Robotic Process Automation for SAP

Why SAP needs Robotic Process Automation?

Robotic Process Automation (RPA) is the automation of back and front office processes that are largely rules based, structured, and repetitive. The automation takes place when software “robots” (not physical robots) carry out processes or tasks normally completed by humans.

SAP business processes are the front line of your business—streamlining everything from manufacturing and service, to sales and finance. However, they typically extend beyond SAP to other systems which may reside on-premise, in the cloud or in hybrid environments. The complexity of this IT landscape creates processing errors and delays that frustrate customers; application silos limit your visibility and control; while your staff are tied up managing processes and checking for errors. So how do you achieve SAP acceleration?

To maximize your investment in SAP software you need to automate your SAP and non-SAP systems end to end. In doing so, you will regain control, dramatically shorten processing times, reduce costs and make all of those last minute scrambles to meet deadlines a thing of the past. The key capabilities to achieve these benefits are:

  • Visibility and control of the end-to-end process
  • Full coordination of every step of the process across both SAP and non-SAP systems
  • Integration of file transfers into the process
  • Processing of data in parallel
  • Only trusting your most critical processes to a solution that has been certified by SAP

Whilst there are many other factors that are also important to consider, only by ensuring that your solution encompasses the above key capabilities as a foundation can you be certain that you will be able to meet the ever-increasing demands of the business

The general characteristics of a SAP process which is ready for robotic process automation would be:

  • Repetitive and rules based
  • Accesses structured data sets
  • Utilizes applications on a Windows or Web based platform
  • The process is documented and has been standardized in practice
  • Three or more staff are hired to complete the process
  • Manual data input, prone to human error

RPA usecases for SAP

To automate manual processes may seem like a simple task on the surface but we haven’t encountered a company yet who hasn’t allowed some of these manual processes to persist, often because they simply haven’t had the time or expertise to automate them in a cost-effective manner. The trick to delivering rapid time to value on this task is to identify manual processes that can deliver strong productivity gains through automation. Here are just a few of the manual processes that can be automated to deliver huge value back to the business:

SAP Human Resources

  • Data entry for new hire / re-hire, transfer, termination
  • Data privacy
  • Validation of processed transactions
  • Declaration data entry
  • Hires data entry / inputs
  • Overpayment- Data entry inputs
  • Paycheck simulation
  • Pre-termination with benefits and salary continuance
  • Payroll run
  • ROE for all paygroups
  • Time & Attendance data entry
  • View pay slip from previous pay
  • Payroll dummy run automation (validation, pre-payroll activities)
  • Payroll final run automation (validation, creation of G/L interface file)
  • Create Payment / deduction in SAP validation
  • Time & Attendance overtime
  • Time & Attendance pay adjustments
  • Time & Attendance vacation exception
  • Benefits processing / data entry
  • Benefits monthly movements termination report
  • Email response assist

SAP Sales Distribution (Order-to-Cash)

  • Order release and credit limit increase
  • Billing Process Automation- download customer info and run analysis
  • Processing of customer claims
  • Order intake processing
  • Creation & posting of invoices
  • Delivery of invoices through email client
  • Customer account cleansing
  • DD rejections
  • Posting of payments in customer accounts
  • EFT payment processing
  • OTC reporting

SAP Material Management (Procure-to-Pay)

  • Purchase requisition processing
  • Merchandise payables reporting
  • Other P2P reports automation
  • Invoice processing to SAP from OCR
  • Invoice indexing
  • Automatic match and posting of invoice by utilizing indexing data
  • Invoice troubleshooting
  • GRIR process clearing using MR11 transaction
  • Auditing of R block
  • Invoice audit & block
  • Reversal of invoices
  • Invoice processing to SAP from 3rd party systems
  • Invoice processing from SAP workflow to SAP
  • Invoice posting
  • Post invoices from Winshuttle to SAP
  • Payment run preparation & posting
  • Blocked invoice resolution
  • Invoice processing (Travel & Expense Audit)
  • Creation of new vendor
  • Create vendors based on web form in SAP
  • Vendor setup / update

SAP FI

  • Download report from 3rd party ERP and bank statements from shared drive and prepare recon
  • Extract data from SAP, prepare the recon, submit for review
  • Lease accounting
  • Reconcile accounting records across multiple ERPs
  • Account reconciliation- Non-banking
  • Periodic pre-close checks of spools
  • Prepare reports for checkbooks
  • Production & Revenue Accounting (PRA) reports for oil & gas customers
  • All data download, logic / rule based recon, auto follow-up
  • GA account recon (Intercompany recon)
  • Validation of journal entries
  • Posting of non-rule based journal entries received from 3rd party systems
  • Posting of rule based journal entries
  • Calculation of taxes on lease using CRM’s transaction tax engine
  • Power purchase agreement- gather, format and analyze data
  • Trigger scripts and VBA macros (cash and banking)
  • Statement upload and account clearing for banks
  • Bank recon
  • Invoice processing
  • Creating VAT and intrastat declaration
  • Supporting declaration of VAT declaration by downloading data from 3rd party ERPs
  • Reconciling vendor statements from 3rd party / SAP vendor systems

SAP CO (Management Accounting)

  • Master data upload of cost elements, Cost element group
  • Master data Upload – Cost centers, Cost Center groups and alternative cost center hierarchy, Activity types, Statistical Key figure, Resource
  • Posting of internal orders and Period end settlement of these orders
  • Product cost planning- Automation of All Planning Allocation cycles (Assessment, distribution, Indirect activity allocation during the process of standard cost estimation)
  • Cost Object Controlling
    • Automation of All Monthly period end allocation cycles (Assessment, Distribution and Indirect Activity Allocation)
    • Automation of calculation of WIP, Variance and settlement

RPA Consulting for SAP Customers

  • We work with our customers to align the proposed automation program with their enterprise goals & objectives, cost & compliance, to deliver a better service to our customers
  • We conduct automation feasibility analysis & suggest right fit automation methodology and tools
  • We work with our customers to identify opportunities for automation & build the automation book of work with a plan for early successes & maximum value
  • In partnership with our customer, we build an exhaustive Governance structure that considers the customer organization’s existing risk and compliance frameworks, reporting and performance measures. We work with the organization to design a robust governance framework that will outline the operating procedure / implementation guidelines to follow while deploying an RPA solution
  • We create a tailored approach to create an SAP RPA Centre of Excellence that will enable business-led management, training, governance, execution and sustain increased value

RPA POC for SAP

We, at Eutopia Systems, work with the SAP customers to create cutting edge RPA POCs to help them experience the value of RPA. Typically, the POC is divided across following phases-

Phase 1- POC Selection

Activities

  • Determine complexity
  • Estimate business value impact

Duration

  • 1-2 days

Stakeholders Involved

  • SAP Techno Functional SME, RPA expert

Phase 2- Process Re-engineering

Activities

  • Interview stakeholders
  • Evaluate process efficiency

Duration

  • 2 days

Stakeholders Involved

  • SAP Techno Functional SME, RPA expert

Phase 3- Development & Testing

Activities

  • Install SAP RPA platform
  • Develop automation solution

Duration

  • 7-10 days

Stakeholders Involved

  • SAP RPA CoE

RPA Business Case Development for SAP

We help our customers build the business case for adoption of RPA for SAP to secure the management buy-in. The business case for RPA needs to include a number of strategic components to ensure it presents the pre and post implementation aspects of the solution. RPA is often introduced into the organization as a proof of concept (PoC). The primary aim of the PoC is to demonstrate that the solution works and the value it can provide to the organization. Once the PoC is completed, we help customer answer following questions as larger part of the proposed business case:

  • Will RPA augment SAP consultants during some processes or replace them entirely?

Learn More

RPA Implementation for SAP

As RPA Service Providers, we partner with SAP customers to help them achieve their objectives from SAP automation initiatives. Various stages of evolution of our automation support include:

Early cost reduction Learn More
Process optimization that enhances productivity Learn More
Reimagining processes to create intuitive systems Learn More

Our Methodology

  • Eutopia’s implementation methodology adopts a transformational, process redesign approach to achieve maximum benefits from RPA, including project management, setting up support infrastructure, knowledge transition & managed services for BOT maintenance.
  • Includes use of indigenous RPA toolkit to fast-track implementation, ensure minimum handoffs, function independent templates and real-time analytics for project health, success measures & benefits reporting

RPA Support for SAP

Eutopia will be engaged with the customer to provide comprehensive post SAP RPA implementation support. The post implementation support would include:

  • L1 Support Primarily, an email based support for level 01 issues specific to business users
  • L2 Support Email support along with phone based support for level 02 issues specific to customer environment
  • L3 Support Onsite support on a need basis to help customer resolve any product level issues for implemented RPA product