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Integration of Purchase Order – UiPath Automation

Challenge

The client used Procurement and Supply chain solution software and maintained the daily Purchase orders from the Procurement and Supply Chain Software (PSC) to their ERP software. The challenge was to reduce large amount of resources and time spent daily to copy the data from PSC and create purchase orders, close purchase orders, update purchase orders in the ERP and create result files with errors, failures, success in specific format and import back to PSC for reconciling the ERP PO with the PSC PO.

Solution

UiPath automation used for integration between the ERP and the Procurement and Supply Chain Software. According to different exported data from PSC for different processes, we automated processes which export data from PSC and create, close, update the Purchase order in sage. We catch the errors in data, handled exceptions, read Sage POID and creating the files to be imported in PSC in a specific format.

Outcomes

70% reduction in processing time
100% accuracy in transactions
Better and Efficient exception handling

The Client

The Client is an Agri-business Company; specializing in the cultivation, production and trading of animal feed and essential food commodities and end-to-end supply chain management in UAE. The client has also made investments within the logistics and supply chain sector.

The Challange

The Client engaged Auxiliobits to review their Purchase Order Integration process for an Automation assessment. The process was performed daily by the procurement department. The client used procurement and supply chain solution software (SAP ARIBA) and maintained the daily Purchase orders from Ariba to their ERP software (Sage). A large amount of resources and time was spent daily to copy the data from Ariba and create purchase order, close purchase order, update purchase order in Sage ERP and to create result files with errors, failures, success in specific format and import back to Ariba for reference of Sage PO with Ariba PO.

Key Information

  • The Client received 100 to 300 Purchase Orders each day.
  • The Purchase Orders were fetched from SAP Ariba and categorized to be integrated with SAGE.
  • Maintain open, update and close daily copy of POs in SAGE.
  • Resulting process identified accepted and rejected POs and handled exceptions if any..
  • Industry:
  • Geographies Implemented:
  • Automation Tool Used:
  • Department:
  • Sub-Department:
  • Engagement Model:
  • Domains, Departments, Segments Covered:
  • Volumes:
  • Processes covered:
  • Type of Process:
  • Application:
  • Industry: Agri Business
  • Geographies Implemented: UAE
  • Automation Tool Used: UiPath (Studio and Robot, Orchestrator)
  • Department: Finance and Procurement
  • Sub-Department: Procurement
  • Engagement Model: Automation as a service - research, consulting, execution and training at a fixed price per process
  • Domains, Departments, Segments Covered: Processing POs, Finance and Procurement teams
  • Volumes: Average 200 Purchase Orders per day
  • Processes covered: Procurement Process
  • Type of Process: Back-Office
  • Application: SAP Ariba, Sage ERP, Excel, Chrome (Browser)
  • Agri Business
  • UAE
  • UiPath (Studio and Robot, Orchestrator)
  • Finance and Procurement
  • Procurement
  • Automation as a service - research, consulting, execution and training at a fixed price per process
  • Processing POs, Finance and Procurement teams
  • Average 200 Purchase Orders per day
  • Procurement Process
  • Back-Office
  • SAP Ariba, Sage ERP, Excel, Chrome (Browser)

Solution: Our Approach

RPA Maturity Assessment

Getting our own Business Analyst (BA) on the job Auxiliobits assessed the business process to ascertain the feasibility of Robotic Process Automation (RPA). Each process step was analysed in detail to optimize the business process in a cost effective manner. The BA also created a business case using various metrics available from the client transaction volumes, average handling time and SLAs among others. Our BA analysed and proposed that this process was a fit for RPA to get the Return on Investment.

Proof of Concept

To demonstrate the RPA capabilities, a subset of the process was automated using UiPath that proved the feasibility for the process selected.

RPA Implementation

With our BA assessing the process to be automated along with the Proof of Concept implemented proved that the process was viable for automation and got us an effective business case. Auxiliobits automated business process as per its RPA development LifeCycle. The Auxiliobits team performed user acceptance testing (UAT) and deployed the automated process into production.The clients insurance claims team was trained in Robot usage and exception handling as a part of supporting their routine operational activities.

Manual Process (AS IS)

More than 100 Purchase order requests were managed in SAP Ariba.

Every Time FTEs Login to Ariba and get data of create PO, Close PO, Change PO in excel format with 3 different files (header file, order detail file, Line details file) in each Process.

Then FTEs login to Sage and find the data for one PO creation in all 3 files, then enter the values manually in various fields and windows for creating one PO.

After the PO creation in sage the FTE needs to create the 3 Import files (error file, POID and header file) with specific format which is accepted by SAP Ariba.

AUTOMATED PROCESS

  • Human intervention is now limited to exception handling and providing the robot with the access to the environments. A human may monitor the logs generated after bot running the process and verify the reports.
  • Login to Ariba, Search and Export the file from the Ariba.
  • Read all three file and created one file with required data for sage. Login to Sage ERP and extract the required data from sage windows and generate the Import text file.
  • Import the text file to sage and in result we extract the POID and save in POID import file if created else get the errors and save in error import file if not created.
  • In the end bot generates all import file(Error, POID, header) with specific format and import all the files to SAP Ariba..

Benefits / Values Delivered

  • Near zero chances of skipping the any transaction.
  • Improved process efficiency with minimal manual effort
  • Improved SLAs for Purchase Order processing
  • 100% accuracy in PO processing. Human error was eliminated
  • Resources re-deployed on more productive and value-adding work
  • Activity logs for process, risk and compliance processing

Redeployment

of staff to more value added tasks

100%

accuracy and shipping portal booking and SI creation

90%

reduction in processing time

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