RPA & OCR CASE STUDY

Automatic Processing of Order Confirmations

Client: German manufacturer of electric actuators and valve gearboxes
Industry: Manufacturing Industry
Function: Purchasing, supplier management
System: ERP, UiPath
Tool: RPA, UiPath Document Understanding (OCR)

We use UiPath RPA and Document Understanding (OCR) to help our client solve the challenges in Supplier management. 2 bots were implemented to achieve high accuracy and speedy automatic processing of order confirmation. Our client was not only able to free the employees from repetitive manual data entering tasks but also save a significant among of time.

WHAT WAS THE SITUATION UP TO NOW?

In this german manufacturer of electric actuators and valve gearboxes, the contact person from their supplier management and purchasing receives 50 thousand order confirmations sent from over 800 different suppliers. The contact person then needed to read the sent document, edit, and validate the order data (e.g. date and terms) in the ERP system manually.

With the massive quantity of suppliers and orders sitting on top of the mundane manual and repetitive execution of the process, it consumed an enormous among of time.

The repetitiveness creates a great opportunity for automation. However, it is also difficult to standardize the process for the suppliers. Because every supplier has their own contact person, who holds on to the supplier’s data and reaches out to them if there’s any missing information or errors. We need to first standardize the process and then add intelligence to the robot.

OUR SOLUTION FOR THIS CLIENT

We first optimized the order confirmation process and then automated the it with UiPath Document Understanding as an OCR Tool to read the documents received plus two robots for processing the files. With the automation, the suppliers are forced to follow to the standardized process regardless their personal contact person and provide every necessary information. Now, with this solution, they are able to save 2,3 FTEs and 520 work days / year.

Discover how it’s done & Read more key impacts below

Key Result Highlights

up to 95%

ACCURACY

15%

SPEED INCREASED

DAY/YEAR SAVED

FTE SAVED

MONATE ROI

BOT Eingesetzt

By automating the order confirmation process with RPA and OCR:

The employees no longer need to manually read and enter the data to the ERP system
Thanks to the elimination of long hour manual documentation, the error rate is reduced
Within 3 month, our client already had their return on investment
The automation project created the scalability and opportunity for the process to be standardized/optimized
The faster processing time allows our client to handle more orders and at the same time to free up employees’ valuable time to focus on more value-adding tasks.

How It’s Automated

The process starts when over 800 different suppliers sent the order confirmation email to the contact person who reads and validates them…

Visualized process overview: We standardized and automated the order confirmation process.

UiPath Document Understanding - OCR

Once an order confirmation is received, UiPath Document Understanding (OCR) reads the document and extracts the data. The UiPath robot then validates the extracted data in the ERP system. It saves a tremendous among of time by replacing manual reading and data entering. Read an article about what OCR does in automation

Human-in-the-loop

If the data that the OCR extracts doesn’t read correctly, the data will be sent to the internal contact person automatically. The person has the opportunity to correct the extracted data before it’s processed in the system and proceed to the next step. What is human-in-the-loop in automation projects?

Integrated into the ERP system

The UiPath robot works in the ERP system flawlessly. After data validation, it edits the delivery data according to the order confirmation, archives all relevant documents, and eventually updates the status automatically.

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