Successful implementation of RPA – automation as a success factor

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A leading international logistics company relies on robotic process automation to increase efficiency

A global logistics company was faced with the challenge of making manual and time-consuming processes more efficient. Increasing demographic change and the need to reduce costs led the company to take its first steps towards robotic process automation (RPA) in 2017. From 2018, amotIQ solutions was integrated into the logistics division as a partner and also took over the development of RPA solutions in 2020. Since 2021, amotIQ solutions has also been responsible for the maintenance of all RPA processes – a significant success for both sides.

The challenge: manual processes and high costs

Before the introduction of RPA, numerous administrative processes were carried out manually. This not only led to a high expenditure of resources, but was also prone to errors. In particular, the processing of recurring IT-based processes such as data entry, form processing and report generation took up a lot of time. The challenge was to make these activities more efficient without having to significantly change the existing IT structures.

The goals: Reducing manual work and cutting costs

The implementation of RPA by amotIQ solutions was intended to increase efficiency and reduce the manual workload. The automation of repetitive activities should not only lead to cost savings, but also reduce the susceptibility to errors. In addition, the use of RPA was to ensure consistently high quality.

The solution: RPA as a holistic approach

amotIQ solutions was initially engaged as a development partner. The company quickly established itself as the preferred partner due to its high level of specialist and process knowledge and its convincing price-performance ratio. The RPA implementation took place step by step:

  • 2017: First steps with RPA
  • 2018: Integration of amotIQ solutions into the logistics area
  • 2020: Takeover of RPA development by amotIQ solutions
  • 2021: Responsibility for RPA maintenance

Implementation: Close cooperation and technological expertise

By working closely with the company, amotIQ solutions was able to develop customized solutions that seamlessly integrate existing processes. With a team of five specialized employees, the entire RPA range was covered – from maintenance and consulting to development and testing. amotIQ solutions’ extensive process knowledge in the logistics sector was a decisive success factor, as no extensive familiarization with the internal processes was required.

Results: Increased efficiency and sustainable process optimization

The introduction of RPA brought the company a number of benefits:

  1. Savings of over 50 full-time positions thanks to the automation of recurring tasks
  2. Faster provision of products thanks to optimized workflows
  3. Relief for sales and administrative departments
  4. Consistently high process quality
  5. 24/7 availability of automated processes

The significant cost savings and efficiency gains confirm the success of the collaboration with amotIQ solutions.

Outlook: Long-term partnership and continuous optimization

The successful implementation of RPA has enabled amotIQ solutions to establish itself as a long-term partner. The ongoing maintenance and further development of the automation solutions ensures that the company continues to benefit from the advantages of digital transformation.

Conclusion: amotIQ solutions as a strategic partner for RPA excellence

The introduction of RPA impressively demonstrates how significant improvements in efficiency, quality and cost reduction can be achieved through the targeted use of automation technologies. With amotIQ solutions as an experienced partner, the company was able to successfully implement the transformation and achieve sustainable optimization of its processes.

Automated complaint processing through AI-OCR

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Increasing efficiency in complaints management

Challenge: Optimizing manual complaints processing

A global logistics company was faced with the problem that processing international complaints was extremely time-consuming and error-prone. In the past, complaint documents were physically sent for processing, which slowed down the entire process considerably. Upon receipt, the documents had to be scanned before the information was manually entered into an SAP system. This was followed by analysis, verification and a decision on the complaint request. This manual process was not only inefficient, but also prone to errors.

Goal: fully automating complaints processing

The company’s goal was to automate complaint processing by using modern technologies. Faster and more accurate processing of complaints should both significantly shorten throughput times and minimize the error rate.

The solution: AI OCR component combined with RPA software

To achieve this goal, amotIQ solutions developed an AI OCR (Optical Character Recognition) component in combination with RPA (Robotic Process Automation) software. The solution is based on Python, OCR Tesseract, Java and UiPath. By using these technologies, the entire complaints process was automated. The AI OCR component makes it possible to immediately scan the physically incoming complaint documents and automatically extract the required information. This data is then transferred directly to the SAP system, where the complaints can be analyzed and verified in real time. This eliminates the need for manual input, and processing is seamless and efficient.

Implementation: Complaint processing in record time

The implementation of this solution led to a remarkable result: the average processing time for a complaint was reduced from 14 minutes to just 2 minutes – an increase in efficiency of 86%. In addition, the error rate fell drastically from 32% to 0%, which significantly increased the quality of complaint processing.

Result: Significant process optimization and customer satisfaction

Automated complaint processing has not only significantly reduced the processing time, but also increased the reliability and accuracy of the process. Complaints are now processed more efficiently, which has increased customer satisfaction. The use of AI and RPA has enabled the logistics company to modernize and optimize its complaint management processes.

Conclusion: amotIQ solutions as an innovator in complaints management

By implementing automated complaints processing, amotIQ solutions demonstrates how modern technologies such as AI and RPA can be used to increase efficiency in logistics processes. The successful automation of the complaints process is a testament to amotIQ solutions’ commitment to providing innovative solutions that maximize operational efficiency while increasing quality and customer satisfaction.

Significantly faster shipping solution at Villeroy & Boch

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The Smart 3PL Shipping Solution

By outsourcing transport and route planning to a logistics service provider, Villeroy & Boch has implemented a smart shipping solution that relieves internal logistics and ensures significantly faster deliveries to customers.

Villeroy & Boch AG is a German ceramics manufacturer known worldwide for its high-quality products, such as bathroom and wellness solutions. For transport, Villeroy & Boch relies on international freight forwarders like Dachser—one of Europe’s leading logistics service providers—whose distribution center in Überherrn is located near Villeroy & Boch’s central warehouse in Losheim. Until now, Villeroy & Boch managed route planning and truck dispatching entirely in-house, using Dachser primarily as a freight forwarder. Now, the company is leveraging additional logistics services from Dachser.

Shipping and Transport via 3PL Logistics

The goal of the new process solution is to enhance customer service by delivering orders much faster. To achieve this, Villeroy & Boch is outsourcing parts of its transport and route planning and gradually transferring responsibility for customer deliveries to Dachser. Shipments are sent directly after picking to the logistics center in Überherrn, where Dachser independently organizes delivery routes and benefits from synergies with other customers.

Process Integration in SAP

The SAP process is structured as follows: A forklift driver registers a truck, and the system automatically creates a “truck” handling unit (HU) within the transport process. As loading begins, each pallet placed on the truck is confirmed via scanner. The corresponding statuses are updated in the truck HU. Once loading is complete, the truck HU is assigned a final status. This status serves as a trigger to send the actual transport data to Dachser via EDI and to print accompanying documents, such as the loading list. Based on these transports, freight cost documents are generated, serving as the basis for settlement with Dachser.

Conclusion

With this new process, Villeroy & Boch has significantly reduced complexity at its Losheim logistics center, increased capacity, and now benefits from the route planning synergies of an international logistics provider. This saves both time and costs.

The real winners are Villeroy & Boch’s customers, who now receive their orders much faster than before. This has been made possible through a smart transport solution, in which SAP and logistics consultancy amotIQ solutions contributed their deep expertise in logistics and third-party integration—laying the foundation for sustainable process optimization today and in the future.

Increased efficiency in invoicing through RPA

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Automated SAP Application for Invoice Generation and Verification

Challenge: Efficiency and Processing Issues in Invoicing

A global logistics company faced significant efficiency and processing challenges in invoicing certain products. The previously manual process relied on Excel files, which were entered into an SAP application, verified there, and used for invoice generation. Due to the high implementation effort required for an SAP interface, there was an urgent need for an automated solution to optimize data transfer.

Objective: Automation of the Invoicing Process

The company aimed to substantially increase the efficiency of invoicing while simultaneously reducing error rates in the process. An automated solution was intended to eliminate manual input and ensure error-free data transmission.

Solution: RPA with UiPath and SharePoint

To achieve these goals, amotIQ solutions implemented a Robotic Process Automation (RPA) solution using UiPath and SharePoint. At the start of the process, the virtual assistant checks the Excel documents for plausibility. After successful verification, the validated documents are individually transferred into the SAP system, taking into account all technical requirements from the Excel files.
Once the data is stored in the SAP system, the SAP document number is recorded back in the Excel document. Subsequently, the processed documents are archived in an SAP repository, followed by a comprehensive invoice and reimbursement review.

Implementation: From 14 Minutes to 30 Seconds

The implementation of this automated solution dramatically reduced the processing time per document: The average processing time dropped from 14 minutes to just 30 seconds, representing a remarkable 96% improvement. Additionally, the error rate in the process was reduced to zero, significantly increasing the accuracy and reliability of invoicing.

Result: Increased Efficiency and Error-Free Processing

Thanks to the automation of the invoicing process, the logistics company was able not only to significantly improve efficiency but also to elevate the quality of invoicing to a new level. The automated process ensures timely and error-free invoice generation, enhancing satisfaction among all stakeholders.

Conclusion: amotIQ solutions as an Innovative Partner

The successful implementation of the RPA solution for invoicing demonstrates how amotIQ solutions supports companies in optimizing their processes and boosting efficiency. By leveraging cutting-edge technologies, the logistics company was able to decisively improve its operations while reducing error rates to zero.

Increased efficiency through ETL with RPA

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Faster Data Flow for Proactive Parcel Centers

Challenge: Proactive Information Delivery for Parcel Centers

A globally leading logistics company faced the challenge of increasing the efficiency of its data processing workflows. The focus was on the regular and rapid provision of shipment information for parcel centers, covering departure and arrival sorting as well as direct transports. Until now, the data was processed manually via an ETL interface (Extract, Transform, Load) — a time-consuming process that severely limited flexibility and timeliness. To make data delivery more efficient, a solution was sought to automatically transfer the information daily into the reporting database.

Goal: Automate and Accelerate the Data Flow

The goal was to integrate the daily shipment reports into the reporting database as quickly as possible without requiring complex manual processes or lengthy ETL implementations. Automation was intended to ensure that parcel centers always have access to up-to-date data, enabling them to proactively manage their processes.

The Solution: Robotic Process Automation (RPA) with UiPath

To achieve this goal efficiently, amotIQ solutions implemented an RPA solution (Robotic Process Automation) using UiPath and SQL Management Studio to automate the entire data processing workflow. A virtual robot monitors a designated email inbox at defined intervals, which receives the daily shipment reports. The solution is flexibly configurable and accesses all new, unread emails to save and process the attachments immediately.

Next, the robot establishes a database connection, reads the shipment data from the reports, and writes it into a specified target table in the reporting database. This ensures the data extraction is transferred smoothly and without manual intervention, making all relevant information available to the parcel centers in a timely manner.

Implementation: Fast and Effective in Just Two Days

Thanks to the efficiency of RPA, the solution was implemented in only two days. Compared to a traditional ETL implementation, which would have taken approximately 12 days, the process was accelerated by 83%. Using the RPA tool UiPath, amotIQ solutions was able to realize the entire workflow without extensive system interventions or modifications to the existing infrastructure.

Result: Significant Efficiency Gains and Up-to-Date Data Delivery

The automation of the daily data processing significantly improved efficiency and timeliness in the data flow. Parcel centers now receive shipment information proactively and almost in real time, enabling faster and more targeted control of their operations. The RPA solution ensures reports are automatically and error-free transferred into the reporting database — an advantage that significantly reduces process costs and increases operational efficiency.

Conclusion: RPA as a Driver of Efficiency in Logistics Processes

By introducing the RPA solution for the ETL processes, amotIQ solutions provided the logistics company with a cost-effective and rapid way to ensure proactive, real-time information delivery. This collaboration demonstrates how logistics processes can be effectively optimized through the targeted use of modern technologies to guarantee seamless and responsive data processing.