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Streamlining sales order reporting using robotic process automation

Explore how TELUS International helped a leading frozen food company maintain a smooth and seamless connection between its SAP application and business intelligence tool using robotic process automation (RPA).

An illustration of a bot helping to organize processes in a warehouse.
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160K in estimated annual savings

The challenge

Our client is a multinational frozen food company that operates a vast network of warehouses and distribution centers across multiple locations. The company relied heavily on dynamic data sourced from Power BI — a business intelligence tool — to generate sales order reports that were updated daily and consisted of multiple line items for each order ID.

The existing workflow involved manual intervention to translate insights from the sales order report into actionable changes within the SAP application. Employees faced the arduous task of manually modifying important information such as, material availability date, loading date and transportation date within the SAP application. This manual bridge between systems was not only prone to errors but also proved to be time-consuming, causing delays in executing necessary updates.

Recognizing the need for a more streamlined approach, the company sought the expertise of an RPA partner to address these challenges and enhance the efficiency and accuracy of their data management processes.

The TELUS International solution

TELUS International emerged as the automation partner of choice. Our team of experts implemented a comprehensive RPA solution, utilizing bots to forge a seamless integration between SAP and Power BI to ensure real-time updates in the sales order report. The key components of our solution include:

  • Automated data extraction: Launched an automated system to extract relevant data from the ever-changing Power BI report.
  • Dynamic line-item handling: The RPA technology is configured to handle the complexity of multiple line items associated with each order ID in the Power BI report, ensuring comprehensive data capture for accurate revisions.
  • SAP date revision automation: An automated workflow within the SAP application has been designed to seamlessly receive and process date revisions.
  • Error handling and validation: Recognizing the importance of data accuracy, robust error handling mechanisms and validation checks have been implemented to ensure the accuracy and integrity of the revised dates within the SAP system.

The results

The integration of a holistic RPA solution not only addressed the client’s challenges but has also resulted in significant improvements, including:

  • Efficiency gains: The automation of date revisions has led to a substantial reduction in the time required to process changes within the SAP application.
  • Optimized resource allocation: With automation streamlining the date management processes, the company is able to allocate personnel to more strategic tasks, further enhancing overall operational efficiency.
  • Accuracy enhancements: By replacing manual data input with an automated system, the risk of errors is significantly reduced.
  • Real-time synchronization: The seamless integration with Power BI ensures that the SAP data consistently reflects the most up-to-date information from the sales order report, fostering a more dynamic and responsive data ecosystem.

The efficiency gains and optimized processes achieved through our RPA solution will mean estimated cost savings of $160,000 annually for our client.

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