Automating shipping notes without touching the ERP for Cassina (Part of Haworth Lifestyle Group)
Operating with a locked ERP system
At Cassina, shipping notes are a daily operational necessity, tied to a supply chain where precision and quality are critical.
Each document needs to be checked, aligned with orders, and reflected accurately in the ERP system. At the same time, statements and shipping notes arrive from a wide network of partners, each using their own format.
The ERP couldn’t be changed. No APIs. No integration layer.
This meant that every document had to be handled individually:
- Information reviewed and interpreted manually
- Data entered into the ERP system
- Differences identified and resolved case by case
The process required care and attention, especially given the value of the products and the expectations around accuracy.
A key constraint shaped how the process could improve: the ERP system did not support API-based integrations.
This makes most automation approach impossible. No APIs. No integration layer. No room for traditional automation. Any improvement had to work within the existing environment, without relying on system changes.
Introducing automation without changing the system
KAPTO was implemented to handle shipping note processing directly within the current setup. Instead of connecting through APIs, KAPTO executes the process through its own integrated RPA layer, as part of the platform, allowing it to:
- Process incoming documents from different sources
- Extract and organize relevant data
- Validate information against order records
- Enter data into the ERP system automatically
The system works inside the existing environment, replicating user actions where needed.
This approach made it possible to automate the process without modifying the ERP or launching a broader IT transformation.
How the process runs today
Documents are processed as they arrive, regardless of format or source, without requiring manual preparation or sorting.
- Documents are ingested automatically.
- Data is validated before entering the ERP.
- Discrepancies are identified in real time.
- Only true exceptions require human input.
The workflow remains aligned with the current system, while reducing the need for manual intervention and improving consistency in how documents are handled.
Measurable results on real flows:
- ~85% straight-through processing (STP)
- 99% accuracy in data handling and validation
- Significant reduction in processing time across incoming documents
- Stable and consistent handling of documents despite system constraints
The process now runs in a predictable way, with fewer variations between cases and less dependency on individual effort. Incoming documents can be processed continuously, without creating bottlenecks in the workflow.
Impact on operations
- Faster goods receiving across the supply chain, with fewer delays caused by document handling
- More reliable and up-to-date inventory data, supporting planning and downstream processes
- Reduced manual workload in accounting and logistics tasks, especially in document review and data entry
- Ability to scale processing volumes without requiring changes to the existing system or additional resources
The process requires less coordination to keep data aligned across systems and teams. At the same time, discrepancies are easier to identify and resolve, improving overall control without increasing complexity.
Cassina now handles shipping notes in a consistent and reliable way, without depending on changes to its existing IT landscape.
