Otokar: Invoice Approval in One Portal
KXP Invoice Management Portal
5,500+ employees, exports to more than 60 countries and procurement running on SAP: at Otokar, incoming invoice approvals, accounting status and decision history were brought together in a single portal.
Client
Otokar
Industry
Defense & Automotive
Employees
5,500+
Integration
SAP ERP, SRM
Platform
KXP Invoice Management Portal
5.500+
Employees
60+
Export Countries
1963
Founded
SAP
Integrated ERP
Challenges
The main problems Otokar faced when approving a high volume of supplier invoices.
Approvals running over e-mail
Incoming invoices were approved through e-mail and physical circulation. There was no central list showing which invoice was waiting on whom or which task was overdue.
Invoice tracking disconnected from SAP
ERP document numbers, orders and confirmations lived in SAP while the approval process ran through separate channels. Reaching the order behind an invoice required an extra check.
Unclear which job an invoice belongs to
Project and file details were not kept with the invoice, so finding out which job an invoice related to took time.
Approval authority and limits
Who could approve up to which amount was not defined systematically, and tasks stalled during leave periods without delegation.
Scattered decision history
Who approved an invoice and with which comment stayed in e-mail threads, making it hard to investigate a past transaction or present it in an audit.
The KXP Solution
One portal for finance, procurement and management, connected to Otokar's SAP and e-document infrastructure.
Approval flow and task tracking
- Invoices assigned to the user and overdue tasks in one list
- Approve, reject or forward to the right person according to authority
- Approval status and accounting status shown separately
- Decision notes and transaction history kept in the invoice record
SAP and order details
- Connection to the existing SAP and e-document services
- ERP document number shown together with the invoice record
- SRM order references and confirmation details
- Listing of invoices awaiting order confirmation
Document archive
- Access to past invoices, attachments and decision history
- Company, date and status filters
- Electronic document and attachments downloadable from the same record
- Project and file numbers attached to the invoice
Reporting
- Status distribution of invoices in the approval process
- Number of invoices with completed accounting
- Amount summaries in the selected currency
- Lists exported as CSV
Users, permissions and delegation
- User accounts, roles and approval limits
- Managers see tasks assigned to their teams in one view
- Delegation and holiday definitions
- Notification preferences set per user
Reminders and notifications
- E-mail reminders for pending tasks
- Overdue tasks highlighted in the list
- Visibility of invoices awaiting order confirmation
- Notification settings from the administration screens
Screens from the portal
Sample screens of the portal Otokar uses, prepared with demo data.
Company names, amounts and document numbers on the screens are samples and contain no Otokar data.
Results
What changed in daily practice at Otokar once invoice approval moved into the portal.
| Area | Before | After |
|---|---|---|
| Tracking pending invoices | E-mail threads and personal follow-up | Task list assigned per user, overdue items flagged |
| Approval and accounting status | A single "approved" flag | Approval status and accounting status shown separately |
| SAP document number | Looked up separately in SAP | In the portal, together with the invoice record |
| Order and confirmation details | Requested from procurement by e-mail | SRM order reference and confirmation status on the invoice screen |
| Decision history | In e-mails and personal notes | Approver, comment and earlier steps in the invoice record |
| Approval authority and delegation | Person-dependent; tasks stalled during leave | Roles, approval limits and delegation defined in the administration screen |
Additional Outcomes
Let's talk about your invoice process.
In an introduction call we look at your team's approval flow and your SAP connection needs.