Let a robot create the master data so your team can look after its quality
Every new product, customer or supplier means new master data in SAP. One record takes a few minutes; hundreds take days. We build a robot that checks and creates material, customer and vendor records from a request list and updates existing ones in bulk. You set the rules, the robot does the entry.
Why master data takes so long
A master record is not one screen. A material has purchasing, planning, warehouse, accounting and sales data, often repeated per plant; customers and vendors have company, sales and purchasing sections of their own. Requests arrive as Excel lists or e-mails, and a small slip shows up weeks later in planning, invoicing or payment.
How the robot creates a record
It follows the master data team's path, in the same order:
- 01It reads the rows of the standard request template.
- 02It checks each row: are mandatory fields filled, does the record already exist.
- 03It applies your rules: which fields and sections each record type needs.
- 04It creates the record in SAP.
- 05It writes the new record number back to the request list.
- 06It notifies the requester and lists rows it could not create, with reasons.
Quality checks, sensitive fields and permissions
Master data errors start cheap and end expensive. The robot will not create a row that is missing mandatory data, breaks a rule or looks like a duplicate; it flags it and asks. Sensitive fields such as a vendor's bank details or a customer's credit limit are prepared by the robot but saved only after an authorised person approves.
The robot works under the master data owner's own SAP user, so records carry their name and your authorisation matrix does not change. The same approach handles bulk updates such as extending materials to a new plant, with before and after values logged.
From a project
At a manufacturer, master data creation runs as one module of a platform carrying the repetitive SAP work of several teams. Records from the request list are checked against company rules and created. Users see every step and result, and the time saved is measured per job.
Questions
How do you prevent duplicates?
Before creating anything, the robot checks for an existing record: the description for materials, tax number and name for customers and vendors. Doubtful rows are not created; the master data owner is asked.
Does it cover customers and vendors as well as materials?
Yes. Material, customer and vendor records are created and updated the same way, each with its own rules.
What does our master data team do then?
Set the rules, approve exceptions and watch data quality. Decisions stay with the team; the robot takes over the repetitive entry.
We do not use SAP. Does this work for item and customer records in another ERP?
Yes. Item, customer and supplier records are created and updated with the same checks in Dynamics 365, Oracle, Logo, Netsis, Mikro, Canias or another ERP. Duplicate checks and approval for sensitive fields work the same way.
Give us 30 minutes and one job.
Tell us about a repetitive task or a tool your team is missing. We'll tell you plainly what it needs. If it needs nothing, we'll say that too.
Free, 30 minutes, no commitment.