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The issue of handbook gross sales order processing

The gross sales order processing workflow is integral to the general order to money course of. In most medium to giant B2B companies gross sales orders are nonetheless entered/created manually by inside gross sales reps. That is the case even for giant organisations that use SAP as their system of report (ERP) and course of giant volumes of orders.

Gross sales reps in these organisations obtain buy orders with unstructured information despatched in by patrons through electronic mail, fax or cellphone. They then parse this information to create gross sales order requests or gross sales orders in SAP for every one manually. This handbook methodology of gross sales order processing is extraordinarily inefficient, error-prone and time consuming.

On this article we are going to discover a really perfect workflow for SAP gross sales order automation, focus on some key challenges, and suggest an alternate resolution to automate gross sales orders in SAP utilizing Nanonets.

Key takeaways

Seeking to automate your handbook gross sales order processing workflows in SAP? Learn how Nanonets might help your gross sales groups keep away from handbook information entry and give attention to delivering worth to prospects.

Automating gross sales order processing in SAP

SAP provides an answer combining RPA (5LT bot) and ML-based information extraction (app ID F4920) to automate the gross sales order creation workflow finish to finish:

1. Automate PO import into SAP with the 5LT bot

• Incoming order particulars and/or buy orders are primarily shared through electronic mail. The 5LT bot continously scans unread electronic mail topic strains for particular or related key phrases that may point out an incoming order.
• The bot then downloads the hooked up order file or PO from the actual electronic mail and uploads it into SAP S/4HANA Cloud.

2. Parse POs with the Create Gross sales Orders – Automated Extraction app (F4920) and create a Gross sales Order Request

• For every new PO the Create Gross sales Orders – Automated Extraction app on SAP S/4HANA Cloud then creates a brand new Gross sales Order Request, triggers the info extraction and attaches the PO (PDF or picture) within the SOR (Gross sales Order Request).
  • The system flags lacking particulars that stop an automated SOR creation which may then be added or validated manually.
  • The 5LT bot enters the main points pertaining to the created SORs into an Excel file and saves it domestically.

3. Automate Gross sales Order creation from validated SORs with the 5LT bot

• The 5LT bot fetches gross sales order request quantity(s) and carry out information validations to confirm information completeness.If required, it performs a Grasp Knowledge Matching to to replace the SOR.
• The bot then makes use of the Excel file created within the step above to transform all validated SORs into contemporary gross sales orders in SAP S/4HANA Cloud.
• Lastly, the bot emails all stakeholders with a standing report and associated attachments.

Challenges within the native SAP gross sales order automation resolution

Whereas the answer lined above will get the job achieved, it has its justifiable share of challenges. After talking to a bunch of companies utilizing the SAP ecosystem and getting insights from SAP energy customers on Reddit, listed below are a few of they considerations that customers face whereas organising SAP gross sales order automation workflows as proven earlier.

Incomplete import of order information from emails

Order information despatched in as emails or POs is commonly unstructured and even advanced in some circumstances. And the RPA bot won’t at all times seize these particulars precisely.

• Along with the hooked up POs, important order particulars are sometimes shared within the electronic mail physique and even within the electronic mail topic line.

Inconsistent buyer information that does not match the vendor’s information

Getting prospects to share constant and correct info in POs or emails is a problem. And this typically journeys up the info extraction course of and the gross sales order creation workflow.

• Matching buyer IDs to the suitable materials/merchandise IDs is a frequent problem – e.g. prospects will ship you an order for merchandise XYZ however in your system the merchandise is recorded as merchandise ABC.
• The identical is the case with pricing particulars, supply dates, and different important order particulars that do not match within the vendor’s and the customer’s ERPs.
• Neither the automated information extraction nor the SAP bot might help 100% on this state of affairs and handbook intervention is unavoidable.

Pricing & lack of knowledge

The pricing net of this SAP tech might be prohibitive for some companies and fairly sophisticated to setup and keep.

• Price is a big issue right here and pricing particulars are sometimes opaque, advanced or simply not accessible except you converse to a marketing consultant or gross sales exec. If it is cheaper to rent N folks to do it manually than to pay for a license, automation would undoubtedly be out of the image.
• Companies typically lack inside assets to repeatedly keep the SAP tech stack. Whereas there are lots of SAP consultants available in the market, price and lack of direct visibility and management might be of concern.

SAP gross sales order automation utilizing Nanonets

Whereas the SAP tech stack for automating gross sales order processing is powerful, very best and extensively utilized by companies within the SAP ecosystem, it has some clear drawbacks that we lined within the earlier part. We are going to now take a look at how a workflow involving Nanonets can streamline the challenges talked about beforehand within the SAP gross sales order automation course of.

Nanonets is an clever automation AI for all enterprise processes that may automate advanced enterprise processes and draw actionable insights from unstructured information throughout a number of sources. This is a case research on how SaltPay makes use of Nanonets to combine with SAP to handle vendor invoices.

Nanonets can match seamlessly into your present SAP setup to automate gross sales order processing finish to finish. Most significantly pricing for Nanonets is fairly easy and clear. And it’s a lot simpler to arrange and keep workflows on Nanonets.

This is how a really perfect SAP gross sales order automation workflow powered by Nanonets would seem like:

1. Precisely import and seize ALL order information from buyer emails

Accumulate/ahead all incoming emails to a devoted Nanonets inbox. The AI can then extract all related order information from electronic mail our bodies, topics, sender data, attachments, or signatures.

Organising electronic mail imports is fairly simple with Nanonets. Simply choose the suitable information extractor mannequin (PO extractor) and arrange the import workflow utilizing the workflow builder.

2. Validate and approve the extracted/captured order information

Nanonets AI can evaluate order information comparable to buyer id, merchandise codes, amount, deal with, supply particulars and many others. in opposition to grasp information to flag inconsistencies that should be reviewed.

Nanonets can fetch grasp information from SAP through API connectors, match the info and flag inconsistencies for assessment. The AI can alternately do a fuzzy match to select the perfect match from the grasp information immediately. If the grasp information resides in an exterior database or Excel sheet this course of is much more simple with Nanonets.

You can too arrange rule-based approval workflows based mostly on order worth, prospects or some other logic.

3. Push gross sales order into SAP

The validated information within the earlier step can then be posted or pushed by Nanonets into SAP S/4HANA Cloud through API. Nanonets can moreover connect supporting paperwork to the SO in SAP to function a reference.

Nanonets can both create gross sales order requests or immediately create gross sales orders.