The University of Melbourne receives hundreds of phone calls & emails evryday from suppliers and other creditors requesting information about outstanding and upcoming payments. Managing these information reqauests is an extremely manpower hungry and costly process. To alleviate the amount of information requests we created the Supplier Payment Notifications Bot. The bot sends information about about a suppliers or creditors outstanding payments to their nominated email address, The email contains information about which stage of processing a payment is at and when it is likely to be paid.

• Process Analysis
• Design Lead
• Developer
• Testing
• Daily management
• Code Refactoring
• Migration of code to latest version of Automation Anywhere

• Information about all outstanding payments in the ERP is provided via an excel file in a drop folder.
• The bot would extract the file and extract data from the file and update the SQL tables.
• The bot would analyse the data and give each payment a status depending on the stage of the invoices lifecycle & the University's payment terms
• The bot would then create a custom email email using HTML with information about each outstanding payment
• The bot would also create a PDF file with the information about the ouststanding information. This was done as not all email applications render information correctly.
• The bot would then send each supplier an email with a PDF attached with the outstanding information.

• Reduction of incoming information requests greatly reduced effort required to manage these requests.
• A process that could not be run due to manpower required was able to be processed.
• Direct reduction in manpower costs due to reduction in incoming infomration requests.