A leading Indian electrical equipment manufacturer consolidates external data related to its transportation bills onto its SAP system with Maventic

A leading Indian electrical equipment manufacturer consolidates external data related to its transportation bills onto its SAP system with Maventic.

About Client

The client is one of the top 10 consumer durables companies in India and a leading electrical equipment manufacturer. It has eight manufacturing plants that produce 16,000+ SKUs across fans, lighting, pumps, and various household appliances.

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 related to its business processes which were partially integrated with its SAP system, onto the GST portal to generate its e-way bills. The client was looking for a solution to automate the generation of its e-way bills and store all related data on its SAP system.

Challenges

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

• Keeping a large team dedicated to handling these manual business processes was expensive.
• The Government imposed heavy fines in case of any errors in the e-way bills.
• Manual processes were error-prone.
• Lack of automation severely impacted productivity.

Inaccurate reports resulting from data gaps were also recurring due to e-way bills being generated directly on the GST portal (bypassing SAP).

Solution

After evaluating a few SAP e-way bill partners, the client selected Maventic’s product, mavenTax, to upload information onto the GST portal to generate e-way bills by integrating the portal with its SAP system.

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 directly integrating the IRP with the SAP ERP.

Additionally, to resolve the data gap caused by e-way bills generated directly on the GST portal, Maventic developed a mechanism in the system that would sync all the data from the GST portal to SAP at the end of the day.

Benefits

With mavenTax and the data sync mechanism, the client can perform the below functions directly on their SAP system by sidestepping the GST portal:

• Consolidate all e-way bill-related data in SAP and generate accurate reports.
• Perform vehicle updation in case of a vehicle breakdown.
• Extend an e-way bill if a trip is unlikely to be completed within the stipulated time.
• Perform transporter updation in case the transporter is replaced during a trip.
• Perform cancellations of e-way bills.
• Print e-way bills.