Business Partner Master Registration
we developed a new, automated system using Joget—designed to streamline registrations while implementing a flexible, multi-level approval process tailored to our needs.
The primary objective will be to convert the semi-automated system to an Automated registration, Approval, and Posting system. This process will automate every single manually and semi-automated process to a fully digitalized system. This portal will save the time, eliminate the manual excel sheet check process, manual email sending process, and Manual data entry to the SAP system. This system will able to manage the documents efficiently, and automate the Approval process as well as it enhancing the overall operational efficiency.
Client Overview
A joint venture between the Tokyo Electric Power Group and the Chubu Electric
Power Group that provides Japan with globally competitive energy. It is Japan’s largest thermal power generation company, with a maximum output of 61.0GW, which is 36.9% of the country’s total thermal power generation capacity. it operates the entire supply chain, from fuel procurement to power generation.
Technical Stack
Industry
Energy
Region
Japan
Project-size
Non-Disclosable
Company size
Large scale company
Implementation Highlights
Designed and developed a fully automated Business Partner Master Registration and Change System using the Joget platform, replacing manual Excel- and email-based workflows.
Implemented accurate digital data entry forms, ensuring partner information is captured consistently and validated before submission.
Introduced a dynamic multi-level approval hierarchy that adapts based on business rules, additional approver selections, and subsidiary-based routing.
Integrated RPA Process BOTs with Joget to automatically post approved partner data into SAP, eliminating manual SAP data entry.
Added multi-language support to enhance usability for partners across different regions (Japan, UAE, USA, etc.).
Enabled end-to-end digital process flow—from submission to approval to SAP posting—ensuring faster, traceable, and error-free operations.
Challenges & Solutions
Partner data was previously collected through Excel sheets, leading to inconsistencies and manual verification effort.
Solution: Built structured digital forms in Joget with validation rules, ensuring all required information is accurate before moving forward.
Approvers had to manually download and review Excel files, respond via email, and rely on SAP users for updates.
Solution: Implemented an automated approval hierarchy within Joget, allowing approvers to review, approve, or reject requests directly on the platform with real-time status updates.
Approval routing depended on optional additional approvers, mandatory senior approvers, and subsidiary-based rules.
Solution: Configured dynamic workflow rules in Joget to automatically determine the correct approval path based on user selections and client type.
SAP users had to manually enter approved data, risking delays and errors.
Solution: Integrated an RPA BOT that triggers after final finance approval to automatically post data to SAP. The BOT updates Joget with success or error messages and completes the final approval step.
Business partners from multiple countries required a localized interface.
Solution: Added a language-switching feature, enabling users to operate the system in their preferred language.
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100+
Agile enabled
employees
Results & Impact
- Eliminated manual Excel and email-based approval processes, significantly reducing processing time and human errors.
- Improved transparency and tracking with real-time status updates and centralized workflow monitoring.
- Increased operational efficiency by automating SAP posting through RPA, ensuring faster and more reliable data updates.
- Enhanced user experience through multi-language support and a streamlined digital interface.
- Strengthened governance with rule-driven approval hierarchies, reducing inconsistencies and ensuring compliance.
- Created a scalable system that can accommodate future business partner categories, new approval rules, and wider global participation.
Key Learnings & Next Steps
- Digital forms greatly improve data accuracy by eliminating inconsistencies from manual Excel submissions, while clear approval logic and modular workflows simplify complex routing. RPA integration further streamlines operations by automating the final SAP posting step.
- Multi-language support enhances usability for global users, and centralized logging and traceability ensure easier troubleshooting, better visibility, and stronger compliance across the entire process.
- Adding real-time dashboards for tracking performance, expanding SAP integration for more master data tasks, improving mobile accessibility, enabling automated reminders and SLA alerts, and exploring integrations with other enterprise systems for broader data synchronization.
