AutoX streamlines vendor reconciliations with BEST’s SAP-integrated solution

Leading South African automotive battery manufacturer AutoX implemented BEST’s Vendor Reconciliation module, transforming manual Excel-based processes into automated, auditable workflows that deliver time savings and enhanced visibility across their accounts payable operations.

AutoX

As a leading automotive lead-acid battery manufacturer, AutoX supplies local and selected African and European markets with well-known battery brands including Willard®, SABAT®, and HiFase®. The company also serves as the official distributor of VARTA® in South Africa and other selected African countries.

AutoX serves both Original Equipment Manufacturer (OEM) and aftermarket replacement sectors, providing automotive car and truck batteries, industrial batteries, and motorcycle and leisure batteries. With a focus on advancing the battery industry to create a greener and sustainable future, AutoX required robust financial processes to support their strategic goals around working capital and cash flow management.

The challenge

AutoX’s accounts payable team plays a crucial role across all business units, where ineffective operational performance could bring business operations to a standstill. The company needed to optimise its vendor reconciliation processes to support strategic working capital and cash flow objectives.

Key challenges included:

• Manual Excel-based reconciliation processes
• Limited visibility over reconciliation progress
• Lack of a recorded trail for reconciliation activities
• High workload for creditors’ clerks
• Increased risk from manual processes
• Accuracy concerns with manual matching

Our approach

After conducting online research to identify the best-fit solution, AutoX selected BEST based on the company’s reputation and solution capabilities. The decision factors included:

• Easy-to-use interface
• Central storage capabilities
• Built-in SAP integration
• Comprehensive functionality that matched their exact requirements

Implementation

The project followed a structured approach with clear timelines:

• Project Start: February 2023
• Go-Live: May 2023
• Duration: 3 months
• Approach: Fully remote implementation
• Management: Weekly status meetings for effective project tracking

AutoX processes vendor statements using both Excel and manual statement load options, providing flexibility in their reconciliation approach.

AutoX Processing Statistics (April – June 2024)

Statement Processing: 

• 248 Excel spreadsheets processed
• 708 copy capture loads processed
• 4,334+ Excel statement lines loaded
• 6,200+ copy capture statement lines loaded

Matching Performance:

• 96% automatically matched lines (target: 75%+)
• 100% automatically matched statements (target: 95%+)
• 4% unmatched lines requiring attention
• 0% manual intervention required

The implementation delivered significant improvements across AutoX’s vendor reconciliation process:

Enhanced Visibility and Control:

• Full visibility over all reconciliations
• Real-time processing capabilities
• Comprehensive reporting options available
• Management visibility across all reconciliations

Operational Improvements:

• Confirmed reduction in processing time
• Increased quality of work
• More time available for clerks to focus on resolving outstanding queries
• Timely clearing of reconciling items

Audit and Compliance Benefits:

• Recorded trail of all reconciliation activities
• Enhanced support for both internal and external audit requirements
• External auditors completed the year-end audit with no comebacks, confirming the solution meets all audit requirements

User Adoption:

• Very positive team response since the implementation
• User-friendly tool interface
• High adoption across the organisation

Key Features Utilised:

• Excel and manual statement loading options
• Comprehensive reporting suite
• Real-time processing capabilities
• Integrated SAP functionality

For AutoX, BEST delivered the automation and visibility essential to transforming manual, risk-prone processes into controlled, efficient operations that support strategic business objectives.