Dormakaba Polska
A four-module RPA system automating the entire direct-delivery process — from purchase orders and status tracking to intercompany invoicing and ERP processing.
Dormakaba Polska, as an integral part of the international dormakaba group, delivers innovative and advanced solutions in the field of access and security technology. The company specializes in a wide range of products and services including locking systems, access control and advanced electronic security technologies. Thanks to its extensive experience and deep technical expertise, it offers products tailored to the individual needs and challenges of today's market.
The problem to solve
The direct-delivery process at dormakaba Polska involved manually preparing purchase orders from sales orders, sending them to a central warehouse in another EU country, and confirming receipt to customers. Additionally, the process required checking shipment statuses on courier company websites and creating purchase and sales orders upon goods arrival — making the entire workflow linear, monotonous and susceptible to human error.
What we automated
Automa Services implemented a comprehensive RPA system with four specialized modules, automating the entire direct-delivery process.
Purchase order automation
The programmed robot automatically identifies and processes Sales Orders assigned to the virtual warehouse in the ERP system, then creates Purchase Orders with precise field completion. The entire process is finalized by shipment confirmation through a dedicated IT system.
Order verification & confirmation
The robot monitors Purchase and Sales Order statuses, verifies delivery dates and updates Sales Order data. After updating, the robot automatically generates confirmations and sends them to customers and their account managers.
Intercompany invoice recording
This module automatically processes import invoices received by email. The robot scans the Outlook folder, identifies new invoices and saves them automatically — streamlining the accounting documentation management process.
Delivery checking & processing
This advanced module handles processes from reading Intercompany invoices, through verifying delivery methods and checking shipment statuses on courier websites, to processing order receipt and issuance in the ERP system. The robot segregates data by delivery date and processes invoices according to defined procedures.
Impact of the deployment
The RPA system implementation brought dormakaba Polska measurable operational benefits. The transition from manual processing to an automated process significantly reduced the probability of human errors. Robots operate during non-business hours, substantially accelerating task completion, and robot-generated reports enable rapid issue identification and resolution — directly translating to higher customer satisfaction through faster and more accurate order handling.
How we deliver automation
Process analysis
The first step was an in-depth understanding and analysis of the current direct-delivery process. The team analyzed every stage — from generating Purchase Orders through verifying confirmed delivery dates to controlling the physical flow of goods — with particular focus on identifying areas suitable for automation.
Pricing
Based on the detailed analysis, a project quotation was prepared covering the costs of designing, programming and deploying the RPA robot, the estimated timeline, and the anticipated benefits from automation.
Robot development
After the quotation was approved, we proceeded to design and build the RPA robot. The team focused on creating algorithms for efficient order processing, delivery status verification and interaction with both the ERP system and external courier company websites.
Testing phase
After building the robot, we conducted a series of tests in a controlled environment across various scenarios and conditions to ensure the robot handles the different situations that can arise in the delivery process.
Launch & support
Following successful testing, the robot was deployed to the production environment. We provided technical support and delivered training for dormakaba Polska employees on interacting with the new automation system.
The business need
At dormakaba Polska, the direct-delivery process involved manually preparing a purchase order based on a sales order, which was then sent to a central warehouse located in another EU country — and upon sending, receipt was confirmed to customers. Additionally, the process required checking shipment statuses on courier company websites and creating purchase and sales orders upon goods arrival, making the entire workflow linear, monotonous, and susceptible to human error.
Our solution
Automa Services implemented a comprehensive RPA system consisting of four specialized modules automating the entire direct-delivery process.
Purchase order automation module: The programmed robot automatically identifies and processes Sales Orders assigned to the virtual warehouse in the ERP system. It then creates Purchase Orders with precise field completion. The entire process is finalized by shipment confirmation through a dedicated IT system.
Order verification and confirmation module: The robot monitors Purchase and Sales Order statuses, verifies delivery dates, and updates Sales Order data accordingly. After updating, the robot automatically generates confirmations and sends them to customers and their account managers.
Intercompany invoice recording module: This module is designed to automatically process import invoices received by email from specific addresses. The robot scans the Outlook folder, identifies new invoices, and automatically saves them — streamlining the accounting documentation management process.
Delivery checking and processing module: This advanced module handles processes from reading Intercompany invoices, through verifying delivery methods and checking shipment statuses on courier websites, to processing order receipt and issuance in the ERP system. The robot segregates data by delivery date and processes invoices according to defined procedures.
"The RPA automation project in the field of direct deliveries was multidimensional and was intended from the outset to significantly optimize the work of the logistics, customer service and accounting departments. Thanks to the implemented solutions, we dramatically reduced the time consumption of all processes and moved their efficiency to a higher level. The implemented robots took over the management of repetitive tasks, giving our employees the opportunity to concentrate on non-standard issues and other development work. Cooperation with Automa Services was exemplary at every stage of robot creation — from the business development of our needs to the swift correction of comments already in the testing phase. The entire RPA implementation process was carried out effectively, making Automa Services a dormakaba partner today and in the future."
— Łucja Kroczek, Operations Manager, dormakaba Polska Sp. z o.o.