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Neotia AP Process Flow
V1 · 22 Apr 2026 ● DRAFT
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Draft V1 For discussion only — not the final process definition. Contents subject to change based on Neotia review.
Draft V1

How invoices are processed in Neotia today — and how Nexum changes it

Neotia's procure-to-pay today spans two systems — Oracle APEX for warehouse goods receipts (GRNs), and Oracle Fusion for purchase orders, invoices, and payments. Between them, the AP team is the manual bridge: re-reading every invoice, eyeballing a 3-way match across two screens, and re-keying data into Fusion line by line. Nexum replaces that bridge with an intelligent automation platform — invoices are captured with AI, GRNs are auto-created in APEX, the 3-way match runs on its own, and only genuine exceptions ever reach a human. Every existing APEX and Fusion approval workflow stays exactly where it is today.

AI capture
Eliminates manual invoice reading & re-keying
1 bridge
Connects APEX and Fusion end-to-end — auto GRN + auto 3-way match
0 disruption
To existing APEX & Fusion approval chains
📦 Oracle APEX
Neotia's in-house warehouse/GRN system. Where goods receipts are logged today.
💻 Oracle Fusion
Neotia's ERP. Holds Purchase Orders, Suppliers, and AP/Finance.
🤖 Nexum
The proposed AP automation platform. AI-powered invoice capture, auto GRN creation in APEX, intelligent 3-way match and exception handling, plus live AP analytics — sitting alongside APEX and Fusion as the connecting layer.
📋 Current State (Manual)
🚀 Future State (With Nexum)
📊 Comparison
❓ Questions
CURRENT STATE — Manual Process DRAFT — For DiscussionEnd-to-end: ~1.5 – 3 days per invoice
1
🏭 SUPPLIER
UNCHANGED
Supplier Delivers Goods + Invoice
Vendor arrives at hospital with goods, invoice, and delivery challan.
—
↓
Goods arrive at gate
2
🚛 GATE
MANUAL
Gate Entry & Logging
Security records vehicle number, supplier name, time, delivery details in gate register.
~5 min
↓
Directed to warehouse
3
📦 WAREHOUSE
MANUAL
Physical Receiving & Verification
Count items, check condition, verify against challan/invoice, check batch numbers and expiry for pharma items.
~10 min
↓
Goods verified, invoice in hand
4
📄 WAREHOUSE
MANUAL
Read Invoice Manually
Read vendor name, invoice number, line items, quantities, batch numbers, expiry dates, amounts, GSTIN, HSN codes off paper/PDF.
~5 min
↓
Invoice data read → enter into APEX
5
⌨️ WAREHOUSE
MANUAL
Create Draft GRN in APEX
Type PO reference, each line item, quantity received, batch number, expiry date, unit price into APEX system.
Source: paper / PDF invoice → typed into APEX
~10 min
↓
Draft GRN submitted → sent for approval
6
👤 APPROVER
AWAITING HUMAN
⏳ GRN Approval in APEX
Manager reviews draft GRN in APEX. Approves, or sends back for correction.
~2h – 1 day
↓
GRN approved ✓ → AP team picks up
7
🔍 AP TEAM
MANUAL
Manual 3-Way Match Across Two Systems
Open APEX → read GRN. Open Fusion → find PO. Compare Invoice vs PO vs GRN line by line. No system connection — everything eyeballed.
APEX (GRN) + Oracle Fusion (PO) — two screens, no bridge
~15 min
↓
Match OK → GSTIN check
8
🔐 AP TEAM
MANUAL
Manual GSTIN & Tax Validation
Open GST portal, search GSTIN, verify status (active/cancelled), check HSN codes, validate tax calculations manually.
~3 min
↓
GSTIN valid → create invoice in Fusion
9
💻 FUSION
MANUAL
Create Invoice in Oracle Fusion
Key all invoice fields into Fusion, attach PO reference, submit for validation in Fusion Payables.
~10 min
↓
Invoice validated → approval → payment
10
💳 FUSION
EXISTING
Approval → Payment → Supplier Paid
Finance manager approves in Fusion. Scheduled payment batch. NEFT/RTGS to supplier.
~1 – 2 days
FUTURE STATE — With Nexum DRAFT — For DiscussionEnd-to-end: ~4 – 8 hours per invoice
1
🏭 SUPPLIER
UNCHANGED
Supplier Delivers Goods + Invoice
Vendor arrives with goods, invoice, and delivery challan. No change.
—
↓
Unchanged
2
🚛 GATE
UNCHANGED
Gate Entry & Logging
Security records delivery details. No change.
~5 min
↓
Unchanged
3
📦 WAREHOUSE
UNCHANGED
Receive Goods + Physical Check
Count items, verify condition, check against delivery challan. Physical verification is always manual — Nexum does not change this.
~10 min
↓
Goods verified → invoice needs to reach Nexum
4
📨 WAREHOUSE
⚠ OPEN DECISION
How does the invoice reach Nexum?
📧 Option A: Dedicated Email
Vendor emails invoice directly to invoices@neotiahealthcare.com. Nexum auto-ingests from this inbox.
✅ Zero manual effort at Neotia
✅ Works for vendors already sending soft-copy invoices
⚠️ Requires one-time communication to vendors
📱 Option B: Scan & Upload
Warehouse staff scans or photographs paper invoice and uploads via Nexum web portal.
✅ Works for paper-only vendors
✅ Warehouse already has the invoice in hand
⚠️ Adds a small scan/upload step at warehouse
💡 Recommendation: enable both simultaneously. Option A for vendors who can send soft copies; Option B as the fallback for paper invoices. Decision required from Neotia leadership.
~1 min
↓
Invoice reaches Nexum (any channel) → triggers AI pipeline
5
🤖 NEXUM
AUTO
AI Extraction of All Invoice Fields
Vendor, line items, quantities, batch numbers, expiry, amounts, GSTIN, HSN codes — all extracted automatically from the scanned/PDF invoice.
~10 sec
↓
Extraction complete → auto GSTIN check
6
🛡️ NEXUM
AUTO
Auto GSTIN + HSN Validation
Real-time validation against government GST portal. Flags cancelled GSTINs, wrong HSN codes, tax calculation errors before the invoice progresses.
~2 sec
↓
Validated → present to user for review
7
✅ WAREHOUSE
HUMAN REVIEW
User Reviews & Confirms Received Qty
Warehouse reviews AI-extracted data against physical goods. Confirms accepted qty per line. Marks rejected items with reason (damaged, expired, wrong spec). Partial delivery handled here: confirm accepted qty only (e.g., 15 of 20). GRN is booked for accepted qty.
~2 min
↓
User approves ✓ → GRN created in APEX for accepted items
8
⚙️ NEXUM → APEX
AUTO
Auto-Create Draft GRN in APEX
Nexum creates the GRN in APEX for accepted items only. All fields pre-filled: PO ref, items, qty, batch, expiry. Submitted to existing APEX approval workflow — no change to approver chain.
~3 sec
↓
Draft GRN → existing APEX approval workflow
9
👤 APPROVER
AWAITING HUMAN
⏳ GRN Approval in APEX (Unchanged)
Manager approves GRN in APEX using the existing approval workflow. No change to who approves or how.
~2h – 1 day
↓
GRN approved ✓ → Nexum auto-detects via APEX webhook/poll → triggers 3-way match
10
🔗 NEXUM
AUTO
Fetch PO + Automatic 3-Way Match
Nexum reads the corresponding Purchase Order from Fusion via API, maps PO lines to invoice lines, and runs the 3-way match: Invoice vs PO (Fusion) vs approved GRN (APEX). Handles full and partial deliveries. On mismatch → auto-flagged to AP Team for exception review in Nexum dashboard.
Matches across both systems automatically — no manual cross-checking, no separate PO-fetch step
~3 sec
↓
Match passed ✓ → auto-create invoice in Fusion · Match failed ✗ → AP exception queue
10a
🧑‍💼 AP TEAM
NEW ROLE
AP Team's New Role — Exception Review Only
AP Team no longer keys invoices manually. Their new workflow: log into Nexum dashboard, review only invoices that Nexum flagged (mismatches, cancelled GSTINs, unrecognised vendors, extraction low-confidence). For each exception, resolve and push through — or reject back to vendor. Estimated 70–85% reduction in AP keystrokes; AP becomes an exception team, not a data-entry team.
Only runs when step 10 flags an exception. Clean invoices skip this step entirely.
~3 min per exception
↓
Exception resolved ✓ → rejoin flow
11
📤 NEXUM → FUSION
AUTO
Auto-Create Invoice in Oracle Fusion
Nexum creates the matched invoice in Fusion with PO reference. For partial deliveries, invoice booked for accepted qty only. Fusion approval chain unchanged.
~3 sec
↓
Invoice created → existing Fusion approval → payment
12
💳 FUSION
EXISTING
Approval → Payment → Supplier Paid
Existing Fusion approval chain. Scheduled payment batch. NEFT/RTGS to supplier. No change.
~1 – 2 days

💡 What changes vs. today

  • Warehouse: no more keying invoice data into APEX. Just one review-and-confirm step.
  • AP team: no more 3-way match, no GSTIN portal lookups, no manual Fusion invoice creation. Role shifts to exception review only.
  • Approvers: nothing changes. Same APEX and Fusion approval workflows.
  • APEX and Fusion: no replacement. Nexum sits alongside as the bridge.
Current vs Future — Side by Side DRAFT

🔸 Today (Manual)

Invoice readingManual
GRN creation (in APEX)Manual typing
3-way matchManual across 2 screens
GSTIN checkManual portal lookup
Invoice creation (in Fusion)Manual typing
APEX ↔ Fusion linkNone · AP team is the bridge
Exception detectionLate · caught after GRN / payment

⚡ With Nexum

Invoice readingAuto (AI extraction)
GRN creation (in APEX)Auto · Nexum → APEX
3-way matchAuto across both systems
GSTIN checkAuto · real-time against GST portal
Invoice creation (in Fusion)Auto · Nexum → Fusion
APEX ↔ Fusion linkNexum = bridge
Exception detectionEarly · flagged before GRN submit

📊 Expected impact

  • Dramatic reduction in manual keystrokes per invoice (warehouse + AP combined).
  • Earlier error detection: cancelled GSTINs, line mismatches, and low-confidence extractions surfaced before the GRN is submitted.
  • No change to approval chains: APEX approvers and Fusion Finance approvers keep their existing workflows.
  • AP team re-roled: from data entry to exception handling, with live visibility into the whole pipeline.

📋 Questions to Validate with Neotia Team

Process & volumes
How many invoices per day across all locations?
What's the split: PO-based vs Non-PO invoices?
How many vendors are active, and what % already send soft-copy invoices?
How often do you reject items at receiving? Common reasons?
How often does GRN approval get rejected by manager?
APEX integration (need confirmed by Neotia IT)
Does APEX currently push GRN data to Fusion — automatically, manually, or not at all?
What fields are captured in APEX GRN beyond qty, batch, expiry?
Invoice intake (to resolve Future Step 4 decision)
How should invoices reach Nexum — dedicated email, scan/upload, or both?
Do vendors already send soft-copy invoices by email? To whom today?
Is a dedicated inbox (invoices@neotiahealthcare.com) acceptable to IT?
DRAFT V1 · Neotia AP Process Flow · For Discussion Only · Nexum Fintech Pvt Ltd · 22 April 2026