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Transaction Processing – RPA – Case Study

Challenge

The Client currently has limited capabilities (time and resources) to manage its credit card transactions to be imported into their accounting software Zoho and allocating it to the correct accounting ledger.

Solution

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 accounting team was trained in Robot usage and exception handling as a part of supporting their routine operational activities.

Outcomes

  • 100% accuracy in transaction processing
  • Improved process efficiency with minimal manual effort
  • Resources re-deployed on more productive and value-adding work

About The Case Study

Download this case study to discover how a client manages its credit card transactions to be imported into their accounting software Zoho and allocating it to the correct accounting ledger

In this case study you will find valuable information including:

  • Client Profile
  • RPA Project Brief
  • Challenges the client faced
  • Auxiliobits’s RPA solution
  • Process before automation (Manual process)
  • Process after automation (Live in-production)
  • Outcomes achieved

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    The Client And Engagement
    Information

    The client is a global selling solutions company that makes the world instantly shoppable and enables brands to grow online and offline sales. Their Where to Buy tech-nology integrates with content across all digital channels helping customers jump straight to an approved retail partner to complete their purchase instantly. The com-pany collaborates with the best global retailers, agencies and technology partners out there.

    The Challange

    The Client currently has limited capabilities (time and re-sources) to manage its credit card transactions to be im-ported into their accounting software Zoho and allocating it to the correct accounting ledger. The client engaged Auxiliobits to review their credit cards transaction process for an Automation assessment.

    The process was per-formed daily by the individual  mployees. The depart-ment downloaded credit card statements from the bank portal and processed those statements to be consoli-dated and imported in Zoho. Once the data was consoli-dated and imported into Zoho the correct accounting ledger had to be allocated and associated with the cor-rect tag. The key objectives of automation was to provide productivity benefits and to free the FTEs from repetitive tasks. By optimizing the business process it was ex-pected to improve process efficiency, ensure cost effec-tiveness and allocate resources to perform more value adding work.

    Key Information

    • The Client downloads credit card statements from the bank portal extracting PDF files.
    • These consolidated CSV files were imported in their Zoho instance.
    • After converting PDF files to excel they filtered un-recorded transactions and created CSV files.
    • The imported entries were allocated to the correct ac-counting ledger and associated with correct tags.
    • Industry:
    • Finance and Accounting
    • Geographies Implemented:
    • UK
    • Automation Tool Used:
    • UiPath (Studio, Robot and Orchestrator)
    • Department:
    • Accounting
    • Sub-Department:
    • Zoho books
    • Engagement Model:
    • Automation as a service - research, consulting, execu-tion and training at a fixed price per process
    • Domains, Departments, Segments Covered:
    • Account ledger and profit and loss reporting
    • Volumes:
    • Average 5 hours a day
    • Processes covered:
    • Credit Card transactions consolidation
    • Type of Process:
    • Back-Office
    • Application:
    • Zoho, Excel, Chrome (Browser), PDF

    Solution: Our Approach

    Timeline (MAN DAYS)
    • 2 days

      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.

    • 2 days

      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.

    • 25 days

      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 accounting team was trained in Robot usage and exception handling as a part of supporting their routine operational activities.

    Manual Process (AS IS)

    • The client downloads tons of credit card PDF statements from their different bank web portals.

    • Each PDF is converted to excel file from an online converter. The data from excel files is consolidated into one excel sheet filtering un-recorded transactions, comparing previous excel files. A CSV file is then created to be uploaded.

    • The CSV file is uploaded to their Zoho books where all the entries are visible from the consolidated CSV file.

    • In Zoho books correct
      accounting ledger is allocated and each entry is associated
      with a correct tag to get their profit and loss statements.

    AUTOMATED PROCESS

    Human intervention is now eliminated since the automation is unattended and scheduled. A human may monitor the logs generated after bot running the process and verify the reports. Analytics report was also generated.

    • The bot is schedule to run twice daily to be starting the processing of the credit card transactions.

    • The bot then downloads all
      the credit card statements from the bank web portals, converts them to excel sheets and consolidates all transactions
      in a single CSV file.

    • This CSV file is uploaded in the Zoho books and each entry is assigned to the correct ledger.

    • The bot then sends a profit and loss report from the Zoho books for the new entries imported..

    Benefits / Values Delivered

    The automation of these processes resulted in the following benefits:

    • 70% reduction in processing time
    • 100% accuracy in transaction processing. Human error was eliminated
    • 70% reduction in Improved process efficiency with minimal manual effort time
    • 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 in transaction processing

    70%

    reduction in processing time