Automating Data Synchronisation Between Ariba and SAGE ERP for Operational Efficiency
A global logistics and port operations company was facing growing inefficiencies due to manual data synchronization between its Ariba and SAGE ERP systems. These processes were time-consuming, error-prone, and difficult to scale.
INTECH implemented a custom Robotic Process Automation (RPA) solution using UiPath, automating data flows between systems and improving accuracy. This helped the client achieve a 60% increase in efficiency and significantly reduce data entry errors.
The client is a leading multinational in the logistics and port operations sector, managing complex freight and cargo movements across global supply chains. Headquartered in the UAE, the organization handles high transaction volumes daily and relies on Ariba for external vendor and procurement processes, while using SAGE ERP for internal financial and operational management.
As their business expanded, the lack of integration between these two critical systems began to create friction, slow down operations, and increase the risk of human error.
Despite being an established logistics powerhouse, the client struggled with inefficient processes.
Manual data entry turned everyday operations into a high-effort, error-prone process.
The key challenges include:
Operational inefficiency
Teams spent excessive time entering data such as purchase orders, shipment details, goods receipts, and invoices, taking focus away from strategic tasks. This affected crucial tasks and left no room for innovation.
Frequent data errors
Manual input led to discrepancies, causing delays, incorrect reports, and friction across departments. These errors caused frustration and resulted in costly corrections.
Lag in decision-making
Without real-time synchronization between systems, the team was left with outdated or incomplete data. This slowed decision-making, hindering the team’s ability to respond quickly to market changes and manage risks.
Scalability constraints
As the business grew and transaction volumes increased, the manual process became a bottleneck. This slowed down operations and created the risk of losing customers due to delayed shipments and incomplete order processing.
To overcome these challenges, the client needed a solution that could streamline operations and support growth.
INTECH came with a customized automation solution to eliminate manual data entry and improve efficiency.
INTECH implemented a Robotic Process Automation (RPA) solution using UiPath to fully automate the data synchronization between their Ariba and SAGE ERP systems.
Here are the key features of the solution:
Automated Data Extraction
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UiPath bots extract data from Ariba and automatically transform it into the correct format for SAGE ERP. This eliminates the need for manual data entry and minimizes the risk of human error.
Real-time Synchronization
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The bots apply business rules to validate the data, checking for completeness, accuracy, and consistency before synchronization. This ensures that only reliable data enters the system.
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By automating the data transfer process, the RPA bots ensure that both systems are updated simultaneously. This provides stakeholders with real-time access to accurate, up-to-date information.
Error Notifications
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The RPA bots are equipped with exception handling features that detect any discrepancies or failures during synchronization. When an issue arises, the bots automatically trigger alerts to notify the relevant team members. This enables quick intervention, allowing teams to address the problem swiftly and prevent disruptions to the workflow or system performance.
Scalability and Flexibility
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INTECH designed the solution to grow with the company’s evolving needs. As transaction volumes increase, the system maintains optimal performance. This scalability enables the company to handle larger data volumes without slowing down or sacrificing accuracy.
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Once approved, INTECH focused on implementing the solution.
INTECH worked closely with the client for a low-disruption deployment and provided ongoing support to refine the system and address any issues.
Here is how the solution rolled out:
Requirement Analysis & Workflow Mapping
INTECH began by collaborating closely with the client’s teams to thoroughly understand their pain points, current workflows, and business needs. This phase involved mapping out the specific data synchronization challenges between Ariba and SAGE ERP, identifying the key tasks that were time-consuming and error-prone.
Solution Design & Customization
With insights gathered from the analysis, INTECH’s team of experts designed a tailored RPA solution using UiPath. This step focused on creating customized bots with specific business rules and workflows that mirrored the client’s unique operational requirements.
Bot Development & Testing
Once the solution design was approved, the RPA bots were developed and configured to handle specific tasks, including data extraction, transformation, and synchronization. The bots were tested rigorously to ensure they performed all functions accurately.
Phased Deployment & Monitoring
The first phase involved deploying the bots in a controlled environment with a limited data set, allowing both teams to monitor performance and adjust as necessary. Once the bots were validated in this initial deployment, they were gradually rolled out across all systems.
Ongoing Support & Optimization
After deployment, INTECH’s team continued to offer ongoing support, monitoring, and optimization services. The RPA system was fine-tuned based on feedback and performance data, allowing the solution to evolve alongside the client’s needs.
After rolling out the RPA solution, the client sees a major shift in how their operations run.
Here are the key outcomes:
These impactful results stem from the innovative tools and technologies INTECH used throughout the solution.
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UiPath: Used to automate the synchronization of data between Ariba and SAGE ERP. UiPath bots eliminate the need for manual data entry, ensuring accuracy and efficiency in real-time updates.
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Ariba: A cloud-based procurement and supply chain management platform. The client uses it to manage procurement workflows and supplier data.
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SAGE ERP: A comprehensive Enterprise Resource Planning system that manages internal operations like financials, inventory, and supply chain. By syncing SAGE with Ariba through RPA, the solution streamlines operations and reduces errors.
