Digitalizing processes

Digital Order Confirmation

Process incoming order confirmations automatically and compare them with the corresponding order – with our solution, you can process your order confirmations faster and with less manual effort.

Reduce throughput times and errors now and benefit from an intuitive and uncomplicated workflow.

High readout rate for automatic extraction of relevant data (date, order number, article number, prices, quantities, etc.)
Automatically compare order confirmations with purchase orders – deviations are recognized and marked immediately
Approval workflow for checking deviations, complete control over every process

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Benefits
Screenshots
Integrations
FAQ

Electronic order confirmation

How to Digitize Your Order Confirmations

1. Processing of Incoming Order Confirmations

Processing different input formats and sources

In the first step, the incoming order confirmation (OC) is recorded digitally – regardless of the transmission channel. Whether by e-mail, as a PDF attachment, by fax or classically by mail: The solution automatically recognizes the format and processes it without media discontinuity. Integrated OCR technology precisely reads all relevant header and item data of the OC – e.g. article numbers, quantities, prices or delivery dates. The majority of documents are processed fully automatically, a manual visual check is only required in the event of ambiguities.

Capture incoming order confirmations from all sources (email, PDF, fax, mail, EDI)
All relevant data is read out using OCR or AI/machine learning
Automated postings without user interface is possible for the majority of documents – manual checking only in the event of discrepancies

2. Automatically Synchronize Digital Order Confirmations with Purchase Order

Extensive automation

After the order has been processed, the software can automatically compare order confirmations with orders in the ERP system. Quantities, prices, discounts, article numbers and delivery data are checked in real time. If the details match, the order is automatically released. If there are discrepancies, the system recognizes them, marks them accordingly and forwards them for manual processing. In addition, missing order confirmations or unreliable suppliers can be recognized and reported by the system – a real added value for supplier management.

Automatic comparison of order confirmation and order (prices, discounts, quantity, date, etc.)
Automatic approval possible if the data matches
Deviations are recognized and marked separately
Possibility to identify missing or late confirmations

3. Release Workflow of Digital Order Confirmations

Intuitive, simple approval process

Deviating order confirmations are transferred to a digital workflow that contains all approval steps. The responsible purchaser or clerk receives an automatic notification and can check the deviation directly, comment on it or make queries to the supplier. Depending on the set of rules, approval can be single-stage or multi-stage.

All actions are fully documented so that it is always clear who decided what and when.

Digital workflows for checking deviating order confirmations
Complete traceability and documentation of all checking steps

4. Posting & Digital Archiving of Order Confirmations

Posting and audit-proof archiving

As soon as an order confirmation has been checked and approved – either automatically or via the workflow – it is seamlessly posted in the ERP system. The order is marked as confirmed and any further steps (e.g. warehouse disposition) are triggered. At the same time, the order confirmation is stored in the DMS or archive system under audit-proof conditions so that it can be found at any time and retrieved from the ERP. This creates maximum transparency and also meets all compliance requirements (e.g. GoBD).

Automatic posting of the approved order confirmation in the ERP
Audit-proof archiving in the DMS or archive system
Order confirmations can be viewed directly from the ERP

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Benefits

Advantages of the Software for Digitizing Order Confirmations

High Selection Rates

Thanks to AI, most of the data is automatically read correctly within a short time and without prior training

Faster Throughput Times

Incoming order confirmations can be processed on the same day – significantly shortening procurement processes

Fewer Errors

The automatic comparison with the existing order or the master data reveals deviations immediately

Reducing the Workload of Employees

Tedious, manual routine tasks are a thing of the past. Your employees can focus on more important tasks

Transparency & Control

Each order confirmation and its current status quo can be viewed in the system, including complete documentation of all test steps

Seamless Integration

Seamless integration into your ERP system ensures that the entire process runs without media discontinuity

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Screenshots

This is What the Software for Digital Order Confirmations Looks Like

Integrations

Seamless Integration Into Common Accounting/ERP Systems

Among others:

BMD
DATEV
MS Dynamics 365 or BC
MS Dynamics NAV
MS Dynamics AX
SAP S/4HANA (Cloud)
SAP Business One
SAP ECC
Sage Office Line
IBM Maximo
Infor
Oxaion

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FAQ

Frequently Asked Questions About the Digital Order Confirmation

What is meant by the automation of digital order confirmations?

The automation of order confirmations refers to the use of software solutions that automatically record and read incoming order confirmations and compare them with the corresponding orders in the ERP system. This reduces manual intervention, speeds up the process and minimizes errors.

What are the advantages of digital order confirmation software?

Specialized software for the automated processing of order confirmations can bring many benefits, including

Shorter processing times through automatic capture and processing
Reduction of errors through automatic comparison with order data
High transparency, control and traceability throughout the entire process
Your employees can focus on important tasks instead of repetitive, manual routine activities

How does the automatic comparison of digital order confirmations with purchase orders work?

The software can automatically compare the incoming order confirmations with the orders. If they match, they are automatically confirmed. In the event of discrepancies, the employee responsible is informed so that appropriate action can be taken.

Which documents can be digitized in addition to order confirmations?

In addition to order confirmations, numerous other documents can be digitized, including incoming invoices, delivery bills, consignment notes and time sheets. Digitizing these documents helps to increase efficiency and reduce errors in the relevant business processes.

How secure is the processing of digital order confirmations?

Modern order confirmation software offers high security standards, including access controls, encryption and audit-proof archiving. This ensures the protection of sensitive data and compliance with legal requirements.

Can the software for the automated processing of order confirmations be adapted to individual company requirements?

Yes, specific requirements can easily be incorporated, such as individual approval workflows, special checking rules or customized features.

Additional Document Types

One Platform – Many Document Types

You can expand the software for the automated processing of order confirmations at any time to include other document types or use cases – such as incoming invoices, the processing of travel and expense reports, delivery receipts, material certificates, freight bills or even individual document types such as timesheets.

Thanks to the flexible architecture of our solution, additional document types can be quickly connected and seamlessly integrated into your existing workflows. Whether structured or unstructured, standardized or individual – we ensure that your document-based processes are efficient, secure and paperless.