BEGA, a leading manufacturer of high-end commercial exterior lighting and hand-crafted glass, sells a highly value set of products and services to customers worldwide.

One of the ways BEGA keeps their costs down and serves their customers is by optimizing their operations, and one of the problems they identified was how much time it takes to intake, verify, and process purchase orders from a diverse customer base. If they could process those orders more quickly, they could improve their book-to-bill ratio and focus their staff time on more high-value work instead of administrative overhead.

BEGA chose to partner with Innovative Solutions. Using Innovative’s Tailwinds product, the team implemented AI technologies using Amazon Bedrock and IBM watsonx Assistant to automate PO document processing.

Business Objectives

• Automate the classification and processing of various purchase order formats
• Reduce manual data entry and associated errors in the order processing workflow
• Improve access to order information within processed documents
• Enhance overall operational efficiency in the order fulfillment process
• Implement an AI co-pilot to assist with document review and information extraction

The Challenge

As a premium lighting manufacturer, BEGA deals with a high volume of purchase orders from various clients, each with their unique format and requirements. The manual processing of these diverse documents is time-consuming, error-prone, and creates bottlenecks in their order fulfillment process. BEGA needed a solution that could:

• Accurately identify and classify incoming PDF documents as purchase orders or non-PO documents.
• Extract relevant information from POs, including order numbers, part numbers, quantities, and other critical details.
• Provide easier access to order information within processed documents.
• Assist with reviewing and extracting information from complex documents.

The Solution

Innovative leveraged its Tailwinds AI workflow automation platform, powered by Amazon Bedrock and IBM watsonx Assistant, to create a technology solution for document processing. Key components of the solution include:

• Automated Document Processing: Using Amazon Bedrock’s machine learning capabilities, Innovative developed a system that can recognize and classify various PDF attachments, distinguishing between purchase orders and other documents. The system extracts relevant information from identified POs, including order details, part numbers, and quantities.
• ERP Integration: The extracted data is available to be integrated into BEGA’s ERP system via API, streamlining the order entry process and reducing manual effort.
• IBM watsonx Assistant Implementation: An AI co-pilot was deployed to assist with document review and information extraction. This tool allows employees to…
  • Ask questions about specific details within processed documents
  • Receive guidance on locating particular information within complex POs
  • Get clarification on unclear or ambiguous information in documents
• Tailwinds: The entire solution is being built and deployed using Innovative’s Tailwinds platform, enabling rapid development and easy management of the AI workflows. Tailwinds seamlessly integrates AWS Bedrock and IBM watsonx Assistant in a low-code/no-code environment that non-AI specialists can continue to use. Learn more

Transforming the Customer Experience

Using AI technologies in business processes doesn’t have to be a large-scale project, and using tools and infrastructure from trusted vendors can allow businesses like BEGA to start using AI to achieve real business outcomes quickly. Whether it’s driving operational efficiency, improving key financial metrics like book-to-bill, or using your highly talented human staff on the work that’s most valuable and delegating routine work to AI technologies, companies like BEGA look to Innovative as the AI experts that help them transform customer experiences.

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