Robotic Process Automation

Robotic process automation in practice

Robotic process automation (or RPA) is the term used to describe the application of IT tools with the aim of supporting employees in their everyday tasks. Such tools are programmable, with processes they handle mostly based on business knowledge and practice in the area of work management and optimization.

Robotization – Benefits brought by programmed process automation

Until recently, robotization has seemed to be available to large business organizations. As it turns out, however, the trend towards greater digitization has led to a situation in which software robots are within the reach of virtually all companies, at any stage of their development. Robotization frequently goes hand in hand with machine learning (ML) and artificial intelligence (AI), both of which greatly support its functions.

Robotic process automation may bring the following benefits to your company:

  • It practically eliminates the possibility of human error
  • It takes the burden of repetitive processes off the employees
  • It increases the output and efficiency of tasks assigned to robots
  • It enables multitasking and round-the-clock work
  • It optimizes processes
  • It relieves human resources from routine tasks
  • It enables working on a large number of documents/processes at the same time
  • It reduces costs

Robotization of business processes in Comarch ERP systems

Comarch ERP Enterprise

In this ERP solution for large companies, a typical business process passes through many departments. Composed of multiple individual steps, such a process requires a large number of data sources, it is relatively complex, and potentially leaves much room for error. That is why it is essential to use the most innovative technologies in order to reduce the number of possible errors. In this way, work can be automated, and created processes can run fluidly, with no need for the user to intervene.

This is precisely where robotization (RPA) comes on the scene. To start with, Comarch ERP Enterprise provides a powerful “Workflow“ engine, which helps users easily and quickly define workflows that:

  • Track statuses, conditions, values, and changes in documents
  • Inform users or admins about a particular event
  • Check conditions at specified moments
  • Generate documents
  • Run recurring operations based on predefined conditions
  • Communicate with external systems, both on the input and output side

The key element is the possibility to interact with external systems. Since the ERP solution never stands alone, it is essential to be able to combine processes from different systems. In this way, it is possible to build truly integrated business processes, instead of relying on separate systems which act as isolated “islands”.

Consider an example of a purchase invoice that is first OCR-ed in a DMS solution, then transferred to an ERP system, and finally sent to a vendor’s portal, displaying a result and initiating a payment.

With the use of robotic process automation, such a process may look like this:

  1. The OCR tool scans the document
  2. The DMS solution recognizes it as a purchase invoice, scans it to retrieve required information and generates an electronic purchase invoice
  3. The ERP system receives the electronic purchase invoice, verifies whether all invoiced quantities have actually been delivered, and checks whether all other conditions and limitations are met
  4. The system generates a status update for the vendor’s portal and initiates a payment
  5. The vendor’s portal informs the vendor about the status update and awaiting payment

If all conditions are met, the entire workflow is fully automated within several systems. In the event of errors, assigned users receive relevant information enabling them to make a quick decision based on the delivered data, and get the process back on track.

Comarch ERP Standard

Comarch ERP Standard system has been equipped with tools allowing the automatic performance of repetitive tasks which may be based on defined algorithms. Once programmed, a process can automatically complete planned activities according to preconfigured rules. Robots in Comarch ERP Standard make it possible to inform users about specific cases in the system, and to indicate what work needs to be done. Another effect of such automation is also the possibility to program an automatic mechanism (robot) which, entirely on its own, could prepare a necessary document in the ERP system, filling it in with relevant data. At further stages of a given process, the mechanism may perform other tasks, for instance confirming and printing the document it has created or sending it to a customer’s/vendor’s system. Process robotization in Comarch ERP Standard enables the automatic handling of the same range of tasks that would otherwise need to be handled by employees using the system’s interface.

Examples of process automation:

• Independent preparation of purchase orders on the basis of item quantity calculation

• Automation of operations performed as part of internal transactions between companies belonging to a single, multicompany structure

Comarch ERP XT

Robotic process automation is also within the reach of small companies, to which we address Comarch ERP XT system. Robots used in the system tend to make the system “think” for the user and individually perform some of the user’s actions. Displaying intelligent suggestions while issuing a document, sending documents to the accounting department, or sending SAF-T files and tax returns to relevant institutions are just a few examples of automation in Comarch ERP XT.

The system constantly looks for activities and places, especially in the invoicing area, that could possibly use a robot to help employees and provide them with faster or easier solutions. An excellent example here is the use of artificial intelligence to verify recurring invoices and help users issue and send them.

Another example of RPA in Comarch ERP XT may be a mechanism suggesting the most frequently used features and adding such features to the system desktop so that the user can access them more quickly. Also, the system makes it possible to exchange data and communicate with banks; an invoice printout template is suggested automatically.

The system’s operator is informed about all important deadlines and related actions to be completed. Owing to this feature, for instance, the operator does not need to worry about not paying a tax within a required period.

Roboty w Comarch DMS

Comarch Document Management System is equipped with mechanisms allowing the automation of some business processes and activities. To save time needed to fill in separate fields in documents, it is possible to create rules according to which the system will fill in the fields on its own. Automation in the DMS system is not only about the automatic completion of documents - it also enables the automatic processing of documents at subsequent stages of a defined document workflow. Owing to a mechanism automatically passing on documents, users may avoid bottlenecks recurring in processes (e.g. stemming from a long time needed to handle documents by employees) and use the time saved to complete other key business processes.

In the course of the automatic processes, Comarch DMS verifies defined rules and handles a given document throughout appropriate stages, leaving it to the user to accept the stages manually, if this is necessary.

Comarch OCR service, eliminating the need for human involvement in the process of entering invoices, is a natural addition to the set of solutions enabling process automation and robotization. The system individually gets invoice scans, processes any data they contain, and passes on ready electronic documents for further processing.

Comarch IBARD

It is rather common that data controllers struggle with the need to simplify and automate processes responsible for guaranteeing the security and continuity of work, which are key elements for companies although they do not bring tangible profits for business development.

Comarch IBARD service provides an intuitive and flexible backup schedule creator that allows an infinite number of backup task configurations. Once configured, a task may be performed automatically, with no need for the user to be involved. Owing to that, the backup process is automated, and employees do not need to remember to constantly verify the creation of backups, freeing them to spend their time more effectively.

Business Inteligence and RPA

All solutions, even the most innovative and automated ones, need to be based on data they process. Comarch Business Intelligence solution and BI Point help users make good business decisions on the basis of data from Comarch ERP systems. Users can always be sure that data are current and provided in a form they want. Additionally, the module not only automatically sends summaries and reports in specified periods of time, but it may also react to any kind of anomaly, sending alerts to users if need be.

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