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WINBOT

Winfo has created an End to End solution to enable organisations to rapidly onboard RPA functionalities as part of their application and process domains

Back Office Automation Toolkit

List of high impact Finance Processes, available through Back Office Automation Toolkit

01

Procure to Pay

  • Vendor Master Data Management
  • Purchase Order Management
  • GRN Creation
  • Supplier Invoice Creation
  • Supplier Statement Reconciliation

02

Order to Cash

  • Customer Master Data Management
  • Invoice Management
  • Customer Receipts Management
  • Customer Statement Reconciliation

03

Project
Accounting

  • Project Master Data Management
  • Month End Accruals
  • Rate Schedule Definition

04

Record to Report

  • Journal Creation
  • Budgeting and Forecasting
  • Bank Statement Reconciliation
  • Intercompany Settlements and Reconciliations
  • Finance Period End Close

WINBOT Benefits

  • Allows quick adaptation of Automation
  • Eliminate Repetitive Work
  • One Stop shot for all Back-office Processes.
  • Inbuilt Analytics
  • Highly Scalable and Flexible

WINBOT Key Features

A Command Center View to review and monitor-min

A Command Center View to review and monitor flow of information

Modular and Process Driven User Interface-min

Modular and Process Driven User Interface

Packaged Solutions across back office towers-min

Packaged Solutions across back office towers

Facilitates Human Inputs to support-min

Facilitates Human Inputs to support governance and control

Analytics and audit logs for Robots Actions-min

Analytics and audit logs for Robots Actions

Secured and Integrated with ERP Platforms-min

Secured and Integrated with ERP Platforms

Vector Smart Object-min

Role Based Access Controls

Period Close Automation

Business Challenge

  • The Oracle Period Close for the Financial Ledgers and Sub-ledgers incl. Payables, Purchasing, Inventory, Assets, Receivables and Projects consists of many processes and routines, which needs to be run manually
  • These processes are time consuming, leading to potential errors and often employees are required to work long hours and on weekends.
  • Time Value of Opportunity – The time spent on completing these processes is the time lost on analysing the financial results
  • Winfo has built a solution that would automate all the manual steps performed with transactional system (i.e., ERP) to help faster period close

Solution

A purpose-built Dashboard to provide Finance Controllers with an overview of Accounting Periods and their statuses across Legal Entities and Operating Units

Image module

Benefits

  • Virtual Assisted Bot to support Period Close process with Oracle eBusiness Suite
  • Configured with ability to add any custom reports/procedures as part of Period Close process
  • Reduced number of people to period close by 90%
  • Reduced duration of the period close process by half
  • Automatic error checking processes and process failure notifications
  • Automatic notifications to business process owners
  • Better control on the activities involved in period closing
  • Uniform close process ensuring adherence to overarching standards and guidelines
  • User training on an ongoing basis is simple and straight-forward

Key Features

General Capabilities-min

General Capabilities

  • Ability to Launch Period End BOT
  • Monitor the Period End Process
  • Ability to add new/custom Programs to the Period End Process
  • Email Notification
  • Saving the Files in a Document Repository
AP Close and Reconciliation-min

AP Close and Reconciliation

  • Reconciliation with AP Trial Balance, Posted Invoice Register, Posted Payment Register and GL Account Analysis Report
  • Ability to Sweep or Review
  • Open and Close Periods
General Ledger-min

General Ledger

  • Open and Close Periods
  • Additional Client Specific Modules (up to 5 modules)
  • Open and Close Periods
  • Reconciliation Reports
PO Close and Reconciliation-min

PO Close and Reconciliation

  • Reconciliation with AP PO Reconciliation Report and GL Account Analysis Report
  • Open and Close Periods
Accounts Receivable-min

Accounts Receivable

  • Reconciliation with AR to GL Reconciliation Report
  • Open and Close Periods
Inventory-min

Inventory

  • Open and Close Periods

Supplier Invoicing

Business Challenge

  • ABC Inc has operations in large number of countries across the world. It employs many resources to process invoices received from suppliers.
  • Currently they download PDF invoices and enter them in their ERP system manually.
  • Onboarding any supplier with XML capabilities requires involvement from IT.
  • This is a repetitive task which involves significant effort and resources.
Image module

Solution

  • End to End Supplier Invoice Entry and Matching for all PDF and XML Invoices.
  • Unique Winfo proprietary algorithms for identification of critical invoice information such as PO Line number and Receipt Number (GRN)
  • Automatically generation of PDF image based on XML invoice.
  • Store Invoices in Document Management storage
  • Registration of Invoices in ERP and attach invoice attachment
  • Custom workflow for coding and approval of Non-PO Invoices.
  • AP team involved only in management of exceptions through a Dedicated Dashboard

Benefits

  • Allow Finance resources to focus on value added activities
  • Reduce processing time per invoice by 80%
  • Manage by Exceptions – deal only those invoices which are tricky and requires manual intervention
  • Better Monitoring of the overall activity by using the logs provided by the robots

Journal Automation

Business Challenge

  • ABC Inc has operations in large number of countries across the world. Many of the systems are not on a Corporate Financial Accounting system due to acquisitions and mergers.
  • In order to consolidate and record Financial Position across the group, Financial Accountants of individual companies, prepare a Journal in a pre-defined template and send to R2R Team at ABC Inc who process the Journals in the Corporate Financial Accounting system.
  • This process is both labour intensive, time consuming and error prone

Solution

Current Manual Steps

  • Receive journals via email
  • Validate JE + perform additional checks
  • Create and Post journals in the ERP
  • Upload Journal Templates in Document Repository
  • Record and maintain log of actions performed and track errors

Automation Steps

  • Receive journals via email
  • Validate Journal and perform checks
  • Create and Post journals in the ERP
  • Upload Journal Templates in Document Repository
  • Send confirmation of actions performed / error log