Automated purchase order confirmation:
EASY Order Confirmation for SAP® Solutions
Are you still typing away, or are you already using intelligent logging?
It’s something that every clerk in the purchasing management is familiar with from bitter experience: Order confirmations arrive in the purchasing department every day – by email or letter and sometimes as a FAX. There can be a few, several or hundreds each day – often including urgent deadlines.
Important purchase order confirmations must, of course, be processed promptly. That means: Clerks are required to enter the purchase order confirmations in the “purchasing system”. And this is where a process starts that consists of several manual steps and repeats itself every day. Whether it is copy and paste from the email into the system, or simply by typing from a paper document. In this respect, particular attention is paid to Incoterms (International Commercial Terms). This is because important information, such as delivery times, delivery locations and other conditions must be transferred manually and without errors. No matter how you manage the flood of order confirmations, it is always a time-consuming routine task that is also error-prone and tiring.
Don’t you think that this kind of work could be done more efficiently? We do too. EASY Order Confirmation for SAP® Solutions changes the situation clearly for the better. Enable incoming orders and purchase order confirmations to be logged and read automatically. Whether it is still on paper or by email, or in another digital format. With the intelligent logging of documents from EASY, you can rely on a solution that completes your Purchase-to-Pay process, makes it efficient, and integrates it 100% in SAP®.
The advantages of automated purchase order and order confirmations at a glance
- Accelerated process runtimes:
The automatic assignment of order confirmations to ordering processes enables the subsequent automatic posting upon receipt of the invoice (with reference to the purchase order).
- Monitoring of the Incoterms:
Maintain a reliable overview of all order confirmations as well as the corresponding Incoterms.
- Increase in the processing accuracy:
Higher process quality and accuracy due to the elimination of logging errors that otherwise occur with the manual entry of purchase order confirmations.
- Superior process transparency:
EASY Order Confirmation for SAP Solutions provides you with individually-configurable dashboards for the regular monitoring of order confirmations through reports and evaluations.
- The environment in mind:
Using EASY Order Confirmation eliminates the need for paper, folders and filing suites. You therefore save money on both materials and rented space.
- Improvement to the quality of downstream processes
EASY Order Confirmation allows you to interface the goods receipt and invoice receipt processes in SAP subsequent to the purchase order confirmation, creating an effective Purchase-to-Pay process. Possible errors and sources of error can therefore be identified at an early stage.
The process steps of automated purchase order confirmation
Logging of the order confirmation
Regardless of whether you still receive your purchase order confirmations on paper or in a digital format (PDF, XML, Office documents, etc.) – the intelligent document reader accurately logs all the relevant elements and forwards them to the SAP system. Gone are the days of manual and sometimes incorrect input processes. This increases the process quality and relieves your employees of tedious routines surrounding the logging of order confirmations.
Validation of the purchase order confirmation
Identify inconsistencies and errors in purchase order confirmations with EASY Order Confirmation at an early stage. In this way, you save yourself subsequent time-consuming extra work due to incomplete and/or incorrect deliveries of goods. EASY Order Confirmation validates the Incoterms of the digital order confirmation against the data of the original purchase order from the leading SAP ERP system. The delivery times, places of delivery and other conditions of a purchase order can be monitored and, if necessary, corrected on time through the validation of the order confirmation.
The intuitive operability by the clerks was also a priority right from the very start. Thanks to the clearly-arranged user interface, all the authorized clerks can access the visual target/actual comparison of the purchase order and order confirmation. The user interface, realized in SAP Fiori, shows the status of the purchase order confirmation in a familiar way using a colored traffic light function. In the case of doubts or discrepancies, the clerks can enter into direct communication with the supplier with just one click.
The electronic purchase order confirmation for a completely digital Purchase-to-Pay
Digital procurement processes are constantly evolving, and link all of the sub-processes in the logistics chain. However, the logging and digitalization of order and/or purchase order confirmations is only one, albeit a central, sub-process. EASY Order Confirmation also ensures connectivity to upstream and downstream processes. In this way, you create the basis for a consistently digitalized Purchase-to-Pay process – and benefit from the following advantages:
Do you have any questions about digital order confirmation? We have the answers.
Dank EASY konnte die Durchlaufzeit einer Rechnung in unserem
Unternehmen von vormals einigen Tagen auf wenige Minuten reduziert werden.