Process Automation of Service Received Notes (SRN)

A team of business users were manual handling of 30–40 SRN transactions daily and each transaction took 10–17 minutes manually to complete in the ERP system. Business users needed to manually verify, post, and record SRN details. The SRN process ensures that only verified services are billed, maintaining financial accuracy and vendor compliance. Some the business rules were unique and not known to all business users.

Business Challenges

• Data Entry Errors: Manual SRN creation in SAP was time-consuming and error prone. This also led to delays and rework.
• Inaccuracy: Frequent data entry errors led to inaccurate service acknowledgment and inconsistent business data reporting.
• Delayed payments: Delayed updates in the ERP system affected vendor payment cycles. This also led to frequent follow-up and coordination.
• Coordination Efforts: The process required coordination between multiple business users, mostly this happened on emails and phone calls thus resulting in workflow delays

Solution Highlights

• Automated the end-to-end SRN creation process using. UiPath and integrated with Google Sheets to read SRN request data dynamically.
• Login to ERP system and execute SRN creation through predefined T-Codes, capture / update the SRN Number in Google Sheets after successful posting.
• Sending automated email notifications to business users with SRN status, exceptions, and summary reports.
• Developed summary reports with transaction logs, errors, and business meta data for business SMEs review. Reporting consistent information brought about transparency in the business data.

Business Outcome

Transaction time reduced from 10–17 minutes to 1 minute, resulting in 80–95% reduction in manual effort and 90% elimination of repetitive data entry. Accuracy improved from 85% to 99%, ensuring faster, reliable, and consistent SRN creation and reporting.