With 60% of New Zealand's imports passing through the Port of Auckland, managing this complex enterprise, given its large scale and intricate operations, requires controls beyond the conventional.

"We need to be innovative about what technologies we leverage to get the best efficiencies."

In 2018, recognising the need for a more robust solution in the accounts payable function after weaknesses were exposed from an elaborate internal fraud perpetrated by an employee that took place over some time exceeding well in excess of a quarter of a million dollars, the Port adopted VigilantPay. This strategic move aimed to ensure that payments were not only efficient but also safeguarded against day-to-day transactional errors and any future fraudulent actors.

"VigilantPay provides important payment checks that significantly strengthen our internal control environment."
James Kennedy, Head of Finance - Port of Auckland.

By embracing VigilantPay, the Port of Auckland demonstrated a commitment to technological innovation that can be tailored to their complex operations. This not only streamlined their payment processes but also fortified their internal control mechanisms, reflecting a proactive stance in safeguarding financial integrity. James Kennedy, as the Head of Finance, underscores the significance of such innovations in enhancing the port's financial resilience, efficiency and importantly the brand of Port of Auckland.

How it works

ERP ➝ VigilantPay ➝ Bank

• Detects erroneous payments within creditors and payroll runs
• Flags unusual amounts and account changes preemptively
• Validates overseas & domestic payments

All in one place

VigilantPay sits at the core of Port of Auckland’s payment approval process. Both the Shared Services and Payroll teams rely on it to verify every proposed payment, catching errors early and preventing downstream issues.

Within seconds, VigilantPay runs pre-flight checks across batch files, flagging:

• Account number changes
• Duplicate or missing payees and more
  
• Unusual amounts
  
• Conflicts of interest surfaced by cross-checking payroll and creditors

The Payroll team benefits from the same analysis through a payroll-specific lens. No matter the payment type - domestic, overseas, payroll, or creditor - all are processed and approved consistently.

Bulk “batch files” generated in the ERP system are imported into VigilantPay, scanned for anomalies, then securely exported to the bank for payment, giving the Port confidence that every transaction is both efficient and protected.