Robotics Process Automation

Process Qualification Document

 Process Qualification Document vendor
statement reconciliation

20th Century Fox – Intercompany Process Improvement Recommendations © Capgemini 2018. All rights reserved | 2
Task Summary and Recommendations
Domain: Vendor Statement Reconciliation
As-Is State: Currently being performed manually

Key Information RPA Investigation Summary

• Partially feasible for RPA Implementation Automation
150 Statements • It can be fully automated, if we standardize, the input in excel rather in PDF.
Volumes (Monthly)

Task Complexity Complex RPA Dependencies

Communication with Counterparties Yes

Iteration Frequency Daily N/A

Systems Used & Integration Check

Out of Scope
Name Of
Purpose of Usage Details IC 1
Application
N/A

Access T-code in SAP and

SAP H
Download the report Recommendations

To Validate the report and verify

Excel L
Invoice is Present or not 1.UiPath tool

Outlook Send emails H

Overall Integration Compatibility M RPA Feasibility: YES

RPA Complexity: Medium
Current Headcount : 1 FTE
1
Integration Compatibility: RPA Potential Saving:0.3 FTE
H = Native (high compatibility), M = Custom (medium *RPA data/values are determined as per high-level understanding of As-Is process only, which would be revisited
compatibility), during key-stroke level business requirement analysis.
L = Existing 3rd party tools (low compatibility)
High-level Process steps as-is and with RPA Opportunity
Vendor Statement Reconciliation– Assessment Summary

High Level Steps Feasibility Step-wise AHT (Min.) Assessment Feedback Dependencies

Receive input in Excel or PDF from Vendor or Basic Steps

Yes 30 Sec Outlook
AP Team

Copy invoice number from Input file Yes 15 Sec Basic Steps Excel

Login to SAP and navigate to FBL1N T code Yes 20 Sec Basic Steps SAP

Apply criteria and variants and execute Yes

1 Min Basic Steps SAP
report
Download the Vendor items displayed in
Yes 30 Sec Basic Steps SAP, Excel
Excel
Copy invoice number from Downloaded
Yes 30 Sec Basic Steps Excel
report
Go to Vendor statement file and the paste
SAP Yes 30 Sec Basic Steps Excel
reference numbers
Verify whether invoice send in mailbox for
Yes 1 Min Basic Steps Outlook
missing invoices
If Invoice found need to process invoice by Yes
1 Min Basic Steps SAP
AP Team
If Invoice not found need to send email for
Yes 30 Sec Basic Steps Outlook
vendor
Overall Highlights & Study Summary

Process RPA RPA Current RPA Potential RPA Headcount Suggested

Process Name
Group Feasibility* Complexity* Headcount Saving* Potential Saving* Priority!

Fin Vendor statement Reconciliation YES Complex 1 FTE 0.3 FTE NA Medium

*RPA Potential Saving is with respect to improvement in overall efficiency of the process.
*RPA data/values are determined as per high-level understanding of As-Is process only, which would be revisited during key-stroke level business requirement analysis.
#Values could not be determined due to non availability of volumetric data.
@Values applicable only for Handle Special Attention Flag and Valid To Score events.
^Values applicable only for 1st dunning and for Resubmission.
! Priority definition: P1 – High, P2- Medium, P3- Low
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