Konica Minolta automated procurement processes at Generium

2023: Robotization of procurement functions

Konica Minolta Business Solutions Russia has completed a project at Generium to robotize all procurement functions based on the 1C system and the Robin RPA platform. Automation of processes simultaneously with migration to the latest version of the solution was carried out as soon as possible. Konica Minolta announced this on November 8, 2023.

Generium needed a complete revision of the concept of procurement processes with end-to-end robotization of each stage. Previously, all stages of procurement - from working with the application to creating, coordinating and processing the necessary documents, as well as monitoring payment of invoices, were carried out manually in 1C by several managers who had to process dozens of applications from various suppliers every day. After agreeing on the upgrade scenario, a choice was made in favor of the Robin software robot platform, which the customer originally had. The automation scenario involved the introduction of four robots at all stages of the process.

The robot receiver, after receiving the request, draws up a request for a quotation and sends it to the supplier. At this stage, 1C reconciles the previously received requests for a certain period, and the robot takes this data into account when making requests.

At the second stage, work is underway with response correspondence. The robot distributor reads the request number directly in the response letter, generates a summary table for the order based on the suppliers' responses and sends it to the head of the logistics and procurement department for approval.

At the third stage, after confirmation from the head of the logistics and procurement department, a robot customer is connected, which draws up all the necessary documents, and also approves contracts and invoices.

At the final stage, the robot tracker monitors the receipt of goods in 1C and, upon receipt of goods, sends an application for payment.

All stages of implementation, taking into account the solution of legacy technical difficulties, took two months. In the process of modernization, representatives of Konica Minolta also helped Generium specialists migrate from the old version of the RPA platform to the new one.

Konica Minolta specialists have extensive expertise and experience in implementing solutions based on the Robin RPA platform, so the automation of procurement for the customer was completed within the agreed time frame. The introduction of robots at Generium will increase the operational efficiency of the logistics and procurement department, optimize processes and make it possible to provide employees with the necessary tools in a shorter time, "said Elena Safina, Head of the Corporate Sales Group of the Central Federal District of Konica Minolta Business Solutions Russia.

Previously, our purchasing specialists had to manually process each order since its formation. The successful introduction of robots into the procurement process has made it possible to free up employees' working hours for more efficient use. We are pleased with the result of cooperation with the Konica Minolta team and in the future we plan to connect additional robots for deeper automation of the most complex purchase applications, - commented Victor Volkov, Director of the Logistics and Procurement Department of Generium.