Software Robots and Artificial Intelligence are a topic that concerns us all as press releases and social media discussions are becoming more common. It is a case, however, to let go of the SF stories and return to reality. Software robots copy the way people work on a computer and manage to perform faster and more accurately repetitive tasks. This post is the first in a series to find out: How does a company benefit from RPA technology and what workflows can become automated and intelligent.
One of the most specific scenarios is the introduction of courier receipts in an ERP system, SAP Business One, for example.
What is the current way of working?
Company with online store and payment of cash products at delivery. Customer invoices are received by the courier at the time of delivery, it pays the collected money and sends a border (often an Excel file) to the receipts of a certain period, region, etc. In the next step, one or more users have to manually enter the receipts in the ERP system, after identifying each customer and the details of the payment. In peak times (holidays, BlackFriday, discount campaigns etc.) the workload is very high.
Disadvantages: locked human resources, high costs, frequent errors, duration, scalability.
What changes do we bring by switching to RPA?
The software robot will act similarly to a human user, from logging in to the end of the task. Basically, it opens the Banking module in SAP Business, scrolls through each Excel field, searches each client in the database, and inserts the receipts or orthotics of the desired or required information. It will repeat the operation for all entries in the list without a break regardless of the size of the source file. In the end, it will close the application, the excel file and optionally can send notifications with the completion of the task. The tests carried out showed that for such an operation, about 25 clicks for an entry are required. As time, this means about 2 minutes with human operator and 20 seconds with a software robot implemented by System Innovation Romania on UiPath technology. The robot is six times faster and the risk of error is zero.
To better understand this process, you can watch the video below.
- No employees are involved;
- Availability 24/7;
- The time required is reduced from minutes to seconds;
- Transcription / Copy Errors disappear;
- The process can be resumed at any time without a break or program.
The software robot is based on a logical scheme and will interact with the ERP system according to an employee’s work pattern. The robot will learn the sequence of operations and will do everything much faster and without error. The principle can apply to a very wide range of tasks.
Modern RPA technology does not exclude the use of an ERP system but complements it, bringing together greater value in terms of efficiency and productivity.