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Process automation using VBA

All Case Studies

Case Study: Process Automation Using VBA in a Production and Logistics Environment

Project Goal

Optimize two time-consuming and error-prone operational processes in a large manufacturing organization through dedicated automation solutions based on VBA, integrated with SAP and Outlook.

Process 1: Inventory Management Automation

Description:
As part of daily warehouse operations, a material status control report was generated. This process required manually extracting data from SAP, converting measurements and weights, comparing inventory levels with the production plan, and identifying shortages or errors in material and product codes.

 

Solution:
An automated Excel/VBA module was developed to:

  • import data from SAP,

  • analyze logistical parameters (measurements, weight, volume),

  • calculate the required number of pallets,

  • verify the correctness of material and product codes,

  • generate a daily report highlighting inconsistencies and inventory shortages.

 

Results:

  • Over 250 operational hours saved annually,

  • Elimination of errors caused by manual calculations,

  • Specialists can focus on analyzing complex cases rather than routine checks.

 

Process 2: Automation of Demo Product Shipments to Clients

Description:
Sales and logistics teams processed demo product requests received via email (often as scanned documents). Each request had to be verified against SAP orders, availability checked, shipment prepared, and the status logged by the end of the day.

 

Solution:
An automated workflow was designed, using:

  • Outlook VBA to manage the email inbox,

  • OCR to extract data from scans (orders, client information),

  • SAP integration to match data with system records,

  • a final Excel report listing fulfillment statuses (completed / pending / mismatched).

 

Results:

  • Over 150 work hours saved annually,

  • Automatic identification of incomplete or incorrect requests,

  • Full transparency and daily tracking without manual effort.

 

Combined Results for Both Processes:

  • Over 400 working hours saved per year,

  • Specialists can now focus on analyzing discrepancies instead of performing repetitive tasks,

  • Significant reduction of human error risk,

  • Improved operational quality and faster reporting.