Solutions Order handling

Every customer order in the ERP, before anyone types it.

Sales order processing is the work between a customer purchase order arriving and the order existing in the ERP: reading it, checking customer, parts, prices and stock, entering it, and telling the customer. Elentaria does that work as each order arrives, by email or PDF, and hands a person only the lines its rules cannot settle.

See one morning
Sales order draft / SO-8812 from PO 77201, Brenner Tools1 of 26 orders needs a person
Inboxorders@, 26 today
  • Nordkraft MetallOrder 5522, 3 linesOrder
  • Brenner ToolsPO 77201Order
  • Halden & VikLead time on FL-2040-S?Question
  • Ostbeck PumpsChange to order 5510, line 2Order change
Sales orderNetSuite, draft
LinePartQtyPriceDelivery
1FL-2040-S12018.4014 Oct
2BR-115-A4041.2014 Oct
3BT-118 to HX-88-C6002.1514 Oct
4CP-300-R1696.0014 Oct

Line 3: customer part BT-118 mapped to HX-88-C, confirm.

Customer matchedPrices per contractStock checked1 line to confirm

  • Line 3Customer part number not in the map. To S. Ray, order desk.
  • Lines 1, 2, 4Matched. Order prepared in NetSuite, acknowledgement drafted.
  • Customer toldExpected 14 Oct.

Today, by hand

Today a customer purchase order arrives as a PDF, someone reads it, looks up the customer and each part number in the ERP, checks the prices against the contract, and types the order in. The acknowledgement goes out when they get to it, and a wrong part number is found at the picking stage.

One morning on the order desk

A customer PO at 08:12, answered from the record at 11:30.

One order out of the 26 that arrived that day, followed from the inbox to the acknowledgement. The order desk touched it once, for one line.

  1. 08:12The system

    A purchase order from Brenner Tools lands in orders@ as a two-page PDF: PO 77201, four lines.

  2. 08:13Elentaria

    Reads the PO, matches the customer account and ship-to address, and maps three of the four customer part numbers to your SKUs.

  3. 08:14Elentaria

    Checks the prices against the Brenner contract and the quantities against stock, then sends line 3, a customer part number not in the map, to S. Ray on the order desk.

  4. 08:41A person

    S. Ray confirms BT-118 is HX-88-C and adds it to the customer part map, so the next Brenner order maps on its own.

  5. 08:42The system

    Sales order SO-8812 is created in NetSuite with the PDF attached, and the acknowledgement goes to Brenner with the expected date, 14 Oct.

  6. 11:30Elentaria

    Brenner asks when it ships; the answer comes from the order record within a minute, 14 Oct, and nobody on the desk is interrupted.

The workflows in this process

What it reads, checks, writes, and brings to a person.

01

Sales order processing

Reads each order as it arrives, checks it against pricing and terms, and creates it in the ERP.

Reads
Customer orders arriving as email, PDF attachment, scanned document, EDI message or portal order
Checks
Customer account, ship-to address, customer part numbers against your SKUs, prices against the price list and contract, quantities against stock and minimums
Writes
The sales order in the ERP with the source document attached, the CRM record, and the order acknowledgement to the customer
To a person
Orders with a price mismatch, an unknown part number, a credit hold or a missing delivery address, with the original document alongside
How it runs, step by step
02

RFQ processing

Reads each RFQ, matches the lines to your catalogue and price rules, and prepares the quote in your system.

Reads
Requests for quotation arriving as email, PDF, spreadsheet or portal submission
Checks
Requested items against the catalogue and drawings, quantities against price breaks, requested dates against lead times, customer against agreed terms
Writes
The quote in the ERP or CPQ system, the opportunity in the CRM, and the quote document to the customer
To a person
Lines that need engineering review, pricing outside the approval limit, or a customer without agreed terms
How it runs, step by step
03

Customer purchase order processing

Reads the customer PO, compares each line to the quote, and prepares the sales order in the ERP.

Reads
Customer purchase orders arriving as PDF or email, and the quote they refer to
Checks
Each PO line against the quote: part number, quantity, unit price, delivery date, payment terms and shipping address
Writes
The sales order in the ERP with the PO number and quote reference, and the order confirmation to the customer
To a person
POs where a price, quantity or date differs from the quote, or that reference a quote that has expired
How it runs, step by step
04

Quote to cash

Follows up every open quote on the company schedule, checks the purchase order that comes back against the quote, and prepares the sales order.

Reads
Sent quotes in the CRM or ERP, customer replies, and the purchase order that answers a quote
Checks
Whether the PO matches the quote on prices, quantities, part numbers, validity and terms, and which quotes are open, expiring or quiet
Writes
The sales order prepared from the accepted quote, follow-ups on open quotes, and the quote status in the CRM
To a person
POs that differ from the quote, requests for revised pricing, and quotes outside the approval rules
How it runs, step by step

See it run on your documents.

Bring the customer purchase order that took your desk longest last week, and we will show it read, checked and entered.