Energy Distribution Leader Digitalizes and Streamlines 40,000+ Annual Fund Requests with a Custom Oracle Fund Requisition Engine

Key Challenges:

• Manual, Offline Processing: Users created and sent fund requests manually outside the ERP system, leading to inefficiency and inconsistencies.

• Duplication and Errors: Repeated fund requests and manual consolidation errors caused financial discrepancies.

• Lack of Segregation: No distinction existed between different fund categories such as employee funds, deductions, and requisitions above or below ₹5 lakhs.

• Paper-Based Approvals: All approvals and signatures were handled physically, consuming time and complicating audit readiness.

• Limited Visibility: The corporate office had no systemic way to monitor or track fund requests across divisions.

• Scattered Operations: Each operating unit handled invoices independently, sending manual letters for fund release - resulting in thousands of fragmented communications each year.

Business Need:

The client required:

• A centralized fund requisition engine within Oracle ERP to manage, track, and approve fund requests.

• Automation of fund consolidation and approvals to eliminate manual correspondence.

• Greater transparency and control over fund disbursements and audit trails.

Custom Fund Requisition Form

• Developed a custom Oracle form to create and update fund requests directly within ERP.

• The form automatically fetched approved invoices from the Invoice Workbench, classifying them by type - employee expenditure, deductions, or requisitions above/below ₹5 lakhs.

• Introduced dynamic calculations to automatically compute total fund amounts, improving accuracy and consistency.

Automated Approval Workflow

• Designed and deployed a custom approval workflow to route fund requests systematically through divisional and corporate hierarchies.

• Enabled real-time monitoring and tracking of approvals to reduce follow-up delays and manual interventions.

Custom Reporting Framework

• Developed tailored fund request and fulfillment reports accessible to both divisional and corporate finance users.

• Provided visibility into fund request status, approval stages, and disbursement progress in real time.

Integrated Auditing and Control

• Established systemic audit trails for internal and external audits.

• Ensured alignment with organizational governance and financial control policies.

ERP-Embedded Architecture

• Designed the entire solution within Oracle ERP, eliminating the need for external systems or offline communication.

• Enabled direct linkage between operational and financial workflows for seamless visibility.