Time-consuming, error-prone, and frustrating: The problem with manual processing of incoming sales orders

Table of contents:

• A typical day in the life of Anna: the challenges of manual order processing
• Automation as a solution: efficient order processing
• Solution implementation: this is what matters
• Anna's new working day: more value added with AFI Order
• Benefits for companies
• Future-proof order processing

In many companies, the processing of incoming sales orders is time-consuming and prone to error: orders are received by e-mail, fax, post, or EDI and have to be manually sorted, checked, and transferred to the SAP system. This laborious process not only causes unnecessary costs and errors, but also puts a strain on everyone involved.

A typical day in the life of Anna: the challenges of manual order processing

Anna is a customer service representative at a medium-sized company and experiences the inefficient process on a daily basis. Her working day begins with sorting e-mails containing purchase orders. She opens attachments, prints out documents and enters the order data manually into the SAP system. Errors such as transposed digits or missing assignments are unavoidable. She then has to clarify any queries with the customer, which often results in multiple phone calls and e-mails. At the end of the day, she feels as though she has only done extra work instead of making a real contribution to the value chain. By using modern technologies, many steps that were previously done manually could be automated – from data entry to the completed order. This would revolutionize Anna's working day.²

Automation as a solution: efficient order processing

Modern automation solutions enable a significant increase in efficient order processing. Technologies such as optical character recognition (OCR), machine learning (ML) and robotic process automation (RPA) ensure that orders are processed without manual effort. An intelligent solution automatically monitors all entry channels for order processing. It is irrelevant in which format the purchase orders are received. All important information is automatically extracted, and the resulting sales order is created directly in the SAP system. Even complex tasks such as assignment to existing quotations or delivery schedules are automatically completed. Solutions like AFI Order recognize these connections and orders are entered into the system in a flash and free of errors.

Solution implementation: this is what matters

The introduction of automation solutions such as AFI Order challenges companies in various ways. Clear, measurable project goals and an experienced project management are the key to success. The project manager ensures smooth coordination and promotes cooperation between all parties involved. Active support from company management is also essential to secure resources and support. Further hurdles are the careful analysis and simplification of existing processes and the selection of the right implementation partner that has experience and industry knowledge. The implementation strategy should provide for a step-by-step introduction, accompanied by flexible staff training. In addition, it should be ensured that the introduction remains as close as possible to the standard software in order to avoid unnecessary individual adjustments.

Anna's new working day: more value added with AFI Order

Let's get back to Anna: since the introduction of AFI Order, her working day has changed fundamentally. Instead of sifting through lots of e-mails and attachments with customer orders, sorting them and entering them correctly, she can now concentrate on more important tasks. If there are any ambiguities regarding the order data, Anna can view all the important information directly in the SAP system. Due to the central and transparent documentation of the processes, she no longer has to deal with tedious post-processing. All processing steps are documented in one place. She can see what has already been completed and which data is needed for clarification. Now, Anna can devote her time to advising customers – an activity in which she and her expertise create real added value for the company.

Benefits for companies

The introduction of an intelligent solution for automated order processing has benefits for people like Anna, but also for the company as a whole: 

• Time saving: sales order processing takes just a few seconds which significantly accelerates the entire process. 

• Error reduction: automatic data recognition and processing minimizes the error rate. 

• Cost saving: manual processing is no longer required which significantly reduces the costs. 

• Scalability: the system remains efficient even as the volume of orders grows. There are no additional staff costs. 

• Sustainability: paperless processing goes easy on resources and reduces the environmental footprint.

Future-proof order processing

Automation of order processing is essential for companies to remain competitive. With intelligent solutions such as AFI Order, the step from manual and error-prone processes to an efficient and future-proof way of working will ultimately be accomplished.

For persons like Anna, it means a noticeable relief and the opportunity to focus more on creative and advisory activities. For companies, it is an opportunity not only to make processes more efficient, but also to save costs and sustainably improve the customer experience.