RPA Use Cases in UAE: Automation of Purchase Invoices

The importance of RPA

Modern enterprise management, be it of any size, now lay more emphasis on automating most of their key business processes that require high manual attention. This thought has accelerated now mainly due to the pandemic situation we are in. Our consultants at HLB HAMT often get this query on even automating certain sections of their ERP solutions. Now, the whole point of ERP solution is to lessen the burden on all departments and engage effective utilization of their solutions. But still, even after implementing ERP, there will be a lot of time required for processes like data entry and management, record reconciliations, etc. Such processes will be repeated every day burning a lot of employee work hours. Moreover, there is a chance of manual errors creeping in, which can be a big issue especially if It is handling financial transactions. Robotic Process Automation (RPA) can help automate lot of these repetitive rule-based manual processes without any errors whatsoever.

RPA basically use software bots to emulate human actions such as data entry, communications, report generation etc. The biggest advantage of RPA systems is that they can be implemented very quickly and without tinkering with any of your existing IT infrastructures. The main benefits of RPA include increased efficiency, enhanced customer satisfaction, aligning with compliances, reduction in operational costs and better utilization of your employee productivity.

The Case:

In this article, we are going to focus on one of the use cases we had done for an emerging financial midmarket enterprise. We have been getting a lot of RPA enquiries from financial departments of various enterprises off late and thought it would be interesting to share one use case we had done to automate invoice document processing.

The Challenge:

Our client was facing issues with a lot of repeated and mundane human tasks. The most time consuming among those was to manually enter the data while creating invoices in their Sage X3 system. Since the data entry processes take up a lot of time, our client was getting their payments delayed and there were a couple of issues of incorrect data creeping in.

The Solution:

HLB HAMT has designed and developed a BOT to automate the data entry process inside the Sage X3 system. Firstly, the BOT will automatically log into the Sage X3’s system invoice module. It then creates a new invoice by inputting the data into the system. The source of this product-related information data will be a pre-filled spreadsheet. The invoice is created one by one and the document number is auto-generated against each entry. Once all the invoices are generated, the excel file is populated with the document numbers. These numbers will help our clients to verify if the document is created in the system.

Talk to our expert consultants to know more about RPA can be integrated into your ERP system!