Order entry · SAP
Automate order entry: from the emailed purchase order to the sales order in SAP.
Purchase orders arrive as emails or PDF attachments. An AI agent reads them, checks customer, material, prices and terms against SAP and creates the sales order. Deviations go for approval according to your rules.
- SAP
- Microsoft
- voluro
Every purchase order looks different. It still gets keyed in by hand.
Today
- The back office types line items, quantities and dates from PDF orders into SAP.
- Customer material numbers, prices and terms are compared with SAP by hand.
- Whether a discount is acceptable gets settled by an email to sales.
- The order confirmation goes out when someone has time for it.
With Nexus
- The agent reads the email body and PDF attachment and identifies customer, line items and dates.
- Customer, material, prices and terms are checked against SAP before anything is created.
- Deviations go to the sales manager or finance with all the data.
- The agent creates standard orders itself, and the confirmation goes straight to the customer.
How a purchase order runs through.
Two orders by email: one within your rules, one with a 12% discount. The first is created right away, the second after approval in Teams.
- Order read from email and PDF
- Customer, material and prices checked against SAP
- Approval only where your rules require it
- Purchase order by email
- Customer, material and prices checked✓
- Sales order created in SAPautomatic
- Purchase order by email
- Discount above 10% for approvalApproval
- Sales order created in SAPapproved
Every step in the audit trail
The flow in six steps.
Receive the order
The purchase order arrives in the mailbox, as email text or as a PDF attachment.
Extract the data
The agent identifies the buyer, PO number, line items, quantities, requested date and delivery address.
Check against SAP
Business partner, material numbers, prices and terms are compared with SAP, along with availability, credit limit and blocks.
Apply the rules
Nexus decides by your rules: create automatically, request approval or stop.
Create the sales order
The agent creates the order in SAP, protected against executing the same purchase order twice.
Confirm the order
The order confirmation goes to the buyer. Order number, inputs and decision are recorded in the audit trail.
When the agent creates the order itself and when it asks.
The check runs in Nexus, outside the language model. The values are an example.
| Situation | Decision |
|---|---|
| Existing customer, prices as in SAP, order value below €50,000 | Create automatically |
| Discount above 10% or order value from €50,000 | Sales manager approval |
| Order value from €250,000 or changed terms | Finance + sales approval |
| Details unreadable, or customer or material can’t be matched clearly | Query to the back office |
| Customer blocked in SAP | Stopped |
Example rules. You define the thresholds, conditions and approval routes.
What the agent takes over and what it doesn’t.
Order entry from email and PDF is part of the order-to-cash pack. It ends with the created and confirmed sales order. Delivery, billing and cash collection continue in your existing processes. The agent does not negotiate prices or terms.
Even a good language model sometimes misreads a badly scanned purchase order. That is why Nexus checks every extracted value against SAP and routes uncertain cases for review before anything is posted. If orders already arrive in structured form, for example via EDI, a classic integration is usually the better choice.
How much runs through without manual work depends on your master data and rules. For standard orders, up to 80% can run without manual intervention. We measure the figure for your process in the proof of value.
What you need to get started.
You start with a proof of value with a fixed scope, typically 4 to 6 weeks. We connect your mailbox and your SAP test system and run real purchase orders through.
Prerequisites
- A mailbox where purchase orders arrive
- Released SAP interfaces for business partner, pricing and sales order, on S/4HANA or ECC
- For systems behind your firewall: a relay service with outbound connections only
- Your approval rules and the people responsible
- A selection of typical purchase orders, including difficult ones
Frequently asked questions about automated order entry
Which order formats does the agent read?
Purchase orders in the email body and as PDF attachments. We look at other formats for your case in the process check.
What happens if the agent can’t match a line item clearly?
It doesn’t create an order. The case goes to your back office with the purchase order and the extracted values, so they can complete or correct it.
Does this work with SAP ECC?
Usually, yes. The pack uses business capabilities such as erp.salesOrder.create. Whether an OData service in S/4HANA or a function in ECC sits behind it is mapped during implementation.
How does this relate to the order-to-cash pack?
Order entry from email and PDF is one input of the pack. The other is the won opportunity in the CRM. Checks, approvals and order creation are the same in both cases.
Read on
- Order-to-cash pack
Order processing
The order-to-cash pack with flow, approvals, metrics and video demo.
AI agents for SAP
Which transactions agents execute in SAP and what your SAP needs for it.
Approvals in Teams and Outlook
What the approver sees and how Microsoft 365 works together with SAP.
AI agent, RPA or workflow?
When classic automation is enough and when an agent pays off.
Start with one process.
30 minutes · free · with a senior architect. You get a verbal initial assessment and concrete next steps.