See how ARDEM helped a U.S. industrial coatings manufacturer stabilize AP intake, vendor management, SYSPRO invoice posting, SMBC payment workflows, cash application, reconciliations, sales order holds, journal support, and recurring close activities.
Finance Continuity Should Not Depend on Repeated Retraining
Sustaining More Than Four Years of AP and AR Continuity Through a Managed Finance Workflow
4+ years
Continuity and expansion
SYSPRO + SMBC
Existing-system execution
AP + AR
Integrated finance operations
Bi-weekly
Governance cadence
The Challenge
Frequent finance-team turnover forced the client to repeatedly retrain employees across interconnected AP and AR workflows inside SYSPRO and the SMBC bank portal.
The work included AP mailbox activity, vendor setup, invoice posting, payment validation, daily bank statements, ACH and lockbox posting, credits and adjustments, reconciliations, journal entries, sales order holds, and period-end support. Inconsistent execution in one area could create pressure elsewhere.
The ARDEM Solution
ARDEM created a managed finance operations lane inside the client’s existing systems, combining recurring AP and AR execution, validation, cash application, reconciliation, exception review, close support, and bi-weekly governance.
The client retained control over systems, approvals, payment authority, policies, and accounting decisions while ARDEM maintained the operating cadence and process continuity.
The Managed AP and AR Finance Workflow
ARDEM connected vendor and invoice processing, payment-readiness support, bank activity, cash application, reconciliations, sales order coordination, period-end work, and governance within one controlled finance operations lane.
Download the Full
Industrial Manufacturing Finance Operations
Case Study
See how ARDEM helped an industrial coatings manufacturer sustain more than four years of AP and AR continuity inside SYSPRO and the SMBC bank portal while reducing retraining dependency and strengthening recurring finance execution.
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Why ARDEM
One operating model connecting vendor invoices, customer payments, reconciliations, and close support.
Recurring work performed inside SYSPRO ERP and the SMBC bank portal.
Daily bank activity, ACH and lockbox posting, payment matching, credits, and adjustments.
Monthly balancing, cashbook and WIP reconciliation, accruals, journal entries, and recurring reporting.
Documented execution and bi-weekly review that reduced dependency on repeated internal retraining.The Results
ARDEM helped the client create a stable finance operations layer that preserved process knowledge, reduced continuity risk, and improved visibility across recurring AP and AR work.
- Sustained a relationship that continued and expanded for more than four years
- Reduced disruption associated with repeated finance-team retraining
- Supported AP mailbox activity, vendor maintenance, invoice validation, and SYSPRO posting
- Handled daily bank statement retrieval, ACH and lockbox posting, and customer payment matching
- Supported monthly balancing, cashbook and WIP reconciliation, journal entries, and closed-period accruals
- Connected payment status with sales order hold review and release updates
- Created bi-weekly visibility into exceptions, workflow changes, and improvement actions
The Workload Was Recurring
The Business Risk Came From Turnover Across Interconnected Finance Processes
The client’s AP and AR environment crossed invoice intake, vendor records, ERP posting, bank portal activity, cash application, reconciliations, sales order holds, and period-end work. These activities were operationally connected.
Frequent staff turnover repeatedly disrupted the workflow. New employees had to learn system-specific routines, vendor and customer rules, posting logic, payment matching, reconciliation steps, and accounting calendars before they could execute reliably.
Many tasks were small individually but important collectively. Delayed invoice posting, unmatched payments, incomplete vendor records, unresolved credits, or late journal entries could affect payment readiness, customer balances, order release, and month-end review.
Additional hiring would still leave the client with onboarding and retraining burden. Basic outsourcing of disconnected tasks would not create an integrated finance lane with validation, balancing, exception ownership, and governance. Software was already in place; the constraint was disciplined execution around it.
ARDEM created a managed AP and AR operating model inside the existing environment, giving the client continuity while preserving financial authority and approval control.
1
AP Intake and Vendor Maintenance
Managed AP mailbox activity and supported vendor setup and record updates in SYSPRO.
2
Invoice Posting and Period Control
Validated and posted vendor invoices, aligned activity to the correct period, and supported closed-period accruals.
3
Payment Validation and Bank Portal Support
Identified payments due, validated information, and supported the client workflow in the SMBC bank portal.
4
Daily Bank Statement Retrieval
Downloaded daily bank statements used for customer payment activity and AR posting.
5
Cash Application and Adjustments
Posted ACH and lockbox payments, matched customer activity, and applied verified credits and adjustments in SYSPRO.
6
Reconciliation and Close Support
Supported balancing, cashbook and WIP reconciliation, journal entries, and period-end activities.
7
Sales Order and Finance Support
Reviewed held orders and supported W-9 and W-8 reconciliation, bank charge analysis, and AR cash inflow tracking.
8
Exception Review and Governance
Used bi-weekly meetings to review open questions, exceptions, performance, and workflow changes.
What You’ll See in the Full PDF
The full case study explains how ARDEM structured the manufacturer’s AP and AR operating model, including:
- How AP mailbox activity, vendor setup, and invoice posting were managed inside SYSPRO
- How payment validation was supported through the SMBC bank portal while the client retained authority
- How daily statements supported ACH, lockbox, and customer payment matching
- How credits, adjustments, and customer balances were maintained in the AR workflow
- How reconciliation, accrual, journal entry, and close activities were supported
- How payment status was connected with sales order hold review
- How bi-weekly governance reduced ad hoc status reconstruction and retraining dependency
Managing Similar AP and AR Continuity Risk?
Access the full case study to see how ARDEM helped stabilize vendor and invoice processing, bank portal workflows, cash application, reconciliations, sales order holds, period-end support, and recurring governance inside existing systems.