Automated purchase order confirmation in SAP
Are you still typing away, or are you already using intelligent logging?
It’s something that every member of staff in purchasing management is familiar with from bitter experience: Order confirmations arrive in the purchasing department every day – by email, post, or 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. This means that staff 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 daily. 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 significantly 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®.
Advantages of automated purchase order and order confirmations in SAP
- 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 Incoterms:
Always maintain a reliable overview of all order confirmations and the associated Incoterms.
- Increase in process accuracy:
Higher process quality and accuracy due to the elimination of logging errors that otherwise occur during 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 following the purchase order confirmation, creating an effective Procure-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 in SAP
Logging 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 captures all 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. This saves you 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. Delivery times, delivery locations and other conditions of a purchase order can be monitored and, if necessary, corrected in good time by validating the order confirmation.
The intuitive operability by the users is also a priority right from the very start. Thanks to the clearly arranged user interface, all authorised employees can access the visual target/actual comparison of the purchase order and order confirmation. The user interface, realised in SAP Fiori, shows the status of the purchase order confirmation in a familiar way using a coloured traffic light function. In the case of doubts or discrepancies, the person responsible 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 the sub-processes in the logistics chain. However, the logging and digitalisation 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. This means you create the basis for a consistently digitalised Purchase-to-Pay process – and benefit from the following advantages: