Modernizing Accounts Payable with OpenText VIM
How a global oil & gas enterprise automated invoice processing and unlocked visibility with OpenText VIM
Introduction
For large enterprises in asset-intensive industries, such as oil and gas, efficiently managing vendor invoices is crucial to maintaining operational continuity and financial control. However, legacy AP processes—characterized by paper invoices, manual matching, and fragmented workflows—can result in delays, compliance gaps, and high operational costs.
This was the case for one of the world’s leading oil & gas firms. Their Accounts Payable (AP) function was struggling with outdated systems, minimal visibility, and heavy dependence on BPO vendors.
That’s when Integritty stepped in to design and implement a modern, automated accounts payable (AP) system using OpenText VIM (Vendor Invoice Management), integrated with SAP S/4HANA and Ariba.
The Problem with Legacy AP Processing
The client’s AP operations spanned multiple geographies and business units. However, their core AP systems had not kept pace with the business’s scale. Key issues included:
- Fragmented invoice processing across systems
- Limited real-time visibility into liabilities and vendor status
- Heavy reliance on third-party BPOs for manual tasks
- Compliance risks due to inconsistent documentation and approvals
These inefficiencies impacted vendor relationships, led to operational delays, and increased AP costs.
The OpenText VIM Advantage
To transform their AP landscape, Integritty implemented OpenText VIM integrated with SAP ECC, S/4HANA, Ariba, and IES. The goal was to introduce automation, improve process consistency, and reduce operational dependency.
The new AP architecture included:
- Touchless invoice processing through automation and rule-based matching
- A supplier portal for streamlined digital invoice submissions
- A unified AP cockpit offering real-time monitoring and insights
- Smart workflows for validation, exception handling, and approvals
The result: a simplified, controlled, and insight-rich invoice lifecycle.
Implementation Highlights
- Intelligent capture using OCR for scanned and electronic invoices
- Data mapping and validation checks at ingestion
- Role-based workflows for exception resolution and approvals
- Integration with archiving solutions for audit readiness
- End-to-end visibility via VIM dashboards and SAP reporting
Results That Matter
The transformation delivered measurable outcomes within the first quarter of deployment:
- Process Efficiency:
– 45% of invoices were processed without manual intervention
– 40% reduction in AP headcount within a month
– Elimination of processing bottlenecks - Cost Savings:
– Reduced reliance on BPO services
– Minimized maverick spend through structured workflows - Stronger Financial Control:
– Real-time visibility into liabilities and vendor exposure
– Enhanced audit readiness and compliance enforcement
Conclusion
By implementing OpenText VIM, this oil & gas major shifted from manual, reactive AP operations to a digitally enabled, insight-driven model. Integritty’s deep expertise in SAP and AP automation ensured a smooth transition—bringing immediate ROI and setting the stage for continued process innovation.
Looking to modernize your AP operations? Let’s talk.
