Business Partner Master Registration
We developed a fully automated system using Joget to streamline registrations and implement a flexible, multi-level approval process tailored to business requirements. The objective was to transform an existing semi-automated setup into an end-to-end digital registration, approval, and posting system, eliminating manual and Excel-based checks, repetitive email communication, and manual data entry into SAP. The solution enables efficient document management, automates approvals, and significantly improves overall operational efficiency by converting all manual and semi-automated processes into a single, fully digitalized platform. Â
Client Overview
A leading energy company formed as a joint venture between two major Japanese power groups, the organization delivers globally competitive energy solutions and is the country’s largest thermal power generation operator. With a maximum output of 61.0 GW—representing approximately 36.9% of Japan’s total thermal power generation capacity—it operates across the entire energy value chain, from fuel procurement to large-scale 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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8+
Years of Business
Experience
100+
Happy
Customers
15+
Countries with
Happy Customers
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 & Acheivement
- Digital forms significantly improve data accuracy by eliminating inconsistencies from manual Excel-based submissions, while clear approval logic and modular workflows simplify complex routing. RPA integration further streamlines operations by automating final SAP postings, and multi-language support enhances usability for global users, supported by centralized logging and traceability that improve visibility, troubleshooting, and compliance across the entire process.
- The solution has been documented and maintained as a structured data library and reference framework, enabling other organizations to review, follow, and replicate the implementation approach—positioning it as a proven model that builds trust and encourages prospective companies to prefer and engage with us.
