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Delivery Note Processing (RPA)
Industry
Manufacturing
Size
Medium-Sized Enterprise
Location
Dubai, UAE
Introduction
The client is an established player in steel drum manufacturing for supply of paints. They faced challenges in efficiently processing and managing delivery notes, which are critical documents for tracking and confirming the completion of deliveries. The manual processing of these delivery notes resulted in errors, delays, and increased operational costs
To overcome these challenges, client decided to implement Robotic Process Automation (RPA) to automate their delivery note processing.
Challenges
- Manual Data Entry -Client relied on manual reconciliation of the delivery note data entry to process delivery notes, leading to errors due to human mistakes and inconsistencies.
- Processing Delays -Manual processing led to delays in updating delivery information, affecting real-time visibility and decision-making.
- Resource Intensive -The manual process required dedicated manpower, consuming valuable human resources that could be allocated to more strategic tasks.
- Inaccuracies -Inconsistent data entry resulted in discrepancies between delivery notes and actual deliveries, leading to customer dissatisfaction.
- Scalability Concerns -As their volume of delivery notes increased, making it even more challenging to process them manually without compromising quality.
Solution
Client consulted TechnomaX towards streamlining and automating the delivery note acknowledgement and reconciliation process. TechnomaX suggested to implement RPA to automate the delivery note processing. Using Microsoft Power automate RPA solution involved a set of software robots that would mimic human actions to extract relevant data from delivery notes, update the company's systems, and perform necessary validations. Also, upon the receipt and acknowledgement of the delivery notes, they were stored in SP document library; and pushed back to the client ERP system for updating. A mobile app was also developed part of the process for the drivers to easily download and get the acknowledgement of their delivery immediately. This enabled online updating of the delivery tracking.
Implementation
- Process Analysis -Client worked closely with TechnomaX RPA consultants to analyze their existing delivery note processing workflow, identifying key data points and steps involved.
- Automation Design -Based on the analysis, the RPA solution was designed to automate the extraction of information such as sender, receiver, delivery date, items, and quantities from scanned or digitally received delivery notes.
- Bot Development -TechnomaX RPA developers created software robots using Microsoft Power Automate tool programming them to interact with the company's ERP system, email, and scanning software.
- Data Validation -The robots were programmed to validate extracted data against predefined rules to ensure accuracy.
- Integration -The RPA bots were integrated with existing systems, enabling them to enter data directly into the ERP and update relevant databases.
- Exception HandlingThe bots were equipped to handle exceptions by flagging unclear or mismatched data for human review.
- Testing -Rigorous testing was conducted to verify the accuracy and reliability of the RPA solution in various scenarios.
- Training -Employees were trained to monitor and manage the RPA bots, ensuring a seamless transition from manual to automated processing.
Benefits
- Error Reduction - RPA significantly reduced data entry errors, ensuring accurate and consistent data across delivery notes and systems.
- Faster Processing -Automation led to faster delivery note processing, improving real-time visibility and decision-making.
- Resource Optimization - Valuable human resources were freed up from manual data entry, allowing them to focus on more strategic tasks.
- Enhanced Customer Satisfaction -Accurate and timely delivery information led to improved customer satisfaction.
- Scalability -The RPA solution seamlessly handled increased delivery note volumes as the company expanded.
- Cost Savings -Automation reduced operational costs associated with manual processing.
Conclusion
Client successfully implemented Robotic Process Automation to automate their delivery note processing, addressing their challenges of manual data entry, processing delays, and inaccuracies. The RPA solution resulted in increased operational efficiency, improved data accuracy, and enhanced customer satisfaction. This case study showcases the potential of RPA in transforming logistics and supply chain processes for improved performance and competitiveness.
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