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Open ECX provide Madigan Gill with complete purchase-to-pay efficiencies and three-way matching capabilities. 
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The Business:
MadiganGill

MadiganGill are a UK-based construction, site resource, security and project logistics company that brings together a wealth of industry experience and innovation. With a firm belief in high social, ethical and sustainable standards, MadiganGill has built a broad client base and strong industry relationships, resulting in projects that consistently exceed expectations.

Always with a firm mind on efficiency, the business started to look at ways to improve their purchase ordering and requisition processes. With numerous projects underway at various sites across the country, the business recognised that administrative oversight and control over the processing of GRNs, invoices and purchase orders was critical to ensuring projects were completed on time and on budget.

MadiganGill also recognised that making improvements to their internal admin processes would strengthen their existing relationships with their customers and suppliers.

The Requirements:
Three-Way Matching 

Previously, MadiganGill would order goods by phone or email, but site managers would sometimes not raise a requisition. As a result, once the goods were received and the team had raised the order in Sage 200, they had no control over the price, the location, or even what goods had been delivered. With no official documentation, MadiganGill had no oversight over their requisition process, and what goods were being approved.

The processing of invoices was also a challenge and often transactions contained wrong order numbers or delivery notes. MadiganGill already used a digital processing platform, but the solution was out-dated and clunky, often delivering error messages that required manual intervention to resolve. Manually amending and processing invoices into their Sage 200 back-office system was taking around 15 minutes per transaction.

The business recognised that an all-in-one solution that could accommodate for the entire process and provide three-way matching was required, with a seamless integration into their Sage 200 system also non-negotiable.

It previously took 15 minutes to process one document into our Sage system. Now with Open ECX, it takes a minute, so the efficiencies there are massive.
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The Move to Open ECX:

With Open ECX’s Marketplace platform, requisitions are made at the site and immediately sent to the purchase ordering team who have the ability to review, approve or reject it. Once approved, the purchase order is sent to the supplier, with Marketplace processing the order and sending it through to Open ECX’s electronic invoicing solution. Once the supplier has provided the GRN and invoice, Open ECX process the documents and perform a three-way match for MadiganGill, confirming the purchase order, delivery note and price, before sending it into Sage 200.

Since deploying Open ECX’s Marketplace solution, MadiganGill have completed removed the need for their accounts team to be work on transaction processing tasks, enabling them to simply be the end-user in the process, stepping in when payment is required. On top of this, the supplier onboarding process was quick and painless, with Open ECX’s fully-managed supplier onboarding team taking the workload off MadiganGill, whose involvement in this process was very minimal.

The Results and Improvements: 

Open ECX have delivered considerable accuracy and efficiency savings across MadiganGill’s timings, costings, and site management. The Marketplace platform has enabled the business to operate 2-3 days ahead of where they were with their previous process, resulting in a massive improvement in project delivery.

Processing invoices electronically through Open ECX requires very little involvement from MadiganGill. Invoices that previously required manual intervention, and took 15 minutes to process, are now processed in under 1 minute. One big benefit has been the ability to resolve queries in invoices very quickly and before supply chains are impacted, with any errors in price or delivery now resolved within 24 hours.

Utilising a single suite of products from Open ECX instead of numerous bolt-ons has saved MadiganGill several days of processing delays, and gives them access to one dedicated support team with knowledge across the entire technology and process.

It’s opened up a whole new world of processing invoices much more promptly and efficiently.
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