Simplify kanban purchasing processes with digitalization and SAP integration

The example of Robopac S.p.A.

Procurement is a crucial activity within the supply chain: a small delay in sending a purchase order can shift the replenishment schedule, disrupting the entire production flow. Plus, it requires repetitive operational tasks consuming procurement staff time that could be redirected to higher-value strategic activities.

That’s why Robopac chose KanbanBOX, a digital pull-material management system that automates reorders and ensures smoother, more responsive, and efficient operations.

Overview of Robopac

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.

Starting point: manual kanban with SAP integration

At the Robopac Machinery plant in the Republic of San Marino, the procurement of repetitive components was handled via a manual Kanban system alongside SAP.

 

A logistics operator would physically retrieve cards from the warehouse, collected by warehouse workers when pallets were depleted, and bring them to his workstation. There, the operator scanned the cards’ barcodes, triggering the generation of purchase orders in SAP to automate supplier orders.

Limitations of the manual system

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.

“As volumes grew, the manual system became unsustainable. That’s why we chose KanbanBOX: an intuitive digital tool matched to our needs. Our goal was to simplify and streamline internal kanban order management and integrate directly with suppliers.”

Michael Mularoni, Kaizen Trainer, Robopac

Implementing KanbanBOX and supplier integration

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.

“We used to send about 20 emails daily for clarifications. After a few weeks, the supplier requested to abandon emails and centralized communication on KanbanBOX: it became more streamlined, immediate, and contextual.”

Michael Mularoni, Kaizen Trainer, Robopac

KanbanBOX and SAP integration

Integration with SAP was a prerequisite. Through a few operational meetings, a simple and straightforward integration was achieved.

  • When a kanban card is scanned, it automatically creates a purchase order in both KanbanBOX and SAP, ensuring full traceability and system synchronization.
  • Upon receipt of replenished materials, the supplier issues a pre-delivery note, which is automatically uploaded to SAP, simplifying goods receipt.

 

Today, Robopac manages about 70 suppliers and 450 kanban loops using KanbanBOX. The result: a highly efficient, centralized, and responsive process.

“Having prior experience with SAP integrations, I can say this integration with KanbanBOX was much simpler and smoother than expected.”

Michael Mularoni, Kaizen Trainer, Robopacc

Results from KanbanBOX implementation at Robopac

Robopac’s primary goal was to optimize internal management of kanban material orders. This was achieved thanks to:

  • Elimination of non-value-added activities
    Logistics operators no longer have to carry kanban cards back and forth between the office and the warehouse. Warehouse workers no longer have to collect the cards; they simply scan them as soon as the pallet is finished.

  • Centralized communication and full traceability
    KanbanBOX allows you to collect and view consumption data, communications, and supplier delivery performance in real time. This increases transparency between parties and improves communication, eliminating unnecessary emails and calls.

  • Automation of repetitive tasks
    Supplier delivery entries into SAP are now automated, as is the optimal card sizing calculation based on usage, suggested by the software.

“Previously, a staff member had to spend 60% of their time on non-value-added tasks. Now it’s only 20%, enabling them to focus on strategic, value-adding activities.”

Michael Mularoni, Kaizen Trainer, Robopac

Further results

Beyond streamlining internal order management, Robopac has seen further results since introducing KanbanBOX.

  • Elimination of additional logistics tasks
    Receiving operators no longer have to worry about applying kanban cards to newly received materials. The kanban cards are printed and and applied to pallets by the supplier, before they are even delivered. This allows receiving operators to transport the new materials directly to where needed without additional steps.
  • Inventory reduction
    Despite a 10-12% annual increase in production over the past five years, a proportional increase in inventory has not been necessary. KanbanBOX’s automatic card-sizing suggestions helped dynamically and accurately manage material needs.

What’s next for Robopac

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.

Do you want to optimize your purchasing processes?