Our client’s accounts receivable team was investing substantial manual effort across four to five different processes to complete journals for month-end reporting. These tasks, handled by the client’s shared services department, were time-consuming and labour-intensive. To streamline operations, our digital worker ‘Jo’ was implemented to automate the process. What once took the team 15 minutes to complete per journal now takes Jo just 2 minutes, delivering significant time savings and increased efficiency.
Our client is a global company focused on convenience retail, operating gas stations, convenience stores, and food outlets across numerous countries. They specialise in providing fuel, food, and retail offerings to consumers at their locations, often in partnership with major brands like Starbucks, KFC, and Burger King.
Before implementing the automated solution, the organisation’s shared services department would manually extract, compile, and submit sales reports from multiple sources across the organisation. This was a labour-intensive and repetitive task which involved taking the information for each item sold and received, using rule-based analysis to group and reformat into a journal that would be acceptable by SAP, all before the month-end.
To address the inefficiencies in the client's manual reporting, a digital automation solution was implemented using Cevitr’s virtual worker, ‘Jo’. The bot was programmed to automate the collection, breakdown, analysis, creation, validation, and final upload of the Journals onto the client's SAP ERP system.
The process utilises external reporting portals for data collection, Microsoft Excel for pre-set templates and data storage, as well as both the SAP website and the SAP application, utilised based on the journal requirement.
Each month roughly 1000 journals are created and uploaded across all journal processes.
This case study demonstrates how automation can help organizations save time and money while improving overall efficiency. By reducing manual workloads, teams can focus on higher-value tasks that drive growth and innovation. Our digital worker, Jo, consistently delivers accurate results in a fraction of the time previously required, showcasing the powerful impact of intelligent automation on productivity and performance.