Lexema created the robot for optimization of labor costs in Gazprom bureniye

2021: Creation of the robot for optimization of labor costs at the acceptance of sales ledgers of partners with the purchase ledger under agreements

On February 5, 2020 Lexema announced creation of the robot for optimization of labor costs at the acceptance of sales ledgers of partners with the purchase ledger under agreements with a "special" payment procedure (80% + 20%). Sorts, analyzes e-mails from partners, enters data into the accounting system, announces results of reconciliation. The robot considerably accelerated the procedure and saved labor costs.

During reporting periods every quarter accounting of the company faces rather labor-consuming task - the Acceptance of sales ledgers of partners with the purchase ledger of Gazprom Bureniye LLC under agreements with a "special" payment procedure (80% + 20%). It is necessary to process the entering e-mails from partners with the ninth section of the Tax declaration on a value added tax and the Notification on input of the data specified in the tax declaration (calculation). In case of incorrect or insufficient information the accountant should send reply letters with a request, to carry correct data in the accounting system of 1C, to tell a reconciliation result to partners. All this work became manually.

For the aid to accountants the Robot is developed for this process on Lexema RPA

As the robot works:

• The robot sorts the letters from partners which came to a certain e-mail address, selecting from them necessary sets of documents – 9 section of the Tax declaration on a value added tax and the Notification on input of the data specified in the tax declaration (calculation).
• Letters are formed on the approved template. The robot checks sets of documents for correctness, defines a TIN of the partner and depending on results distributes files according to folders which creates.
• If in the letter there is no set of correct documents, the robot sends in the reply letter to the partner an instruction on his drawing up.
• If all documents are completed correctly, the copy of the declaration is included in the "Documents for Loading in 1C" folder from where there is an attempt of loading in the accounting system of the company of all 9 sections of declarations.
• The result of loading is provided in the file of the JSON format.
• When processing such files, in case of successful loading, the robot sends to the partner the letter that reconciliation is undergone without disagreements.
• For the accountant of the company the robot creates and sends by mail the Register of Errors file which contains information on all errors and disagreements on this process.

The robot accelerates process of the acceptance of sales ledgers of partners with the purchase ledger, saves labor costs, excludes errors of manual entry of information.

2019

The robot on acceptance and document handling by mail and integration with 1C

Regular acceptance and document handling by mail and formation of new documents in 1C

The solved problem: The routine task of acceptance and document handling takes a lot of time of the accountant, and, respectively, resources of the company are spent is inexpedient. On the work requiring bigger competence from the accountant there is less time.

As the robot works:

• Checks mail every minute if there are new letters - begins work
• Among new letters Reference looks for letters with the heading "correction" with an investment (if there are no such, goes to the next step of process):
  • comes into 1C, finds the invoice with number and date from letter heading
  • selects from invoice number of implementation
  • comes into implementation and fills it according to Reference
  • changes the invoice according to implementation
  • sends to the accountant and the sender of the initial letter corrected the invoice in the *.xlsx format

• If among new letters there is a letter without the heading "correction", then:
  • comes into 1C, creates new implementation
  • fills implementation according to Reference
  • creates the invoice on the basis of implementation
  • sends to the accountant and the sender of the initial letter the letter with the created invoice in a format.*xlsx

Result: Time runtime of process was considerably reduced.

And also the accountant is exempted from a routine task and instead can be engaged in the work requiring bigger competence.

Fall forward of drawing of documents leads to fall forward of turnover of processes at the enterprise and their cost efficiency