Presentation GRIR

Trade GRIR automation.

CONTENTS:. Objective Current process Proposals Automated GRIR clearing (SAP Business ByDesign) What Is Robotic Process Automation? Benefits and Features Ryto System Automation Benefits and Features: Recommendation: Initial Costs:.

OBJECTIVE:. The objective of this proposal is to streamline financial operations and enhance accuracy in financial reporting by automating the monthly write-off process for aged Trade Goods Received Notes (GRNs). GRIR (Goods Receipt/Invoice Receipt) clearing, a crucial task for reconciling purchases in transit and unbilled payable accounts, is currently manual, time-consuming, and prone to human error. By implementing an automated system, we aim to reduce inefficiencies and improve the reliability of financial data..

Current process:. Download all Open Items in the Goods Receipt General Ledger from SAP into an Excel format. Open downloaded file in Excel then sorts the file in Document Date order and age the entries according to the age categories. Match the GRIR transaction with the Invoice - ensure that the credit and debit for the same purchase order are in the same age category. Identify Debit transaction and investigate to know what the error is. Then process the correction on these. Send the list excluding the Debit transaction to the Account Payable Team Leaders. They need to confirm if we are allowed to write off the trade GRIR’s..

Once confirmation is received, we follow the next steps Check the purchase order on ME23N in SAP if it is a quantity or invoice discrepancies. Quantity discrepancies we process MR11 Maintain GRIR clearing account. Invoice discrepancies we process MIRO invoice posting and then we process a FB65 Vendor Credit note to the Debits and Credit General Ledger account 160205. Apply clearing on the vendor account by using transaction F-44, clear Vendor on SAP. To ensure no payment and no rebates are calculated. Recon the Debits and Credit General Ledger account with the GRIR listing to ensure all is posted correctly. Then reallocate entries by using a LSMW journal to the Short Term GRIR account 160015 where it will be written off to Income Statement after 3 three years..

Proposals. Automated GRIR clearing (SAP Business ByDesign) This manual process is automated by our IRPA Bot. The Bot logs in and creates new clearing run. The Bot dynamically calculates the posting period. RPA has found quick success as a simple method for automating processes that use Legacy systems. Because many Legacy solutions don’t have accessible APIs, the fastest and most cost-effective way to work with them was to leverage automation software that goes through the interface layer, mimicking the actions a human would do..

undefined. What Is Robotic Process Automation?. Professor Leslie Willcocks describes RPA as “a type of software that mimics the activity of a human being in carrying out a task within a process. It can do repetitive stuff more quickly, accurately, and tirelessly than humans, freeing them to do other tasks requiring human strengths such as emotional intelligence, reasoning, judgement, and interaction with the customer.” Within the past few years, RPA has surged in popularity for its capabilities in automating simple tasks. RPA can be easily implemented by the business to handle basic tasks that don’t require specific knowledge, understanding, or insight—typically for tasks that can be completed through rules-base if/then statements. RPA applications in Finance help companies work more efficiently and with far fewer errors, especially when it comes to highly repetitive tasks. Processes that require little decision making, yet still require constant input are prime targets for RPA, such as account reconciliation or validating contract terms..

undefined. Benefits and Features. Automate manual activities By launching the GR/IR clearing bot, the manual task of logging into SAP Business ByDesign, navigating to the clearing run, and entering the clearing run details are fully automated over all your legal entities. Free-up time for your end users The repetitious task of running GR/IR clearing is time-consuming but has to be run consistently throughout the day. Our GR/IR clearing bot will automate this task and give back time to end-users to do more value-added tasks..

Get a quicker Return on Investment (ROI) GR/IR is a manual end user task in in SAP Business Bydesign. By automating this process GR/IR is never missed and ran as many times as required. The end result saves time and errors and starts to give immediate return on investment. Increased Productivity & Efficiency Assigning digital workers to redundant tasks via RPA helps automate highly repeatable responsibilities and frees up employees to focus on higher value tasks. Additionally, RPA software never sleeps, never gets sick, and never needs a vacation. For simple data entry tasks, a single RPA robot can complete the same amount of work as a human in less time, making data entry far more efficient..

Ensure Compliance Many industries face strict guidelines for documenting and auditing processes. With so many opportunities for error, the risk of a regulatory breach increases significantly. RPA helps companies improve regulatory processes by eliminating the need for employees to manually enforce regulatory compliance. Validating customer data, generating regulatory reports, and sending out account closure notifications are often required industry regulations, and they can all be accomplished with RPA..

Ryto System Automation. The RRS Automate System significantly enhances the efficiency and accuracy of managing Goods Receipt Notes (GRNs) by automating critical processes. Users initiate the GRN export from SAP, which the system then imports by detecting new GRN import (.xml) files in the Outbound table within the CSB-Rebates database. Once imported, the system ages the GRNs based on their Document Date, following a predefined aging structure. For write-offs, users select the aging term, and the system groups GRNs by Purchase Order Number, offsets Debits and Credits, and calculates the write-off amount. It then generates invoices and credit notes, including a unique reference to ensure they are not considered during RRS rebate deduction runs. The original GRN Document Date is retained as the entry date. The system posts invoices and credit notes to the 160205 GL Account and journals to the 160015 GL Account, creating two bulk files in the SAP import format for user import. The front-end, developed using Visual Basic .NET, offers a user-friendly interface for seamless interaction, while the SQL Server database provides robust back-end support for handling large data volumes and complex transactions. Overall, the RRS Automate System reduces manual workload, minimizes errors, and ensures consistent and accurate financial documentation, streamlining the entire GRN management process..

Benefits and Features:. Improved Efficiency and Automation: Automated GRN Processing: Reduces manual workload and minimizes human error by automating the import, aging, and write-off processes. Automated Document Creation: Streamlines financial processes by automating the creation of invoices and credit notes, ensuring timely and accurate documentation. Enhanced Accuracy and Consistency: Consistent Aging Process: Standardized structure for aging GRNs ensures uniformity in handling GRNs over various periods. Accurate Write-Off Calculations: Groups GRNs by Purchase Order Number and accurately offsets debits and credits, reducing discrepancies. User-Friendly Interface and Workflow: Visual Basic .NET Front-End: Provides an intuitive interface for easy user interaction, enabling users to trigger imports, manage GRNs, and handle write-offs efficiently. Simplified Import Process: Allows users to trigger GRN exports from SAP and import new GRN data into the system with a single click, enhancing usability and efficiency. Robust Back-End Support: SQL Server Database: Ensures reliable data handling and efficient management of large volumes of data and complex transactions. Development and Testing: Ensures a stable and reliable system through thorough development, unit testing, and debugging.

Recommendation:. Our primary recommendation is to implement SAP Business ByDesign with IRPA Bot. However, since the current system is not on SAP HANA, this solution should be considered for future implementation after the business transitions to SAP HANA. In the meantime, we recommend proceeding with the RRS Automated Proposal. The existing manual process, though flexible and allowing detailed verification, is highly inefficient and prone to errors. The RRS Automated Proposal, while necessitating initial setup and development, offers substantial long-term benefits, including improved efficiency, accuracy, and overall productivity..

Initial Costs:. The initial setup and development of the RRS Automated System can be expensive, with a total cost of R89,100.00. Questions to consider: What will be the monthly cost of maintaining the system? If RRS is deactivated, will there still be a monthly fee? Regarding the Automated GRIR Clearing in SAP Business ByDesign, we are uncertain about the associated costs. It is unclear whether these costs are included in the upgrade or not..