Legacy State
2 mins for each Comment (~1000 comments per day)
Automated State
~1 min for each Comment
Challenge: Our client faced the challenge of regularly updating comments for sales orders, contracts, and quotes in SAP. These comments served as vital tracking information to monitor progress and keep records updated. However, the manual process of updating comments for each individual order proved to be time-consuming for the business representatives. It was crucial to find a solution that could streamline the comment updating process and improve overall efficiency.
Solution: To address the challenge of updating comments in SAP, we implemented Automation Anywhere 360 to automate the complete process, providing a more efficient and error-free solution. Our automation solution focused on bulk updating of shipping/general comments, ensuring a streamlined approach to keep records up to date.
Process: The RPA bot performed the following steps to automate the bulk update of shipping/general comments in SAP:
- Input File Processing: The Account Service Representatives (ASRs) placed the input file containing the comments in a shared folder. The bot retrieved the file and processed it one at a time.
- Login to SAP and Navigation: The bot logged into the SAP system and navigated to the respective transaction code (Tcode) based on the type of comment (sales order or contract).
- Search and Comment Determination: The bot searched for the given sales order or contract and determined the comment section within SAP. It identified the comment type and the required comment action (replace or append).
- Comment Update: Based on the comment action, the bot either replaced or appended the comment in the designated section of the order or contract. It then saved the changes and proceeded to the next order or contract in the input file.
- SQL Table Update: The bot updated the SQL table with the status of each order or contract after the comment update. This ensured accurate tracking and record-keeping.
- Processed File Creation: For each input file, the bot created a processed file with the status of each order or contract, providing a comprehensive record of the comment updates.
- Shared Folder Management: The processed files were stored in a shared folder, allowing easy access and reference for the ASRs.
