Retrieving invoices automatically with the power of UiPath

Retrieving invoices automatically with the power of UiPath

Food manufacturing and distribution

Client's Challenge

Vandemoortele,  a Belgian family business, was founded in 1899. Since then, they have grown  into an international food company with a leading position in Europe.  Vandemoortele is a B2B2C company that produces and distributes bakery  products, margarine, culinary oils and fats, among others. As the company  grew, their business processes scaled too. To this day, a lot of these  processes are executed manually in SAP. Some of these processes require  repetitive, boring manual work that is not very satisfying. As Vandemoortele  values their employees' happiness, something had to be done. Therefore, they  called in our intelligent automation expertise.    The first business case we automated at Vandemoortele was retrieving  invoice pdfs from SAP. Imagine: you have a client asking for 150 invoices,  sent between May and July, as they deleted them by accident. Oops. The  finance department has to retrieve these invoices entirely manually: opening  SAP, look for the transaction, enter the correct invoice number, save it to a  certain location, and then mail the files or putting them in a shared drive.  This process can take up to 3 minutes for only one invoice. And as you can  imagine, this whole process is error-prone. The possibility is definitely  there to send invoices to the wrong people.    Clients deleting invoices by accidents is not the only thing that triggers  this workflow. As Vandemoortele is a multinational, they operate in countries  with archiving obligations. This means that in these countries, they have to  archive all invoices somewhere outside of SAP. In conclusion: a lot of  invoices to be processed. A job for a virtual worker instead of a human  employee, if you ask us.

Our Solution

Our  solution for this challenge is a fully digital UiPath virtual worker or  robot. The people who had to retrieve the invoices manually, now have to send  an Excel file with the invoice numbers to the virtual worker. When the bot  receives the information it executes a few simple checks: 'can this person  ask for this invoice?' 'Do they have the clearance?' After receiving the  Excel, the robot goes to work and automatically saves the invoices to a  shared drive or sends the files directly to the requester.    SAP is a very secure ERP system and should stay that way. Therefore, in the  near future, all Vandemoortele robots will have an extra built-in component  checking for SAP access rights. In this way, SAP security rules will not be  circumvented by using UiPath robots.

Impact Created

As the  solution is being introduced to the users, the company is gradually saving  time and increasing employee happiness, as this was a repetitive and  time-consuming task nobody likes doing. In the end, every country in which  Vandemoortele operates will be able to use this extra virtual helper. At the  moment, we are building POCs for other virtual workers to optimize additional  processes at Vandemoortele. From September 2021 onwards, we should run 3 or 4  processes entirely with these, so-called, RPA bots. "The idea is to show  Vandemoortele the strength of process automation. From October onwards, we  will train their employees to get started with automation themselves in one  of our automation boot camps. In these boot camps, they will be taught how to  make good and resilient robots. At the moment, we are 80% in control. After  this training course, that should be reversed, so Vandemoortele can handle  80% of the building and we offer 20% of support, adding up to 100% in  effectiveness." according to Nicolas Vermeulen, Solution Architect at  RoboRana.

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