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2. What is robotic process automation (RPA)
Areas in which RPA can be used:
• Involves manual calculation
• Involves software interactions
• Highly error prone areas in manual jobs
• Data intensive works
• Repetitive steps with a specific logic
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Introduction
• RPA is the use of software which interacts with systems, web and desktop
applications to execute processes like humans.
• RPA is a cost and time saver, for digital transformation to business
processes and achieve higher profitability.
5. RPA - Benefits
Accuracy
RPA provides accurate results, with
precision in calculation.
Reliability
RPA removes the need to account for
sick days, making services available
365 days a year.
Return on investment (ROI)
Typical RPA projects will be
completed in 1 to 12 months with an
ROI of less than one year.
Productivity
Allows freeing up of human
resources for higher value-added
tasks.
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Cost savings
Savings ranging from 20 –60%.
6. Step Wise Details - Use Cases
• Automatic login to multiplebank accounts
• Automatic login to ERP system
• Extraction of relevant general ledgers by theBot
• Cross referencing of balances from bank
statement to General Ledgers
• Preparation of bank reconciliation statement
on predefined format
Bank reconciliation process
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• Automatic entry of sales inquiries
• Updating of details for new customers by the Bot
• Initiation of delivery process,updating of inventoryrecords
• Preparation of sales invoice from sales order
• Posting of revenue entry into the system
Sales ordering and invoicing
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• Acquisition of quotations from prescribed vendors
• Automatic preparation of report comparing
multiplequotations
• Preparation of fixed asset budgets
• Preparation of additions and disposal reports
• Fixed asset registerreconciliations
Fixed asset management
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• Financial reporting
• Regulatory reporting
• Statutory reporting
• Other reporting
Financial and external reporting
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7. Step Wise Details - Use Cases
• Cross-checking between documents to verify the
accuracy ofpayments
• Compilation of payableslistings
• Monitoring of outstandingbalances
• Preparation and posting of year-end adjustment
Payables management
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• Updating of comparative figures for the financial
statements
• Calculation and posting of exchange gain or loss valuations
• Posting of regular and repetitive closing entries, e.g.,
accruals
• Fair value adjustments and entries
• Collection of information for specific disclosures
• Financial statements and ratio analysis
Financial statement closing
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• Tax accounting and tax data management
• Tax accounting andanalysis
• Tax accounting and preparation and review
• Tax compliance
Tax
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• Automated monitoring ofreceivables
• Sending of reminders to customersfor long outstandingbalances
• Calculation of provision for doubtful debts, in accordance with the
company’s policy
• Posting of journal entries related topayments and provisions
Receivables management
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• Verification of inventory received and performing
three-way matching
• Calculating price and quantity variances
• Generate reports in multipleformats
• Automatic shippingprocess
• Calculation and posting of year-end adjustment entry
Inventory management
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9. Company use cases - Globally
Process Client % of RPA Benefits
Purchase order
entry
automation
Global
automotive
supplier,
Germany
100%
8months ROI
100%accuracy rate
78%improved processingtime
Credit note
processing
Media
company,
Switzerland
100%
3months ROI
100%reduction inmanual
effort andaccuracy
60%improved processingtime
Travel and
expense
report
processing
Consumer goods
company,
Germany
100%
15%manual effort reduction 75%
improved processingtime 100%
accuracy
Accounts
payable: Three-
waymatching
automation
Medical/pharmac
eutical company,
Switzerland
100%
2months ROI
90%improved processingtime
10%manual effort reduction
Travel and
expense
report
processing
Consumer goods
company,
Germany
100%
15%manual effort reduction 75%
improved processingtime 100%
accuracy
GRN-to-Invoice
match and
releasehold
Building
materials
supplier,UK
53%
100%compliance on TATSLA
54%FTE reduction
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Process Client % of RPA Benefits
Automate
vendor
payments
Global propertyinsurer —
70%productivity improvement
50%operations costreduction
Invoicing/
billing
automation
HR service
provider,
Germany
70%
3months ROI
10%manual effort reduction
75%faster processing
60%cost reduction
Cashapplication Retail company,India 100% 100%accuracy
80%volume automated
Month-end
accounting
Accounting
services
provider,
Germany
75%
5months ROI
25%manual effort reduction 65%
improed processingtime 100%
accuracy
Daily P&L
reports
generation
Global financial
services company
100%
67%improved processingtime
Faster/earlier report delivery
100%reporting accuracy
10. Sample Live Automations - Video
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Invoice Automation ERP Automation
Watch more videos on automation at https://www.weactsmart.com/automation/
11. Sample Automations - Video
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GST 2A Reconciliation Webpage Download Automation
Watch more videos on automation at https://www.weactsmart.com/automation/
12. Sample work flow for invoice automation
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Invoice and ERP Automation
Watch more videos on automation at https://www.weactsmart.com/automation/
13. CA – Use Cases – Finance and Accounting
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• Invoice processing: Capture invoice data from scanned invoices or electronic files and process the same in ERP systems.
The invoice processing time can be reduced by up to 60 to 80 %.
• Payment matching & processing: Bank lockbox payments received from various sources are matched against open
invoices. These are then processed in the ERP system and remittance receipts generated.
• Automate journal entries: RPA can process email, perform compliance checks and process the Journal entries in ERP
(SAP, Oracle, etc.), and notify the requestor.
• Account reconciliations: RPA can automate the download of sub-account balances, perform validations and create
balancing journal entries to handle discrepancies
• 3-way matching: Matching of invoices to purchase orders (PO) and goods received notes (GRN) can be automated with
RPA. This ensures accurate payment and validates different parts of the supply chain.
• Automate workflow and approvals: RPA can be configured for rules-based auto-approval in the AP system. Any
exceptions are raised to the appropriate person for manual approvals.
• Financial planning and analysis: Prepare forecasts automatically using historical and market data. Load pre-populated
balances into the planning system, Create variance reports
• Regulatory reporting: Capture and cleanse data, generate the regulatory reports automatically. Create complex annual
reports to the extent possible.
14. CA – Use Cases – HR
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• Employee Onboarding: HR teams can assimilate new employees into the organization faster and better with RPA. You can
automate most of the onboarding tasks including receiving information and paperwork from new hires, setting up access to
systems and notifying concerned.
• Employee Offboarding: Just as Onboarding, all the tasks to offboard an employee such as removing access to systems,
notifying people concerned and creating standard paperwork can be automated.
• Employee data management: RPA can be used to perform many of the Employee data administration tasks. This includes
adding and updating data on current and past employees, contractors, interns, etc.
• Recruitment Management: RPA can be used for most repetitive recruitment tasks such as scouring websites for candidates
and screening the resumes received. RPA systems can work 24 x 7 to source, screen and organize right candidates for you.
• Compensation Management: RPA can be used to input compensation data for employees into the Talent Management
System.
• Time record validation: Following up on missing timesheets, validate time booked and notify any discrepancies.
• Earnings and Deductions: Initiate batch creation and imports into the payroll system, complete the standard validations.
• Payroll payments: With RPA, the bot automatically extracts data from an input source such as an MS Excel file or an email and
enter the Payroll payment data into the banking application.
• Automating process hand-offs: Typical approaches to handing work between functions and people can be inefficient, time-
consuming and error-prone. RPA can link both automated and manual HR tasks into an end-to-end workflow
15. CA – Use Cases – CRM
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• Customer Management: Agents can quickly add or update customer records with RPA. They can also update the details
on other systems with a mouse click.
• Update CRM: RPA can automate the process of sending the Sales & Order information from ERP to CRM and notify the
salesperson
• Access Management: RPA can be used to validate identity, unlock accounts, reset password credentials and pass it back
to users.
• User Administration: RPA can create new accounts across multiple systems and applications.
• Incident/Change Management: RPA can raise incidents/change requests by creating and/or updating tickets. These
tickets can be created from email or can also be auto-created with inputs from monitoring systems.
• Progress Chasing: RPA can follow up on incidents with users and report the progress on tickets to concerned.
• Update or Close Tickets: RPA can close tickets after follow-up if the users indicate the incident has been resolved or if
there is no response after repeated follow-up.
• External and internal interfaces: RPA can be used to drive actions in external systems (supplier, partner or customer) or
even internal systems with a non-disruptive integration
