Mastering SAP Financial Accounting Challenges

When developing an automation strategy for SAP financial transactions, the link between data and the processes involved should be clear and understandable. Because if you only focus on the process, the data quality is often neglected.

In this way, incorrect data may find its way into the SAP system. If, on the other hand, the focus is on improving data quality, it is also important to identify the point in the process at which the errors occur so that the process can be changed accordingly or even redesigned. A strategy that takes into account the interdependence between data and process significantly increases the probability of success of such initiatives.

Automate SAP processes

An effective automation platform offers functions that can be quickly realized and implemented with minimal programming/IT effort. In SAP process automation, Winshuttle distinguishes between so-called desktop and process automation. Each has its specific advantages, depending on the requirements.

Desktop automation is suitable for replacing manual, time-consuming tasks such as mass data changes or updates. Many companies use Excel spreadsheets for this purpose. The flexible platform allows transactions to be processed either on the desktop/laptop or uploaded to a server for later processing. The latter option relieves the IT environment/resources of the respective computer and reduces VPN gateway traffic. It also offers advantages for working in distributed teams or at decentralized locations such as the home office.

Process automation encompasses all aspects of an end-to-end process - from initiating, capturing, managing, checking and releasing data to forwarding the final data to SAP. This requires the automation and orchestration of various steps, and in some cases the intervention of employees. Web-based steps can be automated with the help of user-friendly forms. Users often use file-based automation or the Microsoft Excel workflow when forwarding Excel files by e-mail for review and approval.

The advantage of process automation via Excel workflow is that processes such as forwarding, checking and releasing can be controlled and audited. In addition, the data in the Excel files is validated against SAP before it is released. Once all approvals have been granted, the data - including the Excel file - is automatically transferred to the SAP system. This procedure reduces the risk of erroneous data by simplifying manual entries by the user throughout the entire process through precise guidelines/preferences in the form.

User-friendly web forms are particularly suitable for complex processes such as the creation of accounts. They often require input and review from employees in different departments, including those outside of accounting and finance. Role-based forms display only specific fields, depending on what information is needed. During the process, the data is validated against SAP and forwarded if found to be good. The entire process is centrally managed, tracked and controlled, simplifying audits.

Since all these functions seem like different applications, an automation platform is needed that offers the necessary flexibility and scalability. Certainly, some of the SAP processes are already optimally automated with one of the methods. But in other cases, a flexible, scalable platform offers the advantage of being able to choose the best level of automation for the particular business process.

Why is flexibility so important?

Even before the onset of Covid-19, many employees were working in highly dynamic business environments. However, the amount of data continues to grow and the limitations of SAP ERP systems meant that teams had to work harder than ever. In addition, automating SAP processes was never going to be an easy task. Suddenly, everyone was forced to do their jobs from home and try to keep productivity at the same level as before. The pandemic took hold of an already dynamic business environment and immediately created a kind of chaos.

Companies that relied primarily on manual processes for their SAP data management had to make tough decisions and faced declining productivity. With employees working outside the office, new ways to manage and control data were needed. And it became harder to keep processes compliant. The challenges didn't diminish, as many companies had never designed their VPN gateways to accommodate the entire workforce working remotely from the office at the same time.

So what would the practice have looked like had they had a powerful, flexible and scalable automation platform for their finance processes as described above? With server-based desktop execution and automated processes, accounting and finance staff would have been able to transition almost seamlessly from the office workplace to the home office. With the help of web-based forms or Excel workflow processes, the processes would have been able to function remotely.

Well, this kind of platform can still be implemented even if the business environment is dynamic and there is a permanent risk of further disruption due to the pandemic. Winshuttle provides the platform - and not only in theory, but also in practice, as the following customer case study shows.

Desktop automation at Alpina Savoie

Alpina Savoie is one of the world's largest producers of pasta, couscous, semolina and polenta. Here, desktop automation was able to solve both current and long-term problems with SAP data. The challenge was twofold: the company faced a backlog of more than 100,000 SAP financial transactions - and rising. At the same time, employees were struggling to maintain and manage over 30,000 product references. The combination of a growing backlog and regular data maintenance exceeded staff capacity.

However, developing a specific program to reduce the backlog was too costly and would have required many IT resources and significant development time. Alternatively, it would have taken four to five full-time employees over about three months to work through the backlog by manual data entry. This would not have included new transactions entering the pipeline. None of these options therefore seemed viable to the company.

Instead, Alpina Savoie chose "Winshuttle Studio" desktop automation as the solution. This enabled both challenges to be overcome. "Studio" allows to manage the accumulated SAP financial transactions using Microsoft Excel - and at the same time to validate the data against the SAP ECC system even before they are posted.

The company used the same approach to manage its product master data. For this purpose, it developed automation scripts with the help of "Winshuttle Studio". This allowed users to effectively process the data of the 30,000 product references - without the usual delays and errors due to manual data entry.

Another advantage came from the fact that the scripts could be created without the support of the IT department or specialized resources. This meant that they could be developed, tested and adapted quickly and directly by the people who know the SAP financial processes best.

The result is impressive. Instead of the predicted time of three months, the backlog was reduced within a few days, including development and testing of the scripts. The platform also minimizes future backlog issues, so the solution paid for itself in a short period of time.

Thanks to the accelerated processing and higher quality of the product reference master data, Alpina Savoie was able to better meet its business needs. Now the company can perform in-depth business analysis on a regular basis. This makes it possible to identify changes in the business environment more quickly and adopt new strategies as needed to continue enjoying competitive advantages in the market.

Conclusion

Within the framework of the introduction of an automation platform, it is primarily a matter of selecting the appropriate functionality in each case. To do this, it is important to examine the entire range of SAP-based finance and accounting processes to be automated and to understand the requirements of each process. Only by keeping both aspects in mind can a flexible, scalable automation platform for finance really play to its strengths and make the initiative a success.