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

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.
After converting PDF files to excel they filtered un-recorded transactions and created CSV files.
These consolidated CSV files were imported in their Zoho instance.
The imported entries were allocated to the correct ac-counting ledger and associated with correct tags.

Industry:
Geographies Implemented:
Automation Tool Used:
Department:
Sub-Department:
Engagement Model:
Domains, Departments, Segments Covered:
Volumes:
Processes covered:
Type of Process:
Application:

Industry: Finance and Accounting
Geographies Implemented: UK
Automation Tool Used: UiPath (Studio and Robot, Orchestrator)
Department: Accounting
Sub-Department: Zoho bookst
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: SAP Ariba, Sage ERP, Excel, Chrome (Browser)

Finance and Accounting
UK
UiPath (Studio, Robot and Orchestrator)
Accounting
Zoho books
Automation as a service - research, consulting, execu-tion and training at a fixed price per process
Account ledger and profit and loss reporting
Average 5 hours a day
Credit Card transactions consolidation
Back-Office
Zoho, Excel, Chrome (Browser), PDF

Solution: Our Approach

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.

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.

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

Manual Process (AS IS)

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

70% reduction in processing time
70% reduction in Improved process efficiency with minimal manual effort time
Activity logs for process, risk and compliance processing
100% accuracy in transaction processing. Human error was eliminated
Resources re-deployed on more productive and value-adding work

Transaction Processing – RPA – Case Study

Challenge

Solution

Outcomes

The Client And Engagement Information

The Challange

Key Information

Solution: Our Approach

RPA Maturity Assessment

Proof of Concept

RPA Implementation

Manual Process (AS IS)

AUTOMATED PROCESS

Benefits / Values Delivered

Redeployment

100%

90%

Tell us about your Operational Challenges!

Newsletter Subscription

Quick Links

Resources

Industries