Robotic application for data reconciliation

Globally known commercial chain

Deadlines

5 months, 2021

Team

5 persons

Technologies

• UiPath
• ABBYY FlexiCapture

Background

Turnover of hundreds of thousands of documents per months, of which over 12,000 require reconciliation only because of discrepancies in purchasing prices. Reconciliation of documents and agreeing the amounts in case of discrepancies required a lot of time from the Customer’s Accounting — 9 FTEs*

Goals

• ~90% process automation
• Business process costs cutting vs performing it manually

Objectives

• De-composing business process into stand-alone activities
• Developing programmed robots based on the UiPath platform for automation of the activities
• Documents identification system set-up based on the ABBYY FlexiCapture platform to identify scanned source documents
• Develop the differences agreement service for the product offers specialists
• Integrating the programmed robots, the documents identification system and discrepancy reconciliation service into the end-to-end process

Results

• A platform for intellectual data processing Abbyy Flexicapture was implemented. Abbyy solution is working in connection with robots: they download the scanned documents in pdf format from Directum, and Abbyy Flexicapture performs classification of the documents, defines if the specified product IDs are available in the database, and transfers the information into Uipath
• The solution based on Uipath and Abbyy automatically performs the reconciliation of the prices in the documents received from the suppliers vs the data in the accounting system of the Customer including hard copies of invoices, consignment notes and UTD, identifies the differences and adjusts the purchasing prices
• The programmed robots without human participation can process 90% of the Company documents in the electronic document management system, as well as the major portion of hard copies, which are transferred for identification to the Abbyy Flexicapture upfront
• Net saving of the personnel’s time made 5 – 8.5 FTEs. The data reconciliation process got approximately 4 times faster

• by >90%

  automated business process

• 10,000+

  packages of source documents are checked by robots

• from 200 to 340

  work-hours per week — time saving after implementing the robots

*FTE (Full-Time Equivalent) is a metric of full-time employment, of the employee’s involvement into the project.
FTE 1 means that a person is employed full time, FTE 0.5 means that a person is employed part time.