference.
Why Is the Traditional Inward Process So Time-Consuming?
Inward processing involves more than simply receiving an invoice or document. It requires multiple checks to ensure that the information received is complete, accurate and supported by the relevant business records.
In organisations handling high volumes of transactions, the process may involve:
- Manually receiving and sorting invoices and supporting documents.
- Searching for the corresponding Purchase Order or Release Order.
- Verifying quantities, values, rates and other transaction details.
- Checking supporting monitoring or service-delivery data.
- Comparing invoice information against approved records.
- Identifying discrepancies and coordinating with different departments.
- Obtaining approvals before proceeding with bill processing.
When these activities are performed independently across spreadsheets, emails and disconnected systems, even a routine inward transaction can consume significant time.
The problem is not necessarily the volume of documents. It is the amount of manual effort required to validate them.
What Does an Optimised Inward Process Look Like?
An ERP-driven inward process brings the relevant information, validation rules and approval workflow together.
Instead of depending on repeated manual verification, the system can automate several activities and direct employees' attention towards exceptions that require human intervention.
Here is how the process can be transformed.
Centralised Document Inward
Documents are received through a structured inward process rather than being scattered across emails and individual folders.
The system can capture relevant information, associate documents with the appropriate transaction and maintain a traceable record.
Purchase Order or Release Order Validation
The inward document is checked against the corresponding approved Purchase Order or Release Order.
The system can validate relevant details such as:
- Order reference number.
- Vendor or supplier details.
- Approved values and rates.
- Quantity or service information.
- Applicable transaction conditions.
This reduces the need for employees to repeatedly search for and compare records.
Automated Monitoring Data Verification
For businesses where billing depends on actual service delivery or monitored activity, supporting data must also be validated.
For example, in media and advertising operations, monitoring information may be required to verify that the billed activity corresponds to the agreed Release Order.
An integrated ERP workflow can bring this information into the validation process.
Three-Way Matching
One of the most important improvements is introducing a structured three-way validation process.
The system compares: Release Order + Monitoring Data + Vendor Bill
Three-Way Matching
Release Order + Monitoring Data + Vendor Bill
Three records are compared against configured business rules before a bill moves to the next stage.
Release Order
What was approved
Monitoring Data
What was delivered
Vendor Bill
What was billed
Information matchesThe transaction can proceed to the next stage.
Discrepancy identifiedFlagged for review instead of moving forward unnoticed.
| Validation | What is checked |
|---|---|
| Release Order | Approved scope, rates and commercial terms |
| Monitoring Data | Actual activity or service-delivery information |
| Vendor Bill | Amounts and details submitted for payment |
When the information matches the configured business rules, the transaction can proceed to the next stage.
If a discrepancy is identified, the transaction can be flagged for review instead of allowing an incorrect bill to move forward unnoticed.
Exception-Based Approval
Not every transaction requires the same level of manual attention.
An automated workflow can distinguish between transactions that satisfy validation rules and those that require intervention.
Employees can focus on:
- Rate mismatches.
- Incorrect quantities.
- Missing supporting documents.
- Duplicate bills.
- Differences between approved and billed values.
- Unmatched monitoring information.
This changes the role of the inward-processing team from manually checking every detail to managing exceptions and ensuring accuracy.
Try It: The Three-Way Matching Challenge
Sit at the inward desk. For each transaction, compare the Release Order, the Monitoring Data and the Vendor Bill, then approve it or flag it for review. It is the same exception-spotting the article describes, which ERP automation can do for you.
Five sample transactions are waiting. Some are fine and some have a problem, such as a different rate, a different quantity or missing data. Compare the three records and decide. Hints are available if you need them.
How to play: approve a bill only if the rate, quantity and value agree on all three records and nothing is missing. Otherwise, flag it.
All names, numbers and values in this game are made-up sample data for illustration. They are not customer data or real results.
From 1.5 Hours to 10 Minutes: Where Does the Time Go?
Consider an illustrative inward-processing workflow.
Traditional inward processing
Illustrative automated workflow
| Activity | Traditional process | Optimised process |
|---|---|---|
| Document collection and identification | 15 minutes | 2 minutes |
| Order and vendor verification | 20 minutes | 2 minutes |
| Supporting data verification | 25 minutes | 2 minutes |
| Bill matching and validation | 20 minutes | 2 minutes |
| Coordination and processing | 10 minutes | 2 minutes |
| Total | 90 minutes | 10 minutes |
Important qualification: This is an illustrative process-improvement model, not a measured Bigsun customer result. Actual processing time depends on transaction complexity, document quality, integration readiness, business rules and exception handling. The 10-minute target applies to transactions that meet the configured automation criteria.
The objective is not simply to make employees work faster. It is to eliminate repetitive manual activities through better system integration and workflow automation.
Bigsun Multi PO Auto Inward
Multi PO Auto Inward: Streamline, Automate, Accelerate
Bigsun's Multi PO Auto Inward brings several of these ideas into one workflow, so that multiple purchase orders can be handled together in a single inward transaction instead of one entry at a time. In the illustrative model above, moving from 90 minutes to 10 minutes represents a reduction of roughly 89% in processing time.
StreamlineAutomateAccelerate
Process Multiple POs Together
A single inward transaction for multiple purchase orders.
Automatic Document Creation
Auto-generate GINs, GRNs, JRs and the Purchase Voucher automatically.
Reduce Transactions by Up to 80%
Replace multiple inward entries with one consolidated transaction. The actual reduction depends on how many purchase orders are consolidated.
Single Finance Approval Cycle
Complete accounting posting in a single approval cycle.
Faster Material Movement
Move materials from gate entry to the production floor quicker.
Accelerate Supplier Payments
Speed up invoice processing and approvals, and build stronger supplier relationships.
How ERP Automation Benefits Your Business
Faster Processing
Automated data retrieval, validation and matching reduce repetitive manual work and help shorten processing cycles.
Reduced Human Errors
System-driven validation helps identify inconsistencies that may otherwise be overlooked during manual comparisons.
Better Financial Control
Businesses gain better visibility into approved orders, supporting information, submitted bills and pending transactions.
Improved Transparency
A structured workflow provides greater visibility into transaction status, pending approvals and discrepancies.
Better Team Productivity
Employees spend less time searching for information and more time resolving exceptions and performing value-added activities.
Stronger Audit Trail
Centralised transaction records and approval histories support accountability and make it easier to trace inward activities.
Why Choose an Integrated ERP Solution?
Automating one activity in isolation may not solve the larger operational problem.
A truly efficient inward process requires different business functions to work together.
An integrated ERP solution can connect:
- Purchase and Release Order management.
- Vendor and supplier records.
- Document management.
- Monitoring and service-delivery data.
- Invoice and bill processing.
- Approval workflows.
- Financial accounting and reporting.
With the right integration, information flows across the process without requiring employees to repeatedly enter or verify the same details.
Transform Your Inward Process with Bigsun Technologies
At Bigsun Technologies, we focus on helping businesses streamline complex operational workflows through integrated ERP solutions.
Our ERP capabilities can support structured document processing, transaction validation, business-rule-based workflows and better operational visibility.
For organisations handling media, advertising and other transaction-intensive operations, connecting Release Orders, monitoring information and vendor bills can help establish a more controlled inward-processing workflow. Explore Bigsun's Media ERP software, or see how a connected system works for manufacturing businesses.
The right automation strategy begins by understanding your existing process, identifying repetitive activities and designing a workflow that suits your business requirements.
Your inward process should move business forward, not hold it back.
Ready to Improve Your Inward Processing Time?
Explore how ERP automation can help reduce manual effort, improve validation accuracy and create a more efficient inward workflow.
Contact Bigsun Technologies to discuss your inward process automation requirements.
From 90 minutes of manual effort towards a 10-minute automated workflow. Start transforming your inward process today.