Accounts Payable Shared Service Center for Multi-Plant Operations
Processing of over 5,000 AP transactions per month for a large multinational and UAE-headquartered manufacturer of Petroleum products. A centralized SSC approach that delivered 25% cost savings while ensuring SOX compliance across multi-state and multi-country operations.
Comprehensive Accounts Payable Services
End-to-end AP processing and financial operations for multi-plant petroleum manufacturing operations, covering the complete procure-to-pay cycle with integrated compliance management.
Accounts Payable
Invoice processing, 3-way matching, vendor payments
Payments
Payment processing, scheduling, and execution
Bank/Vendor Recon
Bank and vendor reconciliation services
Inbound Shipment
Document verification for incoming shipments
SCD/SES
Service Confirmation & Entry Sheet processing
Petroleum Manufacturing: Complex Operations, Complex Finances
The petroleum and petrochemical industry operates with unique financial complexities that demand specialized expertise. Multi-plant operations across different jurisdictions, high-volume vendor transactions, stringent regulatory requirements, and the need for real-time visibility make AP management particularly challenging.
The Client Profile
Our client is a large multinational and UAE-headquartered manufacturer of Petroleum products with multi-plant operations spanning multiple states and countries. As a significant player in the petroleum sector, the organization manages complex supply chains, multiple vendor relationships, and substantial transaction volumes that demand precision and compliance.
Operating in a highly regulated industry, the client required a partner who understood both the technical complexity of petroleum manufacturing operations and the stringent financial compliance requirements including SOX controls that govern multinational enterprises.
- UAE-headquartered multinational corporation
- Multi-plant manufacturing operations
- Complex cross-border transactions
- High-volume vendor ecosystem
- Stringent regulatory compliance requirements
Industry Challenges
Multi-Jurisdiction Complexity
Different tax laws, currencies, and compliance requirements across operating regions
Supply Chain Intensity
High-volume procurement with time-sensitive vendor payments
Regulatory Scrutiny
SOX compliance and audit requirements for financial controls
Volatile Market Conditions
Commodity price fluctuations requiring agile financial operations
Operational Challenges Demanding a Strategic Transformation
Before engaging MYND, the client faced significant operational inefficiencies in their accounts payable function. With AP operations distributed across multiple plants and regions, there was no standardization of processes, leading to inconsistencies, delays, and a heavy cost burden.
The lack of centralization meant that each location operated independently, creating redundancies, duplicating efforts, and making it difficult to maintain visibility across the organization's financial operations.
Critical Constraint
The client required a complete transition and go-live within just 4 weeks to minimize operational disruption and maintain business continuity during the transformation.
Lack of Centralization
AP operations were fragmented across multiple plants with no unified processing center, leading to inconsistent practices, duplicate data entry, and poor visibility into overall payables status.
Management of SMEs
Difficulty retaining and managing subject matter experts across distributed locations, with knowledge silos preventing effective collaboration and knowledge transfer.
Lack of Process Standardization
Each plant followed different procedures for invoice processing, vendor management, and payment approvals, making compliance monitoring and audit preparation extremely challenging.
Heavy People Cost
Distributed responsibility structure resulted in duplicated roles across locations, inflating headcount and driving up operational costs without proportional productivity gains.
Phased Implementation Requirement
Need to kick-start PAN India operations under Phase I and expand scope for import processes under procurement in Phase II, requiring a flexible, scalable solution.
A Strategic Approach to AP Transformation
MYND deployed a comprehensive solution leveraging the combined power of consolidation and technology. By establishing a centralized Shared Service Center and implementing our proprietary MYNDAPX platform, we delivered a transformation that addressed every challenge while exceeding the aggressive 4-week go-live timeline.
Centralized Shared Service Centre
Established a dedicated SSC to consolidate all AP operations, eliminating fragmentation and creating a single point of control for invoice processing, payments, and reconciliation across all plants.
Variable Cost Model
Transformed fixed operational costs into a variable cost model, providing the client with flexibility to scale operations up or down based on business volume without fixed overhead burden.
Process Reengineering
Implemented backward process integration to streamline workflows, eliminate redundancies, and establish standardized procedures across all AP activities with built-in compliance controls.
Key Implementation Highlights
MYNDAPX Deployment
Leveraged our AI-powered accounts payable automation platform for intelligent invoice processing, OCR-based data extraction, and automated 3-way matching.
Language Experts
Deployed dedicated Hindi and English language experts to ensure seamless communication with vendors and internal stakeholders across all regions.
Governance-Focused Delivery
For agreed Statement of Work, client KRA is limited to governance oversight while MYND SSC team manages complete operational execution.
SAP Integration
Seamless integration with client's existing SAP ERP system, ensuring real-time data synchronization and eliminating manual data entry requirements.
4-Week Transition to Go-Live
MYND executed a rapid yet comprehensive implementation, transitioning the client from fragmented AP operations to a centralized Shared Service Center in just 4 weeks. Our proven methodology ensured minimal disruption while establishing robust processes from day one.
Discovery & Assessment
- Current state process mapping
- Stakeholder interviews
- SAP environment review
- Data migration planning
Design & Configuration
- SSC structure design
- MYNDAPX configuration
- Workflow standardization
- Role & access setup
Testing & Training
- End-to-end UAT
- Team onboarding
- Parallel processing
- Issue resolution
Go-Live & Stabilization
- Production cutover
- Hypercare support
- Performance monitoring
- SLA establishment
Phase I: PAN India Operations
Initial rollout covered all domestic AP operations including invoice processing, vendor payments, bank reconciliation, and inbound shipment document verification across multiple plant locations throughout India.
Phase II: Import Process Expansion
Scope expansion to include import processes under procurement, handling international vendor management, cross-border payment processing, and multi-currency reconciliation for global supply chain operations.
Measurable Business Impact
The transformation delivered significant operational and financial benefits, establishing a sustainable model for AP excellence that continues to deliver value more than 3 years into the engagement.
25% TCO Cost Savings
Cost savings at Total Cost of Ownership level of 25% delivered through centralization, consolidation of resources, and elimination of redundant processes across distributed locations.
OCR Capabilities Exploitation
Experienced SMEs worked to fully exploit the OCR capabilities of MYNDAPX, enabling intelligent document processing, automated data extraction, and reduced manual intervention in invoice handling.
Centralized Controls
Established centralized controls and activity integrations, providing unified visibility across all AP operations with consistent governance frameworks and real-time monitoring capabilities.
Fixed to Variable Cost Model
Successfully transformed fixed cost structure into a variable cost model, providing operational flexibility to scale up or down based on transaction volumes without fixed overhead burden.
Knowledge Management
Comprehensive knowledge management by MYND ensures continuity, standardized documentation, and institutional knowledge retention independent of individual team member transitions.
Enhanced Experience
Enhancement of vendor and user experience by eliminating Non-Value-Added activities (NVAs) and implementing standardized processes across all operations, improving stakeholder satisfaction.
Engagement at a Glance
Powered by MYNDAPX & SAP Integration
The engagement leverages MYND's proprietary MYNDAPX platform integrated seamlessly with the client's SAP ERP environment, enabling intelligent automation while maintaining the integrity of existing enterprise systems.
Intelligent Invoice Processing
MYNDAPX brings AI-powered automation to accounts payable operations, transforming manual, error-prone processes into streamlined, touchless workflows. The platform's OCR capabilities extract data from invoices with high accuracy, while machine learning continuously improves matching and validation logic.
Seamless SAP integration ensures real-time data synchronization, eliminating duplicate entry and maintaining a single source of truth across all financial operations.
AI-Powered Data Extraction
Automated 3-Way Matching
Real-Time Dashboard Analytics
Built-in Compliance Controls
MYNDAPX
Proprietary AP automation platform with intelligent OCR and ML capabilities
SAP ERP
Native integration with client's SAP environment
Cloud Infrastructure
Secure, scalable hosting on enterprise cloud
Ready to Transform Your AP Operations?
Join leading enterprises that have achieved significant cost savings and operational excellence through MYND's AP Shared Service Center solutions. Let's discuss how we can replicate this success for your organization.
