Invoices and Credit Notes Management Automation in SAP

Invoices and Credit Notes Management Automation in SAP

Quick Facts

Client received the RPA solution that can automatically generate invoices, send credit notes to partners, and post relevant data to SAP

In 1.5 month, our team improved the process execution by 75% regarding the time resources spent and by 71% in terms of SLA performance

As a result, client uses 12 automated process steps including operations like opening files of various formats, data selection, data modification, data copy-pasting, files saving, printing, and uploading to the SAP system.

Objective

Automate the process of creating invoices, credit note that are further sent to the supplier and posted to SAP

Challenge

Our Client’s mission is to develop programs to support disabled people into mainstream employment with other businesses.

The Client operates dozens of branches within the UK. By helping employers to recognize the value of their business operating in an inclusive workplace environment, the Client assists its clients within consulting on RPA projects available, providing training programs and other support services.

To achieve an efficient and inclusive environment for one of its projects, the Client reached out to Intetics with a request to implement an RPA within an
application for generating self-billing invoices for delivery partners. The main challenges the Client sought to solve were automating data entry tasks to enhance the efficiency of the process by decreasing relevant manned errors to 0 %.

Solution

#1 Intetics’s team comprised of two developers and one architect with a BA specialization analyzed the workflows of the project to be automated.

#2 Each month a series of ‘Self-Billing’ invoices are generated for all Delivery Partners (DP) for the previous month’s activity. The information sent to each supplier includes the invoice (sent as a pdf, created in Excel), a credit note (if due, in the same format as the invoice), and a breakdown of the Master file (MI file).

#3 Invoices (and credit notes, if due) and MI are emailed to each Delivery Partner. The email should include all relevant invoices (current service fees and performance payments may be sent on separate invoices, however, there is no reason these cannot be consolidated into a single invoice for that month).

#4 For 1.5 month and with the usage of UiPath our team automated the 12 process steps of creating invoices and MI files management. 

#5 Invoices (and credit notes, if due) and MI are emailed to each Delivery Partner. The email should include all relevant invoices (current service fees and performance payments may be sent on separate invoices, however, there is no reason these cannot be consolidated into a single invoice for that month).

Amazing RPA service (secure, reliable, cost effective) – it’s invaluable to our organization. What we appreciate most about the Intetics team is ability to deliver results that meet expectations up indeed. They’re proving their professionalism again every time.

Benefits and Results

Business benefits of this automated process were sufficient cost reduction, quality increase and errors total elimination, rocketing SLA performance.

Case Study

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