Managing two supply chain models within one shipping note process for Poltrona Frau (Part of Haworth Lifestyle Group)
The challenge: manual coordination slowing down operations
In Poltrona Frau, shipping notes are a critical part of daily operations, but also a major source of friction. Operations are split across two distinct divisions:
- Residential, focused on the production of iconic furniture
- Interior In Motion (IIM), dedicated to luxury interiors for the high-end automotive segment
Each division operates with different supply chain dynamics, timing constraints, and validation logic, requiring specific approaches to material inbound management.
Documents arrived in multiple formats, from different partners, requiring:
- Manual data entry into ERP/WMS systems
- Reconciliation between shipping notes and order data
- Continuous back-and-forth to resolve mismatches
- Management of a semi-artisanal, highly variable supply chain for Residential
- Execution within strict, synchronized (“synchro”) flows aligned with automotive production cycles for IIM
These differences made it difficult to standardize the process through traditional tools or rigid workflows.
In addition to the workload, the real issue was lack of control. Errors were often caused by data inconsistencies across systems, not by people or tools.
This led to:
- Delays in goods receiving
- Rework across teams
- Reduced inventory accuracy
- Increasing operational cost as volumes scaled
The solution: full process execution, not just extraction
This was not solved by adding another document tool. KAPTO replaced the entire shipping note process from end to end.
KAPTO was configured to adapt to the specific operational logic of each division, managing different validation rules, timing constraints, and exception patterns within a unified execution framework.
KAPTO executes the full flow: from document intake to validation to ERP/WMS update, applying different operational rules depending on the division context.
Recently, Poltrona Frau underwent a major ERP transition, involving changes to product, order, and supplier master data structures.
While most automation projects break during ERP transitions, KAPTO adapted to the new environment in just two weeks, maintaining operational continuity throughout the change.
Validation and exception handling are dynamically applied based on the division context (Residential vs. IIM), ensuring full alignment with their respective operational requirements.
Human intervention is required only when strictly necessary, in clearly defined exception cases. KAPTO manages the full shipping note flow, from incoming documents through to ERP and WMS updates.
The results: measurable impact in weeks
After implementation, the process shifted from manual coordination to controlled execution across both divisions, despite their different operational models.
Key outcomes on real production flows, not test environments:
- ~85% straight-through processing (STP)
- >99% accuracy in data handling and validation
- Significant reduction in processing time
- Structured exception handling, enabling continuous improvement
Instead of reacting to issues, teams now operate with clear visibility and control over the process.
Business impact: faster operations, lower cost, better control
The transformation achieved immediate operational value:
- Faster goods receiving → improved supply chain flow
- Higher inventory accuracy → better planning and fewer downstream issue
- Reduced operational cost → less manual effort and rework
- Scalable process → handle higher volumes without adding headcount
Most importantly, Poltrona Frau moved from a manual, error-prone workflow to a predictable, measurable, and continuously improving process, while managing fundamentally different operational environments within a single execution model.
