Simplify kanban purchasing processes with digitalization and SAP integration

Robopac, part of the Aetna Group, is one of the world’s largest manufacturers of packaging machines, offering the widest range of customer-tailored solutions.

Founded in the Republic of San Marino in the 1980s, it has become a global leader in stretch-film packaging and end-of-line systems through highly specialized business units. For several years, Robopac has been using KanbanBOX in two plants to optimize their purchasing processes.

The retrieval and scanning of kanban cards had to be done twice daily, morning and afternoon. But even a few-minute delay in card submission could delay material replenishment, disrupting production continuity.

Moreover, the process consumed resources with tasks such as:

• Verifying that each scan generated a corresponding purchase order.
• Ensuring no cards were lost, to prevent stockouts.
• Perform kanban system’s maintenance by recalculating the right sizing for each component based on consumption + adding new cards and all related operations (e.g. printing, lamination, contacting the supplier, etc.).
• Sending reminders, order updates, or replenishment status requests to suppliers via email.

Despite its limitations, the manual system worked, until production volumes increased significantly.

With support from KanbanBOX consultants, Robopac started by integrating with a supplier managing about 40% of kanban materials. Within days, the supplier appreciated the digital kanban board (personalized for each partner), which shows:

• Real-time new orders as cards are scanned by warehouse workers.
• Status updates on the cards (shipped, available, consumed), even in multi-process flows.
• Order-related communications in each card’s “comments” section.

Robopac does not use KanbanBOX exclusively for kanban-based orders, but also for closed orders, integrating different operational logics within the same platform.

Specifically, while the purchase of components needed to produce high-demand packaging machines is managed through kanban, components intended for less frequently requested or customized machines are handled via closed orders.

From an operational standpoint, the use of the platform remains consistent: closed-order cards are managed in the same dashboard and with the same features as kanban cards.
Orders are sent to suppliers as soon as they are created; both parties can click on the specific order card to view details and add comments. Plus, the customer can track the order status at any time (received, in progress, shipped).

The difference is that these cards are not generated by the consumption of an item that needs to be replenished, but by a specific purchase request.

Thanks to the ability to manage both order types within the same platform, Robopac can easily coordinate both repetitive and make-to-order flows, using a single digital tool for the entire procurement process.

This visibility is not limited to direct suppliers. When Robopac sends an order to a supplier, the platform automatically generates a multiprocess order, triggering both component production at the supplier and processing at the subcontractor. Subcontractors can also access their own dedicated digital board (with a free license), update card statuses, and share operational notes.

As a result, Robopac achieves a truly connected, transparent, and synchronized supply chain, where suppliers and subcontractors become integral parts of the same digital pull flow.

Looking to the future, Robopac is evaluating two main evolutions in the use of KanbanBOX:

• Extend kanban to international branches
  Branches like those in the U.S. could request 50 finished machines directly through KanbanBOX, enabling structured, traceable orders between central and satellite operations.

• Roll out KanbanBOX to other production sites
  Robopac plans to implement KanbanBOX in 3–4 additional plants to optimize purchasing processes aligned with local production systems.

In the meantime, KanbanBOX will continue supporting Robopac’s logistics evolution toward an increasingly integrated, responsive, and digital supply chain.