Our customer is a European refrigerator, freezer, and washing machine manufacturer. European Union-wide, they distribute their products through various proprietary delivery centers and dealers.

Detailed information about the client cannot be disclosed under the provisions of the NDA.

Challenge

Issues with processing orders, submitting invoices, and tracking shipments

The manufacturing company faced a pressing challenge with the procurement process, struggling with a variety of time-consuming, intricate tasks that required manual effort. Manual processes caused additional difficulties, like data inconsistencies and a lack of real-time visibility into procurement statuses. Rather than conquering new markets and prioritizing business growth, they needed help to process orders, submit invoices, and track shipments accurately, resulting in inventory data errors.

Our customer sought a disruptive solution to eliminate cumbersome manual data entry, approval requests, and invoice generation to streamline operations, reduce errors, and save time.

Solution

RPA in manufacturing to automate order, inventory, and invoice management

Based on our expertise in process automation, we devised a comprehensive solution that tackled the client’s challenges head-on. Our project team recommended developing an RPA system to automate order, inventory, and invoice management.

RPA scripts

We developed custom RPA scripts using UiPath Studio, UiPath Robot, UiPath Orchestrator, and UiPath Activities to mimic human interactions in managing operational workflows, resulting in faster and more accurate outcomes. These scripts execute tasks such as purchase order creation and invoice processing, ensuring precise and predictable procurement planning and settlements with contractors.

Order management

One of our key focus areas was automating the order entry and validation process. We integrated our RPA solution into the company’s order management system. It extracts information about orders from emails and correctly enters data into the system, including pricing, quantity, and purchase frequency. There, we implemented OCR capabilities to “read” text from orders, converting printed or handwritten characters into machine-readable text.

Invoice processing

Our project team also employed RPA to automate invoice data entry. The robotic software extracted relevant information from new invoices, such as ID numbers, vendor details, dates, and line items, eliminating the need for manual data entry. Our seasoned developers ensured that RPA uses predefined business rules to validate the extracted information. The system triggers alerts or routes the invoice for manual review if discrepancies are found.

Shipment tracking

Besides supervising procurement, we implemented RPA for manufacturing to automate shipment tracking to retrieve status updates in real-time and maintain a hassle-free delivery. Automated bots access tracking information from various sources, such as carriers’ websites, APIs, and the customer’s internal databases, monitoring commodities’ movement and preventing delivery delays. For instance, if a shipment encounters an issue or deviates from the expected route, the RPA bot sends automated alerts to stakeholders.

CRM integration

Ultimately, our team integrated RPA algorithms into the customer’s proprietary CRM to benefit from insightful decision-making and planning by extracting data from emails, spreadsheets, and databases. For instance, when a new customer inquiry is received via email, RPA can extract and input the data into the CRM system, eliminating manual data entry and triggering procurement actions. This cohesive, interconnected ecosystem facilitates real-time data exchange and gives the client a holistic view of their procurement operations, from ordering to invoicing.

Technologies

RPA

Python, Java, Groovy, RegEx, Bash, PowerShell, JavaScript, HTML, CSS, UiPath Studio, UiPath Data Service, UiPath Document Understanding, UiPath Test Suite, UiPath Automation Hub, UiPath Insights

Process

Drawing on our expertise in the domain, we conducted a comprehensive analysis of the client’s existing procurement workflows. This in-depth examination allowed us to identify bottlenecks and inefficiencies hindering their operations and tailor the subsequent RPA solution to their specific needs. We conducted initial discussions to gather requirements and understand the client’s pain points, presenting a Vision and Scope document outlining our proposed solution.

Based on our analysis, we developed the RPA scripts, integrated them with existing operational processes, and thoroughly tested each automation workflow. Our project team utilized the UiPath as the primary RPA toolkit due to its robust capabilities and user-friendly interface, which enabled us to design, develop, and deploy automation workflows efficiently. Optical character recognition (OCR) technology was employed for invoice processing to extract relevant data without human intervention.

Following the development stage, our team documented the RPA scripts, automation workflows, and integration processes. This documentation served as a valuable resource for the client’s team and ensured the sustainability of the solution. Additionally, our team’s extensive practical knowledge and experience ensured the solution was thoroughly tested and refined to meet the highest performance and reliability standards.

Communication channels included regular video conferences and email updates to inform the client about project progress and scope changes. Through Jira, we assigned responsibility for deliverables, set deadlines, and ensured transparency to meet project timelines and launch a market-ready solution. Currently, the project is undergoing an active release phase, with our specialists ensuring error-free roll-out within predetermined timelines.

Team

RPA Developers

RPA Business Analyst

RPA Solution Architect

UiPath Orchestrator Administrator

UiPath Business Process Analyst

RPA Infrastructure Engineer

UiPath QA/Test Engineer

RPA Project Manager

RPA Center of Excellence (CoE) Manager

RPA Support Analyst

Results

6 FTE savings after implementing RPA in manufacturing industry

Innowise automated the customer’s procurement process, from order management to invoice processing through RPA scripts. We empowered the solution with the OCR feature to identify handwritten elements, convert them into machine-readable text, and extract data from various sources.

As a result, the time required to create and process purchase orders was reduced significantly, leading to faster order fulfilment and improved supplier relationships. Invoice processing became more accurate and efficient, minimizing errors caused by manual data entry and fostering better financial management. Customer’s employees can now concentrate on more valued-adding and complicated tasks instead of time-consuming manual input.

Meanwhile, RPA in manufacturing allowed the company to provide real-time updates to customers and manage inventory more effectively, resulting in streamlined operations. Overall, the automation solution saved the company more than six full-time equivalent (FTE) positions, leading to significant cost savings and improved resource allocation.

Project duration

September 2022 - Ongoing

27%

faster procurement

FTE savings after RPA

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RPA for manufacturing: 27% faster procurement and streamlined inventory management

Customer

Challenge

Issues with processing orders, submitting invoices, and tracking shipments

Solution