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Introduction: You specify some dates in your PO ( Purchase Order: PO is purchase order which you will rise on supplier in which you specify the material, quantity, price of the material. This is nothing but you are ordering material with the above details) for delivering material. However, the vendor after seeing the PO, delays the delivery by own week because of lack of resource. He intimates you thru phone. So you create an inbound delivery with respect to the PO released on that vendor stating that the delivery will be exactly on so and so date.

This makes you to have the exact delivery schedule or otherwise it is a pre-intimation of vendor by when he could supply the material. This reduces processing time and data entry time when you receive the goods actually.

What BOT is doing:

Bot opens the excel file in order to get the data and then Bot is opening SAP system and then it opens VL31 transaction (Inbound Delivery Creation) for data entry and then bot enters the data into the system from excel and saving the Inbound Delivery.


Open Excel Instance –  Mandatory activity to drop when using MS Excel : opens an instance of MS EXCEL. Once you open an Excel Instance, you can use other MS Excel activities.


Open Workbook-  Open a workbook referenced by a workbook path. Once opened, use the Activate workbook activity for further usage.


Activate Worksheet- Set the ACTIVE worksheet of the ACTIVE workbook. Once activated, further operations might be possible such as Get Values or Set Values which require an active workbook defined.

Activity4 to Activity 6:

Get Values cell- Return(read) the values of a specified cell range in the ACTIVE worksheet.

Setting all the values in range into Excel sheet.


Start Application:  Start an application. If the application is already launched, the customer current screen will be activated. Otherwise, the parameter “shellexec” will be used for launching the application.

Activity 8-9:

Click:  Execute a ‘click’ action on a button. This function will leverage native ‘click’ that may fall back to mouse click simulation.

Set Element: Set the value of a UI element. Important: may require an unlocked Windows session.

Setting all the values from excel and entering into the system.


Activity13: Setting the value of VL31 transaction into the system.

Activity15: Enter Vendor details from excel which will come automatically from Excel.

Activity 16: Click Activity

Activity 17-18:

We are setting the values from Excel automatically.

Activity 19-20: Click Activity

Activity 21 -22:

Keystroke (GUI Frame): Send a sequence of keys or text using a predefined list.

In Activity 21 we are entering the command _Enter_

Saving the Inbound Delivery:

Release Excel Instance- In Activity 23 we are using this activity release an instance without closing an application.

Close workbook- In Activity 24 we are using Close Workbook (Closing the active workbook).



References: Cloud Studio Guide



In this blog post, we have gone through Designing of a Bot, Workflow Execution and Bot Deployment Process on SAP Intelligent RPA Cloud Factory. And conclude that how Systematize time-consuming bots can be developed that support error-free, scalable tasks and help you focus on high-value processes.


Stay curious for further blog post on SAP Intelligent RPA! Happy bot building!

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