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SAP RPA 2.0: End to End working scenario of Supplier Invoice Status Checks Bot.

Introduction:

Hi All, I am Thanushree S K, SAP Intelligent RPA Developer.In this blog, we will see how SAP Intelligent RPA can help to automate the supplier invoice status  check process using simple steps.

Nowadays most businesses are busy doing manual progression for checking the Invoice and payment status. The supplier receives multiple requests to check the invoice statuses and provide other details daily. Checking the status and providing the details of each invoice over the emails requires labor, which is a tedious and time-consuming process.

Integrating this problem with SAP Intelligent RPA will lead us to automate the invoice process and payment status in SAP S/4HANA. It substantially reduces the time required and provides a file contains detailed information on invoice status, and therefore helps reply to suppliers’ invoice checks. The key rewards that can be achieved using this bot are as below,

  • Automate reply to standard requests by providing the answer for one or many invoices in a user-configurable spreadsheet template.
  • Reduce labor required to reply to all suppliers.
  • The bot will help the end-users get detailed information about the supplier invoices
  • Reduces Manual efforts
  • The querying process for supplier invoices is faster and error-free compared to the manual process.

As part of the SAP Community, Do participate in the SAP Intelligent RPA Tutorials Challenge 2021 (reference link: SAP IRPA Tutorials Challenge 2021) to share more and learn more!

The later few segments of this blog post will detail the Supplier Invoice Status Check configurations, its execution, and one business scenario where this has been successfully used.

Overview:

This section summarizes all the prerequisites for conducting the test in terms of systems, users, and business conditions. Few steps we need to configure before executing the bot, this is will be a one-time activity.

  • Firstly, make sure that you have deployed the package, added the attended trigger in the Cloud Factory.
  • Secondly, create some variables in the cloud factory providing user credentials and the URL of SAP S/4 HANA system, email id from which you want to fetch the template then save it to a folder, and finally the folder path to extract the downloaded excel template.
  • Also, prepare the supplier invoice templates. Only by using the excel templates with the specific format, the bot can check the invoice and payment status according to the filters in the templates (Invoicing Party ID, Company Code, Invoice Date From, Invoice Date To, Status, Reference). The supplier invoice templates filled with supplier invoice details are the supplier invoice lists.

Note:

  • To execute this bot, please use the excel templates included in the package you get from SAP Intelligent RPA Store. Make sure that the format follows the requirements of the templates.
  • Only the Excel templates of the file types “xls” and “xlsx” will be processed as the input templates.
  • At least one filter value should be entered as the search criteria. The bot will not search for the existing invoices without any filter value.

Bot Workflow:

From an end users’ perspective, the automation of Supplier Invoice Status Check is a seamless experience. The end-user must schedule the Bot to run from the cloud factory and the framework takes care of the rest of the routing that is to upload and get the respective filtered data in an excel file which will also be sent back to the Suppliers       email-id.

Working Example: Supplier Invoice Processing Scenario

Firstly, the end-user performs just one step of Scheduling the BOT on the cloud factory.

Secondly, in this bot, we can fetch supplier invoice status in two different ways either by retrieving the filtered template through Outlook Office or by uploading the template file through the local folder. So, I will be demonstrating the execution of this bot stepwise.

Step-by-Step instruction:

Step 1. Launch the Agent

Launch SAP Intelligent RPA Desktop Agent to start Supplier invoice Status Checks.

Step 2. Access the Bot

Select Supplier invoice Status Checks.

Step 3. Get Supplier Invoice Lists From

Choose to get supplier invoice lists from the email attachments or a folder. If you select the Email Attachments radio button, the bot will get supplier invoice lists from the email attachments. Here, you need to specify at least one of the following:

  • Inbox Subfolder
  • Email Search Term

Besides, you need to specify the Start Date and End Date for the “unread” emails in the inbox subfolder. Different email accounts can be entered, which are separated by a semicolon. The check results and bot execution report will be sent to the email accounts you have entered after the execution.

If you choose to get supplier invoice lists from the local or shared folder, you need to specify the local or shared folder.

Step 4. Execute the Bot

The Bot will automatically open the Supplier Invoice List app, Supplier Invoice web page, Display Process Flow – Accounts Payable, and Manage Payment Blocks based on the specific invoice status.

Step 5. Check the Results and Bot Execution Report

Check the folder you browse to or check the email after the completion of the workflow. The result Excel files and bot execution report will be saved in the folder or sent via email.

Video of the showcase:

Conclusion:

In this way, with a single framework fetching the status of supplier invoices can be automated based on multiple criteria that will be used for process automation of different business objects in ERP.

With this blog post, the intention is to get customers, business managers, and RPA developers into thinking about using SAP Intelligent RPA 2.0 for various automation opportunities by showcasing the simple steps required to achieve great results. Also, to start the conversation about utilizing the various options available within SAP Intelligent RPA 2.0 to make these scenarios a reality.

This automation will benefit the roles business Process Lead, Business Process Analyst, Business Process SME, Process Executioner.

I hope you found this tutorial helpful. Please provide feedback in the comment section and feel free to ask any questions in the SAP Intelligent RPA Q&A area (link for reference: https://answers.sap.com/tags/73554900100800002142).

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