Automated Allocation of Membership Payments | Robotic Process Automation
Introducing Bonnie, a software robot developed by Tangent Solutions, who allocates membership payments on a daily basis. Upon registration, members are required to renew their membership by paying either via EFT, PAYU, Snapscan and Debit Order. In order to successfully allocate these payments on the internal system, the payment-related data needs to be extracted from the identified sources, processed and formatted into a predefined template, and uploaded onto the system. Due to the time (approx. 1 hour per payment type) and volume (approx. 8000 members) associated with allocating the payments, the main purpose of implementing Robotic Process Automation (RPA) is to reduce human intervention by automating all manual and repetitive activities that are weighing down valuable resources.
Bonnie's responsibilities are:
(1) Email/Folder Monitoring: This includes the monitoring of an Outlook inbox for payment-related emails and storing the attached documents in a predefined folder structure on a shared drive. In terms of processing reallocations, a folder will be monitored on a periodic basis.
(2) Data Extraction: This includes the extraction of data directly from the received documents (e.g. EFT, PAYU and Debit Orders) as well as retrieving data from the Snapscan system.
(3) Data Formatting: This includes the preparation of the extracted data into a predefined template for upload purposes on the internal system.
(4) Data Verification: This includes verifying whether transactions require updated references, need to be removed, or whether payments have already been allocated on the internal system (before processing commences).
(5) Data Capturing: This includes the upload of the formatted documents on the internal system in order to allocate the payments made by the members (incl. reallocated payments).
(6) Reporting: This includes the generation of documents highlighting the number of unallocated and unpaid payments per payment option (stored on a shared drive) as well as a daily summary report indicating the associated statistics.
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