Fixing master data, fueling automation: The impact of fuzzy search in automotive procurement

Master data: Foundation of procurement efficiency

In indirect procurement, automation is only as strong as the master data that supports it. When supplier part numbers are inconsistent, incomplete, or formatted differently across systems, even the most advanced digital tools struggle. Purchase requisitions (PRs) that should connect automatically to catalog entries suddenly fail, and what should have been a seamless process turns into a manual task.

Our client Daimler Truck AG, a leading commercial vehicle manufacturer, faced such challenges in an indirect procurement process that was designed to operate largely automatically. Despite the required parts being available in external supplier catalogs, mismatches in master data prevented the automated creation of purchase orders (POs), leading to additional manual effort in a process originally intended to be touchless.

Challenge: Deviating master data leads to high manual effort in P2O process

The root cause of the issue was not missing catalog data or faulty system integrations, but minor inconsistencies in underlying master data. Differences in formatting, punctuation, or representation of supplier part numbers caused automated checks to fail, even though the business content of the requests was correct.

As a result, buyers regularly received error messages and had to manually intervene to complete the procurement process. Over time, these recurring mismatches created unnecessary workload, slowed down processing, and reduced the overall effectiveness of the automated P2O process.

Capgemini Invent’s role: Turning insights into action

Capgemini Invent, working alongside the client, used the Celonis Execution Management System (EMS) to analyze the automated as-is process with its underlying data flow. Celonis Platform gave full transparency into how purchase requests were created, moved through the customized P2O process, including the third-party catalogue system, and where the master data mismatch occurred and impacted the automation rate. For the first time, it was possible to clearly see what kind of data are affected, what kind of mismatch is causing it and consequently quantify the negative effect on the P2O process.

Capgemini Invent developed a proof of concept to simulate an improved P2O process with fixed master data. Using a custom script, the team created an automation that applied a fuzzy search to supplier part numbers which did not match in the initial check. If a match was found, the result is fed into the process to enable a higher matching rate between incoming PR’s and the third party catalog. The impact can be reflected in the dashboards: purchase requests that had previously failed were now matched successfully, and the overall automation rate began to rise.

This simple but effective demonstration proved to the client how much potential was hidden in better master data management.

From prototype to scalable solution

Based on the simulated data correction and its positive effect on the process, the client decided to realize the data correction. Capgemini Invent translated the proof of concept into a user story that described the technical details and requirements for a permanent solution in the P2O process. The client’s IT department then implemented this directly within their systems and in cooperation with the third-party catalogue partner.

The advantage of this approach was twofold. First, the client’s team could build the solution into their existing infrastructure, making it sustainable and scalable. It was a quick and solid fix without changing thousands of master data in the leading ERP system. Second, the impact could continue to be monitored in the Celonis Platform, ensuring that improvements were not just one-off wins but lasting gains. The monitoring dashboard also provided a certainty to the team to be able to proactively intervene before any new mismatches affect the daily operative process.

Celonis Platform: The System Behind the Insights

Celonis Platform was central to this journey. It provided:

• End-to-end visibility into the procurement process
• Localization of where poor master data created bottlenecks
• Quantification of the automation gap caused by data mismatches
• Ongoing monitoring after implementation, ensuring transparency and steering

The outcome: More precise automation, less manual rework

The permanent solution led to measurable improvements across the procurement process.

Purchase requests that had previously failed due to seemingly minor inconsistencies, such as one or two incorrect characters in a part number, were now matched automatically. With the new logic in place, these issues were resolved efficiently.

Key results:

• Increase in the automation rate for indirect procurement
• Significant reduction in manual interventions
• Shorter cycle times and improved process stability
• Greater productivity and positive feedback from the procurement organization

Conclusion: Master data as a strategic enabler

This project demonstrates how even small improvements in master data can unlock significant value. By using the Celonis Platform to uncover and quantify the master data issue, by validating the solution with a quick prototype, and by guiding the client toward implementation, Capgemini Invent and Celonis together enabled a lasting improvement in procurement performance.

For organizations everywhere, the lesson is clear: master data management is not just a back-office task. It is a strategic enabler that drives automation, transparency, and long-term efficiency in procurement.

If you’d like to learn more about the solution and how it delivers value, we’ve created a dedicated ebook that dives deeper into the approach, benefits, and real-world impact.

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Discover how Capgemini Invent’s Master Data Performance Center (MDPC), powered by Celonis, transforms your master data into a measurable driver of efficiency, automation, and business value.