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 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.
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.
To demonstrate the RPA capabilities, a subset of the process was automated using UiPath that proved the feasibility for the process selected.
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.
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.
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..
The automation of these processes resulted in the following benefits:
of staff to more value added tasks
accuracy in transaction processing
reduction in processing time