Revolutionizing Postal Service Operations with Power Automate Integration Services 

Client Overview  

Our client is a renowned Postal service provider?with 160 years of operation. They have built a reputation for delivering cargo locally and internationally and handle a large volume?of shipments on a daily basis.  

Challenge  

The client was struggling in their transaction reconciliation process that?had to map the data coming in from many platforms such as V-Post, PayPal, Merchant Solutions, and CyberSource. This convoluted workflow required?vast human resources to obtain and verify transaction records, leading to a process that was lengthy and expensive. 

A few major concerns were cross checking debit and credit?multiple times a day it was too repetitive and extremely time-consuming. Since each entry had to?be authenticated manually, this can introduce errors and financial information inconsistencies. Often these discrepancies led to late financial reporting?and impeded the organization’s ability to make informed decisions. 

Manually performed,?it was not only time-consuming and slow, but also extremely expensive and un-automatable. As transaction volume increased, the process became more and more slow and?unwieldy. They could scale only by?provisioning more resources, which was not sustainable over the long run. In?turn, this led to operational bottlenecks that made it more and more difficult for the organization to meet the demands that were being placed upon it. 

The manual process also?yielded inconsistent results. Missed or incorrect updates were typical, which further eroded the quality of financial records and increased the workload?of stakeholders who engaged in the issue resolution process. 

The searching & matching process was done manually, was labor intensive and 300+Exceptions generated per transaction Low process efficiency?Separated systems to support the data needs. As transaction volumes increased, it was evident that the searching & matching process could greatly benefit from the automation with an integrated software solution ensuring timeliness without errors and provide assurance with the ability to process greater volumes. Automation was essential in increasing operational efficiency, improving financial accuracy?and achieving the organization’s growth objectives. 

Multi-Platform Complexity  

• In the V-Post case, stakeholders had to access the?records of transactions from PayPal, Merchant Solutions and CyberSource platforms, and then reconcile the same. 

• Extracting the information from these platforms requires a lot of manual?work. 

Repetitive Cross-Checking  

• Each credit and debit transaction had to?be painstakingly verified. 

• The cycle was fallible and made on the chance of mistakes and inaccuracies in financial?statements report 

Lack of Scalability: As shipment volumes grew, manual processing became impracticable. It took significant?additional resources to keep up.

High Error Rate: Billing mismatches and shipment tracking uncoupling that translates into?financial and operational losses. 

Noticing these critical gaps,?the client approached Power Automate Integration Services to bridge the gap between their existing legacy workflow with an automatic, streamlined, and scalable workflow. 

Solution  

To address Multiple systems creating discrepancies including but not limited to accounting bureaus,?trading systems, and hedge funds all lead to inefficiencies in transaction reconciliation. The?Next Gen Way solution optimized workflows, ensured data accuracy, and offered real-time insights for informed decision-making. 

It all started with a combination of automated?data scraping, In the case of V-Post, PayPal, CyberSource and Merchant Solutions, Power Automate’s Browser Automation was utilized?to download transaction histories. Automating this step allowed the system to handle data access by itself when it came to obtaining the?data to feed into the model, thus saving time as the service was not required to manually access the data. 

Once the transaction?data was collected, the transaction was verified across transaction data using Python scripts managed by Power Automate Desktop. These scripts automatically compared the various credit and debit transactions?across the platforms to ensure consistent and accurate data. This removed the manual discrepancies?and created a reliable and efficient means of validating these payment statuses. 

We used a Python code to clean the data and generate well-organized Excel?reports after verification. These reports detailed transactions pending, providing stakeholders a runnable list of things to?do. Not only did?the automating report generation help the visibility into status of transactions, but also empowered decision-makers to take actions quickly and eloquently. 

Automated Data Retrieval  

• Using Power Automate’s Browser Automation, the system downloaded transaction histories from V-Post, PayPal, CyberSource, and Merchant Solutions.  

• This eliminated manual effort in accessing and retrieving data, saving significant time.  

Cross-Verification of Transactions  

• Power Automate Desktop was orchestrating the execution of the Python scripts to automatically cross, check with?credit and debit transactions for those platforms. 

• This automation helped to maintain uniformity and precision throughout the payment?status verification process. 

Automated Report Generation  

• Automated Excel reports?in Python with summaries of pending transactions. 

• They offered?stakeholders actionable insights for tracking and making decisions in a timely manner. 

Key Benefits of the Solution  

Enhanced Efficiency & Productivity 

The automated?processes allowed for far fewer manual touches and cut down processing times dramatically, freeing employees to focus on high-value activities. 

Error-Free Data Handling 

Automated data extraction and entry minimized human error and helped keep?billing and shipment records accurate. 

Seamless Scalability 

This solution was designed to scale as shipment volumes?increased without the need for added manual resources. 

Real-Time Data Synchronization 

Stakeholders got?real-time updates on the status of their shipments, allowing them to make proactive decisions and ensuring that logistics operations ran more smoothly. 

Results  

The automation of V-Post revenue verification provided deep efficiency, accuracy,?and scalability benefits. 

Dramatic Reduction in Manual Effort  

The solution automated the complete process end to end, reducing monthly manual effort from more than 40 hours to only?5 hours. This?allowed employees to retrain from time-consuming manual data entry towards strategy. 

Faster Processing Times  

This reduced one confirmation of a single transaction (10-15 minutes) to less than?1 minute, allowing businesses with faster workflows to keep everything up to date. 

Improved Accuracy and Reliability  

With Automating the?error rate dropped from ~5% to less than 0.5% ?Ensuring all the transaction records are accurate every time. This?led to an increase in trust in financial reporting. 

Scalability for Growth  

The automated solution was designed to handle increasing transaction volumes without requiring additional staff or resources. This scalability allows the client to manage growing business demands seamlessly.  

Real-Time and Actionable Insights  

Python-generated Excel reports provided stakeholders with clear, concise summaries of pending transactions, enabling them to take swift and informed action. 

Key Performance Improvements: 

Tools Used 

Power Automate Cloud, Power Automate Desktop, Excel, Python