Customer Details
Customer
One of the largest market leaders in manufacturing, healthcare, oil & gas, construction, and more
Industry
Manufacturing
A privately held business group in the Middle East, with more than 10,000 employees, sends staff from its Modern Plastic Industry unit to visit vendors and collect cheques against outstanding invoices. Those staff tracked their collections in Excel sheets or Word notes, completely separate from Oracle ERP, which held the official invoice status. Someone then had to cross-check the field notes against the ERP and update each invoice by hand. In the meantime, an invoice could still show as outstanding even though the cheque was already in hand, and supervisors had no easy way to check progress without asking the staff member.
The group built a digitalized cheque collection app on Joget that pulls the list of outstanding invoices straight from Oracle ERP. Staff carry a tablet or iPad on vendor visits and mark an invoice as collected on the spot. The update goes back to Oracle ERP in real time through an API integration, so the invoice status changes without any manual entry afterward. Finance, management, and collection staff now see the same current picture, and the spreadsheets and personal notes are no longer needed.
Related
CHALLENGES
Field Notes That Never Matched the ERP
- Staff responsible for visiting vendors to collect cheques against outstanding invoices tracked their collection activity manually, typically using Excel sheets or plain Word notes maintained in the field.
- These field records existed entirely separately from Oracle ERP, which held the official invoice status. There was no direct link between what a staff member noted after a vendor visit and what the ERP system showed as outstanding.
- As a result, someone had to manually cross-check the field notes against ERP records afterward, then update each invoice status by hand — an extra step performed after the actual collection had already taken place.
- This created a lag between the moment a cheque was physically collected and the moment the company’s own systems reflected that the invoice had been settled, during which the invoice could still appear outstanding even though payment had already been received.
- Because collection records lived in personal spreadsheets or notes rather than a shared system, there was also limited visibility for anyone else — a supervisor, for instance, to check collection progress without asking the staff member directly.
Related
SOLUTIONS
Cheque Collection Connected Straight to Oracle ERP
- A digitalized cheque collection was built on Joget, that pulls the list of outstanding invoices directly from Oracle ERP, so field staff always have an up-to-date view of exactly which invoices still require a cheque to be collected, without needing a separately
maintained list.
- Staff carry a tablet or iPad on vendor visits. When a cheque is collected, they mark the invoice as collected in the app on the spot, at the vendor’s location, rather than noting it down for later entry.
- That update is sent back to Oracle ERP in real time through an API integration, automatically changing the invoice status without any separate manual data-entry step afterward.
- Because the app draws its invoice list from the ERP directly, the outstanding list stays current for every staff member using it, removing the need for manually maintained or shared spreadsheets.
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RESULTS
Invoice Status Updated the Moment a Cheque Is Collected
100%
Increased tracking
Related
100%
Reduced manual processes
Related
IMPROVED
Workflow efficency
Related
Invoice status in Oracle ERP now updates the moment a cheque is collected in the field, rather than waiting for manual entry at a later point.
The Modern Plastic Industry unit no longer relies on spreadsheets or personal notes to track which invoices have been collected against, removing a manual process that previously ran in parallel to the ERP.
With collection status reflected in real time, anyone checking Oracle ERP whether finance, management, or the collection staff themselves — sees an accurate, current picture of outstanding invoices without needing to check with the field team directly.
This has closed the previous gap between physical cheque collection and systemrecorded payment status, reducing the risk of invoices appearing outstanding after payment has already been received.