Automated recording of double bookings by RPA

Automated recording of double bookings by RPA

Automation is an essential part of process optimization, especially when it comes to using the more complex SAP system. SAP users are often very familiar with their work routines and recognize the potential of automating SAP interactions. However, they often lack the technical skills to implement their ideas. For instance, a national energy provider was faced with the challenge of automating the process of detecting double bookings in bank statement processing. 

KPMG's years of expertise in the area of intelligent automation have already helped a large number of clients to increase the degree of automation of their internal process landscape, thus allowing more time for value-adding tasks. Since the process for detecting double bookings follows a repetitive structure, the level of automation in this case was correspondingly high.

Initial situation of the customer

The employees had to manually identify the double entries, i.e. to clear individual items in the SAP system. After the double bookings were discovered, the corresponding master data was processed in a new SAP mode in order to post the statement item. At the end of the process, the employee had to create, print and archive the customer line item as well as a corresponding barcode.

Implementation by KPMG

Through discussions with the client and the receipt of so-called click documentation, KPMG was able to create detailed process documentation based on BPMN 2.0. The process model initially served as the basis for analysis and, in the course of the project, also as a template for programming a corresponding RPA bot. After the bot was successfully programmed and tested in coordination with the client, the newly automated process was integrated into the process landscape.

The target state

In the automated process, the bot is triggered as soon as it receives a corresponding notification from the finance department via Outlook. If double bookings are successfully identified, the bot will independently post the statement item, save the posted item in the line item list and generate a corresponding barcode as a PDF file. Finally, the bot sends all relevant files by email to the relevant colleagues and closes all programs opened by the bot once all items have been successfully booked.

Expected benefits from RPA:

- Reduction of processing errors

- Reduced process costs

- Immediate increase in efficiency

- Immediate quality improvement

- Strict compliance   

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