IBS robotic data reconciliation process for Leroy Merlin based on UiPath and Abbyy solutions

2021: Robotic data reconciliation process based on UiPath and Abbyy solutions

The international construction hypermarket network "" Lerua Merlen has introduced RPA a system UiPath for finding discrepancies in accounting with the help of specialists. IBS Now, without program robots human participation, process about 90% of the company's documents in, electronic document management system as well as most of the paper documents, which are previously transferred to recognition in. According to the ABBYY FlexiCapture results of the project, it was possible to reduce the load on accounting, increase the speed of processing documents, as well as timely detect errors in reconciliation, reported on June 8, 2021 at IBS.

Leroy Merlin works with thousands of Russian and foreign suppliers: manufacturers of finishing materials, furniture, home and garden goods. This is accompanied by a document flow of hundreds of thousands of documents per month, of which more than 12 thousand require reconciliation only due to discrepancies in purchase prices. The reconciliation of documents and the reconciliation of amounts in the discrepancies took Leroy Merlin Accounting a lot of time due to the large number of deliveries. As a result, the company decided to automate routine and recurring tasks, as well as redirect previously involved personnel to other processes. IBS, which has a successful experience in implementing RPA, was chosen as the contractor.

The development of software robots based on the UiPath platform took about two and a half months. IBS then implemented and configured them. The main task of robots is to perform reconciliation on electronic and paper documents. The solution was also integrated with the Leroy Merlin enterprise resources: the Oracle ERP system and the Directum electronic document management platform.

At the same time as the robots were configured, ABBYY implemented the ABBYY FlexiCapture intelligent information processing platform. ABBYY works with robots in a bundle: they upload PDF scans from Directum, and ABBYY FlexiCapture classifies documents, determines whether there are specified articles in the database, and transmits information to the UiPath. If it is necessary to verify the results of recognition and reconciliation of discrepancies, responsible specialists from accounting are connected to the process.

An intelligent solution based on UiPath and ABBYY technologies automatically checks the prices of goods in documents from suppliers with data in the Leroy Merlin accounting system, including paper invoices, delivery notes and NRs, finds differences and makes adjustments to purchase prices so that information about the cost of goods is always up-to-date. Robots make visible discrepancies in reconciliation, allowing you to quickly take measures to eliminate them, and significantly speed up processes.

"As part of the project, time measurements were carried out. It turned out that software robots save from 200 to 340 working hours a week - net savings are 5-8.5 FTE. The data reconciliation process accelerated by about four times, "said Rostislav Bratukhin, head of the IBS robotization and content management department.

"The policy of Leroy Merlin is" Low prices every day, "so they change constantly. We can update the cost today, on the same day the supplier will deliver the goods to the store, and on the same day it will be in the hands of our client. In this mode, IT systems do not always have time to update purchase prices. Thanks to robotization, the speed of processing documents, coordination with the purchasing department has significantly increased and the entire process of managing this business process has been simplified. Now, accountants average 10% of subtraction and reconciliation of numbers - 90% of the tasks robots solve on their own. This allows us to avoid discrepancies in the accounting statements and closing documents, thereby increasing the level of accounting service to our suppliers, and also guarantees our customers the availability of all necessary goods at an actual cost, "said Stepan Lyukmanov, head of the Leroy Merlin process robotization project.