A Fortune 500 confectionery company resolves bottlenecks in the generation of its transportation bills with Maventic

A Fortune 500 confectionery company resolves bottlenecks in the generation of its transportation bills with Maventic

About Client

The client is a leading confectionery and snack company with a presence in over 160 countries. 

Business Scenario

A waybill is a receipt or a document issued by a carrier giving details and instructions relating to the shipment of a consignment of goods, and the details include the name of the consignor, consignee, the point of origin of the consignment, its destination, and route. An Electronic Way Bill (E-Way Bill) is a compliance mechanism wherein, through a digital interface, the person causing the movement of goods uploads the relevant information before the commencement of the movement of goods and generates an e-way bill on the GST portal.

Before partnering with Maventic, the client relied on manual processes to upload information onto the GST portal to generate its e-way bills.

Challenges

Owing to the scale of the business, the client needed to generate many e-way bills daily. This process presented the following challenges:

• Prohibitively expensive to keep a large team dedicated to handling these manual business processes.
• Decreased productivity due to lack of automation.
• Significantly prone to human errors owing to manual processes.
• Highly risky as errors in the generation of e-way bills attracted huge fines from the Government.

In addition to the above, the client also created documents outside of their SAP system. This process resulted in another layer of complexity in the e-way bill generation process.

Solution

The client decided that the best course of action was to streamline how it was uploading information onto the GST portal for generating e-way bills by integrating the portal with its SAP system.

After evaluating a few SAP e-way bill partners, they selected Maventic’s product called mavenTax for this purpose. The built-in functionalities of mavenTax enabled the client to quickly generate and modify e-way bills from their SAP system without requiring manual interventions.

mavenTax collects the requisite information from the client’s SAP system as soon as an invoice is generated and automatically sends it to the GST portal using an API. It then subsequently collects the e-way bill generated by the portal and stores it back in the SAP system. This entire process is entirely real-time.

The architecture used here involved the integration of the IRP with the SAP ERP using SAP PI/PO.

For the documents created outside of the client’s SAP system, Maventic created a form in SAP where the client could feed the information from these documents and generate e-way bills against them with mavenTax.

Benefits

With the implemented solutions, the client can perform the below functions directly on their SAP system by sidestepping the GST portal:

• Consolidate all e-way bill data on SAP, even for the e-way bills generated directly on the GST portal.
• Keep a log of externally created documents and perform modifications of e-way bills against them.
• Perform vehicle updation in case of a vehicle breakdown.
• Extend an e-way bill if a trip is unlikely to be completed in the initially stipulated time.
• Perform transporter updation in case the transporter is replaced during a trip.
• Perform cancellations of e-way bills.
• Print e-way bills.