User Experience Insights
Create Sales Orders – Automatic Extraction (VII): Intelligent RPA Bot – Version 2
Hi guys, I am glad to share with you that the bot for automating sales order creation from unstructured data has been enhanced. While the bot released earlier (Create Sales Orders – Automatic Extraction (VII): Intelligent RPA Bot – Version 1) can automate the creation of sales order requests from PDF files, the current bot goes further to automate the end-to-end process by additionally supporting the conversion of sales order requests into sales orders.
The bot is available in SAP Intelligent Robotic Process Automation (RPA) Factory store. You can search for ‘Automatic Creation of Sales Order from Unstructured Data (5LT)’ in the SAP iRPA store for this new bot. If you already have the license SAP iRPA, you can use the new bot without any additional license.
The following diagram shows the end-to-end process of creating sales orders from unstructured data. You can see the positioning of the bot (purple) in this process. The bot can automate the following tasks:
- Monitor and collect PDF files from your outlook inbox, and upload the files to the Create Sales Orders – Automatic Extraction app to create sales order requests.
- Convert sales order requests to sales orders.
Without bot automation of the second task, internal sales representatives have to log in to the system, validate sales order request data, and manually convert sales order requests to sales orders one by one.
How Does it Work
The new bot offers two scenarios – Create Sales Order Requests and Create Sales Orders.
In the Create Sales Order Requests scenario, the bot scans the outlook inbox and searches within the subject of all unread emails for the preconfigured key word(s). Then it opens the Create Sales Orders – Automatic Extraction app in Chrome using the preconfigured account and password (Fiori launchpad access). After that, it downloads the PDF files from the emails and uploads the files one by one. After the sales order requests are created, the bot generates logs and sends the logs to recipients. At the same time, the bot creates an Excel file in a local folder to persist sales order request numbers.
In the Create Sales Order scenario, the bot fetches the Excel file that contains the sales order request numbers from the local folder and verifies the data. After that, the bot opens the Create Sales Orders – Automatic Extraction app in Chrome and processes the sales order requests one by one. If both ‘Data Extraction’ and ‘Data Completeness’ statuses of a sales order request are successful (with green light), the bot automatically triggers the sales order creation action to create sales orders.
Basically, both scenarios can be executed separately. Based on your business requirements, you can:
- Implement only the Create Sales Order Requests scenario, to automate the creation of sales order requests from PDF files.
- Implement only the Create Sales Order scenario, to automate the conversion of sales order requests into sales orders based on an excel file that contains sales order request numbers. But you have to prepare the Excel file in advance.
- Implement both scenarios.
Prerequisites for Using the Bot
Before using this bot, there are some prerequisites and environment setups to do. For detailed information, please refer to the Create Sales Orders – Automatic Extraction (VII): Intelligent RPA Bot – Version 1 and Prerequisites.
If you are not clear about how to set up SAP iRPA, please refer to SAP Intelligent RPA 2.0 Content Configuration with SAP S/4HANA.
How to Start the Bot
The bot can be started in Desktop Agent and triggered with the following modes:
- Attended – run the bot manually on the desktop agent.
- Scheduled – run the bot with scheduled frequency automatically.
- API – A dedicated endpoint to start execution
Since we have two scenarios in this new bot, you can configure the environments and trigger the scenarios in attended mode one after another. In the meantime, you also can configure a schedule to trigger the scenarios over a period as scheduled (e.g., every 10 minutes Monday to Sunday between 8:00 AM ~ 24:00 PM, through Jul 01, 2022 to Aug 31, 2022).
Hope you get something new from here, and we will continue updating this blog. If you have any questions or ideas, please feel free to contact us. Here are some useful links if you want to understand more.
Blog for the first bot: Create Sales Orders – Automatic Extraction (VII): Intelligent RPA Bot – Version 1
Create sales order from unstructured data: Create Sales Orders – Automatic Extraction
Create sales order form unstructured data serials: The Link Collection for Create Sales Orders – Automatic Extraction
SAP help document for this bot: Automatic Creation of Sales Order from Unstructured Data (5LT)
SAP iRPA configuration guide: SAP Intelligent RPA 2.0 Content Configuration with SAP S/4HANA
Automate creation of sales order from Excel: Bot for Automatic Creation of Sales Orders from Excel (4G5)