NetSuite Close Accounts Receivable Bot

Summary:

The bot will check the given excel sheet (stored in Box) to see if any of the dates correspond to today’s date. If today’s date is listed in the sheet, then chrome will be opened. After logging in, there is a check to make sure that the correct account is logged in and the bot is logged into Production rather than Sandbox. If the date proves to be correct, then it will “mark all” and do one more check to see if the period selected is the correct one listed in the excel.

Process Owners: Jennifer Gannaban

Bot Owner(s): Ostap Hamarnyk

Developers: Ostap Hamarnyk

Relevant Systems:

• Excel
• Box
• NetSuite

Business Continuity Plan: If Process fails, email to be sent to distribution list informing them that the process failed and that they need to manually complete the process. A ticket should be created in DevOps for the bot issue to be investigated, fixed, tested, and redeployed according to change management practices.

Expected Volume: This bot should execute once a month.

Credential Management: 

NetSuite Credentials - Owned by Finance. Contact [e-mail] for assistance. 

Box Credentials - Owned by RPA Team. Contact [e-mail] for assistance.

SLA: 1 Hour, once bot is triggered, it only takes up to 5 minutes to complete. This should be done within the hour to complete processing, so machine must be available to run at specified time.

Scheduling: Scheduled to run based on the date on this excel sheet in box. The bot will check this sheet for any value that says "yes", and if so, it will run. So this should be executed everyday at 9:00PM CST. 

Triggers: Trigger pending signoff from Jennifer Gannaban. 

Queues: Queue not being used in current process.

Assets: (Shared Folder)

NetSuite: - Used for accessing NetSuite Application for closing Month

NetSuite Credentials - Used to login to NetSuite

NetSuiteIP_SQ_Childhood Nickname - Used for Security Questions when logging into NetSuite

NetSuiteIP_SQ_First Job - Used for Security Questions when logging into NetSuite

NetSuiteIP_SQ_Mother And Father Meet - Used for Security Questions when logging into NetSuite

SMTP - Used for sending emails from Bot Machine

SMTP From Email - asset hardcoded as apikey (serves as username to Sendgrid)

SMTP Host - asset hardcoded as SMTP.SENDGRID.NET

SMTP Password - Credential for using Sendgrid

SMTP Port - asset hardcoded as 587 

Reporting:

Distribution List: - List of people that the emails should be sent to from UiPath. [e-mail];[e-mail];[e-mail]; [e-mail];[e-mail];[e-mail]

KPI's:

Runbook:

The runbook should provide information to support the bot in the case that any issue occurs.
Calendar Management - If the dates the bot is supposed to run change or need to be confirmed, they can be edited at this Box Location. 

If Bot Fails: An email will be sent saying the bot failed and what period failed to run. There are also messages being logged to the Orchestrator Tenant at the start and end of each major sequence to make it easy to see where the bot is failing.

Password Incorrect/Expiration: If the password is incorrect, password will need to be reset by following the below:

If NetSuite password is incorrect, complete the “Forgot Password” steps.

NetSuite Username: [e-mail]

The account “AY A/P RPA Integration” must be selected.

Screenshot of final page before the accounting period is closed and submitted.

DevOps Epic:  https://dev.azure.com/AY-InnovationCenter/UiPath%20Automations/_workitems/edit/6085

Automation Hub Link: