INDUSTRY: Finance
Tags:
How Accelirate’s UiPath AI Agent Automates Purchase Operations Validation for Fin Union, Saving 977 Annual Hrs with 99% Accuracy
977
Hours Saved Annually
$34.2K
Annual ROI
99%
Error Reduction
Client Overview
The client is a well-established credit union that provides brokerage and insurance services to its members. Their Accounting and Payroll department manages high volumes of purchase orders (POs) through the Multiview desktop application. Manual PO validation was inefficient, error-prone, and heavily dependent on staff availability. Mismatched item descriptions, delayed approvals, and inconsistent tracking created process delays and compliance challenges.
Key Takeaways
- Automated PO item validation, eliminating repetitive manual tasks
- Dynamic description and status updates using mapping logic
- Faster processing of invoices and approval workflows
- Real-time exception handling for “PO Short” scenarios
- Seamless integration with Excel and Outlook to enhance processing continuity
Accurate and efficient handling of purchase order items is imperative for effective Accounts Payable operations. Previously, the finance team had to manually fetch Purchase Order (PO) status data, verify balances, interpret statuses, and update item descriptions resulting in delays, mismatches, and increased error rates.
To resolve these challenges, the client partnered with Accelirate to automate the PO validation process as transaction volumes continued to rise. The Accelirate’s dedicated team of experts analyzed the scenario and implemented the AP_Phase1_Multiview Agent, a UiPath-powered Agentic automation solution that intelligently navigates the Multiview application, applies business rules via a mapping table, and validates invoice readiness.
The AI Agents not only updates descriptions in real time but also flags exceptions like PO Short conditions and initiates further workflow steps leading to faster approvals, minimal manual involvement, and near-total error elimination.
Optimizing Purchase Order Validation and Approval Workflows with Intelligent AI Agent Automation
The purchase order validation process was heavily reliant on manual data entry and cross-checking across systems like Multiview, Excel, and Outlook. Each PO item required precise status validation, description updates, and balance checks—making the workflow time-consuming and prone to human error. Mismatches between PO status and item description often delayed approvals, while missed “PO Short” conditions increased exception handling complexity. This fragmented process not only slowed down Accounts Payable operations but also created audit and compliance challenges. An intelligent automation solution was needed to standardize validation, reduce manual touchpoints, and accelerate invoice processing with near-perfect accuracy.
To overcome these challenges, Accelirate deployed AI Agents to automate end-to-end PO validation and description management in Accounts Payable:
01 - Automated PO Retrieval & Navigation:
- The AP_Phase1_Multiview Agent logs into the Multiview desktop application and navigates through predefined paths to locate and retrieve PO items based on PO numbers.
- Each PO is systematically accessed for further validation, eliminating manual lookup errors.
02 - Intelligent Balance Check & Invoice Validation:
- The agent compares the available PO balance against the invoice amount to determine if the item is eligible for processing.
- If the balance is insufficient, the agent updates the item description and flags it for review.
03 - Status Verification Using Mapping Logic:
- Using a dynamic mapping table, the AP_Phase1_Multiview Agent matches the item’s description suffix (e.g., RTS, AIP, OPN) with the actual PO status in the system.
- If there’s a match, no changes are made. If mismatched, the agent updates the item description to reflect the correct status, ensuring consistency with business rules.
04 - Automated Description Correction & Exception Tagging:
- The agent auto-corrects the item description suffix based on the verified PO status. For example, an “Approval In Progress” status will trigger a suffix update to “AIP.”
- Items with mismatches or issues like “PO Short” are flagged and updated accordingly to avoid downstream errors.
05 - PO Short Detection & Exception Logging:
- When the PO is marked as “Sent,” the agent verifies whether the balance owning is less than the invoice amount.
- If the balance is short and not previously labeled as “POS,” the item is automatically tagged as PO Short.
- Items already labeled as POS are skipped to prevent redundant handling.
06 - Automated Workflow Integration & Status Update:
- Once validation is complete, the AP_Phase1_Multiview Agent updates the PO item status and sends it for further processing or approval through the integrated workflow.
- A seamless loop is maintained where the next PO item is fetched and processed in sequence without manual oversight.
07 - Reporting & Visibility Enhancement:
- All actions including status changes, exceptions, and updates are logged in real time and compiled into a summary report shared with the AP team.
- This ensures traceability, compliance, and full transparency into PO handling across the lifecycle.
What Was Unique About the Solution Implemented?
Accelirate’s UiPath-based automation solution for PO validation seamlessly handled complex item processing logic across legacy applications. By leveraging dynamic mapping tables, conditional logic, and intelligent exception detection, the solution eliminated the need for manual status checks and description updates. A resilient agent architecture ensured stability during desktop app navigation and gracefully handled discrepancies like PO Short cases. Additionally, the automation was designed to scale for high-volume PO queues, with built-in logic updates for future status rule changes.
Purchase Operations Validation Automation Process Flow with AP_Phase1_Multiview Agent
Step 1: Agent logs into the Multiview desktop application
Step 2: Agent inputs the PO Number and navigates to the item details section
Step 3: Agent checks PO balance against the invoice amount
→ (Sufficient? Proceed to next step) (Insufficient? Update description and mark as PO Short)
→ (Sufficient? Proceed to next step) (Insufficient? Update description and mark as PO Short)
Step 4: Agent retrieves the current PO status and item description suffix
Step 5: Agent compares the suffix with the PO status using the Mapping Table
→ (Match? No action needed) (Mismatch? Proceed to update)
→ (Match? No action needed) (Mismatch? Proceed to update)
Step 6: Agent updates the item description suffix to reflect the correct status
(e.g., Ready to Send → RTS, Approval In Progress → AIP, Open → OPN)
(e.g., Ready to Send → RTS, Approval In Progress → AIP, Open → OPN)
Step 7: Agent checks if status is “Sent” and balance owning < invoice amount
→ (If true and suffix ≠ POS → Mark as PO Short; if suffix = POS → Skip)
→ (If true and suffix ≠ POS → Mark as PO Short; if suffix = POS → Skip)
Step 8: Agent updates the item for further processing within the workflow
Step 9: Agent moves to the next PO item in the queue
Step 10: Agent continues processing until all POs are validated and sends final summary
Transforming Accounts Payable with AI Agent for Faster, Smarter, and More Accurate PO Processing
By automating the PO validation workflow with UiPath and AI-driven decision rules, the organization significantly improved invoice handling and approval timelines. The solution eliminated redundant manual tasks, ensured accurate PO status mapping, and flagged exceptions in real-time—streamlining the entire Accounts Payable process with precision.
01 - Significant Time Savings
977+ hours saved annually by eliminating manual PO lookups, validations, and description corrections.
02 - Eliminating Errors
Nearly 100% error reduction through automated status verification and suffix updates.
03 - Faster Invoice Processing
Accelerated PO validation and approval workflows for improved turnaround time.
04 - Cost Efficiency Through Automation
$34,209 in annual ROI driven by labor reduction and workflow acceleration.
05 - Exception Handling for PO Short Cases
Automatic detection and tagging of PO Short scenarios ensures better control and visibility.
06 - Scalable & Future-Ready Architecture
Logic-driven design accommodates mapping rule changes and additional validation layers without disruption.
Achieve New Levels of Efficiency and Accuracy with AI Agent-Driven Financial Ops Automation
This success story showcases how Accelirate’s intelligent automation solution transformed the purchase order validation process, delivering enhanced speed, accuracy, and compliance in Accounts Payable operations. By deploying UiPath Agentic AI and dynamic mapping logic, the organization eliminated manual PO checks, automated item status handling, and streamlined invoice processing leading to faster approvals and reduced operational costs.
At the core of this transformation was the AP_Phase1_Multiview Agent, designed to ensure resilient, real-time PO processing that scales effortlessly and adapts to evolving business rules. If you’re ready to modernize your AP processes and drive real ROI through automation, partner with Accelirate. Connect with us today to explore scalable, intelligent finance automation solutions tailored to your needs.
Need a Quick Reference?
Download the mini version of our case study for easy sharing with your team.
Explore Our Featured Case Studies
