Sales Order Processing
Order entry that reads orders arriving by email, attachment or spreadsheet and enters them in the order system, ready for a person to confirm.
Orders get retyped from every format
Customer orders arrive in email text, as attached files and as spreadsheets, each in the customer's own layout. Someone retypes every line into the order system, and a wrong part number or price slips through. The system reads each order and matches the customer and part numbers to the business's lists. It checks the prices and creates the order in the order system, with the original attached. Anything that does not match goes to a daily review list. A person confirms before an order is acknowledged or released.
What's included
- 01
Order reading
customer, ship-to, dates, part numbers, quantities and prices read from email text, files and sheets.
- 02
Customer matching
each sender matched to a customer record, with unknown senders sent to review.
- 03
Part number matching
customer part numbers translated to the shop's item numbers from its own cross-reference list.
- 04
Price check
line prices compared with the price list or the pricing agreed with that customer.
- 05
Order entry
a complete order created in the order system, with the original order attached.
- 06
Acknowledgment drafts
a confirmation written for a person to review and send.
- 07
Review list
orders with an unknown part, a price gap or a missing field wait for a person.
- 08
Release approval
a person confirms every order before it is acknowledged or released to the floor.
How it works
- 01
Order review
A study of how orders arrive, the formats each customer uses and what a complete order needs before it can be entered.
- 02
Setup
Reading and matching rules are built, and the inbox and the order system in use are connected.
- 03
Supervised test
Live orders are entered as drafts, and a person compares each one with their own entry before any order is entered alone.
- 04
Launch and support
It goes live on the client's sign-off, with entries monitored, rules tuned and a monthly report.
Industries
Industries served
Manufacturing & Machine Shops
Quoting, order entry, purchasing, job costing and quality records for job shops and small manufacturers.
Frequently asked questions
What if a customer sends an order in a new format?
The system reads what it can and sends the order to the review list with the unclear lines marked. A person finishes it, and the new format is added when the rules are tuned.
Which order systems can it enter orders into?
The one already in use, wherever its plan allows connections. The connection is confirmed before the build, and a plan that blocks it is reported plainly. Nothing needs to be replaced.
Who can see the customers and prices?
Only named people. Orders, customer lists and price lists stay in the client's own accounts. Every entry the system makes is recorded, so the team can trace it back to the original order.