Process Automation of Goods Received Note (GRN)

Manual processing of 40–50 GRN transactions everyday. Each transaction took 10–15 minutes manually to complete on the ERP system. Multiple business users were involved in preparing and validating GRNs, and the process was also moderately complex. The GRN process ensures transparency, prevents financial errors, and maintains accurate stock and payment records - making it a critical business control point.

Business Challenges

• Data Entry Errors: Manual data entry is prone to human errors, and lot of rework with coordination and mail interactions.
• Inefficiency: Time-consuming and repetitive steps across multiple business users across different plant units.
• Delayed results: Significant delays were reported due to manual validations, follow up and approvals that took time and individuals to be available to ensure processes is actioned.
• Laborious: Entire process required a full day of effort for all business users who were involved, outside the ERP process, in calling, coordinating, escalating and follow up especially when there was a business urgency.

Solution Highlights

• Automated end-to-end GRN creation process using UiPath tooling.
• Integrated with Google Sheets to read user inputs dynamically, and inputs were taken from all plant units.
• Login into SAP and execute GRN creation via specific T-Codes. Capture / updated GRN Numbers in Google Sheets after successful posting. Ensuring the process is optimal and tested for bot performance.
• Send automated email notifications to users with GRN status and summary reports. Thus enabling the business to get a clear view on the status of the process at every stage.
• A summary report with success / failure logs and business meta data was prepared for business SMEs review, this also could give a view to business exceptions and ensured transparency.

Business Outcome

The time taken per transaction time reduced from 10–15 minutes to less than a minute, resulting in 90–95% reduction in manual effort and repetitive data entry. Accuracy improved from 85% to 99%, ensuring faster, reliable, and consistent GRN creation and reporting. Business users experienced high efficiency and transparency.