Automating the Order-to-Cash Process with RPA (Class 1/4)

Why is this important?

Looping through structured spreadsheet data (e.g., an Excel spreadsheet or CSV file) is an essential skill for anyone who wants to learn about automation. Excel remains a very popular tool utilized across organizations that enables users to organize, store, and analyze data. However, manually performing repetitive tasks in Excel can be time-consuming and prone to human errors. By using loops within automation software (like UIPath), you can automate common excel-based tasks. Whether you are working with data, preparing reports, or performing calculations, looping allows you to iterate through multiple rows or columns of data and apply the same action to each one. By automating these tasks, you can save time, reduce human errors, and increase your productivity.

What will we do?

This class introduces students to looping through data in Excel using automation tools in UIPath. Students will begin working with Excel automation activities, including reading ranges, iterating over data rows, and performing file operations. The focus is on building practical automation skills that apply to real-world tasks such as reviewing billing records or processing operational data. Through the Redemption Case, students will see how automation can support accounting tasks such as invoice tracking or reconciliations. The hands-on work highlights both the power of loops and the importance of structured input data.

Review and Extension:

Last class, we built our first automation bot and observed how input quality can affect the stability and accuracy of an automation solution. We learned that without basic control structures, such as error handling and input validation, even simple bots can fail. The guessing game bot provided a starting point for thinking critically about process reliability and error resilience. We also discussed how automation at the desktop level can begin with small tasks but scale to meaningful gains in efficiency and accuracy.

In this class, we extend our technical foundation by introducing structured data from Excel as a core input to automation. Using the Redemption Case as context, we will develop automations that iterate over billing records, demonstrating how loops operate in practice. By learning to read, write, and manipulate Excel files, students are introduced to a fundamental automation pattern applicable across accounting and finance tasks. This class serves as a bridge between basic user prompts and process-driven data automation.

Materials and Suggested Seating:

Case: Pure Reformed Oils (Swindler and Simpson: The path to redemption) Case
Case: Billing Bot (background) Case
Slides: will be available for download by the beginning of class in either powerpoint or pdf formats.
Data: This class requires a data update, use a terminal (reminder type CMD in the path of the destination folder) and git clone https://github.com/ashercurtis/ACCTG528_Labs
Automation Tools: LucidChart
Automation Tools: UIPath: Read Range, For Each Row, Write Range, Append Range, Excel Application Scope, Read CSV, Write CSV, Read Text File, Write Text File
Automated Tasks: Typical Excel related tasks

Suggested Pre-Class Preparation:

1. The Pure Reformed Oils case will be worked on over this and the next three classes. Please read it when you get a chance to.
2. The first part of the case relates heavily to the Billing Bot (legacy) Case. It is useful background material to help us develop the order processing part of the order-to-cash cycle we will automate for Skylar and Victor(ia). But you are not required to complete the bot, it is optional (see course video page for the solution to this case).
3. There is no required submission for this class, but work done in class is associated with a required submission that covers this case.

Class Plan:

1. We will spend the majority or all of class time preparing to build (rather than starting to build) an end-to-end automation of the order-to-cash cycle.
2. Time will be given to read and discuss the case material in small groups.
3. Next, we will work through a structured Q&A relating to the case using PollEverywhere.
4. We will use LucidChart to draw a simple candidate process for automation, using the desriptions in the case and identifying anything unclear about the client's process.
5. Using these diagrams, we will then discuss how RPA can make the process more efficient, specifically identifying where in the process pain points or inefficiencies arise and where human errors can be introduced.
6. If we have extra time we will begin working on implementing the bot at a very high level in UIPath. Note that students are welcome to move forward on this part of the case at their own pace.